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Draft Rfp Quotes Are Not to Be Sent Through Fax but Only In DRAFT RFP QUOTES ARE NOT TO BE SENT THROUGH FAX BUT ONLY IN SEALED ENVELOPES FOLLOWING TWO BID SYSTEM Services Sports Control Board Armed Forces Headquarters ‘G’ Block, Nirman Bhawan PO New Delhi – 110 011 1001/Sports Kit/ RC/SSCB Mar 15 M/S ------------------------- ------------------------------- INVITATION OF BIDS FOR RATE CONTRACT OF SPORTS KIT/GEAR (UNDER TWO BID SYSTEM) REQUEST FOR PROPOSAL (RFP) NO 1001/Sports Kit /RC/SSCB DATED 14 Dear Sir / Madam, 1. Bids in sealed cover as “Technical Bid” and “Price Bid” are invited for Rate Contract of items listed in Part II of this RFP. Only reputed firms having turnover of more than Rupees Two Crore (Rs 2,00,00,000.00) need to apply. 2. The address and contact numbers for sending Bids, submitting samples or seeking clarifications regarding the RFP are given below:- (a) Bids/Queries to be addressed to : Secretary, Services Sports Control Board. (b) Address for Communication : Room No. 97, ‘G’ Block Armed Forces Headquarters IHQ MoD, Nirman Bhawan PO New Delhi – 110010 (c) Name/designation of the Contact person : Lt Cdr Anupam Joshi (d) Telephone numbers of the contact personnel : 011 -23011118, 23010368 (e) e-mail : [email protected] (f) Fax Number : 011 - 23793769 ---------------------------- ------------------------------ (Signature of Seller) (Signature of Buyer) 2 3. Please super scribe our Subject, ref no. and date of tender opening on sealed cover. (Failure to do so will render your offer invalid) 4. This RFP is divided into five parts as follows:- (a) Part –I - Contains General Information and instructions for the Bidders about the RFP such as the time, place of submission and opening to tenders, validity period of tenders, etc. (b) Part-II - Contains essential details of the items / services required, such as the Schedule of requirements (SOR), Technical Specifications, Delivery period, Mode of Delivery and Consignee details. (c) Part-III - Contains Standard Conditions of RFP, which will form part of Contract with the successful Bidder. (d) Part –IV - Contains Special Conditions of RFP, which will form part of Contract with the successful Bidder. (e) Part V - Contains Evaluation Criteria and Format for price bids. 5. RFP is being issued with Nil financial commitment without prejudice. The Buyer reserves the right to change or vary any part thereof at any stage. Buyer also reserves the right to withdraw the RFP, should it become necessary at any stage without assigning any reasons to the prospective suppliers. ---------------------------- ------------------------------ (Signature of Seller) (Signature of Buyer) 3 PART I – GENERAL INFORMATION 1. Last Date and Time for Depositing the Bids: 1100 hrs on 05 May 15. The sealed bids (both Technical and Commercial) under Two Bid System should be deposited / reach by due date and time. The responsibility to ensure this lies with the Bidder. Tenders not containing both the bids (ie Technical and Commercial) will be disqualified. 2. Manner of Depositing the Bids: The Technical Bid and Commercial Bid should be sealed by the bidder in separate covers duly super scribed and both these sealed covers are to be put in a bigger cover which should also be sealed and duly super scribed Sealed quotations clearly marked as “TECHNICAL BID/COMMERCIAL BID FOR RATE CONTRACT OF SPORTS KIT/GEAR should be addressed to Secretary, SSCB and should be dropped in tender box marked as mentioned under:- “TENDER BOX” SSCB The tender box is kept near the reception office at ‘G’ Block, Gate No 1, IHQ MoD near Udyog Bhawan, or sent by registered post/courier so as to reach by the due date and time. Late tenders will not be considered. No responsibility will be taken for postal delay or non-delivery/non-receipt of tender documents. Bids sent by FAX or e-mail will not be considered. (Unless they have been specifically called for by these modes due to urgency).Courier representative be directed to seek assistance of designated officer (Para 2 (c) above refers) in case of any assistance. Samples of items for Technical bids will be submitted at Room No 97,SSCB, G Block, New Delhi at working hours. 3. Time and Date for Opening of Technical Bid: 1130 hrs on 05 May 15. (If due to any exigency, the due date for opening of the Bids is declared a closed holiday the bids will be opened on the next working day at the same time or on any other day/time , as intimated by the Buyer). 4. Time and Date for Opening of Commercial Bid: The Commercial bids will be opened only after Technical acceptance or otherwise of your bid. The dates will be intimated separately to the Firms qualifying the technical screening. The Commercial quotes of the technically accepted bids only will be opened. It is further clarified that Commercial evaluation of only those samples will be carried out, which clear the technical evaluation. 5. Location of Tender Box: ‘G’ Block, Gate No 1, IHQ MoD near Udyog Bhawan. (Adjacent to Reception Office). Only those bids that are found in the tender box will be opened. Bids dropped in the wrong Tender Box will be rendered invalid. 6. Place of Opening of The Bids: Room No. 97, ‘G’ Block, Armed Forces Headquarters, IHQ MoD, Nirman Bhawan, New Delhi-110 106. The Bidders may depute their accredited representatives, duly authorized in writing, to attend the opening of Bids on the due date and time. Full Particulars of the Rep authorised to attend ---------------------------- ------------------------------ (Signature of Seller) (Signature of Buyer) 4 the tender opening are to be communicated to this office well in advance by Fax / E mail for facilitating the entry of reps to Tender Opening Room. Rates and important commercial / technical clauses quoted by all Bidders will be read out in the presence of the representatives of all the Bidders. This event will not be postponed due to non-presence of your representative. 7. Two Bid System. The “Technical Bid” only would be opened initially on the time and date mentioned above. In case of change in date of opening of the “Price Bid” the same will be intimated after acceptance of the Techno-commercial bids. Price Bids of only those firms will be opened whose Technical Bids are found compliant/suitable after technical evaluation is done by the Buyer. In respect of the two bid system, Bidders are required to furnish clause by clause compliance of specifications bringing out clearly the deviations from specification, if any. 8. Forwarding of Bids. Bids should be forwarded by Bidders under their original memo/letter pad inter alia furnishing details like TIN number, VAT/CST number, Bank address with EFT account if applicable, with complete postal / Phone Nos and e-mail address of their officer. 9. Clarification Regarding Contents of the RFP. A prospective bidder who requires clarification regarding the contents of the bidding documents shall notify to the Buyer in writing about the clarifications sought not later than 07 (Seven) days prior to the date of opening of the Bids. Copies of the query and clarification by the purchasers will be sent to all prospective bidders who have received the bidding documents. 10. Modification and Withdrawal of Bids. A bidder may modify or withdraw his bid after submission provided that the written notice of modification or withdrawal is received by the Buyer prior to deadline prescribed for submission of bids. A withdrawal notice may be sent by fax but it should be followed by a signed confirmation copy to be sent by post and such ink signed confirmation should reach the purchaser not later than the deadline for submission of bids. No bid shall be modified after the deadline for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and expiry of the period of bid validity specified. Withdrawal of a bid during this period will result in Bidder’s forfeiture of bid security, ban on issues of further RFPs as per the decision of CFA and / or removal of name from due Bidding list for the specified period as approved by the competent authority. 11. Clarification Regarding Contents of the Bids. During evaluation and comparison of bids, the Buyer may, at its discretion, ask the bidder for presentation/ clarification of his bid. The request for clarification will be given in writing and NO change in prices or substance of the bid will be sought, offered or permitted. No post-bid clarification on the initiative of the bidder will be entertained. 12. Rejection of Bids. Canvassing by the Bidder in any form, unsolicited letter and post-tender correction may invoke summary rejection. Conditional tenders will be rejected as irresponsive bid. ---------------------------- ------------------------------ (Signature of Seller) (Signature of Buyer) 5 13. Unwillingness to Quote. Bidders unwilling to quote should ensure that intimation to this effect reaches before the due date and time of opening of the Bid, by Fax /email failing which the defaulting Bidder may be delisted for the given range of items as mentioned in this RFP. 14. Validity of Bids. The Bids should remain valid till 120 days from the last date of submission of the Bids. 15. Earnest Money Deposit:– Bidders are required to submit Earnest Money Deposit (EMD) for amount of Rs 2,00,000/- (Rupees Two lakhs only) in favour of “Services Sports Control Board Public Fund” payable at New Delhi along with their bids. The EMD may be submitted only in the form of an Account Payee Demand Draft, Fixed Deposit Receipt, Banker's Cheque or Bank Guarantee from any of the public sector banks or a private sector bank authorized to conduct government business as per Form DPM-16 (Available in MoD website and can be provided on request).
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