6217 Headquarters Chhattisgarh & Odisha Sub Area Naya Raipur

Tele : 6217 Headquarters Chhattisgarh & Odisha Sub Area Naya Raipur (CG)

4300/28/ST-11 15 Feb 2020

______(Contractor Concerned)

NIT/CALL NOTICE : CONCLUSION OF CIVIL HIRED TRANSPORT CONTRACT FOR THE CONTRACT PERIOD 01 APR 20 TO 31 MAR 21 AT HQ CHHATTISGARH & ODISHA SUB AREA

Dear Sir/Madam

1. Online tenders are invited from registered ASC contractors and unregistered vendor/ firms for provision of CHT as mentioned in Para 2 below for the period 01 Apr 2020 to 31 Mar 2021. Tenders will be opened at 1215hrs on dates and venue given below:-

S No Tender Call Dt of Opening of Tenders Venue (a) 1st Call 07 Mar 20 (Saturday) HQ COSA (ST Branch)

(b) 2nd Call 27 Mar 20 (Friday) HQ COSA (ST Branch)

2. Details of stations/items for contracts are given at Appx ‘A’ of this call notice.

3. Critical Dates. Critical dates of 1st Call (07 Mar 20) for the subject tender are as under:-

Serial Events Timelines (1ST Call) Number Date Time (a) Published Date (First Call/Subsequent 15 Feb 20 1830 hrs Calls) (b) Bid Document Download/Sale Start Date 15 Feb 20 1830 hrs (c) Bid Clarification Start Date 15 Feb 20 1830 Hrs (d) Bid Clarification End Date 23 Feb 20 1100 Hrs (e) Bid Submission Start Date and Time 15 Feb 20 1830 Hrs (f) Bid Submission End Date and Time 07 Mar 20 1200 hrs (g) Bid Opening Date and Time 07 Mar 20 1215hrs onwards

4. Detailed instructions to tenderer specific to above mentioned contracts will be available post publication of tenders on Defence Procurement Portal (http://defproc.gov.in). General instructions and guidelines for bidder enrolment are available on the said portal. All vendor/firms enlisted on Defence Procurement Portal are eligible to participate in e-tendering activity.

5. Vendors/Firms who wish to bid for CHT contracts shall submit all documents as per Para 12 (a) below by 1200 Hrs on 07 Mar 2020. These documents shall be verified by a board of officers/ Technical Evaluation Committee (TEC). In case theses documents are not received or it is found by the board of officers /Technical Evaluation Committee (TEC) 2 that any vendors/firms does not meet the Performance Parameters in Qualitative Requirements (QR) for vendor verification as given in para 2 of RFP-Part-II, then bids of such vendors/firms will be rejected.

6. Net Financial Capacity. The average turnover of the vendors/firms for the last three years will be taken as the monetary limit upto which contract can be placed on the vendors/firms. In case a vendors/firms is making losses it will not be assumed that it can not be considered for contract. “Each case will be assessed and examined on its overall merits by the Recommending and Accepting Authorities”.

7. Earnest Money Deposit (EMD). FDRs on account of Earnest Money (EMD) of any of the Public Sector Bank or a Private Sector Bank authorised to conduct Government business will be made. These EMDs must be valid upto 165 days from date of opening of bid. NO FDR FOR EARNEST MONEY WILL BE ACCEPTED UNLESS THE SAME IS DISCHARGED BY THE VENDORS/FIRMS. FDRs for earnest money as mentioned in Appendix ‘A’ will be made in the name of ADST, Headquarters Chhattisgarh & Odisha Sub Area, Raipur. Only the VENDORS/FIRMS who are registered with Central Purchase Organizations (CPO) (e.g. DGS&D) are exempted to deposit earnest money. The VENDORS/FIRMS registered with Command Headquarters or Ordnance Factory or any other organization below apex level are not exempted for deposition of earnest money and required to furnish EMDs. The earnest money of three lowest tenderers will be retained till sanction/order of re-tendering of the contracts by the CFA. 9. On downloading of tender form i.e. Request for Proposal (RFP), you are also requested to read the instructions to tenderers and general/special conditions given in the tender form thoroughly before uploading e-bids to avoid any mistakes/confusion for which no representation will be entertained. Clarification if any, be obtained from this office well in advance. 10. Vendors/Firms bidding for CHT contracts will be in possessing of minimum number of following vehicle as noted against each:-

S Value upto Light Buses Load CHTT (Truck with No Veh and carrying Trailer) and Water vehicles Specialist Vehicles Bowser (Truck 7 i.e. JCB, Earth Tons Movers, Crane and Tractor with above) implements etc (a) Upto 50 Lakh 3 - 2 (b) 50 Lakh to 1 Crore 5 2 3 (c) 1 Crore to 2 Crore 8 3 5 No stipulation (d) 2 Crore to 5 Crore 15 7 7 (e) Above 5 Crore 22 12 12

S Type of Vehicles Vintage as on 01 Apr of Financial No Year (a) Light Vehicles 6 Years (b) Buses 10 Years (c) Load Carrying vehicles 12 Years (d) Water Bowsers / Specialist No stipulation (vehicles to be in good Vehicles) mechanical condition) # Vintage of vehicles is required to be as on 01 Apr of financial year. 3

11. Tender Fees. In order to promote wider participation and ease of bidding, No cost of tender document will be charged. 12. Manner of Depositing the Bids. The details of manner of depositing the bids are as follows:- (a) Physical Submission of Documents in Tender Box. The following documents (hard copies) should be placed in Tender Box at HQ Chhattisgarh & Odisha Sub Area (ST), Raipur (CG) -492101 latest by 07 Mar 2020 upto 1200 hrs marked as ‘Tender Documents for CHT Contracts’ for ______(categories) ______(station) at HQ Chhattisgarh & Odisha Sub Area (ST), on 07 Mar 2020 by 1200hrs :-

(i) EMD. Original instrument for payment of Earnest Money Deposit. The details of EMD are as per Appendix ‘A’.

(ii) In order to ensure that firms / contractors do not obtain contracts . beyond their financial capacity, a certificate be forward by the Bidder of the existing & Net Financial Capacity as per Appendix ‘B’. (iii) Certificate of “Acceptance of Terms & Conditions of RFP” enclosed as Appendix ‘C’. (iv) Self attested copy of acknowledgement of latest IT Return of last three years. (v) Audited Balance Sheets and Profit and Loss Statements of the firms for the previous three financial years. In the case of private limited/public limited companies, their latest audited final account alongwith annual reports and memorandum of Association/ Articles of Association. (vi) Certified copy of Bank A/c for last three years issued by the Bank.

(vii) Self attested copy of GST registration certificate.

(viii) Self attested copy of PAN card.

(ix) Proprietorship or Partnership deed or articles/memorandum of association as the case may be.

(x) Photographs of proprietor/partners duly attested.

(xi) In the case of partnership firm, partnership deed duly registered with Registrar of firm.

(xii) Police verification of the proprietors/partners.

(xiii) Affidavit stating no Criminal/Black listing/court case related to Service concerned is pending against the firm.

(xiv) Affidavit regarding Power of attorney, if applicable.

(xv) Affidavit giving the details of vehicles registered in the name of the proprietor/firm/Company with their vintage. Minimum number of vehicles and its vintage as indicated above will be held by the firm at the time of tender submission and it will not be disposed off till the validity of contract period. 4

(xvi) Photocopy of RC book duly attested.

(xvii) A self certified affidavit & proof that the firm has a functional shop/ establishment located in contract station/ city and that the firm is dealing with transport business for which he intend to bid. Alternatively, the firm should render a certificate that he will establish a shop/ establishment/ office at the central station for collection of demands from contract operating unit, if contract is awarded.

(xviii) RFP & following signed alongwith firm’s stamp on all pages by the bidders:- (aa) Part I - General Information. (ab) Part II - Essential details of items/service required. (ac) Part III - Standard Condition of Request for Proposal (RFP). (ad) Part IV - Special conditions of Request for Proposal (RFP). (ae) Part V - Evaluation criteria & format for price bids

(b) Online Submission of Bids. The Online Bids will be submitted in two covers as follows:-

(i) First cover . First cover should contain the fwg:-

(aa) EMD. Scanned copy of original instrument for payment of Earnest Money Deposit. The details of EMD are as per . Appendix ‘A’.

(ab) In order to ensure that firms / contractors do not obtain . contracts beyond their financial capacity, a scanned copy of . certificate be forward by the Bidder of the existing & Net Financial Capacity as per Appendix ‘B’.

(ac) Scanned copy of certificate of “Acceptance of Terms & Conditions of RFP” enclosed as Appendix ‘C’.

(ad) Scanned copy of self attested acknowledgement of latest IT Return of last three years.

(ae) Scanned copy of audited Balance Sheets and Profit and . Loss.Statements of the firms for the previous three financial . years. In the case of private limited/public limited companies, . scanned copy of their latest audited final account alongwith annual . reports and memorandum of Association/Articles of Association.

(af) Scanned copy of certified copy of Bank A/c for last three years issued by the Bank.

(ag) Scanned copy of self attested copy of GST registration certificate.

(ah) Scanned copy of self attested copy of PAN card. 5 (aj) Scanned copy of proprietorship or partnership deed or articles/ memorandum of association as the case may be.

(ak) Scanned copy of photographs of proprietor/partners duly attested.

(al) In the case of partnership firm, scanned copy of partnership deed duly registered with Registrar of firm.

(am) Scanned copy of police verification of the proprietors/partners.

(an) Scanned copy of affidavit stating no Criminal/Black listing/court case related to Service concerned is pending against the firm.

(ao) Scanned copy of affidavit regarding Power of attorney, if applicable.

(ap) Scanned copy of affidavit giving the details of vehicles registered in the name of the proprietor/firm/Company with their vintage. Minimum number of vehicles and its vintage as indicated above will be held by the firm at the time of tender submission and it will not be disposed off till the validity of contract period.

(aq) Scanned copy of RC book duly attested.

(ar) Scanned copy of a self certified affidavit & proof that the firm has a functional shop/ establishment located in contract station/ city and that the firm is dealing with transport business for which he intend to bid. Alternatively, the firm should render a certificate that he will establish a shop/ establishment/ office at the central station for collection of demands from contract operating unit, if contract is awarded.

(ii) Second Cover. It will contain the Schedule i.e. Bills of Quotations (BoQ). Vendor will download the Schedule (BoQ) and fill all the details in all relevant fields and upload the same. No modification to any field of the Schedule (BoQ) or file name is permissible. Any violation will render the bid invalid. Vendors may refer to the ‘Instructions to Bidders for Online Submission of Bids’ uploaded alongwith RFP for any clarification and query.

(c) In case the above documents both online & offline (manual submission) do not reach the ADST, HQ Chhattisgarh & Odisha Sub Area (ST) by the laid down stipulated time, the bids are liable to be rejected. Late tenders will not be considered. No responsibility will be taken for postal delay or non-delivery/ non receipt of bid documents. Bids sent by FAX or e-mail will not be considered.

(d) During checking of the tender documents mentioned at para 12 (a) above, if any documents is not produced/does not fulfill the QR, the bid of the contractor for that contract will be rejected. No representation will be entertained.

(e) The original documents mentioned at para 12 (a) and printout of RFP duly singed by contractor on all pages with firms stamp must be placed in the tender box.

13. The undermentioned points should be strictly adhered to before giving a ‘General Power of Attorney’ to any person for any act related to contracts:-

(a) The value of stamp paper required for execution of General Power of Attorney, as per current rates, i.e Rs 100/- each.

(b) The stamp paper is valid until the same is cancelled.

(c) Particulars of witness and their signatures on the General Power of Attorney are required to be mentioned duly authenticated.

(d) Registration Number of the stamp paper and date of affidavit with stamp is mandatory.

(e) Photographs of proprietor and attorney are required to be pasted on the pre- printed value portion of the stamp paper and stamp of the attesting authority should be partially on the photographs and partially on the pre-printed value of the stamp papers.

(f) The General Power of Attorney is to be attested in presence of magistrate first class/Notary/Registrar of documents and stamped and signed by the same.

(g) The stamp papers in continuation should be purchased by only one person and not by two different persons.

(h) The stamp should be duly authenticated with the signatures by the authorized person.

(j) Diary No of Notary must be endorsed with stamp paper.

14. The Executive Officer reserves to himself the right to any amendment, cancellation and changes to the tender notice in whole or in part without assigning any reasons.

15. Further clarifications, if any, can be obtained from the office of the ADST, HQ Chhattisgarh & Odisha Sub Area (ST) on any working day between 1000 hours to 1300 hours.

16. Tenderers must be present for ‘Tender Negotiations’ if required on 09 Mar 2020 at 1100hrs or as specified by the Procurement committee (PC) of Officer through email notice. It may be noted that only the contractor(s) or his authorised partner(s) or their accredited agent(s) who hold a proper power of attorney will be allowed to enter the premises for participating in the tendering activities.

17. Vendor/Firms who desire to do business with Army will take the following actions and submit the details to this Headquarters alongwith manual documents as mentioned below:-

(a) Create an e-mail ID account.

(b) Obtain Digital Signature Certificate (DSC) from the authorized agency in name of Sole proprietor/partner of the firm.

18. Vendors/Firm will ensure the following:-

(a) Earnest Money Deposit. The vendors/firms will deposit earnest money for each contract as mentioned at Para 12 of Notice Inviting Tender through FDR at the time of tendering. The same will be refunded after completion of tender activities.

(b) Performance Bank Guarantee/Security Deposit . 10% of total contract value will be deposited as Performance Bank Guarantee/Security Deposit by the successful bidders within 30 days of award of contracts or prior to commencement of contracts whichever is earlier.

(Note : Financial bid of vendors/ firm will be opened only after being found fit in technical evaluation i.e. submission of all documents as per para 12 (a), assessment of QR for vendor verification meeting all performance parameters and assessment of financial health).

Yours faithfully,

Sd/-x-x-x-x (SK Thakur) Lt Col ADST for Cdr Copy to:-

MG ASC Central Command.

Brig ASC MB Area, UB Area .

ADsST Lucknow Sub Area/Meerut Sub Area/Uttaranchal Sub Area/J & B Sub Area/PUP & MP Sub Area.

All Sup Deps/Sup Points Allahabad/Jabalpur/Danapur/Ramgarh/Gopalpur/Mhow/Namkum/Faizabad/Varanasi/ Gaya/Naya Raipur/Pachmarhi/Kunraghat/Balasore/Bhubaneswar/Sambalpur/Muzaffarpur.

Internal

HQ COSA (Q) - for info please.

Appendix ‘A’ (Refer Para 2 of HQ COSA letter No 4300/28/ST-11 dt 15 Feb 20)

DETAILS OF CONTRACTS TO BE CONCLUDED FOR THE PERIOD FROM 01 APR 2020 TO 31 MAR 2021

S/ Stn Cat of Veh Earnest Money No (Bid security) (In Rs) 1 Naya Raipur Lt Vehs, Amb, Mort & Buses 46,000.00

2 Naya Raipur Hy Vehs 11,200.00 3 Bhubaneshwar Lt Vehs & Buses, 39,500.00

4 Bhubaneshwar Hy Vehs 9,500.00

5 Balasore Lt Vehs, Buses & Hy Veh 21,800.00 6 Sambalpur Lt Vehs 18,200.00 7 ARO Cuttack Lt Vehs 6,800.00 Appendix ‘B’ (Refer Para 12 (a) (ii) of HQ COSA letter No 4300/28/ST-11 dt 15 Feb 20)

CERTIFICATE

(MANDATORY WITH RFP (TENDER FORM)

Name of firms : Full Address : E-Mail Address : GST Registration Number : Tele No : (LL) (Mob) No of Contracts already UNDER OPERATION (with any Govt Department) / already AWARDED (by any Govt Department and due to Commence) Certified that my/our firm is operating/has already been awarded the following contracts :- Ser Contract with Period of Contract Value of contract No From To

No of Contracts UNDER SANCTION (with any Govt Department) My/Our firm had bid for the following contracts wherein the firm is declared L-1 and contracts are awaiting approval / sanction :- Ser Contract with Period of Contract Value of contract No From To

No of Contracts under EVALUATION (with any Govt Department) My/Our firm has also participated in tendering activity for the following contracts where results of tendering are awaited :- Ser Contract with Period of Contract Value of contract No From To (at current / Expired Contract Rates)

Certified that on securing the contract (s) for which I/we have applied now, my/our overall Net financial capacity will not be exceeded. I am/We are fully aware that my/our firm is liable for action as per rules in case the above declared facts are found to be wrong.

Dated : (Signature of the contractor/Proprietor/ Partner/ Power of Attorney Holder (alongwith stamp of firm) Appendix ‘C’ (Refer Para 12 (a) (iii) of HQ COSA letter No 4300/28/ST-11 dt 15 Feb 20)

RFP CONDITIONS ACCEPTANCE LETTER (To be given on Company Letter Head)

To, ______

Sub: Acceptance of Terms & Conditions of RFP

RFP Reference No: ______

Name of Tender / Work: - ______

Dear Sir,

1. I/ We have downloaded / obtained the tender document(s) for the above mentioned ‘Tender/Work’ from the web site(s) namely: ______as per your advertisement, given in the above mentioned website(s).

2. I / We hereby certify that I / we have read entire terms and conditions of the tender documents from Page No. ______to ______(including all documents like annexure(s), schedule(s), etc .,), which will form part of the contract agreement and I / we shall abide hereby the terms / conditions / clauses contained therein.

3. The corrigendum(s) issued from time to time by your department/ organizations too have also been taken into consideration, while submitting this acceptance letter.

4. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) / corrigendum(s) in its totality / entirety.

5. The documents submitted in physical form as mentioned is the true copy of the documents uploaded on the Central Public Procurement Portal (https://eprocure.gov.in/eprocure/app).

6. In case any provisions of this tender are found violated , your department/ organisation shall be at liberty to reject this tender/bid including the forfeiture of the full said Earnest Money Deposit absolutely and we shall not have any claim/right against deptt in satisfaction of this condition.

Yours Faithfully, (Signature of the Bidder, with Official Seal)