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08382-263628 the Officer-In-Charge Sagar Prahari Bal C/O

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08382-263628 the Officer-In-Charge Sagar Prahari Bal C/O Telephone : 08382-234285 Fax : 08382-263628 The Officer-in-Charge Sagar Prahari Bal c/o Navy Office Naval Base Karwar-581 308 637/SPB/SLN/1 28 Mar 16 M/s ________________ ____________________ REQUEST FOR PROPOSAL (RFP) INDEX OF REQUEST FOR PROPOSAL ENCLOSURE I OF RFP RFP FOR OFFLOADING ANNUAL MAINTAINENCE CONTRACT FOR SRILANKAN FIC BOATS INSTRUCTIONS TO BIDDERS FOR ANNUAL MAINTENANCE CONTRACT FOR REPAIR AND MAINTENANCE OF SRILANKAN FIC BOATS AT KARWAR FOR A PERIOD OF ONE (01) YEAR 1. Quotation in sealed cover is invited for Annual Maintenance Contract for Repair and Maintenance of Srilankan FIC boats (Qty 04) at Naval Base (Kar) for a Period of One (01) Year as per the work package listed in enclosed Schedule of Requirement (SOR) placed at enclosure to this document. 2. General information about the tender: (a) Tender reference No. : 637/SPB/SLN/1 (b) Location of tender box : Main Gate (c) Pre bid meeting : 04 May 16, 1400Hrs (c) Last date and time for receipt of tenders : 26 May 16, 1400 Hrs (d) Time and date for opening of tenders : 27 May 16, 1400 Hrs (e) Place of opening of tenders : Conference room at SPB (Kar) premises (f) Address for communication : Sagar Prahari Bal c/ o Navy Office, Naval Base, Karwar-581 308 3. The tender shall be submitted in single stage two-bid system (Technical bid & Commercial bid), The following enclosures are forwarded along with this enquiry to assist you in preparing your technical and commercial offer:- (a) Index of Tender Document - Enclosure - I (b) Schedule of Requirements - Enclosure - II (c) Standard Conditions of Contract - Enclosure - III (d) Guidelines for Preparation of Technical Bids - Enclosure – IV (e) Guidelines for Preparation of Commercial Bids - Enclosure – V (f) Summary Sheet for Costing - Enclosure - VI 4. Quotation should remain valid up to 120 days from the date of opening of Bid. Submission /Opening of Tenders 5. PLEASE QUOTE OUR RFP NO. AND DATE OF TENDER OPENING ON SEALED COVER. FAILURE TO DO SO WILL RENDER YOUR OFFER INVALID. 6. The bid is to be submitted in sealed envelopes, duly marked as The Technical and Commercial bids are to be submitted in two separate sealed envelopes, duly marked as “Technical Bid for RFP No. 637/SPB/SLN/1 dated 28 Mar 16” and “Commercial Bid for RFP No 637/SPB/SLN/1 dated 28 Mar 16”. The quote is to be super-scribed with your firm’s name, address and official seal and ink signed by an authorised representative of the Tenderer. Sealed Bids addressed to ‘The Officer-in-Charge SPB (Karwar)’ should be dropped in tender box marked as "Sagar Prahari Bal" located at Main Gate, Naval Base, Karwar, or to be sent by registered post so as to reach this office 1100 Hrs on 26 May 16. No responsibility will be taken for postal delay or non-delivery/non-receipt of tender documents. 7. Sealed quotations will be opened by a committee on due date and time. Your authorised representative from the Company can attend the tender opening. If due to any exigency, the due date for opening of tenders is declared as closed holiday, in such cases, the tenders will be opened on next working day at the same time or any other day/ time as intimated by SPB (Kar). The date of opening of Commercial Bid will be intimated after acceptance of technical bids. Note: - The commercial bids will be opened after the technical bid. The technical bids will be opened only for those firms who have qualified technically. 8. Tenders found in sealed box will only be considered. To avoid any complications with regard to Late Receipt/Non-receipt of Tenders, it may please be noted that responsibility rests with the Tenderer to ensure that tenders reach this office before due date. Late quotes will be rejected outright. 9. In case your firm is not willing to quote due to any reasons, your regret should be sent well before the due date, failing which your firm can be de-listed from the Contractor's list. 10. Negotiations will be made only with the lowest (L1) bidder as determined by the committee. The date, time and venue fixed for this purpose will be intimated separately. 11. Payment Terms. It will be mandatory for the Bidders to indicate their bank account numbers and other relevant e-payment details so that payments could be made through ECS/EFT mechanism instead of payment through cheques, wherever feasible. A copy of the model mandate form prescribed by RBI to be submitted by Bidders for receiving payments through ECS is available in MoD website and can be given on request. The payment will be made as per the following terms, on production of the requisite documents. The Payment Terms for the Contract Price shall be as follows 1 of 32 (a) Preventive Maintenance:- Stage No Activity Definition Stage Payment I On Work completion of 1st Quarter 25% of contract value II On Work completion of 2nd Quarter 25% of contract value III On Work completion of 3rd Quarter 25% of contract value IV On Work completion of 4th Quarter 25% of contract value (b) Breakdown Maintenance/ Repairs on case to case basis:- Stage No Activity Definition Stage Payment I On Work completion 100% of individual work order 11.1 The customer shall pay the following sum towards AMC charges/preventive maintenance which shall be paid at the end of every three months period against satisfactory health audit, maintenance Job Sheet/Certificate obtained from the end users within 7 days of completion of service. Further the bills need to be submitted to PCDA, Mumbai office. Payment shall be made within 30 days of submission of bills by Navy. Presently service taxes are exempted for services carried out to Naval Ships as per Ministry Of Finance, Notification No.25/2012 dt: 20nd Jun 2012. (a) Preventive Maintenance: The AMC charges are Rs. _____________ (Rupees _________________________ only) per Quarter for Annual Maintenance Contract Repair and Maintenance of Srilankan FIC boats at Naval Base (Kar) for a period of one (01) year. (b) Breakdown Maintenance: (i) The repair/ maintenance agency must make available all spares within 07 days of reporting of defect. (ii) Any delay thereafter would lead to a penalty of 10 % of cost of spares/ week up to a maximum of 50 % of cost of item. 12. Earnest Money Deposit. The bidders are to furnish EMD for a sum of Rs 4, 00000.00 (Four Lakhs Only) with a validity of 45 days beyond the final bid validity period, in the form of an Account Payee Demand Draft or Fixed Deposit Receipt or Banker's Cheque or Bank Guarantee from any of the public sector banks or a private sector bank authorized to conduct government business. Registered firms with any Department of MoD are to submit their registration certificate for waiver of EMD. Standard Conditions of Contract (SCOC) 13. Firm shall be required to accept the SCOC. Additionally standard clauses regarding agents / agency commission, penalty for use of undue influence, access to books of accounts, arbitration and laws would be incorporated in the contract. A Contract will be signed between Officer-in-Charge SPB (Kar) and the firm incorporating the SCOC at Enclosure III of this RFP, which will form an integral part of the Contract. 14. The SOR (Enclosure II) and SCOC (Enclosure III) should be carefully considered while preparing the bids. All clarifications are to be resolved prior submission of bids. No revision of Commercial Bid would normally be permitted after opening of the Bid. 15. The Commercial bid is to be submitted strictly in accordance with Enclosure -V to this tender enquiry. The Commercial bid once opened, will not be subjected to unilateral revision by the firm, unless the firm is called for price negotiations specifically and asked to justify the rates. Direct Demanding Officer (DDO) 16. The Direct Demanding Officer (DDO) for this case would be CFA/ NOIC (Karnataka) as per para 8.6.2 of Chapter 8 of DPM – 2009. Conditions under which, this RFP is issued. 17. This RFP is being issued with no financial commitment and Customer reserves the right to change or vary any part thereof at any stage. The Customer reserves the right to reject any or all of the offers without assigning any reason whatsoever. The Customer also reserves the right to withdraw the RFP should it be so necessary at any stage. Performance Security 18. Performance Security deposit payable to the purchaser is furnished by the supplier in the form of a Performance Bank Guarantee (PBG) issued by public sector bank or private sector bank authorized to conduct government business, in the prescribed format within thirty days from the dated of contract. At present ICICI Balk Ltd., Axis Bank Ltd., and HDFC Bank Ltd. Are the three private sector banks authorized to carry out government transaction. The performance security deposit is meant to compensate the Purchaser for any loss suffered due to failure of the supplier to complete his obligations as per the contract. Preferably, performance security is payable by the supplier at the rate of 10% of the contract value. PBG should remain valid for a period of sixty days beyond the dated of completion of contractual obligations, including warranty. The BG is returned to the supplier on successful completion of all his obligations under the contract. In case the execution of the contract is delayed beyond the contracted period and the purchaser grants extension of delivery period, with or without LD, the supplier must get the BG revalidated, if not already valid.
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