Page 1 of 31 Tele: 0288 2527241 REGISTERED Reply should be addressed to INS Valsura The Commanding Officer Jamnagar Gujarat -361 150 Quoting: 447/14/13 04 Sep 20 __________________ __________________ REQUEST FOR PROPOSAL FOR CONCLUSION OF ANNUAL CONTRACT FOR SUPPLY OF REFINED OIL AND SUGAR FOR SUPPLY AT INS VALSURA (JAMNAGAR), INS DWARKA (OKHA) AND INS SARDAR PATEL (PORBANDAR) FOR THE PERIOD OF ONE YEAR FROM THE DATE OF SIGNING OF CONTRACT INSTRUCTION TO BIDDERS FOR TENDERING Sir, 1. Bid through Govt. e-Procurement site www.defproc.gov.in are invited for supply of Refined Oil and Sugar at the following locations for the period of one year (precise date of commencement of contract will be notified in the acceptance of tender note). Please super scribe the above mentioned title, RFP number and date of opening of the Bids on the sealed cover to avoid the Bid being declare invalid. (a) INS Valsura (Jamnagar) (b) INS Sardar Patel (Porbandar) (c) INS Dwarka (Okha) 2. The address and contact numbers or sending Bids or seeking clarifications regarding this RFP are given below- (a) Bids/queries to be addressed to:- The Commanding Officer (for Logistics Officer) (b) Postal address for sending the Bids: INS Valsura Jamnagar Gujarat – 361 150 (c) Name/designation of the contact personnel: Commander Surendra Singh (d) Telephone numbers of the contact personnel: 0288252- 7241/7407/7233 (e) e-mail ids of contact personnel: [email protected] (f) Fax number: 02882527422 Page 2 of 31 3. This RFP is divided into five Parts as follows: a. Part I- Contains General information and Instruction for the Bidders about the RFP such as the time, Place of submission and opening of 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 Condition of RFP, which will form part of the Contract with the successful Bidder. d. Part IV- Contains Special Conditions applicable to this RFP and which will also form part of the contract with the successful Bidder. e. Part V- Contains Evaluation Criteria and Format for price bids. 4. This RFP is being issued with no financial commitment and the Buyer reserves the right to change or vary and part thereof at any stage. Buyer also reserves the right to withdraw the RFP, should it become necessary at any stage. Part I - General information to Bidders for conclusion of contract for supply of Refined Oil and Sugar as per Defence Food Specifications-2016 1. Last date and time for depositing of Bids . The BOQ and all relevant documents as per RFP to be uploaded on www.defproc.gov.in on or before 1530 Hrs on 23 Sep 20 and Sealed Cover consisting Physical Original EMD should be deposited by 24 Sep 20 on or before 1500 Hrs, the technical bid of the same will be opened/ assessed online on 24 Sep 20 at 1530 Hrs . The responsibility to ensure this lies with the Bidder. The dates and times visible on the Defence Procurement Portal shall be final. 2. Manner of submission of the e-Bids . (a) The e-Tender will be received on Two-bid system i.e. Technical Bid and Commercial Bid. The BOQ and all other requisite documents as per RFP to be uploaded on www.defproc.gov.in . Documents, whichever required by this RFP, should be addressed to the Commanding Officer INS Valsura, Jamnagar, Gujarat-361150 and should be uploaded on www.defproc.gov.in . (b) Only EMD is required to be submitted in hard copy in single sealed envelope duly marked as “EMD FOR TENDER FOR SUPPLY REFINED OIL AND SUGAR AS PER DFS-16 TO INS VALSURA, INS SARDAR PATEL AND INS DWARKA QUOTING NO. 447/14/13 DATED 04 Sep 20” and is to be dropped in the Tender Box marked as TENDER FOR SUPPLY OF REFINED OIL AND SUGAR AS PER DFS-16 TO INS VALSURA, INS SARDAR PATEL AND INS DWARKA, or to be sent by registered post at the address given Page 3 of 31 above so as to reach by the date and time as promulgated at para 1 of Part 1 of this RFP. (c) Late tenders will not be considered. No responsibility will be taken for postal delay or non-delivery/non-receipt of legible. The tenders received without BOQ and soft copies of requisite documents on Defence Procurement Portal will be considered invalid and will be disqualified. Bids sent by FAX or E-mail will not be considered (unless they have been specifically called for by these modes due to urgency.) Firm name should be clearly visible on the face of the envelope containing physical EMD . The responsibility of uploading clear readable legible documents shall rest with the bidder. 3. Time and date for opening of e-Bids . Technical Bids would be opened on 24 Sep 20 at 1530 Hrs online on Defence Procurement Portal . 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 any other day/time, as intimated by the Buyer. 4. Location of the Tender Box for dropping EMD . Tender Box will be kept near the reception office at the Guard Room, INS Valsura. Only those documents (as per para 2 above) that are found in the tender box will be opened. Documents dropped in the wrong Tender Box will be rendered invalid. 5. Place of the Opening of the e-Bids. The e-Bids will be opened online on Defence Procurement Portal at Integrated Logistics Complex, INS Valsura . The Bidders may depute their representative, duly authorized in writing, to attend the opening of Bids on the date and time as promulgated on the Defence Procurement Portal. Rates and important commercial/technical clauses quoted by all Bidders will be read out in the presence of the representative of all the Bidders. This event will not be postponed due to non-presence of your representative. 6. Two Bid System . The e-Tenders will be received on two bid system i.e. Technical Bid and Commercial Bid. Date of opening of the Commercial e-Bids online on Defence Procurement Portal will be intimated after acceptance of the Technical Bids. Commercial e-Bids of only those firms will be opened, whose Technical Bids are found compliant/ suitable after Technical Evaluation done by the Buyer. 7. Forwarding of the e-Bids . E-Bids are to be uploaded by the bidders as per the “Schedule of Requirement” under scanned copy of their original memo/letter pad inter alia furnishing detail like PAN/TIN number/ GST, Bank address with NEFT Account details if applicable, etc and complete postal & e-mail address, mobile number and fax of their office. All the scanned documents (including photocopy of EMD) duly signed should be uploaded on the Defence Procurement Portal (www.defproc.gov.in ) by the last date and time of submission of e-Bids as promulgated on Defence Procurement Portal. However, the original copy of EMD(as per para 16 below) should be dropped inside the Tender Box marked as TENDER FOR SUPPLY OF REFINED OIL AND SUGAR AS PER DFS-16 TO INS VALSURA, INS SARDAR PATEL AND INS DWARKA/ sent by courier/ mail Page 4 of 31 so that to reach this office prior to the date and time promulgated at Para 1 of part 1 of this RFP. 8. Technical Evaluation . The Technical evaluation of the e-bids will be done based upon the following criteria by the Technical Evaluation Committee and subsequently the samples from qualified firms may be asked to be referred to NABL certified laboratory for checking the conformity with the specifications: - (a) Necessary Documents that the bidder is required to upload on the Defence Procurement Portal asked by this RFP including the validity and authenticity. (b) Evaluation Matrix at Appendix ‘C’ of this RFP. Note: - Decision of the Technical Evaluation Committee will be final and acceptable by all means. No claim by the seller will be accepted post evaluation. 9. Pre Bid Meeting . NA 10. Clarification regarding content of the RFP . A Prospective bidder who requires clarification and queries regarding the contents of the bidding document shall notify to the Buyer through e-mail and the clarification sought not later 15 Sep 20 . The date and time visible on the Defense Procurement Portal shall be final. E-mail id of contact person: [email protected] 11. Modification and Withdrawal of e-Bids . A bidder may modify or withdraw his e-bids after submission/ uploading on the Defence Procurement Portal prior to the deadline promulgated for submission of e-Bids on Defence Procurement Portal. E-Bids cannot be modified after the deadline of the submission. No e-bids can be withdrawn later than the deadline for online submission of the e-bids of Defence Procurement Portal. E-bids cannot be withdrawn in the interval between the deadline for submission of e-Bids online on Defence Procurement Portal and expiration of the period of bid validity as specified. Withdrawal of a e-Bid during this period will result in Bidder’s EMD being forfeited as well as the Bidder being penalized in accordance with GFR-2017. 12. Clarification regarding content of the e-Bid . During the evaluation and comparison of e-bids, the Buyer may, at its discretion, ask the bidder for clarification of his e-bid. The request for the clarification will be given in writing and no change in prices or substance of the e-bid will be sought, offered or permitted.