TENDER DOCUMENT -
2010
FTII,
Pune Tender Number :
No.A-12034/1/2010-Est.
For
EMPANELMENT OF
COMPREHENSIVE HOUSEKEEPING AND GARDENING JOB,
FOR
FTII,
PUNE
PERIOD
OF CONTRACT
ONE
YEAR
Price of
Tender Copy : Rs. 500/-
(Rupees Five hundred
Only)
INVITATION FOR
TENDER
Film
and Television Institute of
On behalf of the Film and
Television Institute of India, sealed tender offers are invited from eligible
agencies for Comprehensive Housekeeping and Gardening
Job.
1. The tender document is available in the
Establishment Section, Film and
Television Institute of India, Law College Road, Pune-411 004 on payment
of crossed Demand Draft for Rs. 500/- of any Nationalised bank
drawn in favour of “Accounts Officer, Film and Television Institute of India,
Pune” payable at Pune.
2. Summary of the tender notice is as follows :
|
Tender
Reference
|
File No.
A-12024/1/2010-Est.
|
|
Price of Tender
Document
|
Rs.500/-
|
|
Date of availability of
tender form on website and from the Institute
|
14/07/2010 to
26.07.2010
11. a.m. to 5.00 p.m. Except on Sundays and Public
Holidays.
|
|
Pre-bid
meeting
|
3.00 p.m. on
19.07.2010 in the Conference Hall of Film and Television Institute of
India, Law College Road,
|
|
Last date and time for receipt of
tender
|
12.00
noon on 27.07.2010
|
|
Time and Date of Opening
of tender offers
|
3.00 p.m. on
27.07.2010 in the Conference
Hall of Film and Television Institute of India, Law College Road,
|
|
Address of
Communication
|
Administrative
Officer, Film and Television Institute of
|
|
Contact Telephone
Numbers
|
Phone : 020-
25432299
|
3. Tender
shall remain valid for acceptance up to six months from the
date of opening the tender.
4. The Film and Television Institute of
India reserves the right to accept or reject any or all tender offers, without assigning any reason
thereof.
5.
The validity of the rates for Comprehensive Housekeeping and Gardening
Job will be
for one year, further extendable for three months.
6. The rates quoted shall be the fixed
amount.
7. Proprietor himself or authorised
representative with a
valid written authority letter
Administrative
Officer
F.T.I.I., Pune
INSTRUCTIONS
TO TENDERERS
FOR
COMPREHENSIVE HOUSEKEEPING AND GARDENING JOB
1. Definitions
In this
tender document and associated documentation, the following terms shall be
interpreted as follows:
a) “Institute” means the Film and
Television Institute of India, Pune.
b) "The Supplier" means the eligible
Companies which bids or quotes the rates for Comprehensive Housekeeping and
Gardening Job required on contract basis by the Film and Television Institute of
India, Pune.
c) "The Contract" means the agreement
entered into between the successful tenderer and the
FTII, as recorded in the DRAFT CONTRACT FORM signed by the parties, including
all the attachments and appendices thereto, and all documents incorporated by
reference therein.
d) "The Contract Cost" means the amount
payable to the successful tenderer for
Comprehensive Housekeeping and Gardening
Job.
e ) "Services" means services expected to be
rendered by the manpower supplied and other obligations of the Supplier covered
under the Contract.
2.
PLACE OF
WORK
The manpower
will work in the premises of the FTII, PUNE at places
specified.
3.
NATURE
OF WORK
Comprehensive Housekeeping and Gardening Job (inclusive of man
power, material and supervision) for entire premises of the institute and
hostels.
4.
TERMS OF PAYMENT TO THE AGENCY
No
advance payment will be made to the 'Supplier' for the payment of wages and/or
statutory payments. The payment will be made only against
the valid receipt.
5.
SCOPE OF
WORK
The work
will be assigned by the FTII, Pune.
This will be
obligatory upon the agency to perform within the stipulated
period and as assigned by the Institute from time to time.
6.
A Pre-Bid
conference of all the intending Tenderers will also be
held at the scheduled date and time as indicated above. Intending Tenderers will be allowed to suggest suitable modifications
in the interest of the FTII, Pune,
if any.
7.
COST OF
TENDER DOCUMENT:
Copy of the
tender document may be downloaded from the website www.ftiindia.com Such
downloaded form shall be accompanied by a crossed Demand Draft of Rs.500/- drawn on any nationalised Bank in favour of the
Accounts Officer,
FTII, Pune, payable at Pune at the time of submission of the
tender.
8.
COST OF
TENDER:
The Tenderer shall bear all costs associated with the
preparation and submission of its tender, and the FTII, Pune
will in no case
be responsible or liable for these costs, regardless of the conduct or outcome
of the tendering process.
9.
PRE
QUALIFICATION CRITERIA:
(a) The
Institute is looking for well established and known angency in the field of Comprehensive Housekeeping and
Gardening Job. Therefore, the agency shall be of Indian origin and a
respectable outfit.
(b) The Tenderer
shall have a minimum turnover of 5 lakhs from business
relating to the
Facility Management and Maintenance Services for the financial year
2009-2010. Document in support of
turnover must be enclosed with the technical bid.
(c) Company should not have been
blacklisted by any organisation in
(d) The
company must be registered and complying under appropriate Acts and shall have
the necessary permission of the competent authority. (EPF, ESI, Labour License, Service Tax, PAN of I.T., etc. copies in proof
of each such compliance/permission as stated above must be enclosed with the
technical bid.
(e) Notwithstanding anything stated above,
the FTII,
Pune reserves the right to assess the
Tenderer's capability (Financial, Technical and
Manpower) and capability to perform the contract.
10.
OFFER
VALIDITY PERIOD
The tender
offer must be valid for fifteen months from the last date of submission of the
tender and this validity period must be mentioned in the technical bid. Any offer falling short of the above
validity period will be liable for rejection.
11.
CONTRACT
PERIOD
The
contract, which will be finalized through this tender process, will be valid for
one year.
12.
COMPLETENESS OF TENDER OFFERS
The Tenderer is expected to examine all instructions, forms,
terms & conditions in the Tender Document. Failure to furnish information
required as per the tender documents or submission of a tender offer not
substantially responsive in every respect to the tender documents will be at the
Tenderer's risk and may result in rejection of its
tender offer. The tender offer is liable to be rejected outrightly without any intimation to the Tenderer if complete information as called for in the tender
document is not given therein, or if particulars asked for in the Forms /
Performa in the tender are not fully furnished or found false on
scrutiny.
13.
EMD
(EARNEST MONEY
DEPOSIT)
Tenderers are required to give a Bank
Guarantee of the
amount of Rs.25000/- valid till the date of validity of the
contract as Earnest Money Deposit along with their offer. This bank guarantee
must be submitted in the format specified in Bid Security Form (BSF). Offers,
made without EMD / Bid Security, will be rejected out right. The bid security may be submitted in
the form of Account Payee Demand Draft, Fixed Deposit Receipt, Banker's Cheque or Bank Guarantee from any of the nationalised banks which will be valid for a period of
forty-five days beyond the final bid validity period drawn in an acceptable form
drawn in the name of “Accounts Officer, Film and Television Institute of India,
Pune” payable at Pune.
EMD / Bid
Security of Unsuccessful Tenderers will be discharged
/ returned within 30 days from finalization of the
contract.
EMD / Bid
Security of the successful Tenderers will be
discharged on executing the Contract and furnishing the Security
Deposit.
The EMD / Bid Security may be
forfeited :
a)If a Tenderer withdraws its tender during the
period of bid validity or
b)
In case of a successful Tenderer, if the Tenderer fails:
i. to execute the agreement / contract
within 7 days from the date of the issue of the order from
the Institute.
ii. to submit
Security Deposit as specified in the terms and conditions
14.
TWO
BID SYSTEM TENDER
The offers
shall be in two separate parts containing Technical and Commercial Offers. Two
separate sealed envelopes containing the Technical and Commercial offers
respectively shall be enclosed together in a larger envelope, sealed and superscripted with the Tender
Reference
Number and Name of Tenderer.
The sealed
envelopes must be super-scribed with the following
information:
·
Empanelment of Comprehensive
Housekeeping and Gardening Job.
·
Type of Offer (Technical or
Commercial)
·
Tender Reference
Number
·
Name of Tenderer
15. ENVELOPE -
I (TECHNICAL
OFFER):
The Technical Offer (T.O.) shall be complete in all respects and contain all information asked for, except rate. It shall not contain any rate information.
The
Technical Offer must be submitted in an organized and neat manner and
numbered. No documents, brochures, leaflets, etc. shall be submitted in loose
form.
ENVELOPE
- I: The format
for submission of Technical Offer will be as follows:
i) Index
ii) Tender Offer-cum-Undertaking Form
(Annexure A) duly filled in.
iii) Earnest Money Deposit {Bid Security
Form (Annexure E)}
iv) Non refundable fee of
Rs.500/- in the form of crossed Demand Draft drawn in favour of the Accounts Officer, FTII,Pune, payable at Pune – for website downloaded tender forms.
v)
Documents Establishing
Tenderer's Eligibility and
Qualifications
The Tenderer shall furnish, as part of its tender offer,
documents establishing the Tenderer's eligibility to
participate in the tender and its qualifications to perform the Contract.
The
documentary evidence of the Tenderer's qualifications
to perform the Contract, shall establish to the Institute’s satisfaction that
the Tenderer is eligible as per the criteria outlined
in the Pre Qualification Criteria above. This include
the following:
a) Details of Tenderers (Annexure B) registration from the concerned
statutory authorities as per prequalification
criteria.
b) Performance Statement (Annexure
C)
vi)
Power of Attorney in
favour of the person signing the
bids.
16.
Performance Security :
The
successful bidder on acceptance of the Institute's tender offer will have to
furnish
Performance
Security of Rs. 1,00,000/- (Rupees One Lakh only) or a sum equivalent to the average payment of one
month salary, whichever is higher before the execution of the contract for the
due performance of the contract during the contract period. The decision of the FTII for calculation
of average monthly payment for the purpose of Performance Security will be
accepted and executed. The
Performance Security may be furnished in the form of an Account Payee Demand
Draft, Fixed Deposit Receipt or Bank Gurantee from a
nationalised bank an acceptable form drawn in the name
of “Accounts Officer, Film and
Television Institute of India, Pune” payable at Pune.
17.
ENVELOPE-II (COMMERCIAL OFFER):
ENVELOPE
-II: The Commercial Offer must be given in a sealed envelope. It must give all
the relevant price information and shall not contradict the technical offer in
any manner.
i. Tender Reference
Number
ii. Commercial Envelope for
item
Tenderer shall submit their rates only in
the Bid Form (Annexure - D) given in the tender. Price quoted other than the bid
form shall be liable to be rejected. The Bid Form must be filled in completely,
without any errors, erasures or alterations.
18.
ERASURES
OR ALTERATIONS AND SIGNING OF TENDER OFFERS
The original
and a copy of the Tender Offer shall be typed or written in ink and shall be
signed by the Tenderer or a person or persons duly
authorized in writing to bind the Tenderer to the
Contract. Such authorization shall be indicated by power-of-attorney
accompanying the tender offer. All pages of the Tender Offer, except for unamended printed literature, shall be initialed by the
person or persons signing the Tender Offer. This will be in two different
envelopes.
The Tender
Offer shall contain no interlineations, erasures or overwriting except as
necessary to correct errors made by the Tenderer, in
that case such corrections shall be initialed by the person or persons signing
the offer.
19.
COSTS
&
CURRENCY
The offer
must be given in Indian Rupees only.
20.
SUBMISSION OF TENDER OFFERS
Sealed
Tender offers shall be received by the FTII, Pune, at the address specified above not
later than the time and date specified in the invitation for Tender offers. In
the event of the specified date for the submission of tender offers being
declared a holiday, the offers will be received up to the appointed time on the
next working day.
21. The FTII, Pune may, at its discretion, extend
this deadline for submission of offers by amending the Tender Documents. In that
case all rights and obligations of the FTII, Pune
and tender previously
subject to the deadline will thereafter be subject to the deadline as extended.
Telex, cable or facsimile offers will be rejected
22.
LATE
TENDER OFFERS
Any tender
offer received by the FTII, Pune after the deadline prescribed for
submission of the same, pursuant to the clause above, will not be
entertained.
23.
MODIFICATION AND WITHDRAWAL OF OFFERS
The Tenderer may modify or withdraw his offer after its
submission, provided that written notice of the modification or withdrawal is
received by the FTII, Pune prior to the closing date and time
prescribed for submission of offers. No offer can be modified by the Tenderer, subsequent to the closing date and time for
submission of offers.
24.
PRELIMINARY SCRUTINY
Prior to the
detailed evaluation, the FTII, Pune will determine the substantial
responsiveness of each offer to the tender documents. For purpose of this
Clause, a substantially
responsive bid is
one, which is
in conformity with all the terms and
conditions of the Tender Documents without
any material deviations. The FTII, Pune’s determination of an offer’s
responsiveness will be based on the contents of the tender offer itself without
recourse to extrinsic evidence.
The
FTII, Pune
will scrutinize the offers in respect
of their completeness, submission of technical documents duly signed, etc. Only
qualified Tenders will be considered for further process.
The
FTII, Pune reserves the right to waive any
minor infirmity or irregularity in a tender offer, if it finds in the interest
of the society. The decision in this regard of the FTII, Pune will be final and binding on all
Tenderers.
25.
CLARIFICATION OF OFFERS
To assist in
the scrutiny, evaluation and comparison of offers, the FTII, Pune may, at its discretion, ask some
or all Tenderers for technical clarification of their
offer. The request for such clarifications and the response shall be in writing.
To speed up the tender process, the FTII, Pune, at its discretion, may ask for
any technical clarification to be submitted by means of facsimile by the Tenderer. In such cases, original copy of the document
describing the technical clarifications must be sent to the FTII, Pune by means of courier / in
person.
26.
SHORT-LISTING OF TENDERERS
The
FTII, Pune will short-list only technically
qualified Tenders based on compliance of the qualification criteria (QCR), and
the commercial offers of only such Tenderers will be
opened.
27.
PRICE
COMPARISONS
The
FTII, Pune will evaluate Commercial Offers of
only short listed technically qualified Tenderers.
After opening Commercial Offers of the short-listed Tenderers, if there exists any
discrepancy between words and figures, the amount indicated in words will be
considered.
28.
AWARD
CRITERIA
i) The empanelment will be done to the Tenderer
whose Commercial Offer has been determined to be the lowest evaluated offer and
those Tenderers whose evaluated Commercial Offers are
within 10% of the lowest evaluated offer, provided they are willing to enter
into the contract at the lowest rates.
ii)
However, it is the discretion of the FTII, Pune to choose suppliers to
requisition, which cannot be challenged.
iii)
Raising any objection by the supplier over the selection of the supplier
by the FTII, Pune amounts to violation of the terms
& conditions of the contract for which supplier will be liable for penal and
other actions within Pune
jurisdiction.
29.
RIGHT OF
DECISION BY
FTII, Pune.
The
FTII, Pune reserves the right to accept or
reject any tender offer, and to annul the tendering process and reject all
tenders at any time prior to award of contract, without thereby incurring any
liability towards the affected Tenderer(s) or any
obligation to inform the affected Tenderer(s) on the
grounds for the action taken by the FTII, Pune
30.
NO
COMMITMENT TO ACCEPT LOWEST OR ANY TENDER
The
FTII, Pune shall be under no obligation to
accept the lowest or any other offer received in response to this tender notice
and shall be entitled to reject any or all offers, including those received
late, or incomplete, without assigning any reason therefor. The FTII, Pune reserves the right to make any
changes in the terms and conditions.
31.
CORRUPT
OR FRAUDULENT PRACTICES
The
FTII, Pune requires that the Tenderers under this tender observe the highest standards of
ethics during the procurement and execution of such contracts. In pursuance of
this policy, the FTII, Pune defines the terms set forth as
follows:
i)
“Corrupt practice” means the
offering, giving, receiving or soliciting of any thing of value to influence the
action of the public official in getting the contract
ii) Any
document favoring Tenderer seen in the concerned file
which has not been submitted officially and following the procedure, both the
Tenderer and the public official will be considered to
be indulged into the corrupt practice and fraudulence.
iii) In
the event of corrupt practice and fraudulence in addition to penal action as per
the terms and conditions of the contract as well as legal action shall be
initiated against the concerned.
iv) “Fraudulent
practice” means a misrepresentation of facts in order to influence execution of
a contract to the detriment of the FTII, Pune, and includes collusive practice
among Tenderers (prior to or after bid submission)
designed to establish bid prices at artificial noncompetitive levels and to
deprive the FTII, Pune of the benefits of the free and
open competition;
v) The
FTII, Pune will reject a proposal for award
if it is prima-facie established that the Tenderer
recommended for award has engaged in corrupt or fraudulent practices in
competing for the contract in question.
vi) The
FTII, Pune will declare a Tenderer ineligible, either indefinitely or for a stated
period of time, to be awarded a contract if at any time it is found that the
Tenderer has engaged in corrupt and fraudulent
practices in competing for, or in executing, a contract.
32.
SIGNING
OF CONTRACT
The
successful Tenderer shall sign the agreement (DRAFT
CONTRACT FORM) within seven days from the date of the issue of the Letter. The. FTII, Pune reserves the right to grant an
extension of another seven days on satisfaction of the circumstances and reasons
given. On failure of execution of the agreement by the successful Tenderer, E.M.D. furnished will be
forfeited.