TNHDC/2726/M1/17-18

Allotment of Counters

in Selected Poompuhar

Sales Showrooms for

Sale of Certain

Handicrafts

Tender Reference: TNHDC/2726/M1/17-18

Tender Documents

THDC/5425/M1/15

Table of Contents

1. Preamble………………………………………………………………………………………………………… 6

1.1. Preamble of the Corporation…………………………………………………………………………………. 6

1.2. Preamble of the Tender……………………………………………………………………………………….. 6

2. Applicability of Tamil Nadu Transparency in Tenders Act, 1998………………………………………… 7

3. Tender Schedule (Tender Notice) …………………………………………………………………………… 7

4. General Terms and Conditions……………………………………………………………………………….. 9

5. Eligibility Criteria………………………………………………………………………………………………. 13

6. Bid Preparation and Submission……………………………………………………………………………… 14

6.1. Due Date and Time……………………………………………………………………………………………. 14

6.2. Earnest Money Deposit (EMD) ……………………………………………………………………………… 14

6.3 Downloading of Tender…………………………………..…………………………………………………… 14

6.4. Details to be Furnished and Mode of Submission………………………………………………………….. 14

7. Tender Opening and Evaluation……………………………………………………………………………. 15

7.1. Tender Opening……………………………………………………………………………………………….. 15

7.2. Initial Scrutiny………………………………………………………………………………………………….. 15

7.3. Tender Evaluation……………………………………………………………………………………………… 16

7.3-1. Part 1: Technical Bid Evaluation……………………………………………………………………………… 16

7.3 -2. Part 2: Price Bid Evaluation…………………………………………………………….……………………. 16

7.4. Negotiations…………………………………………………………………………………………………….. 17

8. Technical Bid Form……………………………………………………………………………………………. 17

9. Financial Bid Evaluation………………………………………………………………………………………. 20

10. Allotment of Counters………………………………………………………………………………………….. 22

10.1. Acceptance of Tender and Withdrawals……………………………….…………………………………… 22

10.2 Issue of Allotment Order………………………………………………………………………………………. 22

10.3. Upfront Payment……………………………………………………………………………………………….. 22

10.4. Agreement………………………………………………………………………………………………………. 22

10.5. Forfeiture of EMD………………………………………………………………………………………………. 23

10.6. Assigning of Tender in Whole or in Part…………………………………………..………………………… 23

10.7. Arbitration Clause………………………………………………………………………………………………. 23

11. Declaration……………………………………………………………………………………………………… 23

12. Annexures……………………………………………………………………………………………………….. 24

12.1. Annexure – I : Counter Proposed ………… ……………………..………………………………………… 24

12.2. Annexure – II : Addresses of Regd. Office & Poompuhar Sales Showrooms………………………….. 25

12.3. Annexure – III : Terms and Conditions……………………………………………………………………… 26

12.4. Annexure – IV : Counter Proposed with Area & MUP for each Crafts ………………………………….. 31

3

TNHDC/2726/M1/17-18

jäœehL if¤Âw¤ bjhêšfŸ ts®¢Á¡ fHf«

(jäœehL muR ãWtd«)

jiyik mYtyf«, 759, m©zh rhiy, br‹id-2

x¥gªj¥ òŸë m¿é¥ò

v©. 2726 /r1/17-18 ehŸ : 20.02.2017

jäœehL if¤Âw¤ bjhêšfŸ ts®¢Á¡ fHf¤Â‹ F¿¥Ã£l ó«òfh® é‰gid

ãiya§fëš (Ïiz¥ò –I,II,III& IV š f©lgo) 01.04.2017 Kjš 31.03.2018 tiu cŸs

fhy¤Â‰F iféid¥ bghU£fŸ é‰gid fΩl®fis (Counter) xJ¡ÑL

brŒtj‰fhf _o K¤Âiuæl¥g£l x¥gªj¥ òŸëfŸ jå eg®fŸ/ jåeg®

cçikahs®fŸ / bjhêš ãWtd« / ou°£/muR rh®g‰w ãWtd§fŸ/

r§f§fŸ/ãWtd§fëläUªJ tunt‰f¥gL»‹wd.

iféid¥ bghU£fë‹ tiffshtd :

1. b#« f‰fŸ, btŸë k‰W« j§f Kyh« óÁa eiffŸ,

2. Jâ tiffŸ (if¤Âw nriyfŸ, if¤Âw Jâ tiffŸ, thuzhÁ g£L nriyfŸ

k‰W« fhZÛ® f«gs rhšitfŸ),

3. CJg¤Â k‰W« eWkz¥ bghU£fŸ

4. Xéa§fŸ (jŠrhñ® Xéa§fŸ Ú§fyhf)

5. bt© ku¤Âyhd iféid¥ bghU£fŸ

6. fU¥ò cnyhf¤Âyhd iféid¥ bghU£fŸ

7. ü¡fku iféid¥ bghU£fŸ

8. kh®ÃŸ bghU£fŸ (bfhšf¤jh k£L«)

9. fl‰ Á¥Ã bghU£fŸ (f‹åahFkç k£L«)

10. njhš bghU£fŸ (ÂU¢Á k£L«)

éU¥gKŸst®fŸ, x¥gªj¥òŸë got§fis Ñœ¡f©l Ïiza js§fëèUªJ

20.02.2017 Kjš 06.03.2017 tiu Ïytrkhf gÂéw¡f« brŒJ bfhŸsyh«.

http://tenders.tn.gov.in k‰W« www.tnhdcltd.com

x¥gªj Mtz§fis gÂéw¡f« brŒJ - 06.03.2017 Égfš 1 .00 kâ

bfhŸs filÁ ehŸ tiu

x¥gªj Mtz§fŸ jiyik mYtyf¤Âš - 06.03.2017 Égfš 3.00 kâ

bg‰W¡ bfhŸs filÁ ehŸ tiu

x¥gªj¥òŸëfŸ Âw¡F« ehŸ - 06.03.2017 Égfš 4.00 kâ

jiyt® k‰W« nkyh© Ïa¡Fe®

4

TNHDC/2726/M1/17-18

TAMIL NADU HANDICRAFTS DEVELOPMENT CORPORATION LIMITED (A Government of Tamil Nadu Undertaking)

Head Office: 759, Anna Salai, Chennai-600002

No. 2726/M1/17-18 TENDER NOTICE Dated: 20.02.2017

Sealed tenders are invited from Individuals / Sole Proprietors / Firms / Trusts / NGO’s

/ Societies / Companies for allotment of handicrafts sales counters in selected Poompuhar

Sales Showrooms of the Tamil Nadu Handicrafts Development Corporation Limited (as in

Annexures I, II, III and IV) for the period from 01.04.2017 to 31.03.2018.

The broad categories of handicrafts are:

1. Gem stones, silver and gold-plated jewellery, 2. Textiles (handcrafted sarees, handcrafted textiles, Varanasi silk sarees and

Kashmir woollen shawls), 3. Incense & Perfumery Products 4. Paintings (other than Thanjavur paintings)

5. White wood Products 6. Black metal Products 7. Rose wood Products

8. Marble Products – Kolkata

9. Sea Shell Products – Kanyakumari 10. Leather Products –Trichy

Interested parties shall download the tender documents from the following websites between 20.02.2017 and 06.03.2017 http://www.tenders.tn.gov.in and www.tnhdcltd.com free of cost

Last date for downloading of tender document

Last date for receipt of tender document at Head Office Date of opening of tender document

06.03.2017 upto 1.00 PM

06.03.2017 upto 3.00 PM 06.03.2017 at 4.00 PM

Chairman & Managing Director

5

TNHDC/2726/M1/17-18 1. Preamble

1.1. Preamble of the Corporation

The Tamil Nadu Handicrafts Development Corporation Limited, popularly known as

“Poompuhar” was incorporated as a Public Limited Company on 26.07.1973 by taking over the

Sales Emporia and Training-cum-Production Centres which were functioning under the control

of the Directorate of Industries and Commerce. The Corporation commenced its business from

01.08.1973.

It had share capital participation from the Government of Tamil Nadu as well as the

Government of India. It is governed by a Board of Directors consisting of official and non-

official directors. The day-to-day affairs of the company are looked after by the Managing

Director, a post that is normally held by a senior I.A.S. officer.

The Corporation aims to encourage and hone the talent of artisans by training them,

helping them improve their product quality and providing them social security by marketing their

products. Poompuhar constantly trains artisans, helping them to cater to the changing demands of

consumers. It also helps preserve traditional culture, making sure these ancient art and craft

forms do not die out.

1.2. Preamble of the Tender

Poompuhar is the Handicrafts division of the Government of Tamil Nadu that promotes

exquisite handicrafts like Sculpture, Thanjavur Paintings, Stone Carving, Wood Carving,

Mementos/Memorabilia, Jewellery, Pottery, Carpets, etc.

The skills required to make handicrafts are usually passed-on from generation to

generation. However in recent times, the shift in consumer focus towards cheap and disposable

(use-and-throw) articles has led to a sharp decline in the motivation and innovation levels of the

artisans. Nonetheless, they haven't given up thanks to the caring concern extended by insightful

corporations like Poompuhar. Continued patronage from all sections of our society will help the

artisans’ communities and tribes prosper.

6

TNHDC/2726/M1/17-18 2. Applicability of Tamil Nadu Transparency in Tenders Act, 1998

This Tender will be governed by the Tamil Nadu Transparency in Tenders Act, 1998

with The Tamil Nadu Transparency in Tenders Rules, 2000 as amended from time to time.

(http://www.tnpsc.gov.in/tender/tender_act.pdf)

3. Tender Schedule (Tender Notice)

Tamil Nadu Handicrafts Development Corporation (THDC) Limited

The Chairman & Managing Director

Tender inviting Authority, Tamil Nadu Handicrafts Development Corporation Ltd 1.

Designation, Address and Phone No 759 Anna Salai, Chennai – 600 002

Phone: (044)2852 1271/1325/5094

(i) Allotment of counters in Poompuhar sales

showrooms for the sale of certain handicrafts

mentioned in Annexures I, II, and III

(ii) The Corporation has fixed a minimum upset

price for each craft in each showroom, as

mentioned in Annexure III.

(iii) Tenderers should submit both technical and

financial bids. 2. A) Name and Nature of the Work

(iv) Financial bids of those tenderers who qualify in

the technical bid (as determined by the technical

bid committee) alone shall be opened. (v) Separate tender forms for each craft for

each showroom should be submitted. (vi) The tenderer/ authorised signatory should sign

in all pages of the technical and financial bids

and in all pages of the tender document.

7

B) Details of crafts for Counter

Allotment

1. Gem stones, silver and gold-plated Jewellery

2. Textiles (handcrafted sarees, handcrafted textiles,

Varanasi silk sarees and Kashmir woolen shawls)

3. Incense & perfumery products

4. Paintings (other than Thanjavur Paintings)

5. White Wood Products

6. Black Metal Products

7. Rose Wood Products

8. Marble Products

9. Sea Shell Products

10. Leather Products

C) Name of the Showroom &

Name of the Counters to be

Allotted

As per Annexures I, II, III and IV

D) Tender reference TNHDC/2726/M1/17-18

3 A) Period of Tender One Year from 01.04.2017 to 31.03.2018

B) Online locations where the

Tender documents are available

Websites http://www.tnhdcltd.com and

http://www.tenders.tn.gov.in. free of cost.

4

Earnest Money Deposit (EMD)

Rs.25,000/- (Rupees Twenty five thousand only) by

means of Demand Draft or Bankers Cheque drawn in

favour of Tamil Nadu Handicrafts Development

Corporation Ltd., payable at Chennai

5. Pre-bid Conference 27.02.2017 at 4.00 P.M.

6 Last date & time for downloading

the Tender documents Upto 1.00 PM on 06.03.2017.

7 Last date and time for receipt of

Tender documents duly filled Upto 3.00 PM on 06.03.2017

8 Place for submission of sealed

Tender, superscribing the Tender

reference & place of opening

The address mentioned in (1) above

9 Date & Time of Opening the

Tender 06.03.2017 (Monday) at 4.00 PM

SIGNATURE OF THE TENDERER

The THDC Ltd

8

TNHDC/2726/M1/17-18

4. General Terms and Conditions (1) The tenderer should indicate clearly in the tender the name of showroom in which a

counter is required and the craft items to be sold for in each counter. Counters will

be provided only for crafts mentioned in the Tender form.

(2) The Management reserves the right to vacate the counter in case of any adverse

observation made with regard to price and quality by an expert engaged by the

Management or the Experts Committee of the Management.

(3) All items kept in the counter allotted should be transacted through Goods Received

Register of the showroom concerned duly bar coded as being followed in the case

of products kept for Sale on Approval Basis (SAB). The stocks of counter parties will

be kept in the showroom at their own risk. The counter parties shall have their own

manpower at their own cost to manage the counter. The stocks kept in the counter

for sale should be insured by the allottees at their own cost.

(4) The tenderer should ensure with the concerned showroom Manager about the space

to be allotted in the showroom in respect of the crafts proposed to be tendered

(5) The counter parties should display their products only in the specific area allotted to

them by the respective showroom Managers for sale and should not therefore insist

for any alternate place after the allotment of the counters.

(6) A minimum quote for each tender in each craft has been prescribed and hence the

offer preferred should be more than the prescribed minimum quote.

(7) The financial bid relating to minimum guarantee sales (i.e. highest sales offered not

less than the prescribed minimum quote) and the amount payable to the Corporation

as stated in serial items 3 and 5 of ‘financial bid details’ should be clearly mentioned.

(8) The successful bidder should pay 30% upfront payment i.e. mark up on the offered

Minimum Guarantee Sales (MGS) at the fixed percentage before the issuance of

orders on allotment of counter. This Up-front payment will not carry any interest and

will be refunded at the time of vacating the counter, after adjustment of dues, if any,

to the Corporation. If the successful bidder fails to take up the counter within the time

specified in the allotment of order, the EMD amount will be forfeited without any

notice being issued and the counter will be allotted to the next eligible bidder.

(9) The party who is allotted a specific counter may execute the interior works in that

allotted counter area at his/her own cost, with the prior permission of the

Management.

TNHDC/2726/M1/17-18 (10) The commission at the fixed percentage will be collected on the Minimum Guarantee

Sales offered or on the actual sales whichever is higher on monthly basis.

(11) Any excess deduction of commission on actual sales due to non achievement of

monthly MGS will be adjusted in the last month of the tender period if the overall

sales during the period of twelve months (i.e. April 2017 - March 2018) exceeds the

MGS.

(12) The monthly sale proceeds to the successful bidder will be paid after deducting the

commission and sales tax, if any, in full.

(13) If the allottee does not achieve the minimum guarantee sale offered by him, the

amount due to this Corporation would be adjusted against the upfront payment

amount. If the allottee shows poor sale and far behind the sale offered by him, the

commission due to this Corporation would be deducted from the sale proceeds every

month.

(14) If a counter allottee achieves less than 40% of the proportionate MGS continuously

for the first 3 months, the counter allotted will be liable for termination. In such an

eventuality the Corporation shall adjust the amount due to it towards Minimum

Guarantee Commission (MGC) against the sales made in that counter and in

addition the counter allottee shall also forfeit the deposit (upfront amount) paid by

him. In such cases, the Corporation shall have the liberty to allot the counter space,

for the remaining tender period, to the next highest bidder on pro-rata basis.

(15) The tenderer shall not be permitted to wind up the counter during the course of

tender period. If any counter party discontinues the counter, MGC upto the period of

such discontinuance will be collected and the upfront payment paid will also be

forfeited. (16) The Sales Tax collected, if any, for sale of products will not count for MGS.

(17) In the counter allotted, the tenderer should sell handicrafts confined to the craft item

for which Tender is quoted and allotted. No alternate craft / sublease of counter is

permitted.

(18) All sales from the counter allotted shall be made through the bill books of

Poompuhar Sales Showroom concerned following all rules of the Corporation

including for collection of tax as applicable.

(19) The cash for all the sales made in such counters shall be collected centrally by the

Management through the Cashier concerned in the respective Poompuhar Sales

10

TNHDC/2726/M1/17-18

Showroom and will be settled to the party concerned on monthly basis after verification of accounts only through Head Office within 30 days.

(20) Discount, if any, offered to the customers during special campaigns, exhibitions,

festival offers, etc in the course of normal business shall be borne by the counter

party concerned.

(21) The counter party shall be responsible for the quality and the price of the items sold

through the counter and any complaint therefore shall be sorted out by the counter

party concerned. The Corporation shall be in no way responsible for the same. The

counter party shall meet fully any loss or liquidated damages that the Corporation

may suffer in such a case. (22) The counter party should ensure that the price of the items kept for sale in the

counters allotted should be of a competitive one with reference to the market price

and should not be in any case distressing the Goodwill of the Corporation. (23) The THDC Limited conducts certain thematic exhibitions and certain festival oriented

exhibitions inside the showrooms for shorter durations. During these periods, the

THDC Limited reserves the right to invite various craftsmen/parties dealing in the

crafts as shown in the annexure and this should not be objected to by the allottee

under any circumstances. If required the allottee may get additional counter for

participation in such exhibitions and in such cases the sale made during that period

would be counted upon for the MGS at the percentage of markup fixed/agreed in the

tender. Payment for sales through such extra counters on occasions of exhibitions

shall be made to the counter party along with settlement for the normal monthly

counter sales. (24) The counter party shall not have any business dealing in similar crafts in the

city/town where the counter is allotted. The counter party should not reveal their

identity to the customers. The counter once allotted in a showroom shall be part and

parcel of the other business activities of the showroom concerned under the full

control of the Manager of the Showroom. Any attempt on the part of counter party to

reveal their separate identity to customers will entail to immediate termination of that

counter allotment. (25) The THDC Limited reserves the right to withdraw/cancel or terminate allotment of

counter made to any counter party without assigning any reason and in such an

eventuality, the decision of the Tamilnadu Handicrafts Development Corporation

Limited shall be final and binding on the counter party concerned. (26) The successful tenderer will be eligible to have sales counter as per norms only for

12 months and the tenderer will make arrangements themselves to vacate the

11

TNHDC/2726/M1/17-18

counter fully in all aspects automatically at the end of period without expecting any

notice from the Corporation. (27) The counter party should abide by the rules and regulations of the Corporation and

canvassing of orders with the customers when the customers visit other counters or

counter dealing with other crafts is strictly prohibited. (28) If the behaviour of a counter party is not satisfactory or if the products are not up to

the expected standard /quality /price, action will be initiated to terminate the counter

even during the middle of the business year by giving one month’s notice. (29) After allotment of a counter, request for reduction of area or revision of MGS or

change of counter space will not be entertained under any circumstances. (30) During the running period of the tender, in a particular ‘Counter’ of a showroom any

dislocation in counter space for a specified period due to adjustment within that

showroom in the selling/display area for any interior decoration work carried out in

that showroom or any shifting of the location of the showroom within the same

town/city under any unforeseen circumstance, the counter party in that showroom

shall not claim any revision of MGS or MGC already fixed as per the tender..

(31) Price & quality of all goods will be as in the Goods Received Register. Goods of

substandard quality cannot be sold. The Manager of the showroom, Sales Manager,

Finance Manager will be the authority to determine that the quality is good and the

price is reasonable.

(32) If the counter parties behave in such a manner which affects the decorum and

discipline of the Corporation, the contract with the counter parties will be terminated

immediately.

(33) Sandalwood powder, sandalwood oil and all products with the sandalwood affix or

prefix must be bought only from a Government source subject to permission of the

Corporation. (34) The gems and jewellery sold through the counters must be authenticated by a

Gemologist / metallurgist appointed by the Corporation.

12

TNHDC/2726/M1/17-18

5. Eligibility Criteria

The bidders should have the following eligibility for participating in the Tender. The bidders

should enclose documentary evidence for fulfilling the eligibility in the Technical Bid.

# Eligibility Conditions Documentary Proof to be Submitted

Proof of Address for Individuals /Sole

Proprietors : Ration Card/ Aadhar Card/ Voter

ID/ Driving License / Bank Pass Book/ Passport

The Bidder should be an Individual/ (Photo copy to be enclosed)

1. Sole Proprietor/Firm/ Trust/ NGO/

Society or Company. Firms/NGO’s/Societies/Trust/Companies :

respective registration certificates issued by

competent authorities(Photo copy to be

enclosed)

TIN certificate issued by the Commercial Taxes

2. The Bidder should be registered with departments or Documentary proof confirming

the Commercial Tax Authority.

that TIN has been applied for (Photo copies to be

enclosed)

The bidder should possess a Permanent

3. Account Number under the Income Bidder shall furnish Permanent Account Number

Tax Act 1961.

(PAN) and enclose photocopy of PAN card.

The Bidder should furnish details of

the Volume of Annual

Business

Photocopies of Audited Annual Accounts for the

4.

Turnover during the past 3 years years 2013-14, 2014-15 and 2015-16 to be

namely 2013-14, 2014-15 and 2015-16.

enclosed.

The Bidder should not have been Declaration to the effect that the bidder is not

5. black-listed by any of the Government

black listed by any of the Government

Departments/PSUs.

13

TNHDC/2726/M1/17-18

6. Bid Preparation and Submission

6.1. Due Date and Time

The Tender needs to be submitted in person or by post or by courier, not later than 3.00 PM

on 06.03.2017. The tenders submitted after due date and time or incomplete shall be

summarily rejected.

6.2. Earnest Money Deposit (EMD)

An EMD amount of 25,000/- (Rupees Twenty Five Thousand only) drawn by way of

Demand Draft or Bankers’ Cheque in favour of Tamil Nadu Handicrafts

Development Corporation Ltd. payable at Chennai, should be enclosed along with the

Technical Bid. No other mode of payment shall be accepted.

The Earnest Money Deposit of the unsuccessful Bidders shall be returned after the

acceptance of the Successful Bidder, at the expense of the Bidders within a

reasonable time. The above Earnest Money Deposit held by THDC till it is returned

to the unsuccessful Bidders shall not earn any interest therefore.

Earnest Money Deposit of the Successful Bidder shall be adjusted towards the upfront

amount payable.

6.3. Downloading of Tender

The Technical Bid and Price Bid should be downloaded from the websites

http://www.tnhdcltd.com and http://www.tenders.tn.gov.in.

6.4. Details to be Furnished and Mode of Submission

The tender should be filled by the Tenderer in English language only. If any supporting

documents submitted are in any language other than English, translation of the same in

English language is to be duly attested by the Bidders. For purposes of interpretation of

the tender, the English translation shall govern.

14

TNHDC/2726/M1/17-18

No overwriting, erasing or corrections are permitted in the filled-up Tender.

The Bidder should enclose the turnover and Audited Financial Statements for past 3 years

signed and authenticated by Statutory Auditors of the bidder company in original along

with the Tender Form.

The filled up Technical Bid should be furnished in a separate sealed cover by super

scribing “Technical Bid” with the name of showroom and name of the craft.

The filled up Price Bid should be furnished in a separate sealed cover by super scribing

“Financial Bid” with the name of showroom and name of the craft.

The rate quoted should be firm and should not be subjected to any variation clauses and

conditions.

Both the Technical Bid cover and Financial Bid cover should be inserted into a separate

sealed cover duly addressed to “The Chairman and Managing Director, Tamil Nadu

Handicrafts Development Corporation Limited, 759 Anna Salai, Chennai – 600 002

superscribing “Tender for Allottment of Counters in Showrooms”.

The Financial Bid will be opened only if the Technical Bid is qualified.

7. Tender Opening and Evaluation

7.1. Tender Opening

The tenders submitted up to 3.00 PM on 06.03.2017 shall be opened at 4.00 PM on the same

day by the Tender Opening Committee at Tamil Nadu Handicrafts Development

Corporation, 759 Anna Salai, Chennai – 600 002 in the presence of Bidders or their

representatives. Representatives who are attending the opening of the tenders should bring a

letter of authority from the tendering firms which they represent, to identify their bonafides.

7.2. Initial Scrutiny

Initial bid scrutiny shall be held and those Tenders shall be treated as non-responsive which:

are not submitted in two cover system as specified in the Tender

are received without the Letter of Authorisation

are with incomplete information, subjective, conditional offers and partial offers

15

TNHDC/2726/M1/17-18

are submitted without enclosures/attachments that prove the Bidder’s relevant experience

as per the Eligibility Criteria and Evaluation Criteria

are submitted without audited financial statements

are found to be non-compliant with any of the clauses stipulated in the Tender

All responsive Bids shall be considered for further processing.

7.3. Tender Evaluation

THDC shall prepare a list of responsive Bidders, who comply with all the Terms and

Conditions of the Tender. All eligible bids shall be considered for further evaluation.

The decision of THDC shall be final in this regard.

7.3.1. Part 1: Technical Bid Evaluation

a) Only the Bidders who have remitted the required EMD would be eligible for

further processing. b) Only the Bidders who have complied with the Eligibility Criteria would be

eligible for further processing. c) Only the Technically Qualified Bidders shall be eligible for further processing. d) The decision of THDC will be the final in this regard. 7.3.2. Part 2: Price Bid Evaluation

a) The Price Bids of the Technically Qualified Bidders alone shall be opened on the

same date and time in the presence of the Technically qualified bidders.

b) The Price Bid would include all expenses towards this assignment. c) All the taxes and duties indicated in the Price Bid shall be taken for the Price Bid

Evaluation as per the Tamil Nadu Transparency in Tender Rules 2000 with

amendments.

16

TNHDC/2726/M1/17-18

d) The Bidder who has offered the highest price shall be called H1 Bidder and the H1

Bidder alone shall be called for further negotiations. e) There is no obligation on the part of THDC to communicate with rejected Bidders.

7.4. Negotiations

Negotiations shall be conducted with the H1 Bidder in the best interests of the Corporation.

8. Technical Bid Form

Name & address of the tenderer

(in Block letters including

telephone numbers)

Individuals/ Sole Proprietors shall enclose

photo copies of any of the following items

as proof of address (Ration Card/ Aadhar 1.

card/ Voter ID/ Driving License /

Bank Pass Book/ Passport).

Firms/ NGO’s / Societies/ Trusts/

Companies shall enclose photo copies

of the respective registration certificates

issued by the competent authorities.

Whether the tenderer is a manufacturer of

the items for which counter is requested. If

so, address of the manufacturing unit. 2.

Manufacturer shall enclose TIN certificate

issued by the Commercial Taxes

departments.

3. If not manufacturer, whether the tenderer is

17

TNHDC/2726/M1/17-18

4. 5.

a wholesale dealer or a retail dealer. Address of the wholesale/retail sales outlet The wholesale/retail sales dealer shall

enclose proof of address. Whether it is a partnership firm or

proprietary concern

(a) If partnership firm, give name &

address of the partners (enclose proof

of address) (b) If proprietary concern, give name &

address of the proprietor (enclose

proof of address)

Volume of Annual business turnover of the

tenderer in the sales outlet (enclose photo

copies of Audited annual accounts for the 6. years 2013-14, 2014-15 and 2015-16 as

certified by the Chartered Accountants

and filed with Income tax and Sales tax

authorities).

a) Whether the tenderer has a counter in

any other handicrafts showroom for sale

of similar products OR

7. b) A sales outlet in the city or town where

counter space is requested.

c) If so, details thereof

PAN number (enclose photo copy of PAN 8.

Card).

18

TNHDC/2726/M1/17-18 9. Whether the tenderer is registered dealer, if so

the sale tax registration number/TIN Number

10 Whether the tenderer already had a counter at

any Poompuhar Showroom, in previous years, if

so specify, name of the showroom, craft, MGS

(Minimum Guarantee Sales) & MGC (Minimum

Guarantee Commission).

11 A self declaration for non black listing by any

State Government/Government of India

PSU/Co-operative Societies.

12 The EMD amount of Rs.25,000/- (Rupees

twenty five thousand only) vide Demand Draft

No.................. dated............. drawn

on............................ Bank is enclosed.

Signature of the Tenderer

19

TNHDC/2726/M1/17-18

9. Financial Bid Form

The bidder who quotes the highest Minimum Guarantee Sales than the Minimum Upset Price

fixed by the Corporation as prescribed in Annexure – IV shall be declared as a successful bidder.

1.

Name of the Showroom

proposed

Poompuhar Sales Showroom at....................................

2. Craft proposed by the

Tenderer for sale

Annual Minimum Guarantee

Sale quoted by the Tenderer(in

words & figures) for 12 months .............................................................

3. from 01.04.2017 to

31.03.2018. It should not be

less than the Minimum Upset

Price (M.U.P.) fixed by the

Corporation

(Rupees

)

1. Gemstones, silver and gold-plated jewellery 30%

2. Textiles (handcrafted sarees, handcrafted textiles,

4. Percentage of Commission Varanasi silk sarees and Kashmir woollen shawls) 25%

fixed (exclusive of taxes) 3. Incense & perfumery products 20%

4. Paintings (Other than Thanjavur Paintings) 25%

5. White wood Products 35%

6. Black Metal Products 30%

7. Rose wood Products 40%

8. Marble Products 30%

9. Sea Shell Products 25%

10 Leather Products 35%

20

TNHDC/2726/M1/17-18

Annual Minimum Guarantee

Commission payable (in

Lakhs) to Poompuhar based 5.

on serial items (3&4) as

above only for 12 months

from 01.04.2017 to 31.03.2018.

.............................................................

(Rupees ..............................................................

.................................................................................)

A) I/We undertake to agree to the above MGS, MGC, Selection of Craft and Rate of

Commission etc. B) I/We agree to remit up-front payment @ 30% on annual Minimum Guarantee Commission at

the time of allotment of counter.

Name in Block Letters:

Signature of Tenderer/Authorised Signatory With Date

Address for Correspondence: Mobile Number:

Email ID:

21

TNHDC/2726/M1/17-18

10. Allottment of Counters

10.1. Acceptance of Tender and Withdrawals

The right of final acceptance of the tender is entirely vested with the Chairman and

Managing Director, Tamil Nadu Handicrafts Development Corporation (Poompuhar) who

reserves the right to accept or reject any or all of the Tenders in full or in parts without

assigning any reason whatsoever.

There is no obligation on the part of THDC to communicate with rejected Bidders. After

acceptance of the Tender by THDC, the Bidder would have no right to withdraw his/her

tender or claim a higher price. Tenders with incomplete information are liable for rejection.

10.2. Issue of Allottment Order

After successful completion of the negotiations, an Allotment Order shall be issued to the

successful Bidder by THDC.

10.3. Upfront Payment

The successful bidder should pay 30% upfront payment i.e. mark up on the offered Minimum

Guarantee Sales (MGS) at the fixed percentage at the time of Allotment of Counter. This

Up-front payment will not carry any interest and will be refunded at the time of vacating the

counter, after adjustment of dues, if any, to the Corporation. If the successful bidder fails to

take up the counter within the time specified in the allotment of order, the EMD amount will

be forfeited without any notice being issued and the counter will be allotted to the next

eligible bidder.

10.4. Agreement

a) The expenses incidental to the execution of the agreement shall be borne by the successful

Bidder.

22

TNHDC/2726/M1/17-18

b) The conditions stipulated in the agreement should be strictly adhered to and violation of

any of the conditions shall entail termination of the contract without prejudice to the rights

of THDC. THDC also have the right to recover any consequential losses from the

successful Bidder.

10.5. Forfeiture of EMD

a) If the successful Bidder fails to act according to the tender conditions or backs out after

his tender has been accepted, the EMD shall not be refunded without any notice.

b) If the Successful Bidder fails to remit the upfront amount within the said period, the

EMD remitted by him shall not be refunded and the tender shall be held void.

10.6. Assigning of Tender in Whole or in Part

The successful Bidder shall not assign or make over the contract, the benefit or burden

thereof to any other person or persons or body or corporate. The Bidder should not under-let

or sublet to any person(s) or body or corporate for the execution of the contract or any part

thereof without the written consent of THDC.

10.7. Arbitration Clause

In case of any dispute, the matter shall be referred to an Arbitrator under “Arbitration and

Conciliation Act 1996". The arbitration shall be held in Chennai only and the Courts at

Chennai only shall have jurisdiction in relation thereto.

11. Declaration

I/We declare that the information furnished in the Tender is true to the best of our/my

knowledge. If any false/fictitious information is found to be furnished in the Tender, I/We

agree to the rejection of Bids and consequential actions.

23

TNHDC/2726/M1/17-18

12. Annexures 12.1 Annexure-I COUNTER PROPOSED FOR THE PERIOD FROM 01.04.2017 TO 31.03.2018

24

Sl. No.

Name of the Showroom

Ge

ms

ton

es,

silv

er

jew

ell

ery

an

d

go

ld p

late

d J

ew

ell

ery

Te

xti

les

(h

an

dc

raft

ed

sa

ree

s,

ha

nd

cra

fte

d t

exti

les,

Va

ran

as

i

sil

k s

are

es

an

d K

as

hm

ir w

oo

len

sh

aw

ls)

Inc

en

se

& P

erf

um

ery

pro

du

cts

(50

sq

.ft)

Pa

inti

ng

s o

the

r th

an

Th

an

jav

ur

pa

inti

ng

s

Le

ath

er

pro

du

cts

Ro

se

wo

od

pro

du

cts

Wh

ite

wo

od

pro

du

cts

(50

sq

.ft)

Ma

rble

Pro

du

cts

Bla

ck

Me

tal

(10

0 s

q.f

t)

Se

a S

he

ll P

rod

uc

ts

To

tal

1 Chennai 1 (50 sq.ft)

1 (200 sq.ft) 1 1

(100 sq.ft) - - - - - 4

2 New Delhi 1 (50 sq.ft) 1 2

3 Kolkata 1 (50 sq.ft)

1 (200 sq.ft) 1

(50 sq.ft) 3

4 Coimbatore 1 (100 sq.ft)

1 (100 sq.ft) 1 1

(100 sq.ft) 1 (100 sq.ft) -

1

6

5 Salem 1 (50 sq.ft)

1 (50 sq.ft) 1 1

(50 sq.ft) 4

6 Erode 1 (100 sq.ft) 1 1

(50 sq.ft) 1

1

5

7 Trichy 1 (100 sq.ft)

1 (200 sq.ft)

1

1 (100 sq.ft)

1 (50 sq.ft)

1 (100 sq.ft)

1

7

8 Thanjavur 1 (100 sq.ft)

1 (200 sq.ft)

1

1 (100 sq.ft) 1

(50 sq.ft) 1

6

9 Madurai 1 (100 sq.ft)

1 (100 sq.ft) 1

(100 sq.ft) 3

10 Kanyakumari 1 (50 sq.ft) 1

a) PWD Grounds

2 (each 50

sq.ft)

1 (50 sq.ft)

1

1 (50 sq.ft) 5

b) Tirunelveli 1 (50 sq.ft) 1

Total 13 8 7 7 1 3 4 1 2 1 47

TNHDC/2726/M1/17-18

12.2. Annexure – II: Addresses of Regd. Office & Poompuhar Sales Showrooms

Registered Office, The Tamilnadu Handicrafts Development Corporation Ltd, 759, Anna Salai, Chennai – 600 002. Ph:28521271 / 28521798

Showrooms

1 Poompuhar Sales Showroom, 7 Poompuhar Sales Showroom 108, Anna Salai, West Bouleward Road, Chennai – 600 002 Singarathope, Trichy – 620 008

Ph: 28520624 / 28550157 Ph:0431 – 2704895

2 Poompuhar Sales Showroom, 8 Poompuhar Sales Showroom, C-1, State Emporia Complex, Railway Station Road, Baba Kharak Singh Marg, Thanjavur – 613 001

New Delhi – 110 001 Ph:04362 – 230060 Ph:011 – 23363913

3 Poompuhar Sales Showroom, 9 Poompuhar Sales Showroom, Shop No.21 & 22 First Floor, Mangammal Chatram Buildings, C.I.T Shopping Complex, (Opp. Railway Junction) 2, Gariahat Road, 12, West Veli Street,

Kolkata – 700 068 Madurai- 625 001

Ph:033 – 24237028 Ph:0452 - 2340517

4 Poompuhar Sales Showroom, 10 Poompuhar Sales Showroom, 1239, Big Bazaar Street Kalaimagal Illam, Coimbatore – 641 001 Sannathi Street,

Ph: 0422-2391055 Kanyakumari – 629 702

Ph:04652 - 246040

5 Poompuhar Sales Showroom, 10(a) Public Works Department (Ground) Exhibition Anna Pattu Maligai Kanyakumari – 629 702 Near Valluvar Statue Ph:04652 - 246040

Salem – 636 001 Ph:0427 – 2414994

6 Poompuhar Sales Showroom, 10(b) Poompuhar Sales Showroom,

No.1154, Mettur Road, No.137, S.N. High Road, Tirunelveli Junction

Erode – 638 001 Tirunelveli.

Ph:0424 – 2254885

25

TNHDC/2726/M1/17-18

12.3. Annexure – III: Terms and Conditions Terms and Conditions for allotment of Counter in Poompuhar Sales Showrooms

(1) The Tender Form should reach before the schedule time. The tender inviting

authority will not be responsible for any delay in transit. Belated Tender Forms will

be summarily rejected. (2) The tender shall not be submitted by fax or e-mail. (3) No over writing, erasing or correction is permitted in the tender. (4) All disputes relating to this tender are subject to Chennai jurisdiction only. (5) Incomplete tender forms will be rejected.

(6) The THDC Ltd. reserves the right to accept or reject any tender without assigning

any reason.

(7) The tenderer should indicate clearly in the tender the name of showroom in which a

counter is required and the craft items to be sold for in each counter. Counters will

be provided only for crafts mentioned in the Tender form.

(8) The Management reserves the right to vacate the counter in case of any adverse

observation made with regard to price and quality by an expert engaged by the

Management or the Experts Committee of the Management.

(9) All items kept in the counter allotted should be transacted through Goods Received

Register of the showroom concerned duly bar coded as being followed in the case

of products kept for Sale on Approval Basis (SAB). The stocks of counter parties will

be kept in the showroom at their own risk. The counter parties shall have their own

manpower at their own cost to manage the counter. The stocks kept in the counter

for sale should be insured by the allottees at their own cost.

(10) The tenderer should ensure with the concerned showroom Manager about the space

to be allotted in the showroom in respect of the crafts proposed to be tendered

(11) The counter parties should display their products only in the specific area allotted to

them by the respective showroom Managers for sale and should not therefore insist

for any alternate place after the allotment of the counters.

26

TNHDC/2726/M1/17-18 (12) In case, the successful tenderer fails or refuses to enter into a contract for this, the

earnest money deposit will be forfeited.

(13) A minimum quote for each tender in each craft has been prescribed and hence the

offer preferred should be more than the prescribed minimum quote.

(14) The financial bid relating to minimum guarantee sales (i.e. highest sales offered not

less than the prescribed minimum quote) and the amount payable to the Corporation

as stated in serial items 3 and 5 of ‘financial bid details’ should be clearly mentioned.

(15) The successful bidder should pay 30% upfront payment i.e. mark up on the offered

Minimum Guarantee Sales (MGS) at the fixed percentage before the issuance of

orders on allotment of counter. This Up-front payment will not carry any interest and

will be refunded at the time of vacating the counter, after adjustment of dues, if any,

to the Corporation. If the successful bidder fails to take up the counter within the time

specified in the allotment of order, the EMD amount will be forfeited without any

notice being issued and the counter will be allotted to the next eligible bidder.

(16) The party who is allotted a specific counter may execute the interior works in that

allotted counter area at his/her own cost, with the prior permission of the

Management.

(17) The commission at the fixed percentage will be collected on the Minimum Guarantee

Sales offered or on the actual sales whichever is higher on monthly basis.

(18) Any excess deduction of commission on actual sales due to non achievement of

monthly MGS will be adjusted in the last month of the tender period if the overall

sales during the period of Twelve months (i.e. April 2016 - March 2017) exceeds the

MGS.

(19) The monthly sale proceeds to the successful bidder will be paid after deducting the

commission and sales tax, if any, in full.

(20) If the allottee does not achieve the minimum guarantee sale offered by him, the

amount due to this Corporation would be adjusted against the upfront payment

amount. If the allottee shows poor sale and far behind the sale offered by him, the

commission due to this Corporation would be deducted from the sale proceeds every

month.

(21) If a counter allottee achieves less than 40% of the proportionate MGS continuously

for the first 3 months, the counter allotted will be liable for termination. In such an

eventuality the Corporation shall adjust the amount due to it towards Minimum

Guarantee Commission (MGC) against the sales made in that counter and in

27

TNHDC/2726/M1/17-18

addition the counter allottee shall also forfeit the deposit (upfront amount) paid by

him. In such cases, the Corporation shall have the liberty to allot the counter space,

for the remaining tender period, to the next highest bidder on prorata basis.

(22) The tenderer shall not be permitted to wind up the counter during the course of

tender period. If any counter party discontinues the counter, MGC upto the period of

such discontinuance will be collected and the upfront payment paid will also be

forfeited. (23) The Sales Tax collected, if any, for sale of products will not count for MGS.

(24) In the counter allotted, the tenderer should sell handicrafts confined to the craft item

for which Tender is quoted and allotted. No alternate craft / sublease of counter is

permitted.

(25) All sales from the counter allotted shall be made through the bill books of

Poompuhar Sales Showroom concerned following all rules of the Corporation

including for collection of tax as applicable.

(26) The cash for all the sales made in such counters shall be collected centrally by the

Management through the Cashier concerned in the respective Poompuhar Sales

Showroom and will be settled to the party concerned on monthly basis after

verification of accounts only through Head Office within 30 days.

(27) Discount, if any, offered to the customers during special campaigns, exhibitions,

festival offers, etc in the course of normal business shall be borne by the counter

party concerned.

(28) The counter party shall be responsible for the quality and the price of the items sold

through the counter and any complaint therefore shall be sorted out by the counter

party concerned. The Corporation shall be in no way responsible for the same. The

counter party shall meet fully any loss or liquidated damages that the Corporation

may suffer in such a case. (29) The counter party should ensure that the price of the items kept for sale in the

counters allotted should be of a competitive one with reference to the market price

and should not be in any case distressing the Goodwill of the Corporation. (30) The THDC Limited conducts certain thematic exhibitions and certain festival oriented

exhibitions inside the showrooms for shorter durations. During these periods, the

THDC Limited reserves the right to invite various craftsmen/parties dealing in the

crafts as shown in the annexure and this should not be objected to by the allottee

under any circumstances. If required the allottee may get additional counter for

28

TNHDC/2726/M1/17-18

participation in such exhibitions and in such cases the sale made during that period

would be counted upon for the MGS at the percentage of markup fixed/agreed in the

tender. Payment for sales through such extra counters on occasions of exhibitions

shall be made to the counter party along with settlement for the normal monthly

counter sales. (31) The counter party shall not have any business dealing in similar crafts in the

city/town where the counter is allotted. The counter party should not reveal their

identity to the customers. The counter once allotted in a showroom shall be part and

parcel of the other business activities of the showroom concerned under the full

control of the Manager of the Showroom. Any attempt on the part of counter party to

reveal their separate identity to customers will entail to immediate termination of that

counter allotment. (32) The THDC Limited reserves the right to withdraw/cancel or terminate allotment of

counter made to any counter party without assigning any reason and in such an

eventuality, the decision of the Tamil Nadu Handicrafts Development Corporation

Limited shall be final and binding on the counter party concerned. (33) The successful tenderer will be eligible to have sales counter as per norms only for

12 months and the tenderer will make arrangements themselves to vacate the

counter fully in all aspects automatically at the end of period without expecting any

notice from the Corporation. (34) The counter party should abide by the rules and regulations of the Corporation and

canvassing of orders with the customers when the customers visit other counters or

counter dealing with other crafts is strictly prohibited. (35) If the behaviour of a counter party is not satisfactory or if the products are not up to

the expected standard /quality /price, action will be initiated to terminate the counter

even during the middle of the business year by giving one month’s notice. (36) After allotment of a counter, request for reduction of area or revision of MGS or

change of counter space will not be entertained under any circumstances. (37) During the running period of the tender, in a particular ‘Counter’ of a showroom any

dislocation in counter space for a specified period due to adjustment within that

showroom in the selling/display area for any interior decoration work carried out in

that showroom or any shifting of the location of the showroom within the same

town/city under any unforeseen circumstance, the counter party in that showroom

shall not claim any revision of MGS or MGC already fixed as per the tender..

(38) Price & quality of all goods will be as in the Goods Received Register. Goods of

substandard quality cannot be sold. The Manager of the showroom, Sales Manager,

29

TNHDC/2726/M1/17-18

Finance Manager will be the authority to determine that the quality is good and the

price is reasonable.

(39) If the counter parties behave in such a manner which affects the decorum and

discipline of the Corporation, the contract with the counter parties will be terminated

immediately.

(40) Sandalwood powder, sandalwood oil and all products with the sandalwood affix or

prefix must be bought only from a Government source subject to permission of the

Corporation.

(41) The gems and jewellery sold through the counters must be authenticated by a

gemologist/metallurgist appointed by the Corporation.

Terms & Conditions for allotment of counter in showroom are accepted.

Signature of the Tenderer

30

TNHDC/2726/M1/17-18

ANNEXURE - IV

31

COUNTER PROPOSED WITH AREA & MINIMUM UPSET PRICE FOR EACH CRAFT FOR THE PERIOD FROM 01.04.17 TO 31.03.18

Sl.

No.

Name of the

Showroom

Gemstones, silver

jewellery and gold

plated Jewellery

Textiles

(handcrafted

sarees,

handcrafted

textiles,

Varanasi silk

sarees and

Kashmir

woolen shawls

Incense &

Perfumery

products

Paintings other

than Thanjavur

paintings

Black metal

products

Rose wood

products

White wood

products

Marble Products

Leather

Products Sea Shell Total

Area for

allot

ment (in

sq.ft.)

Mini

mum

Upset

Price (Rs.

in lakhs)

Area

for

allot

ment

(in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

Area

for

allot

ment

(in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

Area for

allot

ment (in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

Area for

allot

ment (in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

Area

for

allot

ment

(in

sq.ft.)

Mini

mum

Upset

Price

(Rs.

in

lakhs)

Area for

allot

ment (in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

Area

for

allot

ment

(in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

Area

for

allot

ment

(in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

Area

for

allot

ment

(in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

Area

for allot

ment

(in

sq.ft.)

Mini

mum

Upset

Price

(Rs. in

lakhs)

1 Chennai 50 40.00 200 100.00 50

25.00

100 55.00 - - - - - - - - - - - -

400 220.00

2 New Delhi 50 20.00 - - 50 4.00 - - - - - - - - - - - - - - 100 24.00

3 Kolkata 50 5.00 200 40.00 - - - - - - - - - - 50 6.00 - - - - 300 51.00

4 Coimbatore 100 30.00 100 9.00 50 6.00 100 20.00 100 15.00 100 14.00 - - - - - - - - 550 94.00

5 Salem 50 20.00 50 3.00 50 4.00 50 5.00 - - - - - - - - - - - - 200 32.00

6 Erode 100 25.00 - - 50 6.00

50 (upstairs)

4.50 100

(upstairs) 8.00 - -

50 (upstairs)

3.00 - - - - - - 350 46.50

7 Trichy 100 35.00 200 40.00 50 15.00 100 30.00 - - 100 20.00 50 20.00 - - 50 5.00 - - 650 165.00

8 Thanjavur 100 35.00 200 35.00 50 8.00 100 20.00 - - 50 10.00 50 10.00 - - - - - - 550 118.00

9 Madurai 100 10.00 100 6.00 100 6.00 - - - - - - - - - - - - 300 22.00

10 Kanyakumari 50 10.00 - - - - - - - - - - - - - - - - 50 10.00

11 PWD Grounds (Kanyakumari)

(2 counter @ 50 sq.ft.)

100

(10 x 2) *

20.00 50 5.00 - - - - - - 50 5.00 - - - - 50 4.00 250 34.00

12 Tirunelveli 50 4.50 - - - - - - - - - - - - - - - 50 4.50

Total 900 254.50 1100 238.00 350 68.00 600 140.50 200 23.00 250 44.00 200 38.00 150 6.00 50 5.00 50 4.00 3750 821.00