development of commercial floriculture in sikkim · request for proposal (rfp) for the development...
Post on 24-May-2018
216 Views
Preview:
TRANSCRIPT
Request for Proposal (RfP)
For the
Development of Commercial Floriculture
in Sikkim
Horticulture and Cash Crops Development Department
Government of Sikkim
Krishi Bhawan, Tadong
Bid Reference No: 205/NEC/2014-15/351 Dated: 26/12/2016
Table of Contents
DISCLAIMER ................................................................................................................................ 1
INVITATION OF BIDS ....................................................................................................................... 3
CHAPTER 1: INTRODUCTION ................................................................................................ 4
1.1 Introduction .................................................................................................................................... 4
1.2 Eligibility Criteria .......................................................................................................................... 5
1.3 Schedule of Bidding Process ..................................................................................................... 5
1.3.1 Address of Correspondence :.......................................................................................................... 6
1.4 Procuring Authority: .................................................................................................................... 6
1.4.1 Website of the Procuring Authority: ........................................................................................... 6
1.4.2 Address for Submission of Bids ..................................................................................................... 6
1.5 Language of RFP ............................................................................................................................ 7
1.6 The Bidding Process .................................................................................................................... 7
1.7 Evaluation of proposals .............................................................................................................. 7
1.7.1 Pre-qualification .................................................................................................................................. 7
1.7.2 Evaluation of Technical Bid and Presentation ........................................................................ 7
1.7.3 Financial Evaluation ........................................................................................................................... 7
1.7.4 Final selection ....................................................................................................................................... 8
CHAPTER 2: INSTRUCTIONS TO APPLICANTS ................................................................. 9
2.1 General Instructions .................................................................................................................... 9
2.2 Scope of Work: ............................................................................................................................... 9
2.3 Role of Service Provider: ......................................................................................................... 10
2.3.1 Infrastructure creation .................................................................................................................. 10
2.3.2 Role of District Horticulture Officers and Scheme Officers in the Head Office ....... 11
2.3.3 Role of Farmer: .................................................................................................................................. 12
2.3.4 Area of Work ...................................................................................................................................... 12
2.4 Empanelment Criteria: ............................................................................................................ 13
2.5 Clarification on Tender ............................................................................................................ 13
2.6 Cost of tender Document ........................................................................................................ 13
2.7 Bid Security .................................................................................................................................. 14
2.8 Period of Validity of Bids ........................................................................................................ 14
2.9 Deadline for Submission of Bids .......................................................................................... 15
2.10 Late Bids ........................................................................................................................................ 15
2.11 Submission of Bids .................................................................................................................... 15
2.11.1 Pre-Qualification Bid Documents .............................................................................................. 15
2.11.2 Technical Bid Documents ............................................................................................................. 15
2.11.3 Technical Presentation .................................................................................................................. 16
2.11.4 Financial Bid ....................................................................................................................................... 16
2.11.5 List of documents to be submitted in office. ......................................................................... 17
2.11.6 Scoring Criteria for Technical Qualification .......................................................................... 18
The scoring criteria to be used for evaluation shall be as follows: ............................................... 18
2.12 Deadline for Submission of Bids .......................................................................................... 18
2.13 Late Bids ........................................................................................................................................ 18
2.14 Right to Accept or reject any or all Applications/Bids ................................................ 18
2.15 Conflict of Interest ..................................................................................................................... 19
2.15.1 Corrigendum ...................................................................................................................................... 19
2.16 Cost of Preparation of RFPs ................................................................................................... 19
2.17 Performance Security ............................................................................................................... 19
2.18 Payment Terms ........................................................................................................................... 20
2.19 Changes & Withdrawal of Proposals .................................................................................. 20
2.20 Sub Contract ................................................................................................................................. 21
2.21 Force Majeure.............................................................................................................................. 21
2.22 Termination of Contract .......................................................................................................... 21
2.23 Resolution of Disputes ............................................................................................................. 22
2.24 Opening of RFP ........................................................................................................................... 22
2.25 Tender Evaluation Committee (TEC) ................................................................................. 22
2.26 Period of Contract ...................................................................................................................... 23
2.27 Cancellation of Contract .......................................................................................................... 23
2.28 Terms & Conditions for the Service Provider ................................................................. 24
2.29 Instruction to Bidders for e-tender: ................................................................................... 25
#NEC Tender Development of Floriculture | DISCLAIMER 1
DISCLAIMER
The information contained in this Request for Empanelment document (RFE) or
subsequently provided to Bidders, whether verbally or in documentary or any other
form by or on behalf Of HORTICULTURE & CASH CROPS DEVELOPMENT DEPARTMENT
GOVERNMENT OF SIKKIM, or any of their employees or advisors, is provided to Bidders
on the terms & conditions set out in this RFE & such other terms & condition subject to
which such information is provided.
This Request for Proposals (hereafter referred to as RFP) is not an agreement & is
neither an offer nor invitation by THE HORTICULTURE & CASH CROPS DEVELOPMENT,
GOVERNMENT OF SIKKIM, to the prospective bidders or any other person or individual
or firm. The purpose of this RFE is to provide interested bidders with information that
may be useful to them in making their Bids/Proposals pursuant to this RFP. This RFP
includes statements which reflect various assumptions & assessments arrived at by the
HORTICULTURE & CASH CROPS DEVELOPMENT DEPARTMENT, GOVERNMENT OF
SIKKIM in relation to the project. Such assumptions, assessments & statements do not
purport to contain all the information that each Bidder may require. This RFP may not
be appropriate for all persons and it is not possible for the HORTICULTURE & CASH
CROPS DEVELOPMENT DEPARTMENT, GOVERNMENT OF SIKKIM, its employees or
advisors to consider the investment objectives, financial situation & particular needs of
each party who reads or uses this RFP. The assumptions, assessments, statements &
information contained in this RFP may not be complete, accurate, adequate or correct.
Each Bidder should, therefore, conduct its own investigation & analysis & should check
the accuracy, adequacy, correctness, reliability & completeness of the assumptions,
assessments, statements & information contained in this RFP & obtain independent
advice from appropriate sources.
The HORTICULTURE & CASH CROPS DEVELOPMENT DEPARTMENT, GOVERNMENT OF
SIKKIM, its employees & advisors make no representation or warranty & shall have no
liability to any person, including any Bidder under any law, statute, rules or regulations
or tort, principals of restitution or unjust enrichment or otherwise for any loss,
damages, cost or expense which may arise from or be incurred or suffered on account of
anything contained in this RFP or otherwise including the accuracy, adequacy,
#NEC Tender Development of Floriculture | DISCLAIMER 2
correctness, completeness or reliability of the RFP & information contained therein or
deemed to form a part of this RFP or arising in any way for participation in the Bidding
Process.
The HORTICULTURE & CASH CROPS DEVELOPMENT DEPARTMENT, GOVERNMENT OF
SIKKIM accepts no liability of any nature whether resulting from negligence or
otherwise howsoever caused arising from reliance of any Bidder upon the statements
contained in this RFP. The HORTICULTURE & CASH CROP DEVELOPMENT
DEPARTMENT, GOVERNMENT OF SIKKIM, may in its absolute discretion, but without
being under any obligation to do so, update, amend or supplement the information,
assessment or assumptions contained in this RFP.
The Bidder shall bear all its costs associated with or relating to the preparation &
submission of its Bid including but not limited to preparation, copying, postage, delivery
fees, expenses associated with any demonstration or presentation which may be
required by the HORTICULTURE & CASH CROP DEVELOPMENT DEPARTMENT
GOVERNMENT OF SIKKIM, or any other costs incurred in connection with or relating to
its Bid. All such costs & expenses will remain with the Bidder. Either the issue of this
RFP or its submission by the Bidder does not vest any right in the Bidder for being
selected for the award of the project
The HORTICULTURE & CASH CROPS DEVELOPMENT DEPARTMENT, GOVERNMENT OF
SIKKIM, reserves the right to reject all or any of the Bids without assigning any reason
whatsoever.
#NEC Tender Development of Floriculture | INVITATION OF BIDS 3
INVITATION OF BIDS
Development of Commercial Floriculture in Sikkim
NOTICE INVITING TENDER (NIT)
No: 205/NEC/2014-15/351 Dated: 26/12/2016
Online Proposals (e-tender) are invited from eligible bidders for partnering on
Development of Commercial Floriculture in Sikkim especially for the scaling up of area,
production & market development of major identified & successful commercial crops of
the State & building up of crop cultivation cluster spokes through the infusion of a
onetime capital investment under the scheme. The tender document can be obtained
from www.sikkimtender.gov.in. The cost of the Tender document is of Rs. 30,000/-
(Rupees Thirty Thousand) only. The last date of submission of tender Document is fixed
as 27.01.2017 at 2pm.
HCCD Department reserves the right to reject any offer without assigning any
reason.
Additional Director (Floriculture),
Horticulture & Cash Crops Development (HCCD) Department
#NEC Tender Development of Floriculture | INTRODUCTION 4
CHAPTER 1: INTRODUCTION
1.1 Introduction
With the objective of augmenting the significant progress that the State has achieved in
Horticulture, especially hi-tech floriculture & providing the much needed fillip to the
nascent commercialization of horticulture, the Government of Sikkim, Horticulture &
Cash Crops Development Department, has put in place a scheme on Development of
Commercial Floriculture in Sikkim under NEC Funding.
The Government of Sikkim acting through a duly constituted Special Tender Committee,
has initiated this Bidding Process through Request for Proposal for interested, reputed
& experienced horticultural service providers/ companies/ organizations/
manufacturers/ firms/ authorized dealers of companies; and for partnering with them
for the scaling up of area, production & market development of major identified &
successful commercial crops of the State & building up of crop cultivation cluster spokes
through the infusion of a onetime capital investment under the scheme.
The major identified crops are:
1) GERBERA
2) CARNATION
3) PHALAENOPSIS
4) CHRYSANTHEMUM &
5) CYMBIDIUM.
Two districts have been identified which will take up the task of scaling up of the
farmers cluster spokes & these are:
1) East District
2) South District
The Project is sanctioned under the North Eastern Council (NEC) scheme to the tune of
Rs. 644.00 lakhs. The project will be implemented where the NEC & the State will
contribute in ratio of 90:10 (NEC share is Rs. 579.60 lakhs and State share is Rs.
64.40 lakhs).
#NEC Tender Development of Floriculture | INTRODUCTION 5
1.2 Eligibility Criteria
To be eligible for pre-qualification and short-listing, an applicant shall fulfill the
following conditions of eligibility:
1. A Bidder may be a Public Ltd. Co. / Private Ltd. Co. / Govt. owned Co. /
Proprietorship / Partnership subject to them fulfilling the qualifying
requirements as mentioned in this document & should have been in existence in
India for the last 3 years.
2. The Bidder should have experience in successfully implementing or satisfactorily
facilitating similar state-wide or district-wise projects. Successful completion
reports/ Work Order/ Contract Agreement of similar projects undertaken needs
to be enclosed.
3. The Bidder should be registered for Sales tax and Income Tax. Bidders should
enclose the necessary VAT Registration & PAN Card certificates.
4. Bidders should have valid Trade License.
5. Bidders must have a valid & current authorization for dealership from the
Companies collaborated with.
6. The Bidder should have qualified technical persons handling similar projects.
Documents relating to manpower availability (Technical Staff, Skilled
Technicians/ Labours) need to be enclosed with the Bid.
7. The Bidder or its sister concern must not be black listed by any Government or
Public Sector Organization in India at the time of submission of the RFP.
Certification to this effect must be enclosed.
8. Firm should have minimum experience of at least 3 years in Construction of hi-
tech polyhouses integrated with drip irrigation systems & quality planting
materials and successful marketing preferably in North Eastern States.
9. The Firm bidding for the RFP should have an average financial turnover of Rs. 3.0
crores for the past 3 years in floriculture and allied businesses only.
1.3 Schedule of Bidding Process
The following schedule will be adhered to:
1 Hosting of online tender in e-procurement
portal
: 28.12.2016 from 10.00 a.m.
#NEC Tender Development of Floriculture | INTRODUCTION 6
2 Start date of uploading of bidding
documents in e-procurement portal : 28.12.2016 from 11.00 a.m.
3 Last date for submission of bids online by
the Bidders : 27.01.2017 by 2.00 p.m.
4 Submission of hard copies in the office of
the Principal Director, HCCD : 30.01.2017 by 11.00 a.m.
5 Date of opening of tender documents : 30.01.2017 at 3.00 p.m.
6 Date of Technical Presentation :03.02.2017 from 1.00 p.m. onwards.
6 Letter of Award (LoA)bank
: Within 30 days of bid submission date
7 Validity of bids : 90 days of bid submission
8 Signing of contract agreement : Within 15 days of award of LoA
1.3.1 Address of Correspondence :
Principal Director,
Horticulture & Cash Crops Development Department,
Government of Sikkim,
Krishi Bhawan, Tadong - 737102, Sikkim.
1.4 Procuring Authority:
Principal Director,
Horticulture & Cash Crops Development Department,
Government of Sikkim,
Krishi Bhawan, Tadong 737102, Sikkim.
1.4.1 Website of the Procuring Authority:
www.sikkim-hort.org
www.sikkimagrisnet.org
www.sikkimtender.gov.in
1.4.2 Address for Submission of Bids
Principal Director,
Horticulture & Cash Crop Development Department,
Government of Sikkim,
Krishi Bhawan, Tadong 737102, Sikkim.
#NEC Tender Development of Floriculture | INTRODUCTION 7
1.5 Language of RFP
The RFP should be written in English language. English version of the RFP shall govern
its interpretation.
1.6 The Bidding Process
The bidding process shall comprise of the following stages:
1. Pre-qualification Stage
2. Evaluation of Technical Bids
3. Evaluation of Technical Presentation
4. Evaluation of Financial Bids
1.7 Evaluation of proposals
1.7.1 Pre-qualification
The proposals for Pre-qualification would be based on the documents submitted as per
Clause 1.2 of the Bid document. Only the bidders who qualify all the requirements as
specified in Clause 2.11.1 of the Tender document shall be eligible for opening of
Technical Bid.
1.7.2 Evaluation of Technical Bid and Presentation
Technical Proposals received will be opened in the presence of authorized
representatives of the Agency who have submitted proposals on a date /time to be
specified by HCCD Department.
The Technical Proposals will be evaluated by a Committee constituted for this purpose
and, in the first instance, be examined to ascertain fulfillment of eligibility criteria and
submission of required documents.
Agencies scoring 70% marks or more in the Technical Evaluation will be shortlisted for
opening of financial bids.
1.7.3 Financial Evaluation
Financial proposals of shortlisted agencies will be opened in the presence of authorized
representatives of the agencies on a date/time to be specified by HCCD Department.
Financial evaluation, based on the cost quoted as per the format by an agency, will be
considered and will carry a weightage of 30%.
#NEC Tender Development of Floriculture | INTRODUCTION 8
The lowest evaluated Financial Proposal will receive the maximum score of 100 marks. The score for
each other Financial Proposal is inversely proportional to its (Evaluated Total Price) ETP and will be
computed as follows:
Sf = 100 x Fm / F where:
Sf is the financial score of the Financial Proposal being evaluated,
Fm is the ETP of the lowest priced Financial Proposal,
F is the ETP of the Financial Proposal under consideration.
Following completion of evaluation of Technical and Financial Proposals, final ranking of the
Proposals will be determined. This will be done by applying the following weightage; quality - 70%
and cost - 30 % (i.e., Quality-Cost ratio- 70:30) respectively to the technical and financial score of
each evaluated qualifying Technical and Financial Proposal and then computing the relevant
combined total score for each creative agency. After such final ranking, the first-ranked Respondent
will be selected.
1.7.4 Final selection
Selection of the agency will be based on the aggregate of the Technical and Financial
Evaluation. The proposal having highest combined total score will be declared as
successful bidder and eligible for award.
From the time the Technical Proposals are opened to the time the contract is awarded, if
any agency wishes to contact HCCD Department on any matter related to its proposal, it
should do so only in writing. Any effort by an agency to influence the Tender Committee
in the proposal evaluation or contract award decisions may result in rejection of the
proposal of the agency.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 9
CHAPTER 2: INSTRUCTIONS TO APPLICANTS
2.1 General Instructions
1. The intending tenderer can download tender documents online through website
www.sikkimtender.gov.in.
2. Tender has to be submitted online through website www.sikkimtender.gov.in on
the date and within the time indicated above in NIT. Offline bid will not be
accepted.
3. A Tender Opening Committee in the presence of the bidders will open the
tenders on the date and time indicated above.
4. Failure to provide information which is essential to justify the Applicant’s
meeting the requirements or to provide timely clarification or substantiation of
the information supplied may result in disqualification of the applicant.
5. The bidder is expected to examine carefully all instructions, forms, terms, and
technical specifications in the Bid Document. Failure to comply with the
requirement of Bid Documents shall be at the bidder’s own risk. The bids which
are not substantially responsive to the requirements of the bid documents shall
be rejected.
2.2 Scope of Work:
The beneficiaries have been already selected by the district officers in consultation with
Panchayat representative and the area MLA for forming clusters around the existing and
new Horti Hubs of the Department. A total of 20 Numbers of Floriculture Units of each
of the five flowers identified would have to be developed. The Service Provider will be
entrusted with the responsibility to enter into an agreement with the selected farmers
where the department will take up necessary monitoring. It will be the joint
responsibility of the department and Service Provider to educate the selected farmers
by way of training, seminars, etc. The Service Provider will impart training on latest
technology and intensify monitoring for adoption of modern technologies. The selected
farmers will have to provide the necessary land, FYM, water power & assure labour for a
period of three years. The Service Provider will not only provide the following inputs for
the commercial production of cut flowers, but also transfer technology to the farmers
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 10
and enter into Agreement with farmers for “buy-back” arrangement of the produce with
appropriate prices.
2.3 Role of Service Provider:
2.3.1 Infrastructure creation
1. Hi-tech polyhouses both Naturally Ventilated & Shadow Hall type as per the crop
requirements with the following specifications will be set up in the farmers’s
fields.
a) Made of ISI make GI pipes of at least 2.0mm thickness of the following OD 60mm,
48mm, 42mm, 33mm, 25mm & 15mm. All columns of the polyhouses are to be of
60mm OD, bottom & inserts of 48mm OD, purlins & chords of 42mm OD, cross,
brackets of 33mmOD & side curtain of roll up type of 15mm OD.
b) Foundation of telescopic insertion in cement concrete of ratio 1:4:8
c) Covering of polyhouse preferably of Ginegar make of 200 micron, 5 layered UV
film.
d) UV stabilized shade net of Polysack make preferably as per crop requirements.
e) 40 mesh insect netting at the side vents.
f) Bed preparation including organic treatment of situ for soil grown crops where
the FYM will be supplied by the farmers.
g) Pre-fabricated tables with UV stabilized pots for soilless cultivation for
Phalaenopsis & Cymbidium.
h) Preferably Netafim make Drip irrigation Systems inclusive of Control Unit
consisting of double filtration units - screen & disc filters, fertilizer injectors, AV
10, valves etc.
i) Drip manifold with appropriate drip lines for drip irrigation with fertigation &
overhead 4 way foggers for Gerbera, Carnation & Chrysanthemum.
j) Arrow drippers per individual pots with provisions for fertigation for
Phalaenopsis & Cymbidium pots.
2. Quality “tissue culture” planting materials from local nurseries multiplied from
imported mother stock for Cymbidium and others to be imported from
recognized breeders.
3. Fertigation & plant & pest management & transfer of technology to be done by
Service Provider on regular basis. Field visits by agronomist/resource persons to
farmers fields & provide appropriate measures if needed. Coloured & laminated
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 11
photographs of all types of pests & diseases with control measures to be
displayed by Service Provider (SP) at the hubs.
4. Service Provider will guarantee regular maintenance of the greenhouse and drip
irrigation system including plant management through technology transfer for
the years. However, maintenance and repair shall be limited to natural damages
and not any malicious damages.
5. Collection, grading, packing & dispatch for forward linkages are to be provided
by SP. The SP will be further responsible for marketing of the flowers at a
remunerative price through his own network & outlets in the region.
6. Payments to be made by the Service Provider to the farmers once in three
months. Price to be paid to the farmers shall be arrived at by the Service
Provider through consultation with farmers duly taking into account the
prevailing market rates.
7. Periodical incentive schemes are to be provided by the Service Provider to the
farmers in order to bring about healthy competition amongst farmers.
8. The assessment on overall progress of the Project will be made on a half yearly
basis jointly by the Department and Service Provider.
2.3.2 Role of District Horticulture Officers and Scheme Officers in the Head Office
The concerned District Officers would be notified for each hub with the following terms
of reference.
1. To closely monitor the performance of the Service Provider.
2. To evolve and finalize district, hub and spoke specific technical parameters and
requirements prior to execution of a tri-partite working agreement (Department,
Service Provider and farmers) for functional working of green houses, irrigation
systems, buyback, marketing arrangements and value chain creation between
the empanelled Service Provider, farmers’ clusters and respective departmental
representative in the district.
3. To facilitate the evolution of a suitable price discovery mechanism.
4. To monitor and regulate the functioning of such pricing mechanism and ensure
that fair and reasonable prices are paid to the farmers as per agreement to be
negotiated and contracted between the growers, Service Provider and the
respective department officer after empanelment and selection of Service
Provider.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 12
5. To monitor and ensure that agreements made under the terms and conditions of
contract are complied with by all parties concerned and to recommend
appropriate measures for breach of agreement.
6. To monitor and evaluate the progress of the scheme and recommend
rectifications as and when necessary.
7. To facilitate as far as possible, the formation of Farmer Producer Organizations
(FPOs) in coordination with the Service Provider for bulking of produce and
better bargaining power.
2.3.3 Role of Farmer:
1. To provide the developed land free from all encumbrances.
2. To provide land, production, labour, manure, water, electricity/power for
running the production units from the initial phase of establishment of such
production units.
3. Provide manpower for continued maintenance, plant protection & fertilizer
application of the crops during & after the expiry of the empanelment period.
4. Undertake to work in close co-ordination with the Service Provider & the
department officers & to assist them in the discharge of their obligations.
5. Undertake to commit themselves to the successful implementation & furtherance
of the scheme.
6. Undertake to utilize & maintain the infrastructure created under this project for
a period of minimum of 3 (three) years.
7. The unit given to the farmer should be exclusively for the cultivation of cut
flowers allotted to him/her & not other activity.
8. Undertake that in the event of departure from the above undertakings, the
farmer will be liable to refund the whole or the part of the project assistance
received from the Department and agree to be deprived of any Horticulture
schemes in future.
9. Provide for the basic implements for hi-tech cultivation such as backpack
sprayer, weighing machine, cutters etc.
2.3.4 Area of Work
1. South District in Namchi sub division &
2. East district in Rangpo sub division.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 13
2.4 Empanelment Criteria:
1. The Service Provider shall provide free after sales services for a period of three
years from the date of the commissioning of the production units.
2. The Service Provider should set up Service Centres for providing technological &
agronomic support in each of the selected districts.
3. The works for the Service Provider may be inspected as and when required.
Random sampling from the manufacturing unit/authorized dealer will be
performed to ascertain the quality of supplies as and when required.
4. In the event of any complaint regarding after sales service or supply of defective
or sub standard material, the empanelled Service Provider will have to rectify the
defects within a period of 60 days. If the Service Provider does not comply then
the necessary rectification cost will be deducted from the Service Provider’s bill.
The approved Service Provider will also be liable to be black listed & not be given
any further works in the Department for a period of 5 years. However, the
departmental officers will first verify the complaints to check the authenticity of
the complaints and only if found genuine will recommend for the above measure.
5. The Horticulture Department is free to evolve strong punitive measures against
erring companies/ Service Provider and staff to safeguard the interests of
farmers to ensure qualitative utilization of public funds.
2.5 Clarification on Tender
A prospective Bidder requiring any clarification of the Tender Documents may
contact Principal Director in writing or by email at ptbhutia59@gmail.com and
padamsubbacool@gmail.com.
Clarifications may also be obtained through the site www.sikkimtender.gov.in.
No verbal enquiry shall be entertained.
2.6 Cost of tender Document
The cost of the Tender document is Rs. 30,000/- (Thirty thousand Rupees only) (non-
refundable) and should be in the form of Demand Draft addressed to “Principal Director,
Horticulture and Cash Crops Development Department”.
Any tender submitted without the Cost of Tender Document would be summarily
rejected.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 14
2.7 Bid Security
The Bidder shall furnish Bid Security of a sum of Rs. 16,00,000/- (Rupees Sixteen lakhs
only).
The bid security is required to protect the Procurer against the risk of Bidder’s conduct
which would warrant the security’s forfeiture.
The bid security shall be in Indian Rupees and shall be in favour of the Principal
Director (Horticulture & Cash Crops Development Department) and in one of the
following forms:
a) A bank guarantee or an irrevocable letter of credit issued by a
nationalized/scheduled bank located in India in the form provided in the bidding
documents or another form acceptable to the Procurer and valid for 45 days
beyond the validity of the bid; (i.e. Total 90 days + 45 days = 135 days from
deadline of submission of bids) or
b) A cashier’s cheque, certified cheque or demand draft.
Any bid not secured in accordance with Clauses as stated above will be rejected by the
Procurer as non-responsive.
Unsuccessful bidder’s bid securities will be discharged/ returned as soon as possible
and not later than 30 days after the expiration of the period of bid validity.
The successful Bidder’s bid security will be discharged upon the Bidder signing the
Contract.
The bid security may be forfeited:
a) If a Bidder
(i) withdraws its bid during the period of bid validity specified by the Bidder on
the Bid form; or
(ii) does not accept the correction of errors;
b) In case of a successful Bidder, if the Bidder fails:
(i) to sign the contract
(ii) to furnish performance security.
2.8 Period of Validity of Bids
Bids shall remain valid for 90 (Ninety) days after the deadline for submission of bids. A
bid valid for a shorter period shall be rejected as non-responsive.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 15
2.9 Deadline for Submission of Bids
Bids must be received by no later than the time and date specified in the Bid document.
In the event of the specified date for the submission of Bids being declared a holiday for
Sikkim, the Bids will be received upto the appointed time on the next working day.
The Procurer may at its discretion, extend this deadline for submission of bids by
amending the bid documents.
2.10 Late Bids
Any bid received after the deadline for submission of bids prescribed by the Procurer
will be rejected and/or returned unopened to the Bidder.
2.11 Submission of Bids
The bids submitted online shall be evaluated in three parts namely “Pre-qualification
Bid”“, Technical Bid” and “Financial Bid” documents at the time of submission.
2.11.1 Pre-Qualification Bid Documents
The Pre-Qualification Bid Documents shall contain the following:
1. A Covering Letter of the Bidders on their letterhead.
2. Details of the organization of the Bidder (s).
3. Attested copies of the following documents: Trade License, PAN card, VAT
Registration Certificates.
4. Copies of the documents showing the Firm’s average financial turnover of the
immediate past 3 years duly certified by the Chartered Accountant.
5. Financial soundness of the Bidder from his Bankers.
6. Attested copies of Power of Attorney where ever applicable.
7. A Declaration by the Bidder that the Bidder or its sister concern has not been
blacklisted by any Government or Public Sector Organization in India.
8. Cost of tender document as specified in Clause 2.5 of the Tender Document.
9. Bid Security in the form as specified in Clause 2.6 of the Tender Document.
2.11.2 Technical Bid Documents
The Technical Bid Documents shall contain the following:
1. A covering letter on the Bidder’s letterhead.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 16
2. Profile of the Bidder including list of Technical & Managerially staff including
their qualification & experience & their respective roles in project
implementation. Educational qualification & work experience of the staff to be
mentioned.
3. Dealership certificates of UV Films & Shade nets (preferably from Ginegar,
Isreael), Drip & Sprinkler Irrigation Equipments (preferably from Netafim
Irrigations Co Ltd), Planting Materials, Fertilizers & Pesticides (organic only).
4. Attested documentary evidence of similar works on a minimum value of Rs. 3.00
crores successfully completed by the Bidder in any other North Eastern States
during the past 3 years.
5. Attested Completion Certificate from Nodal Officer of similar works executed by
the Bidder.
6. Attested Certificate confirming “buy-back” of flowers by Bidder in the similar
projects in North East mentioned above.
7. All necessary literatures for inputs to be supplied to the farmers.
2.11.3 Technical Presentation
All selected Bidders will have to put up a Technical Presentation (30 mins duration) to
the Tender Committee /Principal Director when called for. This Technical Presentation
should contain the following points.
1. Brief background of the Bidder / Firm
2. Technical & Managerial strength
3. Success stories of similar projects in NE States during the past years.
4. Methodology & approach to establishing the crop clusters in this project
including time frame for completion.
5. Technology transfer & sustenance of the projects for three years.
6. Marketing strategy.
2.11.4 Financial Bid
The financial bid should be submitted online as filled up in the Excel file “BOQ”.
Bidders should ensure the following while submitting financial bid.
1. All rates should be based for a greenhouse of 150 sq mtr area only for all flowers
and 96 sq mtrs for Phalaenopsis and Chrysanthemum.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 17
2. All prices for greenhouses, Irrigation systems & Bed preparation are to be quoted
on per Sq mtr basis.
3. All prices of Planting materials to be quoted as per number basis.
4. All Fertilizers & pesticides (organic) are to be quoted for 3 years as per
greenhouse basis varying from crop to crop.
5. The amount of Cess and other taxes as applicable should be quoted separately.
6. All rates for the flowers are to be different – Gerbera Unit rates, Carnation Unit
rates, Cymbidium rates, Phalaenopsis rates & Chrysanthemum rates are to be
uploaded online under the Excel file “BOQ”.
2.11.5 List of documents to be submitted in office.
a. Cost of tender document as specified in Clause 2.5 of the Tender Document.
b. Bid Security in the form as specified in Clause 2.6 of the Tender Document.
Both the documents should be put in an envelope super-scribed “Development of
Floriculture in Sikkim” with the due date for submission. The Bottom Left corner of
the outer cover should carry the full name, address, telephone nos., e-mail ID etc. of the
agency submitting the Proposal.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 18
2.12 Scoring Criteria for Technical Qualification
The scoring criteria to be used for evaluation shall be as follows:
Sl. No. Criteria Marks
1
Profile of the Bidder including list of Technical & Managerially
staff including their qualification & experience & their respective
roles in project implementation.
40
2
Dealership certificates of UV Films & Shade nets (preferably from
Ginegar, Isreael), Drip & Sprinkler Irrigation Equipments
(preferably from Netafim Irrigations Co Ltd), Planting Materials,
Fertilizers & Pesticides (organic only).
20
3
Experience of having successfully completed similar Projects by
the Bidder in any other North Eastern States during the past 3
years.
20
4 Confirmation of “buy-back” of flowers by Bidder in the similar projects in North East mentioned above.
20
5 Technical Presentation 20
2.13 Deadline for Submission of Bids
Bids must be submitted no later than the time and date specified in the NIT.
The Procurer may at its discretion, extend this deadline for submission of bids by
amending the bid documents.
2.14 Late Bids
It would not be possible to submit bids online after the scheduled time specified in the
NIT.
2.15 Right to Accept or reject any or all Applications/Bids
Notwithstanding anything contained in this tender Document, the Procurer reserves the
right to accept or reject any Application and to annul the Bidding Process and reject all
Applications/ Bids, at any time without any liability or any obligation for such
acceptance, rejection or annulment, and without assigning any reasons therefore. In the
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 19
event that the Procurer rejects or annuls all the Bids, it may, in its discretion, invite all
eligible Bidders to submit fresh Bids hereunder.
The Procurer reserves the right to reject any Application and/ or Bid if:
a) At any time, a material misrepresentation is made or uncovered, or
b) The Applicant does not provide, within the time specified by the Procurer, the
supplemental information sought by the Procurer for evaluation of the Application.
2.16 Conflict of Interest
Participation of Bidder(s) with a conflict of interest situation will result in
disqualification of the concerned bidders. Furthermore, the Tender Committee (TC)
reserves the right to debar/bar bidders from all further process of empanelment.
2.16.1 Corrigendum
Should the Tender Committee deem it necessary to amend the RFP Document as a result
of a clarification, it shall do so by uploading the corrigendum/clarification in the
website.
In order to provide prospective bidders reasonable time to take the amendment into
account in preparing the bids, the Tender Committee may at its discretion, extend the
last date for the receipt of RFPs.
2.17 Cost of Preparation of RFPs
The bidder shall bear all costs involved in preparation & submissions of their RFPs & TC
shall not be responsible or liable for the costs regardless of the conduct or outcome of
the RFPs process.
2.18 Performance Security
The Procurer will notify the successful bidder that its bid has been accepted. The
Successful Bidder is required to accept the same and furnish Security deposit amount
equivalent to 5% of total Contract value.
The Security deposit shall be in Indian Rupees and shall be in favour of the Procurer
(Principal Director, HCCD Department) and in one of the following forms:
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 20
a) A bank guarantee or an irrevocable letter of credit issued by a
nationalized/scheduled bank located in India in the form provided in the bidding
documents or another form acceptable to the Procurer.
b) A cashier’s cheque, certified cheque or demand draft.
Failure of the successful bidder to comply with the requirement shall constitute
sufficient grounds for the annulment of the award and forfeiture of the bid security, in
which event the Procurer may make the award to the next lowest evaluated bidder or
call for new bids.
The Performance Security shall be valid for 3 years or till successful completion of the
Project implementation.
2.19 Payment Terms
Sl. No. COMPLETION SCHEDULE % OF PAYMENT
1 With Supply Order against Bank Guarantee 5%
2 On delivery of Greenhouse & drip materials at farmers field
45%
3 On completion of greenhouse, drip irrigation & bed preparation
20%
4 On completion of supply & plantation 20%
5 After the first flush of flowers or 1st year whichever is earlier
10%
The payments, however would be subject to availability of funds with the Authority.
2.20 Changes & Withdrawal of Proposals
Entire bid security may be forfeited if any of the bidders withdraw their bids during the
validity period.
Proposals will be ineligible for consideration if it does not comply with the RFP
requirements – especially the technical requirements.
The Technical Evaluation Committee/Department of HCCD may terminate the RFP
process without assigning any reason.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 21
The Technical Evaluation Committee/Department of HCCD reserves the right to
negotiate with the bidder whose proposal has been ranked FIRST by the competent
authority on the basis of the best value of the project.
2.21 Sub Contract
The Service Provider may sub contract only the manpower requirement under this
project after informing the concerned authority. No sub contracting will be allowed for
the supply of any input including greenhouses and drip irrigation materials, planting
materials etc.
2.22 Force Majeure
If in the event of circumstance where the works are being hampered due to conditions
beyond human control viz. war, weather, natural calamity, road blockade, landslides,
ordinance, law & order etc., the parties shall meet to discuss what modifications may be
required to the terms of this Agreement in order to arrive at an equitable solution.
2.23 Termination of Contract
The Horticulture and Cash Crops (HCCD) Department may without prejudice to any
other remedy for breach of contract, by written notice of default, sent to the Service
Provider terminate the Agreement of the Bidder.
1. If the Service Provider (SP) fails to deliver either the whole or part of the services
as defined in the scope of work within the time period specified in the agreement
by ATC/DOH.
2. If the SP has been engaged in fraudulent & corrupt practices with malafide
intentions in competing for or execution of the Contract.
3. If the SP fails to perform as per the terms & conditions of his contract even after
a period of 30 days for rectification notice by Authority.
4. In the event Authority terminates the Agreement, the balance works will be done
at the risk & cost of the SP.
5. All documents collected by the bidder shall be returned to the Authority in its
original form upon such terminations.
6. The Authority may at any point of time terminate the Agreement by giving 30
days written notice to the SP without compensation to the SP, if the SP becomes
bankrupt or insolvent.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 22
2.24 Resolution of Disputes
If any dispute arises between the empanelled Service Provider and the HCCD
Department in connection with the validity, interpretation, implementation or alleged
material breach or any provision of the Agreement or any issue regarding the execution
of the contract, both parties shall endeavour to settle such disputes amicably through an
arbitrator appointed by mutual consent. If no settlement is arrived at, the case shall be
referred to the civil courts of Gangtok.
2.25 Opening of RFP
The Tender Opening Committee shall conduct the opening of RFPs in the presence of
the Bidders or their representatives at the address, date & time specified in the Tender
Document.
Preliminary scrutiny of the Pre-qualification documents will be made to determine
whether all the required documents are in order. If any Bidder’s pre technical
documents are not in order, it will be liable for cancellation.
Opening of Technical Bids will be done by the Tender Opening Committee as per time
given in this tender document, in the presence of the qualified Bidders or their
authorized representatives. Technically qualified Bidders will be notified on a later date
by the Committee. The selected Bidders will be notified to put up their Technical
Presentation to the Evaluation Committee.
After the Technical Presentation, only the final Bidders selected by the Tender
Committee will be invited for opening of Financial Bids.
Bids that are not opened shall not be considered further for evaluation, irrespective of
the circumstances. Withdrawn Bids will be returned unopened to the Bidders.
The Special Tender Committee will prepare the minutes of each Bid opening.
2.26 Tender Evaluation Committee (TEC)
1. The Tender Evaluation Committee (TEC) constituted by the Govt. of Sikkim shall
evaluate the bids.
2. TEC will evaluate the bids to determine the most responsive & eligible bidder.
3. The decision of the TEC in the evaluation of the Pre qualification, Technical &
Financial Bids along with the Technical Presentation shall be final.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 23
4. The TEC shall evaluate the pre-qualification bids to determine whether the bids
are in compliance to the conditions of pre-qualification criteria. Those bids which
do not meet all the criteria mentioned in these documents shall be rejected.
5. Technical bid evaluation is to ensure that the proposed solution by the bidder
meets the technical requirements as outlined in the RFP document. Technical
bids of only those bidders will be opened whose pre-qualification bid complies
with the requirements in the RFP document. To qualify for the Technical Bid
Evaluation, the bidder must confirm to all the requirements as stated in “Pre-
Qualification Bid documents”.
6. The bidders who secure a Technical score of 70% or more after evaluation of
Technical bids & Technical Presentation will be declared as technically qualified.
7. The Financial Bids of only the technically qualified bidders will be opened for
further processing.
8. The decision of the TEC on the selection of the Service Provider will be final &
binding to all bidders. All considerations will be taken into account during the
scrutiny of bids and selection of Service Provider.
2.27 Period of Contract
The period of Contract will be for 3 years. From the date of final acceptance which could
be extended by one year upon mutual consent & successful performance of the Service
Provider.
2.28 Penalty
In case, the Service Provider fails to complete the work within the stipulated time, then
a penalty of Rs. 1000/- per day will be deducted from the payments due to him/her.
2.29 Cancellation of Contract
The Contract is subject to cancellation due to the following reasons:
1. If the Service Provider has submitted false / fake documents for securing
empanelment.
2. If the performance of the Service Provider is below par.
3. If the quality of materials are sub standard or not as per specifications.
4. If the SP refuses to execute the works as per the agreed rates & terms.
5. In case of bankruptcy of the empanelled Service Provider.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 24
6. Any other reason deemed fit by the Principal Director of HCCD Department.
7. Such empanelled Service Providers whose empanelment is cancelled due to any
of the above reasons, they will not be considered for further empanelment in any
other Projects under the Department of Horticulture & Cash Crops Development
for a period of five years.
2.30 Terms & Conditions for the Service Provider
1. That the Service Provider will execute the project as per the approved
specifications prescribed for inputs at the rates approved.
2. The quoted rates shall be applicable for one year.
3. The quoted rates should be inclusive of all taxes but excluding the cost of land
development and should be quoted separately.
4. The infrastructure to be constructed /installed by the Service Provider shall be
under Service for 3 years free of cost.
5. The Service Provider shall provide free after sales service for a period of 3 years.
6. The Service Provider shall have Service Centres in both the districts of operation
& should be readily available for the farmers’ needs.
7. The Service Provider shall complete the works within a period of 12 working
months from the date of issue of supply order as well as developed land free
from all encumbrances.
8. No extra carriage will be given to Service Provider for goods to be carried by foot
or by head load.
9. The stage of works has to be certified by the farmer & the nodal officer before
payments are released.
10. The Service Provider shall ensure the proper working/functioning of the
Systems installed during the 3 years of empanelment.
11. All planting materials supplied should have the Certificate of Origin/Quarantine
Certificate.
12. The Service Provider will undertake technology transfer in the form of Farmers
Meet as & when required during various stages of project implementation. The
District Officers will facilitate this process.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 25
2.31 Instruction to Bidders for e-tender:
1. Possession of valid Digital Signature Certificate (DSC) and
enrollment/registration of the contractors/bidders on the e-procurement / e-
tender portal www.skkimtender.gov.in is a prerequisite for e-tendering.
2. Bidder should do the enrollments in the e-Procurement site using the “Click here
to Enroll” option available on the home page. Portal enrollment is free of charge.
During enrollment/registration, the bidders should provide the correct/true
information including valid email id. All the correspondence shall be made
directly with the contractors/bidders through email id provided.
3. The Bidders need to login to the site through their user ID/ password chosen
during enrollment/registration.
4. Then the Digital Signature Certificate (Class II or Class III Certificates with
signing key usage) issued by SIFY/TCS/nCode/ eMudhra or any Certifying
Authority recognized by CCA India on e-Token/Smart Card, should be registered.
5. The DSC that is registered only should be used by the bidder and should ensure
safety of the same.
6. Contractor/Bidder may go through the tenders published on the site and
download the required tender documents/schedules for the tenders he/she is
interested.
7. After downloading / getting the tender document/schedules, the Bidder should
go through them carefully and then submit the documents as asked.
8. The Bidders should take into account any corrigendum published before
submitting the bids online.
9. Bidder then logs in to the site through the secured log in by giving the user id/
password chosen during enrolment/registration and then by giving the
password of the e-Token/Smart Card to access DSC.
10. Bidder selects the tender which he/she is interested in by using the search
option & then moves it to the “my favorites” folder.
11. From the favorite’s folder, the Bidder selects the tender to view all the details
indicated.
12. It is construed that the bidder has read all the terms and conditions before
submitting their offer. Bidder should go through the tender schedules carefully
and upload the documents as asked; otherwise, the bid will be rejected.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 26
13. The Bidder, in advance, should get ready the bid documents to be submitted as
indicated in the tender document/schedule and generally, they can be in
PDF/xls/rar/zip/dwf formats. If there is more than one document, they can be
clubbed together and can be provided in the requested format. Each document to
be uploaded through online for the tenders should be less than 2 MB. If any
document is more than 2MB, it can be reduced through zip/rar and the same can
be uploaded, if accepted by the Tender portal.
14. The Bidders can update well in advance, the documents such as certificates,
annual report details etc., under My Space option and these can be selected as
per tender requirements and then send along with bid documents during bid
submission. This will facilitate the bid submission process faster by reducing
upload time of bids.
15. Bidder should submit the Tender Fee/Bid security as specified in the tender. The
original should be posted/couriered/given in person to the Tender Inviting
Authority, within the bid submission due date & time for the tender. Scanned
copy of the instrument should be uploaded as part of the offer, if asked for. If the
last day for receiving tenders is declared a holiday, the next working day at the
same time will be the last date & time for the receipt of Tender Fee/Bid
Securityin physical form in the prescribed envelop.
16. While submitting the bids online, the bidder reads the terms & conditions and
accepts the same to proceed further to submit the bid packets.
17. The bidder has to select the payment option as offline to pay the Tender Fee/Bid
Securityas applicable and enter details of the instruments.
18. The details of BR/ Challan/ FDR/ TDR or any other accepted instrument,
physically sent, should tally with the details available in the scanned copy and
the data entered during bid submission time. Otherwise submitted bid will not
be acceptable.
19. The bidder has to digitally sign and upload the required bid documents one by
one as indicated. Bidders to note that the very act of using DSC for downloading
the bids and uploading their offers shall be deemed to be a confirmation that
they have read all sections and pages of the bid document including General
conditions of contract without any exception and have understood the entire
document and are clear about the requirements of the tender requirements.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 27
20. The bidder has to upload the relevant files required as indicated in the cover
content. In case of any irrelevant files, the bid will be rejected.
21. If the price bid format is provided in a spread sheet file like BoQ_xxxx.xls, the
rates offered should be entered in the allotted space only and uploaded after
filling the relevant columns. The Price Bid/BOQ template must not be modified
/replaced by the bidder; else the bid submitted is liable to be rejected for this
tender.
22. The bidders are requested to submit the bids through online e-tendering system
to the Procurer well before the bid submission end date & time (as per Server
System Clock). The Procurer will not be held responsible for any sort of delay or
the difficulties faced during the submission of bids online by the bidders at the
eleventh hour.
23. After the bid submission, the acknowledgement number, given by the e-
tendering system should be printed by the bidder and kept as a record of
evidence for online submission of bid for the particular tender and will also act
as an entry pass to participate in the bid opening date.
24. The bidder should ensure/see that the bid documents submitted should be free
from virus and if the documents could not be opened, due to virus, during tender
opening, the bid is likely /liable to be rejected.
25. The time settings fixed in the server site & displayed at the top of the tender site,
will be valid for all actions of requesting, bid submission, bid opening etc., in the
e-tender system. The bidders should follow this time during bid submission.
26. All the data being entered by the bidders would be encrypted using PKI
encryption techniques to ensure the secrecy of the data. The data entered will
not be viewable by unauthorized persons during bid submission & not be
viewable by any one until the time of bid opening.
27. Any bid document that is uploaded to the server is subjected to symmetric
encryption using a system generated symmetric key. Further this key is
subjected to asymmetric encryption using buyers/bid opener’s public keys.
Overall, the uploaded tender documents become readable only after the tender
opening by the authorized bid openers.
28. The confidentiality of the bids is maintained since the secured Socket Layer 128
bit encryption technology is used. Data storage encryption of sensitive fields is
done.
#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 28
29. The bidder should logout of the tendering system using the normal logout option
available at the top right hand corner and not by selecting the (X) exit option in
the browser.
30. For any queries regarding e-tendering process of online bid submission or
queries relating to e-Procurement Portal in general may be directed to the 24x7
e-Procurement Portal Helpdesk. The contact number for the helpdesk is 0120-
4200462, 0120-4001002
top related