Request for Proposal (RFP)

For

Engagement of Agency for Topographical and Geological

exploration for Minor minerals (other than Dimensional Stones)

in Gujarat State [As per GMMCR 2017]

Due Date of Submission: 10.12.2018 at 1800 Hours

Commissioner of Geology and Mining

Block no 1/2, 7th floor

Udhyog Bhavan,

Gandhinagar - 382010

Gujarat

Email Id: ad-tech-cgm@gujarat.gov.in

RFP No. CGM / Gujarat / Topographical & Geological exploration-/______

Date: 29/11/2018

NOTICE INVITING TENDER

CGM/GUJARAT/TOPOGRAPHICAL & GEOLOGICAL EXPLORATION/___ Date: 29/11/2018

1. Name of the Work

Engagement of Agency for Topographical and

Geological exploration for Minor Minerals (other

than dimensional stones) in Gujarat State [As per

GMMCR 2017]

2. Mode of submission of bids Two part offline bid submission

3. Type of tender Open Tender

4.

Tender Fee (non-refundable) INR 1000 (Rupees One Thousand only)

Earnest Money Deposit (EMD)

(refundable) INR 25000 (Rupees Twenty Five Thousand only)

5. Duration of assignment 12 months ( Twelve Months)

6. Date of Publication of Tender on

website 29/11/2018

7. Last Date/Time for submission of bids 10/12/2018 up to 18:00 hrs.

8. Date and Time of Technical Bid

Opening 11/12/2018 at 11:00 hrs

9. Date and Time of Financial Bid

Opening To be notified

10. Bid submission address

Commissioner of Geology and Mining Block no 1, 7th floor Udhyog Bhavan, Gandhinagar – 382010, Gujarat

Note: CGM reserves the right to reject any or all the EOI or split the work between more than one bidders without assigning any reason thereof.

Further details can be seen on https://cgm.gujarat.gov.in/

Sd/-

Roopwant Singh, IAS

Commissioner of Geology and Mining

Government of Gujarat

DISCLAIMER

I. This Bid document along with its Annexure and Schedule is not transferrable.

II.This document is not an agreement or an offer by CGM to Bidders or any third party.

The purpose of this document is to provide information to interested parties to facilitate

the formulation of their Proposal for qualification and price bid. This document does

not constitute and will not be deemed to constitute, any commitment on the part of

CGM. Furthermore, this document confers neither any right nor expectation on any

party to participate in the bid contemplated herein.

III.Neither CGM nor its employees or its consultants make any representation or

warranty as to the accuracy, reliability or completeness of the information in this

document.

IV. Neither CGM nor its employees or consultants shall have any liability to any Bidder or

any other person under the law of contract, tort, the principles of restitution or unjust

enrichment or otherwise for any loss, expense or damage which may arise from or

be incurred or suffered in connection with this document, or any matter deemed to

form part of this document, the award of the work, or the information and any other

information supplied by or on behalf of CGM or its employees, any consultants or

otherwise arising in any way from the selection process.

V.CGM reserves the right to change, modify, add, alter the document or cancel the

bidding process without assigning any reasons thereof, at any stage during the

bidding process before the Bid Submission.

VI. The Bidder shall not make any public announcements with respect to this Bidding

process or this document. Any public announcements to be made with respect to this

bidding process or this document shall be made exclusively by CGM. Any breach by

the bidder of this clause shall be deemed to be noncompliance with the terms and

conditions of this document and shall render the proposal of qualification liable for

rejection. CGM's decision in this regard shall be final and binding upon the Bidder.

VII.The bidder shall bear all costs associated with the preparation and submission of the

proposal. CGM and their consultants shall not, under any circumstances, be

responsible or liable for any such costs.

1. ABOUT COMMISSIONER OF GEOLOGY AND MINING (CGM)

The office of Commissioner of Geology and Mining (CGM) functions under the

administrative control of Industries and Mines Department, Government of Gujarat. The

main functions of the CGM office are Mineral Administration, Exploration and

Enforcement. Mineral Administration comprises of policy formulation for minor minerals,

regulation for major and minor minerals both, grant of mineral concession under act and

rules made thereunder, mineral potential area identification and revenue collection.

CGM is undertaking various exploration projects for different minerals in state of Gujarat

to establish mineral potential and identify mineral blocks for auction. As part of the

exploration activities, CGM wishes to carry out Topography & Geological mapping for

different minerals in different districts of Gujarat State.

2. SCOPE OF WORK

2.1. PART A : TOPOGRAPHIC AND DGPS SURVEY

i. Mapping on 1:1000 scale (topographic) to be carried out with the help of

Total station/ DGPS instrument.

ii. Exploration block to be geo-coordinated and land details to be delineated

with the help of DGPS.

2.2. PART B : GEOLOGICAL SURVEY, STUDIES AND REPORT PREPARATION

I. Geological Survey

i. Mapping on 1:1000 Scale (geological) to be carried out with the help of Total

station/DGPS instrument.

ii. Assessment of lithology, structure, surface extension of mineral.

iii. Detailed geomorphology, and drainage pattern.

iv. Pitting: 1 per hectare to know the depth extension [Pitting not applicable to

minerals Black Trap (Road Metal), Building Stones (Building Limestone,

Calc-gneiss, Gabbro, Phyllite, Quartzite, Sandstone, Slate, Trachyte) ]

v. Sampling: systematic grab, chip, sampling for geotechnical studies.

II. Geo-technical studies

i. Measurement of compressive strength, flexural strength & Bulk density/

specific gravity for applicable mineral.

ii. Grainsize & Bulk density/ specific gravity for applicable minerals.

III. Laboratory studies

As per requirement of Mineral type from NABL accredited Laboratory or an ISO

laboratory or Government laboratory.

IV. Reports

i. Geological report preparation as per directions of project in-charge.

ii. All the draft survey reports as per scope of work shall be submitted in duplicate.

iii. CGM after scrutiny of the draft report return it back to the Agency and thereafter the

Agency has to submit final three copies of the survey report to CGM.

iv. The bidder shall submit 3 copies of the approved report (Drawing and text) along

with a 2 Soft Copy (in CD form) to CGM.

2.3. LOCATION AND DESCRIPTION OF THE SITE

CGM wishes to carry out Topography & Geological mapping for Minor Minerals in

different districts of Gujarat State. Tentative area for exploration will be about 1000

Hectares, which may increase or decrease during actual work.

2.4. GENERAL SCOPE OF SERVICES

I. The successful bidder shall start the work within 7 days of written acceptance of

award of work in response to Work Order.

II. The successful bidder shall deploy its own manpower for the satisfactory

completion of the entire scope of work.

III. The successful bidder shall make his own arrangement for shifting the all require

accessories / facilities at his own cost during field work.

IV. The successful bidder shall make his own arrangement for fuel, lubricants, power,

camping, lodging, boarding, transportation and all other consumables.

V. Total contract shall be awarded on turnkey basis

VI. There is no subletting of any job except Sample analysis.

3. INSTRUCTIONS TO BIDDERS

General Terms and Conditions

1. CGM reserves the right to accept or reject any or all proposals, and to annul the selection

process and reject all proposals at any time prior to the award of contract, without thereby

incurring any liability or any obligation in any form to the affected firms on any grounds.

2. The bidder should be a Company registered in India under Indian Companies Act 1956 or

2013 or a Limited Liability Partnership under the Limited Liability Partnership Act of India,

2008 or sole proprietorship firm. The bidder must have a GSTIN and operating for the last five

years as of 31st March 2018. The bidder must submit the Certificates of incorporation,

Memorandum of Association and Articles of Association, Partnership Deed (as applicable),

Registration Certificates and GSTIN certificate along with the Technical Proposal.

3. The bidder must not be blacklisted by any Central / State Government (Central/State

Government and Public Sector). The bidder must submit a self-certified letter by the

authorized signatory of the bidder on the letterhead of the bidder certifying the same along

with the Technical Proposal.

4. The costs of preparing the proposal and of negotiating the contract, including visits to the

CGM are not reimbursable by CGM. The Bidder shall be deemed to have full knowledge of

the roles and responsibilities of the work.

5. The proposal and all the associated correspondence shall be written in English and shall

conform to the prescribed format.

6. The proposal shall be signed by the Bidder or duly authorized persons to bind the Bidder to

the contract.

7. A Bidder that is under a declaration of ineligibility by Government of Gujarat or any other

Government authority in India at the date of submission of the Proposal or during evaluation

of Proposals shall be disqualified.

8. Proposal Validity: - Validity date is 60 days from last date of submission. A proposal valid for

a shorter period may be considered nonresponsive and liable to rejection.

9. Cost of RFP Document (Tender Fee): - The cost of RFP Document of amount Rs. 1000/- in

favor of “Commissioner of Geology and Mining, Gujarat” payable at Gandhinagar shall be

in the form of Account Payee Demand Draft/ Bankers Cheque from any scheduled commercial

bank or nationalized bank. A proposal without the cost of RFP document shall be rejected, as

nonresponsive.

10. Earnest Money Deposit (EMD): - A non-interest bearing EMD amount of Rs 25000/- (INR

Twenty five thousand only) in favor of “Commissioner of Geology and Mining, Gujarat”

payable at Gandhinagar shall be paid in the form of Demand Draft/ Bank Guarantee from any

of the scheduled commercial bank or nationalized bank having its branch in Gujarat. Bank

Guarantee, must be valid for a period of not less than 6 (Six) months beyond the proposed

validity of bid.

a. Any pending dues against invoice or any other deposit pending with CGM office

will not be adjusted against EMD. Any tender submitted without Earnest Money shall

be summarily rejected and no claim shall be entertained on such rejected tenders.

b. The unsuccessful bidders will be returned the EMD amount at the earliest after

finalization of the tender.

c. The EMD of the successful bidders shall either be adjusted as a part of security

deposit, if desired by the Successful Bidder or shall be refunded by way of crossed

cheque on receipt of security deposit amount.

d. If the party does not accept the Work Order issued by CGM then EMD amount paid

by the bidder will be forfeited.

Manner of Preparation of Bid Proposal: -

1. Bidder’s Proposal (the Proposal) will consist of following components

a. Cost of RFP document (Tender Fee)

b. Earnest Money Deposit (EMD)

c. Technical Proposal including details of claim of qualifying criteria laid down in this RFP,

and

d. Financial Proposal

2. The Technical Proposal shall not include any information related to financial proposal.

Technical Proposals containing information related to financial proposal shall be declared

nonresponsive.

3. The Technical proposal shall contain all the annexures along with supporting documents as

indicated in the RFP to substantiate claim against the evaluation criteria. The Technical

proposal shall contain all the documents mentioned in Checklist indicated in Section 6 of this

RFP complete along with the documents mentioned under section 3 of RFP.

Financial Proposal

1. Financial proposal must be submitted by the bidder in the financial cover separately.

a. All information provided in Bidders’ Financial Proposal will be treated as confidential.

b. The Financial Proposal is to be submitted in the indicated format enclosed in the RFP.

c. The rates to be quoted shall be in the format indicated in this RFP and it shall include all

costs/expenses and statutory taxes (if any) excluding GST. CGM shall pay GST

additionally as per indicated provisions in the Financial Proposal. All the cost shall be in

INR.

d. The price quoted above are inclusive of cost of visiting CGM office at Gandhinagar for

meetings and presentations.

e. The bidder has to carry out all the works for all the areas and will quote item wise lumpsum

rates (Part A and B separately as per format) in INR, for carrying out the scope of work

mentioned in RFP in financial proposal. No escalation will be considered on any part of

the work.

f. The bidder is required to quote the rate strictly as per the terms and conditions mentioned

in the tender documents. Any kind of conditional tender will not be entertained and

will be rejected. The rate quoted should be inclusive of all items.

Submission, Receipt and Opening of Proposals

I. The original Technical Proposal shall be placed in a sealed envelope clearly marked

"TECHNICAL PROPOSAL." Similarly, the Financial Proposal shall be placed in a sealed

envelope clearly marked "FINANCIAL PROPOSAL" followed by the name of the assignment,

and with a warning "DO NOT OPEN WITH THE TECHNICAL PROPOSAL." The envelopes

containing the Technical and Financial Proposals shall be placed into an outer envelope and

sealed. This outer envelope shall bear the submission address, reference number and be

clearly marked "DO NOT OPEN, BEFORE [insert the time and date of the submission

deadline indicated in the Bid Document]". It is to be submitted at the following address:

Commissioner of Geology and Mining,

Block 1, 7th Floor, Udhyog Bhavan, Sector 11,

Gandhinagar- 382010

Gujarat

II. CGM shall not be responsible for misplacement, losing, or premature opening if the outer

envelope is not sealed and/or marked as stipulated. This circumstance may be case for

Proposal rejection. If the Financial Proposal is not submitted in a separate sealed envelope

duly marked as indicated above, this will constitute grounds for declaring the Proposal non-

responsive. The Proposal

III. At no circumstances, the Technical proposal shall have any mention of the bidders quoted

price. The proposal would be summarily rejected for any such incidence.

IV. If the Tender Fee and EMD are not found in the sealed document cover or if the amount

thereof is found short, the tender will not be considered for scrutiny and will be outrightly

rejected.

4. EVALUATION

I. Proposal Evaluation and Technical Scoring

The members of the Tender Committee of CGM will carry out the evaluation of proposals on the

basis of their responsiveness to the RFP, applying the evaluation criteria as given in the table

below. CGM reserves the right to accept or overlook or rejecting any lower rates offered by the

bidder without assigning any reason thereof. The evaluation of offers will be made on the basis

of the lowest offer, Technical skill, available Instruments, Experience and financial position of the

bidder.

Each responsive proposal will be given a technical score. The technical bid shall be evaluated

and provided a Technical Score on the following basis:

Item

no

Criteria Maximum

score

Documents to be submitted

A Work experience of bidder in last 5 years

The Bidder should have experience of

Topographical Survey and Geological

Exploration in the last 5 financial years

ending 31.03.2018

20 marks

(5 marks for

each project

upto a

maximum of

20 marks)

Work order and completion

certificates/ self-declaration to

be provided. In case of

ongoing projects, certificate

from the government

organization to be provided

B Ownership of Survey Instruments by

bidder

Minimum 1 no. of DGPS / total station survey

instruments. Bidder has to submit

documentary evidence clarifying ownership of

the instruments along with bid.

15 marks

1 DGPS: 7.5

Marks

2 DGPS : 15

Marks

Ownership documents to be

submitted as part of the

Technical Bid

C Bidder’s Team:

The Bidder should have at least two Surveyors

(with at least 3 years of experience in Geology

and Mining field) and 1 geologist (with atleast

5 years of experience in Geology and Mining

field) on its rolls.

20 marks

2 Surveyors, 1

Geologist :

10 Marks

3 Surveyors, 1

Geologist:

15 Marks

Certificate clarifying current

state of their employment with

the firm, Curriculum Vitae (CV)

of the proposed experts.

3 Surveyors, 2

Geologists :

20 Marks

D Bidder’s Turnover

The Bidder should have a minimum average

annual turnover of Rs 25 Lakh in the last three

financials ending 31/03/2018.

10 marks

Rs 25 Lakh – 50 Lakh : 5 Marks

Greater than

Rs 50 Lakh :

10 Marks

Copies of Audited Financial

Statements for Financial

Years 2015-16, 2016-17 and

2017-18

E Approach and Methodology for proposed

Assignment

The Bidder has to submit the approach and

methodology for carrying out the scope of

work of this RFP

35 marks As per evaluation committee

TOTAL TECHNICAL SCORE 100

II. Declaration of Technically Qualified Bidders

(i) CGM shall declare the Bidders who have scored more than or equal to 60 marks in

technical evaluation as “Technically Qualified”.

(ii) Marks obtained by Technically Qualified Bidders shall be considered Technical Score

(Ti)

III. Opening of Financial Proposal and Scoring

(i) As per the results obtained in each Technical Proposal, The Tender Committee (TC)

will proceed with the technical evaluation report and choose to open the financial

proposal of qualified bidders meeting the minimum required technical score. Those

securing less than the minimum Technical Score would be rejected.

(ii) The Technically Qualified bidders will be intimated about the opening of the financial

bid.

(iii) CGM representative will open Financial Proposal. Such representative will

communicate to the qualified Bidder and the total price shown in the Bidder’s Financial

Proposal. This information will be recorded in writing by CGM’ representative.

(iv) The Financial Quotes of the Bidders shall be ranked and the Financial Score of the

bidder shall be calculated with the lowest Financial Quote shall be given 100 points

and all other bidders will be marked proportionately. The Financial Score (Fi) of the

financial proposals of the other bidders will be computed as per formula below:

Fi = 100 x L1 / Li,

In which Fi is the Financial Score, L1 is the lowest Financial Quote and Li is the

Financial Quote of the proposal under consideration.

IV. Method of Evaluation: Quality cum Cost Based Selection

Final scores (Hi) for all Technically Qualified bidders will be computed using the following

formula:

Final Score (Hi) = 0.7 x Ti + 0.3 x Fi

The bidder with the highest Final Score (H1) will be considered as the selected bidder.

Separate work for part A or part B can be given to Agencies. Agencies are required to quote

accordingly.

V. Empanelment of Agencies at L1 rate

In the case where the Technically Qualified bidders express their willingness to execute the

Scope of Work of this RFP at the L1 rates as found above in the evaluation process, CGM

may decide to empanel such bidders for undertaking similar quantum and nature of work as

mentioned in the RFP depending upon requirement by CGM.

5. OTHER TERMS AND CONDITIONS

1. Acceptance of Work Order

If the successful bidder does not accept the Work Order issued by CGM within 7 days of its

receipt, the EMD paid by him will be forfeited.

2. Performance Security

The selected bidder shall furnish within 15 days of the issue of Work Order, an Unconditional

Bank Guarantee (in prescribed format) payable at Gandhinagar, from any Nationalized or

scheduled commercial Bank in India having its office at Gujarat for an amount equivalent to

5% (five percent) of the total contract value towards Performance Security valid for a period

of three (3) months beyond the stipulated date of completion of services for each Phase. CGM

will have the right to invoke the performance security without assigning any reasons if

performance of the successful bidder is not found up to the mark.

3. Commencement of Work

The successful bidder shall start the work within 7 (Seven) days of the acceptance of the Work Order. In case of failure to commence the work within 7 days of the acceptance of Work Order, the contract may be terminated, and EMD/ SD forfeited at the discretion of CGM.

4. Duration and Quantity of Work

The duration of the assignment will be for 12 months. However, in case of any delay or addition

of work, the duration can be mutually discussed between CGM and Agency. CGM reserves

the right to increase or decrease the quantum of the work with advance intimation to the

Agency.

5. Acceptance of General Terms And Conditions

The bidder should unconditionally accept all the terms and conditions of the contract by

signing on each page of the bid document of the tender including the annexures.

6. Payment Terms

i. The Agency shall submit full & final bill for entire work or Running Account (RA) bills

for part of the work.

ii. 50% of the payment will be released after submission of draft Topography and

Geological exploration report of individual area. The duly signed (by Agency and CGM

representative in charge) Joint measurement sheet indicating area surveyed (in

Hectares) should be enclosed along with RA bill.

iii. Balance 50% (Full & Final) payment will be released after satisfactory completion of

job in all respect including submission of final report along with acceptance by CGM.

iv. The Running Account bills, submitted at CGM Office will be processed, after

considering following deductions.

a. Income tax as per provision of Income Tax Act, and other Taxes (and sur-

charges) applicable in force from time to time.

b. Recovery towards security deposit if any.

c. If any amount becomes payable by CGM as a result of any claim or application

in terms of the provisions or non-compliance of provision of any Acts and the

Rules and Regulations, Bye-laws or the Orders made there under, applicable

from time to time, such amounts shall be recoverable from the Agency for

which CGM will not be responsible for any compensation.

7. Non fulfilment of terms & condition and termination of the contract.

i. If the Agency fails to carry out the work as per terms and conditions of the contract to

the satisfaction of the CGM, CGM shall be entitled to forfeit the security deposit paid

by the Agency. This however, shall not absolve the Agency from his obligation to fulfill

the contract. In such event, the CGM shall have a right to complete and / or to get the

work completed at the cost & risk of the Agency and the Agency shall be responsible

to pay such cost incurred by the CGM to complete the work and / or to get the work

completed.

ii. Likewise, if the Agency does not fulfill the terms and conditions of the contract and

does not carry out the work up to the entire satisfaction of CGM, CGM has the right to

forthwith terminate the contract at its sole discretion, without assigning any reason,

Under such events, the CGM shall be entitled to forfeit the security deposit paid by the

Agency and the CGM shall have a right to complete the work and / or to get the work

completed at the risk and cost of the Agency.

iii. For any reasons, if it is required, the CGM reserves rights to cancel terminate. amend

and / or alter the contract and / or bifurcate and / or reduce the contract work at any

time without giving any notice to the Agency and without incurring any responsibility.

For such cases, Agency shall have to take away his labour, tools, tackles, machinery,

equipment etc. and shall leave the site at once or shall have to carry out the

instructions of the CGM.

8. Sub-Contract

The Agency shall not assign or sub-contract any portion of this work except laboratory analysis

work without the prior written consent of CGM.

9. Limitation of Liability

The Agency’s liability under the RFP will be limited to the total fee it will receive from CGM

under this mandate.

10. Local Facilities / Local Conditions

CGM do not undertake or agree to provide any facilities to the Agency at the work site.

However, the Agency has to make his own independent arrangements for

Transportation, lodging, boarding, tools, tackles, machinery, equipment etc. and the

manpower required to execute the contract shall be arranged by the Agency only.

11. Liquidated Damages for delay

i. The Agency shall be liable to pay CGM, as Liquidated Damages, a sum at the rate of 0.5

percent of the total contract value of the work per week of delay between scheduled and

actual time of completion of work or part thereof subject to a ceiling of 10 percent of the

total contract value of the work.

ii. GMRDS shall have the right to terminate the services with the Agency and /or to forfeit

the Performance Security and get the remainder of work completed by any other party at

the cost of the Agency.

12. Statutory Obligations

i. You shall ensure payment of minimum wages to your workmen as per the provisions of

the Minimum Wages Act, 1948 and all other relevant Acts, Rules, Regulations, as may be

applicable to you from time to time.

ii. You shall also comply with all the statutory obligations with regard to employment of

personnel /workmen their safety, health and strictly enforce various provisions of

Municipal Laws, Local Laws, Payment of Bonus Act, 1965, Employees Provident Fund

and Miscellaneous Provisions Act, 1952, Payment of Gratuity Act, 1972, Workmen

Compensation Act, 1923, Employees State Insurance Act, 1948, Contract Labour

(Regulation & Abolition Act, 1970, Employment Exchange (compulsory notification of

vacancies) Act, 1959, Equal Remuneration Act, 1976, Fatal Accidents Act, 1855, Mines

Act, 1952 and other Labour Legislations as applicable to you.

13. Termination of Contract

The contract can be terminated by written notice of 30 days from either side. However, during

the currency of contract, all parties shall discharge their due obligations.

14. Settlement of Disputes

i. Amicable Settlement: - The Parties shall use their best efforts to settle amicably all

disputes arising out of or in connection with this Contract or the interpretation thereof.

ii. Dispute Settlement: - In case the dispute is not resolved amicably, the matter shall be

settled by the arbitrator under the Arbitration and Conciliation Act, 1996 and its decision

would be final and binding on both the parties. The Arbitration and Conciliation Act, 1996

and the rules made there under and any statutory modification or re-enactments thereof,

shall apply to the arbitration proceedings. The venue of the arbitration shall be

Gandhinagar, Gujarat. Pending the submission of and/or decision on a dispute, difference

or claim or until the arbitral award is published; the Agency shall continue to perform all its

obligations under Agreement without prejudice of final adjustment in accordance with such

award.

iii. Legal Jurisdiction: - Any legal dispute arising out of this Contract shall be settled at the

Court of Law located at Gandhinagar, Gujarat.

iv. Governing Law: - This Contract shall be governed by and construed in accordance with

the laws of India. Neither CGM nor the Agency shall have the right to transfer or assign

their responsibilities resulting from this Contract.

15. Forfeiture of EMD

The EMD is liable to be forfeited if:-

i. The Bidder modifies or withdraws his offer after due date and time for submission of Bids.

ii. The Bidder increases the prices unilaterally after the opening of Bid and during the validity

period of the Bid.

iii. The Bidder does not accept the correction of Bid price pursuant to 'Discrepancies and

Adjustment of Errors', of Bid document.

iv. The successful Bidder does not commence the work as specified in Work order.

v. The successful Bidder does not submit the duplicate copy of Work Order issued within 7

days from the date of issue as a token of acceptance, unless any other period has been

agreed in writing.

16. Force Majeure

a) Force majeure is herein defined as any cause which is beyond the control of the Agency or

the CGM as the case may be which they could not foresee or with a reasonable amount of

diligence could not have foreseen and which substantially affect the performance of the

contract, such as:

i. natural phenomena such as flood, draughts Cyclone, earthquake and epidemics,

declaration of war

ii. Acts of any government, including but not limited to war, declared or undeclared priorities,

quantities, embargoes, providing either party shall within fifteen (15) days from the

occurrence of such a cause notify the other in writing of such cases.

b) The Agency will advise, in the event of his having resort to this clause by a registered letter

duly certified by the statutory authorities, the beginning and end of the cause of delay, within

fifteen days of the occurrence and cessation of such Force Majeure condition. In the event of

delay lasting over two months, if arising out of Force Majeure, the contract may be terminated

at the discretion of the CGM

c) For delay arising out of Force Majeure, the Agency will not claim extension in completion date

for a period exceeding the period of delay attributable to the causes of force Majeure and

neither company nor the Agency shall be liable to pay extra costs (like increase in rates,

remobilization, advance, idle charges for labour and machinery etc.) provided it is mutually

established that the Force Majeure conditions did actually exist.

d) If any of the Force Majeure conditions exists in the place of operation of the Agency

even at the time of submission of bid he will categorically specify them in his bid and state

whether they have been taken into consideration in their quotations

e) The Agency or the CGM shall not be liable for delays in performing his obligations resulting

from any force majeure cause as referred to and/ or defined above. The date of completion

will, subject to hereinafter provided, be extended by a reasonable time given though such

cause may occur after Agency’s performance of his obligations has been delayed for other

causes.

17. Completion Of Work

a) When the Agency fulfills all its obligations under the contract to the satisfaction of District

Geologist and subject to terms and conditions of the Agency, it shall be eligible to apply for

completion certificate. The District Geologist shall formally issue completion certificate after

verifying from the completion documents and satisfying himself that the work has been

completed in accordance with all the provisions of this contract and instructions issued to the

Agency by the CGM and District Geologist from time to time. The Agency after obtaining the

completion certificate is eligible to present the final bill for the works executed by him/ it under

the contract.

i. If the Agency fails to comply with the requirement of this clause on or before the date

fixed for the completion of the work the District Geologist may at the expenses of the

Agency carry out such work and the Agency shall forth with pay the amount of all such

expenses so incurred and shall have no claim in respect of any such work.

ii. For purpose of this clause the following documents are required by the CGM subject

to the conditions that District Geologist for his satisfaction.

I. Certificate of the satisfactory completion of the work as per the terms and

conditions of the tender/agreement.

II. A Certificate to the effect that no outstanding claim / payments are due to the

persons employed by the Agency including the Statutory payments, which

have fallen due.

III. “No claim/demand” and “No dues” certificates.

b) Immediately on completion of the work, the Agency shall submit his final bill indicating the

gross and net amount payable. On receipt of this, the CGM shall verify the same, determining

the total value of the work done of the contract and after adjusting all the sums already paid

to him/ it and / due to the company on any account and such further sums as the CGM is

already authorized or required to reserve or retain as per the terms of the contract or otherwise

make over to the contract as his / its final payment.

18. Constitution of the Company / Firm / Proprietary Concern (as applicable)

a) The Agency shall not change the constitution of the company / firm / proprietary concern

(as applicable) during the currency of the contract except same is necessary due to

statutory provisions or permitted by CGM.

b) Other clauses like scope of work, SD, advance payment, payment of RA bills etc. may

be incorporated as per the actual requirement with respect to the nature of contract/work.

However the special attentions required with respect to SD, the same should be issued

by the Nationalized and Scheduled banks.

c) In case of statutory variation in taxes, duties etc. the following clause may be incorporated:

“Any statutory increase / decrease in duties, taxes, cess etc and / or introduction of any

new duties, taxes, cess, other levies etc., after the last date of submission of tender till

scheduled date of completion of work shall be to CGM’s account subject to submission

of documentary proof of having remitted / adjusted the same and to the extent directly

related to the services rendered by the Agency.

In case of delay beyond scheduled date of completion of work, any statutory increase

in duties, cess etc. and / or introduction / levy of any duty, tax, cess after scheduled

date of completion of work shall be in the Agency’s account and reduction in such

duties, taxes, cess and levy shall be passed on to CGM’s Accounts and the order value

shall be reduced accordingly.”

19. General Conditions

a) The appointment/ authorization of all officials and competent personnel shall be issued

with intimation t o a n d through the concerned site in-charge deputed from CGM.

b) The Agency has to ensure supervision of the work through duly qualified and competent

persons and also has to make sure that a responsible qualified and competent person

is full time available on work site to whom District Geologist can issue the instruction and

who can fulfill such instructions.

c) All the equipment to be deployed by the Agency must be maintained in proper working

order and be fitted with all the required safety devices.

d) For any dispute arising out of this Work Order or interpretation of any terms thereof, the

decision of the CGM shall be final and binding upon the tenderer.

e) In case of any Central/State Government directives regarding execution of work related

thereto, the same shall have to be strictly adhered to and binding upon the tenderer for

implementation, for which CGM will not be responsible for any compensation.

20. Indemnification

The Bidder assumes responsibility for and shall indemnify and save harmless the CGM,

Gujarat from all liability, claims, costs, expenses, taxes and assessments including penalties,

punitive damages, attorney’s fees and court cost which are, or may be required with respect

to any breach of the Agency’s obligations under the contract, or for which the Agency has

assumed responsibility under the contract, including those imposed under any contract, local

or national laws, or in respect of all salaries, wages or other compensation of all consultants

employed by the Bidder in connection with performance of any work covered by the contract.

The Bidder shall execute and deliver such other further instruments and to comply with all the

requirements of such laws and regulations as may be necessary there under to confirm and

effectuate the contract and to protect the CGM, Gujarat. The CGM, Gujarat shall not be in any

way held responsible for any accident or damages incurred or claims arising there from during

discharge of the obligations by the Agency under this contract.

6. CHECKLIST OF DOCUMENTS TO BE ENCLOSED WITH TECHNICAL BID

1. Tender fee – DD of Rs. 1,000 in favour of “Account officer, Commissioner of Geology and Mining”.

2. Earnest Money deposit for the value of Rs. 25,000/- as per tender (Annexure X for Bank Guarantee)

3. Status of the Bidder, with documentary proof (Annexure – I)

4. Details of the experience in Geology (Annexure-II)

5. Details of the experience topographical survey work. (Annexure-III)

6. Details about technical manpower (Annexure-IV)

7. Details about last three year annual turnover (Annexure –V)

8. Details about possession of DGPS /total station instrument (Annexure- VI)

9. Declaration in prescribed format on the letter head of the bidder that they have not been black listed (Annexure – VII)

10. Approach and Methodology (Annexure-VIII)

11. Tender document as issued by CGM duly signed by bidder on each page (Annexure - IX).

7. TECHNICAL PROPOSAL (ANNEXURES)

FORMAT FOR COVER LETTER

TECHNICAL PROPOSAL

[Location, Date]

To,

Commissioner of Geology and Mining

Industries and Mines Department

Government of Gujarat

Dear Sir,

We, the undersigned, offer to provide services for [Insert title of assignment] in accordance with

your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our

Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a

separate cover.

We are submitting our Proposal in individual capacity. We hereby declare that all the information

and statements made in this Proposal are true and accept that any misinterpretation contained in

it may lead to our disqualification. We have adequate experience for Topography & Geological

exploration of different areas and have adequate manpower at our disposal to execute the work.

We have sound financial position to carry out the work to the entire satisfaction of the CGM.

If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated

in RFP, we undertake to negotiate on the basis of the proposed personnel. Our Proposal is binding

upon us and subject to the modifications resulting from Contract negotiations.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

7.1. TECHNICAL BID ANNEXURE I: BIDDER’S PROFILE

Note: Bidder has to attach hard copies of the Financial Statements, work order & work completion certificates along with above table in physical submission. Without these documents the offer will not be considered.

Sr.No. Particulars

1 Name of the Company/individual /society /firm

2 Address

3 Phone No.

4 Fax no.

5 Email-id

Name and mobile no of authorized contact person

6 Financial evolution

7 Tender fee (Amount, DD no)

8 EMD(Amount, Bank Guarantee no./DD no)

9 Turnover of the company (In case of JV, turnover of

Principal company) in INR

2015-16

2016-17

2017-18

10 Experience of Geology/Mining and topography survey

Geology/ Mining in Hectares

Topography

survey in Hectares

2013–14

2014-15

2015-16

2016-17

2017-18

Status of man power Nos.

Surveyor

Geologist

Mining Engineer

GIS/autocad operator/specialist

Others (if any)

Total no. of manpower

Instrument/ software details

No.of DGPS instrument

No. of Total station

GIS/Autocad software detail

Detail about ISO (9001:2008 and its validity)

7.2. TECHNICAL BID ANNEXURE II: DETAILS OF WORK/EXPERIENCE IN GEOLOGY/MINING SURVEY WORK IN DIFFERENT

MINERAL BEARING AREAS IN LAST FIVE YEARS

Sl.

No Work order No

and date

Location of

area

Name of

Mineral

Area

(in

hect.)

Order

Value in Rs

Completion

period as

per

contract

Actual date Of

Completion

Note:

* Bidders have to submit copy of the work order and work completion certificate for above mentioned work, without which the

experience will not be counted.

7.3. TECHNICAL BID ANNEXURE III: DETAILS OF WORK/EXPERIENCE IN TOPOGRAPHIC SURVEY USING DGPS/TOTAL

STATION WORK IN DIFFERENT MINERAL AREAS IN LAST FIVE YEARS

Sl.

No Work order No

and date

Location of

area

Name of

Mineral

Area

(in

hect.)

Order

Value in Rs

Completion

period as

per

contract

Actual date Of

Completion

Note:

* Bidders have to submit copy of the work order and work completion certificate for above mentioned work, without which the

experience will not be counted.

7.4. TECHNICAL BID ANNEXURE IV: DETAILS OF SKILLED MANPOWER AND SOFTWARE

Name Qualification Experience Total

Nos.

Surveyor

Mining Engineer

Geologist

Environmental Engineer

Others if any

Computerization / software details

Note:

Bidders have to enclose copy of the appointment orders.

7.5. TECHNICAL BID ANNEXURE V: DETAILS OF LAST THREE YEARS’ TURNOVER OF THE BIDDER

Sl. No. Financial year Turnover (In INR)

1

2

3

Average (in figures)

Average (in words)

Average Annual Turnover for financial years 20__ to 20__ is INR _____

7.6. TECHNICAL BID ANNEXURE VI: DETAILS ABOUT POSSESSION OF DGPS-TOTAL STATION INSTRUMENT AND GIS

SOFTWARE

Sr.No. Make and model no. of

DGPS/Total Station instrument

Accuracy/

Specification

Year of purchase Remarks

Details about GIS/Autocad software

Note: Bidder has to submit copy of the invoice of purchase order for DGSP instrument and GIS software.

7.7. TECHNICAL BID ANNEXURE VII: DECLARATION

(On letter head of the Bidder)

FROM: DATE:

To,

Commissioner of Geology and Mining

Block 1,7th Floor,

Udhyog Bhavan,

Sector – 11, Gandhinagar.

Dear Sir,

I/we here by solemnly declare that any of our Directors or Partners, jointly or severally and/or individually or our firm/company have not been black listed by the Central Govt. or the State Govt. or its undertakings.

I/we hereby further declare that, if the declaration is found untrue, the CGM shall be entitled to take any action against us severally and/or individually or our firm/company in this regard in any manner that may be deemed fit by CGM.

Yours faithfully,

Signature and Stamp of the Bidder

7.8. TECHNICAL BID ANNEXURE VIII: APPROACH AND METHODOLOGY

DESCRIPTION OF APPROACH, METHODOLOGY AND WORK PLAN FOR PERFORMING

THE ASSIGNMENT

a) Approach and Methodology: explain understanding of the objectives of the assignment,

approach to the services, methodology for carrying out the activities and obtaining the

expected output, and the degree of detail of such output. Highlight the problems being

addressed and their importance, and explain the technical approach to be adopted to address

them.

b) Work Plan: Propose the main activities of the assignment, their content and duration, phasing

and interrelations, milestones (including interim approvals by CGM), and delivery dates of the

reports. The proposed work plan should be consistent with the technical approach and

methodology, showing understanding of the scope and ability to translate them into a feasible

working plan. A list of the final documents, including report to be delivered as final output,

should be included here.

c) Organization and Personnel: Propose the structure and composition of proposed team. List

the main disciplines of the assignment, the key expert responsible, and proposed technical

and support personnel.

7.9. TECHNICAL BID ANNEXURE IX: SIGNED COPY OF RFP

7.10. TECHNICAL BID ANNEXURE X: FORMAT FOR BANK GUARANTEE FOR EMD

(To be executed on the Non-Judicial Stamp Paper of appropriate Value)

(To be prepared in the name of Bidding Entity)

B.G. No._______________

Date__________________

Bank ______________________ (Any Nationalized/Scheduled Bank)

Valid up to ________________________

1. In consideration of Commissioner of Geology and Mining, having its office at

________________, (hereinafter referred to as the “Authority” or “CGM”, which

expression shall unless it be repugnant to the subject or context thereof include its,

successors and assigns) having agreed to receive the Bid of ……………………, a

Corporate Entity registered under the ………………( Name of relevant Law/ Act)

registered under the laws of ____________(Name of the Country) and having its

registered office at ……………………… (and acting on behalf of its Consortium)

(hereinafter referred to as the “Bidder” which expression shall unless it be repugnant to

the subject or context thereof include its successors and assigns), for “[insert name of

RFP]” in RFP No………… (hereinafter referred to as “the Project”) dated ……………

issued in respect of the Project and other related documents (hereinafter collectively

referred to as “Bidding Documents”).

2. We __________________(indicate the name of the bank ) having its office at __________

(Herein after referred to as the “Bank”) at the request of __________________________

(Bidder) do hereby in terms of the RFP, irrevocably, unconditionally and without

reservation, guarantee the due and faithful fulfilment and compliance of the terms and

conditions of the Bidding Documents (including the RFP) by the said Bidder and undertake

to pay CGM an amount not exceeding INR __ (INR __ Lakhs Only) against any loss or

damage caused to or suffered or would be caused or suffered by CGM by reasons of any

breach by the said Bidder of any of the terms or conditions contained in the said Bidding

Documents.

3. We _____________________________ (indicate the name of the bank) do hereby

undertake to pay the amounts due and payable under this guarantee without any demur

and without assigning any reason or reference to the Bidder or any other person and

irrespective of whether the claim of CGM is disputed by the Bidder or not merely on

demand from CGM stating that the amount claimed is due by way of loss or damage

caused to or would be caused to or suffered by the CGM by reasons of breach by the said

Bidder of any of the terms or conditions contained in the Bidding Documents or by reason

for the Bidder’s failure to perform the obligations stipulated in the Bidding Documents. Any

such demand made on the bank shall be conclusive as regards the amount due and

payable by the Bank under this guarantee. However, our liability under this guarantee shall

be restricted to an amount not exceeding INR. __ (INR __ Lakh Only).

4. CGM shall be the sole judge to decide as to whether the Bidder is in default of due and

faithful fulfilment and performance of its obligations contained in the Bidding Documents

and the decision of CGM that the Bidder is in default as aforesaid shall be final and binding

on us, notwithstanding any differences between CGM and the Bidder or any dispute

pending before any Court, Tribunal, Arbitrator or any other authority.

5. We undertake to pay to CGM any amount so demanded immediately/forthwith

notwithstanding any dispute or disputes raised by the Bidder in any suit or proceeding

pending before any court or tribunal relating thereto, our liability under this present being

absolute and unequivocal. The payment so made by us under this guarantee shall be a

valid discharge of our liability for payment there under and the Bidder shall have no claim

against us for making such payment.

6. We _______________________________ (indicate the name of the bank) further agree

that the guarantee herein contained shall remain in force until _________________,

unless a demand or claim under this guarantee is made on us within six months from the

date of expiry of guarantee in writing, all your rights under this guarantee shall be forfeited

and we shall be discharged from all liabilities under this guarantee thereafter.

7. The Guarantee is absolute, unconditional and irrevocable, irrespective of the value,

genuineness, validity, regularity or enforceability of the work contract and shall not be

affected by any change in the constitution, insolvency or winding up of CGM, the Bidder

or the Bank or any absorption, merger or amalgamation of CGM, the Bidder or the Bank

with any other person or any change in the ownership of CGM/the Bidder, or any purported

assignment by CGM/the Bidder/the Bank.

8. In order to give full effect to this Guarantee, CGM shall be entitled to treat the Bank as the

principal debtor. CGM shall have the fullest liberty without affecting in any way the liability

of the Bank under this Guarantee from time to time to vary any of the terms and conditions

contained in the said Bidding Documents or the period for fulfilment and compliance with

all or any of the terms and conditions contained in the said Bidding Documents by the said

Bidder or to postpone for any time and from time to time any of the powers exercisable by

it against the said Bidder and either to enforce or forbear from enforcing any of the terms

and conditions contained in the said Bidding Documents or the securities available to

CGM, and the Bank shall not be released from its liability under these presents by any

exercise by CGM of the liberty with reference to the matters aforesaid or by reason of time

being given to the said Bidder or any other forbearance, act or omission on the part of

CGM or any indulgence by CGM to the said Bidder or by any change in the constitution of

CGM or its absorption, merger or amalgamation with any other person or by release or

variation of any guarantee or security for any of the obligations of the Bidder or by any

failure by CGM to pay or perform any of their obligations, or any waiver of any of such

obligations or any other matter or thing whatsoever which under the law relating to sureties

would but for this provision have the effect of releasing the Bank from its such liability

CGM.

9. Any notice by way of request, demand or otherwise hereunder shall be sufficiently given

or made if addressed to the Bank and sent by courier or by registered mail to the Bank at

the address set forth herein.

10. All payments under this Guarantee shall be paid free and clear of and without any

deduction on account of any present, future taxes, levies, imposts, duties, charges,

commissions, deductions or withholdings of any nature whatsoever.

11. The courts in Gandhinagar shall have exclusive jurisdiction to decide any dispute arising

under this Guarantee.

12. We undertake to make the payment on receipt of your notice of claim on us addressed to

[name of Bank along with branch address] and delivered at our above branch who shall

be deemed to have been duly authorized to receive the said notice of claim.

13. It shall not be necessary for CGM to proceed against the said Bidder before proceeding

against the Bank and the Guarantee herein contained shall be enforceable against the

Bank, notwithstanding any other security which CGM may have obtained from the said

Bidder or any other person and which shall, at the time when proceedings are taken

against the Bank hereunder, be outstanding or unrealized.

14. We undertake to renew the Guarantee promptly and before the expiry of the term of the

Guarantee on the same terms and conditions as contained herein.

15. The Bank declares that it has power to issue this Guarantee and discharge the obligations

contemplated herein, the undersigned is duly authorized and has full power to execute

this Guarantee for and on behalf of the Bank.

We _______________________________ (indicate the name of the bank) lastly undertake not

to revoke this guarantee during its currency except with the prior consent of the CGM in writing.

This Bank Guarantee is payable at par in __________.

Notwithstanding anything contained herein,

1. Our liability under this Bank Guarantee shall not exceed INR _____ (INR ____ Lakhs

Only).

2. This Bank Guarantee, in case of EMD, shall be valid up to a period of ____________ from

_____________ i.e. the Bid Due Date.

3. We shall be liable to pay any amount under this Bank Guarantee or part thereof only if we

receive (if you serve upon us) a written claim or demand under this guarantee on or before

___ at _____.

Signatures

Authorized Signatories of Bank

Witnesses:-

1) Signed

2) for Bank

8. FINANCIAL PROPOSAL (PRICE BID)

Tender NO: ______________________________________________[RFP No.] Date: _________

Against the above tender for ___________________[Name of the RFP], I / We offer our lowest bid as under:

Sr

No

Nature of work Rates in Rs

(including all taxes

Excluding GST)

Remark

Part A

1 DGPS and Topography survey of area as per

scope of work mention at chapter 2 Part - A in this

tender document.

Per Hect

TOTAL (PART A) Per Hect

Part B

2 Geological mapping of the areas as mention at chapter 2 Part B in this tender document.

Per Hect

3 Sample analysis charges for Minor Minerals (excluding Dimensional Stones) samples for applicable tests from NABL/ISO/Govt. approved laboratories

Per Sample/ per hect

4. Pitting/trenching Per pit/ Per hect

5 All output in 2 draft hard and 1 soft copy and final 3 hard and 2 soft copies.

Per Hect

TOTAL (PART B) Per Hect

GRAND TOTAL (PART A + PART B) Per Hect

Separate work for part A or part B can be given to Agencies. Agencies are required to

quote accordingly.

GST: GST, if applicable and payable by the successful bidder, shall be reimbursed by CGM at

actual subject to submission of documentary proof of having remitted / adjusted the Service

Tax/GST and to the extent directly related to the services rendered by the successful bidder

under the contract. This shall be subject to submission of documentary proof clearly mentioning

the name of work and respective RA Bill No. Seal and Signature of Bidder Date: