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NIT No.: NCL/JNT/E&M/Tender/16/829 Date: 07.01.2017

Notice Inviting Tender (e-Tendering): Open Tender

“Repairing and maintenance of 02 Nos. field switches 6.6KV 1250Amp. VCB make Andrew Yule

in East Section, Jayant Project”

Northern Coalfields Limited invites Tenders through on-line bidding process on the website

https://coalindiatenders.gov.in from the eligible bidders. In order to submit the Bid, the

bidders have to get themselves registered online on the e-Procurement portal of CIL

(https://coalindiatenders.gov.in) with valid Digital Signature Certificate (DSC) issued from

any agency authorized by Controller of Certifying Authority (CCA), Govt. of India and

which can be traced up to the chain of trust to the Root Certificate of CCA. The online

Registration of the Bidders on the portal will be free of cost and one time activity only. The

registration should be in the name of bidder, whereas DSC holder may be either bidder

himself or his duly authorized person.

Tenders are invited online from the following bidders:-

1. The tender document is also available on website https://eprocure.gov.in and NCL website www.nclcil.in for download by the prospective bidders free of cost. There will be no sale/ distribution

of Hard Copy of the Tender Document.

Description of Work

Estimated Cost of Work

(In ₹)excluding Service

Tax

Earnest Money

(In ₹)

Period of

Completion (In

Days)

Repairing and maintenance

of 02 Nos. field switches

6.6KV 1250Amp. VCB make

Andrew Yule in East

Section, Jayant Project

₹ 278050.00 ₹ 2781.00 20 days

2. TIME SCHEDULE OF TENDER

Sl.No. Particulars Date Time

a. Tender e-Publication date 10.01.2017 11:00

b. Document download start date 10.01.2017 11:00

c. Document download end date 24.01.2017 11:00

d. Start date for seeking Clarification on-line 10.01.2017 11:00

e. Last date for seeking Clarification on-line 17.01.2017 11:00

f. Bid Submission start date 10.01.2017 11:00

g. Bid submission end date 24.01.2017 11:00

h. Bid opening date (part-I & II) 25.01.2017 12:00

नार्दनदकोऱफील्ड्सलऱलिटेड (एक लिननरत्न कंपनी) पो.लसगंरौऱीकोलऱयरी

जिऱा: लसगंरौऱी (ि.प्र.) 486889 र्रूभाष: 07805 - 266615 फ़ैक्स: 07805 266652

Northern Coalfields Limited (A Mini Ratna Company)

P.O. Singrauli Colliery Distt. Singrauli, MP- 486889 Corporate Identification No.U10102MP1985GOI003160 Tel: 07805 - 266615

Fax: 07805 – 266652

Website: www.nclcil.in

https://coalindiatenders.gov.in/https://coalindiatenders.gov.in/https://eprocure.gov.in/http://www.nclcil.in/http://www.nclcil.in/

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3. Deposition of EMD: The bidder will have an option for submitting EMD through ONLINE. In Online mode the bidder can make payment of EMD either through net-banking from designated

Banks or through NEFT / RTGS from any scheduled Bank. In case of payment through net-banking

the money will be immediately transferred to NCL's designated Account. In case of payment through

NEFT/RTGS the bidder will have to make payment as per the Challans generated by system on e-

Procurement portal and will have to furnish online the UTR (alpha-numeric Unique Transaction

Reference) Numbers before submission of bid. Bidder will be allowed to submit his / her bid only

when the EMD is successfully received in NCL account and the information flows from Bank to

e-Procurement system.

The information provided and documents uploaded by L1 bidder will be evaluated as per relevant

clauses.

In case of exemption of EMD the scanned copy of document (attested by notary public) in support of

exemption will have to be uploaded by the bidder during bid submission. However, this option is to

be enabled only in those cases where the exemption of EMD to some bidders is allowed as per NIT.

In case of exemption of EMD the scanned copy of document (attested by notary public) in support of

exemption will have to be uploaded by the bidder during bid submission. However, this option is to

be enabled only in those cases where the exemption of EMD to some bidders is allowed as per NIT. (3.1) Exemptions:-State/Central Government Organizations/ PSU, valid NSIC registered firm (for the

tendered items) and Valid Ancillary units of NCL (for the tendered items) are exempted from

submission of EMD. Such bidders will have to upload the scanned copy of the documents as specified

below in support of their claim for exemption of EMD during submission of bid online.

Sl No. Category of Bidders Documents against exemption of EMD.

1. State/Central Government

Organizations/ PSU

Self-declaration duly attested by notary public.

2. NSIC registered Firms Valid and Complete NSIC Registration certificate for the

tendered items duly Self Certified and attested by notary

public.

3. Ancillary Units of NCL Valid and complete ancillary status certificate for the

tendered item,duly self certified and attested by notary

public.

4. Vendor Code: All bidders need to have vendor code in NCL. The vendors who have already been

allotted vendor code must mention it along with their letter of bid (LOB). Vendors, who do not

possess vendor code earlier must fill up Vendor Registration Form as mentioned in Annexure-6.

5. Pre-bid Meeting (Not Required for this tender) : The pre-bid meeting shall be held in the office of

Tender Inviting Authority on the scheduled date & time as specified above.Non-attendance of pre-bid

meeting will not be a cause for disqualification of the bidder and it shall be presumed that the bidder

does not require any clarification. The purpose of the pre-bid meeting will be to clarify issues.

6. The bidders have to accept the on-line User Portal Agreement which contains the acceptance of all

the Terms and Conditions of NIT and Bid document, undertakings and the e-Tendering system

through https://coalindiatenders.gov.in in order to become an eligible bidder. This will be a part of

the agreement.

7. Eligibility Criteria: (7.1)Work Experience:

The intending tenderer must have in its name as a prime contractor experience of having

https://coalindiatenders.gov.in/

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successfully completed similar works in any Government/Semi-Government/Public Sector

Undertakings (Central/State) during last 7 (seven) years ending the last day of month previous

to one in which tender has been invited(publication date of NIT), should be any of the

following:-

Three similar completed works each costing not less than the amount equal to 40% of the estimated

cost put to tender.

Or

Two similar completed works each costing not less than the amount equal to 50% of the estimated

cost put to tender.

Or

One similar completed work costing not less than the amount equal to 80% of the estimated cost put

to tender.

Similar nature of work :“Any Electrical work excluding repairing/rewinding of motor /Transformer (Additional requirement class A electrical license)”

Experience for those works only shall be considered for evaluation purposes, which match eligibility

requirement stipulated above, on or before the last day of month previous to one in which tender has

been invited(publication date of NIT).The experience of incomplete/ongoing works as on last date of

eligibility period will not be considered for evaluation. If the referred work includes construction as

well as maintenance after construction, the experience of such work may be considered as

„acceptable‟ if the construction part is completed and the plant has been operated and maintained for

minimum one year time as on the last date of „eligibility period‟, even if maintenance work is

ongoing, and the certificate issued clearly stipulates the same .

In all the above cases, while considering the value of completed works, the full value of completed

work be considered whether or not the date of commencement is within the said 7(seven) years

period.

Cost of previous completed works shall be given a simple weightage of 5% per year to bring them at

current price level, while evaluating the qualification requirement of the bidder. Such weightage shall

be considered after end date of completion. Updating will be considered for full or part of the year

(total no. of days / 365), i.e. considering 365 days in a year, till the last day of month previous to one

in which bid has been invited.

In case the bidder is not a prime contractor, but a sub-contractor, the bidder‟s experience as sub-

contractor will be taken into account, against suitable document that the contract in support of

qualification is a subcontract in compliance with the provision of such sub-contracts in the original

contract awarded to prime contractor. The document may be issued by owner/Govt. department on

behalf of the owner.

In respect of the above eligibility criteria the bidders are required to furnish the following information

on-line: a. Data to be furnished by the Bidders :

i. Start date & end date of each qualifying experience (similar nature).

ii. Work order Number /Agreement Number of each experience. iii. Name & address of Employer/Work Order Issuing authority of each experience. iv. Percentage (%) share of each experience (100% in case of an Individual/ proprietorship firm or a partner in a partnership firm

v. Executed Value of work against each experience.

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b. Technical evaluation by the System :

i. The system shall calculate the period of 7 years backwards starting from the last day of month

previous to the e-Publication date of NIT.

ii. The system shall check the End date of each experience (The system shall not allow more than 3

entries for experience) and accept it as a qualifying experience if the end date of experience falls

within the 7 years computed by the system.

iii. The system shall calculate the value of each qualifying experience by multiplying the value with the

% share of experience and adding 5% for each completed year (total No. of days/365) after the end

date of experience of work till the last date of month previous to one in which the NIT has been

published on e- Procurement portal.

iv. The system shall check the experience with highest value whether it exceeds 80% of ECV. In case

it does not, it shall check the top 2 experiences whether each of them is greater than 50% of ECV.

In case, it still does not, the system shall check all 3 qualifying experiences whether each of them

exceeds 40% of ECV. The system shall regard the bidder as 'Eligible' if it meets any of the

aforementioned criteria or else it shall consider the bidder as 'Ineligible'.

v. The weightage of 5% every year will be on simple rate and will not be compounded on yearly basis

for the purpose of calculating the value of each qualifying experience.

vi. The work experience of the bidder for those works only shall be considered for evaluation

purposes, which are completed before the last date of month previous to one in which NIT has been

published on e- Procurement portal. Hence, the works which are incomplete/ongoing, as on the last

date of month previous to one in which NIT has been published on e-Procurement portal, shall not

be considered against eligibility.

vii. In case the work is started prior to the eligibility period of 7 years (counted backwards starting from

the last day of month previous to the e-Publication date of NIT) and completed within the said

eligibility period of 7 years, then the full value of work shall be considered against eligibility.

viii. In case the experience has been earned by the bidder as an individual or proprietor of a

proprietorship firm or partner of a partnership firm, then 100% value of the experience

will be considered against eligibility.

ix. Scanned copy of documents to be uploaded by bidders (CONFIRMATORY DOCUMENT):-

For work experience bidders required to submit Satisfactory Work Completion Certificate/ passed copy of

final bill issued by the employer against the Experience of similar work alongwith copy of work order

and BOQ/Scope of work containing all the information as sought on-line.In case of Sub-contractor,

suitable document as per provision of eligibility, if applicable.

However Work order, BOQ and/or TDS may be sought during clarification or along with deficient

documents, if required.

(7.2)Financial Turnover: Average annual financial turnover during the last 3 (three) years ending 31st

March of the previous financial year should be at least 30% of the estimated cost.

(The “Previous Financial Year” shall be computed with respect to the e-Publication date of NIT).

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The qualifying criteria parameter e.g. financial resources (Turnover) of the individual partners of the J.V. will

be added together, for the relevant financial year, and the total should not be less than asspelt out above.

a. Data to be furnished by Bidders :

i. Annual turnover of each of the last 3 years ending 31st March of the previous financial year.

ii. Name of the Chartered Accountant issuing the Profit and Loss A/c or the Turnover certificate.

iii. Membership Number of the CA.

b. Technical evaluation by the System :

i. The system shall have to calculate the 30 % of the estimated value (ECV) as the required average

turnover of the bidder.

ii. The system shall calculate the average of the financial turnover of 3 years furnished by the bidder

by adding 5% for each completed year (total number of days/365) after the end of respective

Financial Year ( i.e. 31st March) till the last day of month previous to one in which e-Tender has

been invited.

iii. The average shall be compared with the minimum requirement to ascertain the eligibility status of

the bidder.

iv. If any bidder does not submit the Turnover value for any of the 3 years, the system will not

disqualify him and instead shall consider all 3 years for computing the average by assuming a

value of „zero‟ for the year for which no information is given by bidder.

Scanned copy of documents to be uploaded by bidders (CONFIRMATORY DOCUMENT):-

Turnover certificate issued by a Practicing Chartered Accountant having a membership number with

Institute of Chartered Accountants of India containing the information as furnished by bidder on- line.

(7.3)Permanent Account Number:- The bidder should possess a permanent account number issued by

Income tax Department.

Data to be furnished by Bidder on-line :

- Confirmation in the form of YES/NO regarding possessing of PAN.

Technical evaluation by the System :

- The system will evaluate “Yes” as eligible and “No” as not eligible.

Scanned copy of documents to be uploaded by bidders (CONFIRMATORY DOCUMENT):-

- PAN CARD Of the bidder.

(7.4) Service Tax (Not Applicable for Exempted Services): The bidder should be either a Small

Service Provider and exempted for service tax registration and/or

exempted from payment of service tax but a Body Corporate Or

Small Service Provider and exempted for service tax registration and/or exempted from

payment of service tax but not a Body Corporate

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Or

A Body Corporate

Or

Other than above three categories.

In respect of the above eligibility criteria the bidder is required to furnish the following information

online:

i)Confirmation in the form of Yes/No regarding possessing of required document as enlisted in NIT with

respect to Service Tax status of the bidder.

Scanned copy of documents to be uploaded by bidders in support of information/ declaration

furnished online by the bidder against Eligibility Criteria as Confirmatory Document:-

Any one of the following documents depending upon the status w.r.to Service Tax as declared by Bidder in

the BOQ sheet:

a) Status : Small Service Provider and exempted from Service Tax Registration and/or exempted from

payment of Service Tax but a Body Corporate :

Document 1. A Certificate from a practicing Chartered Accountant having a membership number

that the bidder is a Small Service Provider and exempted for Service Tax Registration and/or

exempted from payment of Service Tax and

Document 2.The Certificate of Incorporation.

b) Status: Small Service Provider and exempted from Service Tax Registration and/or exempted from

payment of Service Tax but not a Body Corporate:

Document: A Certificate from a practicing Chartered Accountant having membership number that the

bidder is a Small Service Provider and exempted for Service Tax Registration and/or exempted from

payment of Service Tax. c) Status: A Body Corporate.

Document: Service Tax Registration Certificate issued by Central Excise and Custom Department,

Govt. of India. d) Status: Other than above three categories:

Document: Service Tax Registration Certificate issued by Central Excise and Custom Department,

Govt. of India.

(7.5) Legal Status Of The Bidder: Bidder should furnish valid and authentic documents to prove its

legal status online.

Scanned copy of documents to be uploaded by bidders (CONFIRMATORY DOCUMENT):-

- Any one of the following document depending upon the legal status of the bidder

i. Affidavit or any other document to prove proprietorship/Individual status of the bidder.

ii.Partnership deed containing name of partners

iii. Memorandum & Article of Association with certificate of incorporation containing name of bidder.

(7.6) General Essential Requirements for both Services and Works :In order to qualify in the tender the bidders have to accept the following conditions:

i. All the Terms and Condition of the NIT and Tender Document Unconditionally on line in the form of User Portal Agreement.

ii. Expected values of each of the General Technical Evaluation (GTE) items. iii. To upload online the scanned copy of documents, as specified in the NIT for evaluation by

Tender Committee as per the checklist given in the NIT.

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Data to be furnished by Bidder on-line :

- Confirmation in the form of Yes/No for each GTE item.

Technical evaluation by the System :

- System will capture data in the Agree/Disagree OR YES/NO format from the bidder as per table given at clause no. 11(ii) and will decide the eligibility for (i) & (ii) above.

For (iii), the confirmatory documents will be downloaded and evaluated by Tender Committee as

explained in check list given at clause 11(iii). The outcome is to be uploaded on line by Evaluator.

8. Service Tax Status of Bidder (Status of the bidder is to be selected by the bidder in the BOQ excel sheet being uploaded by the bidder during bid submission):

The bidder should be either a Small Service Provider and exempted for service tax registration and/or

exempted from payment of service tax but a Body Corporate

Or

Small Service Provider and exempted for service tax registration and/or exempted from

payment of service tax but not a Body Corporate

Or

A Body Corporate

Or

Other than above three categories

Case-I: Services for which CENVAT Credit is not available to the Company (NCL) :For calculation of

Total Bid Value, components of Service Tax required to be paid by the Bidder and to be paid by the

Company (as per Reverse Charge Mechanism & status of the Bidder), as computed by the system will

be added to the rates quoted by bidder excluding Service Tax to decide the L-1 i.e. the ranking of the

Bidders will be decided based on rates quoted by the bidders (excluding Service Tax) Plus total

Service Tax i.e. Cost to the Company.

Case-II: Services for which CENVAT Credit is available to the Company (NCL) :For calculation of

Total Bid Value, component of Service Tax required to be paid by the Bidder and to be paid by the

Company (as per Reverse Charge Mechanism & status of the Bidder), as computed by the system will

be ignored to decide the L-1 i.e. the ranking of the Bidders will be decided based on rates quoted by

the bidders (excluding Service Tax) only, i.e. Cost to the Company.

The applicable share of Service Tax (under reverse charge mechanism w.e.f. 01.07.2012) is given

below:

Type of Works Contract % value STATUS OF THE BIDDER

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of work

on which

service

tax is

payable

by both

the

Bidder &

NCL.

(X)

I)Small Service Provider and exempted for service tax registration and/or exempted from payment of service tax but a Body Corporate

II) Small Service Provider and exempted for service tax registration and / or exempted from payment of service tax but not a Body Corporate

III) A Body Corporate

IV) other than three categories i.e I, II & III as mentioned in tabular format

Share of Service

Tax (%) of "X"

Share of Service

Tax (%) of "X"

Share of Service

Tax (%) of "X"

Share of Service

Tax (%) of "X"

Bidder

(Agency) NCL

Bidder

(Agency) NCL

Bidder

(Agency) NCL

Bidder

(Agency) NCL

a) Original works

(a)."original works" means -

(i) .All new constructions;

(ii). All types of additions

and

(iii).Alterations to abandoned

or damaged

(iv).Structures on land that

are required to

(v) make them workable;

(vi).Erection, commissioning

or

(vii).Installation of plant,

machinery or

(viii).equipment or

structures,

whether

(ix).prefabricated or

otherwise;

40% Nil Nil Nil 7.5 15 Nil 7.5 15

b). Other works contract

[other

than(a)above]including

maintenance, repair,

completion and finishing

services such as glazing,

plastering, floor and wall

tiling, plastering, installation

of electrical fitting of an

immovable property.

70% Nil Nil Nil 7.5 15 Nil 7.5 7.5

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NOTE:

i. A Small Service Provider is one whose aggregate value of taxable service rendered by a

provider of Taxable service from one or more premises does not exceed Ten Lakhs Rupees

in the preceding financial year.

ii. Body Corporate i.e. a Company registered under Companies Act, 1956.

iii. Other than Body Corporate and Small Service Provider not availing exemption of Service

Tax i.e. Individual, Proprietorship, Partnership and Joint Venture.

iv. When L-1 bidder has been awarded the work on the basis of being a Small Service Provider

getting exemption from payment of Service Tax (as per status chosen by the bidder), no

Service Tax will be reimbursed to them in the event of bidders total turnover of taxable

services from all sources exceeding the threshold limit of exemption during the tenure of this

contract.

9. The tenderer should ensure implementation of CMPF & Miscellaneous Provision Act 1948 and allied

scheme.

OR

Those tenderers who are registered under EPF scheme and their employees covered under the said

scheme may continue to operate under EPF scheme. They should furnish such proof.

10. Other details required to be submitted with tender shall be available in tender document in

“ANNEXURES”.

11. General Essential Requirements for Works (Data to be furnished by Bidder online):

(i) Confirmation in the form of Agree/ Disagree for accepting user portal agreement.

(ii) Confirmation in the form of Yes/ No as per the checklist given below:

S No PARTICULARS

1. Letter of Bid (LOB)

2. Confirmation either the bidder himself is the DSC holder bidding in the tender or is in

possession of any legally acceptable document to bid on behalf of the bidder

3. I agree for undertaking of genuineness and authenticity of documents/credentials as per

NIT

4. I agree for Earnest Money Deposit clause as per NIT.

5. I agree to ensure implementation of CMPF/EPF, in respect of the workers deployed by

me as per Clause of NIT.

6. I accept all the terms and condition of the NIT and Tender Document Unconditionally,

including integrity pact, if applicable.

7. I agree that I possess a valid PAN.

8. I agree that I possess a either valid PAN based service tax registration or status of small

service provider.

9. I agree that I possess a valid VAT/ Sales Tax Registration issued by Sales Tax

department of any Indian State/UT.

10 I agree that I possess a valid electrical contractors license (Only applicable for Electrical

Works ;class A or B; as per requirement of NIT).

c). All Services other than

Reverse

Charge Mechanism Services

Including Works Contract.

100% Nil Nil Nil Nil 15 Nil 15 Nil

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(iii) The bidder has to upload online the scanned copy of documents, as specified in the NIT for

evaluation by Tender committee as per the checklist given below:

CHECK LIST OF DOCUMENTS TO BE UPLOADED BY THE BIDDERS:

S No. Eligibility Criteria Information to be

furnished by bidder

online

Scanned copy of documents to be uploaded by

the bidders in support of

information/declaration furnished online by

the bidder against Eligibility Criteria

(SUPPORTING DOCUMENT)

1. EMD (to be paid on line)

Note: Not to be paid by

the firms availing EMD

Exemption as per clause

3.1 of NIT.

-

In case of EMD exemption is

availed,documents in support of EMD

Exemption as mentioned in Clause 3.1 of NIT.

(attested by notary public)

Cover 1 Eligibility.pdf

2. THE WORK

EXPERIENCE: The

intending bidder must

have in its name as a

prime contractor

Experience of having

successfully completed

similar works during last

7(seven) years ending

last day of month

previous to the one in

which bid applications

are invited should be either

of the following:-

Three similar completed

works each costing not

less than the amount

equal to 40% of the

estimated cost.

Or

Two similar completed

works each costing not less

than the amount equal to

50% of the estimated cost.

Or

One similar completed

work costing not less than

the amount equal to 80% of

the estimated cost. In all

- Start & end date of

each qualifying

experience (similar

nature)-Work

order/Agreement

Number of each

experience

-Work Order Issuing

authority of each

experience

- % share of

experience (100% in

case proprietor or a

partner in a

partnership firm or the

actual % of share in

case of a Joint

Venture/Consortium).

- Executed Value of

work against each

experience

Satisfactory Work Completion Certificate/

passed copy of final bill issued by the

employer against the Experience of similar

work along with copy of complete work order

with BOQ/Scope of work containing all the

information as sought online.In case of

Subcontractor suitable document as per

provision of eligibility, if applicable.

Work order, BOQ and/or TDS may be sought

during clarification or along with deficient

documents.

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the above cases, while

considering the value of

completed works, the full

value of completed work

be considered whether or

not the date of

commencement is within

the said 7 (seven) years

period

In case the bidder is not a

prime contractor, but a sub-

contractor, the bidder‟s

experience as sub-

contractor will be taken into

account, against suitable

document that the contract

in support of qualification is

a subcontract in compliance

with the provision of such

sub-contracts in the original

contract awarded to prime

contractor. The document

may be issued by

owner/Govt. department on

behalf of the owner.

3 Average annual financial

turnover during the last 3

years ending 31st

March of the previous

financial year

(The “Previous Financial

Year“ shall be computed

with respect to the e-

Publication date of NIT).

(i) annual financial

turnover during the

last 3 years ending

31st

March of the previous

financial

(ii) Name of the

Chartered Accountant

issuing the audited

Balance sheet or

turnover certificate.

(iii)Membership

Number of the CA

Financial Turnover certificate for last 3

(three) financial years issued by a Practicing

Chartered Accountant having a membership

number with Institute of Chartered

Accountants of India.

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4 Valid Electrical contractors

License(For Electrical

works only, for which

license is required)

Confirmation in the

form of Yes/NO for

possessing the

supporting documents.

Valid Electrical Contractor‟s License issued by

Electrical Licensing Board/Authority of any

Indian State/UT, in accordance with IE Rule-

45.

(In case the bidder is a Joint Venture, at least

one partner of JV should possess the valid

Electrical Contractor‟s License issued by

Electrical Licensing Board/Authority of any

Indian state, in accordance with IE Rule-45.)

OID (Other Important Document)

5. Legal Status of the

bidder

- Any one of the following document :

- Any other document to prove

proprietorship/Individual status of the bidder.

- Partnership deed containing name of partners

- Memorandum & Article of Association with

certificate of incorporation containing name

of bidder

6. Valid Permanent Account

Number (PAN)

Confirmation in the

form of Yes/NO for

possessing the

supporting documents

PAN card issued by Income Tax department,

Govt.of India (In case of JV, PAN card for

each individual partner of JV)

7. SERVICE TAX (Not

Applicable for Exempted

Services)

The bidder should be either

a Small Service Provider and

exempted for service tax

registration and/or exempted

from payment of service tax

but a Body Corporate

OR

Small Service Provider and

exempted for service tax

registration and/or exempted

from payment of service tax

but not a Body Corporate

OR

A Body Corporate

OR

Other than above three

1. Confirmation in the form of

Yes/No regarding

possessing of

required

document as

enlisted in NIT

with respect to

Service Tax

status of the

bidder

2. Status of the bidder

is to be selected by

the bidder in the BoQ

excel sheet being

uploaded by the

bidder during bid

submission

Any one of the following documents depending

upon the status w.r.to Service Tax as declared

by Bidder in the BOQ sheet:

a). Status A:Small Service Provider and

exempted from Service Tax Registration

and/or exempted from payment of Service

Tax but a Body Corporate : Document 1.

Certificate from a practicing Chartered

Accountant having a membership number that

the bidder is a Small Service Provider and

exempted for Service Tax Registration and

exempted from payment of Service Tax and

Document 2.

Certificate of Incorporation

Status B: Small Service Provider

and exempted from Service Tax Registration

and/or exempted from payment of Service Tax

but not a Body Corporate:

Document: A Certificate from a practicing

Chartered Accountant having membership

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categories number that the bidder is a Small Service

Provider and exempted for Service Tax

Registration and/or exempted from payment of

Service Tax.

Status C: A Body Corporate:

Document: Service Tax Registration Certificate

issued by Central Excise and Custom

Department, Govt. of India.

Status D: Other than above three categories:

Document: Service Tax Registration Certificate

issued by Central Excise and Custom

Department, Govt. of India.

8. VALID VAT / SALES TAX

REGISTRATION ON

WORKS CONTRACT

- Confirmation in the

form of Yes/NO for

possessing the

supporting documents

VAT/Sales Tax Registration Certificate on

works contract from any Indian State/UT (In

case of JV, VAT/S.T. Registration certificate for

each individual partner of JV)

Cover 1 LOB.pdf

9. Valid digital signature

certificate

Confirmation in the

form of Yes/NO for

possessing the

supporting documents

If the bidder himself is the DSC holder

bidding on-line then no document is

required. However, if the DSC holder is

bidding online on behalf of the bidder then

the Power of Attorney or any sort of legally

acceptable document for the authority to bid on

behalf of the bidder

10. Letter of Bid (LOB) For Authorization of DSC

holder:

a) If the bidder himself is

the DSC holder bidding

online : NO DOCUMENT

b) If the DSC holder is

bidding online on behalf of

the bidder: Power of

Attorney or any other

legally acceptable document

authorizing DSC holder to

bid on behalf of the bidder. (AS GIVEN IN WORK ITEM

DOCUMENTS IN FILE

LOB.PDF)

Confirmation in the

form of Yes/NO.

Cover 1 AnD (Annexures & Declarations)

11. An undertaking regarding

genuineness of the

information furnished by

him on-line and authenticity

of the scanned copy of

- Duly filled up ANNEXURE-7 , as per NIT.

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documents uploaded by him

on-line in support of his

eligibility, as per the format

given in Annexure-7.

Cover 2 Price Bid/BOQ

12. Price bid (BOQ)

(AS GIVEN IN WORK

ITEM DOCUMENTS IN

FILE BOQ.XLS)

Same file to be uploaded as downloaded

(after selecting the appropriate Service Tax

Status and quoting the rates)To be

uploaded in COVER 2.

NOTE :Only one file in .pdf format can be uploaded against each eligibility criteria. Any additional/

other relevant documents to support the information/declaration furnished by bidder online against

eligibility criteria may also be attached by the bidder in the same file to be uploaded against respective

eligibility criteria.

12. It is responsibility of Bidder to upload legible/clearly readable scanned copy of all the required

documents as mentioned above. The bidders are not required to submit hard copy of any document

through offline mode. Any document submitted offline will not be given any cognizance in the

evaluation of tender except EMD document (in the form of BG, if applicable).

13. Bid Validity: The validity period of the tenders shall be 120 (One Hundred twenty) days from the

end date of bid submission.

14. SUBMISSION OF BID:

14.1All bids are to be submitted on-line on the website https://coalindiatenders.gov.in No bid shall be

accepted off-line. It is the bidder‟s responsibility to comply with the system requirement i.e.

hardware, software and internet connectivity at bidder‟s premises to access the e-tender website.

Under any circumstances, NCL shall not be liable to the bidders for any direct/indirect loss or

damages incurred by them arising out of incorrect use of the e-tender system or internet connectivity

failures.

14.2 The bidders will have to accept unconditionally the online User Portal Agreement which contains the

acceptance of all the Terms and Conditions of NIT including General and Special Terms &

Conditions, Integrity Pact and other conditions, if any, along with online undertaking in support of

the authenticity of the declarations regarding the facts, figures, information and documents furnished

by the Bidder online in order to become an eligible bidder. No conditional bid shall be

allowed/accepted. This User Portal Agreement (Refer Cl. No. 21 of Instruction to bidders) will be

a part of NIT/Contract Document.

14.3 In the undertaking given by bidder online, there will be provision for penal action, if any

information/declaration furnished online by the bidder against eligibility criteria is found to be wrong

at any stage which changes the eligibility status of the bidder.

14.4 The information will be provided by the bidder by filling up relevant data through a form in an

objective and structured manner. The software will use the information provided by the bidders to

evaluate the technical bid automatically.

14.5 For online submission of tender the bidders will have to upload “Letter of Bid”, all the confirmatory

documents as prescribed in the NIT and TPS( if applicable) and other Commercial Parameters (to be combined in TPS ) ( if applicable) in Cover-I and only “Price-bid” in Cover-II. In case of EMD exemption one more document in support of the claim of EMD exemption will have to be uploaded

https://coalindiatenders.gov.in/

Page 15

by the bidder in cover I.

i) Letter of Bid: The format of Letter of Bid (as given in the NIT) will be downloaded by the bidder

and will be printed on Bidder‟s letter head and the scanned copy of the same will be uploaded during

bid submission in cover-I. This will be the covering letter of the bidder for his submitted bid. The

content of the “Letter of Bid” uploaded by the bidder must be the same as per the format downloaded

from website and it should not contain any other information.

The Letter of bid will be digitally signed by DSC holder submitting bid online and it does not require

any physical signature. However, if the Letter of Bid (LoB) bears the physical signature in addition to

the digital signature of DSC holder, it will be accepted without questioning the identity of person

signing the Letter of Bid.

If there is any change in the contents of Letter of Bid uploaded by bidder as compared to the format of

Letter of Bid uploaded by the department with NIT document, then the bid will be rejected. However

inclusion of any additional redundant information by the Bidder in the submitted Letter of Bid (LOB),

which does not contradict the content and spirit of original format of LOB uploaded by department

will not be a cause of rejection of his/her bid.

ii) Technical Parameter Sheet (TPS) combined with commercial parameter sheet (CPS), (If

applicable): The Technical Parameter Sheet containing the technical specification parameters for the

tendered work/service will be in Excel format (password protected) and will be uploaded during tender

creation. This will be downloaded by the bidder and he will furnish all the required information on this

Excel file. Thereafter, the bidder will upload the same Excel file during bid submission in General

Technical Evaluation (GTE). The Technical Parameter Sheet which is incomplete and not submitted as

per instruction given above will be rejected.

iii) Confirmatory Documents: All the confirmatory documents as enlisted in the NIT in support of

online information submitted by the bidder are to be uploaded in cover-I by the bidder while

submitting his/her bid.

iv)Price bid: The Price bid containing the Bill of Quantity will be in Excel format and will be

downloaded by the bidder and he will quote the rates for all items on this Excel file. Prior to quoting

the rates in the BOQ file, the bidder will select the appropriate status from the following list given in

the BOQ:-

a). The bidder should be either a Small Service Provider and exempted for service tax registration

And/or

Exempted from payment of service tax but a Body Corporate.

b).Small Service Provider and exempted for Service Tax Registration and/or Payment of Service Tax.

c). A Body Corporate.

d). Other than above three categories.

The rates quoted by the bidder will be excluding Service Tax and service tax component ( to be paid by

NCL and the bidder ) will appear as a separate entity. The component of service tax will be taken by

the system based on the status of bidder selected by the bidder during bid submission and with the

pre-defined business logic given in the BOQ file by the department. This file will be digitally signed

and uploaded by the bidder.

Thereafter, the bidder will upload the same Excel file during bid submission in cover-Il. The Price-bid

(excluding Service Tax) will be in Item Rate or Percentage Rate BOQ format and the bidder will have

to quote for all the tendered items and the L-1 will be decided on overall quoted value(i.e. Cost to

Page 16

company).

The Price bids of the tenderers will have no condition. The Price Bid which is incomplete and not

submitted as per instruction given above will be rejected and the L-1 will be decided on overall

quoted value (i.e. Cost to company).

v)If the DSC holder is bidding on-line on behalf of the bidder, the power of Attorney or authorization

(self-authenticated and attested by public Notary) is to be uploaded along with the LOB in a single

pdf as mentioned in the Annexure 2. If the bidder himself is the DSC holder bidding on-line then

power of Attorney or authorization is not required.

15. Modification and Withdrawal of Bid: Modification of the submitted bid shall be allowed online only

and the bidder may modify and resubmit the bid online as many times as he may wish before the

deadline of submission of tender.

Bidders may withdraw their bids online within the end date of bid submission and their EMD will be

refunded. However, if the bidder once withdraws his bid, he will not be able to resubmit the bid in

that particular tender. For withdrawal of bid after the end date of bid submission, the bidder will have

to make a request in writing to the Tender Inviting Authority. Withdrawal of bid may be allowed till

issue of work order/LOA with the following provision of penal action:

1. The EMD will be forfeited and 2. The bidder will be debarred for 1(One) year from participating in tenders in NCL. The Price-bid of all eligible bidders including this bidder will be opened and action will follow as

under:

i) If the bidder withdrawing his bid is other than L 1, the tender process shall go on. ii) If the bidder withdrawing his bid is L-1, then re-tender will be done.

Note:

In case of above, a letter will be issued to the bidder by Tender Inviting Authority with the approval

of Tender Accepting Authority (in case Board is Tender Accepting Authority then with the approval

of CMD), stating that the EMD of bidder is forfeited, and this bidder is debarred for one year from

participating in tenders in NCL. This letter will be circulated to all Areas and NCL HQ and the

updated list will be maintained by all Tender Inviting Authority/Evaluators.

Penal action against clauses above will be enforced from the date of issue of such order.

The standard operating procedure to handle withdrawal of bid after end date of submission is detailed

in clause no. 16.

16. Standard Operative Procedure (SOP) for managing the cases of Withdrawal of Bids in e-Procurement System of NCL

I. The Mode of Withdrawal:

A. Online Withdrawal of Bids:

a. The system of online withdrawal is available on the portal up to end date of bid submission, where

any bidder can withdraw his/her bid which will attract no penal action from department side.

b. The system of online withdrawal beyond end date of bid submission and till award of contract is also

available but not fully functional and under development stage. Once it is developed and implemented

only online withdrawal shall be considered except for some exceptional cases as mentioned in clause

below.

B. Offline Withdrawal of Bids :

Page 17

a. A partner of bidder(in case of partnership firms) whose DSC is registered on the e-Procurement portal

can access the portal for online withdrawal but when there is a split in the business relationship, the

partners whose DSC is not registered on the portal do not have the option of online withdrawal of bid.

Hence such partners may opt to use offline method of withdrawal of his/her offer (or express his

disassociation from the bidder organization).

b. Till a fully functional system of online withdrawal of bid (beyond end date of bid submission and till

award of contract) is not developed and implemented, offline withdrawal shall also be considered.

II. Acceptance of withdrawal by Tender Committee:

A. Every case of withdrawal under Clause I-(A)(b) and Clause I-(B) shall be put up to Tender

Committee for deliberation and further course of action.

B. The Tender Committee shall apply its due diligence to decide:

a. Whether the request for withdrawal of offer has been received from right source and authentic. For

this purpose a letter is to be sent by registered post/speed post to the bidder on the address as given by

him in the enrolment page of e-Procurement portal, allowing 10 days time to confirm the withdrawal.

If the bidder does not confirm the withdrawal within the stipulated period then it should be construed

that there is no withdrawal of bid. In case the withdrawal/disassociation from the firm (Joint Venture

or Partnership firm) has been submitted by any other partner then also the confirmation has to be

sought from the bidder and if bidder wants to deny the withdrawal/disassociation from the JV or the

partnership firm then the bidder shall be required to furnish a legally acceptable document signed by

all the partners of the firm to substantiate his claim.

b. Whether the withdrawal is due to the reason other than to support any mala fide intention of any

participating bidder such as participating or supporting a cartel formation etc.

c. If the mala fide intentions in the withdrawal are apprehended then the tender should be cancelled

apart from other penal action as per e-Procurement Manual for works and services of CIL and other

guidelines/manuals of CIL.

d. If no mala fide intentions in the withdrawal are apprehended then the penal action in line with the

prescriptions of the e-Procurement Manual for works and services of CIL will be applicable.

The Tender Committee may also obtain the opinion of legal department in order to ascertain the legal

course of action in case of Clause II-(B)(b) and II-(B)(c) above.

17. Provision for extension of bid Opening Date:If number of bids received online is found to be less

than three on end date of bid submission then the following critical dates of the Tender will be

automatically extended initially for a period of two days and if the number of bids still remains less

than three then for another five days:

• Last date of submission of Bid • Last date of receipt of EMD • Date of opening of Tender

Notes: i) The validity period of tender should be decided based on the final end date of submission of bids.

ii) The auto extension shall work on the basis of number of bids received only. (It may so happen

that any of these bids may be eventually rejected during Tender Opening, Technical evaluation or

further process of evaluation resulting the total number of valid bids becoming less than three.)

After two extensions, the tender shall be opened irrespective of available number of bids on the

extended date of opening of tender.

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18. Tender Status: It will be the bidder‟s responsibility to check the status of their Bid online regularly, after the opening of bid till award of contract. Additionally, information shall also be sent by system

generated email and SMS at nodal points (Date of bid opening, Requisition for Clarification on

Confirmatory document from L-1 bidder, award of work etc.). No separate communication will be

required in this regard. Non-receipt of e-mail and SMS will not be accepted as a reason of non-

submission of Confirmatory documents within prescribed time. This will be specifically mentioned in

the NIT. The Tender Status will be in public domain and anyone visiting the site can view it by

identifying the tender.

(18.1)Automatic evaluation of Technical Bid: The e-Procurement System will evaluate the

Technical bids automatically on the basis of relevant data provided by bidder through a form in an

objective and structured manner while submitting bid. If the parameter given by bidder in objective

and structured manner does not confirm to required eligibility criteria as specified in the tender

document then the bid will be automatically rejected by the system. The system will automatically

upload the technical opening summary and technical evaluation summary.

Acceptance of Bidder in a general form of online declaration will be recognized and accepted as the

certification regarding authenticity of all the information and documents furnished by them online and

acceptance of all terms and conditions of the bid document, since such acceptance by Bidder with

Digital Signature Certificate is legally tenable.

19. OPENING AND EVALUATION OF TENDER:

(19.1)Opening of bid:

Tender (Cover-I and Cover-II) will be decrypted and opened online by the “Bid Openers” with their

Digital Signature Certificates on the prescheduled date & time of Tender Opening. After opening of

the bids, GTE, BOQ and all other documents uploaded by the eligible bidders get opened and

comparative statement of prices will be generated by the system. The system will show lowest rate

quoted by bidder (L1). The auction (reverse) will have to be created for tender, with estimated

cost put to tender is equal to or more than Rs.1.00 (one) Crore after opening of bid.

Tender cum auction evaluation:

A. After opening of Price-bid (after finishing reverse auction in case of tender cum auction), the

documents submitted by L-1 bidder in cover I as enlisted in the NIT will be downloaded by the

Evaluator and shall be put up to the Tender Committee. The tender Committee will examine the

uploaded documents against information/declarations furnished by the L1 bidder online. If it

confirms to all of the information/declarations furnished by the bidder online and does not

change the eligibility status of the bidder then the bidder will be considered eligible for award

of Contract.

B. In case the Tender Committee finds that there is some deficiency in uploaded documents by L1

bidder then the same will be specified online by Evaluator clearly indicating the

omissions/shortcomings in the uploaded documents and indicating start date and end date

allowing 10 days (10 x 24 hours) time for online re-submission by L1 bidder. The L-1 bidder

will get this information on their personalized dash board under “Upload confirmatory

document” link. Additionally, information shall also be sent by system generated email and

SMS, but it will be the bidder‟s responsibility to check the updated status/information on their

personalized dash board regularly after opening of bid. No separate communication will be

required in this regard. Non-receipt of e-mail and SMS will not be accepted as a reason of non-

submission of documents within prescribed time. The bidder will upload the scanned copy of

all those specified documents in support of the information/declarations furnished by them

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online within the specified period of 10 days. If the L1 bidder fails to submit the specified

document/s in 10 (seven) days, 10 more days ( 10 x 24 hours) of time may be given by

Evaluator clearly indicating the omissions / shortcomings in the uploaded documents and

indicating start date and end date for submission of such document/s.

C. The tender will be evaluated on the basis of documents uploaded by L-1 bidder online. The L-1

bidder is not required to submit hard copy of any document through offline mode. Any

document submitted offline will not be given any cognizance in the evaluation of tender.

D. In case the L-1 bidder submits requisite documents online as per NIT, then the bidder will be

considered eligible for award of Contract.

E. In case the L-1 bidder fails to submit requisite documents online as per NIT or if any of the

information/declaration furnished by L-1 bidder online is found to be wrong by Tender

Committee during evaluation of scanned documents uploaded by bidder, which changes the

eligibility status of the bidder (for the first time), then his bid shall be rejected and EMD of

L-1 bidder will be forfeited.

F. In case the L1 bidder is technically eligible but rejection is due to high rate quoted by him/her

then the tender shall be cancelled and retendered.

G. In case the L1 bidder is rejected due to noncompliance of confirmatory documents then the L2

bidder will become L-1 bidder and confirmatory documents of this bidder shall be evaluated by

TC and the process shall be followed as mentioned in clause no. A to F above.

H. The process as mentioned at clause G shall be repeated till the work is either awarded or all the

eligible bidders are exhausted.

I. In case none of the bidders comply the technical requirement, then re-tender will be done (with

the same or different quantity, as per the instant requirement).

J. It is responsibility of Bidders to upload legible/clearly readable scanned copy of all the required

documents as mentioned above.

General guidelines and Process Flow for Tender cum Auction:

General guidelines and Process Flow for Tender cum Auction, if applicable are as under:-

A. The Reverse Auction Process in Tender(s) is applicable for estimated cost of work equal to or

more than Rs.1.00 Crore, invited from NCL.

B. Reverse Auction will be initiated after opening of price bids, as specified by Tender Inviting

Authority (TIA) as detailed above.

C. There will be no participation fees for e-Reverse auction.

D. Upon opening of the price bids, a reverse auction platform will be created, displaying only the

L1 price received. No indication will be available in the portal to anybody regarding number of

bids and names of the bidders.

E. System displays L1 cost to company price automatically in auction creation form and allows

Tender Inviting Authority (TIA) to edit the value as „Start Bid Price‟(SBP). For the time being

L1 Price or Departmental Justified Price + 10%, whichever is lower will be the „Start Bid Price‟

(SBP) for tenders for works and services. If the L1 price is higher than the Start Bid Price

(Departmental Justified Price+10%) and the RAP is not triggered within the scheduled time, the

cases will be retendered.

F. The L1 price / start bid price is cost to the company price on which the auction will be initiated.

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At the end of reverse auction, the L1 bidder has to submit break up of prices conforming to the

lowest landed rate quoted by him in the reverse auction.

G. The bidder(s) who have participated in the reverse auction has to upload the Break up of cost to

company Prices in the confirmatory documents. The detailed Break-up of offered cost to

company price, uploaded by the bidder shall be considered and order, if placed, shall be with

the same break-up of prices. The bidder(s) after reverse auction will be responsible to ensure

that the cost to company rate as per the break up of prices provided by him after the reverse

auction and the cost to company rate offered by him in the reverse auction is exactly same. The

bidder will not be allowed to increase the rate of any item while submitting the breakup. While

giving the breakup, the bidder will have to consider same rate of taxes and duties as quoted

while submitting the e price bid. In case the bidder(s) fail(s) to submit the break-up of cost to

company price within stipulated period or the breakup given by bidder does not match with the

total offered price, the Company will be at liberty to place order by proportionately reducing

item rates on the basis of the breakup of the e-price bid submitted by the bidder along with the

initial offer and the same will be binding on the bidder.

H. The decrement value will be 0.5% of the Start Bid Price (SBP) with minimum of Rs.1/-, as the

system does not have a provision of taking amounts less than Rs.1/- as decrement value. The

reduction shall have to be made as per decrement value or in multiple thereof.

Decrement Value: The reduction shall have to be made as per decrement value or in multiple

thereon. The maximum seal percentage in one go shall be fixed as 2% over and above existing

normal decrement value of 0.5%, i.e, total 2.5% of start bid price/last quoted price during

reverse auction, whichever is lower.

In order to have ease of submission of reverse auction bid by the bidders, it is suggested that

decrement value may be rounded off to nearest value as under:

(a) For decrement values up to Rs.10/-, rounding off may be made to nearest rupee.

(b) For decrement values from Rs.11/- to Rs.100/-, rounding off may be made to nearest 10.

(c) For decrement value from Rs.101/- to Rs.1,000/-, rounding off may be made to nearest 100.

(d) For decrement value from Rs.1,001/- to Rs.10,000/-, rounding off may be made to nearest

1000. and so on ……

I. Initial period of reverse auction will be 02(two) hours, which shall be as specified online. There

will be auto extensions of time every time by 10(ten) minutes in case of any reduction recorded in

the last 10(ten) minutes. The reverse auction will come to a close only when there is no further

reduction recorded in the last 10(ten) minutes slot.

J. System protects bid and bidder information till auction gets over and displays current L1 price to

the bidder in auction hall.

K. System provides bidder details along with bid documents at the end of reverse auction process.

L. The log details of the entire reverse auction process will be generated by the system once the

process of reverse auction is completed.

M. If a bidder does not submit his bid in the Reverse Auction, the price quoted by him in the price

bid shall be considered as the valid price of that bidder. The status of the bidder (L1, L2 etc) shall

be evaluated considered either the bid price submitted in Reverse auction or the Price quoted in

the price bid, whichever is lower.

N. Since, reverse auction is a sequel to e-tender, the process of finalizing the tender upon completion

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of reverse auction will be same as the tender process without reverse auction.

O. Business rules like event date, time, methodology of start bid price and bid decrement value,

extensions, etc. also shall be indicated in NIT for information of bidders.

P. NCL will provide the BOQ in EXCEL sheet duly linked with Consumable Sheet which will help

to arrive at “Total Cost to NCL” by the vendor, including all Taxes and duties, Insurance etc.

Service tax shall be assessed by the system itself as per category of bidder. This shall be enabling

them to fill-in the price and keep it ready for keying in during the Reverse auction.

Q. The bid history shall reflect only the landed price. The landed price shall also not be same for two

bidders even if any bidder makes such an attempt.

R. Only the chronologically last bid submitted by the bidder till the end of the auction shall be

considered as the valid price bid of that bidder. Any bid submitted earlier by the bidder prior to

submission of his last bid will not be considered as the valid price bid.

S. Server time shall be the basis of Start time & Closing time for bidding and shall be binding for

all. This would be visible to all concerned.

T. On expiry of the closing of the auction, the bid history showing all the last valid bids offered

along with name of the bidders shall be published. All bidders shall have the facility to see and

get a print of the same for their record.

U. All electronic bids submitted during the reverse auction process shall be legally binding on the

bidder. The chronologically last bid submitted by the bidder till the end of the auction will be

considered as the valid price bid offered by that bidder and acceptance of the same by NCL will

form a binding contract between NCL and the bidder for entering into a contract.

V. Conditional discounts shall not be considered. If a bidder offers a discount unilaterally after

submission of bid, the discount shall not be considered for evaluation of offers but shall be

availed if order is placed on such tenderer.

W. If the lowest price received during reverse auction is unreasonable or it is unacceptable on ground

of being too high or too low compared with estimated price, the management reserves right to

seek justification of the price from lowest bidder. If the price is not considered reasonable,

management may not accept such bid and go for another tender process.

X. In case of disruption of service at the service provider‟s end while the RAP is online, due to any

technical snag or otherwise attributable to the system failure at the server end, the RAP process

will start all over again. In such a situation, the last recorded lowest price of prematurely ended

RAP, will be the „Start Bid‟ price for the restarted RAP. The prices quoted in the prematurely

ended RAP will be binding on all the bidders for consideration, if the restarted RAP does not

trigger within the stipulated time. A provision to this effect should be made in the NIT.

Disruption and restarting of RAP shall be intimated to all the bidders through system/SMS/e mail

through e procurement portal. All the time stipulations of normal RAP will be applicable to the

restarted RAP.

AA.If the bidder defaults in satisfying Techno Commercial criteria, following Penal Action will be

taken, apart from rejection of the bid.

Sl. Situation Penal Provisions

(i) L-1 bidder is a defaulter 100% of EMD is forfeited.

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AB. The documents related to the furnished online information based on which the auto evaluation

takes place will only be considered. If the bidder uploads any other document, it will be given

no cognizance.

Note: NCL reserves the right to seek any document for physical verification uploaded by the bidder.

(19.3)The Tender Committee will recommend for award of work to the successful bidder after evaluating

their technical eligibility based on the computer generated evaluation sheets followed by evaluation

of the scanned documents uploaded by L-1 bidder in support of the information furnished by them

online and after evaluation of the reasonableness of L-1 rates. The reasonableness of rates will be

evaluated as per the provisions of Manual of CIL and other guidelines issued from time to time.

19.3.1Price Justification: Work will be awarded to the lowest bidder (L1) without post tender

negotiations if the rates are reasonable. Generally post-tender negotiations will be avoided. In case

the lowest tender is found to be unworkable or unbalanced or impractical, price justification may be

sought from the L-1 bidder only to arrive at reasonable rate. If the L-1 bidder offers discount

unilaterally while submitting price justification, this will be taken in to consideration for

determination of total final offered value the decision of the company regarding reasonableness of

the quoted rates will be final & binding on the bidders. Operation of this clause will be regulated as

per prevailing guidelines of the Government of India or their authorities concerned.

The approval for award of work to L-1 bidder will be accorded by the competent authority as per

Delegation of Power based on the TC recommendation.

(19.4)After competent approval and financial concurrence of TCR, the work order to the L-1 bidder will

be issued and the scanned copy of the Work Order will be uploaded on the e-Procurement portal and

simultaneously the original copy will be sent to the bidder through registered/speed post.

(19.5)Any tender hosted on the e-Procurement site must be logically concluded i.e. either Award of work

is issued at AOC page on e-Procurement portal in online mode or the tender is cancelled/ retendered

online through corrigendum.

20. EMD Refund:

a. If EMD is paid by the bidder in online mode (Direct Debit/NEFT/RTGS) then the EMD of rejected

bidders will be refunded at any stage directly to the account from where it had been received (except

the cases where EMD is to be forfeited).

b. No claim from the bidders will be entertained for non-receipt of the refund in any account other than

the one from where the money is received.

c. If the refund of EMD is not received by the bidder in the account from which the EMD has been

made due to any technical reason then it will be paid through conventional system of e-payment. For

this purpose, if required, Tender Inviting Authority will obtain the Mandate Form from the Bidder.

d. In case the tender is cancelled then EMD of all the participating bidders will be refunded unless it is

forfeited by the department.

e. If the bidder withdraws his/her bid online (i.e. before the end date of submission of tender) then

his/her EMD will be refunded automatically after the opening of tender.

21. The EMD of successful bidder (on Award of Contract) will be retained by NCL and will be adjusted

to Performance Security Deposit The processes for entering into the agreement with the successful

bidder (if applicable as per value of the work) will be done offline as per the prevailing manual

system. However, the documents required to be submitted by contractor for executing the agreement

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will be specified in the Tender document.

22. Every tenderer is expected, before quoting his rates, to go through the requirements of materials/

workmanship under specification/requirements and conditions of contract and to inspect the site/area

of the proposed work at his own cost. It shall be deemed that the tenderer has visited the site/area and

got fully acquainted with the working conditions and other prevalent conditions and fluctuations

thereto whether they actually visited the site/area or not and have taken all the above factors into

account while quoting his rates.

23. All Duties, taxes (excluding Service Tax) and other levies, payable by the contractor under the

contract or for any other cause as applicable on the last date of submission of tender shall be included

in the rates, prices and the total bid price submitted by the bidder. All incidentals, overheads etc. as

may be attendant upon execution and completion of works shall also be included in the rates, prices

and total bid price submitted by the bidder. Applicable Service Tax on the works will be computed

automatically in the BOQ sheet based on prefix business log in and the option selected by the bidder

with regard to his Service Tax status. However , service tax will be paid/ reimbursed at the prevailing

rate at the time of execution of the contract.

The company reserves the right to deduct/withhold any amount towards taxes, levies, etc. and to deal

with such amount in terms of the provisions of the Statute or in terms of the direction of any statutory

authority and the company shall only provide with certificate towards such deduction and shall not be

responsible for any reason whatsoever.

The scheme of the legislation of service tax clearly states that if a taxable service is performed, the

service provider is liable to pay service tax as per Rule-6 of the Service Tax Rules. The Services Tax

Rules also places an obligation on those liable to pay service tax to raise bill in the manner as

prescribed in the Rule 4A of the Service Tax Rules. The availing of CENVAT credit by the service

provider on his inputs has nothing to do with his obligation to pay service tax and his right to claim

and recover service tax from the person who avails the service. Thus, there is no obligation in service

tax law cast upon the service availer (NCL) to verify whether the service provider has paid the service

tax claimed from the service availer.

24. Cost of Bidding: The bidder shall bear all costs associated with the preparation and submission of his

bid and the Employer will in no case be responsible and liable for those costs.

25. The tenderer shall closely study all specifications in detail, which govern the rates for which he is

tendering.

26. Currencies of Bid and Payment: The unit rates and prices shall be quoted by the Bidder entirely in

Indian Rupees only.

27. The work should be completed within the stipulated period as the time is the essence of the contract.

28. On completion of the work all rubbish, debris, brick bats etc. shall be removed by the contractor(s) at

his/their own expense and the site cleaned and handed over to the company and he/they shall intimate

officially of having completed the work as per contract.

29. The tenderer(s) will deploy sufficient number and size of equipment/machineries/vehicles and the

technical/ supervisory personnel required for execution of the work.

30. Change in Constitution of the Contracting Agency: Prior approval in writing of the company shall be

obtained before any change is made in the constitution of the contracting agency, otherwise it will be

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treated as a breach of Contract.

31. Canvassing in connection with the tenders in any shape or form is strictly prohibited and tenders

submitted by such tenderers who resort to canvassing shall be liable for rejection.

32. The Bidder, who‟s Bid has been accepted, will be notified of the award on-line and also by registered

post by the employer prior to expiration of the bid validity period. The L-1 bidder will get the

information regarding award of work on their personalized dash-board on-line. On receipt of Letter

for Acceptance (LOA)/Work Order of the tender issued by the Company, the successful tenderer shall

execute contract agreement in the company's prescribed form for the due fulfillment of the contract.

Failure to enter into the required contract within the specified period in the work order shall entail

cancellation of LOA/work order and forfeiture of the Earnest Money. The written contract to be

entered into between the contractor and the company, shall be the foundation of the rights of both the

parties and the contract shall not be deemed to be executed until the contract is signed by both the

parties i.e. Contractor and the Company.

33. No subletting of work as a whole by the contractor is permissible. Subletting of work in piece rated

jobs is permissible with the prior approval of the department. The Contract Agreement will specify

major items of supply or services for which the contractor proposes to engage sub-contractor/sub-

vendor. The contractor may from time to time propose any addition or deletion from any such list and

will submit proposals in this regard to the Engineer-in -Charge/Designated Officer in charge for

approval well in advance so as not to impede the progress of work. Such approval of the Engineer in

Charge / Designated Officer in Charge will not relieve the contractor from any of his obligations,

duties and responsibilities under the contract.

34. In case the contractor enters into any litigation, such action should have to be taken in a court of law

with jurisdiction over the place where the subject work is to be executed.

35. If the bid of the successful bidder is seriously unbalanced in relation to the estimate of the cost of

work to be performed under the contract, the company may require the bidder to produce detailed

price analysis for any or all items of the Bill of quantities to demonstrate the internal consistency of

these prices with the construction method and the schedule proposed. After evaluation of the price

analysis, the company may require that the amount of the performance security/security deposit is

increased at the expense of the successful bidder to a level sufficient to protect the company against

financial loss in the event of default on the part of the successful bidder under the contract.

36. Additional Performance Security (APS): APS shall be applicable if the bid price is below15% of

the estimated price, finalized by the owner. The amount of such APS shall be the difference between

85% of the owner's estimated price and quoted price.

It is essential to safeguard company‟s interest in case the contractors abandon the work due to very

poor rates. It shall be released on successful completion of the work. APS is to be deposited in the

form DD/BC/Bank Guarantee(valid up to three months beyond the completion period of the work

and acceptable only in case of the total SD amount is Rs. 5 Lakh or above), as has been stated against

EMD.

APS will be released after successful completion of the work.

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37. Security Deposit & Process for Refund of Earnest Money/Security Deposit:

(37.1)The total security deposit shall be 10% of the total contract value. Security Deposit shall consist

of two parts;

a. Performance Security to be submitted at award of work: - (5% of the total contract value), which is

to be deposited within 28 days after award of the work OR before signing of agreement, in the form

DD/BC/Bank Guarantee(valid upto three months beyond the completion period of one year and

acceptable only in case of the BG amount is Rs. 5 Lakh or above).

b. Retention Money to be recovered from running bills (5% of the total contract value):.Earnest

money deposit of successful tenderer shall be retained as initial security deposit. The balance amount

of security deposit shall be recovered from the running bills @5% till recovery of full security

deposit.

(37.2)The Earnest Money / Security Deposit/APS shall bear no interest.

(37.3)The security deposit shall be released/refunded to the contractor after successful completion of

contract.

(37.4)The company shall be at liberty to deduct/appropriate from the security deposit or any other

amount due for payment to the contractor such sums as are due and payable by the contractor to the

company as may be determined in terms of the contract, and the amount appropriated from the

security deposit shall have to be restored by further deduction from the contractor‟s subsequent on-

account running bills, if any.

(37.5)The refund of security deposit shall be subject to company's right to deduct/ appropriate its dues

against the contractor under this contract/work or any other contract/work.

38. The Company reserves the right to postpone the date of receipt and opening oftenders or to cancel the

tenders without assigning any reason whatsoever.

39. The facilities / preferences for repairing works from the Ancillary units will be as per NCL‟s

Ancillary policy as applicable in purchase tenders.

General Manager (E&M)

Jayant Project

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GENERAL INFORMATIONS & OTHER TERMS/CONDITIONS

1. INTRODUCTION

This tender document has been prepared for finalisation of Repairing and maintenance of 02 Nos.

field switches 6.6KV 1250Amp. VCB make Andrew Yule in East Section, Jayant Project

LOCATION OF CORPORATE OFFICE OF NCL SINGRAULI

The Corporate office of NCL falls in Singrauli district of MP. This is located at about 60Km. from

Renukut Railway Station and about 10 Km. from Singrauli railway station of East Central Railway

and also connected by all weather road from Varanasi (210Km.) and from Jabalpur (350 Km.).

3. CLIMATIC CONDITION The climate of Singrauli is extreme. In summer, temperature reaches 48

0 C. In winter, temperature

reaches to as low as 40 C. Annual rainfall is about 1000 mm. Maximum rainfall in a day is 210 mm.

4. SCOPE OF WORK Work will be carried out in accordance with the requirement brought out in the Bill of Quantity

enclosed and as per instruction of Engineer-in-charge or his representative.

4.1 Declaration of make for supply material mention in BOQ by the tenderer.

5. Penalty against deployment of less than Minimum Manpower requirement stated above: If the contractor fails to deploy the minimum manpower as stated above then the following deductions will be made from the monthly bills :

A) If the absenteeism in any of the Grade/Category is within 3% then deduction will be made on the basis of Minimum wages total absenteeism in the month.

B) If the absenteeism in any of the Grade/Category is more than 3% then deduction will be made at double the Minimum wages rates of Govt. for total absenteeism in the month.

Note: This penalty will be over & above any other penalty condition(s) given elsewhere in this document.

6. Payment: Cenvatable Invoices shall be submitted by Contractor once in a month only. The Payment will be released within 21 days after submission of the bill complete in all respect after adjusting the statutory dues/penalty, if any.

7. Labour Licence : Contractor must obtain &possess the labour licence, as per law & same has to be produced to the

Engineer-in-Charge.

8. Payment of wages to labourers : The contractor shall comply with all the rules and regulations of local authorities during the

performance of his field activities. He shall also comply with the current minimum wages during the

execution of the contract, as applicable and the payment of wages act (both of the Government of

India and the local State Government) and the rules made there under in respect of any employee or

workman employed or engaged by him. The contractor shall make all necessary payments of the

provident fund for the workmen employed by him for the work as per the laws prevailing under

provisions of CMPF & Allied Schemes and CMPF & Miscellaneous provision Act 1948 or

Employees Provident fund and miscellaneous Provisions Act 1952, as the case may be. The

contractor shall also comply the provision of Bonus Act of Govt. Of India.

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The contractor shall in addition to any indemnity provided by law indemnify the Company against

all liabilities whatsoever arising out of the workmen's Compensation Act, 1923 or any enactment

and amendments thereto and shall be wholly responsible for observance of all statutory rules and

regulations under any act or award to the Govt. in force, in matters relating the employment,

payment and retrenchment of labourers. No claim shall lie against the company for damage done by

any act of God or on account of circumstances beyond company's control.

If in any matter which is not expressly provided for or against these condition of any matter or

practice appears prejudicial to the interest of the company or the public, the Company may call upon

the contractor to remedy, modify or remove such matter or practice and this shall be binding on the

contractor.

INSTRUCTIONS TO BIDDERS

1. SCOPE OF BIDDER

1.1 The NORTHERN COALFIELDS LIMITED (referred to as Employer in these documents) invites bids for the works as mentioned in the Bid Notice. The Bidders should submit Bids for all the

works mentioned in the Notice.

1.2 Every tenderer is expected, before quoting his rates, to go through the requirements of materials/

workmanship under specification/requirements and conditions of contract and to inspect the

site/area of the proposed work at his own cost. It shall be deemed that the tenderer has visited the

site/area and got fully acquainted with the working conditions and other prevalent conditions and

fluctuations thereto whether they actually visited the site/area or not and have taken all the above

factors into account while quoting his rates.

1.3 The successful Bidder will be expected to complete the Work(s) by the Intended Completion

period specified in the Bid document/Notice.

2. ELIGIBLE BIDDERS (2.1) The Invitation for Bid is open to all Bidders including an individual, proprietorship firm,

partnership firm, company registered under Companies Act, any legal entity or joint ventures. The bidders shall be eligible to participate only if they fulfil the qualifying/eligibility criteria specified in e-

tender Notice and at Clause 6 & 7. (2.2) The bidders shall have Digital Signature Certificate (DSC) issued from any agency authorized

by Controller of Certifying Authority (CCA), Govt. of India and which can be traced up to the chain of trust to the Root certificate of CCA.

(2.3) The bidders have to accept unconditionally the online user portal agreement which contains the

acceptance of all the Terms and Conditions of NIT and ITB, including General and Special Terms &

Conditions, technical specifications, other conditions, if any, along with on-line undertaking in

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support of the authenticity of the declarations regarding the facts, figures, information and documents

furnished by the bidder on-line in order to become an eligible bidder.

(2.4) The Company reserves its right to allow Public Enterprises purchase preference facility as

admissible under prevailing policy.

(2.5) No sub-letting of the work as a whole by the contractor is permissible. Prior permission is

required to be taken from the principle employer for engagement of sub-contractors in part

work/piece rated work.

The Contract Agreement will specify major items of supply or services for which the contractor

proposes to engage sub-contractor/sub-vendor. The contractor may from time to time propose any

addition or deletion from any such list and will submit proposals in this regard to the Engineer-in-

Charge / Designated Officer in charge for approval well in advance so as not to impede the progress

of work. Such approval of the Engineer-in-Charge / Designated Officer in Charge will not relieve the

contractor from any of his obligations, duties and responsibilities under the contract.

3. QUALIFICATION OF THE BIDDER

(3.1) In the event that pre-qualification of potential bidders has been undertaken, only bids from pre-

qualified bidders will be considered for award of contract.

(3.2)If the employer has not undertaken pre-qualification of potential bidders, all bidders shall fulfil

the eligibility / qualifying criteria as detailed at point. 7 of e-tender Notice. Such details shall be

submitted as deliberated at e-tender Notice.

(3.3)If the bidder is subsidiary of a company, the experience and resources of the holding company

or its other subsidiaries will not be taken into account. However, if the bidder is a holding company,

the experience and resources of its wholly owned subsidiaries will be taken into consideration.

(3.4)Even though the bidders meet the above eligibility/qualifying criteria, they are subject to be

disqualified if they have:

a. Made misleading or false representations in the forms, statements and attachments submitted in proof of the qualification requirements; and/or

b. Record of poor performance such as abandoning the works, not properly completing the contract, inordinate delays in completion, or financial failures etc.

4. ONE BID PER BIDDER

Each Bidder shall submit only one Bid, either individually, or as a partner in a partnership firm or a

partner in a Joint Venture or a Public Ltd. /Private Ltd. company or any legal entity. A Bidder who

submits or participates in more than one Bid (other than as a su