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Issued to M/s.
_ _
_
NON TRANSFERABLE
TAMIL NADU DISASTER RISK REDUCTION AGENCY
(TNDRRA), COMMISSIONERATE OF REVENUE
ADMINISTRATION AND DISASTER MANAGEMENT
DEPARTMENT,
CHEPAUK, CHENNAI 600 005.
Phone: 044- 28528745
Website: www.tnsdma.tn.gov.in Email: [email protected]
REF. No. OC-I/1973 /2020 DATED: 29.08.2020.
INVITATION FOR ENROLLMENT AS SUPPLIER AT FIXED RATE
CONTRACT FOR THE SUPPLY OF “SINGLE LAYER THREE FOLD 2
PLY COTTON CLOTH FACE MASKS” TO REVENUE
ADMINISTRATION AND DISASTER MANAGEMENT
DEPARTMENT UNDER FIXED RATE CONTRACT AS PER
RULE 31-A 2 (e) OF TAMIL NADU TENDER TRANSPARENCY IN
TENDER RULES, 2000.
UNDER FIXED RATE CONTRACT SYSTEM FOR 6 MONTHS FROM
THE DATE OF ACCEPTANCE
LAST DATE AND TIME FOR RECEIPT OF SEALED OFFER:
03.09.2020 upto 3.00 PM
TAMIL NADU DISASTER RISK REDUCTION AGENCY
(TNDRRA), COMMISSIONERATE OF REVENUE
ADMINISTRATION AND DISASTER MANAGEMENT
DEPARTMENT,
CHEPAUK, CHENNAI 600 005.
Phone: 044- 28528745
Website: www.tnsdma.tn.gov.in Email: [email protected]
ENROLLMENT AS SUPPLIER AT FIXED RATE CONTRACT AS PER
SECTION 31-A 2 (e) OF TAMIL NADU TRANSPERENCY IN
TENDERS RULES 2000, FOR THE SUPPLY OF “SINGLE LAYER
THREE FOLD 2 PLY COTTON CLOTH FACE MASKS” TO REVENUE
ADMINISTRATION AND DISASTER MANAGEMENT
DEPARTMENT
BID REFERENCE : Ref. No. OC-I / 1973 /2020,
Dated:29.08.2020
DATE OF COMMENCEMENT OF BID : 30.08.2020
LAST DATE AND TIME FOR
RECEIPT OF BIDS
DATE AND TIME OF OPENING
OF BIDS
: 03.09.2020 upto 3.00 PM
: 03.09.2020 at 3.30 PM
PLACE OF OPENING OF BIDS : Commissionerate of
Revenue Administration and
Disaster Management,
Chepauk, Chennai – 05.
ADDRESS FOR COMMUNCATION : Commissionerate of Revenue
Administration
and Disaster
Management, Chepauk,
Chennai – 05.
COST OF BID DOCUMENT : FREE OF COST
The tender document can be downloaded from the websites of
www.tnsdma.tn.gov.in and w ww.tenders.tn.gov.in on free of cost.
INVITATION FOR BIDS
Sealed offers will be received upto the prescribed time and
date by TNDRRA, Chepauk, Chennai for Enrollment as Supplier at
Fixed Rate Contract as per section 31-A 2 (e) of Tamil Nadu
Transperancy in Tenders Rules 2000, for the supply of “Single
Layer Three Fold 2 ply cotton cloth Face masks” to Revenue
Administration and Disaster Management Department
1. Interested eligible Bidders may obtain further information
from the office of the Tamil Nadu State Disaster
Management Agency, Commisisonerate of Revenue
Administration and Disaster Management, Chepauk,
Chennai – 600 005.
2. A complete set of bidding documents may be obtained by
any interested eligible bidder on submission of a written
application to the above office at FREE OF COST.
3. The bidding document may be obtained from the office of
Tamil Nadu State Disaster Management Agency,
Commisisonerate of Revenue Administration and Disaster
Management, Chepuak, Chennai – 600 005, during office
hours namely, from 10.00 hours to 17.30 hours on all
working days. Alternatively, the tender document can be
downloaded from www.tnsdma.gov.in and
www.tenders.tn.gov.in at free of cost.
4.BID REFERENCE : Ref. No. OC-I / 1973 /
2020,
Dated:29.08.2020
DATE OF COMMENCEMENT
OF BID
LAST DATE AND TIME FOR
RECEIPT OF BIDS
DATE AND TIME OF
OPENING OF BIDS
: 30.08.2020
: 03.09.2020 upto 3.00 PM
: 03.09.2020 at 3.30 PM
PLACE OF OPENING OF BIDS : Commissionerate of
Revenue Administration and
Disaster Management,
Chepauk, Chennai – 05.
ADDRESS FOR
COMMUNCATION
: Commissionerate of
Revenue Administration
and Disaster
Management, Chepauk,
Chennai – 05.
COST OF BID DOCUMENT : FREE OF COST
5. The bidders, who have downloaded the bid documents,
shall be solely responsible for checking these websites for
any addendum / amendment issued subsequently to the
bid document and take into consideration the same while
preparing and submitting the bids.
6. Bids will be opened in the presence of Bidders / Bidders’
representative who choose to attend on the specified date
and time.
LIST OF ANNEXURES
1. Earnest Money Deposit (SELF CERTIFICATION)
2. Self Declaration as Manufacturer and Production Capacity
3. Sales Tax / GST Assessment
Declaration (SELF CERTIFICATION)
4. Annual Turn Over (SELF CERTIFICATION)
5. Affidavit (SELF CERTIFICATION)
6. Agreement
7. Performance Security Bank Guarantee (Guarantor)
8. Specification of Face Masks (SELF CERTIFICATION)
9. Acceptance Certificate (SELF CERTIFICATION)
INTRODUCTION
1. PREAMBLE:
1. Tamil Nadu Disaster Risk Reduction Agency (TNDRRA),
Commissionerate of Revenue Administration and Disaster
Management Department, Chepauk, Chennai 600 005 has
already finalized the rates for the “Supply of Single Layer
Three Fold 2 Ply Cotton Cloth Face Masks” to Revenue
Administration and Disaster Management Department
under Rate Contract System for 6 Months from the date of
acceptance through open tender vide REF. No.
OC-I/1640/2020 DATED: 12.06.2020 to be read with various
corrigenda issued upto 19.06.2020 and subsequently 2nd
invitation for enrollment as supplier at fixed rate contract
system as per rule 31-a 2 (e) of Tamil Nadu Tender
Transparency In Tender Rules, 2000 was issued vide
reference no OC-1/1640/2020, Dated: 13.07.2020.
2. In view of the urgency, it is now decided to invite the
bidders who are manufacturers (should produce copy of
the purchase order for apparel / garments as self-proof)
for enrollment as suppliers at the rates obtained in the
above tender as a fixed rate contract valid for 6 Months
from the date of finalization of enrollment through this
tender notification issued under the provisions of section
31-A 2 (e) of Tamil Nadu Transparency in Tenders Rules,
2000.
2. INVITATION OF BIDS
1. The bids are invited from the eligible bidders who are
manufacturers (should produce copy of the purchase
order for apparel / garments as self-proof) meet the terms
and conditions to Supply of Single Layer Three Fold 2 Ply
Cotton Cloth Face Masks as per the model with the
specification indicated in this bidding document on or
before the due date indicated.
2. The bids should be submitted in a sealed cover duly signed
on all pages by the Authorized signatory of the bidder
superscribing the envelope “Bids for Enrollment of
suppliers on fixed rate contract as per section 31 –A 2 (e)
of Tamil Nadu Transparency in Tenders Rules 2000, for
“Supply of Single Layer Three Fold 2 Ply Cotton Cloth Face
Masks”, due on 03.09.2020 @ 03.00 PM”.
Annexure I to IX should be filled up and signed
separately and submitted in the above sealed cover.
TNDRRA will not be responsible for opening of any bid
not superscribed in the outer cover with the above
wordings.
3. LATE BIDS:
Tamil Nadu Disaster Risk Reduction Agency (TNDRRA),
Commissionerate of Revenue Administration and Disaster
Management Department, Chepauk, Chennai 600 005 will
not be responsible for the delay in receipt of any bid sent
by Post.
4. VALIDITY OF THE BIDS:
1. The bids shall be valid for a period of 6 months. A bid valid
for a shorter period will be rejected as non-responsive.
2. In exceptional circumstances, TNDRRA may solicit the
bidders consent to an extension of period of validity in
writing. The bidder granting the request is not required or
permitted to modify its bid.
5. PREPARATION OF BIDS:
1. The bid shall be typed or written in indelible ink shall be
signed by the bidder or a person or persons duly authorized
to bind the bidder to the contract. The Letter of
Authorization shall be indicated by a written Power of
Attorney accompanying the bid. All pages of the bid except
for an unamended printed literature shall be initialed by the
person or persons signing the bid.
2. Any interlineations, erasures or overwriting shall be valid
only if they are initialed by the person or persons signing the
bid.
6. MODIFICATION AND WITHDRAWAL OF BIDS:
1. The bidder may modify or withdraw its bid after the bid
submission provided that written notice of modification or
withdrawal is received by the TNDRRA prior to the
deadline prescribed for submission of bids.
2. No bid may be modified subsequent to the deadline for
submission of bids.
3. No bid may be withdrawn in the interval between the
deadline for submission of bids and the expiration of
period of the bid validity specified by the bidder on the Bid
form.
7) BID SECURITY
1. All bids must be accompanied by the Bid security of
Rs.4,00,000 /- (Rupees Four lakh only) in the form of
Demand Draft from any scheduled bank drawn in in favour
of Tamil Nadu State Disaster Management Authority
payable at Chennai.
2. Any bid not submitted with Bid security will be rejected as
non-responsive.
3. Unsuccessful bidders bid security will be
discharged/returned as early as possible.
4. The bid security will not carry any interest.
5. The bid security will be forfeited, if a bidder withdraws its
bid during the period of validity specified by the bidder in
the bid form or in case of successful bidder, if the bidder
fails to sign the contract agreement or to furnish the
performance security.
8) BID OPENING AND EVALUATION
1. The bids received upto the due date and time indicated will
be opened in the presence of the bidders at the time and
date and place indicated.
2. Late bid, bids by fax/email will not be accepted.
3. The bids will be opened in the presence of bidders who
choose to attend.
9. PRELIMINARY EXAMINATION
1. The bids will be subjected to initial examination to
determine whether they are complete, whether any
computational errors have been made, whether required
sureties have been furnished, whether the documents have
been properly signed, and whether the bids are generally
in order. Bids from Representatives, without proper
authorization from the manufacturer shall be treated as
non-responsive.
2. Bids received with incomplete details and not meeting the
technical specification and the terms and conditions of this
bidding document will be summarily rejected as non-
responsive.
3. During evaluation of bids, TNDRRA may at its discretion
ask the bidder for clarification of its bid in writing and the
response of the bidder should also be in writing.
4. TNDRRA may waive any minor infirmity or non-conformity
or irregularity in a bid which does not constitute a material
deviation, provided such a waiver does not prejudice or
affect the relative ranking of any bidder.
5. Prior to the detailed evaluation, TNDRRA will determine the
substantial responsiveness of each bid to the bidding
documents. For purposes of these clauses a substantially
responsive bid is one which conforms to all the terms and
conditions of the bidding documents without material
deviations. Deviations from or objections or reservations to
critical provisions such as those concerning Performance
Security, Warranty, Force Majeure, Applicable law and Taxes
and Duties will be deemed to be material deviation. TNDRRA’s
determination of a bids responsiveness is to be based on the
contents of the bid itself without recourse to extrinsic evidence.
6. A bid determined as not substantially responsive will be
rejected by the TNDRRA and may not subsequently be
made responsive by the bidder by correction of
nonconformity.
10. DETAILED EVALUATION OF BIDS:
The detailed evaluation and comparison of bids determined
to be substantially responsive will be done by TNDRRA.
11. CONTACTING THE TNDRRA
1. No bidder shall contact the TNDRRA on any matter relating
to its bid, from the time of bid opening to the time the
contract is awarded.
2. Any effort by a bidder to influence the TNDRRA in bid
evaluation, bid comparison or contract award decisions
may result in rejection of the bidders bid.
3. The bidders shall not make attempts to establish
unsolicited and unauthorized contact with the Tender
accepting authority, Tender Inviting Authority or Tender
Scrutiny Committee after opening of the bids and prior to
the notification of award and any attempt by any bidder to
bring to bear extraneous pressures on the Tender
Accepting Authority shall be sufficient reason to disqualify
the bidder.
4. Notwithstanding anything stated above, the Tender
Inviting Authority or the Tender Accepting Authority, may
seek bona fide clarifications from bidders relating to the
bids submitted by them during the evaluation of bids.
12. RIGHT TO VARY QUANTITIES:
TNDRRA reserve the right to increase or decrease the
quantity of goods and services during the currency of the
contract without any change in unit price or other terms
and conditions. No claims by the supplier arising out of
such variation will be entertained by TNDRRA.
13. RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR
ALL BIDS :
TNDRRA reserves the right to accept or reject any bid, and
to annul the bidding process and reject all bids at any time
prior to award of contract, without thereby incurring any
liability to the affected bidder or bidders or any obligation
to inform the affected bidder or bidders of the grounds for
the purchasers action.
14. ACCEPTANCE OF THE BID :-
1. TNDRRA after evaluation of the bids will notify the
successful bidder / bidders the acceptance of its / their
bids.
2. The notification of award will constitute the formation of
the contract.
3. Upon the successful bidders furnishing of performance
security, TNDRRA will promptly notify each unsuccessful
bidder and will discharge its bid security.
4. The successful bidder should furnish BID security Deposit
of required value i.e., 2.5% of supply contract value in the
form of DD or Bank Guarantee for that amount having
validity period for 6 months.
15. SIGNING OF CONTRACT :-
At the same time as TNDRRA notifies the successful bidder
that its bid has been accepted and ask the bidder to enter
into the Contract Agreement in the prescribed format and
the successful bidder within 2 days of receipt of
notification of award shall sign the contract agreement for
“Supply of Single Layer Three Fold 2 Ply Cotton Cloth Face
Masks”.
16. ADDITIONAL TERMS AND CONDITIONS
The qualification criteria prescribed for the eligibility of the
bidders, Contract Form, Performance security form,
Affidavit and the final specification followed for the tender
REF. No. OC-I/1640 /2020 DATED: 12.06.2020 are given in
the ANNEXURES of this notification.
17.MODEL, PRICES AND TERMS AND CONDITION FINALIZED
ALREADY AND APPLICABLE FOR THE PRESENT TENDER:
1. The following is the rate finalized in the tender notification
No. O.C. I / 1640 / 2020, dated: 12.06.2020 for the
specification mentioned in the annexures VIII enclosed
with this. Rate of 1 piece of mask is Rs.6.45 paise + 5%
GST.
2. For orders placed upto 6 months, the above rates will be
applicable.
3. The delivery period will be a maximum of 15 days for an
order quantity. The delivery period includes packing and
supply at specified sites.
4. The eligible bidders are requested to furnish their
acceptance to supply which meets the specification and as
per the terms and condition indicated in this notification in
the Bid form indicated in Annexure along with the
documents called for in the notification.
ANNEXURE - I
Earnest Money Deposit (SELF CERIFICATION)
I submit herewith the Demand Draft for Rs.4,00,000/- (Rupees
Four Lakhs only) for Earnest Money Deposit for the sealed offer for supply
of Single Layer Three Fold 2 Ply Cotton Face Mask under rate contract, in
favor of Director, Tamil Nadu Disaster Risk Reduction Agency
Details of the Earnest Money Deposit (EMD): Rs.4,00,000
Amount D.D.No Date Name of the Bank
Signature :
Date :
Name of the firm and address :
ANNEXURE - II
SELF DECLERATION AS MANUFACTURER AND PRODUCTION CAPACITY
I / We Certify that, I / we am / are the manufacturer of apparel / garments –
similar cloth products and enclosed herewith the latest purchase order for apparel /
garments as self-proof.
Production capacity of Single Layer Three Fold 2 Ply Cotton Face
Mask with specification mentioned
in Annexure-VIII of
M/.s per day is
( in words only)
I declare that the above mentioned information is correct and
complete to the best of my knowledge and belief.
Signature of Applicant Date:
Seal. (Name in capital)
ANNEXURE - III
SALES TAX / GST ASSESSMENT DECLARATION
(SELF CERTIFICATION)
(To be filled up by the applicant)
01. Name or style in which the applicant is assessed or assessable to Sales
Tax / G.S.T Addresses or assessment.
02. a. Name and address of all companies, firms or associations
or persons in which the applicant is interested in his individual
or fiduciary capacity.
b. Places of business of the applicant (All places of business
should be mentioned).
03. The Districts, taluks and divisions in which the applicant is assessed
to Sales Tax / G.S.T (All the places of business should be furnished).
04. a. Total contract amount or value of patronage received in the
preceding three years.
2016 - 2017
2017 - 2018
2018 - 2019
05. Particulars of Sales Tax /G.S.T for the preceding four years.
Year
Total turnover assessed
Rs.
Total Tax assessed Rs.
Total Tax paid Rs.
Balance due Rs.
Reasons for
balance
Rs.
2016- 2017
2017- 2018
2018- 2019
06. If there has been no assessment in any year, whether returns were
submitted any, if there were, the division in which the returns were sent.
07 Whether any penal action or proceeding for the recovery of Sales Tax /
G.S.T is pending.
08. The name and address of Branches if any:
I declare that the above information is correct and complete to the best of my
knowledge and belief.
Signature of Applicant: Address: Date:
ANNEXURE - IV
ANNUAL TURN OVER (SELF CERTIFICATION)
The Annual Turnover of M/.s for the past
three years are given below and certified that the statement is true and
correct.
Sl. No. Year Turnover in Lakhs (Rs)
1. 2016 - 2017 -
2. 2017 - 2018 -
3. 2018 - 2019 -
Total - Rs. Lakhs.
Average turnover per annum - Rs. Lakhs.
Signature of Applicant Date:
Seal. (Name in capital)
ANNEXURE - V
AFFIDAVIT (SELF CERTIFICATION)
1) I son of aged
about _ years, Proprietor /Partner* /Managing Director* of M/s.
(Name and address of the Bidder) do
hereby solemnly affirm and sincerely state as follows:-
2) The bidder has submitted the offer the supply of Single layer Three
Fold 2 Ply Cotton Face Masks under Rate Contract System for 6
months from the date of acceptance at the rate of Rs. 6.45 +5% GST.
3) I state that the Bidder, if awarded contract, undertake to supply the
mask as per supply order specified by the tender accepting
authority and there will not be any deviation in supply of products
etc., as specified by tender accepting authority.
4) I undertake that in the case of supply of the products deviating from
the specification quoted by tender accepting authority and the
literature submitted by the Bidder, the tender accepting authority is
at liberty to prosecute for breach of trust or for any other offence
which warrants prosecution.
Solemnly affirmed at this
the day of 20 and
signed.
* All partners shall furnish affidavit.
* Managing Director shall be authorized by the company by resolution
and he shall swear for the company and for himself
ANNEXURE - VI
AGREEMENT
THIS AGREEMENT made on the........... day of ........................., 20 Between
Tamil Nadu Disaster Risk Reduction Agency, Ezhilagam, Chepauk,
Chennai – 5. (here in after "the Purchaser") of the one part and ........................
(Name of Manufacturer) of .......................... (City and Country of
Manufacturer) (here in after called "the Supplier") of the other part:
WHEREAS the Purchaser is desirous that certain Goods and
ancillary services viz;. Supply of Single Layer Three Fold 2 Ply Cotton Face
Masks under Rate Contract System for 6 months from the date of acceptance
in the tender Reference OC-1/1640/2020, Dated: 13.07.2020 and has accepted at
Rs.6.45 + 5% GST for 1 piece of face mask (Six Rupees and Forty Five Paise
+ 5 % GST) (hereinafter called "the Contract Price").
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same
meanings as are respectively assigned to them in the Conditions of
Contract referred to, and they shall be deemed to form and be read and
construed as part of this agreement.
2. The following documents shall be deemed to form and be read
and construed as part of this Agreement, viz.:
(a) The Letter of Acceptance issued by the purchaser.
(b) The Notice Inviting Bid
(c) The supplier’s bid including enclosures, annexures, etc.
(d) The Terms and Conditions of the Contract
(e) The Schedule of Requirement
(f) The Technical Specification
(g) Any other document listed in the supplier’s bid and replies to
queries, clarifications issued by the purchaser, such
confirmations given by the bidder which are acceptable to the
purchaser and the entire Addendum issued as forming part of
the contract.
3. In consideration of the payments to be made by the Purchaser to
the Supplier as hereinafter mentioned, the Supplier hereby covenants with
the Purchaser to provide, the goods and services and to remedy defects
therein in conformity in all respects with the provisions of the Contract.
4. The purchaser hereby covenants to pay the Supplier in
consideration of the provision of the goods and services and the remedying of
defects therein, the Contract Price or such other sum as may become payable
under the provisions of the Contract at the times and in the manner
prescribed by the Contract.
DELIVERY SCHEDULE
The first batch should be delivered within 7 days and subsequent
batches within 15 days from the date of order. Hence the supplier is
expected to keep adequate stocks at his warehouses to meet the delivery on
short notice.
IN WITNESS where of the parties here to have caused this Agreement to be executed in accordance with their respective laws the day and year first above written.
Signed, Sealed and Delivered by the
said (For the Purchaser)
in the presence of .......................................... Signature Name Address
Signed, Sealed and Delivered by the
Said (For the Supplier)
in the presence of .......................................... Signature Name Address
ANNEXURE - VII
PERFORMANCE SECURITY BANK GUARANTEE
(unconditional)
To : Tamil Nadu State Disaster Management Authority, Ezhilagam, Chepauk, Chennai – 5.
WHEREAS .......................................................... (Name of the
Manufacturer) herein called “the Supplier” has undertaken, in pursuance of
Advertisement OC-1 / 1973 / 2020, Dated: .08.2020 to supply of Single Layer
Three Fold 2 Ply Cotton Face Mask under Rate Contract System for 6 months
from the date of acceptance. (Description of Goods and Services) hereinafter
called “the Contract”.
AND WHEREAS it has been stipulated by you in the said Contract
that the Supplier shall furnish you with a Bank Guarantee by a recognized
bank for the sum specified therein as security for compliance with the
Supplier’s performance obligations in accordance with the Contract.
AND WHEREAS we have agreed to give the Supplier a Guarantee
THEREFORE WE hereby affirm that we are Guarantors and
responsible to you, on behalf of the Supplier, upto a total of
......................................................................... (Amount of the Guarantee in Words
and Figures) and we undertake to pay you, upon your first written demand
declaring the Supplier to be in default under the Contract and without cavil
or argument, any sum or sums within the limit of .....................................
(Amount of the Guarantee in Words and Figures) as aforesaid, without your
needing to prove or to show grounds or reasons for your demand or the sum
specified therein.
This guarantee is valid until the .............. day of .................. 20…..
Signature and Seal of Guarantors
............................................
............................................
............................................
Date .................. 20 ............
Address ..............................
............................................
............................................
ANNEXURE – VIII
SPECIFICATION OF SINGLE LAYER THREE FOLD 2 PLY COTTON
FACE MASK
1. 100% cotton fabric, cool, breathable, washable and reusable 2. Knitted fabric should not be used. 3. Single layer 4. Three fold 2 ply cotton. 5. Cotton cloth used in mask should have a minimum of 40’s X
40’s count 6. The colour of the mask should not be white. 7. Elastic should not be used and adjustable lace should be
used. 8. Dimensions of the mask: a) Four laces should be of 36.5cm length b) The breadh of the mask should be 8.5cm. The three fold
mask, when expanded in middle, it should be 16.5.cm. c) The length of the mask should be 18.cm.(as per diagram
below)
SPECIFICATION OF THE MASK (DIAGRAM)
I / We certify that I / We will supply the single layer three fold 2 ply cotton face mask with above specification. If the supplied mask is found to be deviated from the specification, I am fully aware that it will be rejected and I am willing to replace the rejected quantities with above mentioned specifications.
Signature of Applicant: Address: Date:
ANNEXURE - IX
ACCEPTANCE CERTIFICATE
(SELF CERTIFICATION)
I / We
have our
Office at do declare that I/We have
carefully read all the conditions of the bid documents and hereby agree to all
the conditions and to supply to the goods as per scheduled delivery period of
the purchase orders and abide by all the conditions set forth therein.
Signature :
Date :
Name of the firm and address :