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RASHTRIYA ISPAT NIGAM LIMITED
VISAKHAPATNAM STEEL PLANT
VISAKHAPATNAM-530 031
MATERIALS MANAGEMENT DEPARTMENT
(PURCHASE WING)
BLOCK-A, ADMINISTRATIVE BUILDING
VISAKHAPATNAM STEEL PLANT
VISAKHAPATNAM-530 031 (A.P) INDIA
Telephone No: +91 891 2518325 FAX NO.+91 891 2518756
+91 891 2519533 +91 891 2518753
Email:[email protected]
OPEN TENDER NOTIFICATION
Invitation to Tender No.Pur.2.66.PAMCC/0142 Dated 26/10/2012
Corrigendum to tender no -01 dtd 02/11/2012
Sealed tenders are invited for appointment of Agent for participation in Joint Sampling and Analysis,
Loading supervision Jobs of Medium Coking Coal supplies from M/s Central Coal fields Ltd. to
Visakhapatnam Steel Plant.
1.0 Clause no 2 of Open tender Notice and Clause 1.1 of Annexure –I shall be read as:
We are looking out for agencies, who can meet the following eligibility criteria, to take up the job
indicated above. (Pre-Qualification Bid should contain the following )
a) A turnover of Rs.50 Lakhs per annum or above during the preceding two financial years. The
Annual report (Balance Sheet and Profit & Loss account) of last two years to be submitted as proof
of their financial standing. A certificate from a Chartered Accountant confirming that the firm has
paid all taxes which are due is also to be submitted.
b) Experience in loading supervision ,liasoning with Railways in any company for movement of Bulk
loose materials like Iron Ore /Coal/Limestone/Dolomite/Coke/Minerals and Ores by RAIL ,for an
average quantity of Fifty thousand tons per month for a minimum period of any two years during the
last 10years ending August ,2012 (Physical movement by Rail only and not on Rail Cum Sea or Rail
Cum Road) to any PSU/Power House of Govt Dept.Certificate from the clients (s) regarding
physical movement by Rail and satisfactory performance must be submitted.
c) Experience in Joint Sampling and Analysis of Coal for a minimum period of one year during the last
10 years ending August,2012 to any PSU / Power House of Govt. Dept. Certificate from the Client(s)
regarding Joint Sampling and analysis must be submitted.
d) Tenderer should have an office accommodation with communication facilities such as FAX,
Telephone, E-mail etc., near the concerned Railway Divisional Office and loading point or give an
undertaking that they will establish an office with all the communication facilities as mentioned
above within 30 days of award of the Contract.
Last Date for receipt of Tenders : 26/11/2012 upto 1030 HRS(IST)
Tenderers who are interested in participating in the tender can download the tender documents from our
Website: www.vizagsteel.com and submit their offer before 1030 Hrs (IST) on last date of receipt of tender as
per the instructions given in the tender documents. In case of difficulty in downloading of tender documents,
the tender document shall be sent by post free of cost on written request from the tenderer.
The bidder should refer to RINL’s website regularly for any corrigendum.
- GENERAL MANAGER (MM)
RASHTRIYA ISPAT NIGAM LIMITED
VISAKHAPATNAM STEEL PLANT
(A Government of India Enterprise)
INDEX
Invitation for Tender No. Pur. 2.66.PAMCC/0142, Dated 26/10/2012.
For appointment of Agent for participation in Joint Sampling and Analysis, loading supervision jobs of
Medium Coking Coal supplies from M/s CCL to Visakhapatnam Steel Plant.
-----------------------------------------------------------------------------------------------------------------
Part No. Description No. of pages Page Nos
-----------------------------------------------------------------------------------------------------------------
Notice of invitation to Tender 4 1 - 4
Annxure - I Instructions to Tenderers 5 5 - 9
Annexure - II General Conditions of Acceptance to Tender 11 10-19
Annexure - III Schedule of rates (Proforma of Price Bid) 1 20
Annexure - IV Letter of Acceptance of terms and conditions 2 21-22
Annxure - V Proforma of Bank Guarantee for 2 23-24
Performance Guarantee Bond
(Total 24 pages)
------------------------------------------------------------------------------------------------------------
RASHTRIYA ISPAT NIGAM LIMITED
(Government of India Enterprises)
MATERIALS MANAGEMENT DEPARTMENT
(Purchase Wing)
Block-A, Administrative Building,
Visakhapatnam Steel Plant,
Visakhapatnam-530 031.
Phones : 0891-2518325 Fax No: 0891-2518753
0891-2518534 2518756
OPEN TENDER NOTICE
Tender No.Pur.2.66.PAMCC/0142 Dated 26/10/2012
INVITATION TO TENDER FOR APPOINTMENT OF AGENT FOR
PARTICIPATION IN JOINT SAMPLING AND ANALYSIS, LOADING SUPERVISION JOBS OF
MEDIUM COKING COAL SUPPLIES FROM M/S CENTRAL COAL FIELDS LIMITED TO
VISAKHAPATNAM STEEL PLANT
1.0 Rashtriya Ispat Nigam Limited (RINL), Visakhapatnam Steel Plant (VSP) invites sealed bids in
two parts (Part-A – Pre-qualification bid and Part-B – Price Bid) in separate envelops for
appointment of Agent for participation in Joint Sampling and Analysis, Loading Supervision Jobs
of Medium Coking Coal supplies from M/s Central Coal Fields Ltd. to Visakhapatnam Steel
Plant.
2.0 We are looking out for agencies, who can meet the following eligibility criteria, to take up the job
indicated above. (Pre-Qualification Bid should contain the following )
(a) A turnover of Rs.50 Lakhs per annum or above during the preceding two financial years. The
Annual report (Balance Sheet and Profit & Loss account) of last two years to be submitted as
proof of their financial standing. A certificate from a Chartered Accountant confirming that the
firm has paid all taxes which are due is also to be submitted.
(b) Experience in loading supervision ,liasoning with Railways in any company for movement of
Bulk loose materials like Iron Ore /Coal/Limestone/Dolomite/Coke/Minerals and Ores by RAIL
,for an average quantity of Fifty thousand tons per month for a minimum period of any two years
during the last 10years ending August ,2012 (Physical movement by Rail only and not on Rail
Cum Sea or Rail Cum Road) to any PSU/Power House of Govt Dept.Certificate from the clients
(s) regarding physical movement by Rail and satisfactory performance must be submitted.
(c) Experience in Joint Sampling and Analysis of Coal for a minimum period of one year during the
last 10 years ending March,2012 to any PSU / Power House of Govt. Dept. Certificate from the
Client(s) regarding Joint Sampling and analysis must be submitted.
(d) Tenderer should have an office accommodation with communication facilities such as FAX,
Telephone, E-mail etc., near the concerned Railway Divisional Office and loading point or give
an undertaking that they will establish an office with all the communication facilities as
mentioned above within 30 days of award of the Contract.
NOTE: VSP reserves the right to verify the certificates / inspect the premises of the tenderer in
support of their eligibility criteria. In case any of the certificates are found to be not correct, the offer
submitted by such tenderer shall be summarily rejected.
2.1 RINL shall have the option of resorting to reverse e-auction. All technically and commercially
acceptable bidders would be required to participate in the reverse e-auction. Details in regard to
reverse e-auction are mentioned at para 2.1.1 below. In case of reverse e-auction the bidders would
be required to quote prices only on the basis of landed net of cenvat.
2.1.1 RINL will inform the technically and commercially acceptable (TA & CA) tenderers of the date and
time of reverse e-auction and they shall participate in the process. All the tenderers would have to
generate user ID & Password by following the following steps
• Go to www.vizagsteel.com
• Click on auctions link.
• Click on MM Reverse e-auctions
• Click on “new user!!! Click to register” for generating user ID and fixing corresponding password.
2.1.2 Definition of key terms for reverse auction and RINL’s reverse e-auction user manual is uploaded on
our web sitewww.vizagsteel.com under auctions menu and MM reverse auctions sub menu.TA &
CA tenderers would be authorized to quote their LNCP prices on only e-reverse auction engine on a
fixed time and date.
After the completion of the reverse e-auction at the end of price delivery process, the purchase order
would be placed in the normal mode.
In case of reverse e-auction the bidders would be required to quote prices only on the basis of
landed net of cenvat (Total Cost – Cenvatable component).
2.1.3 In case of the reverse e-auction is conducted the sealed price bids of all the TA
& CA tenderers, irrespective of either they have participated in the reverse e-auction or not,
shall be opened within a short duration. Based on the prices so received through revesre e-
auction and the sealed price bids received in the physical mode of tender, a composite
comparative statement shall be made considering the lower of prices (i.e sealed price bid prices
and reverse e-auction prices) of all the parties. Placement of orders shall be considered on the
L1 price( LNCP) so arrived (Total Cost – Cenvatable component).
3.0 BID MONEY/BID BOND:
3.1 Each tender shall be considered only if Bid money in Indian Rupees by means of either a Demand
Draft or cheque (subject to realization) drawn on any Scheduled Bank and payable to Rashtriya
Ispat Nigam Ltd. at Visakhapatnam in favour of RINL for an amount Rs. 37,500 /- ( Rupees Thirty
seven thousand Five hundred only) is submitted along with or prior to opening of Part-A:
Techno-commercial Bid.
3.2 Tenders received without the Bid Bond / Bid Money of requisite value will be summarily rejected.
Bid money shall not carry interest.
4.0 TENDER DOCUMENTS:
Tenderers who are interested in participating in the tender can download the tender documents from
our Website: WWW.Vizagsteel.com and submit their offer before 1030 Hrs (IST) on last date of
receipt of tender as per the instructions given in the tender documents.In case of difficulty in
downloading of tender documents, the tender document shall be sent by post free of cost on written
request from the tenderer.
5.0 Tenders will be accepted upto 1030 Hrs. (IST) on 26/11/2012. Pre-qualification part of the
Tender (Part-A) will be opened immediately thereafter in the presence of the Tenderers or
Authorised Representatives of the Tenderers, who may choose to be present. The date and time of
price bid opening shall be intimated separately to tenderers whose offers were found acceptable.
Price Bids (Part-B) of those Tenderers whose offers were accepted shall be opened in the presence
of the Tenderers or Authorised Representatives of the Tenderers who may choose to be present.
6.0 Number of source is intended only one .Order shall be placed on only one Techno-commercially
acceptable L1 tenderer provided the L1 tenderer offers for supply/ render service of total tender
quantity as per the tentative delivery schedule
7.0 Not withstanding anything specified in this Tender Documents, RINL, in its sole
discretion, unconditionally and without having to assign any reason, reserves to himself the
rights:
a) to accept or reject the lowest tender or any other tender or all the tenders;
b) to accept any tender in full or in part;
c) to reject the offers not conforming to the tender terms; and
d) to give Purchase preference to Public Sector Undertakings (PSUs) as per Government of
India guidelines.
8.0 At any time prior to the deadline for submission of the bids, VSP may for any reason modify the
tender terms and conditions by way of an amendment or Corrigendum. Such amendments Or Corrigendum
will be notified on RINL’s website at regular intervals. Therefore the tenderers should refer to RINL’s
website regularly for any corrigendum.
GENERAL MANAGER (MM)
ANNEXURE-I TO ITT NO. PUR.2.66.PAMCC/0142, Dated 26/10/2012
INSTRUCTIONS TO TENDERERS
1.0 GENERAL INFORMATION / DATA / DOCUMENTS TO BE FURNISHED BY TENDERERS:
1.1 We are looking out for agencies, who can meet the following eligibility criteria, to take up the subject
job. (Pre-Qualification Bid should contain the following )
(a) A turnover of Rs.50 Lakhs per annum or above during the preceding two financial years. The
Annual report (Balance Sheet and Profit & Loss account) of last two years to be submitted as
proof of their financial standing. A certificate from a reputed Chartered Accountant confirming
that the firm has paid all taxes which are due is also to be submitted.
(b) Experience in loading supervision, liaisoning with Railways in any Company for movement of
Bulk loose materials like Iron Ore/Coal/Limestone/Dolomite/Coke/Minerals and Ores by RAIL
for an average quantity of One Lakh tons per month for a minimum period of any two years
during the last 10 years ending August,2012 (physical movement by Rail only and not on Rail
cum Sea or Rail cum road) to any PSU / Power House of Govt. Dept. Certificate from the Client
(s) regarding physical movement by Rail and satisfactory performance must be submitted
(c) Experience in Joint Sampling and Analysis of Coal for a minimum period of one year during the
last 10 years ending March,2012 to any PSU / Power House of Govt. Dept. Certificate from the
Client(s) regarding Joint Sampling and analysis must be submitted.
(d) Tenderer should have an office accommodation with communication facilities such as FAX,
Telephone, E-mail etc., near the concerned Railway Divisional Office and loading point or give
an undertaking that they will establish an office with all the communication facilities as
mentioned above within 30 days of award of the Contract.
NOTE: VSP reserves the right to verify the certificates / inspect the premises of the tenderer in
support of their eligibility criteria. In case any of the certificates are found to be not correct, the offer
submitted by such tenderer shall be summarily rejected.
1.2 The tenderers are requested to submit documentary evidence in support of the above along with the
Pre-qualification Bid.
2.0 BID MONEY/BID BOND:
2.1 Each tender shall be considered only if Bid money in Indian Rupees by means of either a Demand
Draft or cheque (subject to realization) drawn on any Scheduled Bank and payable to Rashtriya
Ispat Nigam Ltd. at Visakhapatnam in favour of RINL for an amount Rs. 37,500 /- ( Rupees Thirty
seven thousand Five hundred only)is submitted along with or prior to opening of Part-A: Techno-
commercial Bid.
2.2 The EMD / Bid Money must be submitted along with or prior to opening of Pre-qualification Bid
(Part-A). Tenders received without the Bid Bond / Bid Money of requisite value will not be
considered by RINL.
2.3 Forfeiture of E M D / Bid Money:
a) if a Tenderer withdraws or modifies his Bid during the period of Bid validity specified by the
Tenderer, or
b) in case of a successful Tenderer, if the Tenderer fails to furnish Performance Guarantee Bond in
accordance with clause 3 of Annexure - I of the Tender documents.
3.0 PERFORMANCE GUARANTEE BOND:
3.1 Within 15 (Fifteeen) days from the date of Acceptance to Tender, the successful Tenderer
shall furnish Performance Guarantee Bond in the form of a Bank Guarantee as per proforma at
Annexure - V of the tender document, for an amount of Rs.2,50,000/-. No change in the prescribed
proforma of the Bank Guarantee for Performance Guarantee bond is acceptable, and it should be
received in the office of Asst General Manager (MM - Purchase), RINL/VSP within 15 (Fifteen)
days from the date of Acceptance to Tender.
3.2 The Performance Guarantee Bond should be established in favour of RINL through any
Nationalized Bank situated at Visakhapatnam or outstation with a clause to enforce the same on
their local branch at Visakhapatnam. If the bond is issued by any scheduled bank (other than
nationalized bank), bond is to be issued by the branch located in Visakhapatnam only. Bonds from
Co-operative banks are not accepted.
3.3 The Performance Guarantee Bond shall be for the due and faithful performance of the contract
and shall remain binding, notwithstanding such variations, alterations or extensions of time as may
be made, given, conceded or agreed to between the successful tenderer and the Purchaser under the
terms & conditions of Acceptance to Tender.
3.4 The successful tenderer is entirely responsible for the due performance of the Contract in all
respects according to the spirit, intent and meaning of the terms & conditions and specifications
and all other documents referred to in the Acceptance to Tender.
3.5 The Performance Guarantee Bond shall be kept valid and in full force and effect during the period
of the contract and shall continue to be enforceable for a period of 180 (One hundred and eighty)
days from the end date of tenure of the Contract. In the event of extension of the tenure of the
contract by VSP, the validity of the Bank Guarantee shall be extended accordingly.
3.6 The Performance Guarantee Bond shall be released after 180 (One hundred and eighty) days from
the end date of tenure of the Contract, subject to clearance from our Raw Materials department,
under the Acceptance of Tender.
4.0 SUBMISSION OF OFFERS:
4.1 Tenderers should submit their tenders in two parts:
Part-A : Pre-qualification Bid and
Part-B : Price Bid
in separate sealed envelopes indicating clearly on the cover whether it contains Part A: Pre-
qualification Bid or Part B : Price Bid.
5.0 QUOTING OF PRICE(S):
5.1 A Schedule of rates as given in Annxexure -III of the Tender Documents is prescribed for Part- B :
Price Bid. All the tenderers are advised to submit their Part-B: Price Bid only in the prescribed
Schedule of rates. Price bid should contain no caveat / conditions. Offers to the contrary will stand
the risk of getting rejected.
5.2 Minimum Basic rates in Rupees per ton and separately indicating duties and taxes including Service
tax if any are to be indicated in the Schedule of Rates at Annexure - III of the Tender Documents.
5.3 Taxes and duties including Service tax prevailing on the date of scheduled tender opening shall be
considered as exclusive of the rates quoted by the tenderer and any variation or new charges, duties
and taxes shall be to the account of VSP. Wherever Service Tax is said to be inclusive or claimed as
extra, the same would be paid against CENVATABLE document submitted. Else, the component of
Service Tax would be computed and deducted from the bills of the Party.
6.0 VALIDITY OF THE OFFER:
6.1 Each tenderer shall keep his offer firm and valid for acceptance by RINL for a period of 90 (Ninety)
days from the date of opening of tenders.
7.0 STATEMENT OF DEVIATIONS:
7.1 If any tenderer is unable to accept any particular term(s) as incorporated in the Tender document,
or proposes any deviation therefrom, the Tenderer shall enclose along with his offer, a statement
of deviations clearly spelling out the deletions / deviations proposed, which may, however, have an
impact on the evaluation of his offer or rejection by RINL. As a token of acceptance of the terms
and conditions of the tender, the tenderer shall submit a letter as per the proforma at
Annexure -IV of the tender document along with the Pre-qualification bid.
8.0 OTHER GENERAL POINTS RELATING TO THE PREPARATION / SUBMISSION /
DESPATCH OF THE OFFER:
8.1 The detailed offer together with its enclosures should be submitted as Part-A - Pre-qualification
Bid in a sealed envelope. Part-A should contain all details, other information/ data/ documents/
confirmations/ deviations, if any. Confirmation with regard to information/ data/ documents to be
furnished by tenderers as per Para 1.1 above are also to be enclosed in Part-A.
8.2 Each page of the offer should be numbered consecutively, referring to the total number of pages
comprising the entire offer, at the top right-hand corner of each page.
8.3 Each page of the offer should be signed by the authorised officer(s) of the Tenderer.
8.4 The Part-A – Pre-qualification Bid of the offer together with its enclosures and Part-B – Price
Bid should be sealed in separate envelopes clearly indicating the cover whether it contains Part-A or
Part-B should bear in Block capital letters, superscription Tender for appointment of Agent for
participation in Joint Sampling Analysis, Loading Supervision Jobs of Medium Coking Coal against Tender No. Pur.2.66.PAMCC/0142, Dated 26/10/2012". The name and address of the
tenderer should be mentioned on the envelope.
8.5 Both the envelopes referred to in para 8.4 above should be kept in another sealed envelope addressed
to the GENERAL MANAGER (MM), Administration Building, 3rd
Floor, Block-A, Purchase
Dept, Visakhapatnam Steel Plant, Visakhapatnam 530 031, Andhra Pradesh, India and
should bear in Block Capital Letters the superscription "OFFER IN RESPONSE TO TENDER
NO. PUR.2.66.PAMCC/0142, Dated 26/10/2012".
8.6 Tenders will be accepted upto 1030 Hrs (IST), on 26/11/2012. The Part-A: Pre-qualification bid of
the tenders shall be opened immediately thereafter in the presence of the tenderers or authorised
representative of the tenderers, who may choose to be present.
8.7 Offers shall be submitted in two bids only.
8.8 In case any tenderer is silent on any clauses mentioned in this tender document, VSP shall
construe that the tenderer had accepted the clauses as per this Invitation to Tender.
8.9 The price quotations should be given in the Part - B : Price bid and not in any other
accompanying documents or statement. No revision in the price (s), terms and conditions
quoted in the offer will be entertained after the last date and time fixed for receipt of tenders.
8.10 Offers received by VSP by cable, telex, fax, e-mail or telegrams and tenders received late /
delayed will not be considered under any circumstances.
9.0 COMPLETENESS OF THE TENDER:
9.1 Each Tenderer should ensure that the aforesaid conditions for submission of offers are duly
complied with. Failure to furnish correct and detailed information as called for, will render the
concerned tender liable to rejection.
10.0 PUNITIVE ACTIONS TO BE TAKEN AGAINST AGENCIES WHO SUBMIT
FALSE/FORGED DOCUMENTS TO VSP:
10.1 If it comes to the notice of VSP at any stage from request for enlistment/ tender document that any
of the certificates / documents submitted by applicants for enlistment or by bidders are found to be false/
fake/ doctored, the party will be debarred from participation in all VSP tenders for a period of 5 years
including termination of contract, if awarded. EMD/ Security Deposit etc. if any, will be forfeited. The
contracting Agency in such cases shall make good to VSP any loss or damage resulting from such
termination. Contracts in operation anywhere in VSP will also be terminated with attendant fall outs like
forfeiture of EMD/ Security Deposit, if any, and recovery of risk and cost charges etc. Decision of VSP
Management will be final and binding.
ANNEXURE -II TO ITT NO. PUR.2.66.PAMCC/0142, Dated 26/10/2012
GENERAL CONDITION OF ACCEPTANCE TO TENDER FOR PARTICIPATION IN JOINT
SAMPLING AND ANALYSIS, LOADING SUPERVISIONS JOBS OF MEDIUM COKING COAL
SUPPLIES FROM M/s CCL TO VISAKHAPATNAM STEEL PLANT.
1.0 TENURE AND QUANTITY:
1.01 The contract is for an initial period of 2 (two) year with effect from the date of award of contract.
1.02 Estimated inflow of Medium Coking Medium Coking Coal will be approximately 5.0 (five) lakh
tonnes per annum from Rajarappa, Kedla, Sawang, Kathara and Karagali or any other washeries of
M/s Central Coal Field Limited.
1.03 The above quantity is only indicative and is subject to wide variation depending on our production
schedule and actual requirements at plant. No claim what so ever on this account shall be
entertained.
2.0 SCOPE OF WORK : PARTICIPATION IN JOINT SAMPLING AND ANALYSIS :
2.01 Specification of Medium Coking coal required by VSP as per their agreement with the Supplier is as
below:
Sl.
No
Source Maximum Total
Moisture (%)
Guaranteed Ash
% (Rake wise)
Cut off limit
of Ash (%)
1 Rajarappa 7.0 18.5 20
2 Kedla 7.0 18.5 20
3 Kathara 9.0 18.5 20
4 Swang 8.5 18.5 20
2.02 RINL, VSP at its sole discretion reserves to itself the right to allot the subject work of participation
in Joint sampling and Analysis, loading supervision jobs to the same Agent in respect of Prime
Coking coal supplies if any, from the washeries of M/s Bharat Coking Coal Ltd. on the same price,
terms and conditions.
2.03 The Agent appointed would be required to undertake to attend loading supervision, participation in
Joint Sampling and Analysis of Coal, in accordance to the agreed terms with M/s Central Coal Fields
Limited, ensuring despatch of required quantities and also ensuring minimum shortage at
destination.
2.04 The samples so collected shall be analysed for the following by M/s CCL.
a) Total Moisture
b) Proximate Analysis :
(i) Ash
(ii) Volatile matter
c) Coking properties :
(i) LTGK,
(ii) Free Swelling Index,
(iii) Coking Index.
However, the number and type of tests to be carried out to ensure the quality shall depend upon the
VSP’s agreement with the supplier.
2.05 The Agent shall be required to post qualified and competent representatives at the Washeries for
close coordination with the Suppliers for getting timely information of loading, participation in the
Joint Sampling either from wagons or from loading conveyor belt of coal loaded into the rakes
meant for VSP and participation in Joint analysis as per the protocol agreed with the Suppliers by
Visakhapatnam Steel Plant.
2.06 The Agent will be required to keep records of all rakes Jointly sampled and analysed containing the
number of individual wagon numbers of the rakes, RR Nos., tonnage loaded, date of loading etc.
Further the agency should inform Raw Material Dept daily about the details of Rake loading in the
format to be prescribed by RMD.
2.07 Samples submitted by the suppliers as per the protocol should be duly code numbered, securely
packed and sealed to take up quality problems subsequently, if any.
2.08 Rake-wise analysis results have to be furnished to the following executives of VSP, within seven
days of analysis along with the relevant RR Nos., name of the washery, period of loading, wagon
numbers from which samples are drawn and the actual weight of all wagons to which these results
pertain to :
a) DGM (MM), Administration Building, Visakhapatnam Steel Plant, Visakhapatnam-530 031.
b) Dy. General Manager (Raw materials), Raw Materials Department, Rail Bhavan,
Visakhapatnam Steel Plant, Visakhapatnam-530 031.
c) Dy. General Manager (QATD), Visakhapatnam Steel Plant, Visakhapatnam-530 031.
d) AGM (Fin- Raw Materials A/c),Administration Building ,Visakhapatnam Steel
Plant,Visakhapatnam-530 031.
3.0 SCOPE OF WORK : LOADING SUPERVISION :
3.01 To inspect and ensure loading of quality coal as per our contract with coal suppliers. Supplied coal
shall be free from slurry, stone, shale and other impurities.
3.02 To ensure loading of coal as per the requirements projected by VSP. All rakes should be dispatched
after weighment at loading point /nearest railway weigh bridge as per railway rules in vogue.
3.03 To ensure loading of coal upto the jointly identified loading heights for wagons wherever there is no
provision for weighment and to determine the bulk density factor jointly with the representatives of
the suppliers.
3.04 To follow up and maintain good liaison with the suppliers and the Railways for timely placement of
indents/wagons etc. In case of any hold-ups, the same should be brought to the notice of VSP
immediately.
3.05 To help VSP to reduce demurrages by avoiding bunching of rakes at the loading point.
3.06 To collect coal linkage programmes against VSP requirements from office of M/s CCL, Kolkata and
obtain clearance by EDRM(Rail Board),Kolkata for the allotted linkage and forward a copy to VSP
by 1st week of subsequent month.
3.07 To ensure booking of rakes with pre - payment of freight either through e-payment or weight only or
pre-paid system. The loading agent has to ensure no rake should be booked under to pay system. In
case, any rake is not booked under Prepaid system but To –Pay system is proposed to follow ,the
Agent is responsible to furnish advance information to RINL before the actual rake booking is done.
To arrange for movement of block rakes after fully satisfying the loading capacity/siding
accommodation. Party should ensure that rakes are loaded as per Railway Circulars in force with
respect to the permissible carrying capacity and ensure proper leveling of coal to avoid spillage en-
route. Party should obtain wagon load certificate from the Railways at Railway siding for the short
supplied wagons to avoid wagon load charges and to avail train load facility ,in case a rake is
supplied with in sufficient no.of wagons.
3.08 To ensure that indents are accepted by the Director (Movements), Railways, as per VSP
requirements.
3.09 To keep a close liaison with the suppliers to ensure that coal of required quality in sufficient quantity
is available on the date of allotment and no wagon in rakes or under piecemeal are left empty or
short loaded.
3.10 To keep close contacts with COM, Officiate Head Quarters of the loading Railways and at
Divisions, so as to ensure that wagons allotted are placed for loading as per allotment order do not
get into arrears or short supplied and rakes loaded are not diverted to other plants.
3.11 To keep VSP informed of any change in the programme given by the Director (Movement),
Railways, office.
3.12 To keep VSP-Liaison Office, Kolkata and Raw Materials Department, VSP, Visakhapatnam duly
informed about day to day developments in various offices in respect of submission of indents and
allotment of wagons, despatch of coal from the washeries, sidings and also to arrange delivery of
loading advice within a week’s time.
3.13 To communicate any difficulty which is apprehended/ faced and needs interventions by VSP for
taking up with higher authorities. It is however expected that the agent would make their own
efforts with the Railway Board before seeking an intervention. The reasons for VSP’s intervention
shall be clearly spelt out. This would also enable VSP to determine and assess the capacity of agent.
3.14 To render other services needed from time to time connected with the allotment of Railway
Wagons/movement of correct quality and quantity of coal.
3.15 To ensure that weighted average of ash percentage at the loading station is strictly as per contract
specification. Any deviation in ash percentage between loading station analysis and destination
analysis beyond the tolerance allowance of 1% shall attract the penalty as per the slabs mentioned
below, on monthly weighted average basis.
Difference in Ash% Penalty
1. Above 1% upto 2% Rs.0.25 per 0.1% increase in ash or part thereof
beyond 1.0%
2. Above 2% upto 2.5% Rs.0.50 per 0.1% increase in ash or part thereof
beyond 1.0%
3. Above 2.5% Rs.0.75 per 0.1% increase in ash or part thereof
beyond 1.0%
3.16 To lodge complaint with the supplier at the time of loading if quality of coal being loaded on account
of VSP is not upto the mark.” In case of receipt of foreign material like stones ,shales etc., payment
of service charges shall not be made for such rakes. Further the expenditure incurred if any, in
handling such rakes as decided by VSP shall also be recovered from the bills.”
3.17 To compile information about date and number of wagons allotted and date and number of wagons
loaded and take up with Railways frequently.
3.18 To arrange for diversion certificates in case of wagons/rakes diverted from originating yards to
enable VSP to settle their claims with Railways on the strength of the diversion certificates.
3.19 To ensure that the weight of the rakes as determined at loading point reach the destination (VSP)
with no loss/minimum loss. For this purpose, the Contractor has to ensure that there is no pilferage
en-route. For the purpose of determining the shortages, the weighment as per VSP’s in-motion
weighbridge and loading station weighbridge shall be final and shall be computed on monthly
receipts basis as follows :
3.19.1 The Transit losses shall be calculated on overall receipt basis covering all the sources ,on month-
wise basis for the rakes supervised by the Agent.Net transit gains will not be considered for
payment.
3.19.2 If the weighment is minimum 25% of the wagons received in a month, it will be extrapolated to
100%, based on which the payment including penalty/bonus will be made to the Agent.
3.19.3 If the weighment is less than 25%, whatever is the percentage of weighment done, the average
weight extrapolated for the total receipts during the month or RR weight of the receipts during the
month, whichever is less will be considered for payment including penalty/bonus.
3.19.4 If there is no weighment during a month, the previous months average weight of the wagon as
arrived at 3.19.2 or 3.19.3 above shall be considered and extrapolated for the total receipts during the
month and shall be taken as the received weight during the month for payment including
bonus/penalty.
3.19.5 For the first month of the Agent’s working, immaterial of the percentage of the wagons weighed, the
average net weight of the wagons weighed will be extrapolated to the total receipts of the month for
the purpose of calculating the bonus/penalty. In case there is no weighment done at VSP, RR
weights/loaded weights whichever is less shall be taken as the received weight and no bonus and
penalty are applicable.
3.19.6 The rakes supervised by the Agent and received at VSP shall only be considered for payment as
above. The payment shall be for the actual quantity received at our end, and where you have
participated in sampling and analysis as recorded in the joint analysis report.
3.20 All efforts shall be made to contain the shortages below 3% including moisture loss if any. Penalty
shall be recovered as per the slabs mentioned below on the overall quantity received (covering all
sources) at VSP for containing shortages on monthly basis. Net gains if any will not be considered
for payment.
Shortage % Penalty in Rs./Ton
Upto 3.5 % Nil
Above 3.5% upto 4.0%
20 %of service charges on receipt qty
Above 4.0% upto 5.0% 50% service charges on receipt qty
Above 5.0% No service charges
In addition to the above, a penalty equal to landed cost of coal shall be recovered for quantity short
received above 4% calculated on overall receipts covering on yearly or part thereof basis ending
every financial year.
3.21 If Railways under takes any weighment at enroute (second weighment) the difference in penalty
overloading charges levied shall be recovered from loading agent bills.
3.22 To ensure that the despatches are made as per the requirement and in the absence of specific
requirement, as per the monthly allocation given by the Coal Controller. If the materialisation is
more than 95%, performance of the party shall be considered satisfactory. If, however,
materialisation is below 95% of the monthly allocation the Agent shall pay penalty at the rate of
Rs.1.00 per Ton for the shortfall quantity below 95%.
3.23 To collect the original RRs from the loading station and send them directly from the washeries to the
consignee i.e., Dy.General Manager (Raw Materials) Raw Materials Department, Rail Bhavan,
Visakhapatnam Steel Plant, Visakhapatnam-530 031. The RRs shall be sent to VSP by the fastest
mode of delivery i.e., speed post/private air courier in 2 or 3 lots every week. The agency should fax
all the RRs to RMD soon after receipt and also should arrange for receipt of RRs to RMD for all the
rakes loaded in the month by 5th of the following month.”
4.0 SPECIAL TERMS & CONDITIONS :
4.01 Agent should be required to render all services as may be required by VSP in connection with the
procurement and despatch of coal from the washeries from time to time.
4.02 Agent should make timely/prompt representation to the washeries in case of poor quality of coal
arising out of mixing up of foreign material and inform the same to VSP immediately.
4.03 Agent should keep VSP informed about the coal supply position as well as suggest measures, if any,
for improvement.
4.04 Agent should make all endeavor in assisting VSP to obtain better quality of coal.
4.05 Agent should keep VSP informed about the names and addresses of their representatives posted at
different loading points for VSP's job and also the details of the officials authorised to sign on the
Joint Sampling and Analysis reports.
4.06 Agent should provide assistance to VSP officials who may visit the washeries / Railway officer for
discussions pertaining to coal supplies / movements and other related matters.
5.0 GENERAL CONDITIONS OF CONTRACT :
5.01 The Agent shall not assign this contract or any part of it, if awarded to him, to any person /
Organisation or give sub-contract or sublet without the written consent from RINL / VSP.
5.02 RINL, VSP reserves the right to appoint more than one agency / agencies or Contractors for this very
job during the currency of this contract and such an act shall not confer any right on the analyst for
any compensation or alteration of the terms of this contract.
5.03 RINL, VSP reserves the right to terminate this contract, if the performance is found unsatisfactory
without any prejudice to other remedies available under this contract.
5.04 In case there are any changes in the Agreement between VSP and CCL which have a bearing on the
terms and conditions of this Agreement, VSP has the right to change certain clauses of this
agreement suitably.
6.0 REMUNERATION ;
6.01 Minimum Basic rates in Rupees per ton and separately indicating duties and taxes including Service
tax if any are to be indicated in the Schedule of Rates at Annexure - III of the Tender Documents.
6.02 The rates quoted in the “Schedule of Rates” shall be firm during the currency of this contract as
indicated at para 1.01 above.
6.03 Taxes and duties including Service tax prevailing on the date of scheduled tender opening shall be
considered as exclusive of the rates quoted by the tenderer and any variation or new charges, duties
and taxes shall be to the account of VSP. Wherever Service Tax is said to be inclusive or claimed as
extra, the same would be paid against CENVATABLE document submitted. Else, the component of
Service Tax would be computed and deducted from the bills of the Party.
7.0 BILLING PROCEDURE & PAYMENT TERMS :
7.01 Monthly bills in triplicate complete in all respects along with Analysis Report, despatch particulars,
sampling particulars indicating wagon numbers shall be submitted in triplicate to DGM(MM -
PURCHASE), Visakhapatnam Steel Plant, Visakhapatnam-530 031.
7.02 The Bill amount shall be released on 30th
day from the receipt of Bills complete in all respects. The
payment shall be made to the credit of Party’s Bank account by Electronic Fund transfer (EFT) /
RTGS. The successful tenderer has to submit Bank account details in the prescribed proforma of the
Company after receipt of LOA.
7.03 Statutory deductions like Income Tax etc., deductable at source, if any, shall be made at source as
per rules prevailing and certificate shall be issued to that effect.
7.04 The payment shall be made for the actual quantity supervised by the Public Analyst and received by
VSP as per the certificates issued by our Raw Materials Dept. w.r.to the quantity as received by VSP
and by QATD of VSP with respect to the Ash analysis of the rakes after adjusting penalty or other
recoverable amounts, if any.
7.05 For diverted rakes i.e., rakes supervised by the Agent but not received by VSP and for rakes received
by VSP but not supervised by the Agent, payment shall not be made.
8.0 PERFORMANCE GUARANTEE :
8.01 Within 15 (Fifteen) days from the date of Acceptance to Tender / LOA, the successful Tenderer shall
furnish Performance Guarantee Bond in the form of a Bank Guarantee as per proforma at
Annexure - V of the tender document, for an amount of Rs.2,50,000/-. No change in the prescribed
proforma of the Bank Guarantee for Performance Guarantee bond is acceptable, and it should be
received in the office of Assistant General Manager (MM - Purchase), RINL/VSP within 15
(Fifteen) days from the date of Acceptance to Tender. The payment shall be released only after
submission of Performance Guarantee as mentioned above.
8.02 The Performance Guarantee Bond should be established in favour of RINL through any
Nationalized Bank situated at Visakhapatnam or outstation with a clause to enforce the same on
their local branch at Visakhapatnam. If the bond is issued by any scheduled bank (other than
nationalized bank), bond is to be issued by the branch located in Visakhapatnam only. Bonds from
Co-operative banks are not accepted.
8.03 The Performance Guarantee Bond shall be for the due and faithful performance of the contract
and shall remain binding, notwithstanding such variations, alterations or extensions of time as may
be made, given, conceded or agreed to between the successful tenderer and the Purchaser under the
terms & conditions of Acceptance to Tender.
8.04 The successful tenderer is entirely responsible for the due performance of the Contract in all respects
according to the spirit, intent and meaning of the terms & conditions and specifications and all
other documents referred to in the Acceptance to Tender.
8.05 The Performance Guarantee Bond shall be kept valid and in full force and effect during the period
of the contract and shall continue to be enforceable for a period of 180 (One hundred and eighty)
days from the end date of tenure of the Contract. In the event of extension of the tenure of the
contract by VSP, the validity of the Bank Guarantee shall be extended accordingly.
8.06 The Performance Guarantee Bond is liable to be forfeited or appropriated towards any loss that may
be sustained by RINL / VSP as a result of any act or omission on the part of the Agent.
8.07 The Performance Guarantee Bond shall be released after 180 (One hundred and eighty) days from
the end date of tenure of the Contract, subject to clearance from our Raw Materials department,
under the Acceptance of Tender.
8.08 The Agent shall also submit a certificate to the effect that he has no claim(s) against the RINL / VSP
under the Contract. However, if any of the Bills submitted by the Agent for works done / obligations
discharged as per the contract, remain pending at the time of furnishing the above certificate, the
certificate may be furnished in the following manner:
“ I/we hereby certify that there are no claims against Rashtriya Ispat Nigam Limited under the
Contract No. ……………………. for the work ................, except to the extent of the claim referred
by me/us as per the bills mentioned hereinafter”.
9.00 LABOUR LEGISLATION & INDEMNITY :
9.01 The Agent shall be solely liable for any injury and / or damage that may be caused to his men or any
person due to accident or otherwise. Agent shall be also liable for damages caused to any property
by his men or materials while executing this contract. Agent shall indemnify and keep VSP
indemnified and save VSP from the losses that VSP may be put to on account of any fault on the part
of the Agent.
9.02 The Agent shall comply with all statutory rules and provisions as applicable to him to carryout this
job.
10.0 DISPUTE, ARBITRATION AND JURISDICTION :
10.01 All matters relating to any dispute, which may arise during execution of this contract shall be referred
to Arbitration. The Chief Executive of Visakhapatnam Steel Plant or his authorised nominee will act
as the sole arbitrator and the decision of the arbitrator shall be final and binding.
10.02 That incase any legal proceedings are to be instituted against Rastriya Ispat Nigam Limited,
Visakhapatnam Steel Plant, they shall be instituted at the appropriate civil courts of Visakhapatnam
and the Courts at Visakhapatnam only shall have jurisdiction.
****
ANNEXURE - III TO TENDER NO. PUR.2.66.PAMCC/0142, Dated 26/10/2012
PROFORMA FOR PART B: PRICE BID
(REFER CL.5.0 OF ANNNEXURE - I OF TENDER DOCUMENT)
SCHEDULE OF RATES
1. Name of the Tenderer :
2. Address :
Description of work Basic Price
(Rs per Ton)
Service Tax
(Rs per Ton)
Total Cost
(A+B)
(A) (B)
Participation in Joint Sampling and
Analysis etc. (For detailed scope of
work refer clause 2.0 of
Annexure - II of tender document)
Loading supervision, collection and
sending of RRs, ensuring minimum
short receipt etc. (For detailed scope
of work Refer clause 3.0 of
Annexure - II of tender document)
Total
…………………………………….
Signature of the tenderer with stamp
Note: Present rate of service tax may be indicated for evaluation purpose.
ANNEXURE - IV TO TENDER NO. PUR.2.66.PAMCC/0142, Dated 26/10/2012
PROFORMA OF LETTER OF ACCEPTANCE OF THE TERMS AND CONDITIONS
MENTIONED IN THE TENDER (REFER CL.7.0 OF ANNNEXURE - I OF TENDER
DOCUMENT)
To
THE GENERAL MANAGER (MM)
BLOCK - A, PURCHASE DEPARTMENT
ADMINISTRATIVE BUILDING,
RASHTRIYA ISPAT NIGAM LIMITED,
VISAKHAPATNAM STEEL PLANT,
VISAKHAPATNAM-530031
Dear Sir,
Sub: Your Tender Notice No. Pur.2.66.PAMCC/0142, Dated 26/10/2012.
With reference to your Tender No. Pur.2.66.PAMCC/0142, Dated 26/10/2012, for appointment of
Agent for participation in Joint Sampling and Analysis, Loading Supervision Jobs of Medium Coking Coal
supplies from M/s Central Coal Fields Ltd. to Visakhapatnam Steel Plant, we hereby give our confirmation
and acceptance of the terms and conditions mentioned in the above captioned Tender.
*** There are no other deviations to the above captioned tender / Statement of deviations in enclosed
to this letter duly specifying the clause no of the tender document.
The attached form is filled in and is duly signed for your ready reference in agreement with vital eligibility
criteria
Thanking you,
Yours faithfully,
(Signature and Seal of Tenderer)
" *** " : Strike off which ever is not applicable.
Note: If there is any deviations / deletions from the terms and conditions mentioned in the tender document
a separate statement duly signed should be sent along with the offer.)
Form attached with Annexure IV of ITT
1.Name of Bidder:
2. Postal Address for Correspondence
Telephone number
FAX number
Email Address
3. Details of BID BOND
4 . (a) Please confirm turn over of more than 50 lakhs per annum during the preceding two financial years
as per our eligibility criteria. Refer para 2( a ) of our invitation to tender
(Yes/No)
(b) Whether copy of last 2 years balance sheet /profit and loss account and certificate from Chartered
accountant is enclosed. (Yes/No)
5. Please confirm that you have experience of loading supervision , liasoning with railways and any Coal
company for movement of Coal by rail as per eligibility criteria para 2(b) of our Invitation to tender.
(Yes/No)
Please submit the relevant documents and give the details in the form below.
Sl No Name of
work
executed
Organisation Value of
work
Volume
of work
Period of
contract
Performance
certificate
6.(a) Please confirm experience of Joint sampling and Analysis of Coal for a period of one year as per our
eligibility criteria Refer para 2( c ) of our invitation to (Yes/No) tender
Please submit the relevant documents and give the details in the form below
Sl No Name of
work
executed
Organisation Value of
work
Volume
of work
Period of
contract
Performance
certificate
7.(a)Whether full fledged office is available at present or you will be able to establish office as per para 2(d)
of our invitation to tender? (Yes/No)
(documents enclosed in support of your reply at 7(a) above) (Yes/No)
(Signature and Seal of Tenderer)
ANNEXURE - V TO TENDER NO. PUR.2.66.PAMCC/0142, Dated 26/10/2012
PROFORMA OF BANK GUARANTEE FOR PERFORMANCE GUARANTEE BOND (REFER
CL.3.0 OF ANNNEXURE - I OF TENDER DOCUMENT)
(To be submitted on Non-judicial stamp paper of value of Indian Rupees one Hundred)
To
Rashtriya Ispat Nigam Limited,
Visakhapatnam Steel Plant,
Administrative Building,
Visakhapatnam-530031
Bank Guarantee No Dt
LETTER OF GUARANTEE
WHEREAS M/s____________________________________________hereinafter referred to as the
AGENT) and M/s RASHTRIYA ISPAT NIGAM LIMITED (hereinafter referred to as the
PURCHASER) have entered into an AGREEMENT vide ACCEPTANCE TO TENDER
No._______________ Dated___________(hereinafter called the said A/T) for participation in Joint
Sampling and Analysis, Loading Supervision Jobs of Medium Coking Coal supplies from M/s Central Coal
Fields Ltd. to Visakhapatnam Steel Plant (hereinafter referred to as the WORK) on the terms and conditions
mentioned therein.
2. We, ……………..... (name of bank & branch) at the request of the AGENT, do hereby undertake and
indemnify and keep indemnified the PURCHASER to the extent of Rs.
_________________(Rupees________________________________) against any loss or damage that may
be caused to or suffered by the PURCHASER, by reason of any breach by the AGENT of any of the
terms and conditions of the said A/T and/or in the performance of the said A/T by the AGENT. We
agree that the decision of the PURCHASER as to whether any breach of any of the terms and conditions
of the said A/T or in the performance thereof has been committed by the AGENT and the amount of loss
or damage that has been caused to or suffered by the PURCHASER shall be final and binding on us and
the amount of the said loss or damage shall be paid by us forthwith to the PURCHASER on demand
and without protest or demur.
3. We, .……………. (name of bank & branch) hereby further agree that the guarantee herein contained
shall remain in full force and effect during the period that would be taken for satisfactory performance and
fulfillment in all respects of the said AGREEMENT and that it shall continue to be enforceable for
(a) six months after the completion of the tenure of the Contract under the said AGREEMENT or (b) in
the event of any dispute(s) between the PURCHASER and the AGENT, until such period(s) the dispute
is settled fully, whichever date is the latest and that if any claim accrues or arises against us,
…………………….(name of bank & branch) by virtue of this guarantee before the dates referred to at
(a) and (b) herein above, the same shall be enforceable against us, .………….. (name of bank &
branch), not withstanding the fact that the same is enforced after the dates referred to at (a) or (b)
herein above, whichever date is the latest, provided that notice of any such claim has been given by the
PURCHASER before the dates referred to at (a) or (b) herein above, as the case may be. Payments under
this LETTER OF GUARANTEE shall be made promptly upon our receiving the notice to that effect from
the PURCHASER on demand and without protest or demur.
4. We, .…………… (name of bank & branch) fully understood that this Guarantee shall become effective
from the date of the said A/T and undertake not to revoke this Guarantee during its currency without the
prior written consent of the PURCHASER.
5. We, .…………….. (name of bank & branch) hereby further agree that the PURCHASER shall have the
fullest liberty, without affecting in any manner our obligations here under, to vary any of the terms
and conditions of the said A/T or to extend the time of performance of the said A/T by the AGENT
from time to time or to postpone for any time or from time to time any of the powers exercisable by
the PURCHASER against the AGENT and to forbear or to enforce any of the terms and conditions
relating to the said A/T and We, …………... (name of bank & branch) shall not be released from our
liability under this Guarantee by reason of any such variation or extension being granted to the AGENT
or any forbearance and/ or omission on the part of the PURCHASER or any indulgence by the
PURCHASER or by any other matter or thing whatsoever which under the law relating to sureties would,
but for this provision, have the effect of so releasing us from our liability under this Guarantee.
6. We, .……………….. (name of bank & branch) hereby further agree that the Guarantee herein
contained is initially valid upto ________________________and that the same shall be extended further
according to the provisions contained herein above.
7. We, ...……………… (name of bank & branch) hereby further agree that the Guarantee herein
contained shall not be affected by any change in the constitution of the AGENT and/ or the PURCHASER.
8. We, ...……………… (name of bank & branch) further agrees that the claims if any, against this Bank
Guarantee shall be enforceable at our Branch office at Visakhapatnam situated at
……………………………………….. (Address of local branch at Visakhapatnam).
FOR AND ON BEHALF OF
(name of bank & branch)
Signature:
Name:
DULY CONSTITUTED ATTORNEY
& AUTHORISED SIGNATORY
Designation (Name of Bank & branch)
