KERALA UNIVERSITY OF HEALTH SCIENCES(KUHS) Medical College(PO), Mulamkunnathkavu,Thrissur, Kerala TENDER DOCUMENT FOR

Page 1 of 17 KERALA UNIVERSITY OF HEALTH SCIENCES(KUHS) Medical College(PO), Mulamkunnathkavu,Thrissur, Kerala TENDER DOCUMENT FOR Landscaping Work...
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KERALA UNIVERSITY OF HEALTH SCIENCES(KUHS) Medical College(PO), Mulamkunnathkavu,Thrissur, Kerala

TENDER DOCUMENT FOR

Landscaping Works- Supply of saplings & lawn grass

ISSUED TO

Signature of tenderer

Page 2 of 17

CONTENTS

Particulars

Page

Declaration

3

General Information

4

Notice Inviting Tender

5

General conditions of Contract

8

Special Conditions of Contract Format for submission of commercial bid

11

Price Schedule

15

Check List

17

Signature of tenderer

13

Page 3 of 17

DECLARATION I/We have remitted Rs. 25000/-(Rupees Twenty five thousand only) towards Earnest money deposit Vide Demand Draft no…………………………………………..dated………………………… drawn on……………….. …………………………………………………………………………………………………………………………………………………… and enclosed the same with this tender I/ We have read and understood and completely satisfied myself/ourselves of all terms and conditions of the tender and hereby agree to accept responsibility to carry out the work at the rates indicated in the price schedule.

Signature of the tenderer Full address: Place: Date:

Signature of tenderer

Page 4 of 17

GENERAL INFORMATION Sl. No

Particulars

1

Name of work

2

Tender No.:

3 3 4 5 6 7 8

Landscaping Works- Supply of saplings & lawn grass 3139/2012/IDP/WORKS/06/KUHS dt.11/11/2013

Probable amount of Rs.1182400/Contract (PAC) Last date and time for 14.30Hrs on 27/11/2013 submission of tender Due date & time of opening 15.00Hrs on 27/11/2013 of tender(Commercial bid) Rs.25,000 to be submitted with the tender. Earnest Money Deposit Refer Clause no. 1.19.0 Period of contract 1 month Refer clause 3.5 Mode of dispatch of tender Registered Post/Speed Post to the office of document KUHS. Avoid Courier service for dispatch. Envelope Superscription As per Clause 1.4 of NIT

INSTRUCTIONS TO TENDERER 1 Tender shall be submitted in 2 parts – Commercial bid and Price schedule as per the given format in 2 separate sealed covers. The covers shall be super scribed as tender for Landscaping works- Supply of saplings and lawn grass (Commercial bid) and Landscaping works- Supply of saplings and lawn grass (Price bid) 2 Date of opening of tender shall also be super scribed on the sealed covers. 3 Enclose evidence of EMD remittance along with the commercial bid. 4 If the tenderer is represented by any employee of the tenderer for the opening of tender, such representative shall carry an authorization letter from the tenderer.

Signature of tenderer

Page 5 of 17

KERALA UNIVERSITY OF HEALTH SCIENCES TENDER NOTIFICATION NO. 3139/2012/IDP/WORKS/06/KUHS dt. 11/11/2013

1.0

NOTICE INVITING TENDER(NIT)

Kerala University of Health Sciences (hereinafter also referred to as KUHS), a University established by the Government of Kerala for the purpose of proper and systemic instruction, teaching, training and research exclusively in modern medicine, Homoeopathy and Indian system of medicines and allied subjects with area of operation extended to whole of Kerala state, is presently functioning from the camp office set up in the premises of Thrissur Medical College, Mulamkunnathkavu, Thrissur, Kerala. KUHS intends to set up a permanent campus in about 60 acres of land at Mulamkunnathkavu about 12 Kms North of Thrissur in Kerala state. KUHS invites tenders for the Landscaping works--Supply of saplings & lawn grass in 2 part system 1.1.0

The tenderer shall have their own Nursery with atleast 50% of saplings specified in the tender document in their stock. The average annual turnover of the tenderer shall not be less than Rs. 10 lakhs for the last three financial years. The tenderer should have handled a single supply contract minimum to the tune of Rs.5 lakhs in the last three years.

1.2.0

The prequalification of tenderers are not limited to the criteria mentioned in clause 1.1 above but also governed by criteria mentioned elsewhere in the document.

1.3.0

General Information about the Site a) Location: Mulamkunnathkavu, Thrissur District, Kerala (About 12 Km north of Thrissur, about 2 Km off Thrissur – Shornur State Highway No.22) b) Nearest city: Thrissur c) Nearest Railway stations: Mulamkunnathkavu (Minor Station) &Thrissur, a major Station d) Nearest Airport: Cochin International Airport, Nedumbassery (Distance 68Km) e) Connectivity: Connected to Thrissur by rail and road f) Average annual rain fall: 2900mm g) Maximum Av. Temperature: 35o C h) Minimum Av. Temperature: 23o C i) Latitude & Longitude 10 o 36’ 48” N & 76o 11’ 29”E

1.4.0

Tenders shall be submitted in prescribed format with commercial bid and price bid enclosed in sealed covers. The duly completed forms along with Earnest Money Deposit shall be send to the Registrar, Kerala University of Health Sciences, Medical College(PO), Mulamkunnathkavu, Thrissur – 680 596, Kerala,super scribing ‘Tenders forLandscaping works-Supply of saplings & lawn grass – commercial bid /price bid and date of opening of commercial bid through REGISTERED POST/SPEED POST only to the office of KUHS so as to reach on or before due date and time for submission of bid specified under General Information given in page 4 of this document.

Signature of tenderer

Page 6 of 17

1.5.0

All the pages of the tender form shall be signed by the tenderer.

1.6.0

KUHS will not accept any responsibility for delay/loss or non-receipt of tender documents.

1.7.0

Incomplete bids areliable to be rejected.

1.8.0

Price shall be quoted in Indian Rupees only.

1.9.0

Firms, companies or body corporate submitting tender shall attach with their tender a duly Certified copy of authority of the person signing the tender to bind the firm, company or Body corporate, as the case may be, for fulfilling the contractual obligation. 1.10.0 The commercial bids will be opened at our Office on the date and time specified in the GeneralInformation given in page 4 of this document in the presence of tenderers or their authorized representatives who chooses to be present. 1.11.0 KUHS while evaluating commercial bids may at its discretion ask clarifications/ explanations/ additional information from the bidders and bidders shall supply the same within the specified period. Failure of furnishing such details in time may attract rejection of the bid. 1.12.0 The bidders shortlisted after scrutiny of the commercial bids shall be intimated the date of opening of the price bids and the price bids shall be opened in the presence of those bidders / their authorized representatives who choose to be present. The price bids of shortlisted bidders only shall be opened. 1.13.0 The supply contract shall generally be awarded to the bidders quoting the lowest price. 1.14.0 If the dates stipulated for the receipt or opening happens to be a holiday, or a day on which normal working is disrupted due to reasons beyond the control of KUHS, then receipt and opening of tender shall be postponed to the next working day at the time originally stipulated. 1.15.0 While opening the tenders, the total quoted value only of each tender shall be made known to the tenderers who are present for the opening. 1.16.0 The tendered rates shall be written in ink both in figures and words. Incase of discrepancy between rates and amount, the rate will govern. In case of discrepancy between figures and words, words only will govern. 1.17.0 The tendershould remain valid for acceptance for a period of 90 days from the date of opening of commercial bid. 1.18.0 The rates quoted shall include all taxes, duties, etc. as applicable. 1.19.0 Earnest Money Deposit (EMD) 1.19.1 Each tenderer shall deposit an earnest money deposit (EMD) for an amount specified in the General Information given in Page 4 by way of crossed demand draft drawn in favour of Kerala University of Health Sciences, payable at any Nationalized/Scheduled bank, Mulamkunnathkavu/Thrissur. Evidence of remittance of EMD shall be enclosed along with the commercial bid of the tender. The tenders without EMD shall be rejected. 1.19.2 The EMD (without interest) will be adjusted towards securitydeposit in the case of successful tenderer. 1.19.3 In the case of unsuccessful tenderers,EMD will be returned without interest within three weeks of expiry of validity of the tender/ finalization of tender whichever is earlier.

Signature of tenderer

Page 7 of 17

1.19.4 The tenderer shall not modify the tender or withdraw from the tender once submitted failing which the EMD submitted shall stand automatically forfeited to KUHS.The EMD shallalso stand automatically forfeited to KUHS in case the tenderer, i)

Fails to accept the Supply Order or

ii) Fails to execute agreement or iii) Fails to remit balance amount towards Security Deposit or iv) Commencethe Supply in time as per the order 1.20.0 KUHS reserves the right to accept or reject in part/full any or all tenders. 1.21.0 No deviations from the conditions of the tender shall normally be allowed. However, if tenderer wishes to suggest deviations, then such deviationsshall be clearly mentioned in a separate letter attached with the tender and it is open to KUHS to accept or reject the same.

Signature of tenderer

Page 8 of 17

2.0 GENERAL CONDITIONS OF CONTRACT (GCOC) 2.1.0

The purpose of this section is to establish general conditions for the contract to be entered into with the Contractor whose tender has been accepted for award of contract forwhich the tender has been invited and these conditions shall be binding upon both Contractor and KUHS.GCOC shall be read in conjunction with the NIT, Special Conditions of Contract(SCOC),scope of work, drawings, specification and such other documents forming part of this tender document.

2.2.0

Should there be a discrepancy between the GCOC and the SCOC, then provisions of SCOC shall prevail upon those of GCOC, unless otherwise explained in the contract finally concluded between the Contractor and KUHS.

2.3.0

SECURITY DEPOSIT (SD):

2.3.1

TheContractor awarded with the contract shall furnish the SD specified in the Supply Order(SO) within 15 days of receipt of SO or within such other period specified in the SO. The Security deposit shall be for the due and faithful performance of the contract and will be subject to the terms and conditions finally concluded between the Contractor and KUHS.

2.3.2

The SD shall be 5% of the contract amount specified in the Supply order subject to a maximum of Rs. 1,00,000/- (rupees one Lakh only)

2.3.3

The SD will be refunded on application by the Contractor after satisfactory completion of the entiresupply and after theContractor has discharged off all the obligations under the contract and on production of ‘Supply Completion’ certificate from the Engineer in Charge/Project Director(Works) as the case may be.

2.3.4

Forfeiture of Security deposit The SD will get forfeited in case termination of contract attributable to the Contractor detailed in clause no. 2.8.3

2.4.0

Expenses incidental to the work of Contractor All traveling, boarding,lodging and other incidental expenditureof the Contractor and their personnel in connection with this contact shall be borne by the Contractor.

2.5.0

SUBLETTING OF CONTRACT- TheContractor shall not underlet or sublet, transfer, or assign the Contract or any part thereof without the written permission of KUHS. Even if such consent had been given, the Contractor shall not be relieved of any of his obligation, duty or responsibility under this contract.

2.6.0

KUHS shall not be responsible for any unforeseen expenses like compensation for the employees of the Contractor onaccount of ACCIDENT OR INJURY TO such employees in the course of works as per this contract.KUHS will not be liable for or in respect of, any damage or compensation payable at law in respect of, or in consequence of, any accident or injury to any personnel in the employment of the Contractor and the Contractor shall indemnify and keep indemnified KUHS against all claims, damages, compensations and proceedings.

2.7.0

COMPLIANCE WITH STATUTORY AND OTHER REGULATIONS:

2.7.1

The Contractor shall, in all matters arising in the performance of the Contract, conform at his own expense with the provisions of all Central or State statues, ordinances or laws as the rules, regulations, or bye-laws of any local or other duly constituted authority (these include,Contract

Signature of tenderer

Page 9 of 17

Labour (Regulation and Abolition) Act 1970,Minimum Wages Act 1948,Workmen Compensation Act 1926,etc) and shall keep KUHS indemnified against all penalties and liabilities of every kind for break of any such statute, ordinance, law rule, regulation, amendments or bye-law. 2.7.2

The Contractor shall abide by all the security regulations, at site promulgated by KUHS from time to time.

2.8.0

PERIOD OF CONTRACT Period of contract shall be as stipulatedin clause 3.5

2.8.1

The Contractor shall commence the supply within 10 days of receipt of formal Supplyorder and complete the Supply in all respect within the period specified in the Supply order.

2.8.2

The Contractor shall ensure proper progress of supply to meet the schedule agreed upon.

2.8.3

Termination of Contract by KUHS KUHS reserves the right to terminate the contract for the reasons solely attributable to the Contractor by giving two weeks’ notice. In that case Contractor shall have no claim, whatsoever,on account of loss or damage or compensationfor such termination of contract. The contract shall be terminated for any breach of contract on the part of the Contractor in general and in particular for reasons such as the delay in meeting the target/mile stone set out in the contract, Contractor found to be not competent for the assigned task, non-cooperation with KUHS authorities, insolvency and/or dissolution or change of ownership of the Contractor firm and the like which in the opinion of KUHS shall hamper the progress of the project and defeat the purpose of this contract. In case of termination of the contract for the above reasons the part of unfinished work shall be got done at the risk and cost of the Contractor

2.9.0

PAYMENT TERMS

2.9.1

Payment to the Contractor shall be as stipulated under clause 3.4

2.9.2

No mobilization advance shall generally be granted and in case it is granted it shall be only against a Bank Guaranteeissued by any of the scheduled banks for an equal amount and the advanceso paid will be recovered from the part payments made/monthly bills paid to the Contractor in equal installments. Such Bank guarantee shall be valid for the period up to which the advance is outstanding and with a claim period of 3 months thereafter. Notwithstanding anything contained in this clause, the grant of mobilization advance shall be at the sole discretion of KUHS.

2.10.0 FORCE MAJEURE: If at any time during the continuance of this contract, the performance, in whole or in part, or any obligation by either party under this contract shall be prevented or delayed by reasons of any war (whether declared or not), hostility, acts of the public or enemy, civil commotion, sabotage, fire, flood, earthquake, explosion, epidemic, quarantine restrictions or other acts of God, Strikes and lock-outs, absence of the usual means of communication or transportation (hereinafter referred to as ‘eventuality’) provided notice of the happening of any such eventuality is given by either party to the other within fifteen days from the date of the occurrence thereof, neither party shall, by reason of such eventuality, be entitled to terminate this contract, nor shall either party have any claim for damages against the other in respect of such performance, or delay in performance, and the work under this contract shall be resumed as soon as practicable after such eventuality has come to an end or ceased to exist, and the

Signature of tenderer

Page 10 of 17

decision of the KUHS as to whether the work has been so resumed shall be final and conclusive. Should one or both parties be prevented from fulfilling their contractual obligations by a state of force majeure lasting continuously for a period of at least six months, both the parties shall consult each other regarding further implementation of the contract, provided always that, if no mutually agreed arrangement is arrived at within a period of one month from the expiry of the contract shall imply that both the parties have the obligation to reach an agreement regarding the winding up and financial settlement of the contract. 2.11.0 TEMPORARY SUSPENSION: KUHS may at any time temporarily stop the work being performed under the contract or any part thereof by notice in writing to the Contractor. All work so stopped shall be resumed by the Contractor based on a schedule to be mutually agreed upon between KUHS and the Contractor. KUHS will not pay the Contractor for any work, which is performed during such an interval of suspension, and KUHS will not be liable to the Contractor for any damage or loss caused by such a suspension of work. 2.12.0 AGREEMENT: The successful tenderer shall execute an agreement for the due fulfillment of the contract on a non-judicial stamp paper of worth Rs.100.00 (Rupees hundred only) within 7 days of date of Work Order. If the successful tenderer fails to execute the agreement, the EMD/ SD remitted by him will stand forfeited to the KUHS. 2.13.0 Without prejudice to the provisions of GCOC, theHigh court of Kerala State only shall have jurisdiction to deal with or decide on any legal matter or dispute whatsoever arising out of this tender. 2.14.0 Penalty KUHS shall levy a penalty from the Contractor for delays in supply of plants/saplings/grass. Penalty shall be 0.5 % of the total contract value per week of delay or part thereof. However total penalty thus leviable shall be limited to a maximum of 5% of the total contract value. 2.15.0 Schedule of Supply Entire supply shall be completed within the time schedule given under clause 3.5.Contractor shall furnish date wise supply schedules detailing type of plant, number, commencement and completion of supply for each category of plants/saplings and grass within seven days of placement of order by KUHS. PRICE 2.16.0 The quoted price shall include all the taxes, levies and duties that are applicable to this work.Price shall be quoted in the price schedule format attached with this document.

Signature of tenderer

Page 11 of 17

3 3.1.0

3.2.0 3.2.1 3.2.2 3.2.3 3.2.4 3.2.5 3.3.0 3.3.1 3.3.2 3.3.3 3.3.4 3.3.5 3.4.0 3.4.1 3.4.2 3.4.3 3.4.4 3.4.5

SPECIAL CONDITIONS OF CONTRACT(SCOC)

The SCOC shall be read in conjunction with NIT, GCOC, specification, drawings and such other documents forming part of the tender document. Should discrepancy occur between the provisions of GCOC and SCOC, then provisions of SCOC shall prevail. Prequalification criteria

The tenderer shall have their own Nursery with at least 50% of saplings specified in the tender document in their stock. The tenderer shall be actively in the field of supply of plants/saplings/grass during last 5 years.

The average annual turnover of the tenderer shall not be less than Rs. 10 lakhs for the last three financial years. The tenderer should have executed at least one similar supply of Rs.5 lakhs in the last three years. The contractor shall have sale tax registration and shall have PAN Card.

Documents in support of prequalification criteria Tenderers shall enclose the following along with their tender –commercial bid. Tenders without these documents shall be rejected. Evidence of maintaining Nursery in either owned or leased or rented premises. Evidence of availability of items required to be supplied. Experience certificate of supplies of similar nature performed, details of each contract completed (clearly showing value of contract, name of organization for which supply has been effected, period of contract, time of completion etc.) Financial statement for the past five years, certificate from Chartered accountant as a proof of turnover. Copies of sales tax registration and PAN Card. Payment Terms One interim bill shall be paid to the contractor on completion of 50 % of the total contract value. The balance payment shall be released only after completion of entire supply. The taxes, duties, levies applicable to this contract shall be deducted at source from the bills. The contractor shall submit a request letter enclosing invoice against supply completed for release of interim and final payments. KUHS shall release payment against such bills upon certification by the Project Director (works), KUHS to the effect that supply as mentioned in the request of the contractor is completed and that stage of payment has reached.

3.5.0

Period of contract Time is the essence of contract and work shall be completed within one month from the date of issue of order.

3.6.0 3.6.1

Specification for Plants/ Saplings Plants/Saplings shall be typical of their species and variety has normal growth habits, well developed branches, densely foliated with vigorous and fibrous root systems. Plant shall be free from disease and insects. Bark shall be free from abrasion. All plant materials shall be free from plant diseases, insect pests, ortheir eggs, and shall be healthy and well-developed

Signature of tenderer

Page 12 of 17

3.6.2 3.6.3

3.6.4 3.6.5 3.6.6 3.6.7 3.6.8 3.7.0

Plants shall be grown in pots/bags. Plants shall have been grown under climatic conditions similar to those in locality of project. Nursery grown plants shall have been at least once transplanted. Plants growing in natural ground prior to supply shall not be accepted. Each plant shall be properly identified by weather-proof labels securely attached there to before delivery to project site. No plant shall be delivered to the project site, except for required samples, until inspection has been made in the field or at the nursery or unless specifically authorized in writing by KUHS. Container grown stock shall have been grown in container long enough for the root system to have developed sufficiently to hold its soil together, firm and whole. No plant shall be loose in container. All plants shall be hardy under climatic conditions similar to those in the locality of the project. When plants of kinds or sizes specified are not available, substitution may be made upon request by the contractor if approved by KUHS. Size of Plants: All plants shall be equal to or exceed the sizes given in the supply schedule (BOQ) attached with this document. Plants shall be straight and symmetrical with a crown and having a persistent main stem. The size of the crown shall be in good overall proportion to the height of the tree. The height of the tree shall be measured from the top of foliage including the root ball. Shrubs shall be well foliated with a crown typical of the species and variety. Shrub height dimension shall be taken from the top of foliage and up to, and including the root ball. Scope of work Scope of contractor shall be supply of specified species of plants/saplings / grass conforming to specifications given elsewhere in this document. The scope shall include transporting from nursery to the project site of KUHS including unloading at site without damage within the specified period of contract.

Signature of tenderer

Page 13 of 17

4 4.1.0

FORMAT FOR SUBMISSION OF COMMERCIAL BID

Details of nursery a)

Name of the nursery

:

b)

Address

:

c)

Telephone nos

:

d)

E-mail id

:

e)

Name of owner/s

:

f)

Date of establishment

:

g)

Nursery premise

:

h)

Specify period if Leased/ Rented

4.2.0

4.3.0

Owned/Leased/Rented

:

Details of previous contracts handled (Supplies effected in last 5 years) (Attach additional sheets if necessary) a)

Name of client

:

b)

Address

:

c)

Telephone nos

:

d)

E-mail id

:

e)

Cost of project

:

f)

Date of commencement

:

g)

Date of completion

:

Turnover and profit details Year 2010-11 2011-12 2012-13

Signature of tenderer

Turn over (Rs. Lakhs)

Profit % (After Tax)

Page 14 of 17

4.4.0

Documents attached in support of prequalification criteria (Ref: clause 3.3) 1)

Evidence of maintaining Nursery in either owned or leased or rented premises.

:

Yes /No

2)

End user certificate (Experience Certificate)

:

Yes /No

3)

Evidence of availability of items required to be supplied

:

Yes /No

4)

Financial statement for the past five years and certificate from Chartered accountant

:

Yes /No

:

Yes /No

5)

Copies of sales tax registration and PAN Card

Signature of tenderer

Page 15 of 17

PRICE SCHEDULE

5.0

Item no:

Description

Qty

Unit

1.0

Supply of saplings specified below (age specified is minimum)

1.01

Aryaveppu(One year old) 70 2.4m or nearest height

Each

1.02

MulticolourMandaram(1.5 year old) - 1.5m or nearest 70 height

Each

1.03

Ashokam(2 year old) 70 1.8m or nearest height

Each

1.04

Big Arali(1.5 years old) 220 1.2m or nearest height

Each

1.05

Small Arali(1.5 year old) 200 0.45m or nearest height

Each

1.06 1.07 1.08 1.09 1.10

2.0

2.01 2.02 2.03 2.04

Rajamalli(2 year old) -2.4m

or nearest height

Flowering Mathalam(One year old) - 2.4m or nearest height Lantana with flower Alamanta 10 months old with flower Nandyarvattom White local, flowering plant -0.75 to 0.9m height (minimum) Supply of various species of Flowering Plants for Butterfly park(all plants shall be with flowers or flowering within one month) Chakrani AscelepiasCurrassavica Carissa Carandas Ruta

Signature of tenderer

90

Each

70

Each

20000

Each

6000

Each

900

Each

130 110 220 140

Each Each Each Each

Rate (Rs)

Amount(Rs) In figure In words

Page 16 of 17

2.05 2.06 2.07 2.08 2.09

Lantana Illuppa Chethi krishnakireedam ClotariaRetusa

120 90 60 50 70

Each Each Each Each Each

2.10

Pilosa (Panthal) Menthonni tylphoraIndicca CusseaHysopifolia Mussanda Jasmine Chambarathi Grass/Turf

60 120 160 190 80 20 120

Each Each Each Each Each Each Each

500

Sqm

2.11 2.12 2.13 2.14 2.15 2.16 3.0 3.1

Supply sheets Total

ofCarpet

grass

1. We have fully read and understood and completely satisfied myself/ourselves of the conditions set forth under the tender and accept the responsibility to carryout the work at the rates mentioned above. Signature Name & Full Address Place: Date:

Signature of tenderer

:

Page 17 of 17

CHECK- LIST The tenderers are advised to consult the check list before submission of the tender. Sl.no

Particulars

1 2 3 4

Signature on all pages of tender document Enclosures as per clause 3.3 EMD as per clause 1.17.1 Superscribe envelope as instructed in clause 1.4

Signature of tenderer

Tick if complied