REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES Page 1 of 21 StockHolding | Information Technology Stock Holding Corporation of India Limited (StockHolding) RFP Reference Number: IT-05/2017-18 Date: 24.07.2017 Request for Proposal (RFP) for Replacement of 12 V 200 AH SMF Batteries
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REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
Page 1 of 21 StockHolding | Information Technology
Will be intimated to only technically qualified bidders
This bid document is not transferable
Submission of Proposal: The response to this RFP will be submitted by way of two stage bidding process. The technical proposal with the relevant information/documents/acceptance of all terms and conditions as described in this RFP document will be submitted online through M/s e-Procurement Technologies Ltd.(ETL), Ahmedabad, the outsourcing agency approved by Stock Holding Corporation of India Ltd (StockHolding) for e-bidding on the website (https://stockholding.auctiontiger.net). If technically short-listed, the vendor will have to participate in the online reverse auction which will be conducted by M/s e-Procurement Technologies Ltd. (the Company selected by the StockHolding for conducting e-Procurement reverse auction process). Short-listed vendors will be trained by e-Procurement Technologies Ltd. for this purpose, and they will have to abide by the e-business rules in consultation with e-Procurement Technologies Ltd. The vendors will have to upload the duly signed and scanned RFP submission relevant document(s) as part of technical bid. All Annexure Forms will have to be filled and submitted online. The Technical Bid with relative documents must be submitted online. The vendors are requested to note that they cannot make their online submission after the time stipulated above and no extension of time will normally be permitted for submission of bid.
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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The bidders are requested to note that it is mandatory to have a valid digital certificate issued by any of the valid certifying authority approved by Govt. of India to participate in the online bidding. The bidders are requested to ensure that they have the same, well in advance or if any assistance is required for the purpose, bidders can contact service provider (M/s e-Procurement Technologies Ltd.).
Minimum requirement for e-Bidding:
1. Computer / Laptop (Notebook) with internet connection
2. Operating system - Windows XP Service pack -3 / VISTA/ Windows 7 or above
3. Digital certificate - Class II or III, Signing + Encryption
Invitation for bids
This “Invitation for bids” is for “Replacement of existing 204 nos. of 12 V 200 AH Rocket Brand
SMF Batteries with required battery inter-connect cables & Racks having on-site advance
replacement warranty for the period of three years from the date of installation” having details as
mentioned in this Request for Proposal (RFP) document
Due Diligence:
The vendor (bidder) is expected to examine all instructions, Forms, Terms, Conditions and
Specifications in this RFP. Bids shall be deemed to have been made after careful study and
examination of this RFP with full understanding of its Implications. The Bid should be precise,
complete with all details required as per this RFP document. Failure to furnish all information
required by this RFP or submission of Bid not as per RFP requirements will be at the bidder’s risk
and may result in rejection of the bid and the decision of StockHolding in this regard will be final and
conclusive and binding.
Cost of Bidding:
The vendor (bidder) shall bear all costs associated with the preparation & submission of its bid and
StockHolding will in no case be held responsible or liable for these costs, regardless of the conduct
or outcome of the bidding process
Contents of this RFP Document:
The requirements, bidding procedure, general terms & conditions are prescribed in this RFP
document with various sections
(A) Bids Preparation and Submission Details
(B) Requirement with Scope of Service and Terms and Conditions
(C) Compliance Statement - Annexure-I
(D) Integrity Pact - Annexure-II
(E) Format for Indicative Price Bid (Commercial) Bids - Annexure-III
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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Clarifications regarding RFP Document:
Before bidding, the bidders are requested to carefully examine the RFP Document and the Terms
and Conditions specified therein, and if there appears to be any ambiguity, contradictions, gap(s)
and/or discrepancy in the RFP Document, they should forthwith refer the matter to StockHolding
for necessary clarifications.
A bidder requiring any clarification for their queries on this RFP may be obtained via email to
StockHolding shall not be responsible for any external agency delays.
StockHolding reserves the sole right for carrying out any amendments / modifications / changes in
the bidding process including any addendum to this entire RFP
At any time before the deadline for submission of bids / offers, StockHolding may, for any reason
whatsoever, whether at its own initiative or in response to a clarification requested by bidders,
modify this RFP Document.
All bidders who have received this RFP document shall be notified of the amendment by phone or
e-mail, and all such amendment(s) shall be binding on them
StockHolding reserves the rights to extend the deadline for the submission of bids, if required.
However, no request from the bidders for extending the deadline for submission of bids, shall be
binding on StockHolding.
StockHolding reserves the right to amend / cancel / postpone / pre-pone the RFP without
assigning any reasons
Validity of offer:
The offer should remain valid for a period of at least 60 days from the date of submission
Eligibility Criteria (Documents to be submitted along with online Technical Bid)
Important Bidder should submit all supporting documents at the time of submitting technical bid, duly signed and stamped on their company’s letter head.
Eligibility Criteria (to be submitted along with Technical Bid)
SN. Criteria Documents to be submitted by vendor (bidder)
1 The Bidder should be a firm / company registered in India. The Bidder should be a current legal entity with a minimum of 4 years of experience in India
Copy of Shop establishment certificate issued by the local authorities or Certificate of Incorporation and Certificate of Commencement of business in case of Public Limited Company or Certificate of incorporation in case Private Limited Company, issued by the Registrar of Companies. The copies should be self-attested by the authorized person with seal and signature
2 Bidders shall be the either Original Batteries Manufacturers (OEM) or An Authorized dealer/distributor
If the applicant is Manufacturer (OEM), they should enclose the details of locations where the manufacturing
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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For this RFP, either the OEM’s authorized partner on behalf of the Principal / OEM or Principal / OEM itself can bid but both cannot bid simultaneously If OEM’s authorized partner submits bid on behalf of the principal /OEM, the same partner shall not submit a bid on behalf of another principal /OEM for this RFP
and testing facilities are available. If the bidder is an authorized partner for the OEM, the standard MAF (Manufacturer’s Authorization Form) should be submitted
3 The Bidder should have permanent office or at least one support centre at Mumbai / Navi Mumbai / Thane for quick response in case of breakdowns.
Copy of Self certification along with location and contact details of the said service center / office to be enclosed in this regard
4 The bidder should have average turnover of Rs. 50 lacs or above exclusively from the similar battery business and services, during last three financial years. The bidder should have earned net profit during last 3 years
A certificate from the Auditor / Chartered Accountant shall be submitted along with the audited Balance Sheet for last 3 financial years
5 The Bidder must have installed at least batteries valued Rs. 20 Lacs or above in a single order or more successfully in the last 4 years in one Physical Location (in India), at Data centres / Govt. Departments / PSUs / Banks / Insurance companies / Reputed Corporate Offices / IT, Pharma & Chemical Industries.
A copy of PO or satisfactory Performance Certificate from the client mentioning the date of installation to be submitted
(A) Bids Preparation and Submission Details
1. Technical Bid
a. The vendor (bidder) will submit the Technical Bid online on https://stockholding.auctiontiger.net
and should be as per the format given (Technical Bid for Replacement of existing 204 nos. of
12 V 200 AH Rocket Brand SMF Batteries with required battery inter-connect cables & Racks
having on-site advance replacement warranty for the period of three years from the date of
installation)
b. There should not be any hidden / conditional costs in the bids and in the event of their presence
in the bid, the bid is liable to be rejected
c. No indications pertaining to price or commercial terms should be made in the Technical Bid
submission. If any price indications are made, then the bids may be rejected
d. No open ended / conditional bid shall be entertained and are liable for rejection
2. Indicative Price (Commercial) Bid
a. The vendor (bidder) will submit Commercial Bid online on https://stockholding.auctiontiger.net
as per the format given (Commercial Bid for Replacement of existing 204 nos. of 12 V 200 AH
Rocket Brand SMF Batteries with required battery inter-connect cables & Racks having on-site
advance replacement warranty for the period of three years from the date of installation) - refer
Annexure-III
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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b. The final price (L1) will be decided only on successful conclusion of the Online Reverse Auction.
c. The date and time of the Online Reverse Auction (RA) will be intimated to the eligible bidders /
vendors
3. Submission of Bids
a. The required documents for Eligibility Criteria and Technical Bid, Commercial Bid must be
submitted (uploaded) online on https://stockholding.auctiontiger.net. Technical Bid and
Commercial Bid should be complete in all respects and contain all information asked for in this
RFP document
b. If Interest free Earnest Money Deposit (EMD) is not submitted by bidder / received by
StockHolding in the form of Electronic Fund Transfer (EFT) prior to the last date of submission of
bids as mentioned in this RFP, bidder will not be eligible to participate in this RFP.
c. The offer should be valid for a period of at least 60 days from the date of submission of bid
d. The vendor (bidder) shall fulfill all statutory requirements as described by the law and
Government notices. The vendor (bidder) shall be solely responsible for any failure to fulfill the
statutory obligations and shall indemnify StockHolding against all such liabilities, which are likely
to arise out of the agency’s failure to fulfill such statutory obligations
e. The vendor (bidder) shall be solely responsible either for any injury, damage, accident to the
workman employed by the vendor (bidder) for any loss or damage to the equipment / property in
the areas of work as a result of negligence / carelessness of its deployed resources.
f. No request for any further extension of the above deadline shall be entertained. Delayed and/or
incomplete bid shall not be considered.
g. All employees engaged by the vendor (bidder) shall be comprehensively insured for accidents
and injuries by the vendor (bidder) at his/her/their cost
h. Bidders are advised to submit their online Indicative Price bid well before last date of submission.
i. There will be no extension(s) to the last date of online submission of Technical and Indicative
Price bids
4. Evaluation of Bids
StockHolding will evaluate the bid submitted by the bidders under this RFP. It is StockHolding’s
discretion to decide at the relevant point of time. The eligibility bid submitted by the vendor (bidder)
will be evaluated against the Eligibility criteria set forth in the RFP. The vendor (bidder) needs to
comply with all the eligibility criteria mentioned in the RFP to be evaluated for evaluation.
Non-compliance to any of the mentioned criteria would result in outright rejection of the bidder's
proposal. The decision of StockHolding would be final and binding on all the bidders to this
document. StockHolding may accept or reject an offer without assigning any reason what so ever.
The bidder is required to comply with the requirement mentioned in the RFP. Non-compliance to this
may lead to disqualification of a bidder, which would be at the discretion of StockHolding.
a. Please note that all the information desired needs to be provided. Incomplete information may
lead to non-consideration of the proposal.
b. The information provided by the bidders in response to this RFP document will become the
property of StockHolding.
5. Online Reverse Auction
a. In case, only one Bidder is technically qualified, no reverse auction will take place.
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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b. Stock Holding reserves the right to negotiate price
with the lone Bidder or
with the L1 Bidder in exceptional circumstances like quote of unrealistic or unjustified prices
in Reverse Auction
(B) Requirement with Scope of Service and Terms & Conditions
Stock Holding Corporation of India Limited (StockHolding) intend to avail Replacement of existing
204 nos. of 12 V 200 AH Rocket Brand SMF Batteries with required battery inter-connect cables &
Racks having on-site advance replacement warranty for the period of three years from the date of
installation
Note: StockHolding reserves the right to alter, addendum or reduce or remove the bill of quantity
requirement without assigning any reasons to the vendor (bidder).
This RFP document is meant for the exclusive purpose of “Replacement of existing 204 nos. of 12 V 200 AH Rocket Brand SMF Batteries with required battery inter-connect cables & Racks having on-site advance replacement warranty for the period of three years from the date of installation” for Stock Holding as per the terms, conditions, and specifications indicated in this RFP and shall not be transferred, reproduced or otherwise used for purposes other than for which it is specifically issued.
Terms and Conditions and Scope of Work:
(1) Payment:
100% payment on completion of delivery & installation and submission of invoice, delivery challan,
installation report and 3 years warranty confirmation from product OEM and/or dealer / distributor.
Payments will not be released for any part-shipment or short-shipments. Vendor will submit credit
note for the buyback of material.
The payment towards preventive maintenance / health checkup of batteries will be made on
completion of preventive maintenance health checkup of batteries and submission of invoice
together with service report for respective quarter
(2) Delivery Time:
Three weeks from the date of purchase order. The delivery of consignment should be of recent
batch of manufacturing and should not be prior to April 2017
4 Required Racks for supplied batteries (if applicable)
(D)
At actual
5 Quarterly preventive maintenance / health checkup
of batteries during warranty period
(E)
12
The above indicated prices are excluding of applicable taxes and levies
Name, Signature and Seal of the vendor
(To be submitted on the official letter head of the vendor)
Date:
(Signing Authority)
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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Compliance Statement (To be submitted along with technical bid) Annexure-I Ref: RFP IT-05/2017-18 Dated 24.07.2017
DECLARATION We understand that any deviations mentioned elsewhere in the bid will not be considered and
evaluated by the Stockholding. We also agree that the Stockholding reserves its right to reject the
bid, if the bid is not submitted in proper format as per subject RFP.
Compliance Compliance Remarks / Deviations
(Yes / No)
Terms and Conditions and Scope of Work
Any other T&C in this RFP (If left blank it will be construed that there is no deviation from the specifications given above) Date Signature with seal
Name :
Designation :
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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Tender Acceptance Letter (To be given on Company Letter Head)
Date: To, ___________________ _________________ _________________ Sub: Acceptance of Terms & Conditions of Tender Reference No. :________________________ Name of Tender / Work: ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ Dear Sir, 1. I/We, have downloaded/obtained the tender document(s) for the above mentioned ‘Tender/Work’ from web site(s) namely: _______________________________________________________ _______________________________________________________ As per your advertisement, given in the above mentioned website(s). 2. I/We hereby certify that I/We have read the entire terms and conditions of the tender documents (including all documents like annexure(s), schedule(s), etc.) which form part of the contract agreement and I/We shall abide hereby by the terms/conditions/clauses contained therein. 3. The corrigendum(s) issued from time to time by your department/organisation too have also been taken into consideration, while submitting this acceptance letter. 4. I/We hereby unconditionally accept the tender conditions of above mentioned tender document(s)/ corrigendum(s) in its totality / entirety. 5. I/We do hereby declare that our Firm has not been blacklisted /debarred by any Govt. Department / Public sector undertaking. 6. I/We certify that all information furnished by the our Firm is true & correct and in the event that the information is found to be incorrect /untrue or found violated, then your department / organisation shall without giving any notice or reason therefore or summarily reject the bid or terminate the contract, without prejudice to any other rights or remedy including the forfeiture of the full said earnest money deposit absolutely. Yours faithfully, (Signature of the Bidder, with Office Seal) Signature of Accepting officer Signature of Bidder
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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Details of the Bidder
Details filled in this form must be accompanied by sufficient documentary evidence, in order to
facilitate StockHolding to verify the correctness of the information.
1) Name of Company:
2) Postal Address:
3) Telephone, Mobile and Fax Numbers:
4) Name and designation of the person authorized to make commitments to StockHolding
5) Email Address:
6) Website address of the Company:
7) Year of commencement of Business:
8) Sales Tax / VAT / CST Registration Number:
9) Service Tax Registration Number:
10) Authorized product partner / dealer:
11) Complete company name with address, contact person, Telephone No(s)., email address on
which the Purchase Order should be placed if contract is awarded
Place:
Date: Signature of authorized official, designation and stamp
REQUEST FOR PROPOSAL FOR REPLACEMENT OF 12 V 200 AH SMF BATTERIES
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Annexure-II
Integrity Pact: Annexure - II Integrity Pact
(To be executed on plain paper and submitted along with Technical Bid)
(__________________________________ Name of the Department / Office) RFP No.___________
for ______________________________
This pre-bid pre-contract Integrity Pact (Agreement) (hereinafter called the Integrity Pact) (IP) is
made on ______ day of the _______________________, between, on one hand, StockHolding ., a
company incorporated under Companies Act, 1956, with its Registered Office at 301, Centre Point
Building, Dr. B R Ambedkar Road, Parel, Mumbai – 400012 , acting through its authorized officer,
(hereinafter called Principal), which expression shall mean and include unless the context otherwise
requires, his successors in office and assigns) of the First Part And