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NHDC LIMITED

(A JV of NHPC Ltd. & Govt. of Madhya Pradesh)

NHDC LIMITED (A JV of NHPC Ltd. & Govt. of Madhya Pradesh) ISO 9001:2008 Tender Document

ISO 9001:2008

Tender Document For

“Third party impact assessment study of Corporate Social Responsibility initiative undertaken by NHDC Limited in last three (03) financial years 2014-15, 2015-16 & 2016-17”

NIT No. NHDC/1C/662/18/ 1401

Date- 06.07.2018

Chief Engineer(C&P) NHDC Limited, NHDC Parisar, Shyamla Hills Bhopal (M.P.) 462013

July -2018

,u ,p Mh lh fyfeVsM ¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½ NHDC Limited
,u ,p Mh lh fyfeVsM ¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½ NHDC Limited

,u ,p Mh lh fyfeVsM

¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½

NHDC Limited

(A Joint Venture of NHPC Limited & Govt. of M.P.)

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Regd. Office : NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal – 462 013 (M.P.)

Website : www.nhdcindia.com

nwjHkk"k @ Telphone : 0755 – 4030112, 4030069 QSDl@ Fax : 0755 – 4030112

fuxe igpku la- Corporate Identity No.(CIN): U31200MP2000GOI014337

,u ,p Mh lh fyfeVsM ¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½ NHDC Limited
,u ,p Mh lh fyfeVsM ¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½ NHDC Limited

,u ,p Mh lh fyfeVsM

¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½

NHDC Limited

(A Joint Venture of NHPC Limited & Govt. of M.P.)

3-0

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  • 1. The bidder shall be a company established under section 8 of the Companies Act, 2013 or a registered trust or a registered society. Or The bidder shall be a company established under section 8 of the Companies Act, 2013 or a registered trust or a registered society, established by the central government or state government or any entity established under an Act of parliament or a state legislature.

  • 2. The bidder must have a minimum of three year’s experience of carrying out Impact Assessment/Monitoring & Evaluation work in the domain of Corporate Social Responsibility/Sustainability/Community Development Project financed by the Central Ministry/State Ministry/world bank/NABARD and/or other international donor institution (e.g ADB, EU etc.) or central /State Public Sector Enterprises.

  • 3. The bidder shall have experience of having successfully completed similar works during last 03 (Three) years ending last day of month previous to the date of submission of bids should be either of following:

    • i) Three Similar completed works costing not less than Rs. 8.40 Lacs each. ii) Two Similar completed works costing not less than Rs. 10.50 Lacs each. iii) One Similar completed work costing not less than Rs. 16.81 Lacs.

Similar works means “works defined at point no 2 above in Qualifying Criteria”.

4-0

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Regd. Office : NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal – 462 013 (M.P.)

Website : www.nhdcindia.com

nwjHkk"k @ Telphone : 0755 – 4030112, 4030069 QSDl@ Fax : 0755 – 4030112

fuxe igpku la- Corporate Identity No.(CIN): U31200MP2000GOI014337

,u ,p Mh lh fyfeVsM ¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½ NHDC Limited
,u ,p Mh lh fyfeVsM ¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½ NHDC Limited

,u ,p Mh lh fyfeVsM

¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½

NHDC Limited

(A Joint Venture of NHPC Limited & Govt. of M.P.)

No. NHDC 1C 662 18 1401

E-NOTICE INVITING TENDER

Date: 06-07-2018

Online bids (E-tenders) under Two-Cover system are invited on behalf of NHDC Ltd. from reputed firms for following works.

Third party impact assessment study of Corporate Social Responsibility initiative undertaken by NHDC Limited in last three (03) financial years 2014-15, 2015-16 & 2016-17

The details of work are available in the tender document which can be downloaded from Central Public Procurement (CPP) Portal www.eprocure.gov.in/eprocure/app and the bid is to be submitted online only on www.eprocure.gov.in/eprocure/app up to last date and time of submission of tender. Physical sale of tender document is not applicable.

1.0

Brief Details of Tender:

 

S.

No.

Item

 

Description

 

(i)

Estimated cost of the Work

Rs. 21.00 Lacs

 

(ii)

EMD (Bid security)

Rs. 42,000/- (Rs Forty Two Thousand only) or valid notarised NSIC/MSME Certificate.

 

(iii)

Completion period

120 Days

 

(iv)

Tender document fees (Non- Refundable)

Rs. 590.00 (Rs. Five Hundred Ninety only) inclusive of GST by DD/BC in favour of NHDC Ltd. payable at Bhopal or valid notarised NSIC/MSME Certificate.

 

(v)

Tender Inviting Authority

Chief Engineer (C&P), NHDC Ltd., Corporate Office, Shamla Hills, Bhopal.

 

Phone/Fax No. 0755-4030112/4030069

Note:-Tender Fee and EMD (in original) or valid notarised NSIC/MSME Certificate (in original) should be submitted to the Tender Inviting Authority on or before last date of submission, failing which the tender will not be opened and summarily be rejected.

2.0

Critical Dates of Tender:

 

S.

No.

Particulars

Date & Time

 

(i)

Publish Date & Time

09-07-2018 : 04:00 PM

 

(ii)

Sale/ Document Download Start Date & Time

09-07-2018 : 04:00 PM

 

(iii)

Sale/ Document Download End Date & Time

02-08-2018 : 04:00 PM

 

(iv)

Clarification Start Date & Time

09-07-2018 : 04:00 PM

 

(v)

Clarification End Date & Time

26-07-2018 : 04:00 PM

 

(vi)

Bid Submission Start Date & Time

09-07-2018 : 04:00 PM

 

(vii)

Bid Submission End Date & Time

02-08-2018 : 04:00 PM

 

(viii)

Bid Opening Date & Time

03-08-2018 : 04:00 PM

iathd`r dk;kZy; % ,u ,p Mh lh ifjlj] gksVy ysdO; w v'kksd ds ikl] ';keyk fgYl] Hkksiky & 462 013 ¼e-iz-½

Regd. Office : NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal – 462 013 (M.P.)

Website : www.nhdcindia.com

nwjHkk"k @ Telphone : 0755 – 4030112, 4030069 QSDl@ Fax : 0755 – 4030112

fuxe igpku la- Corporate Identity No.(CIN): U31200MP2000GOI014337

,u ,p Mh lh fyfeVsM ¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½ NHDC Limited
,u ,p Mh lh fyfeVsM ¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½ NHDC Limited

,u ,p Mh lh fyfeVsM

¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½

NHDC Limited

(A Joint Venture of NHPC Limited & Govt. of M.P.)

  • 3.0 Qualifying Criteria: The bidders must fulfil the following minimum Qualifying Criteria:

    • 1. The bidder shall be a company established under section 8 of the Companies Act, 2013 or a registered trust or a registered society. Or The bidder shall be a company established under section 8 of the Companies Act, 2013 or a registered trust or a registered society, established by the central government or state government or any entity established under an Act of parliament or a state legislature.

    • 2. The bidder must have a minimum of three year’s experience of carrying out Impact Assessment/Monitoring & Evaluation work in the domain of Corporate Social Responsibility/Sustainability/Community Development Project financed by the Central Ministry/State Ministry/world bank/NABARD and/or other international donor institution (e.g ADB, EU etc.) or central /State Public Sector Enterprises.

    • 3. The bidder shall have experience of having successfully completed similar works during last 03 (Three) years ending last day of month previous to the date of submission of bids should be either of following:

      • i) Three Similar completed works costing not less than Rs. 8.40 Lacs each.

ii) Two Similar completed works costing not less than Rs. 10.50 Lacs each. iii) One Similar completed work costing not less than Rs. 16.81 Lacs.

Similar works means “works defined at point no. 2 above in Qualifying Criteria”.

  • 4.0 The details/ information regarding online tendering i.e. Registration on CPP portal, Preparation of Bid and Submission of bid are available in the tender document. NHDC reserves the right to reject any or all tenders and shall not be bound to assign any reason for such rejection.

For and on behalf of NHDC Ltd.,

-S/d-

Chief Engineer (C&P)

Copy to:-

  • 1. All HOD/ HOP's

  • 2. Notice Board of NHDC office at Bhopal/Indore/Khandwa/Narmada Nagar/ Faridabad/ Sidhawarkut.

  • 3. Collectorate Office, Old Secretariat Building, Bhopal

  • 4. The Municipal Commissioner, Bhopal Municipal Corporation. Sadar Manzil, Nagar Nigam Bhopal.

  • 5. The Chief Engineer, CPWD, 52 A, Nirmaan Sadan, Arera Hills, Hoshangabad Road, Bhopal

  • 6. The Chief Engineer, PWD (Capital Zone), C-Wing, Ist Floor, Satpura Bhawan, Bhopal

With

request

for

wide

circulation

&

display

on

notice board

iathd`r dk;kZy; % ,u ,p Mh lh ifjlj] gksVy ysdO; w v'kksd ds ikl] ';keyk fgYl] Hkksiky & 462 013 ¼e-iz-½

Regd. Office : NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal – 462 013 (M.P.)

Website : www.nhdcindia.com

nwjHkk"k @ Telphone : 0755 – 4030112, 4030069 QSDl@ Fax : 0755 – 4030112

fuxe igpku la- Corporate Identity No.(CIN): U31200MP2000GOI014337

SECTION-0

INSTRUCTIONS TO BIDDERS

Impact Assessment Study

E-Tender Document

SECTION -0 (Instructions to Bidders) (This section will not form part of Contract Agreement)

  • 1.0 Online bids (e-tender) under two envelope/cover system is hereby invited on behalf of NHDC Ltd., Bhopal (A Joint Venture of NHPC Ltd. & GoMP) (hereinafter referred to as Corporation/ Employer) for “Third party impact assessment study of Corporate Social Responsibility initiative undertaken by NHDC Limited in last three (03) financial years 2014-15, 2015- 16 & 2016-17” as per the enclosed Schedule of Quantities and Prices (Schedule-A). Tender forms can also be downloaded from the website www.eprocure.gov.in/eprocure/app.

  • 1.1 This section of the bidding documents provides the information necessary for bidders to prepare online responsive bids, in accordance with the requirements of the Corporation. It also provides information on online bid submission, opening, evaluation and contract award.

  • 1.2 INSTRUCTIONS FOR ONLINE BID SUBMISSION:

The techno-Commercial bid

and price

bid

to

be submitted

on-line at central public

procurement e-Portal htpp://eprocure.gov.in/eprocure/app.The bidders are required to submit soft copies of their bids electronically on the Central Public Procurement (CPP) Portal, using valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal.

  • 1.2.1 REGISTRATION:

(i)

Bidders are required to enrol on the e-Procurement module of the Central Public Procurement Portal by using the “Click here to Enroll” option available on the home page. Enrolment on the CPP Portal is free of charge.

(ii)

During enrolment / registration, the bidders should provide the correct/true information including valid email-id & mobile no. All the correspondence shall be made directly with the contractors/bidders through email-id provided.

(iii)

As part of the enrolment process, the bidders will be required to choose a unique username and assign a password for their accounts.

(iv)

For e-tendering possession of valid Digital Signature Certificate (Class II or Class III Certificates with signing key usage) is mandatory which can be obtained from any Certifying Authority recognized by CCA India on eToken/ SmartCard.

(v)

Upon enrolment on CPP Portal for e-tendering, the bidders shall register their valid Digital Signature Certificate with their profile.

(vi)

Only one valid DSC should be registered by a bidder. Bidders are responsible to ensure that they do not lend their DSCs to others which may lead to misuse and should ensure safety of the same.

(vii)

Bidders can then log into the site through the secured login by entering their userID / password and the password of the DSC / eToken.

  • 1.2.2 SEARCHING FOR TENDER DOCUMENTS:

    • i) There are various search options built in the CPP Portal, to facilitate bidders to search active tenders by several parameters. These parameters could include Tender ID, Organization Name, Location, Date, Value, etc. There is also an option of advanced search for tenders, wherein the bidders may combine a number of search

Impact Assessment Study

E-Tender Document

parameters such as Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a tender published on the CPP Portal.

ii) Once the bidders have selected the tenders they are interested in, they may download the required documents/ tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder. This would enable the CPP Portal to intimate the bidders through SMS/ e-mail in case there is any corrigendum issued to the tender document.

The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any clarification/ help from the Helpdesk.

  • 1.2.3 PREPARATION OF BIDS

(i)

For preparation of bid Bidders shall search the tender from published tender list available on site and download the complete tender document and should take into account corrigendum if any published before submitting their bids.

(ii)

After selecting the tender document same shall be moved to the ‘My Tenders’ folder of bidders account from where bidder can view all the details of the tender document.

(iii) Bidder shall go through the tender document carefully to understand the documents required to be submitted as part of the bid. Bidder shall note the number of covers in which the bid documents have to be submitted, the number of documents - including the names and content of each of the document that need to be submitted. Any deviations from these may lead to rejection of the bid.

(iv)

Any clarifications if required, same may be obtained online through the tender site, or through the contact details given in the tender document.

(v)

Bidders should get ready in advance the bid documents to be submitted as indicated in the tender document/schedule in PDF/xls/rar/zip/dwf formats. If there is more than one document, they can be clubbed together using zip format.

(vi)

Bidders can update well in advance, the documents such as experience certificates, annual report, GSTIN, PAN, EPF, other details etc., under “My Space” option, which can be submitted as per tender requirements. This will facilitate the bid submission process faster by reducing upload time of bids.

  • 1.2.4 SUBMISSION OF BIDS

Two-cover Bid procedure shall be adopted for submission and evaluation of the bids. The Bidder shall accordingly prepare and submit the bids containing the required documents up to the date and time given in NIT. The bidder shall prepare the bid and submit the bid in following manner:

(i)

Bidder should log into the site well in advance for bid submission so that he/ she upload the bid in time i.e. on or before the bid submission time.

(ii) Bidder should prepare the Tender Fee and EMD as per the instructions specified in the NIT/ tender document. The originals should be submitted to the Tender Inviting Authority, on or before the last date & time of bid submission. The details of the DD/BC exemption certificate, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.

(iii)

While submitting the bids online, the bidder shall read the terms & conditions (of CPP portal) and accepts the same in order to proceed further to submit their bid.

Impact Assessment Study

E-Tender Document

(iv)

Bidder shall select the payment option as offline to pay the Tender Fee/ EMD and enter details of the DD/BC.

  • (v) Bidder shall digitally sign and upload the required bid documents one by one as indicated in the tender document.

(vi) Bidders shall note that the very act of using DSC for downloading the tender document and uploading their offers is deemed to be a confirmation that they have read all sections and pages of the tender document without any exception and have understood the complete tender document and are clear about the requirements of the tender document.

(vii) Bidder shall note that each document to be uploaded for the tender should be less than 2 MB. If any document is more than 2MB, it can be reduced through zip/rar and the same can be uploaded. For the file size of less than 1 MB, the transaction uploading time will be very fast.

(viii) Utmost care shall be taken for uploading Schedule of Quantities & Prices and any change/ modification of the price schedule shall render it unfit for bidding.

Bidders shall download the Schedule of Quantities & Prices i.e. Schedule-A, in XLS format and save it without changing the name of the file. Bidder shall quote their rates in figures in appropriate cells, thereafter save and upload the file in financial bid cover (Price bid) only. If the template of Schedule of Quantities & Prices file is found to be modified by the bidder, the bid will be rejected.

The bidders are cautioned that uploading of financial bid elsewhere i.e. other than in cover 2 will result in rejection of their bid.

(ix) Bidders shall submit their bids through online e-tendering system to the Tender Inviting Authority (TIA) well before the bid submission end date & time (as per Server System Clock). The TIA will not be held responsible for any sort of delay or the difficulties faced during the submission of bids online by the bidders at the eleventh hour.

  • (x) After the bid submission (i.e. after Clicking “Freeze Bid Submission” in the portal), the bidders shall take print out of system generated acknowledgement number, and keep it as a record of evidence for online submission of bid, which will also act as an entry pass to participate in the bid opening.

(xi)

Bidder should follow the server time being displayed on bidder’s dashboard at the top of the tender site, which shall be considered valid for all actions of requesting, bid submission, bid opening etc., in the e-tender system.

(xii) All the documents being submitted by the bidders would be encrypted using PKI (Public Key Infrastructure) encryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is maintained using the secured Socket Layer 128 bit encryption technology.

  • 1.2.5 ASSISTANCE TO BIDDERS:

i) Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the Tender Inviting Authority or the relevant contact person indicated in the tender.

Telephone (O):- 0755-4030112/4030069

Impact Assessment Study

E-Tender Document

ii)

Any queries relating to the process of online bid submission or queries relating to CPP Portal in general may be directed to the 24X7 CPP Portal Helpdesk

Number 0120-4200462, 0120-4001002.

Note: Bidders are requested to kindly mention the URL of the Portal and Tender Id in the subject while emailing any issue along with the Contact details.

Mobile: +91-8826246593 E-mail: support-eproc@nic.in

  • 2.0 QUALIFYING CRITERIA:

  • 2.1 The bidders must fulfil the following minimum Qualifying Criteria:

    • 1. The bidder shall be a company established under section 8 of the Companies Act, 2013 or a registered trust or a registered society.

Or

The bidder shall be a company established under section 8 of the Companies Act, 2013 or a registered trust or a registered society, established by the central government or state government or any entity established under an Act of parliament or a state legislature.

  • 2. The bidder must have a minimum of three years’ experience of carrying out Impact Assessment/Monitoring & Evaluation work in the domain of Corporate Social Responsibility/Sustainability/Community Development Project financed by the Central Ministry/State Ministry/world bank/NABARD and/or other international donor institution (e.g ADB, EU etc.) or central /State Public Sector Enterprises.

  • 3. The bidder shall have experience of having successfully completed similar works during last 03 (Three) years ending last day of month previous to the date of submission of bids should be either of following:

    • a) Three Similar completed works costing not less than Rs. 8.40 Lacs each.

    • b) Two Similar completed works costing not less than Rs. 10.50 Lacs each.

    • c) One Similar completed work costing not less than Rs. 16.81 Lacs.

Similar works means “works defined at point no 2 above in Qualifying Criteria”.

  • 2.2 The bidder shall furnish documentary proof as below for fulfilling qualifying criteria as above failing which his offer shall be summarily rejected:

    • i) Copy of registration of establishment/company.

ii)

Scanned Copies of work orders and successful completion certificate from the owner, copy of TDS certificate for experience in case of private organization to establish the completion of order.

  • 3.0 CONTENT OF TENDER DOCUMENT: The Scope of Work, bidding procedure, Contract Terms and Conditions are prescribed in the bidding document. The bidding document includes the following sections:

Section – 0

:

Instruction to Bidders (ITB).

Section – I

:

Information for Bidders (IFB)

Section – II

:

General Terms and conditions (GTC)

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Section – III

:

Tender Forms & Schedule (TF&S)

Schedule-A

:

Schedule of Quantities and Prices.

  • 4.0 COST OF BIDDING: The bidder shall bear all costs and expenses associated with preparation and submission of its bid including post bid discussions, technical and other presentations etc., and NHDC will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

  • 5.0 EARNEST MONEY DEPOSIT (EMD):

  • 5.1 The Bidder shall furnish, as part of the bid, earnest money for an amount of Rs. 42,000/- (Rs. Forty Two Thousand only) in the form of Demand draft/ Bankers Cheque in favour of ‘NHDC Limited’ payable at Bhopal issued by any Nationalized Bank/ Scheduled Bank in India or State Bank of India. The original earnest money shall be submitted to the office of tender inviting authority before last date of submission of bid. Request for exemption from payment of Bid Security will not be accepted in any case except for the firms falling under clause 28.0 of this section. Bids received unaccompanied by either an acceptable Bid Security or a photocopy of valid notarized certificate of registration stated as above shall be rejected as being non-responsive and shall not be opened. The Original Earnest money/ Notarized certificate shall be submitted to the Office of tender inviting authority before last date of submission of bid.

  • 5.2 The Bidders shall not be entitled, during the period of validity of their offers without the consent in writing of the Corporation, to revoke or withdraw their bids or change in any respect of their offer or any terms and conditions thereof. In case of a Bidder revoking or withdrawing his Bid or changing any terms and conditions in regard thereto without the consent of the Corporation in writing, the Corporation may at his discretion, forfeit the Bid Security furnished by the Bidder along with his offer. In addition to this the bidder may at the discretion of the Corporation, be debarred from bidding for a period as may be considered fit by the Corporation, against any bid that might be invited by the Corporation in future. The Corporation will also be within its rights to circulate the information at its discretion to other prospective corporation’s about the bidders having withdrawn his offer within the validity period.

  • 5.3 Any Bid not accompanied with proper EMD shall be rejected summarily as being non- responsive and the price bid (Cover - 2) will not be opened.

  • 5.4 The EMD of the unsuccessful bidders will be returned without interest within 28 days after the award of the tender.

  • 5.5 The EMD (bid security) will be forfeited

    • a) If the Bidder withdraws the Bid after bid opening (technical bid) during the period of Bid validity; or

    • b) If a bidder fails to accept rectification of arithmetical errors noticed by the Corporation or

    • c) If the Bidder adopts corrupt/ fraudulent/collusive/coercive practices or

    • d) In the case of a successful Bidder, if the Bidder fails within the specified time limit to -

      • i. Sign the Agreement; and/or Furnish the required Performance Security Deposit.

ii.

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  • 6.0 SITE VISIT :

  • 6.1 The bidders in their own interest at their cost are advised to visit, inspect and examine the site and its surroundings and satisfy themselves including prevailing rules, regulations/ directions of the local authorities/ State Government, that may be necessary for preparing the bid and execution of the contract, before submitting their Bids in respect of the Site Conditions including but not restricted to any other conditions which may influence or affect the work or cost thereof under the contract. No extra charges consequent upon lack of any information/ knowledge and understanding shall be entertained or payable by the Corporation.

  • 6.2 The bidders should note that information, if any, with regard to the site and local conditions, as contained in this Bid document has been given merely to assist the bidders and is not warranted complete in all respects. The bidder should ascertain all other information pertaining to and needed for the work including information regarding the risks, contingencies and other circumstances which may influence or affect the work or the cost thereof under this contract.

  • 6.3 All the temporary services/arrangements shall be made by Contractor at no extra cost to Corporation.

  • 6.4 The bidders are advised to contact the Sr. Manager (CSR), CSR Division, NHDC Corporate Office for site visit at the following address:

O/o Sr. Manager (CSR), NHDC Ltd., NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal–462 013 (MP), Telephone (O):- 0755-4030084

  • 6.5 The Bidder should note that information, if any, in regard to the site and local conditions, in these tender documents, except for the agreed services/material to be provided/supplied by the Corporation, has been given merely to assist the Bidders and is not warranted to be complete.

  • 6.6 The Bidder should note and bear in mind that the Corporation shall bear no responsibility for the lack of acquaintance of the site and other conditions or any information relating thereto, on their part. The consequences of the lack of any knowledge, as aforesaid, on the part of the bidders shall be at their risk and cost and no charges or claims whatsoever consequent upon the lack of any information, knowledge or understanding shall be entertained or payable by the Corporation.

  • 6.7 Corporation may or may not entertain any request for clarifications from the Bidders, regarding such local conditions.

  • 6.8 Neither any change in the time schedule of the contract nor any financial adjustments arising thereof shall be permitted by the Corporation, which are based on the lack of such clear information or its effect on the cost of the Works to the bidder.

  • 7.0 VALIDITY OF OFFER: -

  • 7.1 The validity of offer shall be 120 days from the date of opening of tender. A bid valid for a shorter period may be rejected by the Corporation as being non responsive.

  • 7.2 In exceptional circumstances, prior to expiry of the original tender validity period, the Corporation may request the bidder, in writing, for a specified extension in the period of validity. The bidder may refuse the request without forfeiting its EMD (bid security). The

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bidder agreeing to the request will neither be required nor be permitted to modify its tender. The provisions regarding discharge and forfeiture of EMD shall continue to apply during the extended period of tender validity.

  • 8.0 UNDERSTANDING OF BID DOCUMENTS A prospective Bidder is expected to examine all instructions forms, terms and specifications in the Bid documents and fully inform himself as to all the conditions and matters which may in any way affect the scope of work or the cost thereof. Failure to furnish all information required by the Bid Document or submission of a Bid not substantially responsive to the Bid document in every respect will be at the Bidder’s risk and may result in the rejection of its bid

  • 9.0 CLARIFICATION OF BIDDING DOCUMENTS:

  • 9.1 A prospective Bidder requiring any clarification of the bidding documents may ask the clarifications online through CPP Portal at least 07 (seven) days before the last date of submission of the tender.

  • 9.2 The Corporation will respond online to any request for clarification if considered necessary, at its sole discretion. All such interpretations and clarifications shall form a part of the Bidding Document and shall accompany the bidder’s proposal

  • 9.3 The Corporation shall not be bound to respond to the request from the bidder and this shall not become the reason for claiming extension of the deadline for the submission of the tenders.

  • 9.4 Verbal Clarification and information given by the corporation or it’s any employee or his representative(s) shall not in any way binding on the corporation.

    • 10.0 AMENDMENT OF BIDDING DOCUMENTS:

    • 10.1 At any time prior to the deadline for submission of bids, Corporation may, for any reason, whether at its own initiative or in response to a “clarification requested by a prospective Bidder, modify the Bidding Document by amendment(s).

    • 10.2 Any addendum/corrigendum thus issued shall be part of the bidding documents and shall be published on CPP Portal. The bidder are requested to see the website once again before the due last date and time of submission of bid to ensure that they have not missed any addendum/corrigendum uploaded against the said tender after downloading the tender document. It will be presumed that the addendum/corrigendum has been accepted and the information contained therein has been taken into account by the bidder in the bid. The responsibility of downloading the related addendum/corrigendum, if any shall be of the bidder.

    • 10.3 To give bidders reasonable time in which to take an addendum/ corrigendum into account in preparing the bid, the Corporation may, at its discretion, extend the deadline for the submission of the tender.

    • 10.4 The Corporation reserves the right to itself to postpone and/ or extend the date of receipt or to withdraw the bid notice, without assigning any reason thereof entirely at its discretion. In such an event bidders shall not be entitled to any compensation in any form whatsoever.

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  • 11.0 LANGUAGE OF BID:

  • 11.1 The bid and all documents shall be in English and correspondence relating thereto shall be written in the English / Hindi language. Supporting documents and printed literature in any other language shall be accompanied by an appropriate translation to the English/ Hindi language.

  • 11.2 For the purpose of interpretation of the tender clauses, the English version shall prevail.

  • 12.0 BID CURRENCY:

All figures mentioned under the commercial bid should be in Indian National Rupee (INR) Commercial proposals in any currency other than INR would be considered non-responsive and hence rejected.

  • 13.0. INSTRUCTIONS FOR PREPARATION, RECEIPT AND SIGINNG OF BID PROPOSALS:

    • 13.1 Bid Proposals complete in all respect, shall be uploaded with requisite information and annexure as specified in the bidding documents. It shall be free from any ambiguity, cutting and use of correcting fluid or overwriting. Correction, if any, must be neatly done and should be initialed by the person, who signs the bids, along with stamp and date.

      • 13.2 The authorized representative of the firm shall initial all pages of the bid proposal before uploading. The notarized power of attorney of the signatory of the Bid to commit the Bidder with authority of the executant to execute the same shall be furnished with the bid.

      • 13.3 For preparation of Bid Proposals, Bidders are expected to examine the bidding documents in detail and it is the Bidder’s responsibility to ensure that the information provided is adequate and clearly understood. Material deficiencies in providing the information requested may result in rejection of the bid.

  • 14.0 SUBMISSION OF OFFER:

  • 14.1 The documents shall be submitted online in two cover system duly scanned and digitally signed by the authorized representative of the bidder as follows:

    • A) Cover -1 (TECHNO-COMMERCIAL BID) :

Online bids should be submitted containing scanned copy of following document in

Cover-1.

i)

Tender fee and EMD as per details mentioned in NIT.

 

ii)

Authorization/ Power of Attorney in favour of authorized signatory for signing of documents and online submission of bid having the following information:

Name & Address of contact person:- Telephone/ Fax No.:- Mobile No.:- E-mail ID:-

 

iii)

Bidder shall furnish copy of

partnership

deed

in

case

of

partnership firm or

Memorandum and Articles of Association in case of limited Company or ownership certificate in case of sole of proprietary firm.

iv) Certificate of Registration with Shop & Establishment Act/ Certificate of incorporation.

v)

All Documents establishing conformity to the Qualifying Criteria as mentioned at Clause 2.0 above.

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vi)

Certification under Fraud Prevention Policy of NHDC Ltd., Annexure–II of TF&S Section.

vii)

Declaration that the firm has not been de-listed from business by any PSU/Govt. Department during last three years as per Annexure-IV of TF&S Section.

Note: Please note that bid of the firm/bidder been banned/de-listed/black listed from business by any PSU or Govt. Department during the last three years shall summarily be rejected.

viii) The bidders or his authorized representative shall sign and upload all the documents, owning responsibility for their correctness/ authenticity and submit Declaration in respect of acceptance of terms and conditions of tender document as per Annexure-V of TF&S Section.

ix)

Declaration/ Undertaking for identifying Micro, Small & Medium Enterprises under MSMEDA –2006, Annexure-VI of TF&S Section.

Note: Please note that without documentary evidence uploaded with the Techno- commercial offer (Cover-I), the status of applicability of MSMEDA act shall be treated as “Not Applicable”.

x)

Electronic Clearing System Duly filled up and signed along with cancelled cheque, Annexure-VII of TF&S Section.

xi)

PAN & GSTIN detail in Annexure-VIII of TF&S Section.

xii)

General Information of agency applying for Impact Assessment as per Annexure-

XI of TF&S Section

xiii)

Details of experience of the Agency as per Annexure-XII of TF&S Section

The bidders are cautioned that divulging of any price information in Cover-1 (Techno- commercial Bid) will result in rejection of their bid.

  • B) Cover-2 (PRICE BID): The Cover-2 shall contain the price bid in the prescribed format "Schedule of Quantities & Prices" as per Schedule–A. The bidder shall submit/upload the Schedules in XLS Format as per clause 1.2.4 (viii) of this section. Any clause governing the bid subject to market fluctuation is not acceptable.

    • 14.2 The rates and all applicable taxes and duties including GST etc. shall be quoted in the relevant column of Schedule of Quantities & Prices (Schedule-A) as applicable 28 days prior to deadline for submission of bids. The Corporation shall not provide any declaration form to the Contractor for availing Concessional Tax etc. However, change in rate of any taxes, duties, levies etc. or introduction of new tax imposed after the above-stipulated date shall be considered for reimbursement or recovery as the case may be against production of documentary evidence of its payment. Change in nomenclature of any existing taxes, duties, etc. shall not be construed as a new tax for the purpose of reimbursement

All applicable taxes/duties including GST and assessed on the Corporation shall also be included in the prices/rates, which shall be deducted from the Contractor and deposited to the concerned authority by the Corporation.

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  • 15.0 COMPLETENESS OF THE BID: The bidder must note that bids will not be considered for only part of the works within the schedule or for any lesser quantity of works than that specified in the schedule.

  • 16.0 SUBMISSIONS OF BID:

  • 16.1 ON LINE SUBMISSION: The bidder should log into the site well in advance for bid submission so that he/ she upload the bid in time i.e. on or before the bid submission time as mentioned in NIT. The Server Date & Time as appearing on the website http://eprocure.gov.in/eprocure/app shall only be considered for the cut-off date and time for submission of bids. Offers sent by any other mode will not be considered. The Corporation may, in the exceptional circumstances and at its discretion, extend the deadline for submission of bids by issuing an amendment, in which case all rights and obligations of the Corporation and the bidders previously subject to the original deadline will then be subject to the new deadline. The bidder shall bear all cost associated with the preparation and submission of its bid and the Corporation will in no case be responsible or liable for these cost, regardless of the conduct or outcome of the tendering process. All documents specified in ITB Clause. No. 14.1(A) should be scanned, uploaded and attached with the bid before scheduled Bid Submission end date and time.

  • 16.2 OFF LINE SUBMISSION: Hard copy of supporting documents in respect of tender fee and EMD ( Exception documents) , Power of attorney shall be submitted offline (i.e. physically) in separate sealed envelope bearing on the top the reference of the Tender specification to Tender Inviting Authority on or before the due date & time of submission as per NIT. If any discrepancy is found between Hard Copies of the offline document viz. DD/BC/ exemption certificate towards cost of bid document & Bid Security (EMD), Power of Attorney and scanned copy of same uploaded online then the online bid shall be liable for rejection. Note: Bidders will not be able to submit their bids after the due date and time for submission of bids has elapsed.

  • 16.3 SIGNING OF BID:

The Bid shall be submitted in the prescribed form and the same shall be signed properly as laid down hereunder:

  • a. If the Bid is submitted by a proprietary firm, it shall be signed by the proprietor or his authorised representative.

  • c. If the Bid is submitted by a firm in partnership, it shall be signed by all the partners of the firm or by a partner holding the power of attorney for the firm by signing the Bid in which case a certified copy of the power of attorney shall accompany the bid. A certified copy of the partnership deed and current business addresses of all the partners of the firm shall also accompany the bids.

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  • d. If the Bid is submitted by a Limited Company or a Corporation, it shall be signed by a duly authorized person holding the power of attorney along with board resolution for signing the Bid in which case a certified copy of the power of attorney shall accompany the bid.

  • 17.0 MODIFICATION, SUBSTITUTION AND WITHDRAWAL OF BID:

  • 17.1 After Submission of bid, the bidder can re-submit revised bid any number of times but before stipulated deadline for submission of bid. The bidders are advised not to withdraw their bids, as once the bid is withdrawn they cannot participate in the same tender again.

  • 17.2 The server time (which is displayed on the bidder’s dashboard) will be considered as standard time for referencing the deadline for submission of the bids by the bidders, opening of bid etc. The bidder should follow this time during bid submission.

  • 17.3 No bid shall be withdrawn or modified/ revised in the interval between the bid submission deadline and the expiration of the Bid Validity period specified in the bid document. Withdrawal or modification of a bid during this interval shall be considered non-responsive.

  • 18.0 BID OPENING

  • 18.1 The Corporation/ Authority inviting Tender will open the online bids received upto last date & time of submission of bid in the presence of the bidders/ bidders’ representatives who choose to attend at the time, date and place specified in the NIT. Bidder(s) can also view Bid opening online on the CPP portal http://eprocure.gov.in/eprocure/app at their end. In the event of the specified date for the submission of bids being declared a holiday for the Corporation, the Bids will be opened at the specified time and location on the next working day.

  • 18.2 Initially, the ‘Techno-Commercial Bid’ shall be opened consisting of online and offline submissions and the ‘Price Bid’ of only those bidders whose techno-commercial bid is acceptable to the Corporation shall be opened online subsequently.

18. 3 The date and time of opening of financial bids shall be informed separately to the bidders whose Techno-commercial bids are found responsive. Tenderer or their representative may choose to attend opening of online financial bids.

The Financial Bids of Bidder(s), who are not considered eligible and techno commercial responsive, shall not be opened and will be Archived’ unopened. The decision of the Corporation will be final and binding in this regard

  • 19.0 PROCESS TO BE CONFIDENTIAL

Information relating to the examination, clarification, evaluation, and comparison of bids and recommendations for the award of a contract shall not be disclosed to bidders or any other persons not officially concerned with such process until the award to the successful Bidder has been announced. Any attempt by a Bidder to influence the Corporation’s processing of bids or award decisions may result in the rejection of his Bid.

  • 20.0 EXAMINATION OF BIDS AND DETERMINATION OF RESPONSIVENESS

  • 20.1 During the detailed evaluation of “Techno-commercial Bids”, the Corporation will determine whether each Bid:

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  • (a) meets the qualifying criteria;

  • (b) is accompanied by the required securities; and

  • (b) is substantially responsive to the requirements of the bidding documents. During the detailed evaluation of the “Financial Bids”, the responsiveness of the bids will be further determined with respect to priced ‘Schedule of Quantities and Prices’.

  • 20.2 A substantially responsive “Bid” is one who submit requisite EMD and documents, accept all the terms & conditions of the Tender document unconditionally and meet the qualifying requirement stipulated in the Tender document. The decision of the Corporation shall be final and binding in this regard.

  • 20.3 If a “Bid” is not substantially responsive, it will be rejected by the Corporation, and may not subsequently be made responsive by correction or withdrawal of the nonconforming deviation or reservation.

  • 20.4 The Corporation may waive any minor informality/non-conformity/irregularity in a bid that does not constitute material deviation and that does not prejudice or affect the relative ranking of any bidder as a result of evaluation.

  • 20.5 Conditional offers are liable for rejection.

  • 21.0 CLARIFICATION OF TENDERS:

  • 21.1 To assist in the examination, evaluation and comparison of tenders, the Corporation may ask the bidders individually for clarification of their tenders.

  • 21.2 The request for clarification and their response shall be through CPP Portal but no change in the price or substance of the tender shall be sought, offered or permitted except as required to confirm the correction of arithmetical errors discovered by the Corporation during the evaluation of the tenders.

  • 21.3 The bidder shall promptly provide all necessary information and documents to be submitted to the Corporation during evaluation of its tender. Failure to provide correct and timely information, concealment of material facts regarding litigation history and arbitration proceedings etc. having a material bearing on the evaluation process may render its tender being treated as non-responsive and will be liable to rejected summarily.

  • 22.0 EVALUATION AND COMPARISON OF BIDS:

    • 22.1 The Corporation will evaluate and compare only the bids determined to be substantially responsive to the requirements of the tender document.

  • 22.2 In evaluating the bids, the Corporation will determine for each Bid, the evaluated Bid price by adjusting the Bid price by making correction, if any.

  • 22.3 The bid(s) shall be evaluated based on the criteria set forth here under: The evaluation process shall be carried out in two stages:

    • i) Techno-commercial evaluation Financial evaluation

ii)

  • 22.4 The bidders whose bid(s) are found to be techno-commercially acceptable shall be considered for further evaluation. Bid(s) not fulfilling the techno-commercial requirement of

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the tender shall be considered non-responsive and rejected and Cover-2 i.e. Price Bid of such bidder shall not be opened.

  • 22.5 The Price bid(s) of the prospective bidders, who fulfils the techno-commercial requirement of the bid(s), shall be evaluated further. Evaluation of bid price shall be done on the basis of lowest evaluated total amount. The tender shall be awarded on single tender responsibility basis.

  • 22.6 If the present performance of the bidder including any of the partners of the firm, in a current contract is unsatisfactory 'as certified by the Client/Corporation', the tender of the bidder will be summarily rejected without assigning any reason.

  • 22.7 For the purpose of evaluating the lowest evaluated bidder the quoted rates in Schedule of Quantities & Prices i.e. Schedule- A including all applicable taxes, duties, GST shall be considered. In case, columns w.r.t to all applicable taxes, duties, GST have not been quoted by the bidder in Schedule-A, same shall be deemed to be inclusive in total quoted amount and nothing extra shall be payable.

  • 22.8 In Case of two or more lowest evaluated bidders, the bidder with highest average annual turnover during last three financial years ending 31st March 2018 as per Audited Balance Sheet and Profit & loss account/CA Certificate/Income Tax return as submitted by the firm with their techno-commercial bid shall be considered for evaluating the lowest evaluated bidder.

  • 22.9 Normally the tender will be accepted of those bidders whose quoted rates are found to be lowest but NHDC is not bound for such acceptance and reserves the right to accept or reject any offer without assigning any reason thereof. Bidder shall have no objection to such rights of NHDC.

  • 23.0 AWARD CRITERIA: Bids of only those bidders shall be considered whose bids are determined to be substantially responsive and technically, commercially & financially acceptable as per the provisions of bidding documents. The substantially responsive bids are those bids, which fulfils the bid conditions and confirm acceptance of terms & conditions as required in the bid document without material deviation. Award is to be made to the bidder whose responsive bid is determined to be lowest evaluated bid as per evaluation criteria mentioned above and who meets the appropriate standards of eligibility and capability.

  • 24.0 CORPORATION RIGHT: The Corporation reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to award of Contract, without thereby incurring any liability to affected Bidder or bidders or any obligation to inform the affected Bidder or bidders of the grounds for the Corporation’s action.

  • 25.0 NOTIFICATION OF AWARD:

  • 25.1 The bidder whose bid has been accepted will be notified for the award by the Corporation prior to expiration of the Bid validity period through the “Letter of Award”, which will state the sum that the Corporation will pay to the Contractor in consideration of the execution, completion by the Contractor as prescribed in the Contract.

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  • 25.2 The Letter of Award will constitute the formation of the Contract until the Formal Agreement is signed.

  • 26.0 SIGNING OF AGREEMENT: Within Thirty (30) days of the issue of Letter / Notification of Award, the successful bidder shall execute the Agreement on the non- judicial stamp paper / e–stamp paper (issued from MP state only) of requisite value as per the format enclosed with this Section. The expenses of completing and stamping the original agreement and copies shall be borne by the Contractor. The successful bidder shall attend the office of the Tender Inviting Authority for signing of the contract agreement. The agreement will incorporate all agreements between the Corporation and the successful bidder.

  • 27.0 OTHER CONDITIONS:

  • 27.1 The Bidder shall promptly check their e-mailbox registered with CPP Portal for receipt of any information/clarification/ correspondence in respect of their bid. The Corporation shall not be responsible for non-receipt/failure of e-mail to the bidders.

  • 27.2 If any of the information furnished by the bidder is found to be incorrect, the Bid/ contract is liable to be rejected/terminated and the EMD/ Performance Security will be forfeited.

  • 27.3 Tenders from those tenderers who have not submitted their offer as per NIT will not be considered.

  • 27.4 Bidders shall not contact NHDC on any matter relating to their bid after the Bid opening. Any effort by the Bidder to influence NHDC in evaluation, comparison or award decision may result in the rejection of their Bid Proposal.

  • 28.0 EXEMPTIONS/PROVISION POLICY:

FOR

MSEs

FIRMS AS PER PUBLIC PROCUREMENT

Micro and Small Enterprises (MSEs) under their single point Registration Scheme for the goods/services at NSIC or District Industries Centre (DIC) or Khadi and Village Industries Commission (KVIC) or Khadi Village and Industries Board (KVIB) or Coir Board or Directorate of Handicrafts and Handlooms or any other body specified by Ministry of MSME or MSEs having Udyog Aadhar Memorandum for the goods/services, covered in this Tender document. These bidder shall be eligible for:-

  • 28.1 Exemption from furnishing the cost of tender document fees and Bid Security deposit/Earnest Money Deposit. They should furnish a Notarized copy of valid registration certificate/ Entrepreneurs Memorandum (EM- II) details/ other relevant documents issued by above board/body in their favours, for goods/services covered under this tender document. No other bidders are exempted from furnishing cost of tender fee and Bid Security deposit /EMD as mentioned above. It is sole responsibility of the bidder to ascertain whether registration certificate issued to him under MSMEDA 2006 is applicable for the work/services covered under this tender document.

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  • 28.2 For the Purchase Preferenceas in tender, participating MSEs qouting price within the price band of L1+15% shall also be allowed to supply a portion of the requirement by brininging down their price to L1 price, in a situation where L1 price is from someone other than an MSE and such MSEs shall be allowed to supply atleast 20% of total tendered value. In case more than one such MSEs, the supply will be shared proportionately ( to tendered quantity). In case of tender item is non-splitable or non-dividable, etc, MSE quoting price within price band L1+15 % may be awarded for full/complete supply of total tendered value to MSE, considering sprit of Public Procurement Policy, 2012 for enhancing the Govt. Procurement from MSE. Out of 20% target of annual procurement from MSEs, a sub target of 4% (i.e, 20% out of 20%) will be earmarked for procurement from MSEs owned by SC/ST entrepreneurs. However, in the event of failure of such MSEs to participate in the Tender Process or meet the Tender requirements and the L1 price, the 4% sub-target for procurement earmarked for MSEs owned by SC/ST entrepreneurs will be met from other MSEs.

Definition of MSEs owned by SC/ST is as given under:

  • a) In case of proprietary MSE, proprietor(s) shall be SC/ST.

  • b) In case of partnership MSE, the SC/ST partners shall be holding atleast 51 % shares in the unit.

In

case of

Private Limited Companies, at least 51

% share shall be held by SC/ST

promoters.

 
  • 29.0 DETECTION AND PREVENTION OF FRAUD AND ACTION THEREOF:

  • 29.1 It is expected from the bidders that they will observe the highest standard of ethics during the tendering process and execution of such contract in pursuance of ‘Fraud Prevention Policy of NHDC Ltd.’ enclosed as Annexure-I and furnish Certificate as per Annexure-II

    • (a) For the purpose of this provision, the terms set forth below shall mean as under:

      • (i) “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution; and

(ii) “fraudulent practice’ means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the Corporation, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Corporation of the benefits of free and open competition;

(iii) “collusive practice” means a scheme or arrangement between two or more bidders, with or without the knowledge of the Corporation, designed to establish bid prices at artificial, non-competitive levels; and

(iv) “coercive practice” means harming or threatening to harm, directly or indirectly, person or their property to influence or affect the execution of a contract;

  • (b) A Bid may be rejected by the Corporation if it is determined at any stage that the respective Bidder has engaged in corrupt, fraudulent practice(s), collusive and coercive practices in competing for the contract in question.

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  • (c) The Corporation may declare a bidder ineligible, either indefinitely or for a stated period of time, if it at any time determines that the bidder has engaged in corrupt, fraudulent practice(s), collusive and coercive practices in competing for, or in executing, a contract.

29.2 BANNING OF BUSINESS DEALINGS: It is not in the interest of NHDC to deal with Agencies who commit deception, fraud or other misconduct in the tendering process. The grounds on which Banning of Business Dealings can be initiated are as follows:

i)

If the security consideration, including questions of loyalty of the Agency to NHDC so warrants;

ii)

If the director/owner of the Agency, proprietor or partner of the firm, is convicted by a court of law for offences involving moral turpitude in relation to its business dealings with the Government or any other public sector enterprises, during last five years;

iii)

If business dealings with the Agency have been banned by the Department of Power, Government of India;

iv)

If the Agency has resorted to corrupt, fraudulent practices including misrepresentation of facts;

v)

If the Agency uses intimidation/ threatening or brings undue outside pressure on NHDC or its official for acceptancy/ performances of the job under the contract;

vi) If the Agency misuses the premises or facilities of the NHDC, forcefully occupies or damages the NHDC’s properties including land, water resources, forests/ trees of tampers with documents/ records etc. (Note : The examples given above are only illustrative and not exhaustive. The Competent Authority may decide to ban business dealing for any good and sufficient reason).

The procedure for banning of Business Dealings shall be governed as per NHDC’s “Policy & Procedure for Banning Business Dealings” enclosed as Annexure-III

SECTION-I INFORMATION FOR BIDDERS

Impact Assessment Study

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SECTION-I INFORMATION FOR BIDDERS

  • 1.0 INTRODUCTION: NHDC Ltd. (A joint Venture of NHPC Ltd. & Govt. of M.P.) was set up on 1st August 2000 with its Corporate Office at Bhopal. NHDC was entrusted with the construction of Indira Sagar Power Station (1000 MW) and Omkareshwar Power Station (520 MW). It is an ISO 9001-2008 certified company. It is the largest organization for Hydropower development in the state of Madhya Pradesh in terms of hydropower capacity.

  • 2.0 LOCATION OF PROJECT/ OFFICES: The detail of work location under tender is as below:

  • 2.1 CORPORATE OFFICE, NHDC LIMITED, BHOPAL The NHDC Corporate office, is situated in Distt. Headquarters Bhopal “Capital of MP state”. It is well connected by Air, Rail, and Road transport with other part of the country. Nearest airport is Raja Bhoj Airport Bhopal.

  • 2.2 INDIRA SAGAR POWER STATION, KHANDWA The Indira Sagar Power Station is a multipurpose river valley project on the west flowing river Narmada in Madhya Pradesh State. The Project is located at Narmada Nagar, which is about 10 km. from Punasa village situated in Khandwa district of Madhya Pradesh. The dam site lies on longitude 76º28’ E and latitude 22º17’ N.

Indira Sagar Power Station is connected by all weather road from Distt. Headquarters at Khandwa as well as other places like Indore and state capital Bhopal. The nearest railhead for Project is Khandwa Railway Station, which lies between Bhusawal – Itarsi broad gauge section of Central Railway. Nearest airport is Devi Ahilyabai Holkar Airport Indore. The details of the places of importance in the vicinity of Project and its distance by road are as under: -

Sl. No.

PLACE

 

IMPORTANCE

 

DISTANCE

 
  • 1. KHANDWA

DIST. HEADQUARTERS

 

70

KMS.

 
  • 2. SANAWAD

NEAREST

RAIL

HEAD

(METER

50

KMS.

GAUGE)

 
 
  • 3. INDORE

NEAREST AIRPORT

 

140 KMS.

 
  • 4. BHOPAL

STATE CAPITAL

 

200KMS.

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  • 2.3 OMKARESHWAR POWER STATION, KHANDWA Omkareshwar Power Station is located across Narmada river at Siddhwarkut, Omkareshwar District - Khandwa Madhya Pradesh. Nearest town Barwaha is about 20 km from project and is in district Khargone. The power station lies on longitude 76º09’45” E and latitude 22º14’25” N. Omkareshwar Power Station is situated in the centre on the Khandwa -Indore State highway with 80 kms distance from both Khandwa and indore on either side. The nearest rail head are Khandwa & Indore and among them Khandwa is on Howrah-Mumbai broad gauge railway line. Nearest airport is Devi Ahilyabai Holkar Airport Indore.

Sl. No.

PLACE

 

IMPORTANCE

 

DISTANCE

 
  • 1. KHANDWA

DIST. HEADQUARTERS

 

80

KMS.

 
  • 2. SANAWAD

NEAREST

RAIL

HEAD

(METER

17

KMS.

GAUGE)

 
 
  • 3. INDORE

NEAREST AIRPORT

 

90

KMS.

 
  • 4. BHOPAL

STATE CAPITAL

 

280KMS.

SECTION-II GENERAL TERMS & CONDITIONS

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SECTION-II GENERAL TERMS AND CONDITIONS

These General Terms and Conditions of Contract shall be as given below:

1.0 Scope of Work : Scope of work Under Corporate Social Responsibility & Community Development Scheme, various activities were undertaken in and around the areas of Corporate Office and Projects of NHDC for the benefit of Project Affected Families, Senior Citizens and weaker Sections of the Society during the Financial Year 2014-15, 2015-16 and 2016-17.

Primarily, the activities included improvement in the field of Education, Healthcare, Environment Conservation, Water Conservation, Access to Drinking Water, Sustainable Livelihood, Income Generation, Women Empowerment and Sanitation.

NHDC Ltd intends to conduct the “Third party impact assessment study of Corporate Social Responsibility initiative undertaken” as listed in Annexure-A, B & C of TF&S Section. The prime objective is to verify, evaluate and advise on findings of key project/activities undertaken and further advising the necessary improvement in CSR activities/ initiatives for Socio- economic development within the broad framework of National CSR guidelines issued by DPE and as per the CSR policy of NHDC Ltd ( Annexure-D). It is also required to provide feedback report to NHDC about research findings.

  • a) Objective of the Impact Assessment Study:

Assessment

Assessment Questions

Criteria

Relevance

Did the overall goal match needs of the project area? Did the project’s baseline data correctly address needs of the area?

Efficiency

What outputs were achieved and whether they were according to the plan? Was the implementation schedule as planned? Was the project cost within planned limit? Was the fund utilization prudent?

Effectiveness&

Did the outputs help achieve the goal? Did the project have any unique

Uniqueness

feature? Comparing the inputs to the extent of goals achieved, can project implementation be considered to be effective? Can the project be replicated?

Impact

What were the various tangible and intangible positive and negative impacts (Socio-economic, Environment, Policy, Technology, Awareness) on different stakeholders of the project?

Sustainability

Would the impacts created by the project sustain? Considering the present course of project, is the project sustainable? If not, what modifications and corrections need to be done with project execution methodology?

  • b) Impact Assessment report may cover the following:

    • i) Objective of the Project.

ii) Whether objective met. If yes, then to what extent. iii) Outcome of the project are based on the conclusion of Baseline Indicators.

iv) Expected impacts in the long run.

  • v) Coverage of other points as mentioned in the Objectives Tabulated at point a) above.

vi) Intangible benefits derived from completed projects.

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  • c) Methodology, Coverage and Sampling Plan

i.) The selected agency has to visit the project sites and interact with various Stakeholders (beneficiaries, project implementation agency and their representatives, NHDC’s CSR co- coordinators, public authorities etc.) for the purpose of study.

ii.) Agency has to submit a brief research proposal, describing the proposed research methodology to be adopted including methods and tools to be used for data collection and interpretation. The proposal must have the timelines and the manpower requirements defined for the study, keeping in view geographical distribution of samples.

  • 2.0 TERMS AND CONDITIONS:

  • 2.1 Contract Period: The contract period shall be 120 Days for complete impact assessment study work including acceptance of final report as given below time schedule-

Sl.

Activity

Duration in

No.

Days

1

Study of the Project by the agency– its nature, area of operation, etc.

 

2

Preparation & submission of evaluation materials , sampling method and action plan

3

Pre-testing, adjustment of evaluation materials/ and Pilot testing

90

Days

4

Site movement, Data Collection

 

5

Data Entry, Compilation, Processing and Data Analysis

6

Submission of draft report to NHDC Ltd., Bhopal

7

Preparation & submission for acceptance of final report after receiving the comments from NHDC Ltd. Bhopal, Submission of final accepted binded report (15 nos. copies, in which geo-tagged colour photograph of the work site should also be incorporated)

30

Days

8.

Total Completion Period

120 Days

  • 2.2 Prices: The Prices quoted shall be Firm and Final including taxes, all incidental expenses, transportation charges, and Geo tag photograph charge, TA, DA charges of the staff etc. If bidder not quote for any item in Schedule –A, then it shall assumed to be inclusive in quoted price in Schedule-A.

  • 2.3 Taxes & Duties: - The rates quoted in Schedule-A shall be inclusive of all taxes and duties etc. including GST. The GST shall be quoted in relevant column of Schedule-A in % (Percentage). Prices shall be inclusive of all taxes, duties, levies, GST and other Central & State taxes/duties applicable as on 28 days prior to last date of submission of bid. However, if a new tax or duty or levy, other than those existing on 28 days before the last date of submission of bid is imposed under a statute or law during the currency of the Contract and the Contractor becomes legally liable thereunder to and actually pays the same then the Contractor shall immediately inform the Engineer-in-Charge in this regard. The Corporation will reimburse the same to the Contractor on production of satisfactory proof of payment subject to condition that service is completed within completion time of LOA. In case the completion time gets delayed due to reasons attributable to the contractor, no additional

Impact Assessment Study

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liability on account of any increase in tax & duties or levy of new taxes/duties shall be payable to the contractor. In case of decrease in the current rates of taxes/ duties shall be passed on to the NHDC Ltd.

Details of NHDC GSTIN is as per Annexure-IX.

  • 2.4 T.D.S: - TDS (Tax Deduction at Source), if applicable shall be deducted from the payments made to the contractor.

  • 2.5 Payment Terms: The Payment shall be made stage wise after completion of milestone as given below on submission of invoice / bill to Engineer-Incharge -

Sl.

Milestone

% of payment to be

No.

released

1

Submission of draft report after completing activities given in Time Schedule for Sr. No. 1 to 5 (as per clause 2.1 of GTC).

60%

2

Acceptance of Final Report by NHDC & submission of binded final Report (15 copies)

40%

  • 2.6 Engineer–In-Charge: Sr. Manager (CSR), NHDC Corporate Office, Shyamla Hills, Bhopal shall be Engineer–In-Charge for the work.

  • 2.7 Paying Authority: Sr. Manager (Fin.), Corporate Office, NHDC Ltd., Bhopal shall be the paying authority.

  • 2.8 Liquidated Damages: The bidder shall be responsible for timely completion of work. If the bidder fails to complete the work within the stipulated time period, it will be construed as a breach of contract and bidder liable to any or all situations as forfeiture of its performance security, imposition of liquidated damages, and/or termination of the Contract. The imposition of Liquidated Damages would be levied @.035% of contract price (excluding GST) per day plus GST@18% on it of delay or part thereof. However the total liability of the bidder under imposition of liquidated damages shall not exceed 5% of contract price (excluding GST) plus GST@18% on it. The ' Contract Price ‘ shall mean the sum arrived at by multiplying the quantity (ies) with the rate (s) in the Schedule of Quantities and Prices given in / annexed to the Contract, subject to such additions and adjustments thereto or deductions there from, as may be made pursuant to the Contract.

  • 2.9 Performance Security Deposit : The successful bidder within Fifteen (15) days from the date of issue of Letter of Award, shall furnish an initial security deposit of 5% (Five percent) of the contract sum for due performance of contract to Engineer-Incharge of NHDC corporate office, Bhopal in forms of Demand draft on any Nationalized/scheduled Bank of India and in the name of NHDC Ltd., Bhopal.

    • 2.10 Refund of Security Deposit - The Security Deposit less any amount due shall, on demand, be returned to the Contractor after 03 months of successful completion of the contract or on release of payment of final bill whichever is later, provided the Engineer-in-Charge is satisfied that there is no demand outstanding against the Contractor. No interest on the amount of Security Deposit shall be paid to the contractor.

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  • 2.11 Termination of Work Contract - At any time during the execution of work, if the services of the Contractor are not found to be satisfactory or the Contractor commits breach of contract, NHDC Ltd. reserves right to terminate the contract by giving one-month notice. Notwithstanding anything contained above, NHDC Ltd. reserves the right to terminate the contract at any time or stage during the period of contract, by giving 15 days notice without assigning any reason. If the Contract is terminated as aforesaid, the contractor shall be paid by NHDC Ltd. for the works executed and accepted by the NHDC prior to the date of termination at the rates and price provided in the Contract. In the event of any dispute in regard to portion of the payment to be made, the decision of NHDC shall be final.

  • 2.12 Termination of Contract on Death - If the Contractor is an individual or a proprietary concern and the individual or the proprietor dies, or if the Contractor is a partnership concern and one of the partners dies, then, unless the Engineer-in-Charge is satisfied that the legal representatives of the individual Contractor or of the proprietor of the proprietary concern and in the case of partnership, the surviving partners are capable of carrying out and completing the contract, the Engineer-in-Charge shall be entitled to terminate the Contract as to its uncompleted part without the Corporation being in any way liable to payment of any compensation whatsoever on any account to the estate of the deceased Contractor and/or to the surviving partners of the Contractor's firm on account of termination of the Contract. The decision of the Engineer-in-Charge that the legal representatives of the deceased Contractor or the surviving partners of the Contractor's firm cannot carry out and complete the Works under the Contract shall be final and binding on the parties. In the event of such termination, the Corporation shall not hold the estate of the deceased Contractor and/or the surviving partners of the Contractors firm liable for damages for not completing the Contract. Provided that the power of the Engineer-in-Charge of such termination of contract shall be without prejudice to any other right or remedy, which shall have accrued or shall accrue to him under the Contract.

  • 2.13 ARBITRATION - All differences or disputes between the parties arising out of or in connection with this contract shall in the first instance be amicable settled/ resolved between the parties. Failing amicable settlement amongst the parties the same shall be referred to and settled by Arbitral Tribunal comprising of Sole Arbitrator to be appointed as here-in-after mentioned.

    • 2.13.1 The notice regarding the invoking of the arbitration clause shall be served by the contractor to the Officer-in-charge of the work.

    • 2.13.2 All difference or disputes shall be referred for decision to a Sole Arbitrator to be appointed by Officer-in-charge of the work. However, before appointing the Sole Arbitrator the names out of which one can be appointed as the Sole Arbitrator with the consent of both the parties, failing which after 15 days of the issuance of the letter informing three names, the Officer-in- charge of the work shall have the power to appoint one of the persons out of the three names so notified as Sole Arbitrator, which will be final and binding on both the parties.

    • 2.13.3 The Arbitrator so appointed shall adjudicate upon all the disputes referred to him between the parties hereto.

    • 2.13.4 The Arbitrator proceedings shall be in accordance with the Arbitration & Conciliation Act 1996 and rules framed thereunder, if any as amended or modified from time to time. The existence of any disputes or difference or the initiation or continuance of the arbitrator proceedings shall not permit the parties to postpone or delay the performance by the parties of their respective obligations pursuant to this contract.

    • 2.13.5 The venue of the arbitration shall be Bhopal, Madhya Pradesh, India.

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  • 2.14 CONTRACT AGREEMENT: The contractor and the Corporation shall enter into a contract agreement on non- judicial stamp paper / e–stamp paper (issued from MP state only) of requisite value in this regard within Thirty (30) days from the date of issue of Letter of Award as per proforma enclosed with the Tender Documents as Annexure-X.

Signature of Tenderer with COMPANY SEAL

Chief Engineer(C&P) NHDC Ltd., Bhopal

SECTION-III TENDER FORMS & SCHEDULE

SECTION-IV

TENDER FORMS & SCHEDULE

Sl. No.

Description of Forms & Schedules

Annexure/

Schedule no.

1

Fraud Prevention Policy of NHDC Ltd

Annexure-I

2

Certificate under Fraud Prevention Policy of NHDC Ltd

Annexure-II

3

Banning of business policy

Annexure-III

4

Declaration that the firm has not been de-listed from business by any PSU/Govt. Department during last three years

Annexure-IV

5

The firm or his authorized representative shall sign and upload all the documents, owning responsibility for their correctness/ authenticity and submit Declaration in respect of acceptance of terms and conditions of tender document

Annexure-V

6

Declaration/ Undertaking for identifying Micro, Small & Medium Enterprises under MSMEDA –2006

Annexure-VI

7

Form for Electronic Clearing Services

Annexure-VII

8

PAN No. & GSTIN details

Annexure-VIII

9

GSTIN detail of NHDC

Annexure-IX

10

Contract Agreement

Annexure-X

11

General Information Details to be furnished by agency applying for Impact Assessment

Annexure-XI

12

Detail of experience of the Agency

Annexure-XII

13

Detail of CSR Expenditure Incurred by CPSEs during 2014-15.

Annexure-A

14

List of CSR Works 2015-16

Annexure-B

15

CSR Amount Spent during the financial year 2016-17

Annexure-C

16

CSR Policy of NHDC Ltd.

Annexure-D

17

Schedule of Quantities and Prices

Schedule-A

ANNEXURE-I

FRAUD PREVENTION POLICY OF NHDC

  • 1. BACKGROUND The Corporate Governance guideline-2010 to be followed by CPSE describes certain requirements. These requirements inter alias include "Whistle Blower Policy". This policy envisages the companies to put in place a mechanism for employees to report to the Management about unethical behaviour, actual or suspected fraud or violation of conduct or ethics policy. Further, statutory auditors of the company are required to comment on the Fraud Policy of the company in their report to the Comptroller and Auditor General of India (C&AG) on the annual accounts of the company given in compliance of the provisions of Section 619(3) of the Companies Act, 1956. In the light of the foregoing and keeping in view the approach of NHDC Ltd. in following Corporate Governance principles proactively, it is appropriate that a Fraud Policy is formulated and implemented. The policy statement is given below for implementation with immediate effect:

  • 2. POLICY OBJECTIVES: The "Fraud Prevention Policy" has been framed to provide a system for detection and prevention of fraud, reporting of any fraud that is detected or suspected and fair dealing of matters pertaining to fraud. The policy will ensure and provide for the following:

 

(i)

To ensure that management is aware of its responsibilities for detection and prevention of fraud and for establishing procedures for preventing fraud and/or detecting fraud when it occurs.

(ii)

To provide a clear guidance to employees and others dealing with NHDC Ltd. forbidding them from involvement in any fraudulent activity and the action to be taken by them where they suspect any fraudulent activity.

(iii)

To conduct investigations into fraudulent activities.

(iv)

To provide assurances that any and all suspected fraudulent activity will be fully investigated.

 
  • 3. SCOPE OF POLICY:

 

The policy applies to any fraud, or suspected fraud involving employees of NHDC Ltd. (all full time, part time or employees appointed on adhoc/temporary/contract basis) as- well as representatives of vendors, suppliers, contractors, consultants, service providers or any outside agency (ies) doing any type of business with NHDC Ltd.

4.

DEFINITION OF FRAUD:

"Fraud" is a willful act intentionally committed by an individual(s) -by deception, suppression, cheating or any other fraudulent or any other illegal means, thereby, causing wrongful gain(s) to self or any other individual(s) and wrongful loss to other(s). Many a times such acts are undertaken with a view to deceive/mislead others leading them to do or prohibiting them from doing a bonafide act or take bonafide decision which is not based on material facts."

  • 5. ACTIONS CONSTITUTING FRAUD:

 

While fraudulent activity could have a very wide range of coverage, the following are some of the act(s), which constitute fraud.

(i)

Forgery or alteration of any document or account belonging to the Company.

(ii) Forgery or alteration of cheque, bank draft or any other financial instrument etc.

(iii)

Misappropriation of funds, securities, supplies or others assets by fraudulent means etc.

(iv)

Falsifying records such as pay-rolls, removing the documents from files and /or replacing it by a fraudulent note etc.

  • (v) Willful suppression of facts/deception in matters of appointment, placements, submission of reports, tender committee recommendations etc. as a result of which a wrongful gain(s) is made to one and wrongful loss(s) is caused to the others.

(vi) Utilizing Company funds for personal purposes.

(vii) Authorizing or receiving payments for goods not supplied or services not rendered.

(viii) Destruction, disposition, removal of records or any other assets of the Company with an ulterior motive to manipulate and misrepresent the facts so as to create suspicion/ suppression/cheating as a result of which objective assessment/ decision would not be arrived at.

(ix) Any other act that falls under the gamut of fraudulent activity.

  • 6. REPORTING OF FRAUD:

Any employee (full time, part time or employees appointed on adhoc /temporary/contract basis), representative of vendors, suppliers, contractors, consultants, service providers or any other agency (ies) doing any type of business with NHDC Ltd. as soon as he / she comes to know of any fraud or suspected fraud or any other fraudulent activity must report such incident(s). Such reporting shall be made to the designated Nodal Officer(s), nominated in every project/unit/Corporate Centre. If, however, there is shortage of time such report should be made to the immediate controlling officer whose duty shall be to ensure that input received is immediately communicated to the Nodal Officer. The reporting of the fraud normally should be in writing. In case the reporter is not willing to furnish a written statement of fraud but is in a position to give sequential and specific transaction of fraud/suspected fraud, then the officer receiving the information/Nodal Officer should record such details in writing as narrated by the reporter and also maintain the details about the identity of the official/ employee / other person reporting such incident. Reports can be made in confidence and the person to whom the fraud or suspected fraud has been reported must maintain the confidentiality with respect to the reporter and such matter should under no circumstances be discussed with any unauthorized person.

  • (i) All reports of fraud or suspected fraud shall be handled with utmost speed and shall be coordinated by Nodal Officer(s) to be nominated.

(ii) Officer receiving input about any suspected fraud/nodal officer(s) shall ensure that all relevant records documents and other evidence is being immediately taken into custody and being protected from being tampered with, destroyed or removed by suspected perpetrators of fraud or by any other official under his influence.

  • 7. INVESTIGATION PROCEDURE:

    • i. The "Nodal Officer" shall, refer the details of the Fraud/suspected fraud to the Vigilance Department of NHDC Ltd. for further appropriate investigation and needful action.

ii.

This input would be in addition to the intelligence, information and investigation of cases of fraud being investigated by the Vigilance Dept. of their own as part of their day-to-day functioning.

iii. After completion of the investigation, due & appropriate action, which could include administrative action, disciplinary action, civil or criminal action or closure of the matter if it is proved that fraud is not committed etc. depending upon the outcome of the investigation shall be undertaken.

iv.

Vigilance Department shall apprise "Nodal Officer" of the results of the investigation undertaken by them. There shall be constant coordination maintained between the two.

  • 8. RESPONSIBILITY FOR FRAUD PREVENTION:

    • (i) Every employee (full time, part time, ad hoc, temporary, contract), representative of vendors, suppliers, contractors, consultants, service providers or any other agency (ies) doing any type of business with NHDC Ltd. is expected and shall be responsible to ensure that there is no fraudulent act being committed in their areas of responsibility/control. As soon as it is learnt that a fraud or suspected fraud has taken or is likely to take place they should immediately apprise the same to the concerned as per the procedure.

(ii) All controlling officers shall share the responsibility of prevention and detection of fraud and for implementing the Fraud Policy of the Company. It is the responsibility of all controlling officers to ensure that there are mechanisms in place within their area of control to:

  • a. Familiarize each employee with the types of improprieties that might occur in their area.

  • b. Educate employees about fraud prevention and detection.

  • c. Create a culture whereby employees are encouraged to report any fraud or suspected fraud, which comes to their knowledge, without any fear of victimization.

  • d. Promote employee awareness of ethical principles subscribed to by the Company through CDA Rules;

(iii) Due amendments shall be made in the general conditions of contracts of the organization wherein all bidders/service providers/ vendors/ consultants etc. shall be required to certify that they would adhere to the Fraud Policy of and not indulge or allow anybody else working in their organization to indulge in fraudulent activities and would immediately apprise the organization of the fraud/suspected fraud as soon as it comes to their notice.

These conditions shall form part of documents both at the time of submission of bid and agreement of execution of contract.

  • 9. ADMINISTRATION AND REVIEW OF THE POLICY:

The Managing Director/CED/CEO shall be responsible for the administration, interpretation, application and revision of this policy. The policy will be reviewed and revised as and when needed.

--------------------------

CERTIFICATE

ANNEXURE-II

This is to certify that I/We would adhere to the Fraud Prevention policy of NHDC Ltd., and not indulge or allow anybody else working in our organisation to indulge in fraudulent activities and would immediately apprise the organisation of the fraud/ suspected fraud as soon as it comes to our notice.

(…………………………… ) ..

Seal and Signature of the

Authorised representative of the Bidder

Annexure-III

POLICY AND PROCEDURE FOR BANNING OF BUSINESS DEALINGS

  • 1.0 Introduction

  • 1.1 NHDC Ltd. deals with Agencies viz parties/ contractors/ suppliers/ bidders, who are expected to adopt ethics of highest standards and a very high degree of integrity, commitments and sincerity towards the work undertaken. It is not in the interest of NHDC to deal with Agencies who commit deception, fraud or other misconduct in the tendering process and/or during execution of work undertaken. NHDC is committed for timely completion of the Projects within the awarded value without compromising on quality.

  • 1.2 Since suspension/ banning of business dealings involves civil consequences for an Agency concerned, it is incumbent that adequate opportunity of hearing is provided and the explanation, if tendered, is considered before passing any order in this regard keeping in view the facts and circumstances of the case.

  • 2.0 Scope

  • 2.1 NHDC reserves its rights to remove from list of approved suppliers / contractors (if such list exists) or to Suspend/ Ban Business Dealings if any Agency has been found to be non / poor performing or have committed misconduct or fraud or anything unethical or any of its action(s) which falls into any such grounds as laid down in this policy.

  • 2.2 The procedure of (i) Removal of Agency from the List of approved suppliers/ contractors; (ii) Suspension and (iii) Banning of Business Dealing with Agencies, has been laid down in these guidelines.

  • 2.3 These guidelines shall apply to all the units of NHDC.

  • 2.4 The suspension/banning shall be with prospective effect, i.e. future business dealings

  • 3.0 Definitions In these Guidelines, unless the context otherwise requires:

    • i) "Agency/Party/Contractor/Supplier/Bidders/Vendors" shall mean and include a public limited company or a private limited company, a joint Venture, Consortium, HUF, a firm whether registered or not, an individual, cooperative society or an association or a group of persons engaged in any commerce, trade, industry etc. "Party/Contractor/ Supplier/ Bidder/ Vendor" in the context of these guidelines is indicated as 'Agency'.

ii)

Unit" shall mean the Corporate Office, Project/ Power Station/ Regional Office/ Liaison Office or any other office of NHDC.

iii) "Competent Authority" and 'Appellate Authority' shall mean the following:

  • a) For works awarded/ under Tendering from Corporate office (falling in the competency of Board of Directors/ MD/ Chairman)

Competent Authority: MD/Chairman/ Board of Directors, as the case may

be. Appellate Authority: Chairman/Board of Directors, as the case may be.

  • b) For works awarded/under tendering from Corporate office (falling in the competency of Executive Director/ Chief Executive Director).

Competent Authority: Executive Director/ Chief Executive Director, as the

case may be. Appellate Authority: Chairman.

  • c) For works awarded/ under Tendering from Corporate office/Regional Offices/ Projects/ Power Stations/ Liaison Offices (falling in the competency of GM

and below)

Competent Authority: Head of

the

unit not

below the rank

of Chief

Engineer/Chief. Appellate Authority: Next higher authority.

 

"Investigating Committee" shall mean a Committee appointed by Competent Authority to conduct investigation

  • 4.0 Initiation of Suspension /Banning Action for Suspension I Banning Business Dealings with any Agency shall be initiated by the department responsible for invitation of Bids/Engineer-in-charge after noticing the irregularities or misconduct on the part of Agency concerned. Besides the concerned department, Vigilance Department of each Unit/ Corporate Vigilance may also be competent to initiate such action.

  • 5.0 Suspension of Business Dealings

  • 5.1 If the conduct of any Agency dealing with NHDC is under investigation, the Competent Authority may consider whether the allegations (under investigation) are of a serious nature and whether pending investigation, it would be advisable to continue business dealing with the Agency. If the Competent Authority, decides that it would not be in the interest to continue business dealings pending investigation, it may suspend business dealings with the Agency. The order of suspension would operate for a period not more than six months and may be communicated to the Agency as also to the Investigating Committee. The Investigating Committee may ensure that their investigation is completed and whole process of final order is over within such period. However if the investigations are not completed within six months, the investigation committee shall put up the proposal to the competent authority for approval of extension of time maximum up to further three months with in which the committees shall conclude the proceedings.

  • 5.2 The order of suspension shall be effective throughout NHDC in case of work falling in the Competency of Board of Directors/Chairman/MD/CED and in case of falling in the competency of HOP and below throughout the Project/Power Station and attached liaison offices/units. During the period of suspension, no business dealing shall be held with the Agency.

  • 5.3 If the Agency concerned asks for detailed reasons of suspension, the Agency may be informed that its conduct is under investigation. It is not necessary to enter into correspondence or argument with the Agency at this stage.

  • 5.4 It is not necessary to give any show-cause notice or personal hearing to the Agency before issuing the order of suspension.

  • 6.0 Ground on which Banning of Business Dealings can be initiated

6. I

If the security consideration, including questions of loyalty of the Agency to NHDC so warrants;

  • 6.2 If the director /owner of the Agency, proprietor or partner of the firm, is convicted by a Court of Law for offences involving moral turpitude in relation to its business dealings with the Government or any other public sector enterprises, during the last five years;

  • 6.3 If the Agency has resorted to Corrupt, Fraudulent, Collusive, Coercive practices including misrepresentation of facts.

6.5

If the Agency misuses the premises or facilities of NHDC, forcefully occupies or damages the NHDC's properties including land, water resources, forests / trees or tampers with documents/records etc.

  • 6.6 If the Agency does not fulfill the obligations as required under the Contract and Violates terms & conditions of the contract which has serious affect for continuation of the Contract.

  • 6.7 If the work awarded to the agency has been terminated by NHDC due to poor performance of the contract in the preceding 5 years.

  • 6.8 If the Central Vigilance Commission, Central Bureau of Investigation or any other Central Government investigation Agency recommends such a course in respect of a case under investigation or improper conduct on agency's part in matters relating to the Company (NHDC) or even otherwise;

  • 6.9 On any other ground upon which business dealings with the interest.

Agency is not in the public

  • 6.10 If business dealings with the Agency have been banned by the Ministry of Power, Government of India OR any PSU/ any other authority under the MOP if intimated to NHDC or available on MOP Website, the business dealing with such agencies shall be banned with immediate effect for future business dealing without any further investigation.

(Note: The examples given above are only illustrative and not exhaustive. The Competent Authority may decide to ban business dealing for any good and sufficient reason).

  • 7.0 Procedure for Banning of Business Dealings

  • 7.1 An Investigating Committee shall be constituted by the authority competent to Ban the dealing comprising members from Engineering/ Indenting department (convener), Finance, Law and Contract. The level of the committee members shall be GM and above for works falling in the competency of Board of Directors/ Chairman. Chief Engineer/Chief and above for the works falling in the competency of MD/ Chief Executive Director and SM/M with at least one member of the level of the Chief Engineer/ Chief for the works falling in the competency of GM and below.

  • 7.2 The order of Banning of Business Dealings shall be effective throughout NHDC in case of work falling in the Competency of Board of Directors/ Chairman/MD/CED and in case of falling in the competency of HOP and below throughout the Project/Power Station and attached liaison office/units. During the period of Banning of Business Dealings, no Business Dealings shall be held with the Agency. In situation where based upon the gravity of the default, it is decided by the competent authority and the Project to extend the banning wide NHDC approval of CED shall be obtained.

  • 7.3 The functions of Investigating Committee in each Unit to be appointed by the competent authority in line with para 3 (iii) shall, inter-alia include;

    • a) To study the report of the department responsible for invitation of bids and decide if a prima-facie case for banning exists, if not, send back the case to the Competent Authority.

    • b) To recommend for issue of show-cause notice (after vetting by legal deptt.) to the Agency by the concerned department as per clause 7.4 “Show Cause Notice".

c)

To

examine

the

reply

to

hearing, if required.

show-cause notice and call the Agency for personal

  • d) To submit final recommendations to the Competent Authority for banning or otherwise.

  • 7.4 Show Cause Notice

Once the proposal for issuance of Show Cause Notice is approved by the Competent Authority, a 'Show Cause Notice' shall be issued to the delinquent Agency by the Competent Authority or by a person authorized by the Competent Authority for the said purpose. The

Agency shall be asked to submit the reply to the Show Cause Notice within 15 days of its issuance. Further, the Agency shall be given an opportunity for Oral hearing to present its case in person, if it so desires, and the date for Oral Hearing shall necessarily be indicated in the Show Cause Notice.

The purpose of issuing the Show Cause Notice is only that the Agency concerned shall be given an opportunity to explain their stand before any action is taken. The grounds on which action is proposed to be taken shall be disclosed to the Agency inviting representation and after considering that representation, orders may be passed. Such orders require only the satisfaction of the authority that passed the final orders.

If the Agency requests for inspection of any relevant document in possession of NHDC, necessary facility for inspection of documents may be provided.

During the conductance of oral hearing, only the regular duly authorized employees of Agency will be permitted to represent the Agency and no outsider shall be allowed to represent the Agency on its behalf.

Reply to the Show Cause Notice given by the Agency and their submissions in oral hearing, if any, will be processed by the Committee for obtaining final decision of the Competent Authority in the matter.

In case, no reply to Show Cause Notice is received from the Agency within stipulated time, further reminder shall be given with further period of 10 days thereafter if no reply is received action for processing ex-parte against the concerned Agency shall be initiated

  • 7.5 Speaking Order

The speaking order (reasoned order) for banning the business dealing with the Agency shall be issued by the Competent Authority or by a person authorized for the said purpose.

The decision regarding banning of business dealings taken after the issue of a Show Cause Notice and consideration of representation, if any, in reply thereto, shall be communicated to the Agency concerned along with a reasoned order. The fact that the representation has been considered shall invariably be mentioned in the communication. Also the fact that if no reply was received to the Show Cause Notice shall invariably be indicated in the final communication to the Agency.

  • 7.6 Period of banning In case banning is processed for termination of contract due to poor performance the period of banning shall be for 5 years. For contracts awarded to JV/Consortium, a constituent of the JV shall be permitted to participate in the bidding process if it has not been

banned on

grounds of its role and responsibility in the tendering process for which the Joint Venture has been banned in Past. In case if the Joint Venture which has been banned does not indicate the roles and responsibility of individual Partner(s) then, the partner of the banned Joint

Venture shall only be allowed to participate in the bidding process if its participation share is less than 35%.

In case the information/documents submitted by Agency in competing for the tender found to be false/forged then NHDC, without prejudice to any other rights or remedies it may possess, shall recover from Agency the cost incurred in carrying out physical assessment

for establishing veracity of such information /documents.

In case Agency refuses to reimburse

such cost to NHDC then banning period of Agency shall be extended by another one year.

7.7

Effect of Banning

As far as possible , the existing ongoing contract(s) with the Agency may continue unless the Competent Authority, having regard to the circumstances of the case, decides otherwise, keeping in view contractual and legal issues which may arise thereof. In case the existing Contracts are allowed to continue, the suspension/Banning of Business Dealing along with default of the Contractor shall be recorded in the experience certificate issued for the work.

The Agency, (after issue of the order of banning of business dealings) would not be allowed to participate in any future tender enquiry and if the Agency has already participated in

tender process as stand-alone OR constituent of joint venture

and

the price bids are not

opened, his techno-commercial bid will be rejected and price bid will be returned unopened.

However, where the price bids of Agency have been

opened prior to order of banning,

bids of Agency shall not be rejected and tendering process shall be continued unless Competent Authority having regard to the circumstances of the case decides otherwise keeping in view the Contractual, Legal issues which may arise thereafter. However, in case the suspension /Banning is due to default of an Agency for and the Agency happens to be Lowest Bidder (LI), the tendering process shall be annulled and fresh tenders shall be invited.

During the Suspension/ Banning period, if it is found at any stage that Agency has participated in tender enquiry under a different name then such Agency would immediately be debarred from the tender/contract and its Bid Security/Performance Security would be forfeited. Payment, if any, made shall also be recovered.

After Suspension/Banning order, the Suspended/Banned Agency shall not be allowed to participate as Sub-Vendor/Sub-Contractor in the tenders.

Further, if the Suspended/ Banned agency is an approved Sub-Vendor under any Contract for such equipment/component/ service, the Main Contractor shall not be permitted to place work order/Purchase order/Contract on the Suspended/ Banned agency as a Sub-Vendor/Sub- Contractor after the date of Suspension/ Banning even though the name of the party has been approved as a Sub-Vendor /Sub-Contractor earlier.

There would be no bar on procuring the spares and awarding Contracts towards Annual Maintenance (AMC)/O&M/ Repair works on Agencies pertaining to the packages for which they have been banned provided the Equipment has been supplied by such Agency.

Banning of business dealing shall not be applicable to the Subsidiary Company of the Banned agency provided subsidiary company has not participated on the strength of the Banned agency. However, in case of a default by a Sub-Contractor, the banning shall be applicable to the Sub- Contractor as well as the Lead Partner of the concerned JV or the Sole bidder as the case may be

  • 7.8 Hosting at NHDC website

The concerned unit shall forward the name and details of the Agency (ies) banned along with period and area of banning to IT&C Division of Corporate Office for displaying the same on the NHDC website.

  • 8.0 Appeal against the Decision of the Competent Authority. The Agency may file an appeal against the order of the Competent Authority banning of business dealing before Appellate Authority. Such an appeal shall be preferred within 30 (Thirty) Days from the date of receipt of the order of banning of business dealing. Appellate Authority would consider the appeal if convinced may constitute another committee for further investigation. Based on the recommendation of the committee Appellate Authority shall pass appropriate order which shall be communicated to the Agency as well as the Competent Authority.

9.0

Circulation of the names of Agencies with whom Business Dealings have been banned

The name of the concerned banned agency shall also be shared with MOP and other PSU in the sector and all the units of NHDC.

The provisions of this policy supersede and will have overriding effect on all earlier guidelines, procedures & system issued for the similar purpose.

………………….

DECLARATION

ANNEXURE- IV

We hereby declare that, we have not been banned/de-listed/black listed from business by any PSU or Govt Department during the last three years.

(…………………………… ) ..

Seal and Signature of the

Authorized representative of the Bidder.

Annexure-V

TENDER ACCEPTANCE LETTER (To be given on Company Letter Head)

To,

Chief Engineer (C&P) NHDC Ltd., Shyamla Hills,

Bhopal-13

Date:

Sub: Acceptance in respect of Terms & Conditions of Tender document for the work “Third party impact assessment study of Corporate Social Responsibility initiative undertaken by NHDC Limited in last three (03) financial years 2014-15, 2015-16 & 2016-17”.

Ref:- NIT No. NHDC/1C/662/18/1401 dt. 06.07.2018

1)

I/We have downloaded/ obtained the tender document(s) for the above mentioned ‘Tender/Work’ from the web site(s) www.eprocure.gov.in.

2)

I/We hereby certify that I/we have read all the terms and conditions of tender document (including all annexure) and Schedule of Quantity and Prices which shall form part of the contract agreement and I/we shall abide hereby by the terms & conditions contained therein.

3)

The corrigendum(s) issued from time to time by your department/ organisation too has also been taken into consideration, while submitting this acceptance letter.

4)

I/ We hereby unconditionally accept all the terms and conditions of above mentioned tender document and corrigendum(s) as applicable.

5)

In case any provisions of this tender are found violated, then your department/ organisation shall without prejudice to any other right or remedy be at liberty to reject my bid including the forfeiture of earnest money deposit.

6)

I/ We confirm that before submitting this Bid, I/ We have fully acquainted ourselves with the site conditions and all other factors pertaining to the work under this Bid.

7)

I/ We confirm that our bid shall be valid upto 120 days from the date of opening of Cover-1, Techno-commercial Bid.

8)

I/ We hereby certify that all the statements made and information supplied in the enclosed Annexures and Forms and additional data etc. furnished herewith are true and correct.

9)

I/ We have furnished all information and details necessary for demonstrating our qualification

and have no further prominent information to supply. 10) Until a formal contract is prepared and executed, this bid, together with your notification of award, will constitute a binding contract between us. 11) I/ We understand that you are not bound to accept the lowest or any bid you may receive.

12) I/ We certify / confirm that we comply with the eligibility requirements as per Bid documents.

Seal and Sign of Authorised

Representative of Bidder

Name:

Address:

ANNEXURE – VI

DECLARATION/UNDERTAKING

  • A) I/We confirm that the provisions of Micro, Small & Medium Enterprise are applicable/ not applicable to us and our organization falls under the definition of:

(i)

[

]

- Micro Enterprise

(ii)

[

]

- Small Enterprise

(iii)

[

]

- Medium Enterprise.

(iv)

Whether belongs to SC/ST [Yes/No]

Please tick in the appropriate option box [ certificate, if any.

] and attach documents/

  • B) I/We also undertake to inform the change in this status as aforesaid during the currency of the contract, if any.

(…………………………… ) ..

Seal and Signature of the

Authorised representative of the Bidder

Annexure-VII

ELECTRONIC CLEARING SERVICES (CREDIT CLEARING) (PAYMENT TO PARTIES THROUGH ECS/RTGS/EFT/Net Banking)

No.

Annexure-VII ELECTRONIC CLEARING SERVICES (CREDIT CLEARING) (PAYMENT TO PARTIES THROUGH ECS/RTGS/EFT/Net Banking) No. 1. PARTY'S NAME
1. PARTY'S NAME : ---------------------------------------------------- ADDRESS : ---------------------------------------------------- ---------------------------------------------------- E. Mail ID : ---------------------------------------------------- PHONE/ MOBILE
1.
PARTY'S NAME
:
----------------------------------------------------
ADDRESS
:
----------------------------------------------------
----------------------------------------------------
E.
Mail ID
:
----------------------------------------------------
PHONE/ MOBILE NO.
:
----------------------------------------------------
2.
PARITICULARS OF BANK ACCOUNT
A.
BANK NAME
:
----------------------------------------------------
B.
BRANCH NAME
:
----------------------------------------------------
BRANCH CODE
:
----------------------------------------------------
ADDRESS
:
----------------------------------------------------
TELEPHONE NO.
:
----------------------------------------------------
C.
9- DIGIT CODE NUMBER OF THE
BANK & BRANCH (MICR Code)
Encl. A copy of cancelled cheque for
record & correctness of code number.
:
D.
IFSC Code of the Beneficiary Bank
E.
ACCOUNT TYPE
:
(S.B.
Account/ Current Account or
Cash Credit)
F.
BANK ACCOUNT NO. OF THE
:
-----------------------------------------------------
PARTY
  • I hereby declare that the particulars given above are correct and complete. If the transaction is

delayed or not effected at all for reasons of incomplete or incorrect information, I would not hold

the user Company responsible.

  • I agree to bear bank charges for transaction through ECS/NEFT/RTGS.

Date :

(-----------------------------------------) Signature of the Party

Certified that the particulars furnished above are correct as per our records.

(Bank’s Stamp)

(………………………………… ) .. Signature of the Authorised Official From the Bank

Annexure- VIII

Details of Registration of various locations ( called ' Additional place of Business ' in the registration process ) of Suppliers / Customers of Corporate office , NHDC Ltd. Including the Principal

     

Sr.

Data Particulars

 

Data

No.

 

1

Supplier / Recipient Code as per NHDC

 

2

Supplier / Recipient Name

 

3

Type of Supplier /Recipient ( for B 2 B suppliers )

Registered / unregistered/ composite/ foreign/ casual/ consumer. ( strike-out whichever is not applicable. )

4

ARN NUMBER

 

5

Provisional GSTIN ( for B 2 B suppliers )

 

6

Address of Registered place of Business of supplier under GST along with state code and PIN code for ( B 2 B Suppliers )

 

7

PAN

 

8

TAN

 

9

UID No. in case of Embassy / UN

 

Not Applicable.

10

Status of Suppliers i.e. whether SEZ, EOU, DTA

 

Not Applicable.

11

Name and Designation of contact person

 

12

Email address

 

13

Mobile Number

 

14

Phone Number

 

15

Contract wise HSN / SAC code -wise details

Contract

HSN /SAC

BoQ item of

of all contractors for goods and services

No.

code

contract.

pending settlement as on date.

     

(…………………………… ) ..

Seal and Signature of the

Authorised representative of the Bidder

Annexure- IX

 

Registration details of NHDC LIMITED Corporate Office, NHDC Parisar, Shyamala Hills, Bhopal,

( Additional Place of Business )

 
     
 

Sr.

Data Particulars

Data

No.

 

1

Recipient Name

NHDC LIMITED

 

2

Type of recipient ( for B 2 B suppliers )

Registered

 

3

ARN NUMBER

AA230417008028L

 

4

Provisional GSTIN ( for B 2 B suppliers )

23AABCN1732G2ZY

 

5

Address of Registered place of Business of recipient under GST along with state code and PIN code for ( B 2 B Suppliers ) which is also the location of the business for NHDC Ltd.

Principal Place of Business = NHDC LIMITED Corporate Office, NHDC Parisar, Shyamala Hills, Bhopal ( MP ) State Code = 23. PIN 462 013.

 

6

PAN

AABCN1732G

 

7

TAN

BPLN00509F

 

8

Email address

nhdc_finance@yahoo.com

 

9

Mobile Number

9425018619

 

10

Phone Number

0755-4030042

 

Government of India And Government of Madhya Pradesh Form GST REG-25 Certificate for Provisional Registration

 

GSTIN

23AABCN1732G2ZY

PAN

AABCN1732G

Legal Name

NHDC Limited

 

Trade Name

N.H.D.C.

   

Registration Details under existing Law Act

Registration Number

TIN Under Value Added Tax

23183602883

Corporate Identity Number / Foreign Company Registration Number

U31200MP2000GOI014337

26.06.2017

 

This is certificate of provisional registration issued under the provision of the Act.

FORM OF AGREEMENT

NHDC/C&P/662/2018/ 1152

Annexure-X

F-CP-02:10/01

Date: 16- 04 -2018

This agreement made on ....

th

day of ……

..

2018 between NHDC Ltd., (A Joint venture of NHPC

Ltd. and Govt. of M.P.) and registered under the Companies Act, 1956 and having its registered

office at NHDC Parisar, Shyamla Hills, Bhopal 462013 (hereinafter called the “Corporation”) which shall include their successors and assignees of the ONE PART and M/s ...................................

(hereinafter called the “CONTRACTOR”),which shall include their successors and assignees of the OTHER PART.

..................

1.

Whereas the Corporation invited tenders for “Third party impact assessment study of Corporate Social Responsibility initiative undertaken by NHDC Limited in last three (03) financial years 2014-15, 2015-16 & 2016-17" (hereinafter called the “WORK”) and the contractor furnished his tender in response to the invitation for tenders vide NIT No. NHDC 1 C 662 18 1401 Dated 06 - 07 -2018.

Whereas the Corporation has accepted the offer of the Contractor submitted on dated

2018,

 

on the rates, terms and conditions hereinafter stated in this contract agreement and the

contractor shall execute the work accordingly.

2.

NOW THEREFORE THE PARTIES HERETO covenant with and bind each other, to observe and

perform this contract faithfully for execution of said work for the sum of Rs ....................

Inclusive of all taxes, duties, levies etc. as per Schedule of Quantities &

Prices and to execute, perform and do the several works and things mentioned and described in this contract and all other documents annexed as annexure hereto and in accordance with such conditions and to the satisfaction of the Engineer-in-Charge (being the officer mentioned in the said conditions) and shall in all respect perform, observe and fulfilled by the contractor.

This contract consists of the following component parts, all of which are as fully a part of this contract as if herein set out verbatim or as if hereto attached.

1.

Letter of Award

2.

Details of ECS, Declaration in respect of applicability of MSMEDA Act 2006, Certification under Fraud policy of NHDC, Copy of PAN, EPF Registration certificate, Certificate of registration with ESIC, etc

NOW THESE PRESENT WITNESS and the parties hereby agree and declare as follows:

 

that is to say in consideration of the payments to be made by the corporation the contractor shall execute the said work in the manner as prescribed in the agreement for which are implied or may be reasonably necessary for the completion of the said work on the terms & conditions mentioned in the contract.

IN WITNESS WHEREOF the parties hereto have signed this agreement hereunder on the date respectively mentioned against the signature of each.

For and behalf of the Contractor

For and on behalf of NHDC Ltd. , Bhopal

   
 

Signature

Signature

Designation / Seal

Designation / Seal

 

Place: Bhopal (M.P.)

Place:

Bhopal (M.P.)

 

Witness

Witness

1.

1.

2.

2.

ANNEXURE-XI

General Information Details to be furnished by agency applying for Impact Assessment:

  • 1. Name of the Agency :

  • 2. Registration number and Date of Registration (copy / proof to be attached) :

  • 3. Name of the Contact Person with designation :

  • 4. Address for Communication with telephone number, Fax & Email :

  • 5. Geographical Area/span of operation (mention districts in which projects undertaken) :

  • 6. Brief introduction about agency and the services offered :

  • 7. Details of the Manpower proposed to be deployed for the assignment :

Sl.

Name of the

Qualification/

Experience

Major Tasks

CV/Profile

No.

Key Person(s)

Specialization

in years

performed

attached

/Expert(s)

(proof attached)

(Y/N)

           
           
           
           

(…………………………… ) ..

Seal and Signature of the Authorised representative of the Bidder

ANNEXURE-XII

DETAILS OF EXPERIENCE OF THE AGENCY

Sl

Name of the

Name of

Start

End

Major Tasks

Location of

Details

No

assignment

the client

Date

Date

Performed

the project

attached (at

(Impact Assessment)

page no.)

a) Corporate Social Responsibility/ Sustainability Services/ Community Development Projects:

               
               
               
               

(…………………………… ) ..

Seal and Signature of the Authorised representative of the Bidder