BD Uniform

Supply of Readymade uniforms & shoes
TENDER DOCUMENT
For Supply of Readymade uniforms (Shirts, Pants, Tunic, Bakhus, Socks & Shoes)
At
Government Schools of Sikkim
HUMAN RESOURCE DEVELOPMENT DEPARTMENT
Government of Sikkim
Tender No. 59(1)/367/TBU/HRDD Date:14.09.18
OFFICE OF THE DIRECTOR HUMAN RESOURCE DEVELOPMENT

DEPARTMENT, TASHILING, GANGTOK – 737103 SIKKIM
Important Dates and Information
Time
Critical Dates Date
(Hrs:Mins)
17/09/2018 10.00 am
Date Of Publication of Bid
17/09/2018 11.00 am
Document Sale Start Date
Document Sale End Date 09/10/2018 04.00 pm
28/09/2018 10.00 am
Seek Clarification Start Date
01/10/2018 03.00 pm
Seek Clarification End Date
03/10/2018 11.00 am to 03.00 pm
Pre Bid Meeting Date
Hard Copy, Sample along with 05/10/2018 11.00 am to 03.00 pm
certificate submission start date
10/10/2018 10.00 am
Online Bid Submission Start Date
20/10/2018 04.00 am
Online Bid Submission End Date
24/10/2018 11.00 am
Bid Opening Date
Place of Opening of Bids Conference Hall, Human Resource Development Department
Office of the Director, Text Book, Human Resource Development
Department, Government of Sikkim, Tashiling Secretariat, , Gangtok
Address For Communication Mob. No. 9475544535 (Director I/C) 9434204175 (Joint Director)
Table of Contents
1. Instruction to Bidders .....................................................................................................
4
1.1. Definitons ............................................................................................................................. 4
1.2. Scope of the tender ................................................................................................................ 5
1.3. Bidders Eligibility Criteria ....................................................................................................... 6
2. Tender Document........................................................................................................... 9
3. Online Bid Submission .................................................................................................. 11
4. Evaluation Criteria ........................................................................................................ 15
5. General Conditions....................................................................................................... 21
6. Scope of Work .............................................................................................................. 24
Annexure 1: Bidder Profile ..................................................................................................... 25
Annexure 2: Proforma of Letter of Undertaking (Printed in companies letter Head) .............. 26
Annexure 3: Format for Queries............................................................................................. 28
Annexure 4: Technical Bid letter ............................................................................................ 29
Annexure 5: Statement of Deviation from Technical Specification ......................................... 31
Annexure 6: Statement of Deviation from Tender Terms and Condition ................................ 32
Annexure 7: Commercial Bid Letter........................................................................................ 33
Annexure 8: Technical Evaluation Criteria (Uniform) ............................................................. 35
Annexure 9: Requirement of Uniforms i/c Leather Shoes & Socks .......................................... 37
Annexure 10: Technical Specification of Fabric ...................................................................... 46
1. Instruction to
Bidders
a) Bidders are advised to study this BID/TENDER document carefully before participating. It
shall be deemed that submission of bid by the bidder has been done after their careful study
and examination of the BID/TENDER with full understanding to its implications. Any lack
of information shall not in any way relieve the bidder of his responsibility to fulfill his
obligations under the Bid.
b) Consortium is not allowed.
1.1. Definitions
In this document, the following terms shall have following respective meanings:-
“Acceptance” means the Complying and Agreeing to the terms and conditions for the purpose
of this tender by the Tenderer/Bidder, herein provided by Government that the following term(s)
and condition(s) (or specific part thereof) has been mutually agreed, accepted and/or shall be
fully accepted by the Tendered or bidder, in accordance with the Terms and Condition laid down
in the Tender/Bid Documents.
“Agreement” means the Agreement to be signed by the Successful Bidder and Government of
Sikkim
“Authorized Representative” shall mean any person/agency authorized by either of the
parties.
“BOQ” means Bill of Quantity
“Bidder” means any firm offering the solution(s), service(s) and/ or materials required in the
BID/TENDER. The word Bidder, when used in the pre-award period shall be synonymous with
Bidder, and when used after intimation of successful bidder shall mean the successful bidder,
also called „Vendor or Implementation Partner‟, with whom Govt. signs the Contract.
“Contract” is used synonymously with agreement.
“Documentary evidence” means any matter expressed or described upon any substance by
means of letters, figures or marks intended to be used for the recording of that matter or to
substantiate the claims or authenticate the submitted document or items put under tender and
which can produced before a court of Law.
“Gov. /GoS/Government/Govt. of Sikkim” shall mean Government of Sikkim.
“Law” shall mean any Act, notification, bye law, rules and regulations, directive, ordinance,
order or instruction having the force of law enacted or issued by the Government of India or
State Government or regulatory authority or political sub-division of government agency.
“LOA” means issuing of Letter of Award which shall constitute the intention of the Tenderer to
place the purchase order with the successful bidder.
“Party” shall mean Govt. or Bidder individually and “Parties” shall mean Govt. and Bidder
collectively.
“PBC” means Pre-Bid Conference
“Rates/Prices” means prices of supply of equipment and services quoted by the Bidder in the
Commercial Bid submitted by him and/or mentioned in the Contract
“BID/TENDER (request for proposal)” means the detailed notification seeking a set of
solution(s), service(s), materials and/or any combination of them.
“Services” means the work to be performed by the Bidder pursuant to this Contract, as detailed
in the Scope of Work
“Site” shall mean the location(s) for which the Contract has been issued and where the service
shall be provided as per Agreement.
“Manufacturer” shall mean the selected vendor.
“Director” shall mean the authority issuing this Request for Proposal (BID/TENDER) and the
authority under whom the said project is to be implemented and this authority shall be
representing the Government of Sikkim.
“Termination notice” means the written notice of termination of the Agreement issued by one
party to the other in terms hereof.
1.2. Scope of the tender
The following items have to be supplied at the Human Resource Development Department,
Govt. of Sikkim, stores in all the districts.
Item Group 1
Sl. No. Item Quantty
1 Shirt 54,902
2 Pants 12,281
3 Bakhu 306
4 Skirts 23,854
5 Tunic 3,591
6 Socks 66,817
Item Group 2
Sl. No. Item Quantity
1 Shoes 32,717
Detailed quantity, size and delivery location are mentioned in the Annexure 9
1.3. Bidders Eligibility

Criteria
The following are the Pre-conditions, which are to be necessarily fulfilled, to be eligible for
technical evaluation of the proposed solution. Only those interested bidders who satisfy the
following eligibility criteria should respond to this BID/TENDER:
Pre-Qualification for Bidders

The pre-qualification bid shall contain the following document:
i. Bid Document Fee
ii. Earnest money deposit
Item Group 1
Bid Document Fee (in EMD (in
Sl. No Item
INR) INR)
Uniform Bakhus, Skirts
Tunics, Pants, Shirts and
1 Socks 30,000.00 4,53,034.00
Item Group 2
Bid Document Fee (in EMD (in
Sl. No Item
INR) INR)
1 Shoes 30,000.00 4,90,346.00
iii. Samples of each item bearing name & signature of the vendor should be
submitted on the particular date at his / her own cost and risk. The vendor should
submit Samples during the submission of Bid Document Fee and Earnest
Money Deposit. All Samples should be as per specification attached with the e-
tender. Non submission of the samples will lead to the rejection of the tender.
iv. Quality Certificates from competent Government Agency for each sample should
be submitted along with samples.
v. The bidder can apply for one or more group of items mentioned in the bid. A self-
declaration letter mentioning item Group, bidder intended to apply, must be
submitted along with other bid documents. Quality and certificate evaluation will
be done separately for each item group.
vi. Document supporting presence in Sikkim
Important Notice:
i) Bidder should submit bid documents mentioned in “Pre-Qualification for Bidders”
online in e-tender portal and hardcopy of Pre-Qualification bid along with Original Bid
Document Fee and Earnest Money Deposit of same should be submitted in the office of:
Director (Textbook),
Human Resource Development Department,
Government of Sikkim, Sikkim
before the Hard Copy, Sample along with certificate submission start date (refer to
Important Dates and Information). In case of failure of submitting Pre-Qualification
bid online and offline (hardcopy) will not be considered for opening and will be
considered non responsive. Reputed, experience and financially sound bidders/Tenderer,
fulfilling the eligibility qualification as specified herein clause “Pre-Qualification for
Bidders” shall be eligible for technical evaluation of bid.
ii) Documents once submitted by bidder will be considered as final. Any deficiency in the
documents shall render the bidder liable for rejection without any reasons thereof.
Technical Qualification for Bidders
a) The bidder shall submit the documentary evidence of “Technical Qualification for
Bidders” online in e-tender portal for technical evaluation. The technical qualification
bid shall contain the following document:
i. Permanent Account Number (PAN) Card
ii. Firm Registration Certificate
iii. Valid Trade license
iv. GST return filed for last three months
v. Bidder Address Format Details (Refer Annexure 1: Bidder‟s Profile)
vi. Income Tax return:
a. In case of bidder being of Sikkim origin a self-declaration of Income Tax
exemption along with attested copy of COI/SSC with Serial No & Volume
No. to be submitted
b. In case of bidder being Residential certificate holder: Residential
certificate issued from the Office of the respective District Collector along
with Income Tax return certificate
c. In case of others, Income Tax return certificate
vii. Annual Turnover Certificate with profit and loss statement from Chartered
Accountant. Should have minimum annual turnover of Rs. 2 crore for last 3
consecutive financial year (2015-16; 2016-17; 2017-18).
viii. Balance sheet statement from Chartered Accountant for last three years;
ix. Procurement/Work Order for General Order Supply to Human Resource
Development Department, Govt. of Sikkim in last 3 years;
x. The Bidder shall not be under a declaration of ineligibility for corrupt or
fraudulent practices or blacklisted/penalized for uncompleted work with any of
the Central Government / State Government /PSU/ Any Corporation / Any
Society / World Bank / Any Government agencies in last 5 years ending on 31st
March 2018. Bidder should submit sworn certificate/affidavit from competent
government authority.
xi. Properly filled Annexure 1, Annexure 2, Annexure 3(If applicable), Annexure
4, Annexure 5(if Applicable), Annexure 6(If Applicable) and Annexure 8.
Important Notice:
i) Documents once submitted by bidder will be considered as final. Any deficiency in
the documents shall render the bidder liable for rejection without any reasons thereof.
The bidder shall meet the following Qualification for Eligibility:

The following are the conditions, which are to be necessarily fulfilled, to be eligible for technical
evaluation of the proposed scheme. Only those interested bidders who satisfy the following
criteria should respond to this TENDER.
a) Registered firms/ suppliers/ Manufacturers should possess certificate of registration as the
case may be.
b) The bidder shall submit the documentary evidence of “Pre-Qualification for Bidders”
in support of their fulfilling the eligibility requirements to online in e-tender portal and
hard copy to the office of the Director (Textbook), Human Resource Development
Department, Government of Sikkim, Sikkim.
i. The bid should be accompanied with Bid Document Fee as per the clause “Pre-
Qualification for Bidders” in favour of Director (Text Book) Human
Resource Development Department, Govt. of Sikkim from any Nationalised
Bank payable at Gangtok towards tender document fee.
ii. The bid document should be accompanied by Earnest Money Deposit in the form
of Fixed Deposit Receipt (FDR)/Temporary Deposit Receipts (TDR) per the
clause “Pre-Qualification for Bidders” in favour of Additional Chief Secretary,
Human Resource Development Department, Govt. of Sikkim from any
Nationalised Bank payable at Gangtok.
iii. The bid should be accompanied by Sample items mentioned in clause “Pre-
Qualification for Bidders” along with Quality Certificates from competent
Government agency
iv. A self-declaration letter mentioning item Groups, bidder intended to apply, must
be submitted.
v. Documentary evidence of presence in Sikkim.
vi. The envelope for contain bid documents mentioned in clause “Pre-Qualification
for Bidders” should be clearly marked as “Pre-Qualification Bid” for Supply
of Readymade uniform, socks and shoes and the tender No.
59(1)/367/TBU/HRDD and should be addressed to The Director (Textbook),
Human Resource Development Department, Government of Sikkim,
Gangtok, Sikkim, Sikkim – 737101.
IMPORTANT NOTE: Please submit all the documentary evidence in support of the above
conditions WHEREEVER applicable to support the claims of the bidder as the eligibility
criteria.
2. Tender
Document
Cost of the Tender Document
The Tender document is available online, the cost of the tender document is mentioned in
Clause 1.2 Bidders Eligibility Criteria and is non-refundable and can be paid by Demand Draft
drawn in favour of “Director (Text Book) Human Resource Development Department, Govt.
of Sikkim” payable at Gangtok. The same document is to be downloaded from the website
www.sikkimtender.gov.in, the tender document fees can be submitted as per the instructions on
prequalification Bid. The Tender Document is not transferable to any other bidder.
Proposal Preparation Cost
The bidder is responsible for all costs incurred in connection with participation in this process,
including, but not limited to, costs incurred in conduct of informative and other diligence
activities, participation in meetings/discussions/presentations, preparation of proposal, producing
sample or samples, in providing any additional information required by GoS to facilitate the
evaluation process, and in negotiating a definitive Service Agreement or all such activities
related to the bid process. This BID/TENDER does not commit the Government of Sikkim to
award a contract or to engage in negotiations. Further, no reimbursable cost may be incurred in
anticipation of award.
Entre Tender Document
Bidder is expected to examine all instructions, forms, terms, condition, qualification criteria,
specifications, and other information in the BID/TENDER document carefully and comply with
all such requirement thereof. Failure to furnish all information required by the BID/TENDER
document or to submit a Bid not substantially responsive to the BID/TENDER document in
every respect will be at Bidder‟s risk and may result in the rejection of Bid.
Clarificaton on BID/TENDER Document and Pre Bid Conference
The bidder or its official representative is invited to attend a pre-bid meeting as mentioned in the
schedule of events at the office of the Director, HRDD. The purpose of the meeting will be to
clarify issues and to address clarifications sought by the bidders in this context. The responses
for the clarifications sought by the bidders will be distributed to all the bidders. All the
clarification will be done on Pre-Bid meeting day. Further to this if any modifications in the
Tender documents, which the GoS finds deemed fit to be amended after the pre-bid meeting,
shall be made by GoS exclusively through the issue of a corrigendum. The decision of GoS on
the need for any modification shall be final and binding on all.
However, it is not binding on GoS to hold a pre-bid meeting or restrict itself to holding only one
such meeting. If it feels, that the clarifications sought by the bidders do not warrant a pre-bid
meeting, it can cancel the meeting and send the replies to the bidders by emails.
Amendment to Bid/Tender Document
1. At any time prior to the deadline (or as extended by GoS) for submission of bids, GoS, for
any reason, whether at its own initiative or in response to clarifications requested by
prospective bidder, may modify the BID/TENDER document by issuing amendment(s)
2. All bidders will be notified of the amendment(s) by publishing on the websites, and these
will be binding on them.
3. In order to allow bidders a reasonable time to take the amendment(s) into account in
preparing their bids, GoS, at its discretion, may extend the deadline for the submission of
bids.
Language of BID
The bid prepared by the bidder, as well as all correspondence and documents relating to the Bid
exchanged between the bidder and the GoS shall be in English.
Proforma of Bid
The bidder shall complete the Proforma of letter of undertaking, format for technical and
financial offer furnishes in the bidding document.
Bid Prices
i. The bidder shall quote the rate for items strictly as per the design, quality and samples
displayed in the Office of the Director, Textbook Section, Human Resource
Development Department, Govt. of Sikkim.
ii. The prices of the items have to fill in the separate BOQ available online. Any changes
made by the bidder on the BOQ document other than they are required to fill up would
render their bid cancelled without assigning any reasons thereof.
iii. All prices quoted shall be in INR and inclusive of all taxes.
Period of Validity of Bids
i. The bid shall remain valid for 120 days from the date of Technical Bid Opening being
specified. Bidder should ensure that in all circumstances, its Bid fulfils the validity
condition. Any bid valid for a shorter period shall be rejected as non- responsive.
ii. In exceptional circumstances, GoS reserves right to solicit bidder‟s consent for the
extension of the period of validity. The request and the responses thereto shall be made in
writing or by Fax. Bid Security shall also be suitably extended. A bidder granting the
request is neither required nor permitted to modify the bid.
Price Adjustment
The prices quoted by the bidder shall be firm during the execution of the contract. No price
escalation will be accepted at any point before or during or after the contract executions.
3. Online Bid
Submission
Instructons for Online Bid Submission
As per the directives of GoS, this tender document has been published on the Sikkim e-
Procurement Portal (URL: https://sikkimtender.gov.in). The bidders are required to submit soft
copies of their bids(Pre-Qualification Bid, Technical Qualification Bid and Financial Bid)
electronically on the e-Procurement Portal, using valid Digital Signature Certificates. The
instructions given below are meant to assist the bidders in registering on the e-Procurement
Portal, prepare their bids in accordance with the requirements and submitting their bids online on
the e-Procurement Portal.
More information useful for submitting online bids on the e-Procurement Portal may be obtained
at: https://sikkimtender.gov.in.
Registraton
1. Bidders are required to enroll on the e-Procurement module of the e-Procurement Portal
(URL: http://sikkimtender.gov.in) by clicking on the link “Click here to Enroll” on the e-
Procurement Portal is free of charge.
2. As part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts.
3. Bidders must register their valid email address and mobile numbers as part of the
registration process. These would be used for any communication from the e-
Procurement Portal.
4. Upon enrolment, the bidders will be required to register their valid Digital Signature
Certificate (Class II or Class III Certificates with signing key usage) issued by any
Certifying Authority recognized by CCA India (e.g. Sify / TCS / nCode / eMudhra etc.),
with their profile.
5. Only one valid DSC should be registered by a bidder. Please note that the bidders are
responsible to ensure that they do not lend their DSC‟s to others which may lead to
misuse.
6. Bidder then logs in to the site through the secured log-in by entering their user ID /
password and the password of the DSC / e-Token.
Searching for Tender Documents
1. There are various search options built in the e-Procurement 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 parameters such as
organization name, form of contract, location, date, other keywords etc. to search for a
tender published on the e-Procurement Portal.
2. 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 e-Procurement Portal to intimate the bidders
through SMS / e-mail in case there is any corrigendum issued to the tender document.
3. 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.
Preparations of Bids
1. Bidder should take into account any corrigendum published on the tender document
before submitting their bids.
2. Please go through the tender advertisement and the tender document carefully to
understand the documents required to be submitted as part of the bid. Please 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 invite rejection of the bid.
3. Bidder, in advance, should get ready the bid documents to be submitted as indicated in
the tender document / schedule and generally, they can be in PDF / XLS / RAR / DWF
formats. Bid documents may be scanned with 100 dpi with black and white option.
4. To avoid the time and effort required in uploading the same set of standard documents
which are required to be submitted as a part of every bid, a provision of uploading such
standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has
been provided to the bidders.
Bidders can use “My Space” area available to them to upload such documents. These documents
may be directly submitted from the “My Space” area while submitting a bid, and need not be
uploaded again and again. This will prime to a reduction in the time required for bid submission
process.
Submission of Bids
1. 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. Bidder will be responsible for
any delay due to other issues.
2. The bidder has to digitally sign and upload the required bid documents one by one as
indicated in the tender document.
3. Bidder has to select the payment option as “offline” to pay the tender fee / EMD as
applicable and enter details of the instrument.
4. Bidder should prepare the EMD as per the instructions specified in the tender document.
The original should be posted/couriered/given in person to the Tender Processing
Section, before the bid Submission end date (refer to data sheet). The details of the
DD/any other accepted instrument, 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.
5. Bidder should prepare Pre-Qualification bid and Technical Qualification in accordance

with the clause 1.2 and 1.3 and upload the same in www.sikkimtender.gov.in.
6. A standard BoQ format has been provided with the tender document to be filled by all the
bidders. Bidders are requested to note that they should necessarily submit their financial
bids in the format provided and no other format is acceptable. Bidders are required to
download the BoQ file, open it and complete the while coloured (unprotected) cells with
their respective financial quotes and other details (such as name of the bidder). No other
cells should be changed. Once the details have been completed, the bidder should save it
and submit it online, without changing the filename. If the BoQ file is found to be
modified by the bidder, the bid will be rejected.
7. The serve time (which is displayed on the bidders‟ dashboard) will be considered as the
standard time for referencing the deadlines for submission of the bids by the bidders,
opening of bids etc. The bidders should follow this time during bid submission.
8. All the documents being submitted by the bidders would be encrypted using PKI
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. Data
storage encryption of sensitive fields is done.
9. The uploaded tender documents become readable only after the tender opening by the
authorized bid openers.
10. Upon the successful and timely submission of bids, the portal will give a successful bid
submission message & a bid summary will be displayed with the bid no. and the date &
time of submission of the bid with all other relevant details.
11. The bid summary has to be printed and kept as an acknowledgement of the submission of
the bid. This acknowledgement may be used as an entry pass for any bid opening
meetings.
Assistance to Bidders
1. Any queries relating to the tender document and the terms and conditions contained
therein should be addressed to the Director, Textbook, Human Resource Development
Department, Govt. of Sikkim for a tender or the relevant contact person indicated in the
tender.
2. Any queries relating to the process of online bid submission or queries relating to e-
Procurement Portal in general may be directed to the Director of Textbook, HRDD, GoS.
The cost of BID/TENDER document and the Earnest Money Deposit (EMD) should be
submitted in original on or before the bid submission end date. In case of failure of
submitting the cost of tender document and Earnest Money Deposit (EMD) in specified
time, the bids received will not be considered for opening. Also a scanned copy of both
the documents needs to be uploaded in the www.sikkimtender.gov.in
Only detailed complete bids in the form indicated above received prior to bid submission
end date shall be taken as valid for consideration.
Bid Due Date
The Bid Due date is mentioned in the schedule of events.
The Tender Committee, GoS may, in exceptional circumstances and at their discretion, extend
the deadline for submission of proposals by issuing an Addendum online through the website
https://sikkimtender.gov.in. In case of issue of any corrigendum an automatic email & SMS
notification will be sent to the bidders who have moved the tender document into their „My
Tender‟ area.
However, till such communication is received by the bidders in the above mentioned form,
bidders may not assume any change in the schedule.
Modificaton and Withdrawal of BID
The bidders can modify parts of or entire bids submitted by them on the e-Procurement portal
before the designated bid submission closing date.
Further, they can withdraw their bids by uploading a signed and stamped request on the e-
Procurement portal. However, once a particular bidder has withdrawn its bid, it cannot re-submit
its bid against this tender.
4. Evaluation Criteria
Opening of Pre-Qualificaton Bids
a) Bidders who have submitted the valid bid document as per the format shall be considered
for further evaluation. Similarly if the BID/TENDER document fee has not been
deposited /submitted in case of downloaded forms the Bid shall be out rightly rejected.
b) Only the bids of those firms who fulfil all the conditions for Pre-Qualification as
mentioned in Clause 1.2 and 1.3 will be considered as technically eligible bidder for
Technical and Financial bid evaluation.
Opening and Evaluaton of Technical Bids
a) The Tender Committee would evaluate the technical bids. The Tender committee
comprising of officials appointed by HRDD would evaluate the technical bid at a date
time and location as indicated in the first page.
b) GoS may also undertake oral clarifications with the bidders. The primary function of
clarifications in the evaluation process is to clarify ambiguities and uncertainties arising
out of the evaluation of the bid documents.
c) In order to facilitate the Technical Bid evaluation, the technical criteria laid down along
with the assigned weights have been presented in (Annexure 9). Marking for Evaluation
of General Criteria/Sub Criteria will be common for Item Group 1 and Item Group 2
whereas separate evaluation will be done for Evaluation of Sample for Item Group 1
and Group 2.
e.g.
Technical Evaluation 1 = Marks obtain in Evaluation of General Criteria/Sub Criteria

+ Marks obtain in Evaluation of Sample for Item Group 1
AND
Technical Evaluation 2 = Marks obtain in Evaluation of General Criteria/Sub Criteria

+ Marks obtain in Evaluation of Sample for Item Group 2
The marking scheme presented is an indication of the relative importance of the

evaluation criteria.
d) Bidders securing a minimum of 70% marks in the each of the technical evaluation will
only be considered for further financial bid evaluation. Bids which don‟t secure the
minimum specified technical score will be considered technically non-responsive and
hence debarred from being considered from Commercial evaluation. Scores of
technically qualified Bidders shall be weighed prorate on a scale of 70 and shall be
carried forward for evaluation together with the scores of Commercial evaluation.
Opening and Evaluaton of Commercial Bids
a) Upon the declaration of the results of the technical evaluation, an auto generated email
and SMS will be sent to all successful bidders informing them of the date and time of the
opening of the commercial bids.
b) After evaluating the Technical Bids, GoS shall notify the bidders who‟s Technical Bids
were considered acceptable to GoS, indicating the date, time and place for opening of the
Commercial Bids.
The following points may be noted for the evaluation of the Commercial Bid
1. Prices should be bid in the standard BOQ format that has been provided with the online
tender, which can be accessed after completion of the technical evaluation.
2. Prices mentioned in BOQ will be final. No further changes will be entertained.
3. Scores of the Commercial evaluation would be weighed prorate on a scale of 100 with
the Bidder with the lowest commercial quote getting 100. These commercial scores
would then be added up with the score of the technical evaluation and the Bidder getting
the maximum total score out of 100 would be considered as the successful bidder (i.e. L1
Bidder) and called for negotiations, if required.
a) Formula for Final Bid Evaluation of Item Group 1 is;

Bm= .70 (TM) + .30 (Fn)
Fn= (Fmin/ Fb)*100
Where
Bm is total marks of the bidder in consideration
TM is Technical Marks obtain in Evaluation of General Criteria/Sub
Criteria + Marks obtain in Item Group 1 of the bidder in consideration
Fn is Normalized financial score of the bidder in consideration
Fb is Evaluated Cost of bidder under consideration
Fmin is Minimum evaluated cost of any bidder
b) Formula for Final Bid Evaluation of Item Group 2 is;

Bm= .70 (TM) + .30 (Fn)
Fn= (Fmin/ Fb)*100
Where
Bm is total marks of the bidder in consideration
TM is Technical Marks obtain in Evaluation of General Criteria/Sub
Criteria + Marks obtain in Item Group 2 of the bidder in consideration
Fn is Normalized financial score of the bidder in consideration
Fb is Evaluated Cost of bidder under consideration
Fmin is Minimum evaluated cost of any bidder
Bid Security
All bidders shall furnish, as part of its Technical Bid, an Earnest Money mentioned in clause 1.2
Qualification Criteria bidders table.
1. The Bid Security shall be in Indian Rupees and shall be in the form of Demand Draft/Pay
Order/Fixed Deposit Receipt/Term Deposit Receipt, issued by any Nationalized bank in
India, drawn in favour of “Director (Text Book) Human Resource Development
Department, Govt. of Sikkim” payable at Gangtok. Such negotiable instrument should
be valid for at least sixty (60) days beyond the validity of the Bid.
2. Unsuccessful bidder's Bid security will be discharged or returned within sixty (60) days
after the expiration of the period of Bid validity prescribed.
3. The successful bidder's Bid security will be discharged upon the bidder signing the
Contract Agreement, and furnishing the Performance Security.
Forfeiture of BID Security
The Bid security may be forfeited either in full or in part, at the discretion of GoS, on account of
one or more of the following reasons:
1. The bidder withdraws his Bid during the period of Bid validity specified by him on the
Bid Letter Form
2. The bidder fails to co-operate in the Bid evaluation process
3. If the bid or its submission is not in conformity with the instruction mentioned herein
4. If the bidder violates any of the provisions of the terms and conditions of the tender.
5. In the case of a successful bidder fails to (a) accept award of work, (b) sign the Contract
Agreement with GoS, after acceptance of communication on placement of award, (c)
furnish performance security, (d) fails to sign the Contract Agreement in time, (e) or the
bidder violates any of such important conditions of this tender document or indulges in
any such activities as would jeopardize the interest of GoS in timely finalization of this
tender. (f) Misrepresentation of facts.
The decision of GoS regarding forfeiture of bid security shall be final and shall not be called
upon question under any circumstances. A default in such a case may involve black-listing of
the bidder by GoS.
Award of Contract
1. The HRDD will determine to its satisfaction, whether the Bidder selected as having
submitted the most competitive and lowest evaluated is qualified to satisfactory perform
title contract.
2. The determination will take into account bidders financial, technical and production
capabilities based upon the examination of the documentary evidence of the bidder‟s bid
qualification by the bidder.
3. An affirmative determination to tender terms will be prerequisite for award of contract to
the bidder. A negative determination will result in rejection of the bid, in which the event
the HRDD will proceed to consider the next evaluated bid to make a similar
determination of the bidder‟s capabilities to perform the contract satisfactorily.
OR
Cancel the tender process without assigning any reason thereof, which is at the sole
discretion of HRDD.
HRDD’s Right to Change
1. HRDD reserves the right to increase or decrease the quantity of any items without any
change in unit rates or other terms and condition during the execution of the contract.
2. HRDD may make any variation in the form of quality or quantity of the items or make
substitution for original specification, design and instruction that may in its opinion be
necessary and for that purpose or if for any other reason it shall have power to order the
supplier to do the following and supplier shall do the same:
a. Increase or decrease the quantity of any items mentioned in BOQ.
b. Omit or substitute any items mentioned in BOQ.
c. Change the design specification, or quality or kind of any items mentioned in
BOQ.
d. Change the size and dimension of any part of items.
e. Execute additional work of any kind necessary for the work.
f. Change method of dispatch or packing
g. Change the place of delivery.
Submission of Performance Security Money
Within seven (07) days of the receipt of letter of award from the HRDD but not later than the
date of signing of contract agreement, the successful bidder shall furnish to the Human Resource
Development Department, Government of Sikkim, a performance security @5% of the total Bid
amount in the form of Demand Draft/Pay Order/Fixed Deposit Receipt/Term Deposit Receipt,
issued by any Nationalized bank in India, drawn in favour of “Director (Text Book), Human
Resource Development Department, Govt. of Sikkim” payable at Gangtok, valid up to 365
days from the date of signing of agreement in accordance with the Conditions of the contract.
Failure of the successful bidder to comply with the requirements shall constitute sufficient
ground for the annulment of the notification and forfeiture of the bid security in which event, the
GoS may award the contract in accordance with its prescribed rules.
Signing of Agreement
1 Within two (02) days of receipt of Letter of Award (LOA), the successful bidder shall
submit Acceptance letter to Director (Text Book) Human Resource Development
Department, Govt. of Sikkim, accepting the terms of the contract.
2 Within ten (10) days of receipt of the Letter of Award, or a date and time mutually agreed
upon, the successful bidder or his authorized representative shall attend the office of
Director (Textbook), Human Resource Development Department, Government of Sikkim
for signing of the Agreement.
3 The Bidder before starting the delivery of items to respective locations/stores shall submit
06 numbers of samples to the Office of the Joint Director (Text Book) for preparing the
same to respective District Office for display and quality control.
4 Failure on the part of the successful bidder to comply with the requirement of clause 1.2 (A)
shall constitute sufficient grounds for the forfeiture of the performance security & Earnest
Money deposited, in which the HRDD may either award the work to the next lowest
evaluated bidder or call for new bids.
Completon Time/Time Extension & Penalty for Delay

i. The complete Delivery of materials to destination should be completed within 90 days from
the date of issue for the Letter of Award.
ii. Supply of Uniform, Socks and Shoes is a time bound work and therefore extension of time
shall not be given, Earnest Money shall be forfeited if the bidder fails to collect the Letter of
Award within one week of issue of same, In that event, the bidder may be debarred from
Human Resource Development Department, Government of Sikkim. In the event of failure
to complete the total work, the 5% Contract performance Security will be forfeited. Further,
the bidder shall be liable to pay penalty @ 0.10% of work value per day for delay in work
completion beyond stipulated time.
Special Terms & Conditons
i. Any expenses related to sample manufacturing and submitted along with the bid shall be
borne by the bidders themselves and HRDD shall in no way be liable.
ii. That the Government shall not be liable to make payment for the items which are
defective and not according to the quality specifications and samples.
iii. The Bidder shall submit the sample of uniform, socks and shoes before final
manufacturing. Expenses in securing the sample copy have to be borne by the bidder
themselves. The quality or texture of materials should be strictly as per sample provided.
iv. The bid from the Tenderer of the manufacturing unit already debarred/black listed by the
HRDD, GoS shall not be accepted at all.
v. The rate shall be quoted based on the samples displayed by the department.
vi. The rate quoted should be inclusive of transportation, packaging & handling, delivery
and unloading charges up to the respective departmental stores located at Gangtok,
Gyalshing, Soreng, Mangan & Namchi.
vii. The chargeable taxes (GST) should be included with the prices.
viii. The department will provide exact details of size, colour and quantity to be supplied
along with LOA.
ix. The items shall be delivered to the HRDD departmental stores located at Gangtok,
Namchi, Mangan, Gyalshing & Soreng or any other places designated by the HRDD.
GoS’s Right to Accept Bid and to reject any or all Bids
i. Prior to expiration of the period of Bid validity, GoS will notify the successful bidder in
writing that its Bid has been accepted
ii. Within 2 days of receipt of such intimation, the successful bidder shall give its
acceptance to the GoS
iii. Upon the successful bidder‟s furnishing of Performance Security pursuant to section 2.12
acceptance by successful Bidder, GoS will promptly notify all unsuccessful bidders and
will discharges their Bid security
iv. Effort will be made by the GoS to sign an agreement with the successful bidder within 15
days.
Lack of Informaton to Bidder
The bidder shall be deemed to have carefully examined TENDER document to his entire
satisfaction. Any lack of information shall not in any way relieve the bidder of his responsibility
to fulfil his obligation under the bid.
Fraudulent & Corrupt Practce

“Fraudulent Practice” means a misrepresentation of facts in order to influence a procurement
process of the execution of the project 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 GoS of the benefits of free and open competition.
“Corrupt Practice” means the offering, giving, receiving or soliciting of anything of value,
pressurizing to influence the action of a public official in the process of project execution. GoS
will reject a proposal for award if it determines that the bidder recommended for award has
engaged in corrupt or fraudulent practices in competing for, or in executing, the project.
5. General
Conditions
Applicaton
These general conditions shall apply to the extent that they are not superseded by provisions of
other parts of the bid document.
Governing Language
The Contract shall be written in English language. All correspondence and other documents
pertaining to the Contract, which are exchanged by the parties, shall be written in the same
language.
Change orders
1. The GoS may at any time, give written order to the Vendor to make changes for additional
functionalities specifically required, but not falling within the general scope of the current
BID/TENDER/Contract. If any such change causes an increase in the cost of, or the time
required for, the vendor‟s performance of any provisions under the Contract, the vendor
should notify GoS in terms of the person month efforts required for executing the change
requests, GoS will examine the efforts estimate & agreed efforts will be compensated in
terms of person month charges.
2. Any claims by the vendor for adjustment under this clause must be asserted within 6 working
days from the date of the vendor‟s receipt of the GoS‟s change order.
Notces
1. Any notice given by one party to the other pursuant to this contract shall be sent to the other
party in writing or by telex, email, cable or facsimile to the other party‟s address, and
confirmed in writing by the other party.
2. A notice shall be effective when delivered or tendered to other party whichever is earlier.
Patent Rights
The Bidder shall indemnify the Tenderer against all third party claims of infringement of patent,
trademark or industrial design and intellectual property rights arising from the use of materials
and services or any part thereof.
Taxes and Duties
1. All payments will be subjected to tax payment/deduction at source as applicable/required at

the prevailing tax rates.
2. Govt. of Sikkim shall not pay any increase in duties, taxes and surcharges and other charges
on account of any revision, enactment during the period of validity of the Bids and also
during the contract period. The decision of GoS in this regard will be final and binding and
no disputes in this regard will be entertained.
Force Majeure
1. For the purpose of this Article, Force “Majeure” means any cause, which is beyond the
control of the vendor or GoT as the case may be, which such party could not foresee or
with a reasonable amount of diligence could not have foreseen, and which substantially
affect the performance of the Contract, such as:-
 War / hostilities
  Riot or civil commotion
 Earth Quake, Flood, Fire, Tempest, Epidemics, Lightning or other natural
 physical Disaster, Quarantine restricts and Freight embargoes
 Restrictions imposed by the Government or other statutory bodies, which is
beyond the control of the vendor, which prevent or delay the execution of the
order by the vendor.

2. If a Force Majeure situation arises, the vendor is required to promptly notify GoT in
writing of such condition and the cause thereof within a period of three (3) days from the
date of happening of such an event requiring invocation of this force majeure article.
Unless otherwise directed by GoT in writing, the vendor will continue to perform its
obligations under this supply order as far as is reasonably practical and shall seek all
reasonable alternative means for performances of this order.
Acquaintance with local conditions
1. Each Bidder is expected to fully get acquainted with the local conditions and factors,
which would have any effect on the performance of the contract and /or the cost.
2. The Bidder is expected to know all conditions and factors, which may have any effect on
the execution of the contract after issue of Letter of Intent/Award as described in the
bidding documents. The GoS shall not entertain any request for clarification from the
Bidder regarding such local conditions.
3. It is the Bidder‟s responsibility that such factors have properly been investigated and
considered while submitting the bid proposals and no claim whatsoever including those
for financial adjustment to the contract awarded under the bidding documents will be
entertained by the GoS. Neither any change in the time schedule of the contract nor any
financial adjustments arising thereof shall be permitted by the GoS on account of failure
of the Bidder to know the local laws / conditions.
Statutory and Regular Approvals
The Bidder shall be responsible for obtaining approvals for any statutory and regulatory
requirements from any of the authorities. Further, the Bidder shall be responsible to get required
documentation completed for obtaining such approvals from time to time.
Confidentiality
Any information pertaining to GoS or any other agency involved in the project, matters
concerning GoS that comes to the knowledge of the vendor in connection with this contract, will
be deemed to be confidential and the vendor will be fully responsible, for the same being kept
confidential and held in trust, as also for all consequences of its concerned personnel failing to
observe the same. The vendor shall ensure due secrecy of information and data not intended for
public distribution.
Limitaton of Liability
The liability of the GoS for its obligations under the Contract shall in no case exceed the total
value of the Contract.
Failure to Agree with the Terms and Conditions of the BID/TENDER
Failure of the successful Bidder to agree with the Terms and Conditions of the BID/TENDER
shall constitute sufficient grounds for the annulment of the award, in which event GoS may
award the Contract to the next best value Bidder or call for new Bids.
Payment Terms
i. No advance will be paid. Full payment will be released only after successful completion
of the entire contract.
ii. Payment will be released only on submission of the following documents to the office of
the Director (Textbook), HRDD, GoS.
(a) Bills (In quadruplicate) duly certified and stamped by designated HRDD official
posted at respective district stores and counter signed by respective Joint Director of
the District.
(b) Certified copy of the stock entry/stock received register duly signed and stamped
in pages where entry is made, by designated HRDD official posted at above stores
and counter signed by respective Joint Director of the District.
iii. The Performance Security will be released only after successful completion of the entire
contract and on submission of “Certificate of Successful Work Completion” issued
either by Joint Directors of the respective Districts or Director (Textbook), HRDD, GoS.
6. Scope of
Work
The minimum specified scope of work that needs to be undertaken by the successful Bidder for
manufacturing and supply of items as per the sample and the specifications and terms and
conditions mentioned in this tender document, or any further amendments issued in this regard
and upon signing of the contract by the successful bidder.
The scope of work for manufacturing and supply of Uniforms, Socks and Shoes are mentioned
below:
  Supply of items as quoted in BOQ.
 Supply of stitched Uniform as per specification mentioned in tender document and
 sample submitted.
 Supply of Shoes as per specification mentioned in tender document and sample
 submitted.
 Delivery of the item(s) to departmental stores located at four District Headquarters viz;
 Gangtok, Mangan, Gyalshing, Namchi & Soreng.
 Incidental services which are not specifically included but are required for completion of
 works.
 The materials, labour, plant, equipment, machinery and services necessary for
 accomplishing the work shall be the responsibility of the successful bidder.
 The item(s) to be supplied by the successful bidder will strictly adhere to the sample,
design, sizes, quantity, types and specification provided by the GoS.
Annexure 1: Bidder Profile
BID/TENDER No. 367/TBU/HRDD/2018

Name of the Project: Printing and Supply of Uniforms, Socks & Shoes.
1 Name of the company

2 Company registered office address
3 Telephone number
4 Fax number e-mail
5 Correspondence/ contact address
6 Details of contact person (Name, designation, address and contact no etc)
7 Is the company a registered company? If yes, Submit documentary proof, Year
and place of the establishment of the company
8 Former name of the company, if any
9 Is the company?
- Registered firms / Organizations / Suppliers / Societies / Public limited
companies / Private limited companies / Manufacturer / Proprietorship
10 GST Registration Number
11 Are the company registered with any Government/Department/Public
Sector undertaking? (if yes, give details)
12 How many years have your organization been in business under your
present name? What were your fields when you established your organization?
13 When did you add new fields (if any)?
14 What type best describes your company? (Documentary proof to be submitted)
- Supplier
- Dealer
- Manufacturer
15 Do you have a local representation /office in Gangtok? If so, please give the
address and the
details of staff, infrastructure etc. in the office
and no. of years of operation of the local office
16 List the major clients with whom your organization has been/ is
currently associated
17 What is the total year of experience of
handling Government projects?
18 Have you ever been denied tendering facilities
by any Government/ Department/ Public
sector Undertaking? (Give details)
20 Submit receipt of latest Income Tax Return
filed with Income Tax Department and PAN no.
Signature: -
Name of the Authorized signatory:
Company Seal: -
Annexure 2: Proforma of Letter of Undertaking (Printed in

companies
letter Head)
TENDER No. 59(1)/367/TBU/HRDD

Name of the Project: Supply of Uniform, Shoes and Socks.
To
The Director (Textbook)

Human Resource Development Department
Govt. of Sikkim, Tashiling
Gangtok-737101
Sub: Bid for (Specify name

of items for which the bid is made)
Dear Sir,
With reference to bidding Documents for above mentioned work, we the undersigned,
having examined the Bidding documents, including corrigendum/addendum for the executions of
the above named work, offer to execute and complete the whole of the works in conformity with
the said Bidding Documents.
We are enclosing herewith the Earnest money amounting to (in words

and in figures) in the form of TDR as prescribed in clause 1.2 of the “Eligibility bidders criteria,
clause 1(d)” for supply of Uniform, Shoes and Socks.
We confirm that our Bid shall remain valid for one hundred and eighty (120) calendar days and
the EMD shall remain valid for the period of one year from the date of submission of the bid.
We undertake that if our bid is accepted, to commence and to complete the whole of the works
comprised in the contract within the time specified by Human Resource Development
Department, Government of Sikkim in the Bidding Documents.
We further confirm that in the event the Bid is accepted we shall furnish performance security in
accordance with the various clauses of the tender document towards successful performance of
time contract and shall execute the contract agreement in accordance with the tender document
and criteria set in by the competent authority.
Unless and until a formal contract agreement is executed, this bid, subsequent correspondences
together with the letter of Award of Human Resource Development Department, Government of
Sikkim shall constitute a binding contract between us and Human Resource Development
Department, Government of Sikkim.
We understand that Human Resource Development Department, Government of Sikkim is at

liberty not to accept the lowest Bid Price. We also understand that Human Resource
Development Department, Government of Sikkim is at liberty not to accept any or all Bids and
Human resource Development Department, Government of Sikkim is at liberty to negotiate with
bidder(s) at any stage-
Dated
day of 2018
Signature: -
Name of the Authorized signatory: Witness (Signature & Name, Address)
Company Seal: -
Annexure 3: Format for Queries
Bidders requiring specific points of clarification may communicate with GoS during the specific
period using the following format.
TENDER No. 59(1)/367/TBU/HRDD

Name of Project: Supply of Uniform, Shoes and
Socks. Name of the Bidder-
Contact Address of the Bidder-
Sl.No. Section No. Page No. Query
Signature:
Name of the Authorized signatory: Company seal:
Note: All the queries should be sent in this format to: Director, Textbooks Section, HRDD
Government of Sikkim.
Annexure 4: Technical Bid

letter
To,

Gangtok-737101
Reference: TENDER No. 59(1)/367/TBU/HRDD Dated14/9/2018
Sir,
We hereby declare
1. That we have knowledge and experience in General Order

Supply with Human Resource Development Department, Govt. of Sikkim.
2. We are equipped with adequate manpower / machinery / technology for providing the
Services as per the parameters laid down in the Tender Document and we are prepared for
live/technical demonstration of our capability and preparedness before the representatives of
GoS and We/our principals are also equipped with adequate maintenance and service facilities
within Sikkim for supporting the offered document.
3. We hereby offer to provide the Services at the prices and rates mentioned in the BOQ
uploaded online.
4. We do hereby undertake, that, in the event of acceptance of our bid, the Services shall be
provided as stipulated in the schedule to the Bid document and that we shall perform all the
incidental services.
5. We enclose herewith the complete Technical Bid as required by you. This includes:
a) This Bid Letter
b) Statement of Technical Deviation(s)
c) Statement of deviations from tender terms and conditions.
d) Technical specification/representative samples of all the item(s) quoted
for.
We agree to abide by our offer for a period of 180 days from the date fixed for opening of the
Technical Bids and that we shall remain bound by a communication of acceptance within that
time.
We have carefully read and understood the terms and conditions of the tender and the conditions
of the Contract applicable to the tender and we do hereby undertake to provide services as per
these terms and conditions. The deviations from the technical specification(s) are only those
mentioned in Annexure and the deviations from the tender terms and conditions are only those
mentioned in Annexure.
Certified that the Tenderer is a Company and the person signing the tender is the duly constituted
attorney. Bid Security (Earnest Money) for an amount equal to Rs. is
enclosed in the cover containing the letter for Pre-Qualifying requirements.
We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together
with your written acceptance thereof or placement of letter of intent awarding the contract, shall
constitute a binding contract between us.
Dated this ….. Day of 2018
(Signature) (In the capacity of)
Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of
Company)
Seal/Stamp of bidder
Witness Signature: Witness Name:
Witness Address:
Annexure 5: Statement of Deviation from Technical

Specification
To,

Gangtok-737101
Reference. TENDER No. 59(1)/367/TBU/HRDD Dated.14/9/2018
Dear Sir,
Following are the deviations and variations from the Technical Specifications of tendered items.
These deviations and variations are exhaustive. Except these deviations and variations, the entire
work shall be performed as per your specifications and documents.
Sl.No. Section No. Deviation in the Bid Brief Reason

Page No.
1
2
3
Annexure 6: Statement of Deviation from Tender Terms and

Condition
To,

Gangtok-737101
Reference: TENDER No. 59(1)/367/TBU/HRDD Dated.14/9/2018
Dear Sir,
Following are the deviations and variations from the Terms and Conditions of the Tender. These
deviations and variations are exhaustive. Except these deviations and variations, the entire work
shall be performed as per your specifications and documents.
Sl.No. Section No. Deviation in the Bid Brief Reason

Page No.
1
2
3
Annexure 7: Commercial Bid

Letter:
To,

Gangtok-737101
Reference: TENDER No. 59(1)/367/TBU/HRDD Dated.14/9/2018
Sir,
We hereby declare
1. That we have knowledge and experience in General Order

Supply to Human Resource Development Department, Govt. of Sikkim.
2. We are equipped with adequate manpower / machinery / technology for providing the
Services as per the parameters laid down in the Tender Document and we are prepared
for live/technical demonstration of our capability and preparedness before the
representatives of GoS and We/our principals are also equipped with adequate
maintenance and service facilities within Sikkim for supporting the offered document.
3. We hereby offer to provide the Services at the prices and rates mentioned in the BOQ
uploaded online.
4. We do hereby undertake, that, in the event of acceptance of our bid, the Services shall be
provided as stipulated in the schedule to the Bid document and that we shall perform all
the incidental services.
5. We enclose herewith the complete Commercial Bid as required by you. This includes:
a. Bid Letter(Annexure 7)
b. BOQ submitted online
We agree to abide by our offer for a period of 180 days from the date fixed for opening of the
Technical Bids and that we shall remain bound by a communication of acceptance within that
time.
We have carefully read and understood the terms and conditions of the tender and the conditions
of the Contract applicable to the tender and we do hereby undertake to provide services as per
these terms and conditions.
Certified that the tenderer is a Company and the person signing the tender is the duly constituted
attorney.
We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together
with your written acceptance thereof or placement of letter of intent awarding the contract, shall
constitute a binding contract between us.
Dated this …… Day of 2018 (Signature) (In the capacity of)
Duly authorized to sign the Tender Response for and on behalf of: (Name and Address of
Company)
Seal/Stamp of bidder
Witness Signature: Witness Name:

Witness Address:
Annexure 8: Technical Evaluation Criteria

Section No.
Max
& Page No.
Criteria/Sub Criteria/Sub
Sl.No. Description Point System In the
Criteria Criteria
Bidders
Points
Proposal
1 Evaluation of General Criteria/Sub Criteria 60

Turnover of the
Qualifying turnover should be
bidder in last three
Turnover figure for at least <4 crores = 0
a years i.e. 2015-16, 10
last three years 4 crores to 7crores = 5
2016-17 and 2017-
above 7 crores = 10
18
COI with Volume
and Serial Number COI with Volume and Serial
Sikkim Subject or or Residential Number = 10
b 10
COI Holder certificate issued by Residential Certificate = 5
the District Others = 0
collector Only
Experience in
General Order
Supply with Human
1 Order = 3
Resource
c Prior Experience 2 Order = 5 10
Development
3 and Above = 10
Department, Govt.
of Sikkim in last 3
years.
Individual Orders
worth Minimum
Value 1.5 Cr with
Human Resource >=1 Crore=10
d Work Order Value 10
Development <1 Crore =0
Department, Govt.
of Sikkim in last 3
years.
Proposed
Implementation and Presentation based on the
e methodology 10
project management proposed methodology.
adopted
Office at Sikkim Since
Presence of office at 5< Years = 0
f Presence at Sikkim 10
Sikkim 5 to 7 years = 5
More than 7 years = 10
2 Evaluation of Sample for Item Group 1 and Group 2 40
Stitching
Quality and Button used
Certificates of Thred used
a Item Group 1 40
Shirt/Tunic/Skirt Zip(Pants)/
/Pant/Bakhu/Shocks Colar(Shirt)/Pleet(Skirt)/Tunic
(Zip & Belt)/Bakhu (Belt &
Hook)
Stitching/Pasting
Sole
Quality and Lace
b Item Group 2 Certificates of Eyelet used 40
Shoes Insole
Finishing & Touching
Total Points 100

Note: Quality and certificate evaluation will be done separately for Item Group 1 and Item Group 2.
Annexure 9: Requirement of Uniforms i/c Leather Shoes & Socks

White Shirts
Size East Gyalsing Soreng North South Total
Boys Girls Boys Girls Boys Girls Boys Girls Boys Girls
22" - - - - - - - - - - -
24" - - 40 200 - - 60 - 490 540 1330
26" 400 800 750 650 190 100 200 225 795 797 4907
28" 900 900 750 650 370 170 200 220 1000 1100 6260
30" 1112 1100 750 700 370 200 230 230 910 910 6512
32" 1200 1000 650 700 470 230 246 210 1000 1000 6706
34" 1200 1204 750 700 680 400 180 250 900 900 7164
36" 1300 1500 750 800 500 240 190 170 790 640 6880
38" 1200 1000 500 550 680 330 172 160 430 380 5402
40" 1126 855 150 80 560 240 62 68 150 50 3341
42" - - 50 50 0 0 40 68 25 20 253
8438 8359 5140 5080 3820 1910 1580 1601 6490 6337 48755
Sky Blue Shirts
East Gyalsing Soreng North South
Girls
Size Total
Full Half Sleeve
Boys Girls Boys Girls Boys Girls Boys Girls Boys Sleeve with blue
Turuk striped for
SS NGSSS
24" - - - - - - 5 5 5 15
26" - - - - 15 20 18 7 8 25 93
28" 90 100 - - 10 15 18 14 12 46 305
30" 100 100 - - 20 10 15 14 10 60 329
32" 100 100 - - 20 10 12 12 10 50 314
34" 100 100 - - 20 10 10 12 10 72 334
36" 100 100 - - 20 10 11 9 8 75 333
38" 50 60 - - 10 10 10 8 8 65 221
40" - - - - 15 10 10 5 4 15 59
42" - - - - 10 10 3 3 2 28
TOTAL 540 560 0 0 130 0 105 114 89 78 415 2031
Name of Item: Boys Shirt LKG & UKG (Pilot Project)

Size/Number Boys Shirt with Bow Tie
East Gyalshing Soreng North South Total
14” - - - - 60 60
16” - - - - 80 80
18” - - - - 100 100
20” - - - - 250 250
22” - 300 150 60 200 710
24” 630 250 200 90 250 1420
26” 500 - - 92 10 602
TOTAL 1130 550 350 242 950 3222
Cream White Shirts Check Shirt Light Green
West
Size
South South Total
Boys Girls Namchi SSS (Pry)
Boys Girls Boys
22" 0 0 0 0 0 0
24" 0 0 5 5 0 10
26" 16 15 10 6 0 47
28" 28 31 25 15 0 99
30" 32 24 20 15 10 101
32" 32 30 20 14 25 121
34" 38 25 10 9 30 112
36" 49 41 10 7 67 174
38" 34 36 5 3 65 143
40" 25 28 0 0 26 79
42" 0 0 0 0 8 8
TOTAL 254 230 105 74 231 894

Navy Blue Pants Brown

Size /
Total
Number West
East Soreng North South East North
Gyalsing South
22" 0 0 0 0 40 - 0 3 43
24" 0 220 0 0 150 - 0 3 373
26" 172 350 150 0 800 10 0 4 1486
28" 800 410 190 0 499 20 0 7 1926
30" 800 450 160 0 890 20 0 11 2331
32" 1000 400 220 0 870 20 0 16 2526
34" 1000 400 260 0 950 20 0 13 2643
36" 700 450 230 0 650 20 0 10 2060
38" 700 300 210 0 450 20 0 5 1685
40" 526 100 220 0 150 20 0 5 1021
42" - 40 - 0 40 - 0 0 80
TOTAL 5698 3120 1640 0 5489 150 0 77 16174
Dark Army
Black Pants Green
Grey Green
Size /
Pipalay Total
Number West Yuksam
East Soreng North South West
Gyalsing South
Boys Boys
22" 0 0 0 0 10 0 0 0 10
24" - 88 0 0 20 0 0 - 108
26" 0 90 30 90 32 10 14 5 271
28" 0 90 20 90 45 30 17 15 307
30" 0 150 40 90 68 45 20 10 423
32" 400 150 40 80 70 80 20 15 855
34" 400 100 50 70 75 74 31 10 810
36" 450 150 40 90 66 50 69 20 935
38" 300 100 40 40 50 35 71 10 646
40" 100 20 60 50 21 10 34 10 305
42" - 20 - 50 5 2 28 - 105
TOTAL 1650 958 320 650 462 336 304 95 4775
Grey Pants Dark Brown Bluesy Grey

Size / DPC Gayzing Buriakhop SSS
Numbe West
r Boys pants
East Gyalsin Soreng North South Girls pants Boys Girls
with two
with - out
g plates at the
plate
front
TOTAL
22" 0 0 0 0 10 0 0 - - 10
- - 80
24" - 60 0 0 20 0 0
4 2 175
26" - 70 20 34 30 7 8
3 2 255
28" 100 40 20 30 36 10 14
4 4 369
30" 200 18 10 35 70 18 10
5 5 313
32" 150 10 20 36 65 12 10
8 5 327
34" 150 22 20 24 68 20 10
13 10 409
36" 200 52 20 25 62 16 11
13 11 251
38" 100 0 20 31 50 11 15
5 10 253
40" 100 30 30 39 21 10 8
42" - 10 0 56 5 0 0 0 0 71
TOTAL 1000 312 160 310 437 104 86 55 49 2513
Name of Items :- PANTS LKG & UKG (Pilot Project)

Boys Pant
Size /
Total
Number East Gyalsing Soreng North South
14” - - - - 60 60
16” - - - - 80 80
18" - - - - 100 100
20" - 0 0 0 250 250
22" - 300 150 0 200 650
24" 500 250 200 87 250 1287
26" 630 - - 105 10 745
TOTAL 1130 550 350 192 950 3172

Name of Item: Bakhu Distct: East

Size / Brown Bakhu Set Brown Bakhu Set
Total
Number for Boys for Girls
41" - 10 10
45" 10 10 20
52" 15 10 25
54" 16 25 41
55" 25 25 50
56" 25 30 55
57" 25 30 55
58" 25 25 50
TOTAL 141 165 306
Name of Items :- Skirts

Sky
Size / Navy Blue Green
Blue Total
No.
East Gyalsing Soreng North South East South
24" - 150 - - - - 5 155

26" - 300 150 122 70 - 5 647
28" 650 350 160 110 900 90 10 2270
30" 800 350 190 90 992 100 10 2532
32" 800 350 210 120 910 100 8 2498
34" 1000 150 280 90 870 100 8 2498
36" 1000 500 250 90 800 100 5 2745
38" 675 300 150 50 850 - 5 2030
40" 500 100 390 20 100 55 3 1168
42" - 20 - 20 20 - 0 60
TOTAL 5425 2570 1780 712 5512 545 59 16603

Size / Black Brown

Total
No. East Gyalsing Soreng North South South North
24" - 100 - - 10 4 - 114
26" - 150 20 96 15 6 - 287
28" - 120 30 90 65 13 - 318
30" 300 150 40 90 65 5 - 650
32" 300 150 30 70 70 10 - 630
34" 300 150 50 65 60 13 - 638
36" 300 150 50 80 40 9 - 629
38" 300 100 60 45 30 5 - 540
40" 300 - 70 40 10 2 - 422
42" 270 20 - 40 - - - 330

TOTAL 2070 1090 350 616 365 67 0 4558

Army
Grey Dark Grey
Size / Green
Total
No. West
East Gyalsing Soreng North South Yuksam
Pipalay
24" - - - - 20 - - 20
26" - - 20 47 40 19 5 131
28" - 90 10 49 70 13 15 247
30" 200 80 10 42 73 18 10 433
32" 200 70 20 40 60 25 15 430
34" 200 80 20 46 27 29 10 412
36" 200 90 20 40 30 46 20 446
38" 126 30 20 51 40 59 10 336
40" 100 30 30 38 15 40 10 263
42" - 20 - 34 3 18 - 75
TOTAL 1026 490 150 387 378 267 95 2793
Name of Item: Tunic

Royal
Navy Blue Black Grey Brown Green
Size / Blue
Number
Total
East North North South North South South
South South
26" 40 - - - - - - - - 40
28" 40 - - - - - - - - 40
30" 40 - - - - - - - - 40
32" 40 - - - - - - - - 40
34" 40 - - - - - - - - 40
36" 40 - - - - - - - - 40
38” 40 - - - - - - - - 40
40” 45 - - - - - - - - 45
TOTAL 325 0 0 0 0 0 0 0 0 325
Name of Items :- Tunic LKG & UKG (Pilot Project)

Girls Tunic
Size /
Total
Number East Gyalsing Soreng North South
14” - - - - 40 40
16” - - - - 60 60
18" - - - - 100 100
20" - - - - 200 200
22" - 250 150 - 200 600
24" 650 250 200 50 250 1400
26" 700 - - 116 50 866
TOTAL 1350 500 350 166 900 3266
Size / Black Leather Shoes

Total
Number
East Gyalsing Soreng North South
8 900 500 200 80 795 2475
9 1000 700 400 100 800 3000
10 1100 700 300 150 820 3070
11 784 700 350 150 820 2804
12 1300 650 350 300 750 3350
13 1200 600 450 250 1000 3500
1 1300 600 300 384 950 3534
2 1300 600 250 350 890 3390
3 1056 550 100 350 865 2921
4 817 500 100 270 680 2367
5 600 300 80 97 685 1762
6 275 50 20 50 90 485
7 20 20 - - - 40
8 9 10 - - - 19
TOTAL 11661 6480 2900 2531 9145 32717
Name of Items :-Boys Sock

Navy Blue Maroon
Size /
Gyal- Total
No. East Soreng North South East Soreng
sing
1 1300 780 400 200 1500 - 12 4192
2 1400 750 400 200 1625 50 8 4433
3 1300 650 300 300 1625 - 6 4181
4 1300 600 300 350 1600 50 10 4210
5 1300 550 450 203 1600 50 18 4171
6 1220 550 450 250 1238 50 20 3778
TOTAL 7820 3880 2300 1503 9188 200 74 24965

Size / Black Green White
Total
No. East Gyal- sing Soreng North South South East
1 400 300 24 100 50 - - 874
2 400 300 24 100 80 - - 904
3 400 300 14 150 80 - - 944
4 400 300 14 107 60 - - 881
5 400 300 40 140 40 - - 920
6 409 300 40 120 26 - - 895
TOTAL 2409 1800 156 717 336 0 0 5418

Grey Brown Maroon
Size /
Total
No. East Gyal- sing Soreng North South South East Soreng
1 200 150 40 30 60 6 - - 486

2 200 150 30 35 66 10 - - 491
3 200 150 20 60 80 15 - - 525
4 200 100 15 81 80 15 - - 491
5 200 100 30 70 60 10 - - 470
6 200 100 30 85 20 6 - - 441
TOTAL 1200 750 165 361 366 62 0 0 2904
Name of Items :-Girls Sock i/c LKG & UKG

Size / Navy Blue Maroon
Total
No. East Gyalsing Soreng North South East Soreng
1 1438 780 600 200 1230 50 6 4304
2 1184 750 600 200 1400 50 10 4194
3 1000 650 600 300 1900 50 6 4506
4 1245 600 550 350 1650 50 8 4453
5 1400 550 550 203 1350 50 24 4127
6 1400 550 550 250 850 50 20 3670
TOTAL 7667 3880 3450 1503 8380 300 74 25254

Size / Black Green White
Total
No. East Gyalsing Soreng North South South East
1 400 300 20 100 50 8 10 888
2 400 300 20 100 70 10 20 920
3 400 300 15 150 72 14 20 971
4 400 300 20 107 70 15 20 932
5 400 300 40 140 50 12 20 962
6 400 300 40 120 30 5 10 905
TOTAL 2400 1800 155 717 342 64 100 5578

Grey Brown
Size / No. Total
East Gyalsing Soreng North South North South
1 200 150 40 30 50 - - 470
2 200 150 30 35 32 - - 447
3 200 150 20 60 70 - - 500
4 200 100 20 81 65 - - 466
5 200 100 30 70 - - - 400
6 200 100 30 85 - - - 415
TOTAL 1200 750 170 361 217 0 0 2698
Annexure 10: Technical Specification of Fabric

Sl. Specification Polyester Cotton Polyester Viscose Cotton Casement
No. Suiting Shirting
Count of Yarns (approx)
20/2 tex (2/30s Ne) 10/2 tex (2/60s Ne) 30 Tex (20s Ne)
1. Warp PC (+ / - 10%) (+ / - 10%) (+ / - 10%)
20/2 tex (2/30s Ne) 80 Denier texturised 30 Tex (20s Ne)

Weft PC (+ / - 10%) Polyester fillment (+ (+ / - 10%)
/ - 10%)
Threads/dm
240 (+ / - 5%) 320 (+ / - 5%) 220 (+ / - 5%)
Warp
2. (60 : PPI) (EPI : 80) (EPI : 56)
190 (+ / - 5%) 300 (+ / - 5%) 200 (+ / - 5%)
Weft
(48 : EPI) (PPI : 76) (PPI : 50)
Polyester = 67 Polyester = 67 100% Cotton
Blend Composition (+ / - 5%) (+ / - 5%)
3.
Percent Cotton = 33 Viscose = 33
(+ / - 5%) (+ / - 5%)
Mass (Gms/mtr Sqr) 190 100 Gsm 138 Gsm
4.
(+ / - 5%) (+ / - 5%) (+ / - 5%)
Breaking load on 5:0x2 0 cm strips, min
5. Warp way 88 kg 41 kg 40 kg (+ / - 5%)
Weft way 63 kg 33 kg 30 kg (+ / - 5%)
Width Cm, Min 138 (+ / - 1%) 90 (36 inches) 90 (+ / - 1%)
6.
(+ / - 1%)
Shrinkage (% Max)
7. Warp way 2 2 4
Weft way 2 2 4
Crease recovery angle Deleted Deleted
8.
Min (Warp + Weft)
Color fastness to:
Light AATCC 16 - 3.5 or AATCC 16 - 3.5 or AATCC 16 - 3.5 or
better in 20 hours IS-5 better in 20 hours IS- better in 20 hours IS-5
9. or better 5 or better or better
Washing 4 or better 4 or better 3 or better
Perspiration 4 or better 4 or better 3 or better
Rubbing 3 or better 4 or better 3 or better
Pilling (after 5 hours of IS 4 or better ASTM – IS 4 or better ASTM – IS 4 or better ASTM –
10.
test) D 3512 – 3.5 or better D 3512 – 3.5 or better D 3512 – 3.5 or better
11. Weave Plain Plain Plain
Colour and Shade See requirement See requirement See requirement
12.
Technical Specification of Shoes

Upper Material Leather Upper Aester Lining P.V.C. & Senthic Lining.
Main part of upper – 1.5 mm + 0.2 mm thick
Insock Fabric of thickness – 0.8mm + 0.2mm with Spongy PVC
Foam/EVA cushion of thickness 2.5 mm + 0.5 mm. fabric.
Insole 2mm ARS
Sole Colour Black. Expanded PVC material of high quality of density
0.70 to 0.85g/cc.
Pasting PU Bostic 1732
Lace Colour Black. Round nylon/polyester or blended lace diameter
3mm + 0.5mm, 65cm long + 2cm having tips bound with plastic.
1. The length of lace in Boys‟ Shoes will be as follows –
a. For Size 8-1: 65cm. minimum.
b. For Size 2-5: 70 cm. minimum.
c. For Size 6-10: 75 cm. minimum.
Eyelet Black enameled aluminum eyelet – 4mm with washer
Counter stiffener Chemical T.P. sheet – 1.4mm + 0.2mm thick
Packing Polythin & Box.

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Supply of Readymade uniforms & shoes

Government Schools of Sikkim

HUMAN RESOURCE DEVELOPMENT DEPARTMENT

Tender No. 59(1)/367/TBU/HRDD Date:14.09.18

OFFICE OF THE DIRECTOR HUMAN RESOURCE DEVELOPMENT

Important Dates and Information

“Authorized Representative” shall mean any person/agency authorized by either of the

“BOQ” means Bill of Quantity

“Contract” is used synonymously with agreement.

“Gov. /GoS/Government/Govt. of Sikkim” shall mean Government of Sikkim.

“PBC” means Pre-Bid Conference

“Manufacturer” shall mean the selected vendor.

1.2. Scope of the tender

1.3. Bidders Eligibility

Pre-Qualification for Bidders

Technical Qualification for Bidders

The bidder shall meet the following Qualification for Eligibility:

Proposal Preparation Cost

Entre Tender Document

Period of Validity of Bids

Searching for Tender Documents

5. Bidder should prepare Pre-Qualification bid and Technical Qualification in accordance

The Bid Due date is mentioned in the schedule of events.

Modificaton and Withdrawal of BID

Opening and Evaluaton of Technical Bids

Technical Evaluation 1 = Marks obtain in Evaluation of General Criteria/Sub Criteria

Technical Evaluation 2 = Marks obtain in Evaluation of General Criteria/Sub Criteria

The marking scheme presented is an indication of the relative importance of the

Opening and Evaluaton of Commercial Bids

2. Prices mentioned in BOQ will be final. No further changes will be entertained.

a) Formula for Final Bid Evaluation of Item Group 1 is;

b) Formula for Final Bid Evaluation of Item Group 2 is;

Forfeiture of BID Security

HRDD’s Right to Change

Submission of Performance Security Money

Completon Time/Time Extension & Penalty for Delay

Special Terms & Conditons

GoS’s Right to Accept Bid and to reject any or all Bids

Lack of Informaton to Bidder

Fraudulent & Corrupt Practce

Taxes and Duties

1. All payments will be subjected to tax payment/deduction at source as applicable/required at

Acquaintance with local conditions

Statutory and Regular Approvals

Failure to Agree with the Terms and Conditions of the BID/TENDER

Annexure 1: Bidder Profile

BID/TENDER No. 367/TBU/HRDD/2018

1 Name of the company

Name of the Authorized signatory:

Annexure 2: Proforma of Letter of Undertaking (Printed in

TENDER No. 59(1)/367/TBU/HRDD

The Director (Textbook)

Sub: Bid for (Specify name

We are enclosing herewith the Earnest money amounting to (in words

We understand that Human Resource Development Department, Government of Sikkim is at

Name of the Authorized signatory: Witness (Signature & Name, Address)

Annexure 3: Format for Queries

TENDER No. 59(1)/367/TBU/HRDD

Contact Address of the Bidder-

Sl.No. Section No. Page No. Query

Name of the Authorized signatory: Company seal:

Annexure 4: Technical Bid

The Director (Textbook)