Coco Peat

Tender Ref: TAN/Re-Tender/7547/2015
GOVERNMENT OF TAMIL NADU
TAMILNADU HORTICULTURE DEVELOPMENT AGENCY

(TANHODA)
Agriculture Complex, 3rd Floor
Chepauk, Chennai – 600 005
RE-TENDER DOCUMENT
RE-TENDER (TWO COVER SYSTEM) FOR PROCUREMENT OF

POLYTHENE COVER WITH COMPRESSED COCO-PEAT 2.0 KG BRICKS &
COMPRESSED COCO-PEAT 5.0 KG BRICKS
UNDER FIXED RATE CONTRACT FOR THE YEAR 2015-16
TANHODA , Chennai.5 Page 1

TABLE OF CONTENTS
Clause Details Page No.
Important Notice 5
Acronyms and Definitions 6
1. Preamble 8
2. Tender Schedule 9
2.2 Name of the work 9
2.3 Tender Documents Availability 9
2.3 Tender Document cost 9
2.5 Pre bid meeting 9
2.7 Closing Date and Time for issue of Tender document 10
2.8 Date, Time and Place of Tender receipt and opening 10
3 General Instructions 10
3.1 General 10
3.2 Clarifications in the Tender 11
3.3 Language of the Bid 12
3.4 Bid Currency 12
3.5 Contacting Tender Inviting Authority 12
3.6 Force Majeure 12
3.7 Arbitration 13
4 Eligibility Criteria 13
4.1 Eligibility Conditions 13
4.3 Annual Turnover & Net worth 14
4.4 Solvency Certificate 14
4.6 Technical Experience 15
4.7 Financial Standing 15
4.8 Performance Record 15
5 Bid Preparation and Submission 16
5.1 Cost of Tendering 16
5.2 Tender Document 16
5.7 Tenderer to check Tender Document 17
6 Preparation of Tender 17
7 Tender Validity 17
8 Earnest Money Deposit (EMD) 18


9 Quoting of Rates 19
10 Signing of the Tender 19
11 Procedures for Submission of Tender 20
12 Submission of Tender 20
13 Late Tender 21
14 Tender Opening and Evaluation 22
14.1 Tender Opening 22
15 Procedures for Tender Evaluation 22
15.1 Initial Scrutiny 22
15.9 Price Bid Opening 24
15.10 Negotiations 24
15.11 Award of Contract 24
15.12 TANHODA Reserves the Right to 24
15.13 Acceptance of Tender and Withdrawals 25
15.14 Letter of Acceptance (LOA) 25
15.15 Payment of Security Deposit (SD) 25
15.16 Execution of Contract 26
15.17 Release of Purchase Order 26
15.18 Refund of EMD 27
15.19 Release of SD 27
15.20 Forfeiture of EMD & SD 27
15.21 Termination of Contract 27
15.21.1 Termination of Default 27
15.21.2 Termination for Insolvency 28
15.21.3 Termination for Convenience 28
15.22 Execution of Work Order 28
15.23 Assigning of Tender Whole (or) in Part 28
15.24 Liquidated Damages (LD) 28
15.25 Penalty for Non-fulfilment of Tender 29
15.26 Other Conditions 29
15.27 Arbitration and Jurisdiction 29
16 Award of Tender 29


17 Notification of Award 30
18 Signing the Agreement 30
19 Conditions 31
20 Delivery 32
21 Payment and Mode of Payment 33
22 Penalty 34
23 Clarifications by TANHODA 34
23.1 Suppression of facts and misleading information 34
Enclosures to Tender Document 35
Model Form of Contract 36
Appendix-1 Letter of Undertaking 41
Appendix-2 Reference List of Rate Contracts 43
Appendix-2A Financial Capacity 44
Appendix-3 Check List 45
Appendix - 4 Letter of Tender 47
Form of Letter Confirming Agreement with Technical
Appendix – 5 49
and Commercial Terms and Conditions of the Tender
Appendix – 6 Schedule of Price 50
Appendix – 7 Schedule of Confirmation of Technical Information 51
Appendix – 8 Product Specifications 52
Appendix – 9 List of Inputs Proposed to be Procured 54
Appendix – 10 Bank Guarantee Format 55
Appendix – 11 Certificate of Minimum Stock 57
Appendix – 12 Profile of the Bidder 58
Appendix – 13 Undertaking for not blacklisted 60

Appendix - 14 Undertaking for quoted price 61
Appendix-15 Declaration 62

Important Notice
This Tender process is governed by The Tamil Nadu Transparency in Tenders

Act 1998 and The Tamil Nadu Transparency in Tenders Rules 2000 as amended from
time to time. In case of any conflict between the terms and conditions in the tender
document and the Tamil Nadu Transparency in Tenders Act 1998 and The Tamil Nadu
Transparency in Tenders Rules 2000, the Act and Rules shall prevail

Acronyms and Definitions
CST : Central Sales Tax

EMD : Earnest Money Deposit
LD : Liquidated Damage
LOA : Letter of Acceptance
SD : Security Deposit
SPOC : Single Point of Contact
ST : Service Tax
VAT : Value Added Tax
SOC : Solvency Certificate
FOR : Freight on Rail/Road

Know Your Rights
1. ALL TENDERS WILL BE OPENED ONLY IN THE PRESENCE OF THE BIDDERS.
2. PRICE BID OPENING AND PRICE COMPARISON WILL BE DONE ONLY IN THE
PRESENCE OF THE BIDDERS.
3. VENDORS / BIDDERS ARE ELIGIBLE FOR A VENDOR SIGNED COPY OF THE

PRICE BID COMPARISON STATEMENT ON THE SPOT.
4. PLEASE INSIST ON YOUR RIGHTS AND AVAIL THE SAME.
MANAGING DIRECTOR
TANHODA

1. Preamble
1.1 TANHODA is a society registered under the Tamilnadu Societies Registration
Act of 1975. Its aim is to promote Hi-Tech Horticulture and Precision farming,
promote Public Private Partnership(PPP) for horticulture development,
disseminate knowledge in modern technologies in horticulture to the farming
community as well as extension personnel, manage the production and
distribution of pedigree planting materials through State Horticulture Farms and
implement the horticulture development schemes including the schemes under
the State schemes and Centrally aided shared schemes by accessing funds from
the concerned agencies.
TANHODA proposes to procure, on behalf of Department of Horticulture

and Plantation Crops (Purchasers), Polythene cover with compressed Coco-peat
2.0kg Bricks and Compressed Coco-Peat 5.0kg bricks following procedures in
accordance with the Tamil Nadu Transparency in Tenders Act 1998 and Tamil
Nadu Transparency in Tenders Rules 2000 as amended from time to time by the
Government of Tamil Nadu, only from reputed Producers.
1.2 Short Titles used in the Tender Document:

1) Bidder: Bidder means the party who makes a formal offer in pursuance of the
tender floated.
2) Successful Bidder: Successful Bidder means the Bidder who becomes successful
through the tender process.
3) Day: A day means a calendar day.
1.3 Details about the Regions and Districts:
Districts Covered under each Region
North Chennai, Kancheepuram, Tiruvallur, Tiruvannamalai, Villupuram and Vellore.
East Cuddalore, Thanjavur, Tiruchirapalli, Thiruvarur, Nagapattinam, Pudukkottai,
Perambalur and Ariyalur
South Ramanathapuram, Madurai, Theni, Dindigul , Tirunelveli, Virudhunagar,
Thoothukudi, Sivagangai and Kanyakumari.
West Salem, Erode, Karur, Coimbatore, Dharmapuri, Namakkal, Krishnagiri and
The Nilgiris.

1.4 Purchaser: Purchaser means the end-user for whom the procurement is indented
through the tender.
2. Re-Tender Schedule
2.1. Tender Inviting Authority
Designation and Address
The Managing Director
Tamilnadu Horticulture Development Agency (TANHODA)
2.2 A) Name of the Work - Supply Polythene cover with compressed Coco-peat 2.0
kg bricks and Compressed Coco-Peat 5.0 Kgs bricks.
B) Tender reference TAN/Re-Tender/7547/2015
C) Supply : At the customer premises throughout the State of Tamil Nadu
2.3 Re-Tender document availability:
Tender document can be downloaded from https://tnhorticulture.tn.gov.in and
www.tenders.tn.gov.in till closing date and time of the Tender. While submitting the Tender
document, document cost of Rs.2000/- should be paid by means of demand draft drawn in
favor of Managing Director, TANHODA .
 For those buying from TANHODA, the cost of the tender document inclusive of
VAT will be Rs.2000/- (Rupees Two Thousand only)
 For those applying by post to TANHODA, the cost of the tender document inclusive
of VAT will be Rs.2500/- (Rupees Two Thousand Five Hundred only)
2.4 Earnest Money Deposit (EMD) at the rate of 1% of the annual average turnover
should be paid by way of Demand Draft or Banker's Cheque or Bank guarantee or
specified small saving instruments.
2.5 Pre-Bid Meeting
08.05.2015 @ 11.00 A.M
2.6 Re-Tender submission - Two Part Tender comprising of Technical Bid and Price
Bid should be put into the tender box in one cover.

2.7 Closing Date and Time for issue/downloading Tender document

18.05.2015 @ 05.00 p.m.
2.8 Date, Time and Place of receipt and opening of Tender
Receipt of Tender documents : 19.05.2015 upto 11.00 A.M.
Tender opening : 19.05.2015 upto 12.00 Noon at the address
mentioned in clause 2.1
2.9 Date, Time and Place of opening of Price Bids will be intimated only to the
Technically Qualified Bidders
3. General Instructions
3.1 General
a) The Bidders are requested to examine the instructions, terms and conditions and
specifications given in the Tender. Failure to furnish all required information in every
respect will be at the Bidder's risk and may result in the rejection of bid. There will be
no relaxation of the conditions of submission of the documentary proof by
existing suppliers.
b) It will be imperative for each Bidder(s) to familiarise itself / themselves with the legal
requirements for participation in the tender.
c) It will be the responsibility of the Bidder that all factors have been investigated and
considered while submitting the Bids and no claim whatsoever including those of
financial adjustments to the contract awarded under this tender will be entertained by
TANHODA. Neither any time schedule nor financial adjustments arising thereof shall be
permitted on account of failure by the Bidder to appraise themselves.
d) The Bidder shall be deemed to have satisfied itself fully before Bidding as to the
correctness and sufficiency of its Bids for the contract and price quoted in the Bid to
cover all obligations under this Tender.
e) It must be clearly understood that the Terms and Conditions and specifications are
intended to be strictly enforced. No escalation of cost in the Tender by the Bidder will be
permitted throughout the period of Agreement or throughout the period of completion of
contract whichever is later on account of any reasons whatsoever.
f) The Bidder should be totally responsible to TANHODA and the Government of
Tamil Nadu for all the deliverables.

3.2 Clarifications in the Tender

a) A prospective Bidder requiring any clarification in the Tender may notify TANHODA
by letter to the Managing Director, TANHODA, Agriculture Complex, Chepauk,
Chennai- 5 or by Fax to 044-28521300 or by e-mail to tantenders2013@gmail.com
Such request for clarification in the Tender. e-mail communication from the bidders and
e-mail reply from TANHODA would be treated as valid communication. We encourage
paper free e-mail communication.
b) The responses to the clarifications will be notified in the websites by means of
Corrigendum to the Tender Document. It would be advantageous to commence e-mail
contact with tantenders2013@gmail.com to register your email id.
c) A Pre-bid meeting will be held at the Conference hall of Commissionerate of
Horticulture as mentioned in Clause 2.5 for addressing the clarifications on the terms
and conditions mentioned in the Tender Document. The Bidders are requested to
participate in the Pre-bid meeting and get their doubts clarified.
d) Before closing of the Tender, clarifications and amendments if any will be notified in
the websites mentioned in the Tender Schedule. The Bidders should periodically check
for the amendments or corrigendum or information in the website
https://tnhorticulture.tn.gov.in and www.tenders.tn.gov.in till the closing date of this
Tender. TANHODA will not make any individual communication and will in no way be
responsible for any ignorance pleaded by the Bidders.
e) No clarifications would be offered by TANHODA within 48 hours prior to the due date
and time for opening of the Tender.
f) Before the closing of the Tender, TANHODA may amend the Tender document as per
requirements or wherever TANHODA feels that such amendments are absolutely
necessary.
g) Amendments also may be given in response to the queries by the prospective
Bidders.
h) Such amendments will be notified in the websites mentioned in the tender schedule.
i) TANHODA at its discretion may or may not extend the due date and time for the
submission of bids on account of amendments.

j) TANHODA is not responsible for any misinterpretation of the provisions of this tender
document on account of the Bidders failure to update the Bid documents on changes
announced through the website.
3.3 Language of the Bid
The bid prepared by the Bidder as well as all correspondence and documents relating to
the bid shall be in English only. The supporting documents and printed literature
furnished by the bidder may be in another language provided they are accompanied by
an accurate translation in English duly notarised, in which case, for all purposes of the
bid, the translation shall govern. Bids received without such translation copy are liable to
be rejected.
3.4 Bid Currency
Price should be quoted in Indian Rupees (INR) only and Payment shall be made in
Indian Rupees only.
3.5 Contacting Tender Inviting Authority
Bidders shall not make any attempt to establish unsolicited and unauthorised contact
with the Tender Inviting Authority, Tender Scrutinizing Committee, Purchase Committee
and Tender Accepting Authority before or after the opening of the Tender and prior to
the notification of the Award and any attempt by any Bidder to bring to bear extraneous
pressures on the Tender Accepting Authority shall be sufficient reason to disqualify the
Bidder.
Notwithstanding anything mentioned above, the Tender Inviting Authority /

Tender Scrutinizing Committee / Technical Committee / Tender Accepting Authority
may seek bonafide clarifications from Bidders relating to the tenders submitted by them
during the evaluation of tenders.
3.6 Force Majeure
Neither the Purchaser / TANHODA nor the Successful Bidder shall be liable to the other
for any delay or failure in the performance of their respective obligations due to causes
or contingencies beyond their reasonable control such as:
Natural phenomena including but not limited to earthquakes, floods and
epidemics. Acts of any Government authority domestic or foreign including but not
limited to war declared or undeclared, priorities and quarantine restrictions.

3.7 Arbitration
In case of any dispute, the matter will be referred to a sole Arbitrator to be engaged by
the Managing Director of TANHODA under the “Arbitration and Conciliation Act 1996”.
The arbitration shall be held in Chennai, Tamil Nadu, India and the proceedings shall be
in English only. Subject to the above, the Courts at Chennai alone only shall have
jurisdiction in the matter.
4. Eligibility Criteria
The Bidders should have the following Eligibility for participating in the Tender. The
Bidders should enclose documentary evidence for fulfilling the Eligibility in the Technical
Bid.
4.1 Eligibility Conditions - Documentary Proof to be submitted
The Bidder should be a Company registered in India under the Indian Companies
Act 1956 or a Registered Partnership Firm or a Sole Proprietary Firm or Registered
Co-operative Societies.
a) In case the Bidder is a Registered Company in India, they should produce
the copy of the Certificate of Incorporation.
b) In case the Bidder is a Registered Partnership Firm, they should produce
the copy of Registered Partnership Deed.
c) In case the Bidder is a Sole Proprietary Firm, they should produce the copy
of VAT Registration Certificate in Tamil Nadu and IT Clearance Certificate.
4.2 Eligibility for Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kg bricks
1. For Polythene cover with compressed Coco-pith 2.00 kg bricks and Compressed
coco-peat 5.0kg bricks, manufacture of any one of the items may also eligible to bid.
2. Bidder should have minimum 3 years of experience in the production/distribution of
above said items.
3. After award of Tender, manufacturer can also effect their supply through their
Authorized Distributor for operational convenience.
4. Evidence of agreement between Manufacturer and Authorized distributor shall be
produced in non-judicial stamp paper authorizing the distributor.

4.3 Annual turnover and Net worth :

The Bidder should have an Annual Turnover and Net worth for each item in the last
continuous three Audited Financial years. Copies of the Audited Balance sheets and
Profit and Loss account for the last 3 financial years (2012-13, 2013-14 and 2014-15)
should be furnished.
The Net worth of the Tenderer shall be calculated from the annual audited
reports of the company for the three preceding financial years (i.e) 2012-13, 2013-14
and 2014-15 which should be attached to Appendix–2A, as stated therein. The net
worth and average annual turnover of the Tenderer shall be as follows:
Sl. Name of the Input Average Annual Networth

No Turnover (Rs. in lakhs)
(Rs.in lakhs)
1. 150 micron Polythene Cover 11” x 11” 135.000 67.50
x 11” with Compressed Coco-peat
2.0kg bricks (outer white inner black)
2. Compressed Coco-peat 1’x1’x1’size 20.00 10.00
in 5.0 kg bricks
The average annual turnover and net worth of the Tenderer shall be as above for
each item individually and if the Tenderer participates for the two items, then the
average annual turnover and the net worth shall be calculated accordingly.
4.4 Solvency Certificate
Additionally, the Tenderer will be judged by his Tender capacity. The applicant shall
furnish a solvency certificate (original) from the bank to fulfill this requirement of
conforming to the Tender capacity which shall be equivalent to the Networth of the
items quoted.
4.5 VAT/Sale tax verification:
VAT and copy of monthly returns upto 31st March 2015 filed with Commercial Tax
Department, Government of Tamil Nadu during April 2015 should be produced.

4.6 Technical Experience

In support of evidence of the experience, the Tenderer shall furnish the following
information along with this Tender as per Appendix-2.
 Certified Photostat copies of the relevant pages from the Contract with the
owners for whom the Tenderer has supplied Polythene Cover with compressed
Coco-peat 2.0 kg bricks and Compressed coco-peat 5.0 kg bricks in the past 3
years. The certification shall be done by a person holding a valid power of
attorney in the Company and of a rank not less than the Director of the
Company
OR
 A Certified copy of the power of attorney (certified by the Managing Director or

the Company Secretary) shall also be enclosed.
4.7 Financial Standing
The Tenderer will also be evaluated for financial standing on the following basis
and he shall furnish the following information.
1. Net worth, as per Appendix-2A
2. Performance Record
3. Annual turnover
4. VAT and copy of monthly returns upto 31 March 2015 filed with Commercial
Tax Department, Government of Tamil Nadu during April 2015 should be produced
4.8 Performance Record
It is necessary that the Tenderer has a sound financial standing. For this purpose, the
Tenderer shall submit testimonials from bankers and references from Clients with whom
the Tenderer has been associated. Their reports and the Purchase Committee’s
assessment, wherever possible and necessary will be duly weighed to establish the
overall financial capability.
4.9 The Tenderer should be of high reputation, and have adequate experience in this
specific line of activity.
4.10 No dealers/un authorized distributors shall be entitled to quote and the Tenders
quoted by them shall be summarily rejected.

4.11 The Manufacturer of compressed coco-pith, should produce Test certificate from
recognized Lab or State Agricultural University (SAU).
5. Bid Preparation and Submission
5.1 Cost of Tendering
The Tenderer shall bear all costs associated with the preparation and submission of this
Tender and the Tender Accepting Authority will in no case be responsible or liable for
these costs.
5.2 Tender Document
This Tender document is for the supply of Polythene Cover with compressed Coco-peat
2.0 kg bricks and Compressed Coco-peat 5.0 kg bricks to TANHODA / Purchaser.
The Tender document contains appendices to conditions of rate contract, specifications
and also schedule of price and schedule of technical information.
5.3 The Tender document duly filled in, signed and stamped on all pages shall be
submitted in accordance with clause 11 of this Tender document.
5.4 The application for obtaining Tender document shall be made to:
The Managing Director,
TANHODA,
Agriculture Complex, 3rd Floor,
Chepauk, Chennai - 600 005.
5.5 The Tender Accepting Authority does not accept responsibility either for delays in
receipt of the Bank draft or any delay experienced by the applicant in receiving the
documents including loss of document in transit. Extension of the date and time for
receipt of the completed documents will not be made on account of any such delays.
The Tender document can be purchased from the above address as per clause 2.7
on all working days during office hours.
5.6 The Tender document is not transferable under any circumstances.
5.7 Tenderer to Check Tender Document
The Tenderer is particularly requested to check all specifications shown in the Tender
document and obtain his own information on all matters which may in any way affect
this Tender as no claim for extras for any alleged ignorance in respect thereof shall be
entertained.

6. Preparation of Tender
6.1 Tenderers are required to quote the price for the supply of Polythene Cover with
compressed Coco-peat 2.0 kg bricks and Compressed Coco-peat 5.0 kg bricks for
each item separately in the schedule of prices [Appendix-6] and fill in all blanks legibly
and properly. Tender documents with corrections/over writings, shall not be entertained.
6.2 In the supply of Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kgs bricks for each item, all purchase taxes, duties in
purchases, entry tax and any other taxes and duties and levies on purchases, if any
shall be included in the prices but exclusive of VAT.
Compressed Coco-peat 5.0 kg bricks for each item, the quoted price shall be inclusive
of all charges like charges on packaging, forwarding, freight, insurance, loading,
unloading, storage, movement at site and any other charges towards that work, etc.,
and complete in all respects. (i.e.) FOR., destination anywhere in Tamil Nadu of the
Department of Horticulture in different locations of the State.
6.4 The Tenderer shall fill up and sign the letter of Tender (Appendix - 4) all other
schedules etc, which are included in the Tender document.
6.5 Tenderer shall submit their Tenders in accordance with the specifications of the
Tender document only. Alternatives will not be considered.
6.6 The schedule of price shall be firm and fixed during the entire currency of the
contract and completion of all contractual obligations. Any extension in time granted by
Tender Accepting Authority to the completion schedule shall be subject to the condition
and there will be no additional financial implication to TANHODA, Chennai.
7. Tender Validity
7.1 Tenders shall remain valid for a period of 12 months from the date of Execution of
Agreement.
7.2 In exceptional circumstances prior to expiry of the initial time limit (7.1 above), the
Tender Accepting Authority may request the Tenderer to extend the period of
validity for a specified additional period. The request and the Tenderers responses
shall be made in writing or by fax or by e-mail. A Tenderer may refuse the request
without forfeiting his Earnest Money Deposit (EMD). A Tenderer agreeing to the

request will not be permitted to modify his Tender. However, he shall extend the validity
of the Earnest Money Deposit (EMD) for the period of the extension.
7.3 The elasticity of the extension of validity period may be even upto 3 months from the
date of expiry of tender period for which the tenderer should be in a position to extend
his cooperation.
8. Earnest Money Deposit (Tender Security or Tender Bond)
8.1 Each Tender must be accompanied by a Demand Draft / Banker’s Cheque drawn
from any Nationalized or Scheduled Bank or in the form of an irrevocable Bank
Guarantee for a period of one year in the prescribed form drawn in favor of
THE MANAGING DIRECTOR, TANHODA, CHENNAI - 600 005 payable at the
Chennai or specified small savings instruments for the Earnest Money Deposit as given
under. EMD should be paid for each item. Combined EMD is permitted if the Tenderer
participates for more than one item.
Sl.No Name of the Input EMD amount

(RS.)
1. Polythene Cover 11” x 11” x 11” with Compressed 1,35,000
Coco-peat 2.0 kg bricks (outer white inner black)
2. Compressed Coco-peat1’x1’x1’ size in 5.0 kg bricks 20,000
8.2 TANHODA will arrange to refund the Earnest Money Deposit (EMD) to unsuccessful
Tenderer after publishing of successful Tenderer, within a reasonable time.
8.3 If the Tenderer is registered as a Small Scale Industries (SSI) unit of Government of
Tamil Nadu or National Small Industries Corporation (NSIC) with Government of India,
valid certificate for the same with the product range mentioned in the certificate should
be enclosed, for the request to waive the Earnest Money Deposit (EMD). Only those
products covered under the certificate will be exempted for E.M.D. as per G.O. in
force.
8.4 The EMD amount may be forfeited if:
(a) The Tenderer withdraws his Tender after the price cover opening.
(b) In the case of a successful Tenderer, if he fails to furnish the required
security deposit or sign the agreement, within the stipulated time limit.

9. Quoting of Rates
9.1 Only one rate should be quoted for each item in Indian Rupees.
Compressed Coco-peat 5.0 kg bricks the rates should be FOR., destination and should
be inclusive of all charges like charges on packaging, forwarding, freight, insurance,
loading, unloading, storage and any other charges etc. and complete in all aspects, but
exclusive of VAT.
9.3 The rates should not be altered or overwritten. The rates quoted shall always be
both in figures and in words.
9.4 In case there is a difference in the rates quoted in figures and words, the lower of
the two will be taken as the rate quoted.
9.5 The item of the Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kg bricks for which rate is quoted should conform to the
specifications mentioned in the schedule (Appendix- 8)
9.6 The rates furnished in schedule of price (Appendix-6) with any conditions,
stipulations, Force Majeure clause etc, will not be accepted and such Tenders will
be summarily rejected.
9.7 At any cost, the rate quoted by the tenderer should not exceed the market rate
which will be cross checked. Undertaking should be given by the tenderer as per
Appendix - 14.
10 Signing of the Tender
10.1 The Tender shall be signed by a person or persons duly authorized to sign on
behalf of the Tenderer. All pages of the Tender where entries or amendments have
been made shall be signed by the person or persons signing the Tender. The Tenderer
shall enclose a certified copy of the power of attorney authorizing the signatory or
signatories to sign the Tender document. This certification shall be from the Managing
Director or the person authorized by the Managing Director of the firm.
10.2 The Tender shall contain no alterations or additions, except those to comply with
instructions issued by the Managing Director, TANHODA or as necessary to correct
errors made by the Tenderer.
10.3 All the filled in pages in the Tender document should be signed by the Tenderer.

11. Procedure for Submission of Tender

11.1 Due Date for Tender Submission
11.2 Tender in sealed cover as detailed in clause 12 below will be received by the
Managing Director, TANHODA at his office as per clause 2.8. If the said date happens
to be a holiday for this office, the Tenders will be received upto 11.00 AM, on the next
working day.
11.3 The Tender Inviting Authority may extend the due date for submission of Tender
by issuing an amendment, in which case all the rights and obligations of
TANHODA, the Tenderers previously subject to the original due date for
submission will then be subject to the new date for submission as extended.
12. Submission of Tender
12.1 Tenderers are advised to go through the Tender document and understand all
the provisions and stipulations contained therein before submitting the Tender. While
submitting the Tender document, all the pages of the Tender document must be
page numbered serially.
12.2 The Tender shall be submitted exactly as per the procedures and requirements
stipulated herein. The Tender box will be kept at the Conference Hall of the
Commissionerate of Horticulture, 3rd Floor, Agriculture Complex, Chepauk,
Chennai-5.
12.3 The Tender must be submitted so as to be received within the stipulated date
and time as per clause 11
12.4 Tender submitted by telex, cable or fax will not be accepted and will be
summarily rejected.
12.5 The contents in each of the two covers shall be as described in the subsequent
clauses. For all other references, these covers will be referred to briefly as
- First Cover - "Technical Bid"
- Second Cover - "Price Bid"
Both the first cover and the second cover shall be placed inside a common outer cover,
superscribed on top with name of the input in Capital letters and mentioning the due
date and time.

12.6 Both the Bids shall be sealed using Sealing Wax with the authorized Seal of the
Company embossed on the seal. Technical Bid Cover should be superscribed as
“TANHODA - Supply of Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kg bricks for the year 2015-16”- Technical Bid.
Sealed Price Bid Cover should be superscribed as “TANHODA - Supply of
Polythene Cover with compressed Coco-pith 2.0 kg bricks and Compressed Coco-peat
5.0 kg bricks for the year 2015-16”, - Price Bid.
12.7 The package shall be addressed to
The Managing Director, TANHODA, Agriculture Complex, 3rd Floor, Chepauk,
Chennai - 600 005. Each cover shall carry the name and address of the Tenderer,
prominently.
12.8 The “Technical Bid cover" shall contain the documents in sequence indicated in the
concerned input checklist as per APPENDIX-3.
12.9 The EMD and capability details cover shall NOT contain the following:
i) Schedule of price (Appendix- 6) of the Tender document containing the Tender
price.
ii) Any indication direct or indirect, implicit or explicit or implied regarding
the Tender price or its break-up details or any other related price indication
etc., shall be the cause for outright disqualification of the entire Tender.
12.10 The cover superscribed, as “TANHODA - Supply of Polythene Cover with
compressed Coco-peat 2.0 kg bricks and Compressed Coco-peat 5.0 kg bricks for the
year 2015-16”, - Price Bid shall contain the following in original.
i) Covering letter
ii) Tender Price as in schedule of price (Appendix-6) of the Tender document with
each page signed, dated and stamped with the seal of the firm. Apart from the
schedule of price duly filled in, the Tenderer shall not enclose any other document or
statement that will influence the price. In such an event, the Tender Accepting Authority
shall summarily disqualify the Tenderer and reject the Tender.
13. Late Tender
Any Tender received by the Managing Director, TANHODA after the due date and
time as per clause-11 of this Tender document will not be accepted.

14. Tender Opening and Evaluation

14.1 Tender Opening
The authorized representatives of the Tender Scrutinizing Committee will open the
Tender in the presence of the Tenderers or their authorised representative Tender
opening dates as specified in the clause 2.8 in the Conference Hall of the
Commissionerate of Horticulture, Agriculture Complex, 3rd Floor, Chepauk,
Chennai-5 in the presence of all the bidders present at the time of opening. In the
event of the specified date of Tender opening being declared a holiday, the Tender will
be opened at the same time on the next working day.
14.2 During Initial Scrutiny of Technical Bid, if it is found that the tender is not
conforming to the Tender conditions (in terms of documents prescribed), that Bid will be
rejected straightaway. The Price Bids that have qualified in the initial scrutiny will be
separated and put inside the same Tender Box and the Tender Box will be sealed in the
presence of the bidders.
14.3 On opening the "Technical Bid cover", the details as per the checklist of each
Tenderer will be read out and no other details will be disclosed.
14.4 Process to be Confidential
Information relating to the examination, clarification, evaluation and comparison of
Tenders and recommendations for the award of contract shall not be disclosed to any
other persons not officially concerned with such process until the award to the
successful Tenderer has been announced. Any effort by a Tenderer to influence the
Tender Accepting Authority in the processing of Tenders or award decisions may result
in the rejection of his Tender.
15. Procedures for Tender Evaluation
15.1 Initial Scrutiny
After opening the Tenders, the Tender Scrutinizing Committee will determine
whether the Tenderer has fulfilled all the conditions as stipulated under clause 14.2 of
this Tender document through an Initial Scrutiny.
Initial Bid scrutiny will be conducted and incomplete details as given below will be
treated as non-responsive. If Tenders are;

1. not submitted in two parts as specified in the Tender

2. received without the Letter of Authorisation
3. received without Postal charges and EMD amount
4. with incomplete information, subjective, conditional offers.
5. submitted without support documents as per the Eligibility criteria and Evaluation
criteria
6. non-compliance of any of the clauses stipulated in the Tender
7. lesser validity period
8. Incomplete Tender Documents.
9. Downloaded document without Demand Draft towards cost of document.
All responsive Bids will be considered for further technical evaluation. The decision of
TANHODA will be final in this regard.
15.2 The Tender Scrutinizing Committee will then proceed with the evaluation of those
Tenders which have not been rejected as per clause 15.1 above.
15.3 Before proceeding with the detailed evaluation, the Tender Accepting Authority will
satisfy himself/herself as to whether the Initial Scrutiny was fair and transparent.
15.4 The evaluation of the Technical Bids shall be done by the Technical Committee
constituted with the experts from Tamil Nadu Agricultural University, officials from
Department of Horticulture and Department of Agriculture.
15.5 The Technical Committee shall furnish the technical evaluation report to
Managing Director, TANHODA, and a detailed tabulation containing each and every
fulfillment of the Tender conditions and finally arrive at whether the Tender submitted
fulfils all the Tender conditions. The relevant page no. of the Tenderer in which the
Tender conditions are fulfilled shall also be mentioned in the tabulation. Non-fulfillment
of any one or many of the Tender conditions would make the Tender to be a non-
responsive one as per the guidelines issued in the Tamil Nadu Transparency in
Tenders Act 1998 and the Tamil Nadu Transparency in Tenders Rules 2000. Only
those Tenders which fulfil all the Tender conditions and found to be responsive will be
proceeded further for opening of price bid.
15.6 To assist the examination, evaluation and comparison of Tenders, the Technical
Committee, may at its discretion, ask any Tenderer for clarification on his Tender. The

request for clarification and the response shall be in writing or by fax or by e-mail but no
change in the substance of the Tender shall be sought, offered, or permitted.
15.7 The Tenderer shall be obliged to permit the "Technical Committee" to visit and
inspect the Production units.
15.8 If a Tender fails to be responsive, it will be rejected by the Purchase
Committee/Tender Accepting Authority and may not subsequently be made responsive
by correction or withdrawal of the non-confirming deviation or reservation.
15.9 The Tender Scrutinizing Committee will then proceed with opening of Second
Cover, i.e., "Price Bid Cover” of those Tenderer whose "Technical Bid" has been
accepted. The opening of the "Price Bid Cover" will be done in the presence of those
Tenderers or their authorized representatives who choose to be present. The Tender
Accepting Authority will inform such Tenderers in advance about the acceptance of their
"Technical Bid” and the date and time of opening of the "Price Bid Cover".
The Bidder who quote for the lowest cost for Polythene Cover with compressed
Coco-peat 2.0 kg bricks and Compressed Coco-peat 5.0 kg bricks will be called
as L1 Bidder for that item.
15.10 Negotiations
Negotiations will be conducted with all the Successful Bidders for improvement in the
Scope of Work, Specification, further reduction in price and advancement of delivery
schedule.
15.11 TANHODA reserves the right to:
a) Negotiate with the Bidder whose offer is the lowest evaluated price for further
reduction of prices.
b) Insist on quality / specification of materials to be supplied.

c) Modify, reduce or increase the quantity requirements to an extent of the tendered

quantity as per the provisions of Tamil Nadu Transparency in Tenders Act 1998 and
Tamil Nadu Transparency in Tenders Rules, 2000.
d) Change the list of areas of supply locations from time to time based upon the
requirement of the purchase.
e) If delivery performance of the Bidder is not as per the Schedule, then TANHODA
reserves the right to reallocate the quantity to other Bidder.
f) TANHODA reserves its right to inspect the bidders' factory before or after placement
of orders and based on the inspection, TANHODA reserves a right to modify the
quantity ordered.
g) TANHODA reserves its right to withhold any amount for the deficiency in the service
aspect of the ordered items supplied to the customers.
15.12 Acceptance of Tender and Withdrawals
The final acceptance of the tender is entirely vested with TANHODA who reserves the
right to accept or reject any or all of the tenders in full or in parts without assigning any
reason whatsoever. The Tender Accepting Authority may also reject all the tenders for
reasons such as change in Scope, Specification, lack of anticipated financial resources,
court orders, calamities or any other unforeseen circumstances. After acceptance of the
Tender by TANHODA, the Successful Bidder shall have no right to withdraw their tender
or claim higher price.
15.13 Letter of Acceptance (LOA)
After acceptance of the Tender by TANHODA, a Letter of Acceptance (LOA) will be
issued to the Successful Bidder(s) by TANHODA. Under this rate contract, TANHODA
has the right to issue LOA to more than one bidder.
15.14 Payment of Security Deposit (SD)
Payment of Security Deposit (SD) the successful bidder will be required to remit a
Security Deposit (SD) equivalent to two percent of the value of the order, exclusive of
EMD. The SD shall be paid within 10 days from the date of issue Letter of
Acceptance (LOA) by TANHODA. This deposit should be in the form of Small Savings
Deposits Account in any of the post offices and surrender the pass book to the office of
the Managing Director, TANHODA, Chennai duly indicating the pass book pledged to

the Managing Director, TANHODA, Chennai or demand draft or bankers’ Cheque or

where the procuring entity deems fit, irrevocable bank guarantee in a prescribed form.
The SD furnished by the Successful Bidder in respect of the tender will be returned to
them after successful completion of work. The Security Deposit held by TANHODA till it
is refunded to the Successful Bidder will not earn any interest thereof. The Security
Deposit will be forfeited if the Successful Bidder withdraws the Bid during the period of
Bid validity specified in the Tender or if the Bidder fails to sign the contract.
15.15 Execution of Contract
a) The Successful Bidder should execute a Contract in the INR 20 non-judicial Stamp
Paper bought in Tamil Nadu only in the name of the Bidder within 10 days from the
date of Letter of Acceptance issued by TANHODA with such changes/modifications
as may be indicated by TANHODA at the time of execution on receipt of confirmation
from TANHODA.
b) The Successful Bidder shall not assign or make over the contract, the benefit or
burden thereof to any other person or persons or body corporate for the execution of the
contract or any part thereof without the prior written consent of TANHODA.
TANHODA reserves its right to cancel the purchase order either in part or full, if this
condition is violated.
c) The expenses incidental to the execution of the agreement should be borne by the
Successful Bidder.
d) The conditions stipulated in the agreement should be strictly adhered to and violation
of any of the conditions will entail termination of the contract without prejudice to the
rights of TANHODA and TANHODA also have the right to recover any consequential
losses from the Successful Bidder.
15.16 Release of Purchase Order
After execution of the Contract and payment of Security Deposit, “Firm Purchase
Order” for the supply and commissioning of Tendered items will be issued to the
Successful Bidder/Bidders by TANHODA. The supply and payment will be based on the
Purchase Order(s) issued from time to time.

15.17 Refund of EMD

The EMD amount of the Unsuccessful Bidder will be refunded after finalisation and after
completion of Purchase Order by the Successful Bidder.
15.18 Release of SD
The Security Deposit will be refunded to the Successful Bidder on completion of entire
supply subject to satisfaction of TANHODA. Such completion would be arrived at when
the entire quantity is supplied by the Bidder as per the Contract Agreement and as per
Purchase Order(s) issued by TANHODA from time to time.
15.19 Forfeiture of EMD and SD
a) If the Successful Bidder fails to act according to the tender conditions or backs out,
after the tender has been accepted, the EMD will be forfeited to TANHODA.
b) If the Successful Bidder fails to remit the SD, the EMD remitted by him will be
forfeited to TANHODA and the tender will be held void.
c) If the Successful Bidder fails to act up on to the tender conditions or backs out from
the contract, the SD mentioned above will also be forfeited by TANHODA
15.20 Termination of Contract
15.20.1 Termination for default
a) TANHODA may without prejudice to any other remedy for breach of contract, by
written notice of default with a notice period of 7 days, sent to the Successful Bidder,
terminate the contract in whole or part, (i) if the Successful Bidder fails to deliver any or
all of the goods within the time period(s) specified in the Contract, or fails to supply the
items as per the Delivery Schedule or within any extension thereof granted by
TANHODA;
OR
(ii) if the Successful Bidder fails to perform any of the obligation(s) under the contract; or
(iii) if the Successful Bidder, in the judgement of TANHODA, has engaged in fraudulent
and corrupt practices in competing for or in executing the Contract.
b) In the event TANHODA terminates the Contract in whole or in part, TANHODA may
procure, upon terms and in such manner as it deems appropriate, the goods and
services similar to those and delivered and the Successful Bidder shall be liable to

TANHODA for any additional costs for such similar goods. However, the Successful
Bidder shall continue the performance of the contract to the extent not terminated.
15.20.2 Termination for Insolvency
TANHODA may at any time terminate the Contract by giving written notice with a notice
period of 7 days to the Successful Bidder, if the Successful Bidder becomes bankrupt or
otherwise insolvent. In this event, termination will be without compensation to the
Successful Bidder, provided that such termination will not prejudice or affect any right of
action or remedy that has accrued or will accrue thereafter to TANHODA.
15.20.3 Termination for Convenience
TANHODA may by written notice, with a notice period of seven days sent to the
Successful Bidder, may terminate the Contract, in whole or in part, at any time for its
convenience. The notice of termination shall specify that termination is for TANHODA’s
convenience, the extent to which performance of work under the Contract is terminated,
and the date upon which such termination becomes effective. On termination, the
successful Bidder is not entitled to any compensation whatsoever.
15.21 Execution of Work Order
The Successful Bidder should nominate and intimate TANHODA, an Official as the
Single Point of Contact (SPOC), who should be responsible for effective delivery of
work complying with all the terms and conditions. The Successful Bidder should ensure
that the Account Manager fully familiarises with the Tender Conditions, Scope of Work
and deliverables.
15.22 Assigning of Tender whole or in part
The successful Bidder shall not assign or make over the contract, the benefit or burden
thereof to any other person or persons or body corporate. The Bidder should not under-
let or sublet to any person(s) or body corporate for the execution of the contract or any
part thereof without the written consent of TANHODA.
15.23 Liquidated Damages (LD)
Liquidated Damages will be levied at the rate specified in the Agreement Format for
nonfulfilment of delivery schedule subject to the force Majeure conditions. Even If the
work is not completed in full beyond this period, such performance may entail
termination of contract and black listing of the Bidder from participating in any of the

TANHODA's Tenders. This alone will not relieve the Bidder and the higher of the
Liquidated Damages specified or an amount equal to the actual loss suffered by the
Purchaser will be recovered from the successful Bidder.
15.24 Penalty for Non-Fulfilment of Tender
A penalty will be levied at the rate specified in the Agreement Format in the event of
non-fulfilment or non-observance of any of the conditions stipulated in the Agreement,
Terms and Conditions and Work Order.
15.25 Other Conditions
a) The final decision would be based on the technical capacity and pricing of the Bidder.
TANHODA does not bind itself in selecting the bidder offering lowest prices.
b) TANHODA reserves the right not to accept lowest price, to reject any or all the
tenders without assigning any reason, to relax or waive any of the conditions stipulated
in the terms and conditions of tender as deemed necessary in the best interest of
TANHODA for good and sufficient reasons.
15.26 Arbitration and Jurisdiction
(a) In case of any dispute, the matter will be referred to a Sole Arbitrator to be appointed
by the Managing Director of TANHODA in accordance with the "Arbitration and
Conciliation Act 1996". The arbitration shall be held in Chennai, India and the language
English only.
(b) Subject to the above, the Courts at Chennai alone only shall have jurisdiction in the
matter
16. Award of Tender
16.1 Notwithstanding anything that is said herein, the Tender Accepting Authority
reserves the right to accept or reject any Tender, and to cancel the Tendering
process and reject all Tenders, at any time prior to the award of Tender, without
thereby incurring any liability to the affected Tenderer or Tenderers or any
obligation to inform the affected Tenderer or Tenderers of the grounds for the
"Tender Accepting Authority's" action.
16.2 The Tender Accepting Authority reserves the right to increase or decrease any of
the quantities mentioned in the Tender document only to the extent of 25% of the
quantity Tendered in each item of Polythene Cover with compressed Coco-peat 2.0kg

bricks and Compressed coco-peat 5.0 kg bricks as per the Tamil Nadu Transparency in
Tenders Rules 2000.
17. Notification of Award
17.1 The Tenderer whose Tender has been accepted will be notified of the award by
the "Tender Accepting Authority", in writing by registered letter / fax / e-mail.
17.2 The notification of award will constitute the formation of the rate contract,
subject only to the furnishing of a Security Deposit in accordance with the
provisions of clause 18 of this Tender document and the signing of the Agreement as
per clause 19 of this Tender document.
17.3 If the accepted Tenderer fails to remit the security deposit within the above said
period, the Earnest Money paid by him will be forfeited by the Managing Director,
TANHODA, Chennai and his Tender will be held void and the Tender Accepting
Authority shall proceed further with other Tenderers in finalization of the Tender as per
the Tamil Nadu Transparency in Tenders Rules 2000.
18. Signing the Agreement
18.1 The Successful Tenderer will be required to execute an agreement on a non-
judicial stamp paper to the value of INR 20/- embodying the terms and conditions to the
Tender in 10 days from the date of receipt of intimation of the acceptance of the Tender.
18.2 If the agreement mentioned in sub-clause (1) above is not executed in the
prescribed period, the Earnest Money Deposit and Security Deposit of the
Tenderer are liable to be forfeited.
18.3 In case of successful Tenderer being the SSI, if the agreement mentioned in sub
clause (1) above is not executed in the prescribed period, the approval granted
accepting the Tender will become null and void.
18.4 The successful Tenderer if fails to execute the agreement in the stipulated
period of 10 days from the date of receipt of the communication of this office,
accepting the rate approved, he will also be liable for all damages arising there
from such default including the cost of conducting fresh Tenders and the increase in
rates if any, in the subsequent agreement and shall compensate for all losses sustained
by TANHODA in this regard.

18.5 The successful rates of the items of Polythene Cover with compressed Coco-peat
2.0 kg bricks and Compressed Coco-peat 5.0 kg bricks should be valid for a period of
one year from the date of execution of agreement.
19. Conditions
19.1 The Quantity of Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kg bricks in the appended statement is an approximate
requirement of the Managing Director, TANHODA, Chennai-600 005.
19.2 One Tenderer can submit only one Tender.
19.3 Adducing reasons like breakdown of machinery in the factories, power cut if any,
enforced by the Electricity Board, strikes, non-availability of technical grade
materials for formulation, non-availability of containers of required size and quantity for
not accepting orders when placed or for delays if any in actual supplies, will not be
entertained. Non-fulfillment of the contract on any grounds will result in forfeiture of part
or whole of Security deposit / Earnest Money Deposit amount which may be decided by
the Managing Director, TANHODA besides debarring the supplying firm to enter in the
subsequent periods.
19.4 Failure on the part of the Tenderer to execute the orders in time and entailing
TANHODA to resort to the purchase from other sources at higher prices than the
rate contract will also be subject to recovery of the difference in cost from the
Tenderer.
19.5 If a firm fails to supply the Polythene Cover with compressed Coco-peat 2.0 kg
bricks and Compressed Coco-peat 5.0 kg bricks as per the agreement entered, the firm
will be debarred from participating in the subsequent year contract at the discretion of
the Tender Accepting Authority. Action will also be initiated to blacklist the company.
19.7 In the event of non-compliance of the Tender conditions by the Tenderers, Tender
Accepting Authority reserves the right to reallocate/revise the quantity of Polythene
Cover with compressed Coco-peat 2.0 kg bricks and Compressed Coco-peat 5.0 kg
bricks already approved at the time during the currency of the Tender period.
19.8 The quantity shown against as per Appendix 9 is subject to any increase or
decrease depending upon requirement of TANHODA during the period covered by the
Tender. The purchase by TANHODA of the quantity shown in each item in the

statement in full or in part is also not guaranteed. However, the procurement shall not
vary beyond 25% of the quantities of Polythene Cover with compressed Coco-peat 2.0
kg bricks and Compressed Coco-peat 5.0 kg bricks proposed either ways as per the
Tamil Nadu Transparency in Tenders Rules 2000.
19.9 If the Tender is from outside Tamil Nadu, the proof for having a local stock point
in Tamil Nadu should be produced.
19.10 Details of Consignment such as Place of Manufacturing
` Date of Manufacturing
Date of Packing
Date of Expiry
Lot No.
Batch No.
Packing size
and Complete address of the Producer should be printed legibly on the pack. Sticker
shall be provided as per the approved quoting of the department –“Department of
Horticulture, Government of Tamilnadu.”
19.11 Tenderer should not have been blacklisted earlier by any of the State
Government/Central Government/Public sector undertakings for which declaration
should be given by the tenderer (Appendix - 13)
19.12 If the supplied material is not found to conform to the standards in multiple
samples, no payment will be made to the tenderer, in addition to blacklisting the
tenderer along with imposing fine to the quantum of defection.
20. Delivery
20.1 The Tenderer should intimate by post / fax / e-mail, the indenting officer the exact
date of receipt of order and the probable date of supply of Polythene Cover with
compressed Coco-peat 2.0 kg bricks and Compressed Coco-peat 5.0 kg bricks.
20.2 The Tenderer should deliver the materials to destinations in Tamil Nadu as per
the despatch instructions of the purchaser immediately or within 30 days time including
the date of receipt of indent, for the supply of Polythene Cover with compressed Coco-
peat 2.0 kg bricks and Compressed Coco-peat 5.0 kg bricks.

20.3 After supply of Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kg bricks delivery challan should be provided with proper
acknowledgement from the department for whom supplied along with the invoice for
settlement.
20.4 The Tenderer is liable to a cut of 1% (One percent) of the total amount in the bill,
if the despatch is effected beyond 30 days and upto 60 days of receipt of indent.
20.5 If the consignment is supplied between the 61st day and the 90th day, a cut of
2% (two percent) will be imposed on the total amount of the bill.
20.6 Consignments booked after the 90th day will not be accepted and the indent
shall lapse automatically.
20.7 The cuts effected as mentioned in 20.3 and 20.4 above shall be deducted from
the total amount of the bill or from the Security Deposit by the Managing Director,
TANHODA, Chennai – 600 005. If the Security Deposit is in the form of Bank
Guarantee, the same will be discharged only after payment of the deductions by the
Tenderer or the bank guarantee will be enforced for the amount of deductions in the
event of the Tenderer not coming forward to pay the deductions if their Invoices are
settled in full.
20.8 The seller warrants that the goods delivered by him under this agreement will be
suitable and may be used for the purpose for which the buyer is purchasing the same.
If it is found at any stage that the materials offered are not upto the specifications,
misbranded, such material shall be rejected and such rejected goods or materials shall
be removed at the expense of the Tenderer within 7 days of notice given to him and
suitable action also will be initiated.
21. Payment and Mode of Payment
21.1 Payment shall be made to the firm through RTGS by the Tender Inviting Authority
only on receipt of goods and after due verification and testing for quality and quantity in
respect of Department of Horticulture. In case of other Departments supply order will be
issued by them and payment will be made as per their existing department rules.
21.2 Each batch of material will be drawn for a sampling by the quality inspector of the
respective district and after obtaining quality test report from the State/Central

Government laboratory/Notified fertilizer control laboratory payment will be made

accordingly.
22. Penalty
22.1 Failure on the part of the Tenderer to execute the orders in time, entailing
TANHODA to resort to purchase from other sources at higher prices than the rate
contract, will also be subject to recovery of the difference in cost from the
Tenderer.
22.2 The Managing Director, TANHODA also reserves the right to decide whether the
EMD or security deposit or both the amounts should be forfeited for non-
fulfillment of the rate contract.
22.3 The Managing Director, TANHODA also reserves the right to blacklist the firm in
the case of non-fulfillment of the Condition of rate contract within the period of rate
contract.
23. Clarifications by TANHODA
When deemed necessary, TANHODA may seek bonafide clarifications on any aspect
from the Bidder. However, that would not entitle the Bidder to change or cause any
change in the substance of the Bid or price quoted. During the course of Technical Bid
evaluation, TANHODA may seek additional information or historical documents for
verification to facilitate decision making. In case the Bidder failed to comply with the
requirements of TANHODA as stated above, such Bids may at the discretion of
TANHODA, shall be rejected as technically non-responsive.
23.1 Suppression of facts and misleading information
During the Bid evaluation, if any suppression or misrepresentation of is brought to the
notice of TANHODA. TANHODA shall have the right to reject the Bid and if after
selection, TANHODA would terminate the contract, as the case may be, will be without
any compensation to the Bidder and the EMD / SD, as the case may be, shall be
forfeited. Bidders should note that any figures in the proof documents submitted by the
Bidders for proving their eligibility is found suppressed or erased, TANHODA shall have
the right to seek the correct facts and figures or reject such Bids. It is up to the Bidders
to submit the full copies of the proof documents to meet out the criteria. Otherwise,
TANHODA at its discretion may or may not consider such documents. The Tender calls

for full copies of documents to prove the Bidder's experience and capacity to undertake
the project.
Enclosures to this Tender Document;
1. Model Form of Contract
2. Letter of Undertaking, as Appendix -1.
3. Reference list of rate contracts executed by the applicant, as Appendix - 2.
4. Financial capacity, as Appendix -2A.
5. Checklist, as Appendix - 3.
6. Letter of Tender, as Appendix - 4.
7. Form of letter confirming agreement with technical and commercial terms and
Conditions of the Tender, as Appendix - 5.
8. Schedule of prices, as Appendix - 6.
9. Schedule of confirmation of technical information, as Appendix - 7.
10. Desired specifications of each item proposed for procurement as Appendix - 8.
11. The tentative quantities of each item proposed to be procured for the year
2015-16, as Appendix-9
12. Bank Guarantee Format, as Appendix-10
13. Certificate for Minimum Stock, as Appendix-11
14. Profile of the Bidder, as Appendix-12
15. Undertaking for not blacklisted Appendix - 13
16. Undertaking for quoted price Appendix - 14
17. Declaration, as Appendix-15

Model Form of Contract
(To be executed on a INR 20/- Non-Judicial Stamp Paper bought in Tamil Nadu by the
Successful Bidder for the supply of Polythene Cover with compressed Coco-peat 2.0 kg
bricks and Compressed Coco-peat 5.0 kg bricks (NO FIGURES IN NUMERALS OR
WORDS SHALL BE FILLED UP IN THIS SAMPLE FORM AT THE TIME OF
SUBMISSION OF TENDER)
This CONTRACT is entered into at Chennai on the ................. day of ............. 2015
between TANHODA, a wholly owned Government of Tamil Nadu Undertaking
registered under the Tamilnadu Societies Registration Act, 1975 and having its
Registered office TANHODA, Agriculture Complex, Chepauk, Chennai- 600 005 herein
after referred to as “TANHODA” (which term shall mean and include its Successors and
permitted assigns) on behalf of Customer (s) to be communicated by TANHODA from
time to time (herein after referred to as “Purchaser (s)”) and ................................. a
Company registered under the Indian Companies Act, 1956 and having its Registered
Office at .................................................. Hereinafter referred to as the “Successful
Bidder” (which term shall mean and include its Successors and permitted assigns)
Whereas, TANHODA had floated a Rate Contract Tender vide Tender Reference No.
TAN/Re-Tender/7547/2015 for the supply of Polythene Cover with compressed Coco-
peat 2.0 kg bricks and Compressed Coco-peat 5.0 kg bricks and the Successful
Tenderer has been selected as one of the suppliers in the Tender and TANHODA as
per the following terms and conditions:-
1. This document on having been signed by both the parties shall constitute a binding
contract between the parties and shall remain in force for a period of 12 months from
the date of execution of this Agreement or throughout the period of completion of
contract obligations, whichever is later, on account of any reason whatsoever. But in the
event of any breach of agreement at any time on the part of the Successful Bidder, the
contract shall be determinable by TANHODA without compensation to the Successful
Bidder. The contract may also be put to an end at any time by TANHODA upon giving
seven days notice to the Successful Bidder.
2. The Successful Bidder agrees to deliver the materials detailed in TANHODA Tender
TAN/Re-Tender/7547/2015 after carrying out successfully all tests prescribed by the
Purchaser(s) at an unit price plus applicable Taxes as enclosed in Annexure to this

Agreement to the Purchaser(s) before the specified date. The price offered is firm and is
not subject to enhancement on any ground.
3. The ordered materials should be delivered, within 30 (thirty) days including the date
of receipt of the Purchase order.
4. The price of the ordered items as per the Tender includes excise duty, Surcharges,
Freight, Octroi, insurance, commissioning, and such other levies that may be applicable.
5. The goods or materials to be supplied under this contract are to be of the quality and
of the sort mentioned in the TANHODA Tender document.
6. The goods or materials are to be delivered on F.O.R destination indicated by
TANHODA/Purchaser(s) without any extra cost in such quantities or numbers contained
in the purchase order to be issued by TANHODA from time to time. Any amendments to
the orders in terms of quantities or delivery period etc., may be incorporated on a
mutually agreed basis. The delivery of goods to the destination is the responsibility of
the Successful Bidder only. The goods supplied under the contract should be covered
for comprehensive insurance by the Successful Bidder till delivery and acceptance by
the authority concerned.
7. TANHODA is entitled to change the list of consignee address from time to time based
on the requirement of the purchaser(s). In this situation, the suppliers should not claim
any additional charges.
8. If the supply of the Ordered items are not effected as specified in the purchase order,
Purchaser(s) /TANHODA shall have the full authority to cancel the order and to take any
such action that will be deemed fit in the circumstances.
9. In case of failure by the Successful Bidder to deliver goods or materials demanded
from them, within the period specified for delivery or in case of goods or materials
delivered by them, not being of the stipulated quality and specifications or in the case of
goods or materials being delivered without a correct invoice in duplicate, TANHODA or
anyone duly authorized by TANHODA shall have the power to reject any such goods or
materials and to purchase from others instead of any goods or materials so rejected or
not delivered. Unless the successful Bidder shall themselves forthwith supply that shall
be sufficient and satisfactory any excess of cost so incurred by the Purchaser(s) over

the contract price together with all charges and expenses attending the purchase shall
be recoverable by TANHODA / Purchaser(s) from the Successful Bidder.
10. A penalty will be levied at the rate of 0.25% per day on the un-delivered portion of
the material value subject to a maximum of 10% if the delivery has not been completed
in full within the stipulated period subject to force majeure conditions. The delivery
period will effect from the date of receipt of confirmed consignee address. Besides such
performance may entail back-listing of successful bidder. If the Successful Bidder fails
to supply even after the lapse of 91 days after the stipulated date of delivery, then the
orders/contracts are liable for cancellation and the EMD/ Security Deposit will be
forfeited in addition to TANHODA reserving the right to blacklist the suppliers for a
period of three years from participating in TANHODA’s tenders for Government
contracts/projects.
11. A Penalty for non-fulfilment or non-observance of tender conditions will be levied at
10% of the total value of the Purchase Order.
12. Notwithstanding anything contained in the penalty clause, TANHODA reserves the
right to blacklist the bidder from taking part in any of the procurement operations of
TANHODA for a minimum period of three years from the date of blacklisting for failure to
carry out supply in time or according to the quality and quantity prescribed or any such
similar reasons. This penalty shall be over and above all other penalties. Such bidders
would be automatically banned for 3 years from taking part in TANHODA's Tenders.
13. PAYMENT TERMS:

a) 100% of the total cost of ordered items will be paid by TANHODA on supply of the
ordered items to the Purchaser, after testing the quality and fulfilling the technical
specifications on submission of an irrevocable Bank Guarantee for 2% of the cost of the
ordered value valid for 12 months.
b) The Successful Bidder hereby agrees to get the refund of incentive, excise duty and
proportionate sales tax from concerned authorities and pass it on to Purchaser(s) if the
Government or any other appropriate agency reduces the Excise duty or Sales tax or
give incentive of any type retrospectively after supplying the Ordered items failing which
action will be taken to recover the balance amount from the Successful Bidder under the
Revenue Recovery Act or any other relevant act.
c) Penalty amount if any will be adjusted in the payment due to the Bidder.

d) All taxes and other levies imposed by Governments in India will be paid at actual as
applicable.
14. The Successful Bidder agrees that in the event of non-fulfilment or non-observance
of any of the conditions stipulated in the contract, the Successful Bidder shall pay as
penalty an amount equivalent to 10% of total value of contract or an amount equal to
the actual loss incurred by the Purchaser (s) whichever is higher subject to the condition
that the loss amount would not exceed the value of the goods supplied.
15. The contract or any part share of interest in it is not be transferred or assigned by
the successful Bidder directly or indirectly to any person or persons whomsoever
without the written consent of the Purchaser(s).
16. Neither the Purchaser(s) /TANHODA nor the Successful Bidder shall be liable to the
other for any delay or failure in the performance of their respective obligations due to
causes or contingencies beyond their reasonable control such as
i) Natural phenomena including but not limited to earthquakes, floods and epidemics.
ii) Acts of any Government authority domestic or foreign including but not limited to war
declared or undeclared, priorities and quarantine restrictions.
iii) Accidents or disruptions including, but not limited to fire, explosions, break down of
essential machinery or equipment, power and water shortages.
17. The following document shall be deemed to form and be read and constructed as
part of this Contract.
a) Tender Terms and Conditions
b) Amendments issued by TANHODA for the Tender document
c) Corrigendum / Clarifications issued by TANHODA for the Tender Document
d) Detailed final offer of the Successful Bidder
e) Purchase Order(s) issued by TANHODA from time to time
f) Correspondence made by TANHODA to the Successful Bidder from time to time
during the period of the contract.
Wherever the offer conditions furnished by the Successful Bidder are at variance with
conditions of this contract or conditions stipulated in the purchase order, the latter shall
prevail over the offer conditions furnished by the Successful Bidder.
18. Unless otherwise provided in the agreement, any notice, request, consent or other
communication given or required to be given hereunder shall be given by mailing the
same by registered mail, postage prepaid, return receipt requested in the case of the
Successful Bidder to the Purchaser(s) at their respective addresses and set forth above
or with other addresses and to the attention of such other person or persons as may
hereafter be designated by like notice hereunder and any such notice sent by post shall
be deemed to have been served on the date when in the ordinary course of post, it
would have been delivered at the address to which it was sent.
Sl. Name of Unit Quantity Offered Quality Approved Total Value

No Input (Nos./Kgs./MT) Specification Rate (Rs.) (Rs.)
Witnesses:
1. Signature and Address
2. Signature and Address
Company Seal, Signature and Date

APPENDIX- 1
LETTER OF UNDERTAKING
SUPPLY OF . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . .
(Specify Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kg bricks CERTIFICATE
(To be submitted along with the Tender)
To
Tamilnadu Horticulture Development Agency (TANHODA)
Sir,
Sub: Undertaking for participating in TANHODA's Procurement Tender – Reg.
I/We ----------------------- have gone through the Terms and Conditions, Scope of Work
and Specification and will abide by them as laid down (Tender Documents, Technical
bid and Price Bid)
I/We ------------------------ hereby confirm that our Company was not blacklisted by any
State Government/ Central Government/ Public Sector Undertakings during the last
three years. We also hereby confirm that our EMD/SD was not forfeited by any State
Government / Central Government / Public Sector Undertakings during the last three
years due to our non-performance, non-compliance with the tender conditions etc.
I/We ----------------------------------------------------------- hereby declare that all the particulars

furnished by us in this Tender are true to the best of my/our knowledge and we
understand and accept that if at any stage, the information furnished is found to be
incorrect or false, we are liable for disqualification from this tender and also are liable for
any penal action that may arise due to the above.

I/We ------------------------------------- certify that no refurbished components are used in the

manufacturing and supply of Polythene Cover with compressed Coco-peat 2.0 kg bricks
and Compressed Coco-peat 5.0 kg bricks.
In case of violation of any of the conditions above, I/We..........................

Understand that I/ We are liable to be blacklisted by TANHODA for a period of
three years.
Yours faithfully
for _________________
Name, Signature
Designation and Seal
Note:
1) Declaration in the company’s letter head should be submitted as per format given
above:
2) If the bidding firm has been blacklisted by any State Government/Central
Government/ Public Sector Undertakings earlier, then the details should be provided.
Signature
Place Name and address
Date: Company Seal
WITNESS SIGNATURE:
Name, Address and Occupation

of witness.

APPENDIX-2
REFERENCE LIST OF RATE CONTRACTS
EXECUTED BY THE APPLICANT . . . . . . . . . . . . . . . . .

(Specify the item of Polythene Cover with compressed Coco-peat 2.0kg bricks
and Compressed Coco-peat 5.0 kg bricks.
1 Name of the Input :
2 Name of the Department :
3 Address of the Department :
4 Contract reference & Date :
5 Value of the Contract :
6 Scope of work :
7 Contact official of the

Department with whom the
rate contract is executed :
Name
Phone No.
Signature of the Tenderer
Name and Address
Company seal.

APPENDIX-2-A
FINANCIAL CAPACITY
1 Name of the firm :

2 Address of the Registered Office :
3 Address of the Office of Communication :
4 Net worth of the Firm (Rupees) :
5 Annual Turnover (Rupees) for
2012-13
2013-14
2014-15 :
Average Annual Turnover for the above three years :
6. Furnish Name, Address :
Telephone No. fax No.
and contact person of your
bankers in a separate list
attached to this appendix.
7. Furnish Name, Address :
Telephone No. Fax No. and
contact person of your
Insurance Company in a
separate list attached to
this appendix
I hereby authorize the Managing Director, TANHODA and its Consultants
/Representatives to seek information as required from our Bankers and Insurers.
Signature of person[s] authorized: Date:

Name and Designation:
Attachments to be submitted along with this Appendix:
i) Audited annual reports for the three (3) preceding financial years i.e.
2012-13, 2013-14 and 2014-15
ii) Banker's Solvency Certificate (original) confirming Tender capacity.
APPENDIX- 3
CHECK LIST
Tender for supply of . . . . . . . . . . . . . . . . .
(Specify the item Poly bag with Compressed Coco-peat 2.0 kg bricks and Compressed
Coco-peat 5.0 kg bricks).
Sl Particulars Enclosure Page
No. No
i. Covering letter and check list (Appendix-3) Yes/No
ii. Certificate as per Appendix -1 Yes/No

iii. Evidence for Technical Experience as per Appendix-2. Yes/No
iv. Evidence for Financial Standing as per Appendix-2 A with copy of annual Yes/No
audited statements for 2012-13, 2013-14 and 2014-15 and Solvency
certificate in original equivalent to net worth should be produced from the
bank.
v. Income Tax Returns for the year 2012-13, 2013-14 and 2014-15 should Yes/No
be produced.
vi. The EMD (Demand Draft/Bankers’ Cheque/irrevocable Bank Guarantee) Yes/No
in original
vii. Letter of Tender as per Appendix-4 Yes/No
viii. Declaration by the Tenderer that his Tender is without any technical and Yes/No
commercial deviations in the format of the letter enclosed with the Tender
as per Appendix-5
ix. Certified power of Attorney authorizing a representative(s) of the firm to Yes/No
sign the Tender and all subsequent communications.
x. Documentary evidence of unambiguous fulfillment of eligibility criteria of Yes/No
a reputed Manufacturer.
xi. Production capacity for the past three years i.e. 2012-13, 2013-14 and Yes/No
2014-15 and current year capacity (2015-16) should be furnished as self
declaration.
xii. In case of compressed coco-pith, Test certificate from recognized Lab / Yes/No
State Agricultural University (SAU).
xiii. VAT and copy of monthly returns upto 20th March 2015filed with Yes/No
Commercial Tax Department, Government of Tamilnadu during April 2015
should be produced.
xiv. The identical Photostat copy of the Tender document with all pages Yes/No
duly signed by the authorized signatory of the Tenderer and stamped
with the company seal. The original document copy shall be submitted
as it is (with signature and seal) in token of having read, understood
and accepted the various terms conditions and specifications of the
Tender document.

xv. Schedule of confirmation of technical information as per Appendix-7 Yes/No

xvi. A photocopy of the schedule of price (Appendix-6) as submitted by the Yes/No
Tenderer in second cover, but with ‘Price details blanked’ to enable the
Tender Accepting Authority to verify that the format of the schedule of
prices in the Tender document has been strictly followed in the same
manner by the Tenderer and without any deviation or alteration of the
format.
xvii. In case the bidder is the registered company in India, produce the copy Yes/No
of certificate of incorporation.
xviii. In case the bidder is the registered Partnership Firm, produce the copy Yes/No
of Registered Partnership Deed
xix. In case the bidder is a Sole Proprietary Firm, they should produce the Yes/No
copy of VAT Registration Certificate in Tamil Nadu and IT Clearance
Certificate.
xx. Copy of the Certificate of Registration for marketing Polythene cover with Yes/No
compressed Coco-peat 2.0kg bricks, Compressed Coco-peat 5.0 kg
bricks issued by Appropriate authority.
xxi. Bank guarantee as Appendix 10 Yes/No
xxii. Valid Proof of having a local stock point in TamilNadu. Yes/No
xxiii. Produce Certificate for Minimum Stock in Appendix -11 Yes/No
xxiv. Furnish Profile of the Bidder in Appendix-12 Yes/No
xxv. Undertaking for not blacklisted Appendix – 13 Yes/No
xxvi. Undertaking for quoted price Appendix - 14 Yes/No
xxvii. Declaration in Appendix-15 Yes/No
Note: Page No. Should be given compulsorily
Signature and Name of the authorized signatory of the company
Name of the Company
Seal of the Company

APPENDIX- 4
LETTER OF TENDER
To

TANHODA,
Agriculture Complex, 1st Floor
Chepauk, Chennai-600 005.
Sir,
Subject: Tender for the supply of ……………….

(Specify the Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kg bricks.
We, the undersigned do hereby Tender and undertake to perform, provide,

execute all the works, materials, matters and things described or intimated in the
various schedules hereto annexed and the specifications thereto (which have been
produced to and carefully examined by us) in strict accordance with and subject to the
terms, provisions and conditions set forth or mentioned in the said schedules,
specifications at the rates given and as stated in the price schedule.
We herewith enclose DD/ irrevocable bank guarantee / Bankers’ Cheque

No.............Date in favour of the Managing Director, TANHODA, Chepauk, Chennai-5
for Rs. . . . . . . (Rupees . . . . . . . . . . . . . . . . . . . only) as a guarantee for the due
fulfillment of our Tender [EMD] and if successful undertake and agree to forward to the
Managing Director, TANHODA in ten (10) days after the notification of the acceptance
by the Managing Director, TANHODA of this Tender has been received by us, the
Security Deposit as demanded in the form and manner required as security for the due
fulfillment of our Rate Contract.
We, undertake and agree that we will not withdraw this Tender during the period
that will be required for intimation of acceptance or non -acceptance as stipulated in
clause 18.1 of the Tender document such period to date from the last date by which
Tenders are due to be submitted to the Managing Director, TANHODA. If we do so

withdraw, we shall forfeit the Earnest Money Deposit to the Managing Director,
TANHODA. We further agree to execute at our cost the Agreement in (10) ten days
after the notification of the acceptance of our Tender has been received by us. In the
event of our failing to make the Security Deposit or to execute the Agreement in the said
manner, the sum of Rs. . . . . (Rupees. . . . . . . . . . . . only ) accompanying this Tender
shall be forfeited to the Managing Director, TANHODA and this concluded Contract
shall in such case be considered as having been cancelled or terminated and we agree
to be liable irrespective of the forfeiture aforesaid for all damages, losses, costs,
charges and expenses arising from or by reason of such failure and arrangements.
As witness our hand this..............day of----------------------2015.
Signature :
Name & Address :
Company Seal :

APPENDIX- 5
FORM OF LETTER CONFIRMING AGREEMENT WITH TECHNICAL AND
COMMERCIAL TERMS & CONDITIONS OF THE TENDER.
To
TANHODA,
Chepauk, Chennai-600 005.
Sir,
Subject: Tender for supply of . . . . . . . . . .
(Specify the item Polythene Cover with compressed Coco-peat 2.0 kg bricks and
We, have examined the Tender document, the receipt of which is hereby
acknowledged.
We have submitted our Tender ref. Dated.............for the
supply of . . . . . . . . . . . . as per the specifications and terms and conditions of the
Tender Document.
We confirm that our Tender is in conformity with the technical specifications and
commercial terms & conditions as stipulated in the Tender Document and without any
deviations whatsoever. We are aware that our Tender is liable for disqualification in the
event of technical and commercial deviations are observed by the Tender Accepting
Authority at a later date during the process of evaluation of our Tender.
Thanking you and assuring you of our best services always.
Very truly yours,
Name of the Tenderer
Signature and name of the authorised signatory
Company Seal

APPENDIX- 6
SCHEDULE OF PRICE
Name of Item : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(Specify the Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Name of the Input Unit Price Quoted (in Rs.)
Name of the Tenderer :
Signature of Authorised Signatory :
Designation :
Date :
____________________________________________________________________
Foot Note: If the tenderer is participating for both the items price bid should be
submitted separately for each item placing the two price bids in a common outer cover
naming Price Bid mentioning the input names.

APPENDIX - 7
SCHEDULE OF CONFIRMATION OF TECHNICAL INFORMATION
Name of the Item …..........................................................

(Specify the item of Polythene Cover with compressed Coco-peat 2.0 kg bricks and
(Tenderer is to complete this schedule and submit it with the Tender)
Name of the input Technical Specifications
Name of the Tenderer
Signature of Authorised
Signatory
Designation
Date

APPENDIX – 8
Product Specifications
1. Polythene cover with compressed coco-peat 2.0 kg bricks.
1. The LD polythene cover (Nursery covers) should be of 150 micron (600

gauge) thickness.
2. Outer colour of polythene bag should be white and inner colour should be
black.(co-extruded)
3. The polythene bags should be UV stabilized and with grip holes at upper
portion above the sealing line for easy handling.
4. The polythene bag should have a rectangular base.
5. a. Co extruded, UV treated and Co-extruded LDPE Polythene bag shall be of
11x11 W square base, The height also the same 11” excluding gasetting
to creat bottom base. (Outer white inner black) with compressed coco-
peat 2.00 kg bricks.
b. The polythene cover with compressed cocopith bricks should bundled 10
units together by a strip (Plastic).
c. The polythene bag should not have any hole and the top of the bag should
be sealed.
6. Each polythene cover should hold 2 kg compressed coco-pith bricks and
sealed.
7. The polythene bag should be printed with Tamil Nadu government logo and
Department Name with product specification and details of Manufacturer.
8. Compressed coco-peat, washed, screened, PH adjusted, in bricks form of
2.0kg. weight, material suitable for germination/planting should be supplied.
9. Electrical Conductivity of Compressed coco-pith should be less than 0.60
mS/cm.
10. Compressed coco-peat bricks lignin content should not be more than 31.0 %
and C/N ratio should be24:1.
11. PH of the Compressed coco-pith should be between 5.5 to 6.5.

12. Compressed coco-pith should be clean and of high-quality coir without fungus
and nematode.
13. Valid test certificate for compressed coco-pith bricks from recognized lab or
SAU should be submitted.
2.Compressed Coco-peat in 5.00 kg bricks
1. Well decomposed sieved, pH adjusted compressed in brick form to a size

of 1’x1’x1’ weighing approximately 5.00 kg Coco-peat with maximum of
5% sand suitable for germination / planting.
2. Electrical Conductivity of Compressed coco-pith should be less than 0.60

mS/cm.
3. The lignin content should not be more than 31% C/N ratio should be 24:1
4. PH of the Compressed coco-peat should be between 5.5 to 6.5.
5. Compressed coco-peat should be clean and of high-quality coir without

fungus and nematode.
6. Valid test certificate for compressed coco-peat bricks from recognized lab
or SAU should be submitted.

APPENDIX-9
List of Inputs to be procured along with the intended quantity of

Purchase for the year 2015-16
Sl. Name of the Input Unit Approximate Quantity

No of Purchase
1. Polythene Cover 11” x 11” x 11” with
Compressed Coco Peat 2.00kg
Nos 3,00,000
bricks (outer white inner black)
2. Compressed Coco-peat 1’x1’x1’ size

MT. 166.00
in 5.0 kg bricks

APPENDIX-10
BANK GUARANTEE FORMAT
(To be executed in INR.100/- non Judicial Stamp Paper)
To

TANHODA
Agriculture Complex,1st Floor
Chepauk, Chennai - 600005
Bank Guarantee No:

Amount of Guarantee:
Guarantee covers from:
Last date for lodgement of claim:
This Deed of Guarantee executed by ……………….. (Banker's Name & Address)
having our Head Office at …………………..(address) (hereinafter referred to as “the
Bank”) in favour of The Managing Director, TANHODA, Chepauk, Chennai - 600005
(hereinafter referred to as “the Beneficiary”) for an amount not exceeding Rs._______/-
(Rupees ________ Only) as per the request of M/s. ______ having its office address at
___________ (hereinafter referred to as “Supplier”) against Letter of Acceptance
reference ___________ dated __/__/____ of M/s. TANHODA. This guarantee is issued
subject to the condition that the liability of the Bank under this guarantee is limited to a
maximum Rs._______/- (Rupees ________ Only) and the guarantee shall remain in full
force up to ___ months from the date of Bank Guarantee and cannot be invoked
otherwise by a written demand or claim by the beneficiary under the Guarantee served
on the Bank before ___ months from the date of Bank Guarantee. AND WHEREAS it
has been stipulated by you in the said ORDER that the Supplier shall furnish you with a
Bank Guarantee by a Scheduled/Nationalised Bank for the sum specified therein as
security for compliance with the Contractor’s performance obligations for a period in
accordance with the contract.

AND WHEREAS we have agreed to give the Supplier a Guarantee. THEREFORE, we

(Bankers address)……………., hereby affirm that we are Guarantors and responsible to
you on behalf of the Supplier up to a total of Rs.____________/-
(Rupees ___________________________________ Only) and we undertake to pay
you, upon your first written demand declaring the Supplier to be in default under the
contract and without any demur, cavil or argument, any sum or sums within the limit of
Rs._______/- (Rupees ________________________________ Only) as aforesaid,
without your needing to prove or show grounds or reasons for your demand or the sum
specified therein. We will pay the guaranteed amount notwithstanding any objection or
dispute whatsoever raised by the Supplier. This Guarantee is valid until _______
months from the date of Bank Guarantee. Notwithstanding, anything contained herein
Our liability under this guarantee shall not be exceed Rs._______/-
(Rupees _____________________________________ Only). This bank guarantee
shall be valid up to __ months from the date of Bank Guarantee and we are liable to pay
the guaranteed amount or any part thereof under this Bank Guarantee only and only if
you serve upon us a written claim or demand on or before ____________In witness
whereof the Bank, through its authorised Officer, has set its, hand and stamp on this
…………………………………. at ____________.
Witness: (Signature)
(Name in Block Letters)
Date of submission: __/___/____
Vendor Name :
Vendor Address :
Tender No. :

APPENDIX-11
CERTIFICATE FOR MINIMUM STOCK
To
TANHODA
Agriculture Complex, 1st Floor,
Chepauk, Chennai – 600 005.
Sir,
We, M/s ............................... hereby undertake and ensure

that as per the Tender reference TAN/Tender/7547/2015 floated by TANHODA for the
supply of Polythene Cover with compressed Coco-peat 2.0 kg bricks and
Compressed Coco-peat 5.0 kg bricks will maintain the minimum stock for the
tendered items and strictly follow the instructions of TANHODA for the immediate
delivery of the Inputs as per the conditions stipulated in the Tender. No
financial commitment will be claimed by us for maintaining the ex-stock items. We
ensure that at any point of time 5% of the Tender quantity as minimum ex-stock level
will be maintained.
TANHODA can inspect the Minimum stock level at any point of time and may impose a
penalty of 20% of the cost of the quantity which are shortage of the specified quantity.
If we fail to maintain the minimum stock level in three instances during the Rate
Contract period, TANHODA reserves the right to terminate the RC contract with us and
we may be declared as non performer which may not permit us in participating tenders
floated by TANHODA in future, for the next three years.
In case of violation of any of the conditions above,
I/We ............................................................................ understand that I/ We are liable
to be blacklisted by TANHODA for a period of three years.
(Signature for and on behalf of Principal)

APPENDIX- 12
PROFILE OF THE BIDDER
1. Name of the Company Principal Bidder

2. Year of incorporation
3. Nature of the Company
(Registered Company or
Partnership or Proprietary)
4. Registered office
Telegraphic Address
Office Telephone Number
Fax Number
5. Contact Person
Name
Personal Telephone Number
Email Address
6. Local presence at Tamil Nadu
Telegraphic Address
Office Telephone Number
Fax Number
7. Contact Person
Name
Personal Telephone
Number
Email Address
8. Registration Details
Permanent Account
Number
VAT Registration Number
CST Registration Number
Service Tax Registration
Number
9. Banker's Name, Address
and Account Number

10. Details in support of Eligibility Criteria

Description Please give details along with proof
1. Certificate of Incorporation
2. Production capacity for the past 3 years
2014-2015
2013-2014
2012-2013
Current year 2015-16 production capacity
3. The Manufacturer shall posses the laboratory facilities and ensure the quality of the
product supplied with a test certificate signed by the approved Chemist of the laboratory
of the supplying firm.
4. Annual Turnover (INR)
2014-2015
2013-2014
2012-2013
5. Net worth (INR)
2014-2015
2013-2014
2012-2013
6. Solvency Certificate in original enclosed Yes/No
7. VAT/Sale tax Certificate enclosed Yes/No

APPENDIX-13
Undertaking for not blacklisted
(should be given company’s letterhead)
I/We ……………………. declare that our firm has not been blacklisted by any State
Government/Central Government/Public Sector undertakings earlier.
Yours faithfully
for _________________
Name, Signature
Signature

Date: Company Seal
WITNESS SIGNATURE:

of witness.

APPENDIX-14
Undertaking for Quoted Price
(should be given company’s letterhead)
I/We ……………………. declare that the products quoted by our firm will not be
available in local market lesser than the rate quoted.
Yours faithfully
for _________________
Name, Signature
Signature

Date: Company Seal
WITNESS SIGNATURE:

of witness.

APPENDIX-15
Declaration
I/We agree that the offer shall remain open for acceptance for a
minimum period as stipulated in the Tender from the date of opening of the tender and
thereafter until it is withdrawn by us by notice in writing duly addressed to the authority
of opening the tender and sent by registered post with acknowledgement due or
otherwise delivered at the office of the authority. The EMD amount shall not bear any
interest and shall be liable to be forfeited to TANHODA should I/We fail to abide by the
stipulations to keep the offer open for a period mentioned above or fail to sign and
complete the contract document as required by TANHODA and furnish the Security
Deposit as specified in the terms and conditions of the contract. The EMD amount may
be adjusted towards SD or refunded to me/us unless the same or any part thereof has
been forfeited as aforesaid.
I/We agree to adhere with the schedule of implementation and

deliver the items as specified in the tender.
I/We declare that the Price bid has been submitted without any
conditions and strictly as per the Terms and Conditions of the tender document and
I/We am/are aware that the Price bid is liable to be rejected if it contains any other
conditions.
I/We declare that the information furnished in the tender is true to

the best of my/our knowledge. If any false/fictitious information is found I/We agree to
the rejection of the bids and consequence action.
I/We read all the clauses mentioned in the Tender document from
Page No. 1 - 62, understood and accepted the various terms, conditions and
specifications of the Tender document.

Coco Peat

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Tender Ref: TAN/Re-Tender/7547/2015

GOVERNMENT OF TAMIL NADU

TAMILNADU HORTICULTURE DEVELOPMENT AGENCY

RE-TENDER (TWO COVER SYSTEM) FOR PROCUREMENT OF

TANHODA , Chennai.5 Page 1

TANHODA , Chennai.5 Page 2

Clause Details Page No.

TANHODA , Chennai.5 Page 3

Clause Details Page No.

Appendix – 13 Undertaking for not blacklisted 60

TANHODA , Chennai.5 Page 4

This Tender process is governed by The Tamil Nadu Transparency in Tenders

TANHODA , Chennai.5 Page 5

Acronyms and Definitions

CST : Central Sales Tax

TANHODA , Chennai.5 Page 6

Know Your Rights

1. ALL TENDERS WILL BE OPENED ONLY IN THE PRESENCE OF THE BIDDERS.

3. VENDORS / BIDDERS ARE ELIGIBLE FOR A VENDOR SIGNED COPY OF THE

4. PLEASE INSIST ON YOUR RIGHTS AND AVAIL THE SAME.

TANHODA , Chennai.5 Page 7

TANHODA proposes to procure, on behalf of Department of Horticulture

1.2 Short Titles used in the Tender Document:

TANHODA , Chennai.5 Page 8

TANHODA , Chennai.5 Page 9

2.7 Closing Date and Time for issue/downloading Tender document

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3.2 Clarifications in the Tender

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Notwithstanding anything mentioned above, the Tender Inviting Authority /

TANHODA , Chennai.5 Page 12

TANHODA , Chennai.5 Page 13

4.3 Annual turnover and Net worth :

Sl. Name of the Input Average Annual Networth

TANHODA , Chennai.5 Page 14

4.6 Technical Experience

 A Certified copy of the power of attorney (certified by the Managing Director or

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Sl.No Name of the Input EMD amount

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11. Procedure for Submission of Tender

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14. Tender Opening and Evaluation

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1. not submitted in two parts as specified in the Tender

TANHODA , Chennai.5 Page 23

TANHODA , Chennai.5 Page 24

c) Modify, reduce or increase the quantity requirements to an extent of the tendered

TANHODA , Chennai.5 Page 25

the Managing Director, TANHODA, Chennai or demand draft or bankers’ Cheque or

TANHODA , Chennai.5 Page 26

15.17 Refund of EMD

TANHODA , Chennai.5 Page 27

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Government laboratory/Notified fertilizer control laboratory payment will be made