THE AMRITSAR DISTRICT CO-OP.

MILK PRODUCERS UNION LTD.

(VERKA AMRITSAR DAIRY)
E-TENDER
FOR
Cans Route Vehicle.
To be opened on
24.01.2023 at 11.00 A.M.

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 THE AMRITSAR DISTT. COOPERATIVE MILK PRODUCERS UNION LTD.

TENDER DOCUMENT

FOR

EMPANELMENT OF Cans Route Vehicle.

( MPCS TO MCC )

Note: The tenderer shall apply online through the designated website www.
eproc.punjab.gov.in/e-tendering through Dairies.

THE AMRITSAR DISTT. COOPERATIVE MILK PRODUCERS’ UNION L T D ,

REQUIREMENT OF VEHICLES

Capacity No. of vehicles

1 ton & above 45 NO

less than 2 ton

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 Annexure T-1
Tender Conditions
1. Criteria for Empanelment: -

1.1. The offers shall be invited for Empanelment of open Vehicle for transportation of Milk
from various Milk Producer’s Co-operative Societies (MPCs) in cans to milk chilling
centers as per defined rates.

1.2. The tenderer who qualify as per technical bid / eligibility criteria and as per terms and
conditions shall be considered for empanelment. The tender will be allotted to the
successful bidders on the basis of model / year of manufacturing. Preference shall be
given to the tenderers who offer Vehicle with latest model / year of manufacturing. In
case model / year of manufacturing happens to be same the selection will be
finalized by draw of lots.

1.3. The Vehicles older than six years will not be considered for empanelment. The
tenderer shall submit following documents along with the tender: -
S. No Documents

1 EMD amount for each tanker/Vehicle

2 Photo copy of PAN Card.

3 Photo copy of RC Book for each tanker/Vehicle

4 Photo copy of Insurance Certificate for each tanker/Vehicle

5 Photo copy of permit suitable for Milk Transportation for each tanker/Vehicle

6 Photo copy of Road Tax for each tanker/Vehicle

7 Photo copy of FSSAI Registration (if available otherwise it must be provided

within 30 days of issue of LOI.

8 Photo copy of Identity Proof which can be a Ration card / Aadhar Card /
Election Commission ID Card / Driving License / Passport.

9 Photo copy of Deed / Agreement of sole owner / partner of a firm / Sole

Proprietor of the company.

10 Photo copy of valid route permit for each tanker/Vehicle (if required).

11 Affidavit (Self declaration) Certificate that tenderer has not been blacklisted by
any affiliated Govt. / Govt. undertakings.

12 Past Experience Certificates if any

13 Details of Tanker/Vehicle List

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14 Photo copy of Pollution Certificate for each tanker/Vehicle.
3. Period of contract:

One year with a provision of extendable for another one year on satisfactory performance
and with mutual consent

4. Earnest Money & Security deposit.

5.1.2 For open vehicles.

Capacity E.M.D. converted to Security deposit per Total Security deposit

In Kgs security deposit per vehicle before per Vehicles (Rs.)
vehicle (Rs.) commencement of work (Rs.)
(Rs.)
< 2000 15,000 15,000 30,000

 This security deposit shall be refunded on the successful completion of the contract
within three months. No interest will be paid on security deposit.

6.2. For Vehicles (Can Routes)

6.2.1 The tenderer will be responsible for lifting of milk twice daily (morning & evening) in
cans from all MPCS falling on the specified route as per the directions of Verka
Dairy from time to time.

6.2.2 The tenderer will give receipt of Qty., Fat % & SNF% of milk lifted from the MPCS
and make necessary entries in truck sheet or any other record as per the
requirement of Verka Dairy. Any transit variation in Qty, Fat % & SNF% found
beyond permissible range at Dairy / MCC Dock, will be recovered from
transporter on prevailing rates.

6.2.3 The tenderer will also have to deliver Cattle Feed / Mineral Mixture to MPCS after
lifting from MCC / Main Dairy on the same Rates.

6.2.4 The tenderer will also maintain proper record of Milk cans. Any shortage will be
recovered by respective Dairy.

6.2.5 The tenderer will carry out loading / unloading of filled and empty cans at MPCS /
MCC / Dairy.

6.2.6 The respective Dairy reserves the right to change the route as per the
requirement from time to time. 4
8. General terms and conditions:

8.1. Verka Dairy will not accept any deviation / variation in conditions stipulated in the
tender.
8.2. Any suggestion in the tender for any modification of the tender conditions will not be
entertained and the conditional tender will render the tender invalid.

8.3. The contract period for road milk tanker / vehicle is for one year from the date of
awarding of contract which may be extended on mutual consent of
both the parties for another one year on satisfactory performance.

8.4. The tenderer must satisfy himself thoroughly about the geographical area to be
covered, nature of work, local conditions and the requirement of the Dairy before
submission of the tender.

8.5. The person participating in the bid should be the Proprietor / Partner / Managing
Director or any other person duly authorized. In the later case, authorization letter
should be attached.

8.6. The tenderer should read every page and understand the implications fully and offer
the tender only if he could discharge the obligations set out in the tender document.

8.7. If any document of the successful tenderer is found to be false, penal action will be
taken for collecting liquidated damages from the tenderer apart from terminating the
contract.

8.8. The offer of the tenderer shall be valid for a period of 60 days or can be extended as
per requirement from the date of opening of the Technical Bid.

8.9. If the tenderer has been blacklisted by any Verka Dairy / affiliated Government/
Government undertakings, his tender will be rejected. In case information about such
black listing comes to the knowledge of the Dairy after awarding of the tender, the
contract shall be terminated, liquidated damages levied apart from taking penal
action.

8.10. The Tenderer should not offer any vehicles which are already under operation in other
Dairies/ any other organization. Any violation of this condition should render the
tender invalid. In case such violation is noticed after awarding of tender, the contract
will be terminated, and liquidated damages will be levied apart from other penal
action as may deem fit.

8.11. The Vehicles should be registered under FSSAI Act for lifting milk from one place to
other (to & fro) and also to comply with amendments under FSSAI Act (as per govt.
notifications) within one month, if any5 from time to time.
8.12. The Vehicles shall be in road worthy condition and its age must be lesser than 6 years
as on the date of publication of notice for empanelment. The age of the Tanker /
vehicle will be calculated from the month of registration.

8.13. If the tenderer wants to remove his vehicle then he has to give 60 days’ notice. The
concerned Dairy will arrange vehicle at their own level.

8.14. vehicles are subject to inspection by the respective Dairy or by his

authorized representative at any time. Maximum time allowed for
producing the allotted vehicle by the successful tenderer is 15 days from the date of
receipt of Work order. If any defects are noticed at the time of allotment of vehicle,
the same will have to be rectified by the successful Tenderer immediately.

8.15. In case, there is any break down / accident of the vehicle, it shall be the liability of the
tenderer to make alternate arrangements at his own cost for lifting the Milk in time
otherwise he will be liable to bear the losses so occurred. In case of late arrival of the
vehicle at the receiving dairy, souring/ curdling of Milk if takes place, the tenderer will
be liable to make good the loss so occurred. In case of strike or lockout, it will be the
responsibility of the tenderer to make alternate arrangement for transportation of milk
immediately.

8.16. The tenderer shall employ his own staff on the vehicle and will be responsible to fulfill
all legal / statutory formalities as required under Govt. Rules and Regulations issued
from time to time. Any violation in the above Rules shall be the sole responsibility of
the tenderer.

8.17. In case milk transported by the successful tenderer is spoiled due to any failure or
lapses or deficiency in providing the above stated requirement, the tenderer should
make good the loss as ascertained by the Dairy, apart from facing the penal action
that may be taken against him under the contract.

8.18. If the authorities of the Dairy demand any record like R.C. Book, Insurance certificate,
etc., the same should be produced. If any time, the vehicle met with any accident
and claim of Milk is not payable by the Insurance Company, due to negligence of the
Driver or non-completion of the papers of the Vehicle Driver etc., the tenderer will
have to make good of the loss. It will be the responsibility of the tenderer to ensure
subsequent renewal of all documents pertaining to tanker / vehicle and Driver from
time to time within the validity of the contract period as and when required.

8.19. Dairy Officers / designated Officials can inspect the vehicles on the way any time
during milk transportation.

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8.20. GPRS device on vehicles will be provided by the Dairy to tenderer on cost basis so
that Dairy authorities can monitor vehicle movement on daily basis during milk
transportation on its specified route. The operational cost of this device will also be
deducted from the tenderer’s bill. If tenderer or his nominee tampers with the GPRS
device, the contract can be cancelled along with imposing penalty as deemed fit by
the Dairy.

8.21. The Tenderer shall display the following items in size specified by the dairy on the
vehicles. The cost of branding shall be borne by the Dairy.
i. Verka logo on front and back as desired by Dairy.
ii. Contact mobile number.

iii. FSSAI registration number of the transporter.

8.22. The tenderer is obliged to discharge the contractual obligations by engaging his own
men and materials. The Verka Dairy will have no connection whatsoever with the
men engaged by the tenderer.

8.23. The tenderer shall indemnify the Dairy and shall always keep dairy indemnified
against any loss or damage arising out of the violation of any mandatory /statutory
and government rules.

8.24. The price of diesel prevailing on the date of publication of notice inviting tender will be
considered by the dairy for calculating the operational cost. The escalation and de-
escalation will be applicable as per the diesel price prevailing as on 1st of every
month and based on prescribed mileage.

8.25. The employees of Federation / District Co operative Milk Producer’s Union / Milk
Producer’s Co operative Society / Milk Consumers Co operative Society / Dairy
Development Department / Board of Directors of any Verka Dairy or their family
members cannot participate in the tender in any form. Family member means,
Spouse, Father, Mother, Brother, Sister, Son, Daughter, Grand Father, Grand
Mother, Son in Law, Daughter in Law, Grandson and Grand Daughter.

8.26. Tenderer shall follow the pre determined nearest Road Route as finalized by the
Verka Dairies for vehicle movement and shall not deviate / trespass by using
alternative routes at his own without the permission of Verka Dairy authorities. If the
Driver is found to park vehicles at any other places / deviation of routes other than
the authorized places / routes prescribed without any bonafide reason then a penalty
of Rs.10,000/-(Rupees Ten Thousand only) will be imposed on the Tenderer. The
repeat instance will attract further action including termination of contract & or as
deemed fit by Dairy.

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8.27. The Tenderer will ensure that his Driver / Conductor will never enter the premises of
Verka dairy under the influence of liquor intoxicant or narcotic drugs. Secondly, he
will also ensure that no Driver / Conductor will indulge in consumption of alcohol
/ narcotics during the transportation of Milk. If the Driver/Conductor is found under
the influence of liquor / intoxicant or narcotic drugs or misbehaves with the Officers
/ Officials of Dairy then the tenderer will have to change his Driver / Conductor
immediately with a penalty of Rs. 10000/-(Rs. Ten Thousand only). If such type of
incidents is repeated, the contract can be cancelled and the security along with
earnest money deposited of the tenderer may be forfeited.

8.28. The Milk at MPCS /Dairy will be tested by the tenderer and it will be his esponsibility
to deliver the Milk at the receiving Dairy without causing any loss.

8.29. In case of any report of theft / pilferage / adulterating milk of vehicles, the contract will
be cancelled out-rightly by the General Manager of the Dairy & a legal action will be
initiated against the tenderer.

8.30. The allotted vehicles shall not be sold / disposed off or leased out to others during the
contract period. However, the tenderer is permitted to sell / dispose the allotted
vehicle during the contract period after getting prior permission from the General
Manager of the Verka Dairy, provided he offers an alternative vehicle of similar
capacity and age lesser than as per tender requirement.

8.31. The tenderer shall allow the authorized representative of Milk Union to travel with the
vehicle, but no outsider shall be allowed to travel in the vehicle except Driver and
Helper during transportation of Milk. The transporter will not carry any other material
of his own or other party in the Vehicle. Milkfed / Verka Dairy staff shall be at liberty
to have surprise checking en route.

8.32. The tenderer will not do any private business with these hired vehicles.

8.33. The tenderer shall not involve in the sale of milk or milk products either directly or
indirectly.

8.34. The Dairy reserve the right to add, subtract or modify any of the terms & conditions of
the agreement with the consent of the Tenderer during the contract period.

8.35. The Dairy reserve the right to accept or reject any or all tenders without assigning any
reason.

8.36. The tanker / vehicle required by the Verka Dairy would be intimated to the tenderer
from time to time, however, no halting charges for the same shall be given for that to
the tenderer.
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 8.37. No Driver / helper / tester shall be provided by Verka Dairy to the tenderer. The
drivers/helpers must be well versed with the testing parameters & procedures of milk
testing. The adulteration kit along with glasswares will be provided by Verka Dairy, if
necessitated.

8.38. Bill Payment.

8.38.1 Can Routes

The tenderer shall submit the bills of hiring charges twice a month after 15th (First
fortnight) and after 30th (2nd fortnight) for the month and Verka Dairy shall make
payments within 15 days of submission of bill. The tenderer is not allowed to delay
the submission of his bills beyond 30 days of preceding fortnight without any
bonafide reason, otherwise the dairy will be at liberty to forfeit his due payment.
The TDS will be deducted at source as applicable. The payment will be made after
verification of mileage by authorized representative of the concerned Verka Dairy.

8.39 If due to violation of the terms & conditions of this contract and on account of any
mal-practice on the part of the tenderer or his representatives or employees, any
loss is caused to the Dairy, the General Manager, Verka Dairy will have the right
not only to terminate the Contract immediately but also to recover all losses
caused under this contract from his pending bills / security and balance security
will be forfeited. However, if losses caused over and above the pending bills and
security same shall be recovered through arbitration proceedings. The firm may
also be debarred for doing business with the Verka Dairy or other sister Verka
Dairies affiliated with Milkfed Punjab.

8.40 If the tenderer causes transit losses of milk and its constituents repeatedly then the
General Manager of Dairy reserves the right to forfeit the security deposited and
the contract shall be terminated without further consideration. The pending
payments may be released after recovering the losses occurred.

8.41 (a) The tenderer will have to provide agreed number of vehicles as per requirement
of the Dairy from time to time on two days advance notice verbally / telephonically,
failing which, the vehicles will be hired at the risk, cost and responsibility of
tenderer and the difference of excess payment will be recovered from the bills /
security of the tenderer.

(b) The agreement will be for the Empanelment of vehicles by the verka amritsar
Dairy keeping in view the envisaged requirement for transportation of milk during
lean & flush season. However, there will be no binding of the dairy to engage all /
any of the tanker / Vehicle throughout the period of contract.

8.42 The successful tenderer will have to execute an agreement with the Dairy on a non
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judicial stamp paper of Rs.500/- incorporating terms & conditions of the contract
within 10 days of the issuing of the work order.
 8.43 During extension of contract period, the tenderer will be paid the same tender
approved rates. The tenderer cannot claim any extra amount on this account
except over & above the price variation due to change in price of HSD.

8.44 Entry tax / toll tax will be paid by the tenderer and shall be reimbursed by the Verka
dairy as per actual on production of original receipt issued by the concerned
authority / toll plaza.

8.45 The successful tenderer has to deposit Rs.1000/- towards (nominal fees) the cost of
one share to become nominal Share Holder as per by-laws of Verka Dairy. However,
he will not be allowed to participate in the B.O.D. Meetings and AGM of the Verka
amritsar Dairy.

8.46 The concerned Verka Dairy has comprehensive Marine Insurance Policy for
transportation of milk & milk products with M/s (will be intimated at the
time of agreement) and in case of any accident leading to spillage / loss of Milk the
Transporter shall immediately contact the Verka Dairy Authorities after procuring the
D.D.R / F.I.R. from nearest Police Station.

8.47 Each Transporter / Driver / Helper will wear attested photo identity card along with
prescribed uniform while entering premises of Dairies. The cost will be borne by the
concerned tenderer. No Driver / helper of the Tanker will be allowed to enter the
premises of the Dairy without the valid Driving License and Aadhaar Card.

8.48 In case of any dispute arising out of any contract, the same shall be referred to the
Managing Director of the Federation for arbitration. In case the Managing Director of
the Federation is acting as a competent authority for finalization of the tender, then
any such dispute shall be referred to Registrar, Cooperative Societies for dispute -
resolution by him or by his nominee. The decision of Managing Director or the R.C.S
Punjab or his nominee shall be final and binding on both the parties. The provision of
the Arbitration and conciliation Act 1996 or the Punjab Cooperative Societies Act,
1961 and as amended upto date which ever may be applicable shall apply to
arbitration proceedings which shall be held at Chandigarh only.

8.49 The jurisdiction of the Agreement with the successful tenderer would vest with the
Court situated at Amritsar only.

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