HUBLI ELECTRICITY SUPPLY COMPANY LIMITED

INSTRUCTIONS TO BIDDERS

Note:
1) The bid document is meant for the information & guidance of the bidder
and as such it shall not be enclosed along with the bid to be submitted.
2) Study the bid form carefully & upload in e-procurement portal.
3) The Earnest Money shall be paid within the due date. The mode of
payment of EMD shall be payable through any of the four e-payment
modes mentioned in the e-procurement portal. For payment of EMD
through e-procurement, please refer clause III of general terms and
conditions (Invitation of Bids).
4) The bid forms are not transferable.
5) It may be noted that, Telegraphic/Fax quotation offer will not be
accepted.
**************
01.00 SCOPE OF PROPOSAL:
Design, Manufacture, Testing, supply, installation &
commissioning of 110 Volts DC, 100 AH capacity Battery
chargers Conforming to our Technical Specifications, FORD at
Store / Site basis, including insurance and transportation. The
110V Battery Chargers are to be delivered to the destinations
within HESCOM.

02.00 COST OF BIDDING:

The Bidder shall bear all costs associated with the
preparation & submission of their bid including post-bid discussions,
technical and other presentations etc., and HESCOM will in no case
be responsible or liable for those costs, regardless of the conduct or
out-come of the bidding process.
03.00 THE BIDDDING DOCUMENTS :
The goods required, bidding procedures & contract terms are
prescribed in the Bidding documents.
04.00 UNDERSTANDING OF BID DOCUMENTS:
The prospective bidder is expected to examine all instructions, forms,
terms and specifications in the Bidding documents and fully inform
himself as to all the conditions and matters which may in any way
affect the scope of work or the cost thereof. Failure to furnish all
information required in the bidding documents or submission of a
bid not substantially responsive to the bidding documents in every
respect will be at the Bidder’s risk & may result in the rejection of the
bid.

Instructions to Bidders Page 1 of 10

 05.00 CLARIFICATION ON BIDDING DOCUMENTS :
5.01 A bidder requiring any clarifications regarding Bidding documents may
ask his queries in e-Procurement portal on or before the stipulated
period. The Superintending Engineer Ele., (T&P), Corporate Office,
HESCOM will respond to any request for clarification of the Bidding
documents which he receives prior to the deadline given.
5.02 The bidder is required to carefully examine the specifications and
documents and fully confirm himself as to all the conditions and
matters which may in any way, affect supplies and services to be
provided and/or the cost thereof. If the bidder finds discrepancies or
omissions in the specifications and documents or is in doubt as to the
true meaning of any part, he shall at once make a request for an
interpretation/ clarification.
5.03 Verbal clarifications and information given by HESCOM or its
employees or its representatives shall not in any way be binding on
HESCOM.
06.00 AMENDMENTS OF BIDDING DOCUMENT :
6.01 At any time prior to the deadline for submission of bids, the owner may
for any reason, whether at his own initiative or in response to a
clarification requested by a prospective bidder, modify the Bidding
document by amendment(s).
6.02 The amendment will be issued in e-procurement portal and such
amendment will be binding on them.
6.03 In order to afford prospective bidders reasonable time to take the
amendment into account in preparing their bids, owner may at his
discretion extend the deadline for submission of the Bids.
6.04 In the event of information furnished by the bidder found to be false at
any stage of tendering, HESCOM at its discretion may take action
against such bidders and may forfeit the bid EMD/security and
disqualify the offer of such bidder and black list the firm. In the event
of information furnished by bidder is found to be false during the
execution stage then HESCOM is at its liberty to cancel the works
awarded other than forfeiting the performance guarantee executed
against the contract and may blacklist the firm and recover losses and
levy liquidated damages.

Instructions to Bidders Page 2 of 10

07.00 LANGUAGE OF BID :
The Bid prepared by the Bidder and all correspondences & documents
relating to the bid, exchanged by the Bidder & the owner shall be
written in English language. If the bidder furnishes any document
other than English, Hindi or Kannada then such document shall be
translated to English duly certified by Notary.
08.00 EARNEST MONEY DEPOSIT (BID GUARANTEE) :
8.01 The total amount of EMD : Refer e-portal.
8.02 The Earnest money shall be paid within the due date. The mode of payment
of EMD through any of the four e-payment modes mentioned in the e-
Procurement Portal. For payment of EMD through e-procurement, please
refer clause III of general terms and conditions (Invitation of Bids).

8.03 Tenders without accompanying the EMD will be rejected. No

correspondence will be entertained in this regard. EMD is payable
irrespective of any other permanent or other EMD already paid by the
Bidder for any other purpose. Postal Orders or Cheques will not be
accepted. Any request for adjustment of amount due from HESCOM
towards the EMD will not be entertained.

8.04 The Earnest Money so deposited will be liable for forfeiture, if the
successful Bidder fails to deposit the security deposit and fails to
execute the Contract Agreement within the stipulated period which
will be specified in this office LOI
8.05 EMD so deposited will be liable for forfeiture: a) If a Bidder withdraws /
modifies its bid during the period of bid validity specified by the Bidder on
the Bid Form; b) In case of a successful Bidder, if the Bidder fails to sign
the Contract; c) If the bidder does not accept the arithmetical correction
of its Bid Price.

8.06 The EMD shall be refunded to all the bidders including successful
Bidders after the successful Bidder executes the contract
agreement/submission of Security deposit within the prescribed time
or if enquiry is dropped.
8.07 No interest or any other cost will be payable by HESCOM on the EMD.

8.08 Micro & Small enterprises registered with NSIC under a single point vendor
registration scheme are facilitated by providing tender sets at free of cost
and exemption from payment of EMD (To get EMD exemption, the Bidder
has to up load NSIC certificate in e procurement portal at the EMD
verification column without fail OR otherwise the bid will be rejected)
(Note : Please Refer Amendment to KTPP Rules vide GOK Ltr.No-FD 130 Exp-

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 12/2015 Bangalore Dated-08-09-2015 and Karnataka Gazette Notification Dated:
03-03-2016 with latest amendments)

09.00 DOCUMENTS COMPRISING THE BID :

a) Discounts, if any shall be indicated separately.
b) Conditional discounts are not acceptable.
9.01 The bidder shall submit bid sheets inclusive of price schedules.
Technical data requirements etc., furnished in the bidding documents,
indicating the equipments to be supplied and services to be rendered,
quantity and prices and upload in e- procurement portal .
9.02 The bidder shall upload documentary evidences in e- procurement
portal to establish that the bidder meets the qualifying requirements in
accordance with clause mentioned in bid document and special
conditions of contract if any.
9.03 SSI/MOA Certificate shall be uploaded with Techno commercial Bid, if
applicable.
10.00 INFORMATION REQUIRED WITH THE PROPOSAL :
10.01 Oral statements made by the Bidder at any time regarding quality or
arrangements of the equipment or any other matter will not be
considered.
10.02 Standard catalogue pages and other documents may be used by the
Bidder in the bid to provide additional information and data as deemed
necessary by the Bidder.
10.03 As regards the provision of the Bidding documents other than those
listed in the Bid document, in case the ‘Proposed information
contradicts the Specification requirements’, specifications requirements
shall govern, unless otherwise brought out clearly by the bidder
through queries/ additional documents.
10.04 No deviation whatsoever, in the following conditions of the Bidding
documents is permitted.
1. Validity of offer
2. EMD
3. Performance security
4. Payment terms
5. Guarantee
6. Liquidated damages, Penalty for delay
10.05 Bidders are advised that while making Bid proposals and quoting prices
these conditions may appropriately be taken into consideration. Bids
with deviations on the above will be disqualified.
11.00 BID FORM :

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 The Bidder shall complete the Bid Form, Price Schedule furnished in
the Bidding Documents. The Schedules shall be properly filled in, duly
indicating the Unit Rates & Total Amount for the goods offered by the
Bidder.
12.00 BID PRICE :
12.12 The Bidder shall indicate in the Price Schedule the Unit Rates for each
item as per the scope of work and shall quote for all the items.

12.13 The Bidders shall quote FIRM prices

12.14 Any alteration in the rates etc., will not be allowed on any ground, such as
mistake, misunderstanding etc., after the Bid has been submitted.
12.15 The Bidder shall quote the rates only in Indian Rupees including the
following:
a) Cost of the equipment/material.
b) Minimum of 18 Months comprehensive replacement on site warranty.
This period will start from the date of acceptance by the HESCOM
in writing.
c) Transportation and forwarding charges to the designated store.
d) Insurance to cover equipment/material to cover up to installation of
equipment/material at the HESCOM site and handing it over to the
HESCOM.
e) All taxes, and levies as applicable and split up details shall be
uploaded.
f) Vendors have to make their own arrangements for obtaining road
permits wherever needed.
g) Any alteration in the rates etc., will not be allowed on any ground,
such as mistake, misunderstanding etc., after the Bid has been
submitted.
.

13.00 FORMAT OF BIDS :

13.01 The Bidder shall upload all the documentary evidences in e-
procurement portal website.
13.02 A copy of power of Attorney from the Bidder authorizing the
Person to sign shall accompany the Bid.
13.03 The Bid must contain the name, designation and places of business of the
person or persons making the Bid. The name(s) of person(s) signing should
also be typed or printed below the signature(s).

14.00 SUBMISSION OF BIDS :

14.01 The Bid shall be submitted in electronic form only.
14.02 Any Bid received after the dead line prescribed for submission of
Bids will be rejected.

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 14.03 Further no modification or withdrawal of Bid shall be allowed after the
dead line. The Superintending Engineer Ele., Tendering & Procurement,
HESCOM will open the Bids on the date & time noted in “Notification
Inviting Bids” at the office of the Superintending Engineer Ele.,
Tendering & Procurement, Corporate Office, Navnagar, HEACOM., Hubli-
580 025.

15.00 PERIOD OF VALIDITY OF BIDS :

15.01 Bids shall be kept valid for acceptance for a period of 180 days
from the date of opening of Bids excluding the date of Bid opening.
A Bid valid for a shorter period shall be rejected by the HESCOM as
non-responsive.
15.02 In exceptional circumstances, the HESCOM may solicit the Bidder’s
consent to an extension of the period of the validity. The request and the
response there to shall be made in writing. A Bidder may refuse the
request, but while granting the request for extension of validity the
Bidder will not be permitted to modify his Bid.
16.00 OPENING OF THE BIDS & PRELIMINARY EXAMINATION:
16.01 Executive Engineer Ele., (T&P), HESCOM will open the Bids on the
specified date & time.
16.02 Executive Engineer Ele., (T&P), HESCOM will examine the Bids to
determine whether they are complete, whether the Bidder satisfies the
eligibility criteria, whether required sureties have been furnished,
whether the documents have been properly signed and whether the Bids
are generally in order.
17.00 EVALUATION OF THE TENDERS:
17.01 THE TECHNO-COMMERCIAL EVALUATION:
For purpose of these clauses, a substantially responsive Bid is one which
conforms basically to all the terms and conditions of the Bidding
Documents without material deviation & confirming to technical
specifications.

17.02 The Techno-commercial Bids will be evaluated generally on the

following points but not restricted to the same.
a) Payment of the EMD.
b) Qualifying Requirements.
c) Completeness of the offer to carryout all the works as per
requirement.
d) Technical requirements as per specifications, & confirming to all
terms and conditions, without any deviations.
e) Completion period.
f) Acceptance for payment terms & confirming to all terms and other
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 commercial conditions etc., as specified in the terms and conditions of
the Bid.

18.00 OPENING OF THE PRICE BIDS & PRELIMINARY PRICE

EVALUATION :

18.01 The price Bids of all the “Techno-Commercial" responsive Bids will be
opened on the prescribed date or after completion of tender scrutiny
Committee/Tender accepting Committee meeting.

18.02 The Rates in the Schedule of Prices (All the Schedules) shall be entered
in Figures also.
[[

18.03 Conditional tenders and tenders with alterations in the schedule of

quantities or description of items are liable to be rejected at the
discretion of the accepting authority.
19.00 EVALUATION OF THE PRICE BID :
19.01 The Executive Engineer Ele., (T&P), HESCOM will evaluate and compare
the Bids after determination of the substantial responsiveness of the
Bids. Such price shall include all the costs including taxes and also any
discounts offered by the bidder and the order will be placed on lowest
bidder. The bidder shall quote clearly for the materials mentioned in
the price schedule.

19.02 Prices shall be quoted in e-procurement portal for the entire

tendered quantity and financial evaluation will be made based on
the total price quoted for the entire quantity including all applicable
taxes. However, the split up figures i.e Ex works price, F&I charges
GST and any applicable taxes etc., shall be clearly spelt out at the
space provided in remarks column of e-procurement portal. Failing
which Ex-Works price will be arrived at, taking into consideration of
applicable GST and F&I as Nil OR it is the discretion power of
HESCOM to reject the bid.

20.00 DEVIATION IN TERMS OF PAYMENT :

No deviation in the clauses of the terms of the payment shall be accepted.
Bids offered with different terms of payment are liable for rejection.
21.00 DISCOUNTS / REBATES :
Discounts/Rebates offered on whatever account shall be clearly indicated
for the specific purpose/quantities/items for which the same is intended.
Otherwise the Discount/Rebate offered will not be considered for
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 evaluation purposes.
22.00 CONTACTING THE OWNER :
Bids shall be deemed to be under consideration immediately after they
are opened and until such time official intimation of award/rejection is
made by owner to the Bidders. While the bids are under consideration,
Bidders and/or their representatives or other interested parties are
advised to refrain from contacting by any means, owner and/or his
employees/representatives on matters related to the bids under
consideration. Owner, if necessary, will obtain clarifications on the bids
by requesting for such information from any or all the Bidders through e-
mode as may be necessary. Bidders will not be permitted to change the
substance of the bids after the bids have been opened.
23.00 NEGOTIATIONS :
It is absolutely essential for the bidders to quote the lowest price at the
time of making the offer in their own interest, as HESCOM will not enter
into any price negotiations, except with the lowest quoting bidder, whose
offer is found to be fully technically compliant.
24.00 AWARD CRITERIA :
Superintending Engineer(Ele) Tendering & Procurement will place the
order on the successful Bidder whose bid has been determined to be
substantially responsive and has been determined as the lowest
evaluated bid, provided further that the Bidder is determined to be
qualified to perform the Contract satisfactorily. Owner shall be the sole
judge in this regard.
.
25.00 RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS:
Owner reserves the right to accept or reject any bid and to annul the
bidding process and reject all bids at any time prior to award of Contract,
without thereby incurring any liability to the affected Bidder or Bidders
or any obligation to inform the affected Bidder or Bidders of the grounds
for owner’s action.
26.00 NOTIFICATION OF AWARD :
Prior to the expiration of the period of bid validity and extended validity
period, if any, owner will notify the successful Bidder in writing by
registered letter or fax, to be confirmed in writing by registered letter that
its bid has been accepted.
27.00 ISSUE OF PURCHASE ORDER :
27.01 Purchase orders will be issued by Superintending Engineer(Ele) Tendering
& Procurement Corporate Office HESCOM, Hubli .
27.02 Whatever may be the conditions of sale specified or indicated in the
quotations, it is only the conditions indicated in the Purchase Order and
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 technical specifications will be binding upon HESCOM. On receipt of the
Purchase Order if any successful bidder finds his inability to accept any of
the terms/conditions, he shall raise the issue specifically and immediately
get the matter clarified.

28.00 TERMINATION FOR DEFAULT :

HESCOM may without prejudice to any other remedy for breach of
Contract by 14 days written notice of default sent to the Supplier,
terminate the Contract in whole or in part.
a) If the Supplier fails to deliver any or all of the goods/items within
the time period(s) specified in the Contract or any extension thereof
granted by HESCOM.
b) If the Supplier fails to perform any other obligation(s) under the
Contract.
29.00 LOCATION OF SUPPLY:
This Tender is being floated by the corporate Office of HESCOM. The
materials/equipments being procured through this Tender shall be
supplied by the Firms at various locations of the HESCOM furnished
along with the Purchase Order/Dispatch Instruction. HESCOM
reserves the right to make changes in the locations list given to the
contractor.
30.00 TERMINATION OF CONTRACT:
In case the supplier fails to supply the materials/equipment within the
contracted period of delivery or in case the materials/equipment supplied
are found not in accordance with prescribed specifications and/or
approved sample or in case the supplier has supplied any part
consignment and failed to supply the balance within the contracted
delivery period or if found to have furnished misleading or false
representations in statements and attachments submitted as proof of the
qualifying requirement at a later date or in case the supplied material
selected at random fails to pass the required tests conducted by
HESCOM Engineers/ RITES Ltd., the Company shall exercise its
discretionary powers on any or all the following:
a. To recover from the supplier, as agreed, liquidated damages or by way
of penalty, the amount as per penalty clause above.
b. To purchase elsewhere, after giving due notice to the Supplier on
account and at the risk of the Supplier such materials not so
delivered or others of a similar description without canceling the
contract. In respect of the consignment not yet due for delivery, the

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 Supplier shall not be entitled to any saving on such purchase made
against default.
c. To cancel the purchase order.
d. To forfeit the EMD amount.
e. To forfeit the security deposit if it has been furnished and in case of
permanent Security Deposit to forfeit the amount equivalent to the
Security Deposit in the particular purchase order from out of the
permanent Security Deposit.
f. To recover the testing charges.
g. To black list or not to consider future offers for a specified period.
h. The decision of the company shall be final as regards the acceptability
or otherwise of materials/equipment supplied.
Sd/-
Superintending Engineer Ele.,
Tendering & procurement
HESCOM. Hubballi.

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