Maintenance of furniture provided in ATS units and offices of ATM directorate of Kolkata during year 2024-2025

INSTRUCTIONS TO THE BIDDERS

 

    1.      GENERAL INSTRUCTIONS

 

Office of the General manager (ATM), Airport Authority of India, NSCBI Airport, Kolkata-700052, hereinafter referred to as the ‘Client’ invites e-bids (ONLINE BIDS) UNDER TWO BID SYSTEM (TECHNICAL AND FINANCIAL) through Government e-Marketplace (GeM) from agencies authorized to provide maintenance services of furniture at NSCBI Airport Kolkata- 700052 by GODREJ & BOYCE MFG.CO.LTD. All the furniture which require repair and maintenance work are of GODREJ & BOYCE MFG.CO.LTD made.

 

While all efforts have been made to avoid errors in the drafting of the bid document, the Bidder is advised to check the same carefully. No claim on account of any errors detected in the bid documents shall be entertained. If any error is observed in this document, bidders may seek clarification in GeM portal and the same will be corrected/removed/included by the bid manager in the form of Corrigendum which will form the part of this bid document.

 

The Bidder should download the Bid document (Scope of Work, General Conditions of       Contract and Special Conditions of Contract) through GeM Portal and upload it again at the time of submission of the bid with signature and stamp as in token of the Bidder having acquainted himself/themselves and accepted the entire Bid document (Scope of Work, General Conditions of  Contract and Special condition of Contract) including various terms and conditions of contract on ‘Additional Doc 3’ page along other documents in GeM portal.

 

The bidder shall attach the copy of the authorization letter / power of Attorney as proof of authorization for signing on behalf of the Bidder on ‘Additional Doc 4’ page along other documents in GeM portal.  

 

All Bidders are hereby explicitly informed that conditional offers or offers with deviations from the conditions of Contract, the bids not meeting the minimum eligibility criteria, Technical Bids, or any other requirements, stipulated in the bid documents are liable to be rejected.

 

For all purposes of the contract including arbitration thereunder, the address of the bidder mentioned as in GST Registration Certificate shall be final. The bidder shall be solely responsible for the consequences of any omission or error to notify change of address in the aforesaid manner.

 

The proprietor or one of the partners/directors/employees shall visit the work site to obtain the briefing about the work from the bid manager of this bid.  To visit the site of work, bidders should send an email to the bid manager to email ID binit@aai.aero or atmdbm.kol@aai.aero. Email should have following information;

Name of the person proposed to visit the work site.
Relation of the person proposed to visit the work site with the organization willing to participate in this bid.
Copy of the proof of point no. (ii) above.
Age of the person proposed to visit the work site.
Copy of photo ID.
Proposed day of visit.
Contact number of the person proposed to visit the bid manager.

On the basis of email, the bid manager will arrange the visit of such person on any Airports Authority of India working day between 12pm to 3pm.

 

       

MINIMUM ELIGIBILITY CRITERIA

 

 The following shall be the minimum eligibility criteria for selection of bidders technically.

 

The bidder should have valid authorization letter from GODREJ & BOYCE MFG.CO.LTD to provide maintenance services at NSCBI Airport, Kolkata-700052.
The bidder should have valid Permanent Account Number (PAN), GSTIN (Valid GST Registration No.).
The bidder should be regular income tax and GST payer.
The bidder should have visited the site of work, that is, ATS complex, NSCBI Airport, Kolkata 700052 and has obtained the briefing about the work from the bid manager of this bid.

 

2.1 Following documents supporting the Minimum Eligibility Criteria shall be uploaded in GeM portal.

 

In proof of having fully adhered to minimum eligibility criteria at 2(a),  self-attested copy of authorization letter from GODREJ & BOYCE MFG.CO.LTD to provide maintenance services at NSCBI Airport, Kolkata-700052 shall be uploaded  on ‘Certificate’ link in GeM portal.
In proof of having fully adhered to minimum eligibility criteria at 2(b) self-attested copy of PAN, GST Registration, and undertaking as per Annexure -10 shall be uploaded on ‘Additional Doc 1’ link in GeM portal.
In proof of having fully adhered to minimum eligibility criteria at 2(d), self- attested copy GST Tax Return for the last three months shall be uploaded at ‘Additional Doc 2’ link in the GeM portal.

 

Other documents as per Clause 1.3, 1.4 and 6 of Annexure-2 shall Uploaded at ‘Additional Doc 3’ link in GeM portal.

 

 

 

EARNEST MONEY DEPOSIT                 

 

The Earnest Money Deposit is not required as the estimate of work is less than the amount of Rupees Five lakhs (Rs 5,00,000/-) as per GeM policy.

 

 

4.       VALIDITY OF BIDS

 

4.1     Bids shall remain valid and open for acceptance for a period of 90 days from the

           last date of submission of Bids.

 

 

                 5.      PREPARATION AND SUBMISSION OF E-BIDS IN GeM PORTAL

 

5.1       The bid document, along with terms and conditions, has been uploaded on GeM Portal. The bidders can log on to the website and see the bid document.  The Bidders shall be required to submit Technical and Financial Bids through GeM Portal electronically using valid GeM ID. More information useful for submitting online bids on the GeM Portal may be obtained.

 

5.2       The bidders who are desirous of participating in e-procurement shall submit their Bids in two bid system i.e. Technical Bids and Financial Bids through GeM Portal.

 

5.3       The bidders should upload the scanned copies of all relevant certificates, documents etc.

as per the requirements contained in Clause 6 of Annexure 2 of the Bid Document in support of their Technical bids.  The bidder should sign on all statements, documents etc. uploaded by him, owning responsibility for their correctness/authenticity. 

 

5.4     The Bidder should upload the financial bids as per the instructions contained in the Bid Document on GeM Portal.

 

5.5       Bidders are suggested to upload only the relevant documents at the mentioned links/locations. The bids shall be summarily rejected, if the irrelevant documents are uploaded or the relevant documents are not found at the mentioned links/locations in the GeM portal. 

 

5.6     The important dates are mentioned in GeM Bid document.

 
6.      TECHNICAL BID

 

      6.1  The Bidder shall be required to follow the procedure as specified above and submit the        Technical Bid online through GeM Portal. The following documents shall comprise Technical Bid:-

 

Annexure-1: The Bidder shall be required to print ‘Integrity Pact‘ as per Annexure-1 on entity's letterhead, sign, scan and upload at ‘Additional Doc 4’ link in GeM portal along with other documents.
Annexure-7: The Bidder shall be required to submit an undertaking on as per Annexure-7 to the effect of acceptance of the terms and conditions of the Bid Document.  The Bidder shall ensure that copy of the undertaking is scanned and uploaded at ‘Additional Doc 4’ link in GeM portal along with other documents.  
Annexure 8: The Bidder shall be required to submit an undertaking  as per Annexure-8 to the effect that none of the relatives of the Bidder are employees of Client and that the bidder has not been convicted of an offence under the Prevention of Corruption Act, 1988 and the bidder has not been convicted under the Indian Penal Code or any other law for the time being in force, for causing any loss of life or property or causing a threat to public health as part of execution of a public procurement contract.  The Bidder shall ensure that copy of the undertaking is scanned and uploaded at ‘Additional Doc 4’ link in GeM portal along with other documents.  
Annexure-9: The Bidder shall be required to submit an undertaking as per Annexure-9 to the effect that they will comply with all the statutory obligations.    The Bidder shall ensure that copy of the undertaking is scanned and uploaded at ‘Additional Doc 4’ link in GeM portal along with other documents.
Annexure 6: Technical Bid Form: The Bidder shall be required to sign, scan and upload the Technical Bid Form as per Annexure 6 at ‘Additional Doc 4’ link in GeM portal along with other documents.
Annexure-10: The Bidder shall be required to submit an undertaking as per Annexure-10 to the effect that they have visited the work site and obtained briefing regarding the work and bidding process from bid manager or person authorised by him. The Bidder shall ensure that copy of the undertaking is scanned and uploaded at ‘Additional Doc 1’ link in GeM portal along with other documents.
Annexure-11: The Bidder shall be required to submit the ‘details of furniture with tag number, the spares to be used and the work to be done’ and upload it again at ‘Additional Doc 4’ link in GeM portal along with other documents at the time of submission of the bid with signature and stamp as in token of the Bidder having acquainted himself/themselves.
Documents in support of Minimum Eligibility Criteria: The Bidder shall be required to upload each of the document online through GeM Portal as mentioned in Clause 2.1 of Annexure-2 of the Bid Document in support of their fulfilment of minimum eligibility criteria.

 

Documents in ‘Additional Doc 1’ and ‘Certificate’ link will be checked for duly filled Annexure 10 and Authorization letter by GODREJ & BOYCE MFG.CO.LTD. to provide maintenance services at NSCBI Airport, Kolkata-700052. If duly filled Annexure 10 and Authorization letter by GODREJ & BOYCE MFG.CO.LTD. to provide maintenance services at NSCBI Airport, Kolkata-700052 is found invalid or this document is not found in ‘Additional Doc 1’and ‘Certificate’ link, then the bid will be rejected and no other documents will be checked. No clarifications will be sought in this regard.

 

6.3      The Bidders who have provided or have been providing services to Airports Authority of India at ATS Complex NSCBI Airport in last 5 years and incident for non-compliance have been raised against them by Airports Authority of India, their bids will be rejected and their bids will not be considered for Financial Evaluation. 

 

 

 FINANCIAL BID

 

The consolidated price will be taken into consideration while awarding of contract to the successful bidder.
The estimated cost of spare parts is Rs 2,38,081.52 including GST (Rupees Two Lakhs Thirty Eight Thousand Eighty One Paisa Fifty Two including GST) which will be reimbursed to the bidder. Over the cost of spares, the bidders shall quote the lumpsum amount including GST (or as the provisions of GeM portal) for repair and maintenance work which shall include cleaning of furniture and labour charges for fitting, transportation charges and any other consumable charges.
At the time of payment of bills, the income tax and any other tax / duty etc. that is required to be deducted, shall be deducted at source as per Government rules and guidelines as may be prevailing at the time of payment.

 

CLARIFICATION ON TECHNICAL BID EVALUATION

 

The technical bids shall be evaluated based on the available documents submitted by the bidder. To assist in the examination, evaluation, and comparison of the bids, and qualification of the bidders, the Client may, at its discretion, ask any bidder for a clarification of its bid. Any clarification submitted by a bidder that is not in response to a request by the Client shall not be considered. The Client’s request for clarification and the response shall be in GeM portal. 

 

If a bidder does not provide clarifications of its bid by the date and time set in the Client’s request for clarification, its bid may be rejected.

 

Client also reserves right to seek confirmation/clarification from the issuer agency, on the supporting documents submitted by the bidder as per clause 2.1.

 

Documents in ‘Additional Doc 1’ and ‘Certificate’ link will be checked for duly filled Annexure 10 and Authorization letter by GODREJ & BOYCE MFG.CO.LTD. to provide maintenance services at NSCBI Airport, Kolkata-700052. If duly filled Annexure 10 and Authorization letter by GODREJ & BOYCE MFG.CO.LTD. to provide maintenance services at NSCBI Airport, Kolkata-700052 is found invalid or this document is not found in ‘Additional Doc 1’and ‘Certificate’ link, then the bid will be rejected and no other documents will be checked. No clarifications will be sought in this regard.

 

 

 

9.       TECHNICAL BID EVALUATION

 

9.1         The Client shall follow segregated bid evaluation system where the technical bid and financial bid shall be evaluated separately.

 

9.2         During technical evaluation, Annexure-10 and ‘Certificate’ link will be checked for duly filled Annexure 10 and Authorization letter by GODREJ & BOYCE MFG.CO.LTD. to provide maintenance services at NSCBI Airport, Kolkata-700052. If duly filled Annexure 10 and Authorization letter by GODREJ & BOYCE MFG.CO.LTD. to provide maintenance services at NSCBI Airport, Kolkata-700052 is found invalid or this document is not found in ‘Additional Doc 1’and ‘Certificate’ link, then the bid will be rejected and no other documents will be checked. No clarifications will be sought in this regard and his/her bid will be rejected and documents uploaded at other links in GeM portal will not be entertained.

 

    9.3      The further technical bid evaluation shall be done based on the following criteria:

 

That the Bidder has signed, scanned and uploaded copy of the ‘Integrity Pact’ as per Annexure-1 in the prescribed format in GeM Portal.

 

That the Bidder has signed, scanned and uploaded the Technical Bid Form as per Annexure-6 in the prescribed format in GeM Portal.

 

That the Bidder has scanned and uploaded a copy of undertaking as per Annexure -7 in the prescribed format in GeM Portal.

 

That the Bidder has scanned and uploaded a copy undertaking as per Annexure- 8 in the prescribed format in GeM Portal.

 

That the Bidder has scanned and uploaded a copy undertaking as per Annexure- 9 in the prescribed format in GeM Portal.

 

That the Bidder has signed, scanned and uploaded the ‘details of furniture with tag number, the spares to be used and the work to be done’ as per Annexure-11 in the prescribed format in GeM Portal.

 

That the Bidder meets the minimum eligibility criteria as per Clause 2.1 of Annexure 2 and has uploaded copies of all documents required in support of minimum eligibility criteria as per clauses 1.3,1.4 and 2.1 of Annexure-2.

A substantially responsive bid shall be one that meets the requirements of the bidding document in totality.  The technical bid not meeting the minimum eligibility criteria as per the bid document, shall be rejected.  

 

The Bidders who have provided or have been providing services to Airports Authority of India at ATS Complex NSCBI Airport in last 5 years and incident for non-compliance have been raised against them by Airports Authority of India, their bids will be rejected and their bids will not be considered for Financial Evaluation.

 

The Financial bids of only those bidders who qualifies in the technical evaluation stage shall be further processed.

          

10.      FINANCIAL BID OPENING PROCEDURE 

 

10.1     The Financial Bids of all the technically qualified Bidders, whose bids are accepted in conformity with the required specifications shall be opened on the appointed date and time.  

 

10.2      Mere becoming the lowest bidder, prior to financial bid scrutiny will not give any right to the Lowest bidder to claim that he is successful in the bidding process.

 

10.3    If the consolidated price of more than one bidder are same and lowest, the successful bidder will be decided as per GeM policy.

 

 

 

 

RIGHT OF ACCEPTANCE:                

 

The Office of the General Manager (ATM), Airports Authority of India, NSCBI Airport Kolkata-700052, reserves all rights to reject any bid including of those bidders who fail to comply with the instructions without assigning any reason whatsoever and does not bind itself to accept the lowest or any specific bids. The decision of the Competent Authority of Airports Authority of India in this regard shall be final and binding.

 

Any failure on the part of the bidder to observe the prescribed procedure and any attempt to canvass for the work shall render the bidder‘s bids liable for rejection.

 

The competent authority of Airports Authority of India reserves the right to award any or part or full contract to any successful agency(ies) at its discretion and this will be binding on the bidders.

 

In case of failure to comply with the provisions of the terms and conditions of the contract by the agency(ies) that has/have been awarded the contract, the competent authority of Airports Authority of India reserves the right to award the contract to the next higher bidder or any other outside agency and the difference of price shall be recovered from the defaulter agency who has been awarded the initial contract and this will be binding on the bidders.  

 

The office of the General Manager (ATM), Airports Authority of India, NSCBI Airport Kolkata-700052 may terminate the Contract if it is found that the Contractor is black listed/debarred on previous occasions by any of the Government Departments / Institutions / Local Bodies / Municipalities / Public Sector Undertaking etc. 

          

12.     NOTIFICATION OF AWARD  

 

              After determining the successful Lowest Bidder, Client shall issue Acceptance (LoA) through GeM portal. Successful bidder will have to visit O/o Deputy General Manager (ATM), Kolkata within one month of the issuance of acceptance to arrange to start the work. The successful bidder shall also complete the work within fifteen days from the start of work.