INSTITUTE OF HOTEL MANAGEMENT CATERING TECHNOLOGY& …

INSTITUTE OF HOTEL MANAGEMENT CATERING TECHNOLOGY& APPLIED NUTRITION, BATHINDA

Industrial Growth Center, Mansa Road, Bathinda – 151001 Punjab Phone No. 0164 – 2430454, 2430654

of 13 Authorized Signatory : ________________________ Date: _______

Name & Designation with seal of the Tenderer : ________________________Place: _______

Dispatch No. IHM/BTI/2020-21/922 Dated: 21-01-2021

Tender Notice

Sealed tender (Two Bid System- Technical and Financial) at Annual Rate Contract for the supply of “Non-Vegetarian (Mutton, Chicken, Fish, Eggs) Items” from registered Vendors/ Supplier/ Sole Proprietor, etc. are invited by the undersigned on or before 11-02-2021 before 05:00 pm. The tender will be opened in the office of the Principal IHM Bathinda on 12-02-2021 at 10:00 am ( technical), 12:00 pm (financial). Detailed tender document can be obtained from the institute latest by 10-02-2021 up to 4.00 pm by paying a fee of Rs. 200/- or can be downloaded from institute website www.ihmbti.com Downloaded tender document form should be submitted along with fee of Rs. 200/- towards tender document.

Annual Rate Contract Estimated Tender Value Earnest Money Deposit

Annual Rate Contract for the supply of “Non-Vegetarian (Mutton, Chicken, Fish, Eggs) Items”

Rs.2,00,000/- (Rupees Two Lakhs) annually.

Rs.4,000/- (Rupees Four Thousand)

Further information about the tender document, Terms and Conditions, opening of tender, etc. are available at the Institute website www. ihmbti.com. The Principal of the Institute reserves the right to accept / reject any or all bids in part or all without assigning any reason thereon. Note: Corrigendum / Addendum / Amendments / Clarification, etc. with respect to the above, if any, shall be posted in Institute website as above. Bidders are advised to visit the Institute website regularly. No separate advertisement shall be published in the Newspaper in this regard.

Sd/- Principal/Secretary





Tender Form For

Annual Rate Contract for the supply of

“Non-Vegetarian (Mutton, Chicken, Fish, Eggs) Items”

An amount of Rs. Vide Cash / D.D. No.

Dated Drawn on

Receipt No. Dated

Tender document of pages issued to

Accounts Department





INDEX

Sr. No.

Description Page No.

1. Notice Inviting Tender 04

2. List of Important Dates 04

3. Terms & Conditions 05 - 09

4. Technical Bid Performa (Bidder’s Details & Pre Qualification Criteria / minimum eligibility criteria) (Annexure “A")

10 -12

5. Financial bid document (Annexure “B”) 13





Tender Notice

Sealed tender (Two Bid System- Technical and Financial) at Annual Rate Contract for the supply of “Non-Vegetarian (Mutton, Chicken, Fish, Eggs) Items” from registered Vendors/ Supplier/ Sole Proprietor, etc. are invited by the undersigned on or before before 10-02-2021 upto 04:00 pm. The tender will be opened in the office of the Principal IHM Bathinda on 12-02-2021 at 10:00 am (technical), 12:00 pm (financial). Detailed tender document can be obtained from the institute latest by 10-02-2021 up to 04.00 pm by paying a fee of Rs. 200/- or can be downloaded from institute website www.ihmbti.com Downloaded tender document form should be submitted along with fee of Rs. 200/- towards tender document.

Annual Rate Contract Estimated Tender Value Earnest Money Deposit

Annual Rate Contract for the supply of “Non-Vegetarian (Mutton, Chicken, Fish, Eggs) Items”

Rs. 2,00,000/- (Rupees Two Lakhs) annually.

Rs.4,000/- (Rupees Four Thousand)

Further information about the tender document, Terms and Conditions, opening of tender, etc. are available at the Institute website www. Ihmbti.com. The Principal of the Institute reserves the right to accept / reject any or all bids in part or all without assigning any reason thereon. Note: Corrigendum / Addendum / Amendments / Clarification, etc. with respect to the above, if any, shall be posted in Institute website as above. Bidders are advised to visit the Institute website regularly. No separate advertisement shall be published in the Newspaper in this regard.

Sd/- Principal/Secretary

Name of Tender:- Annual Rate Contract for the supply of “Non-Vegetarian (Mutton,

Chicken, Fish, Eggs) Items”.

Estimated Value:- Rupees Two Lakhs Only

List of important Dates:-

1 Starting date & time sale of tender documents From 21-01-2021 at 10:00 am

2 Last date of sale of tender documents 10-02-2021 upto 04:00 pm

3 Pre Bid meeting 08-02-2021 at 11:00 am

4 Last date of receipt of sealed tender documents 11-02-2021 upto 05:00 pm

5 Date & time for opening of Technical Bid 12-02-2021 at 10:00 am

6 Date & time for opening of financial bids (in Presence of intending qualified bidders)

12-02-2021 at 12:00 pm





Terms and Conditions of the Tender Sealed tenders are invited in the prescribed application form for Annual Rate Contract for the supply of “Non-Vegetarian (Mutton, Chicken, Fish, Eggs) Items”, at the above address for the period from 22-02-2021 to 31-03-2022 for the purpose of Training. 1. Issue of Tender application is from 21-01-2021 to 10-02-2021 (10.00 am). Tender Form Fee is

not refundable. 2. Last date for receipt of filled-in tender forms is 11-02-2021 (05:00 pm). Sealed tenders

documents should be deposited in the Tender Box in the Office of IHM Bathinda, as per the prescribed time line. No separate acknowledgement will be made.

3. Opening of tenders is on 12-02-2021 at 10:00 am (technical) and 12:00 (financial) in the presence of parties / representatives / signatory of suppliers who wish to be present.

4. The Earnest Money Deposit (EMD) of Rs.4000 is to be deposited by the tenderer by Demand Draft , in favour of “Institute of Hotel Management Bathinda”, payable at Bathinda, in a separate envelope marked as EMD along with technical bid. The EMD of requisite amount can also be paid thorough NEFT/RTGS in the given Bank Account. Account Holder Name :- Institute of Hotel Management, Bathinda Bank Name :- IDBI Bank Account No. :- 352104000009744 IFSC code :- IBKL0000352

The EMD as well as performance security paid/transferred through NEFT/RTGS must be followed by email confirmation to the email ID: [email protected].

5. EMD of unsuccessful Tenderers will be refunded after finalizing the agreement with the successful tenderer. EMD will not carry any interest. Tenders submitted without EMD, mentioned above, will be liable for rejection without providing any opportunity to the tenderer concerned. The exemption of cost of tender document/earnest money etc. to Govt. agencies/Govt approved agencies will be allowed / applicable as per Govt. rules. Such parties must provide a copy of exemption certificate / proof for claiming exemption, along with the Technical Bid.

6. The Tenderer should have been at least previous three years in same business/trade. The Tenderer of Supply of Non Vegetarian items i.e Mutton, Chicken, Fish & Eggs only, must quote GST Number, if any, along with the PAN Number. The premises of Supplier are subject to verification and satisfaction of the IHM. Details of experience, other contracts in hand, (If any) may be furnished.

7. Sealed tenders are needed to be submitted by tenderers under “Two-Bid” system: Technical Bid and Financial Bid for the supply of Non Vegetarian items i.e Mutton, Chicken, Fish & Eggs only.

a. “Envelope 1”- containing Technical Bid : EMD Cover, Terms & conditions Annexure – “A” containing Technical Bid, Pre Qualification Criteria documents.

b. “Envelope 2”- containing Financial bid details- Annexure – “B”. Both the sealed envelopes be then enclosed in one composite sealed envelope super scribed as “Tender for supply of Non Veg. Items i.e Mutton, Chicken, Fish & Eggs” and addressed in favour of :- The Principal Institute of Hotel Management Catering & Nutrition Industrial Growth Center , Mansa Road Bathinda. 151001





8. Sealed Tenders documents should then be placed / deposited in the Tender Box in the Office of IHM, Bathinda up to 05:00 pm on or before 11-02-2021. Tenders must reach the Institute will within the stipulated time. The Institute will not be responsible for any postal delay, if any. There should be no overwriting, cutting if any, should be attested by the tenderer. Tenderer which qualifies the Technical Bid will only be considered for opening of Financial Bid, rest the Financial Bid will be rejected.

9. No tender will be accepted unless it is properly sealed. Tenders must be brought duly sealed to the Institute's office and delivered as directed.

10. The tender will be allotted to lowest bidder item wise as per schedule list. If Tenderer quotes multiple rates of single item, the lowest will be considered.

11. Conditional Tenders are liable for rejection. 12. The rates/price quoted would be normally for a period of 22-02-2021 to 31-03-2022. 13. Though the tender contract will normally be operative for the period as mentioned in the

tender awarding letter. On mutual agreement, the supply contract may be considered for extension of further period as per further intimation on the same rates & conditions if institute is satisfied with the quality of food materials supplied by the contactor during the contract period as well as his overall performance.

14. The material will be supplied F.O.R institute premises & the rates will be inclusive of all charges of transportation, packing and all types of taxes.

15. While quoting rates, the parties must quote for the given unit/s. However, if there is any change in the units of any article this must be mentioned while quoting the rates. If any article is not available or the Tenderer does not want to quote for it, clear remarks to this effect must be made against such articles. No rates column should be left blank. In case the tenderer is still successful in getting the contract on the basis of his being the lowest, he would be paid lowest rates quoted by other tenderers for those items not quoted. Tenderers are requested to fill/write all the columns and no column should be left blank.

16. The bid will be valid for a period of 90 days. 17. The institute shall be at liberty to purchase the items from Government approved organizations

and the tenderer shall have no objection. 18. Pre Bid Conference: A Pre Bid Conference will be held on the date specified in the bidding

Schedule at the following address: Date:- 08-02-2021 on 11:00 am at

INSTITUTE OF HOTEL MANAGEMENT, CATERING & NUTRITION, INDUSTRIAL GROWTH CENTER, MANSA ROAD, BATHINDA 151001 19. The representatives of the interested organizations may attend the pre-bid conference at their

own cost. The purpose of the Conference is to provide bidders with information regarding the tender, the proposed requirements, and to provide each bidder with an opportunity to seek clarification regarding any aspect associated with this tender.

20. Tender once submitted will not be allowed to be withdrawn. In the event of non acceptance of offer by the tenderer, the Earnest money is liable to be forfeited.

21. The successful tenderer will have to deposit (interest free) Performance Security of approximate 3% of the estimated value of items allotted. The EMD, of successful tenderer may be considered for adjustment against the performance security deposit, which will be released after successful completion of the agreement.

22. Successful tenderer will have to:- Deposit interest free Performance Security through RTGS/NEFT/Demand Draft/Pay order in favour of “Institute of Hotel Management”, payable at Bathinda within a week of the date of letter of award for supply of items.





23. With the deposit of Performance Security, the supplier shall sign an agreement with the Institute, for which it shall be further bound by the terms and conditions of the Agreement as well as the tender document. A stamp paper of Rs.100/- is to be provided by the tenderer at his own cost for signing of Contract Agreement.

24. In the event of failure of the tenderer at any stage while depositing Performance Security and signing agreement, the Institute may forfeit the tenderer’s EMD and/or Performance Security & the tendered items should be allotted to another tenderer as deemed fit by the Institute. If the successful bidder is exempted from the payment of EMD due to MSME, then he/ she will have to deposit a security of 03% (percent) of the Tender value in the shape of a Bank Guarantee issued in the favour of IHM Bathinda and issued by any nationalized bank, having validity not less than a year of signing the agreement.

25. Earnest Money Deposit (EMD) of all unsuccessful tenderer would be refunded within 30 days of the tenderer being notified as being unsuccessful.

26. The annual estimated quantity indicated in the tender document is approximate and indicative only. The supply of the item will be on actual requirements/as per order basis from time to time. The Institute does not bind itself to purchase / to complete any or all the quantities indicated thereon.

27. Articles to be supplied strictly on punctuality as briefed from day to day. The tenderer will supply the Items to the Institute on next day at 9.30 A.M sharp or time given by the Institute. In case of late supply of the items, a penalty of Rs.500/- or 2% of value of supply whichever is higher will be imposed to the tenderer. The Institute shall also be at liberty to make purchase of the items as per the requirement from the open market at the risk and cost of the tenderer without further intimation.

28. The articles delivered/supplied by the vendor should be of the best quality, exact kind, quantity and description demanded for and it is liable to be rejected by the Institute or any officer authorized by the Institute on its behalf to inspect or reject. In case the said articles or any of them shall be so rejected, the said officer shall not be required to assign or give any reason for such rejection and decision shall be final conclusive and binding upon the contractor.

29. In the eventually that the contractor fail to supply the items of acceptable quality and/ or not in time against the order placed and consequently the Institute has to purchase the same inevitably from the open market, the excess amount paid by the Institute including the transport charges, if any, will be recovered from the bill or security deposit of the contractor and as deemed fit by the Institute.

30. As hundred percent inspection of the commodities is not possible or practicable at the time of supply, the contractor/vendor shall be responsible to accept back and replace any or all materials, which on inspection/opening or found unsuitable or below the standard upon actual use as per the institute. The Institute shall have the right to proceed in respect of these rejected commodities as well.

31. The rates once approved are final throughout the contract period, and no request for increase of rates during the contract period will be entertained in any case including natural calamities like, flood, etc. The tender committee is empowered to buy items from the open market directly if the rates quoted by the L1 designated supplier are arbitrary in nature compared to MRP / Market rates. Those items will be deleted from the list of supplied items.

32. The supplier shall not be directly concerned or in any way deal with the officers or other persons employed or under the authority of the unit in making the suppliers hereby contracted for, nor shall be suppliers either directly or indirectly give or promise to pay or give, or permit to be given to any person or persons or in any department under the unit, money or gratuity, fee or reward for any matter or thing or any way relating to the performance of the contract.





33. The bills for the suppliers as aforesaid may be preferred by supplier in the Institute within a month from the last date of the billing period. The bills should be made on proper printed bill form serially numbered and in no case on the letterheads.

34. Any over payment of the Supplier bills for the supplies made under these terms and conditions shall be recovered from the suppliers from his bills subsequently submitted for payment and if such over payments or any portion thereof or thereafter remitted by the supplier. The unit shall have the right to recover the overcharges, from the security deposit as well.

35. The Tenderer shall be solely responsible for supply of items as per food safety norms under FSSAI and any other relevant Acts.

36. The acceptance/rejection wholly or partly, any or all tenders of a tender will rest with the Principal, Institute of Hotel Management, Bathinda who does not bind himself to accept the lowest tender and reserves himself the authority to reject any or all of the tenders received without assigning any reason. The tenders in whom any of the prescribed conditions are not fulfilled or are incomplete in any respect are liable to be rejected.

37. In case of persistent refusal to supply the items, non-compliance of any terms and conditions, non-execution of the contract by the tenderer/supplier, the contract is liable to be terminated at any time without assigning any reason, whatsoever, even before the expiry of the contract period.

38. T.D.S will be deducted from the bills as per the rate applicable. 39. Payments:- The payments will be made by digital mode transfer through RTGS/NEFT/Multicity

account payee cheque on a monthly consolidated basis within 14-20 days after the receipt of consolidated statement/bills.

40. The Principal, Institute of Hotel Management, Catering & Nutrition, Bathinda or the authorized representative reserve the right to accept or reject, partly or wholly, any or all Tender without assigning any reason.

41. If any time, during the continuance of this contract, the performance in whole or in part by either part of any obligation under this contract shall be prevented or delayed by reason of any war, hostility, act of the public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics, quarantine restrictions, strikes, lock-outs or act of God (hereinafter referred to as "events") provided notice of happening of any such eventuality is given by either party have any claim for damages against the other in respect of such non-performance or delay in performance; and deliveries under the contract shall be resumed as soon as practical, after such event has come to an end or ceased to exist and the decision of the Principal shall be final and conclusive.

42. Any dispute, controversy or claims arising out of or relating to this Tender or Subsequent Agreement or the breach, termination or invalidity thereof, shall be settled by arbitration and the Principal of the Institute shall appoint the Arbitrator and the appointment of such Arbitrator and the award of the Arbitrator shall be final and binding on both the parties. Dispute, if any, would be subject to Bathinda Jurisdiction.

43. The Institute also reserves the right to enter into parallel contracts simultaneously or at any time during the period of this contract with one or more tenderer(s)/suppliers(s) such quantity of such item(s) as the Secretary / Principal may determine.

44. Tenderer is free to quote rates for any or all the items. However, the Institute reserves the right to place the order in parts or as a whole to the one or more tenderers.

45. Disqualifications: The proposal is liable to be disqualified in the following cases tenderers fails to meet the

bidding requirements as indicated in the tender document:- (a) Proposal not submitted in accordance with the procedure and formats prescribed in this

document or treated as non-conforming proposal.





(b) During validity of the proposal, or its extended period, if any, the tenderer increases his quoted prices other than statutory components.

(c) The tenderer’s proposal is conditional or has deviations from the terms and conditions of this tender document.

(d) Proposal is received in incomplete form. (e) Proposal does not meet the minimum requirements specified in the tender document. (f) Proposal is received after due date and time. (g) Proposal is not accompanied by all the requisite documents. (h) Financial Bid/ information is enclosed in the same envelope as Pre Qualification Criteria/

Technical Bid. (i) If Tenderer does not provide information in the prescribed format specifically in Annexure

“B”. (j) Information submitted is found to be misrepresented, incorrect or false, accidentally,

unwittingly or otherwise, at any time during the processing of the contract (no matter at what stage) or during the tenure of the contract including the extension period if any.

(k) Tenderer tries to influence the proposal evaluation process by unlawful/ corrupt/ fraudulent means at any point of time during the bid process.

(l) In case any one party submits multiple proposals or if common interests are found in two or more Tenderers, the Tenderers are likely to be disqualified, unless additional proposals/ Tenderers are withdrawn upon notice immediately. Tenderers may specifically note that while evaluating the proposals, if it comes to institute’s knowledge expressly or implied, that some Tenderers may have colluded in any manner whatsoever or otherwise joined to form an alliance resulting in delaying the processing of proposal then the bidders so involved are liable to be disqualified for this contract as well as for a further period of three years from participation in any of the tenders floated by the Institute.

(m) Any conviction of the bidder in court case/legal proceedings, tax evasion case. (n) The Bidder is under a declaration of ineligibility/ banned/ blacklisted by any State or Central

Government/ any other Government Institutions in India for any reason as on last date of submission of the Bid.

(o) Tenderers fails to deposit interest free Performance Security in demand RTGS/NEFT/draft/ pay order or fails to enter into a contract with the Institute within the stipulated period or within such extended period, as specified by Institute.

I/We hereby declare that I/We have carefully gone through the above notes/ instructions and accept the same without any prejudice. Enclosed:

- Annexure A - Annexure B





Annexure A

Technical Bid for Supply of “Non-Vegetarian (Mutton, Chicken, Fish, Eggs) Items”

Bidder Detail

Bidders are requested to provide the information outlined in FORMAT in this section as part of the Tender. Responses must be provided in the same order as in the FORMAT numbering and headings.

1. Name of the Organization / Firm

2. Registered Address

3. Nature of Organisation

4. Date of business commenced

5. Names of Owners / Authorized Person with Designation

6. Registration No. of Firm (Attach True copy)

7. Name and designation of contact person with telephone/mobile number

8. Telephone No.

9. Email ID

10. Nominated representative for this tender response

11.

Name Position/Designation Phone No: Mobile No: Email Address: Mailing Address:

12. Payments to be made in favour of:-





Technical Bid Checklist of the details as the Pre Qualification Criteria/Technical Parameters to be furnished by the Tenderer to be eligible:-

S.No

Particulars Details (To be filled by Tenderer)

Documents enclosed (Yes/No) Attached at Page no.

1 Name of the Firm

2 Address

3 Contact No.

4

Status of the Firm Sole Proprietor/ Partnership/ Cooperative Society/ Private Ltd/ Public Ltd Co.

(Please indicate name of Sole Proprietor)

(furnish appropriate attested documents)

5 Permanent Account No. (PAN) (furnish appropriate attested documents)

6 GST Registration No. (if any) (furnish appropriate attested documents)

7 GSTIN/UIN Status (as on date) (Active/ Cancelled/ Surrender)

8 Whether GST returns filed or not

9

Minimum of Previous Experience of Three years in the same trade/Business with names of Hotel/institution/Organisations served. (furnish appropriate attested documents)

11 Last Income Tax Return (furnish appropriate attested documents)

12

Please attach General Power of Attorney/ Authorization to sign to quote to negotiate from sole proprietor/all partners of firms as applicable. (if any) (furnish appropriate attested documents)





Technical Bid Checklist of the details as the Pre Qualification Criteria/Technical Parameters to be furnished by the Tenderer to be eligible S.No

Particulars Details (To be filled by Tenderer)

Documents enclosed (Yes/No) Attached at Page no.

13 Name of the Banker, Branch with Address & Account no. (A Cancelled Cheque bearing account number & IFSC code/Furnish appropriate attested documents.

14 Earnest Money Deposit of Rs. ________ through RTGS/NEFT/Demand Draft/Pay order.

D.D/ Receipt/UTR No.:___________

Name of the Bank/Branch _________

Date:__________

15 Tender Document Fees Rs. ______ by Cash or Demand Draft.

D.D/ Receipt No. :___________


Date:_________

16 If Tender Document is Downloaded from Website Enclose separate tender fees of Rs. _______ by RTGS/NEFT/Demand Draft/Pay order.

D.D/ Receipt/UTR No. ___________


Date:_________

17 In case of Govt. Dept/Central Public undertaking and firms registered with NSIC, are exempted from payment of EMD & tender fees. (furnish attested supporting documents)

Previous Experience The Bidder is required to provide details of any previous relevant experience in the same trade or business. Bidder should provide copies of work orders/signed contract of having conducted similar as per the format below (List all credentials). Attach additional list, if required.

S.No Name of firm & Address Contact Person Contact No.

I/We hereby confirm that the undersigned/ Sole Proprietor / None of the partners in the firm / Organisation / none of the Directors of the Company applying for this tender had / have any criminal record. Further we hereby declare that the above information is true to the best my/our knowledge & belief. In the event, the information is found to be false or incorrect, my/our tender/ contract may be cancelled/terminated without any notice.





Annexure B

Name of the Tenderer __________________________

Financial Bid - Non-Vegetarian (Mutton, Chicken, Fish, Eggs) Items (In Separate Envelope)

Sr.No. Name of items Brand Unit Rate

1. CHICKEN, Dressed ( 700-800 Gms ) Dressed Inside Clean KG

2. CHICKEN, With Skin ( 850 Gms) Broiler With Skin, Inside Clean KG

3. CHICKEN BONES Fresh, Clean KG

4. CHICKEN BREAST BONELESS Fresh, Clean KG

5. EGGS ( CLEAN 55-60 Gms ) CLEAN PER 100

6. FISH, Whole SHINGARA KG

7. FISH, Whole ROHU KG

8. FISH BONELESS SHINGARA KG

9. FISH BONELESS SOLE KG

10. MUTTON ( LEG PIECE ) Clean, Fresh KG

11. MUTTON BONELESS Clean, Fresh KG

12. Mutton KEEMA Clean, Fresh KG

13. MUTTON Clean, Fresh KG

14. SHRIMPS Clean, Fresh KG

15. PRAWNS B GRADE 22-25 NO. KG

Note:- 1) The rates quoted should be inclusive of all taxes levies, packing, transport, etc i.e F.O.R.

Institute of Hotel Management , Bathinda basis. 2) The quality will be checked upon receiving the supplies by the Institute authority and the

same will be rejected if not found as per order to the mark.

INSTITUTE OF HOTEL MANAGEMENT CATERING TECHNOLOGY& …

Documents

Transcript of INSTITUTE OF HOTEL MANAGEMENT CATERING TECHNOLOGY& …