Terms of Reference for Setting up Reverse Vending Machines in Greater Hyderabad...

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Terms of Reference for Setting up Reverse Vending Machines in

Greater Hyderabad Municipal Corporation (GHMC)

Title Design, supply, transportation, installation of 3 Reverse Vending Machines

and their operation and maintenance for the period of 7 years

Location Greater Hyderabad Municipal Corporation, Telangana, India

Time Schedule Bid Activity Dates

Availability of bid documents:

Start Date: 03.06.2020

End Date: 24.06.2020 upto 20.00 hrs

Clarification and queries

Last Date: 10.06.2020

To be addressed to email:

[email protected] and

[email protected]

Last date and time for

submission of completed bids:

Date: 24.06.2020

Technical Bid Opening:

Date: 26.06.2020

Financial Bid Opening:

Date: 26.06.2020

Intimation of Selection:

Date: 29.06.2020

Signing of Agreement Within fifteen days from intimation of

selection

Commencement of Work:

Within fifteen days from signing of the

agreement

Address to which submission

has to be sent:

Ms. Soumya Chaturvedula Deputy Director ICLEI South Asia C-3, Lower Ground Floor, Green Park Extension. New Delhi-110016. India

mailto:[email protected]


ToR for Setting up Reverse Vending Machines in GHMC

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Submission of

Proposals

Bid should be submitted in two sets.

One complete set of documents should be submitted through email to

Ms. Soumya Chaturvedula at [email protected] and

[email protected]

One set of physical/hard copy should be sent to the following address:

ICLEI-South Asia Secretariat, C-3 Lower Ground Floor, Green Park

Extension, New Delhi-110016. India

Language of

Proposal

This Bid Document has been issued in English language

Bids shall be submitted in English

All correspondence exchange shall be in English language

Bid Validity 180 days from the bid submission deadline

1. Background

Institute of Global Environmental Strategies Centre Collaborating with United Nations Environment

on Environmental Technologies (IGES-CCET) is supporting the Greater Hyderabad Municipal

Corporation (GHMC) in developing a Holistic Strategy and Action Plan for Plastic Waste Management

and pilot implementation. ICLEI Local Governments for Sustainability, South Asia (ICLEI SA) is the

technical implementation agency for the project.

As part of the pilot initiatives to reduce plastic waste generation and promote plastic recycling, ICLEI-

SA on behalf of GHMC, is inviting proposals form eligible bidders for design, supply, installation of 3

Reverse Vending Machines (RVMs) of at least 3000 PET bottles of 1 litre capacity and Aluminium Cans

and their operation and maintenance for a period of 7 years. The RVMs will be installed at the

sites/locations identified and proposed by GHMC.

The objective is to provide a systemic collection and transportation of PET bottles to authorized plastic

recycling facilities, as certified by the State Pollution Control Board (SPCB) and hence avoid littering,

landfilling and recycling by informal sectors. It is envisaged that RVM will create visibility and generate

awareness among citizens to participate through an inbuilt reward and recognition feature.

The selected agency shall be responsible for the following works:

a) Design, Supply, Installation, Operation and Maintenance of RVMs, each having shred/

compress and storage capacity of at least 3000 PET bottles of 1 litre

b) Collection of scrap/ flakes at regular intervals generated from the RVMs for recycling; and

c) Operation and Maintenance of the RVMs for a period of 7 year of post successful

installation.

For detailed scope of work of the selected agency please refer to Section 2 (Scope of Work) of this

Terms of Reference (ToR). The agency shall have to comply with the terms, conditions and

specification laid down in this ToR during the tenure of the assignment.

2. Scope of work (Design, Build, Operate & Transfer)




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2.1 Design, supply,

transportation,

packing, safety,

insurance, installation

of 3 Reverse Vending

Machines of 3000 PET

bottles (1 litre bottles)

holding capacity each

at identified locations.

2.1.1 The selected bidder shall install all 3 RVMs at the sites

identified and proposed by GHMC & ICLEI-SA

2.1.2 The specifications of material used in the RVM, for each

and all included components, should be provided in the

bid, along with their estimated life

2.1.3 The selected bidder shall also design shelter/canopy to

protect the machine from rain, heat, etc. and such cost

shall be borne by the selected bidder and included in the

bid prices separately, where ever required.

2.1.4 The selected bidder shall design stickers to be pasted on

machines in such a manner that it clearly reflects the

purpose of the machines. The stickers shall be bold and

prominent. They shall be in Telugu, English and Hindi.

The design will be approved by GHMC and ICLEI-SA.

2.1.5 RVMs/components should meet the technical

specifications as mentioned in the Annexure 1. If the

RVMs/ components are found to be not meeting the

requirements during the inspection, they shall be

rejected and will have to be replaced by the selected

bidder at their own cost within the time fixed by ICLEI-SA

and GHMC. The rejected articles/ components/

RVMs/other goods shall be removed and replaced by the

selected bidder within 15 days of intimation of rejection

or within such longer period as permitted by ICLEI-SA and

GHMC.

2.2 Selection of Site 2.2.1 The sites for the RVMs shall be identified by the selected

bidder, in consultation with ICLEI South Asia and agreed

upon, based on written permission from GHMC.

2.2.2 The selected bidder shall assess the RVM use and scrap

sale potential and identify at least 7 locations for

consideration, at his own cost.

2.2.3 The selected bidder can also propose suitable locations

based on the footfalls, availability of space, ease of

operation, etc. The final locations shall be decided only

after consultation with the GHMC and ICLEI SA.

2.3 Seven year of Operation and Maintenance. The scope of Operation and Maintenance is only indicative and may be enhanced.

2.3.1 The Implementing Agency shall be responsible for Seven

years of Operation and Maintenance of the RVMs which

will include preventive maintenance, replacement of

damaged/ worn out parts, accessories, monthly reports of

performance of machines, deployment of adequate

manpower, running of machines for minimum 12 hours


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per day and proper disposal of waste to the recyclers and

getting insurance

2.3.2 The Annual Maintenance Contract period shall be valid for

period of 7 years from the first date of full operation of the

RVMs, including establishment of front-end and back-end

market linkages. The cost of operation and maintenance

for the first year shall be paid by ICLEI South Asia.

However, the operation and maintenance cost for

consecutive six years shall be adjusted against the

advertising rights given to the bidder. ICLEI South Asia will

be monitoring the activities till the end of the annual

maintenance contract period.

2.3.3 The selected bidder shall be responsible to tie-up with

eateries, restaurants, malls, commercial spaces, etc. to

provide reward coupons to the RVM users. The purpose of

the coupons is to encourage citizens to use the machines,

therefore, the selected bidder shall ensure an efficient and

attractive reward coupon system. There shall not be any

limit on the number of coupons a single individual can

collect. The reward system will be designed in consultation

with ICLEI South Asia. However, all the costs attached to

reward system (print out of vouchers, cost of chocolate

etc.) will be borne by the selected bidder.

2.3.4 All the RVMs shall be maintained in usable condition

through regular and periodical maintenance by the

selected bidder throughout Annual Maintenance Contract

(AMC) period. In case of any breakage/ damage, the

breakage/ damaged equipment shall be repaired/ replaced

within three days (72 hours), at selected bidders own cost

during AMC period.

2.3.5 The operational hours of RVMs shall be minimum 12

hours/day.

2.3.6 Time for Machine Service in case of any faults should not

be more than 72 hours.

2.3.7 The selected bidder shall ensure adequate manpower i.e

one technician (full time) and an additional labor for

ensuring smooth running of all machines and timely repair

of machines, when required.

2.3.8 The selected bidder shall maintain the minimum inventory

of spares and accessories, ensure preventive maintenance

including testing & calibration as per technical/service

/operational manual of the manufacturer

2.3.9 The selected bidder shall ensure that system (including

software) is regularly upgraded, as per requirement


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2.3.10 The selected bidder shall be responsible for payment of all

electricity bills and any other utility bills, as may be

relevant to the installation and operation of these

machines. GHMC will facilitate the electricity connection,

where required.

2.3.11 The selected bidder shall be responsible for collection and

transportation of scrap/ flakes at regular intervals

generated from RVMs for authorised recycling

2.3.12 The selected bidder shall ensure that collection and

disposal of scrap is in accordance with the existing rules

and guidelines including Plastic Waste Management Rules

(as amended up to date) and also as per the State Pollution

Control Board norms and any other government rules and

regulations as may be applicable. It is the responsibility of

the bidder to identify any and all relevant policies/laws, as

applicable. If the selected bidder fails to follow any

applicable norms, the agency shall be held liable for all

penal actions.

2.3.13 The selected bidder shall have the right to sell the scrap/

flakes generated from the machines; the price at which the

sale of scrap/flakes is proposed shall also be considered

while submitting the financial quotation.

2.3.14 The selected bidder shall ensure scientific disposal of

waste (PET Bottles & Aluminium Cans) to the authorized

recyclers. Revenue shall remain with the selected bidder.

The same may be considered while quoting the O&M cost.

2.3.15 The selected bidder shall use the RVMs for advertising

purposes from the second year of operation and

maintenance. The revenue from the advertisements

should be considered while submitting the annual

operation and maintenance cost (as mentioned in Clause

2.3.2).

2.3.16 The selected bidder shall keep the machines insured

against all kind of losses including theft, damage, fire,

private/ public property damage, human injury, operator

safety. The cost of insurance shall be borne by the selected

bidder. The Insurance shall be in the name of selected

bidder.

2.3.17 The defect liability period shall remain valid for at least 84

months from the date of installation of machine at site

during which the Selected Bidder shall, promptly repair or

replace the defective components or parts thereof, free of

cost. If the Selected Bidder, having been notified, fails to

rectify/replace the defect(s) promptly, ICLEI-SA or GHMC

may proceed to take such remedial action(s) as deemed fit,


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at the risk and expense of the Selected Bidder and without

prejudice to other contractual rights and remedies, which

ICLEI-SA and GHMC have against the Selected Bidder.

2.3.18 Selected Bidder shall carry sufficient inventories to assure

ex-stock supply of consumable/ spares for the RVMs so

that the same are readily available during the Contract

Period.

2.4 Sub-Contracting 2.4.1 The Selected Bidder shall not sub-contract the installation

works but may sub-contract the operation and

maintenance of the RVMs, with the approval of ICLEI-SA

and GHMC. Such sub-contracting does not alter the

Selected Bidder’s obligations and responsibilities under the

Contract.

2.5 Training 2.5.1 Successful Bidder will provide training to GHMC staff or

other staff as identified by GHMC to operate the machine

on day to day basis and train in basic troubleshooting

before the completion of AMC, should GHMC be

interested in taking over the responsibility of operating the

RVMs.

2.6 Reporting 2.6.1 Successful Bidder will submit two reports ICLEI South Asia

and GHMC

2.6.1.1 Number of bottles collected and processed into

shred/compressed material through 3 machines on

monthly basis

2.6.1.2 A quarterly report on performance/functioning of 3

machines duly certified by bidder’s inspection team.

2.7 Safe Disposal of RVM at the End of Life

2.7.1 The selected bidder should ensure that, at the end of life

of the RVM machine or any of its components when they

become defective/non-operational/non-repairable are

reused/recycled/disposed in accordance with the “E-waste

Management and Handling Rules, 2016” notified by the

Government of India and as revised and amended from

time to time.

2.7.2 The bidder should also submit a ‘End of Life Management

Plan’ to ICLEI-SA and GHMC along with other Tender

document submissions

2.7.3 The selected bidder shall be responsible for the disposal of

the RVMs and their components at the end of their life,

should GHMC not be interested in taking over the


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responsibility of operating the RVMs, i.e. at the end of 7

years

2.7.4 Should the facility be non-functional after the period of 7

years, the selected bidder shall be responsible for recovery

and scientific disposal of the RVMs and components.

3. Facilitation by the Greater Hyderabad Municipal Corporation

3.1 The sites for the RVMs shall be approved by GHMC. The sites will be provided to the selected

bidder free of cost

3.2 GHMC will facilitate access to the selected sites/ locations in the city, to the selected bidder,

as per the work schedule. If access to the site is not facilitated as per the work schedule, the

selected bidder shall be entitled to corresponding extension in time.

3.3 GHMC shall facilitate in ensuring the electricity connection to RVMs. However, the selected

bidder will be required to make the payment for electricity consumption.

4. Qualification and Eligibility criteria

4.1 Technical Eligibility: The following criteria for eligibility would be considered:

4.1.1 The bidder may be one of the following entities:

Registered sole proprietorship/ Company/ Partnership firm

Public Sector Entity

4.1.2 No Consortium or Joint Venture (JV) shall be allowed or accepted in this ToR.

4.1.3 The bidder shall have the nationality of India.

4.1.4 The bidder should not have a conflict of interest in the procurement in question as

stated in this Bidding document.

4.1.5 A bidder debarred/ blacklisted by any State Government / Central Government / PSU /

Government Authority in India for any reason as on Bid Submission Date, shall not be

eligible to participate in any procurement process.

4.1.6 The Bidder must have all valid required licenses, registrations, test reports as per

applicable laws of India and must be registered under the General Sales and Goods and

Services Tax (GST).

4.1.7 The bidder shall also provide copy of Permanent Account Number (PAN).

4.1.8 The RVMs shall meet the technical specifications as provided in Annexure 1.

4.2 Minimum Eligibility Criteria:


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In order to be eligible for qualification, the Bidder shall, in addition to clause 4.1 (and sub-clauses),

fulfill the Minimum Eligibility Criteria as set forth below with all documentary evidence

S. No Criteria Documentary Evidence Required

4.2.1 Bidder should be a sole proprietor/ registered

company/ Partnership firm registered in India

Enclose copy of Certificate of

Incorporation/ Registration issued by

relevant authority in India.

4.2.2 The Bidder must be a manufacturer or

authorised dealer or distributor of Reverse

Vending Machines of PET Bottles in India

Proof of Registration as Manufacturer/

Dealer/ Distributor of Reverse Vending

Machine should be enclosed with the

Bid.

4.2.3 The Bidder should have a valid GST number or

should have registered under GST and a

Permanent Account Number (PAN) given by

Income Tax Department.

Enclose copy of GST Registration

certificate & PAN card

4.2.4 Bidder must have experience of supplying and

installing/ commissioning of RVMs for atleast

two years, immediately prior to the last date of

bid submission

Details to be provided as per Annexure

4 format

4.2.5 At least 20 (twenty) RVMs should have been

supplied and installed by the bidder and be in

running condition for more than two (2) years.

The requisite supply order/ purchase

order and performance certificate from

the client shall be furnished with Bid.

4.2.6 Bidder must have positive net worth in the last

three financial years preceding bid submission

date

Details to be provided as per Annexure

5 format

4.2.7 Average Annual turnover during last 3 financial

years (i.e. FY 2017-18, 2018-19 & 2019-20) of at

least Rs.75,00,000/- (Rupees Seventy Five

Lakhs)

(OR)

For Bidders incorporated in FY 2017-18,

Average Annual Turnover of during last 2

financial years (i.e. FY 2018-19 & 2019-20) shall

be at least Rs.75,00,000/- (Rupees Seventy Five

Lakhs)

Copies of balance sheets and

statement(s) featuring turnover during

the aforesaid periods should be

submitted duly signed by the Bidder and

the Chartered Accountant concerned, as

applicable.

4.2.8 The Bidder should not have been debarred /

blacklisted by any State Government / Central

Government / PSU/ government authority in

India for any reason and such blacklisting/

debarment subsists as on Bid Submission Date.

Blacklisting/ debarment clause related

declaration to be made as part of

Annexure 2


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5. Bid Process

The bid is in two parts – technical and financial (price bid). The technical bid will have 70% marks and

financial bid will have 30% marks. Overall weightage will be calculated accordingly.

5.1 Technical Bid

The Bidder should provide detailed technical information of the RVMs to be installed including a

detailed explanation of the technology, operational process and in-depth details of all unit processes

deployed within the RVM. All operational and maintenance aspects should be included in the

technical proposal. Conceptual designs should be provided.

5.2 Financial Bid

The Financial Bid/ Price Proposal shall be filled as per the format ‘Annexure 6 – Financial Bid

Submission Form’ and shall be in terms of landed rate inclusive of GST, Taxes, transportation,

insurance and installation at location. All duties, taxes (including GST), transportation charges,

packing cost, installation cost and other levies payable by the Bidder under the contract, or for

any other cause, shall be included in the rates and prices, and the total Bid Price submitted by the

Bidder.

6. One Bid per Bidder No Bidder is entitled to submit more than one Bid. If he does so, all Bids wherein the Bidder has

participated shall stand disqualified.

7. Performance Security 7.1 Performance guarantee of 10% of the total contract value shall be deducted at the onset of

the payment and shall be refunded after the completion of commissioning of the RVMs. 7.2 Upon commissioning of all RVMs, a second bank guarantee of 15% of the total contract value

shall be provided to ICLEI South Asia as performance security, to be refunded after successful

operation until the defect liability period of 84 months. 7.3 The Performance Security shall be issued in form of a Demand Draft issued by a Scheduled

Commercial bank in India and acceptable to ICLEI-SA. 7.4 The performance security shall be interest free and refunded to the selected bidder after the

successful completion of AMC at the end of seven years. Any default against the contracted

operation and maintenance activities shall be penalized and adjusted from the performance

security amount.

8. Project Timeline 8.1 The RVMs should be transported, installed and commissioned at all the specified locations as

per the contract with GHMC & ICLEI-SA, within a period of three (03) months from the date of

signing the contract.


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8.2 The period of Operation and Maintenance will begin from the date of operation of the RVMs

and a separate contract for the same will be signed.

9. Schedule of Payment 9.1 Installation of RVMs

9.1.1 Release 25% as mobilization advance upon commissioning of work and submission of

First performance guarantee of 10% of the contract value.

9.1.2 Next 50% of the contract value shall be released after the receipt and installation of

requisite machines (with complete mechanical/electrical components) in good &

sound condition along with warranty certificates at the implementation site and the

machines shall be duly checked, inspected and approved by ICLEI-SA & GHMC.

9.1.3 Remaining 25% of the contract values shall be released after successful operation of

RVMs for period of three months

9.2 Operation and Maintenance Cost

9.2.1 The operation and maintenance for the 3 RVMs shall be paid in advance on the receipt

of second performance security of 15% of the total contract value. The performance

security shall be in the form of demand draft from a Scheduled Commercial bank in

India and acceptable to ICLEI-SA. The Demand Draft shall be issued in favor of ICLEI

South Asia payable at New Delhi, India.

9.2.2 In case of disputed items, the disputed amount will be withheld and shall be paid only

after settlement of the dispute.

9.2.3 Any penalties/ liquidated damages, as applicable, for delay and non-performance, as

mentioned in this ToR document, will be deducted from the performance security of

the selected bidder.

9.2.4 Taxes, as applicable, will be deducted / paid, as per the prevalent rules and regulations.

10. Penalty 10.1 In case the Selected Bidder does not attend to any defect/ fault in the RVM immediately during

the Operation and Maintenance Period, ICLEI-SA be liable to levy damages at the rate of

Rs.500/- per day of delay after reporting or noticing of such defect/ fault to/by ICLEI-SA or

GHMC. In addition, proportionate monthly payment of AMC charges will also be deducted for

the non-functioning period beyond one week.

10.2 If during the sample check by the authorized representative of the ICLEI-SA or GHMC, it is

detected that equipment is not working properly as per the specification or the collection of

shredded/compressed material is not being done timely during the prescribed working hours,

a spot fine of Rs.10,000/- (Rupees Ten Thousand Only) will be imposed on Selected Bidder.

Such defects reported which is not leading to non-working of the equipment must be rectified

within one week.

11. Force Majeure 11.1 Where the performance by the Bidder of its obligations under this Contract is delayed,

hindered or prevented by an event or events beyond the reasonable control of the Bidder

and against which an experienced Bidder could not reasonably have been expected to take

precautions, the Bidder shall promptly notify the Client in writing, specifying the nature of


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the force majeure event and stating the anticipated delay in the performance of this

Contract.

11.2 For purposes of this Clause, Force Majeure means an event beyond the control of the

Selected Bidder and not involving the Selected Bidder’s fault or negligence and which is not

foreseeable and not brought about at the instance of the party claiming to be affected by

such event and which has caused the non-performance or delay in performance. Such events

may include, but are not restricted to, acts of God, acts of the State Government/ Procuring

Entity either in its sovereign or contractual capacity, wars or revolutions, sabotage, fires,

floods, explosions, quarantine restrictions, strikes excluding by its employees, lockouts

excluding by its management.

12. Legal Provision 12.1 In case of any disputes/differences between the parties, the matter will be subjected to

resolution through mutual discussions. In case of failure to resolve amicably, matter will be

subjected to arbitration. Dispute will be subjected to jurisdiction of courts in New Delhi

12.2 ICLEI South Asia/ GHMC reserve the right to reject any bid and to annul the bidding process

and rejects all bids at any time without thereby incurring any liability to affected bidders or

any obligation to inform the affected bidders of the grounds for such decisions.

13. Documents Comprising the Proposal

The proposals to be submitted in physical copy and online by the Bidder must comprise of the

following:

Part 1: Technical Bids

13.1 Annexure 2: Technical Bid Submission Form

13.2 Annexure 3: Bidder’s Information

13.3 Annexure 4: Past Experience of carrying similar work

13.4 Annexure 5: Declaration of Average Annual Turnover & Net Worth

Part 2: Financial Bid

13.5 Annexure 6: Financial Proposal


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Annexure 1: Technical Specifications of the RVM Machines

Following technical specifications are compulsorily required for the RVM machines

1. Capable to shred the bottle in small flakes or compress the bottles.

2. Capable to shred/compress the bottle cap also. However, prominent display may be given

on machine to remove the cap so that empty bottles are put in.

3. Be able to accept and shred/crush PET Bottles and Aluminum Cans of capacity 100 ml to

2500 ml

4. Have separate front side/ top side feeding options for bottles and aluminum cans at

approachable heights

5. Volume reduction of more than 65% of the PET bottles and aluminum cans

6. Shred/ Compress capacity of more than 90 items per hour

7. Electric powered machines which when fed PET Bottles/aluminum cans, will give discount/

reward coupons which can be used at various shopping outlets, restaurants etc.

8. Should be user friendly and must ensure safe & secure operations

9. Bin Capacity should be atleast 3000 bottles (1 litre capacity bottles).

10. Should have features like low noise, automatic operation, alarm signal for full waste bin and

auto cut feature.

11. Interactive Response System for sending a message on the mobile or issue a coupon against

each item inserted and the alarm message for full bin

12. Programmable automatic On/Off Timer system

13. Provision of Real time remote tracking

14. Display Language should be Telugu, Hindi and English;

15. The Machine should be robust, safe, and portable

16. If other than PET bottles/ Aluminum Cans are fed, the RVM should show product mis-

match/wrong feed and reject the product out of the machine

17. Monitoring Systems to be incorporated at each location which can be tracked from Control

Command Centre.

18. A minimum size of 16 Inch Interactive Touch Display Screen, with minimum resolution of

1000 Nits

19. Should be on heavy duty castor wheels for easy mobility

20. Work on 220-440 V Single phase power supply

21. The plastic waste collection bin should be a easily replaceable pull out type bin

22. Machine body should be M.S. framed structured sturdy powder coated MS body with choice

of body liner sticker for sponsors brand promotion

23. Cutting Blades/ Compressing Gears should be made of special grade alloy steel for durability

24. Auto cut on overheating operational safety feature

25. Bin Full Sensor

26. Conveyor mechanism for bottle feeding

27. Automatic machine cut-off when the bin is open

28. Bin have feature to be opened only by authorized personnel

29. Auto Email/SMS Feature for alarms/alerts

30. Life expectancy should be a minimum of 7 years


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Annexure 2: Proposal Submission Form

[Location]

[Date]

To Ms. Soumya Chaturvedula Deputy Director, ICLEI South Asia C3, Lower Ground Floor, Green Park Extension New Delhi - 110016 India

Subject: Bid Submission - Design, supply, transportation, installation of 3 Reverse vending

Machines and their operation and maintenance for the period of 7 years

Ref: Notice No……. by ICLEI-SA dated …….

We, the undersigned, declare that:

a. We offer to execute in conformity to all clauses of the Terms of Reference for “Design,

supply, transportation, installation of three (03) Reverse vending Machines and their

operation and maintenance for the period of seven (07) years in Greater Hyderabad

Municipal Corporation”

b. Our offer, which is attached with letter shall be valid for a period of 120 (One Twenty) days

from the date fixed for the bid submission deadline in accordance with the Bidding

Document, and it shall remain binding upon us and may be accepted at any time before the

expiration of that period;

c. Our firm has not been debarred/blacklisted by the Greater Hyderabad Municipal

Corporation or, any Town Panchayat, or, Municipality, or Municipal Corporation, or,

Government Department, or, Quasi-Government Department, or, Public Sector Undertaking,

or, Boards in the past period for any reasons whatsoever.

d. We understand that this Bid, together with your written acceptance thereof included in your

notification of award, shall constitute a binding contract between us, until a formal Contract

is prepared and executed;

e. We understand that you are not bound to accept the lowest evaluated bid or any other bid

that you may receive;

f. We agree to permit ICLEI-SA and GHMC or their representatives to inspect our accounts and

records

Name/ address of the Authorized Representative of the Bidder: _____________________

Designation: ________________________________________________

Signed _________________________________________________________

Duly authorised to sign the Bid for and on behalf of: ________________ _____

Stamp of the Bidder

Date: __________

Tel: ___________Fax: _________

E-mail: ______________


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The above named authorized signatory has understood the contents well and solemnly and sincerely

declared and affirmed in my presence at………………………………………and signed before me on

this…………………………day………………..2020

Seal Signature of the Notary Public


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Annexure 3: Bidder’s information

Sl.

No.

Particulars Details

1. Name of the Bidding Firm

2. Status (Please tick the

relevant category)

a) Trust

b) Society

c) Private Foundation

d) Private Limited Company

e) Proprietorship Firm

f) Partnership Firm

3. Country of

Incorporation/Registration

(Please attach documentary

evidence)

4. Date of

Incorporation/Registration

(Please attach documentary

evidence)

5. Registration Number (Please

attach documentary

evidence)

6. Registered Address

7. GST Registration Number

8. Income Tax Registration

9. Name and contact details of

authorised signatory (Please

attach authorisation

certificate)


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Annexure 4: Past experience of carrying out similar work

Detail out all similar assignments as mentioned in eligibility criteria of TOR document in the following

format

Sl No

Particular Description

1 Name of Client Organization

2 Address of Client Organisation

3 Contact person and details of Client Organisation

4 Date of purchase order

5 Number of machines installed

6 Installation cost per machines (INR)

7 Total cost (INR)

8 Project Start date

9 Project Completion date

10 Present status of RVM machines (as of submission date)

11 Purchase order submitted? (Yes / No)

12 Performance Certificate submitted? (Yes / No)

13 Period of Operation and maintenance

14 Cost of Operation and Maintenance (Unit/Month)

15 Additional Information

Note: Copies of self-attested original work orders/ purchase orders along with recommendation

letters from clients towards proof of past similar work experience to be enclosed


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Annexure 5: Declaration of Average Annual Turnover & Net Worth

Name of Bidder

Annual Turnover

Year 1 Year 2 Year 3 Total Average

Name of the Audit Firm: Seal of the Audit Firm: Date: Signature: Name: Designation:

Note: Attach Audited Balance Sheets with Auditors Reports for last three years as Documentary Evidence in Support


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Annexure 6: Financial Proposal

Particulars Cost for one (01) unit (in INR)

Total Cost for all three (03) units

(in INR)

A B

Design, supply, transportation, installation of 3 Reverse vending Machines (As per specifications of Notice No……. by ICLEI-SA dated……)

Particulars

C D E

Monthly operation and maintenance cost for a period of one (01) year of Reverse Vending Machines (As per specifications of Notice No……. by ICLEI-SA dated……)

Cost of O&M for one(01) unit for a

month (in INR)

Cost of O&M for all three (03)

units for a month (in INR)

Total cost of O&M for all three (03) units for one (01)

year (in INR)

Total Cost (B+E) Total Cost(in INR)

Note:

1. The above prices quoted are inclusive of all taxes, transportation, duties, installation cost and

warranty.

2. If there is a discrepancy between the unit price and total price, the UNIT PRICE shall prevail.

Signature of Authorized Representative ___________________________ Name & Designation _________________________ Name of Bidder ______________________ Business Address ____________________ Date: _______________________ Seal of the Bidder________________

Terms of Reference for Setting up Reverse Vending Machines in Greater Hyderabad...

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