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BIDDING DOCUMENT
FOR
SUPPLY AND DELIVERY
OF
KOMATSU DOZER SHOVEL SPARE PARTS
BID INVITATION NO.: 19 -1/069-70
UDAYAPUR CEMENT INDUSTRIES LIMITED
HEAD OFFICE JALJALE, UDAYAPUR, NEPAL.
PHONE : 00977-35-420275, 420281, 420286 FAX : 00977-35-420285 Email : [email protected]
or Contact Point: Lainchaur Kathmandu Phone No : 01-4005105 /4005106
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TABLE OF CONTENTS
S. No. DESCRIPTION I BID INVITATION NOTICE
II INSTRUCTIONS TO BIDDERS
III COVERING LETTER
IV FORM OF CONTRACT.
V FORM OF BID SECURITY
VI FORM OF PERFORMANCE SECURITY
VII SPECIFICATION
VIII SCHEDULE OF ITEMS
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I. BID INVITATION NOTICE
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BID INVITATION NOTICE FOR THE SUPPLY AND DELIVERY OF KOMATSU DOZER SHOVEL SPARE PARTS UNDER TENDER NO. : 19 -1/069-70
(First Publication Date : … …/… …/2012 – 2069. . ) 1. Wax sealed bids are invited from the reputed Manufacturer Company and / or their authorized
dealer / agent or reputed suppliers for the supply and delivery of Komatsu Dozer Shovel Spare
Parts (Komatsu Genuine ) at Quarry site sukaura of Udayapur Cement Industries Ltd.(UCIL), Jaljale, Udayapur, Nepal.
2. The bidders must submit the catalogue, leaflets, the authentic / relevant document showing the sources of supply of the proposed items, relevant technical data & other information, if any, of the proposed items along with the bidding documents.
3. Bidding documents can be purchased upon written request accompanied by renewed certificate of firm registration & VAT/PAN certificate in case of Nepalese bidders and firm registration and export
certificate in case of non Nepalese bidder on payment of non-refundable cash as specified below from Head Office, Jaljale, Udayapur and Contact Point Lainchaur KTM). The bidding documents must be submitted to
the UCIL, Head Office, Jaljale, Udayapur. 4. Bid offer along with bid bond amounting to 2.5% of the total price quoted (Excluding VAT) in the form
Bank Guarantee issued by any "A" Class Nepalese Commercial Bank or Bank Voucher evidencing of the amount being deposited in Current Account No.029000050C of Udayapur Cement Industries Ltd. in Sunrise Bank Ltd., Udayapur Branch, Jaljale, Udayapur, Nepal,Current Account No.2201010000167 of Udayapur Cement Industries Ltd. in Global Bank Ltd., Udayapur Branch, Gaighat, Udayapur, Current Account
No.020000021C of Udayapur Cement Industries Ltd. in NIC Bank Ltd., Udayapur Branch, Gaighat, Udayapur,& Current Account No.03501040250283 of Udayapur Cement Industries Ltd. in Nepal Investment
Bank Ltd., Udayapur Branch, Gaighat, Udayapur,Nepal for Nepalese bidders and 5% of the total price quoted and shall be in the form of either the guarantee given by the bank authenticated by "A" Class Nepalese Commercial Bank or Bank Voucher as above for non-Nepalese bidders. Bids must reach within stipulated date and time. Received Bids will be publicly opened at UCIL, Head Office, Jaljale, Udayapur in the presence or even in the absence of attending bidders or their authorized representative. If the bids selling, submission and opening day (to be counted from the first publication date of this notice) falls on non-working day of UCIL, the same will be done respectively on the next working day at the same time and place.
5. The Proforma Invoice should be submitted along with the bid offer. 6. The price validity should be valid for 90(Ninety) days and bid bond validity should be valid for 120
(One Hundred and Twenty) days from the bids last submission date. 7. Bidder non - compliance with the requirements of the bid documents and conditional offer other than
mentioned in the tender document may lead to rejection of the bid. 8. UCIL reserves the right to accept or reject, partly or wholly or any all bids without assigning any
reason whatsoever. 9. Bidder should necessarily submit copy of Tax clearance certificate .
Bid No. : Description Last Selling Date
Last Submission
Date Opening Date
Cost of Bidding Document
Delivery
19 -1/069-70
Komatsu Dozer Shovel Spare Parts (Komatsu Genuine)
30th
days
13:00 Hrs.
30th
days
14:00 Hrs.
30th
days
15:00 Hrs.
NRs. 3000/-
120(One Hundred Twenty)
days
UDAYAPUR CEMENT INDUSTRIES LIMITED
HEAD OFFICE JALJALE, UDAYAPUR, NEPAL
PHONE : 00977-35-420275, 420281, 420286 FAX : 00977-35-420285 Email : [email protected]
or Contact Point: Lainchaur Kathmandu Phone No : 01-4005105 /01-4005106
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II. INSTRUCTION TO BIDDERS
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INSTRUCTION TO BIDDERS
Bid offers received by UCIL will be considered to be based on and in contract with the followings unless anything is specifically mentioned in the offer. 2.1 The bid document includes:
Bid invitation notice No: Komatsu Dozer Shovel Spare Parts 19 -1/069-70
a. Instructions to Bidders. (II) Covering Letter (III) Draft of Contract. (IV) Form of Bid Security (V) Form of Performance Security (VI) Specification (VII) Schedule of Items
2.2 (I) Overseas Bidders must quote the price in their own currency or in US $ on the basis of CIF
Quarry Site, Sukaura, Udayapur, Nepal. Excluding unloading charge at the place of final delivery, custom duty, VAT and other taxes leviable in Nepal. However clearing, forwarding and transportation charge from Calcutta port to final destination must be quoted either in Indian currency or in Nepalese currency.
(II) a. Indian bidders must quote the price in Indian currency only on the basis of CIF Quarry Site,sukaura, Udayapur Nepal Excluding unloading charge at the place of final delivery, custom duty ,VAT and other taxes leviable in Nepal. Bids from India in currencies other than Indian currency will be rejected.
b. Indian bidder should state the detailed break-up of price quoted i.e. cost including packing taxes & duties (Rate of percent and amount of all taxes and duties should be shown separately) insurance and transportation charges etc. Sales tax should not be included as this is not applicable in case of supply to Nepal. UCIL shall furnish the supplier the custom clearance certificate (CCC) issued by custom office of Nepal if necessary.
(III) Nepalese bidders must quote the price in the Nepalese currency on the basis of CIF Quarry Site, Udayapur Nepal delivery basis including all taxes and duties (Even VAT) leviable in Nepal but excluding unloading charges at the place of final delivery. However Nepalese bidders must indicate separately the amount included in the offer on account of custom duty VAT and all other charges.
(a) Price quoted by the bidder shall remain firm and valid for 90(Ninety) days from the
bids last submission date. Non-Nepalese bidders must mention the name & address of their local agent in Nepal if any and the rate amount and currency of the commission payable to agent.
Nepalese bidders must mention the name & address of the Principal party and their intention and approval to supply the quoted goods.
(IV) The Original Proforma Invoice of the proposed items should be submitted along with the bid
offer in the both cases when the bidder is a non-Nepalese entity or when the bidder is a local
Nepalese firm bidding on the behalf of its foreign Principal Company in non-Nepalese
currency. 2.3 The sealed bid should be accompanied with "Bid Bond" amounting to 2.5% of total price (excluding
VAT) in the form of bank guarantee issued by any commercial bank or bank voucher evidencing of the amount being deposited in the Current Account No.:029000050C of Udayapur Cement Industries Ltd. in Sunrise Bank Ltd., Udayapur Branch, Jaljale, Udayapur, Nepal,Current Account No.:2201010000167 of Udayapur Cement Industries Ltd. in Global Bank Ltd., Udayapur Branch, Gaighat, Udayapur, Current Account No.:020000021C of Udayapur Cement Industries Ltd. in NIC Bank Ltd., Udayapur Branch, Gaighat, Udayapur,& Current Account No.:03501040250283 of Udayapur Cement Industries Ltd. in Nepal Investment Bank Ltd., Udayapur Branch, Gaighat,
Udayapur,Nepal for Nepalese bidders and 5% of the total price quoted and shall be in the form of either the guarantee given by the bank authenticated by "A" Class Nepalese Commercial Bank or Bank Voucher as above.The bid bond should be valid for 120(One Hundred and Twenty) days from
the bids last submission date. Bid bond submitted by finance company will be rejected.
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2.4 The bid offers not completing the required documents and without valid bid bond will be rejected.
2.5 Bid bond submitted by unsuccessful bidders will be released only after signing of the contract with the successful bidder.
2.6 Bid bond submitted by the successful bidder will be released after submission of a Performance Bond & signing of the contract.
2.7 The Bid bond may be forfeited.
(a) If a bidder withdraws its bid offer and / or does not attend the clarification / negotiation during the period of bid validity.
(b) If the successful bidders fails;
(i) To sign the contract and /or (ii) To submit the performance security and (iii) To submit the VAT registration Certificate (Applicable only in case of Nepalese's bidders)
2.8 The bidders must submit the catalogue, leaflet, the authentic / relevant doucument showing the sources of supply of the proposed items, relevant technical data & detailed drawings, if any, of the proposed item along with the bidding documents.
2.9 Successful bidder must submit the performance bond (Amounting to 5% of the total order value in case of a Nepalese bidder and 10% in case of non-Nepalese bidder) within 15 (Fifteen) days from the date of letter of intent in the form of bank guarantee provided herein or other form acceptable to UCIL. The performance bond submitted by the successful bidder must be issued or counter guaranteed by any Nepalese bank and must remain valid till the successful completion of the entire supply. Performance bond submitted by finance company will be rejected.
a) Successful Nepalese bidder who does not have VAT certificate must registered in VAT office and submit the said certificate along with the performance bond:
2.10 All formats attached with the bidding documents must be filled out (Wherever necessary) and signed by the bidder.
2.11 Bidder non - compliance with the requirements of the bid documents, conditional offer other than mentioned in the tender document may lead to rejection of the bid.
2.12 Expenses incurred in connection with the preparation and delivery of bid shall be borne by the bidder.
2.13 Bid should be submitted in wax sealed envelope duly marked as "Bid offer for Komatsu Dozer
Shovel Spare Parts (Invitation Notice No. : 19 -1/069-70 dated … …/ … …/ 2012). 2.14 Bidders should submit renewed certificate of firm registration, VAT, PAN certificate, Agency or
Dealership Certificate or Authorization letter from the manufacturer or Agent or Dealer with bidding documents
2.15 UCIL reserves right to accept any bids wholly or partially (on the pre approval of the bidder) or reject any bids without assigning any reason whatsoever.
2.16 Bidder should necessarily submit copy of Tax clearance certificate from Tax office.
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III. COVERING LETTER
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Date:- ............................... The General Manager, Udayapur Cement Industries Ltd. Head Office, Jaljale, Udayapur, Nepal
Sub : Bid for supply and delivery of Komatsu Dozer Shovel Spare Parts at Quarry Site, Sukaura, Udayapur, Nepal.
Dear Sir,
As per your notifications No.: 19 -1/069-70 dated …./………./ 2012 in the Gorkhapatra we hereby submit our bid offer for the supply and delivery of Komatsu Dozer Shovel Spare Parts for a total value of Rs…… … … … … …… …… … (In words) ……………………………………………….. for your consideration. We declare that offer is based on instructions / information given in the bidding documents for Bid
Invitation Notice No. -1/069-70 dated including provisions of the draft contract form attached with the bid documents. We also confirm that the quoted price will remain valid for 90(Ninety) days from the bids last submission date. As per your requirement, we have attached herewith bid security in the form of provided in the bid document. We understand that UCIL has the right to accept or reject any bid without giving any reason whatsoever. Thanking you. Very Truly Yours, Seal (Stamp) For and on behalf of
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IV. FORM OF CONTRACT
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CONTRACT FOR SUPPLY & DELIVERY OF KOMATSU DOZER SHOVEL SPARE PARTS
UNDER TENDER NO. : 19 -1/069-70 This contract (Hereinafter called "The Contract") made on … … … … … … … … … between Udayapur Cement Industries Ltd.(UCIL), Jaljale, Udayapur Nepal (Hereinafter called "The Buyer") on one part and … … … … … … … …… … … … … … … … …(Hereinafter called "The Supplier") on the other part.
WHERE AS:
A. UCIL has requested the supplier for the supply and delivery of Komatsu Dozer Shovel Spare
Parts at Quarry Site, Sukaura, Udayapur, Nepal. B. The supplier has agreed to supply and deliver the Komatsu Dozer Shovel Spare Parts on the terms
and conditions set forth in this contract. Now, therefore, the parties hereby agree here to as follows:
1. QUANTITY & SPECIFICATION .
S.
N.
Description Specification Unit Quantity Remarks
1 Teeth 154-27-12273 Pcs 14 (Forteen)
2 Teeth 154-27-12283 Pcs 4 (Four)
3 Bolt 155-27-12181 Pcs 50 (Fifty)
4 Nut 01803-02228 Pcs 50 (Fifty)
5 Track Roller Assy Single Flange
155-30-00126 Pcs 8 (Eight)
6 Track Roller Assy Double Flange
155-30-00116 Pcs 4 (Four)
7 Tooth 145-70-44180 Pcs 18 (Eighteen)
8 Bolt 145-70-44120 Pcs 54 ( Fifty Four)
9 Nut 145-70-44130 Pcs 15 ( Fifteen ) Komatsu Dozer Shovel Model –D75S-5, Engine- S6D125-1, Komatsu Genuine Parts.
2. PRICE:
Price shall be total value of… … … … …& NRs. … … … … … CIF Quarry Site, Sukaura Udayapur, delivery basis excluding unloading charge, custom duty, VAT and other taxes leviable in Nepal.
3. PACKING:
Packing should be as per International standard.
3. DELIVERY PERIOD:
4.
The Komatsu Dozer Shovel Spare Parts must be deliver within 120(One hundred Twenty) days
at UCIL's Quarry Site, Sukaura, Udayapur, Nepal from the date of contract.
5. PAYMENT:
Payment shall be made by A/C payee cheque after presentation of following documents and receipt & acceptance of the entire material by UCIL, deducting income tax and other taxes leviable in Nepal.
i) Tax Invoice ii) Challan
iii) Product Guarantee Certificate from Manufacturer or Authorized dealer. iv) Country of origin Certificate.
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6. INSPECTION:
UCIL reserves the right to inspect the Komatsu Dozer Shovel Spare Parts at the place of manufacture and also if require UCIL may appoint third party inspector to carry out the tests in their laboratory. Such inspection will be borne by UCIL.
7. ERFORMANCE SECURITY:
The supplier has submitted performance bond no. ………………………………………….. ……………………………………………issued by ………………………………… if the supplier fails to fulfill the terms and conditions of the contract the performance bond shall be forfeited with the termination of contract.
8. RELEASE OF PERFORMANCE BOND:
Performance bond will be released only after the satisfactory performance of the contract. 9. FORCE MAJEURE:
In the event the Contractor or any of its subcontractor (s) has delayed in the performing any of their respective obligation under the Contract, and such delay is caused by Force Majeure, including, war, civil insurrection, fires, floods, epidemics, earthquakes, breakage of bridge, blocked of road and freight embargoes, such delay may be excused and the period of such delay may be added to the time or performance of the obligation delayed. If a Force Majeure situations arises, the Contractor shall promptly notify the UCIL in writing of such condition and the cause thereof. Unless otherwise directed by the UCIL in writing, the Contractor shall continue to perform its obligations under the Contract as far as reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.
10. PENALTY:
Except force majeure clause in case of delay UCIL shall have the option of granting an extension without penalty or with penalty as below: i) If the supply is not completed within the stipulated period, UCIL shall grant extension for 45
(Forty Five) days without penalty on submission of reasonable, rational and authentic evidence.
ii) If the supply is not completed within the stipulated period and if extension as sub clause (i) is not granted then extension shall be granted for 10 (Ten) weeks with a penalty @ 0.15% of the delayed portion for each days delay, total not exceeding 10% of the contract value.
11. REPLACEMENT:
If the Komatsu Dozer Shovel Spare Parts shall be rejected than the Supplier should replace the Set within next 30(Thirty) days of the receipt of notice.
12. SETTLEMENT OF DISPUTES:
Any dispute or difference arising out of the contract, which cannot be amicably settled, between the parties, shall be settled under the Arbitration Act. of Nepal. The arbitration shall take place in Nepal.
13. CONTRACT AMENDMEND:
No variation or modification of the terms of contract shall be made except by written amendment by the both parties.
14. APPLICABLE LAW: The contract shall be interpreted in accordance with prevailing laws of Nepal .
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15. OTHERS:
All other terms and conditions besides the above shall be as per the bid document Invitation Notice No. 19 -1/069-70 dated which is the part of this contract.
For and on behalf of : For and on behalf of : Udayapur Cement Industries Ltd. Supplier Name: Name: Designation: Designation: Date: Date:
WITNESS: Name: Name: Designation: Designation: Date: Date:
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V. FORM OF BID SECURITY
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BID SECURITY FORM
WHERE AS: ………………………………………………………………………………………… (hereinafter called: "The Bidder") has submitted its bid date ………………………… for the supply of Komatsu Dozer Shovel Spare Parts (hereinafter called "The Bid") know all men by these presents that we … … … … … … … … … … … … … … … … … … … . . … … … … … … … … … … … … … … having our registered office at … … … … … … … … … … … … … … … … … … … … … … … (Hereinafter called "The Bank") are bound into UDAYAPUR CEMENT INDUSTRIES LIMITED, Jaljale, Udayapur, Nepal, Phone No.:00977-35-420275, 420281, 420286 (hereinafter called the purchaser) in the sum of (amount of the guarantee in words and figures) for which payment well and truly to be these to the purchaser the bank bids itself, its successors and assigns by these presents. Sealed with the common seal of the bank this ……………………………………………………………………. day of ………… …………………………………… 2012 ……………………………….. the conditions of these obligation are : If the bidder withdraws its bid during the period of bid validity specified by the bidder on the bid form, or, If the bidder does not attend the clarification meeting called by the purchaser, or, If the bidder, having been notified of the acceptance of the bid by the purchaser during the period of bid validity, a. Fails or refuse to sign contract, when requested; or b. Fails or refuse to furnish the performance security, in accordance with the instructions to bidders: We under take to pay purchaser up to the amount according to and upon receipt of its first written demand without the purchaser having to substantiate its demand, provided that in is demand the purchaser will not that the amount claimed by it is due to it owing to the occurrence of any or all of the above stated conditions. Specifying the occurred condition or conditions.
This guarantee will remain in force up to and including 30 (Thirty) days after the period of bid validity and any demand in respect there of should reach the bank not later than such date.
(NAME OF BANK) BY ……………………….. (Title) ……………………………….
(Signature of Witness) Name: (Authorized Representative) Address:
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i. FORM OF PERFORMANCE SECURITY
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PERFORMANCE SECURITY FORM
TO UDAYAPUR CEMENT INDUSTRIES LTD, JALJALE, UDAYAPUR, NEPAL, PHONE 00977-35-420275, 420281, 420286 WHEREAS … … … … … … … … … … … … … … … … … … (Name of the supplier) …………………………………………………….. (Hereinafter called "The Supplier", has undertaken to supply Komatsu Dozer Shovel Spare Parts in pursuance of bid invitation notice no. 19 -1/069-70 dated hereinafter called "The Purchaser". and whereas it has been stipulated by in the bidding documents that the supplier shall furnish you with a bank guarantee by a recognized bank for the sum specified there in as security for compliance with the supplier's performance obligations in accordance with the contract. And whereas we have agreed to give the supplier a guarantee; THEREFORE we hereby a firm that we are guarantors and responsible to you on behalf of the supplier, up to a total for (amount of the guarantee in words and figures) and we undertake to pay you upon your contract, and without cavil or argument, any sum or sums as specified by you, within the limit of (amount or guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or sum specified there in. This Guarantee is valid until the ………………………………………………………… day of ………………………………………………………………………..
(GUARANTOR) (NAME OF) REPRESENTATIVE BY ………………………… (Title) DATE: AUTHORISED ADDRESS:
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VII. SPECIFICATION
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QUANTITY & SPECIFICATION OF KOMATSU DOZER SOVEL SPARE PARTS
S.
N.
Description Specification Unit Quantity Remarks
1 Teeth 154-27-12273 Pcs 14 (Forteen)
2 Teeth 154-27-12283 Pcs 4 (Four)
3 Bolt 155-27-12181 Pcs 50 (Fifty)
4 Nut 01803-02228 Pcs 50 (Fifty)
5 Track Roller Assy Single Flange
155-30-00126 Pcs 8 (Eight)
6 Track Roller Assy Double Flange
155-30-00116 Pcs 4 (Four)
7 Tooth 145-70-44180 Pcs 18 (Eighteen)
8 Bolt 145-70-44120 Pcs 54 ( Fifty Four)
9 Nut 145-70-44130 Pcs 15 ( Fifteen r) Komatsu Dozer Shovel Model –D75S-5, Engine- S6D125-1, Komatsu Genuine Parts.
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VIII. SCHEDULE OF ITEMS
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SCHEDULE OF ITEMS
(Applicable for quoting the prices in Nepalese currency)
S.
N. Particulars Quantity Unit Rate Total
Amount
Remarks
1 Teeth 14 (Forteen)
2 Teeth 4 (Four)
3 Bolt 50 (Fifty)
4 Nut 50 (Fifty)
5 Track Roller Assy Single Flange 8 (Eight)
6 Track Roller Assy Double Flange 4 (Four)
7 Tooth 18 (Eighteen)
8 Bolt 54 ( Fifty Four)
9 Nut 15 ( Fifteen )
Total Prices VAT:- Total C&F Quarry Site,Sukaura, Udayapur (UCIL) Nepal. (Excluding unloading charge but including all taxes and duties, leviable in Nepal) In words. STAMP OF BIDDER'S FIRM SIGNATURE OF BIDDER BIDDER'S NAME: ADDRESS: PHONE NO:
FAX NO.:
