Development of Commercial Floriculture in Sikkim · Request for Proposal (RfP) For the Development...

Request for Proposal (RfP)

For the

Development of Commercial Floriculture

in Sikkim

Horticulture and Cash Crops Development Department

Government of Sikkim

Krishi Bhawan, Tadong

Bid Reference No: 205/NEC/2014-15/351 Dated: 26/12/2016

Table of Contents

DISCLAIMER ................................................................................................................................ 1

INVITATION OF BIDS ....................................................................................................................... 3

CHAPTER 1: INTRODUCTION ................................................................................................ 4

1.1 Introduction .................................................................................................................................... 4

1.2 Eligibility Criteria .......................................................................................................................... 5

1.3 Schedule of Bidding Process ..................................................................................................... 5

1.3.1 Address of Correspondence :.......................................................................................................... 6

1.4 Procuring Authority: .................................................................................................................... 6

1.4.1 Website of the Procuring Authority: ........................................................................................... 6

1.4.2 Address for Submission of Bids ..................................................................................................... 6

1.5 Language of RFP ............................................................................................................................ 7

1.6 The Bidding Process .................................................................................................................... 7

1.7 Evaluation of proposals .............................................................................................................. 7

1.7.1 Pre-qualification .................................................................................................................................. 7

1.7.2 Evaluation of Technical Bid and Presentation ........................................................................ 7

1.7.3 Financial Evaluation ........................................................................................................................... 7

1.7.4 Final selection ....................................................................................................................................... 8

CHAPTER 2: INSTRUCTIONS TO APPLICANTS ................................................................. 9

2.1 General Instructions .................................................................................................................... 9

2.2 Scope of Work: ............................................................................................................................... 9

2.3 Role of Service Provider: ......................................................................................................... 10

2.3.1 Infrastructure creation .................................................................................................................. 10

2.3.2 Role of District Horticulture Officers and Scheme Officers in the Head Office ....... 11

2.3.3 Role of Farmer: .................................................................................................................................. 12

2.3.4 Area of Work ...................................................................................................................................... 12

2.4 Empanelment Criteria: ............................................................................................................ 13

2.5 Clarification on Tender ............................................................................................................ 13

2.6 Cost of tender Document ........................................................................................................ 13

2.7 Bid Security .................................................................................................................................. 14

2.8 Period of Validity of Bids ........................................................................................................ 14

2.9 Deadline for Submission of Bids .......................................................................................... 15

2.10 Late Bids ........................................................................................................................................ 15

2.11 Submission of Bids .................................................................................................................... 15

2.11.1 Pre-Qualification Bid Documents .............................................................................................. 15

2.11.2 Technical Bid Documents ............................................................................................................. 15

2.11.3 Technical Presentation .................................................................................................................. 16

2.11.4 Financial Bid ....................................................................................................................................... 16

2.11.5 List of documents to be submitted in office. ......................................................................... 17

2.11.6 Scoring Criteria for Technical Qualification .......................................................................... 18

The scoring criteria to be used for evaluation shall be as follows: ............................................... 18

2.12 Deadline for Submission of Bids .......................................................................................... 18

2.13 Late Bids ........................................................................................................................................ 18

2.14 Right to Accept or reject any or all Applications/Bids ................................................ 18

2.15 Conflict of Interest ..................................................................................................................... 19

2.15.1 Corrigendum ...................................................................................................................................... 19

2.16 Cost of Preparation of RFPs ................................................................................................... 19

2.17 Performance Security ............................................................................................................... 19

2.18 Payment Terms ........................................................................................................................... 20

2.19 Changes & Withdrawal of Proposals .................................................................................. 20

2.20 Sub Contract ................................................................................................................................. 21

2.21 Force Majeure.............................................................................................................................. 21

2.22 Termination of Contract .......................................................................................................... 21

2.23 Resolution of Disputes ............................................................................................................. 22

2.24 Opening of RFP ........................................................................................................................... 22

2.25 Tender Evaluation Committee (TEC) ................................................................................. 22

2.26 Period of Contract ...................................................................................................................... 23

2.27 Cancellation of Contract .......................................................................................................... 23

2.28 Terms & Conditions for the Service Provider ................................................................. 24

2.29 Instruction to Bidders for e-tender: ................................................................................... 25

#NEC Tender Development of Floriculture | DISCLAIMER 1

DISCLAIMER

The information contained in this Request for Empanelment document (RFE) or

subsequently provided to Bidders, whether verbally or in documentary or any other

form by or on behalf Of HORTICULTURE & CASH CROPS DEVELOPMENT DEPARTMENT

GOVERNMENT OF SIKKIM, or any of their employees or advisors, is provided to Bidders

on the terms & conditions set out in this RFE & such other terms & condition subject to

which such information is provided.

This Request for Proposals (hereafter referred to as RFP) is not an agreement & is

neither an offer nor invitation by THE HORTICULTURE & CASH CROPS DEVELOPMENT,

GOVERNMENT OF SIKKIM, to the prospective bidders or any other person or individual

or firm. The purpose of this RFE is to provide interested bidders with information that

may be useful to them in making their Bids/Proposals pursuant to this RFP. This RFP

includes statements which reflect various assumptions & assessments arrived at by the

HORTICULTURE & CASH CROPS DEVELOPMENT DEPARTMENT, GOVERNMENT OF

SIKKIM in relation to the project. Such assumptions, assessments & statements do not

purport to contain all the information that each Bidder may require. This RFP may not

be appropriate for all persons and it is not possible for the HORTICULTURE & CASH

CROPS DEVELOPMENT DEPARTMENT, GOVERNMENT OF SIKKIM, its employees or

advisors to consider the investment objectives, financial situation & particular needs of

each party who reads or uses this RFP. The assumptions, assessments, statements &

information contained in this RFP may not be complete, accurate, adequate or correct.

Each Bidder should, therefore, conduct its own investigation & analysis & should check

the accuracy, adequacy, correctness, reliability & completeness of the assumptions,

assessments, statements & information contained in this RFP & obtain independent

advice from appropriate sources.

The HORTICULTURE & CASH CROPS DEVELOPMENT DEPARTMENT, GOVERNMENT OF

SIKKIM, its employees & advisors make no representation or warranty & shall have no

liability to any person, including any Bidder under any law, statute, rules or regulations

or tort, principals of restitution or unjust enrichment or otherwise for any loss,

damages, cost or expense which may arise from or be incurred or suffered on account of

anything contained in this RFP or otherwise including the accuracy, adequacy,

#NEC Tender Development of Floriculture | DISCLAIMER 2

correctness, completeness or reliability of the RFP & information contained therein or

deemed to form a part of this RFP or arising in any way for participation in the Bidding

Process.


SIKKIM accepts no liability of any nature whether resulting from negligence or

otherwise howsoever caused arising from reliance of any Bidder upon the statements

contained in this RFP. The HORTICULTURE & CASH CROP DEVELOPMENT

DEPARTMENT, GOVERNMENT OF SIKKIM, may in its absolute discretion, but without

being under any obligation to do so, update, amend or supplement the information,

assessment or assumptions contained in this RFP.

The Bidder shall bear all its costs associated with or relating to the preparation &

submission of its Bid including but not limited to preparation, copying, postage, delivery

fees, expenses associated with any demonstration or presentation which may be

required by the HORTICULTURE & CASH CROP DEVELOPMENT DEPARTMENT

GOVERNMENT OF SIKKIM, or any other costs incurred in connection with or relating to

its Bid. All such costs & expenses will remain with the Bidder. Either the issue of this

RFP or its submission by the Bidder does not vest any right in the Bidder for being

selected for the award of the project


SIKKIM, reserves the right to reject all or any of the Bids without assigning any reason

whatsoever.

#NEC Tender Development of Floriculture | INVITATION OF BIDS 3

INVITATION OF BIDS

Development of Commercial Floriculture in Sikkim

NOTICE INVITING TENDER (NIT)

No: 205/NEC/2014-15/351 Dated: 26/12/2016

Online Proposals (e-tender) are invited from eligible bidders for partnering on

Development of Commercial Floriculture in Sikkim especially for the scaling up of area,

production & market development of major identified & successful commercial crops of

the State & building up of crop cultivation cluster spokes through the infusion of a

onetime capital investment under the scheme. The tender document can be obtained

from www.sikkimtender.gov.in. The cost of the Tender document is of Rs. 30,000/-

(Rupees Thirty Thousand) only. The last date of submission of tender Document is fixed

as 27.01.2017 at 2pm.

HCCD Department reserves the right to reject any offer without assigning any

reason.

Additional Director (Floriculture),

Horticulture & Cash Crops Development (HCCD) Department

http://www.sikkimtender.gov.in/

#NEC Tender Development of Floriculture | INTRODUCTION 4

CHAPTER 1: INTRODUCTION

1.1 Introduction

With the objective of augmenting the significant progress that the State has achieved in

Horticulture, especially hi-tech floriculture & providing the much needed fillip to the

nascent commercialization of horticulture, the Government of Sikkim, Horticulture &

Cash Crops Development Department, has put in place a scheme on Development of

Commercial Floriculture in Sikkim under NEC Funding.

The Government of Sikkim acting through a duly constituted Special Tender Committee,

has initiated this Bidding Process through Request for Proposal for interested, reputed

& experienced horticultural service providers/ companies/ organizations/

manufacturers/ firms/ authorized dealers of companies; and for partnering with them

for the scaling up of area, production & market development of major identified &

successful commercial crops of the State & building up of crop cultivation cluster spokes

through the infusion of a onetime capital investment under the scheme.

The major identified crops are:

1) GERBERA

2) CARNATION

3) PHALAENOPSIS

4) CHRYSANTHEMUM &

5) CYMBIDIUM.

Two districts have been identified which will take up the task of scaling up of the

farmers cluster spokes & these are:

1) East District

2) South District

The Project is sanctioned under the North Eastern Council (NEC) scheme to the tune of

Rs. 644.00 lakhs. The project will be implemented where the NEC & the State will

contribute in ratio of 90:10 (NEC share is Rs. 579.60 lakhs and State share is Rs.

64.40 lakhs).


1.2 Eligibility Criteria

To be eligible for pre-qualification and short-listing, an applicant shall fulfill the

following conditions of eligibility:

1. A Bidder may be a Public Ltd. Co. / Private Ltd. Co. / Govt. owned Co. /

Proprietorship / Partnership subject to them fulfilling the qualifying

requirements as mentioned in this document & should have been in existence in

India for the last 3 years.

2. The Bidder should have experience in successfully implementing or satisfactorily

facilitating similar state-wide or district-wise projects. Successful completion

reports/ Work Order/ Contract Agreement of similar projects undertaken needs

to be enclosed.

3. The Bidder should be registered for Sales tax and Income Tax. Bidders should

enclose the necessary VAT Registration & PAN Card certificates.

4. Bidders should have valid Trade License.

5. Bidders must have a valid & current authorization for dealership from the

Companies collaborated with.

6. The Bidder should have qualified technical persons handling similar projects.

Documents relating to manpower availability (Technical Staff, Skilled

Technicians/ Labours) need to be enclosed with the Bid.

7. The Bidder or its sister concern must not be black listed by any Government or

Public Sector Organization in India at the time of submission of the RFP.

Certification to this effect must be enclosed.

8. Firm should have minimum experience of at least 3 years in Construction of hi-

tech polyhouses integrated with drip irrigation systems & quality planting

materials and successful marketing preferably in North Eastern States.

9. The Firm bidding for the RFP should have an average financial turnover of Rs. 3.0

crores for the past 3 years in floriculture and allied businesses only.

1.3 Schedule of Bidding Process

The following schedule will be adhered to:

1 Hosting of online tender in e-procurement

portal

: 28.12.2016 from 10.00 a.m.


2 Start date of uploading of bidding

documents in e-procurement portal : 28.12.2016 from 11.00 a.m.

3 Last date for submission of bids online by

the Bidders : 27.01.2017 by 2.00 p.m.

4 Submission of hard copies in the office of

the Principal Director, HCCD : 30.01.2017 by 11.00 a.m.

5 Date of opening of tender documents : 30.01.2017 at 3.00 p.m.

6 Date of Technical Presentation :03.02.2017 from 1.00 p.m. onwards.

6 Letter of Award (LoA)bank

: Within 30 days of bid submission date

7 Validity of bids : 90 days of bid submission

8 Signing of contract agreement : Within 15 days of award of LoA

1.3.1 Address of Correspondence :

Principal Director,

Horticulture & Cash Crops Development Department,

Government of Sikkim,

Krishi Bhawan, Tadong - 737102, Sikkim.

1.4 Procuring Authority:

Principal Director,

Horticulture & Cash Crops Development Department,


Krishi Bhawan, Tadong 737102, Sikkim.

1.4.1 Website of the Procuring Authority:

www.sikkim-hort.org

www.sikkimagrisnet.org

www.sikkimtender.gov.in

1.4.2 Address for Submission of Bids

Principal Director,

Horticulture & Cash Crop Development Department,


Krishi Bhawan, Tadong 737102, Sikkim.

http://www.sikkim-hort.org/

http://www.sikkimagrisnet.org/


1.5 Language of RFP

The RFP should be written in English language. English version of the RFP shall govern

its interpretation.

1.6 The Bidding Process

The bidding process shall comprise of the following stages:

1. Pre-qualification Stage

2. Evaluation of Technical Bids

3. Evaluation of Technical Presentation

4. Evaluation of Financial Bids

1.7 Evaluation of proposals

1.7.1 Pre-qualification

The proposals for Pre-qualification would be based on the documents submitted as per

Clause 1.2 of the Bid document. Only the bidders who qualify all the requirements as

specified in Clause 2.11.1 of the Tender document shall be eligible for opening of

Technical Bid.

1.7.2 Evaluation of Technical Bid and Presentation

Technical Proposals received will be opened in the presence of authorized

representatives of the Agency who have submitted proposals on a date /time to be

specified by HCCD Department.

The Technical Proposals will be evaluated by a Committee constituted for this purpose

and, in the first instance, be examined to ascertain fulfillment of eligibility criteria and

submission of required documents.

Agencies scoring 70% marks or more in the Technical Evaluation will be shortlisted for

opening of financial bids.

1.7.3 Financial Evaluation

Financial proposals of shortlisted agencies will be opened in the presence of authorized

representatives of the agencies on a date/time to be specified by HCCD Department.

Financial evaluation, based on the cost quoted as per the format by an agency, will be

considered and will carry a weightage of 30%.


The lowest evaluated Financial Proposal will receive the maximum score of 100 marks. The score for

each other Financial Proposal is inversely proportional to its (Evaluated Total Price) ETP and will be

computed as follows:

Sf = 100 x Fm / F where:

Sf is the financial score of the Financial Proposal being evaluated,

Fm is the ETP of the lowest priced Financial Proposal,

F is the ETP of the Financial Proposal under consideration.

Following completion of evaluation of Technical and Financial Proposals, final ranking of the

Proposals will be determined. This will be done by applying the following weightage; quality - 70%

and cost - 30 % (i.e., Quality-Cost ratio- 70:30) respectively to the technical and financial score of

each evaluated qualifying Technical and Financial Proposal and then computing the relevant

combined total score for each creative agency. After such final ranking, the first-ranked Respondent

will be selected.

1.7.4 Final selection

Selection of the agency will be based on the aggregate of the Technical and Financial

Evaluation. The proposal having highest combined total score will be declared as

successful bidder and eligible for award.

From the time the Technical Proposals are opened to the time the contract is awarded, if

any agency wishes to contact HCCD Department on any matter related to its proposal, it

should do so only in writing. Any effort by an agency to influence the Tender Committee

in the proposal evaluation or contract award decisions may result in rejection of the

proposal of the agency.

#NEC Tender Development of Floriculture | INSTRUCTIONS TO APPLICANTS 9

CHAPTER 2: INSTRUCTIONS TO APPLICANTS

2.1 General Instructions

1. The intending tenderer can download tender documents online through website

www.sikkimtender.gov.in.

2. Tender has to be submitted online through website www.sikkimtender.gov.in on

the date and within the time indicated above in NIT. Offline bid will not be

accepted.

3. A Tender Opening Committee in the presence of the bidders will open the

tenders on the date and time indicated above.

4. Failure to provide information which is essential to justify the Applicant’s

meeting the requirements or to provide timely clarification or substantiation of

the information supplied may result in disqualification of the applicant.

5. The bidder is expected to examine carefully all instructions, forms, terms, and

technical specifications in the Bid Document. Failure to comply with the

requirement of Bid Documents shall be at the bidder’s own risk. The bids which

are not substantially responsive to the requirements of the bid documents shall

be rejected.

2.2 Scope of Work:

The beneficiaries have been already selected by the district officers in consultation with

Panchayat representative and the area MLA for forming clusters around the existing and

new Horti Hubs of the Department. A total of 20 Numbers of Floriculture Units of each

of the five flowers identified would have to be developed. The Service Provider will be

entrusted with the responsibility to enter into an agreement with the selected farmers

where the department will take up necessary monitoring. It will be the joint

responsibility of the department and Service Provider to educate the selected farmers

by way of training, seminars, etc. The Service Provider will impart training on latest

technology and intensify monitoring for adoption of modern technologies. The selected

farmers will have to provide the necessary land, FYM, water power & assure labour for a

period of three years. The Service Provider will not only provide the following inputs for

the commercial production of cut flowers, but also transfer technology to the farmers

http://www.sikkimtender.gov.in/


and enter into Agreement with farmers for “buy-back” arrangement of the produce with

appropriate prices.

2.3 Role of Service Provider:

2.3.1 Infrastructure creation

1. Hi-tech polyhouses both Naturally Ventilated & Shadow Hall type as per the crop

requirements with the following specifications will be set up in the farmers’s

fields.

a) Made of ISI make GI pipes of at least 2.0mm thickness of the following OD 60mm,

48mm, 42mm, 33mm, 25mm & 15mm. All columns of the polyhouses are to be of

60mm OD, bottom & inserts of 48mm OD, purlins & chords of 42mm OD, cross,

brackets of 33mmOD & side curtain of roll up type of 15mm OD.

b) Foundation of telescopic insertion in cement concrete of ratio 1:4:8

c) Covering of polyhouse preferably of Ginegar make of 200 micron, 5 layered UV

film.

d) UV stabilized shade net of Polysack make preferably as per crop requirements.

e) 40 mesh insect netting at the side vents.

f) Bed preparation including organic treatment of situ for soil grown crops where

the FYM will be supplied by the farmers.

g) Pre-fabricated tables with UV stabilized pots for soilless cultivation for

Phalaenopsis & Cymbidium.

h) Preferably Netafim make Drip irrigation Systems inclusive of Control Unit

consisting of double filtration units - screen & disc filters, fertilizer injectors, AV

10, valves etc.

i) Drip manifold with appropriate drip lines for drip irrigation with fertigation &

overhead 4 way foggers for Gerbera, Carnation & Chrysanthemum.

j) Arrow drippers per individual pots with provisions for fertigation for

Phalaenopsis & Cymbidium pots.

2. Quality “tissue culture” planting materials from local nurseries multiplied from

imported mother stock for Cymbidium and others to be imported from

recognized breeders.

3. Fertigation & plant & pest management & transfer of technology to be done by

Service Provider on regular basis. Field visits by agronomist/resource persons to

farmers fields & provide appropriate measures if needed. Coloured & laminated


photographs of all types of pests & diseases with control measures to be

displayed by Service Provider (SP) at the hubs.

4. Service Provider will guarantee regular maintenance of the greenhouse and drip

irrigation system including plant management through technology transfer for

the years. However, maintenance and repair shall be limited to natural damages

and not any malicious damages.

5. Collection, grading, packing & dispatch for forward linkages are to be provided

by SP. The SP will be further responsible for marketing of the flowers at a

remunerative price through his own network & outlets in the region.

6. Payments to be made by the Service Provider to the farmers once in three

months. Price to be paid to the farmers shall be arrived at by the Service

Provider through consultation with farmers duly taking into account the

prevailing market rates.

7. Periodical incentive schemes are to be provided by the Service Provider to the

farmers in order to bring about healthy competition amongst farmers.

8. The assessment on overall progress of the Project will be made on a half yearly

basis jointly by the Department and Service Provider.

2.3.2 Role of District Horticulture Officers and Scheme Officers in the Head Office

The concerned District Officers would be notified for each hub with the following terms

of reference.

1. To closely monitor the performance of the Service Provider.

2. To evolve and finalize district, hub and spoke specific technical parameters and

requirements prior to execution of a tri-partite working agreement (Department,

Service Provider and farmers) for functional working of green houses, irrigation

systems, buyback, marketing arrangements and value chain creation between

the empanelled Service Provider, farmers’ clusters and respective departmental

representative in the district.

3. To facilitate the evolution of a suitable price discovery mechanism.

4. To monitor and regulate the functioning of such pricing mechanism and ensure

that fair and reasonable prices are paid to the farmers as per agreement to be

negotiated and contracted between the growers, Service Provider and the

respective department officer after empanelment and selection of Service

Provider.


5. To monitor and ensure that agreements made under the terms and conditions of

contract are complied with by all parties concerned and to recommend

appropriate measures for breach of agreement.

6. To monitor and evaluate the progress of the scheme and recommend

rectifications as and when necessary.

7. To facilitate as far as possible, the formation of Farmer Producer Organizations

(FPOs) in coordination with the Service Provider for bulking of produce and

better bargaining power.

2.3.3 Role of Farmer:

1. To provide the developed land free from all encumbrances.

2. To provide land, production, labour, manure, water, electricity/power for

running the production units from the initial phase of establishment of such

production units.

3. Provide manpower for continued maintenance, plant protection & fertilizer

application of the crops during & after the expiry of the empanelment period.

4. Undertake to work in close co-ordination with the Service Provider & the

department officers & to assist them in the discharge of their obligations.

5. Undertake to commit themselves to the successful implementation & furtherance

of the scheme.

6. Undertake to utilize & maintain the infrastructure created under this project for

a period of minimum of 3 (three) years.

7. The unit given to the farmer should be exclusively for the cultivation of cut

flowers allotted to him/her & not other activity.

8. Undertake that in the event of departure from the above undertakings, the

farmer will be liable to refund the whole or the part of the project assistance

received from the Department and agree to be deprived of any Horticulture

schemes in future.

9. Provide for the basic implements for hi-tech cultivation such as backpack

sprayer, weighing machine, cutters etc.

2.3.4 Area of Work

1. South District in Namchi sub division &

2. East district in Rangpo sub division.


2.4 Empanelment Criteria:

1. The Service Provider shall provide free after sales services for a period of three

years from the date of the commissioning of the production units.

2. The Service Provider should set up Service Centres for providing technological &

agronomic support in each of the selected districts.

3. The works for the Service Provider may be inspected as and when required.

Random sampling from the manufacturing unit/authorized dealer will be

performed to ascertain the quality of supplies as and when required.

4. In the event of any complaint regarding after sales service or supply of defective

or sub standard material, the empanelled Service Provider will have to rectify the

defects within a period of 60 days. If the Service Provider does not comply then

the necessary rectification cost will be deducted from the Service Provider’s bill.

The approved Service Provider will also be liable to be black listed & not be given

any further works in the Department for a period of 5 years. However, the

departmental officers will first verify the complaints to check the authenticity of

the complaints and only if found genuine will recommend for the above measure.

5. The Horticulture Department is free to evolve strong punitive measures against

erring companies/ Service Provider and staff to safeguard the interests of

farmers to ensure qualitative utilization of public funds.

2.5 Clarification on Tender

A prospective Bidder requiring any clarification of the Tender Documents may

contact Principal Director in writing or by email at [email protected] and

[email protected].

Clarifications may also be obtained through the site www.sikkimtender.gov.in.

No verbal enquiry shall be entertained.

2.6 Cost of tender Document

The cost of the Tender document is Rs. 30,000/- (Thirty thousand Rupees only) (non-

refundable) and should be in the form of Demand Draft addressed to “Principal Director,

Horticulture and Cash Crops Development Department”.

Any tender submitted without the Cost of Tender Document would be summarily

rejected.

mailto:[email protected]

mailto:[email protected]


2.7 Bid Security

The Bidder shall furnish Bid Security of a sum of Rs. 16,00,000/- (Rupees Sixteen lakhs

only).

The bid security is required to protect the Procurer against the risk of Bidder’s conduct

which would warrant the security’s forfeiture.

The bid security shall be in Indian Rupees and shall be in favour of the Principal

Director (Horticulture & Cash Crops Development Department) and in one of the

following forms:

a) A bank guarantee or an irrevocable letter of credit issued by a

nationalized/scheduled bank located in India in the form provided in the bidding

documents or another form acceptable to the Procurer and valid for 45 days

beyond the validity of the bid; (i.e. Total 90 days + 45 days = 135 days from

deadline of submission of bids) or

b) A cashier’s cheque, certified cheque or demand draft.

Any bid not secured in accordance with Clauses as stated above will be rejected by the

Procurer as non-responsive.

Unsuccessful bidder’s bid securities will be discharged/ returned as soon as possible

and not later than 30 days after the expiration of the period of bid validity.

The successful Bidder’s bid security will be discharged upon the Bidder signing the

Contract.

The bid security may be forfeited:

a) If a Bidder

(i) withdraws its bid during the period of bid validity specified by the Bidder on

the Bid form; or

(ii) does not accept the correction of errors;

b) In case of a successful Bidder, if the Bidder fails:

(i) to sign the contract

(ii) to furnish performance security.

2.8 Period of Validity of Bids

Bids shall remain valid for 90 (Ninety) days after the deadline for submission of bids. A

bid valid for a shorter period shall be rejected as non-responsive.


2.9 Deadline for Submission of Bids

Bids must be received by no later than the time and date specified in the Bid document.

In the event of the specified date for the submission of Bids being declared a holiday for

Sikkim, the Bids will be received upto the appointed time on the next working day.

The Procurer may at its discretion, extend this deadline for submission of bids by

amending the bid documents.

2.10 Late Bids

Any bid received after the deadline for submission of bids prescribed by the Procurer

will be rejected and/or returned unopened to the Bidder.

2.11 Submission of Bids

The bids submitted online shall be evaluated in three parts namely “Pre-qualification

Bid”“, Technical Bid” and “Financial Bid” documents at the time of submission.

2.11.1 Pre-Qualification Bid Documents

The Pre-Qualification Bid Documents shall contain the following:

1. A Covering Letter of the Bidders on their letterhead.

2. Details of the organization of the Bidder (s).

3. Attested copies of the following documents: Trade License, PAN card, VAT

Registration Certificates.

4. Copies of the documents showing the Firm’s average financial turnover of the

immediate past 3 years duly certified by the Chartered Accountant.

5. Financial soundness of the Bidder from his Bankers.

6. Attested copies of Power of Attorney where ever applicable.

7. A Declaration by the Bidder that the Bidder or its sister concern has not been

blacklisted by any Government or Public Sector Organization in India.

8. Cost of tender document as specified in Clause 2.5 of the Tender Document.

9. Bid Security in the form as specified in Clause 2.6 of the Tender Document.

2.11.2 Technical Bid Documents

The Technical Bid Documents shall contain the following:

1. A covering letter on the Bidder’s letterhead.


2. Profile of the Bidder including list of Technical & Managerially staff including

their qualification & experience & their respective roles in project

implementation. Educational qualification & work experience of the staff to be

mentioned.

3. Dealership certificates of UV Films & Shade nets (preferably from Ginegar,

Isreael), Drip & Sprinkler Irrigation Equipments (preferably from Netafim

Irrigations Co Ltd), Planting Materials, Fertilizers & Pesticides (organic only).

4. Attested documentary evidence of similar works on a minimum value of Rs. 3.00

crores successfully completed by the Bidder in any other North Eastern States

during the past 3 years.

5. Attested Completion Certificate from Nodal Officer of similar works executed by

the Bidder.

6. Attested Certificate confirming “buy-back” of flowers by Bidder in the similar

projects in North East mentioned above.

7. All necessary literatures for inputs to be supplied to the farmers.

2.11.3 Technical Presentation

All selected Bidders will have to put up a Technical Presentation (30 mins duration) to

the Tender Committee /Principal Director when called for. This Technical Presentation

should contain the following points.

1. Brief background of the Bidder / Firm

2. Technical & Managerial strength

3. Success stories of similar projects in NE States during the past years.

4. Methodology & approach to establishing the crop clusters in this project

including time frame for completion.

5. Technology transfer & sustenance of the projects for three years.

6. Marketing strategy.

2.11.4 Financial Bid

The financial bid should be submitted online as filled up in the Excel file “BOQ”.

Bidders should ensure the following while submitting financial bid.

1. All rates should be based for a greenhouse of 150 sq mtr area only for all flowers

and 96 sq mtrs for Phalaenopsis and Chrysanthemum.


2. All prices for greenhouses, Irrigation systems & Bed preparation are to be quoted

on per Sq mtr basis.

3. All prices of Planting materials to be quoted as per number basis.

4. All Fertilizers & pesticides (organic) are to be quoted for 3 years as per

greenhouse basis varying from crop to crop.

5. The amount of Cess and other taxes as applicable should be quoted separately.

6. All rates for the flowers are to be different – Gerbera Unit rates, Carnation Unit

rates, Cymbidium rates, Phalaenopsis rates & Chrysanthemum rates are to be

uploaded online under the Excel file “BOQ”.

2.11.5 List of documents to be submitted in office.

a. Cost of tender document as specified in Clause 2.5 of the Tender Document.

b. Bid Security in the form as specified in Clause 2.6 of the Tender Document.

Both the documents should be put in an envelope super-scribed “Development of

Floriculture in Sikkim” with the due date for submission. The Bottom Left corner of

the outer cover should carry the full name, address, telephone nos., e-mail ID etc. of the

agency submitting the Proposal.


2.12 Scoring Criteria for Technical Qualification

The scoring criteria to be used for evaluation shall be as follows:

Sl. No. Criteria Marks

1

Profile of the Bidder including list of Technical & Managerially

staff including their qualification & experience & their respective

roles in project implementation.

40

2

Dealership certificates of UV Films & Shade nets (preferably from

Ginegar, Isreael), Drip & Sprinkler Irrigation Equipments

(preferably from Netafim Irrigations Co Ltd), Planting Materials,

Fertilizers & Pesticides (organic only).

20

3

Experience of having successfully completed similar Projects by

the Bidder in any other North Eastern States during the past 3

years.

20

4 Confirmation of “buy-back” of flowers by Bidder in the similar projects in North East mentioned above.

20

5 Technical Presentation 20

2.13 Deadline for Submission of Bids

Bids must be submitted no later than the time and date specified in the NIT.

The Procurer may at its discretion, extend this deadline for submission of bids by

amending the bid documents.

2.14 Late Bids

It would not be possible to submit bids online after the scheduled time specified in the

NIT.

2.15 Right to Accept or reject any or all Applications/Bids

Notwithstanding anything contained in this tender Document, the Procurer reserves the

right to accept or reject any Application and to annul the Bidding Process and reject all

Applications/ Bids, at any time without any liability or any obligation for such

acceptance, rejection or annulment, and without assigning any reasons therefore. In the


event that the Procurer rejects or annuls all the Bids, it may, in its discretion, invite all

eligible Bidders to submit fresh Bids hereunder.

The Procurer reserves the right to reject any Application and/ or Bid if:

a) At any time, a material misrepresentation is made or uncovered, or

b) The Applicant does not provide, within the time specified by the Procurer, the

supplemental information sought by the Procurer for evaluation of the Application.

2.16 Conflict of Interest

Participation of Bidder(s) with a conflict of interest situation will result in

disqualification of the concerned bidders. Furthermore, the Tender Committee (TC)

reserves the right to debar/bar bidders from all further process of empanelment.

2.16.1 Corrigendum

Should the Tender Committee deem it necessary to amend the RFP Document as a result

of a clarification, it shall do so by uploading the corrigendum/clarification in the

website.

In order to provide prospective bidders reasonable time to take the amendment into

account in preparing the bids, the Tender Committee may at its discretion, extend the

last date for the receipt of RFPs.

2.17 Cost of Preparation of RFPs

The bidder shall bear all costs involved in preparation & submissions of their RFPs & TC

shall not be responsible or liable for the costs regardless of the conduct or outcome of

the RFPs process.

2.18 Performance Security

The Procurer will notify the successful bidder that its bid has been accepted. The

Successful Bidder is required to accept the same and furnish Security deposit amount

equivalent to 5% of total Contract value.

The Security deposit shall be in Indian Rupees and shall be in favour of the Procurer

(Principal Director, HCCD Department) and in one of the following forms:


a) A bank guarantee or an irrevocable letter of credit issued by a

nationalized/scheduled bank located in India in the form provided in the bidding

documents or another form acceptable to the Procurer.

b) A cashier’s cheque, certified cheque or demand draft.

Failure of the successful bidder to comply with the requirement shall constitute

sufficient grounds for the annulment of the award and forfeiture of the bid security, in

which event the Procurer may make the award to the next lowest evaluated bidder or

call for new bids.

The Performance Security shall be valid for 3 years or till successful completion of the

Project implementation.

2.19 Payment Terms

Sl. No. COMPLETION SCHEDULE % OF PAYMENT

1 With Supply Order against Bank Guarantee 5%

2 On delivery of Greenhouse & drip materials at farmers field

45%

3 On completion of greenhouse, drip irrigation & bed preparation

20%

4 On completion of supply & plantation 20%

5 After the first flush of flowers or 1st year whichever is earlier

10%

The payments, however would be subject to availability of funds with the Authority.

2.20 Changes & Withdrawal of Proposals

Entire bid security may be forfeited if any of the bidders withdraw their bids during the

validity period.

Proposals will be ineligible for consideration if it does not comply with the RFP

requirements – especially the technical requirements.

The Technical Evaluation Committee/Department of HCCD may terminate the RFP

process without assigning any reason.


The Technical Evaluation Committee/Department of HCCD reserves the right to

negotiate with the bidder whose proposal has been ranked FIRST by the competent

authority on the basis of the best value of the project.

2.21 Sub Contract

The Service Provider may sub contract only the manpower requirement under this

project after informing the concerned authority. No sub contracting will be allowed for

the supply of any input including greenhouses and drip irrigation materials, planting

materials etc.

2.22 Force Majeure

If in the event of circumstance where the works are being hampered due to conditions

beyond human control viz. war, weather, natural calamity, road blockade, landslides,

ordinance, law & order etc., the parties shall meet to discuss what modifications may be

required to the terms of this Agreement in order to arrive at an equitable solution.

2.23 Termination of Contract

The Horticulture and Cash Crops (HCCD) Department may without prejudice to any

other remedy for breach of contract, by written notice of default, sent to the Service

Provider terminate the Agreement of the Bidder.

1. If the Service Provider (SP) fails to deliver either the whole or part of the services

as defined in the scope of work within the time period specified in the agreement

by ATC/DOH.

2. If the SP has been engaged in fraudulent & corrupt practices with malafide

intentions in competing for or execution of the Contract.

3. If the SP fails to perform as per the terms & conditions of his contract even after

a period of 30 days for rectification notice by Authority.

4. In the event Authority terminates the Agreement, the balance works will be done

at the risk & cost of the SP.

5. All documents collected by the bidder shall be returned to the Authority in its

original form upon such terminations.

6. The Authority may at any point of time terminate the Agreement by giving 30

days written notice to the SP without compensation to the SP, if the SP becomes

bankrupt or insolvent.


2.24 Resolution of Disputes

If any dispute arises between the empanelled Service Provider and the HCCD

Department in connection with the validity, interpretation, implementation or alleged

material breach or any provision of the Agreement or any issue regarding the execution

of the contract, both parties shall endeavour to settle such disputes amicably through an

arbitrator appointed by mutual consent. If no settlement is arrived at, the case shall be

referred to the civil courts of Gangtok.

2.25 Opening of RFP

The Tender Opening Committee shall conduct the opening of RFPs in the presence of

the Bidders or their representatives at the address, date & time specified in the Tender

Document.

Preliminary scrutiny of the Pre-qualification documents will be made to determine

whether all the required documents are in order. If any Bidder’s pre technical

documents are not in order, it will be liable for cancellation.

Opening of Technical Bids will be done by the Tender Opening Committee as per time

given in this tender document, in the presence of the qualified Bidders or their

authorized representatives. Technically qualified Bidders will be notified on a later date

by the Committee. The selected Bidders will be notified to put up their Technical

Presentation to the Evaluation Committee.

After the Technical Presentation, only the final Bidders selected by the Tender

Committee will be invited for opening of Financial Bids.

Bids that are not opened shall not be considered further for evaluation, irrespective of

the circumstances. Withdrawn Bids will be returned unopened to the Bidders.

The Special Tender Committee will prepare the minutes of each Bid opening.

2.26 Tender Evaluation Committee (TEC)

1. The Tender Evaluation Committee (TEC) constituted by the Govt. of Sikkim shall

evaluate the bids.

2. TEC will evaluate the bids to determine the most responsive & eligible bidder.

3. The decision of the TEC in the evaluation of the Pre qualification, Technical &

Financial Bids along with the Technical Presentation shall be final.


4. The TEC shall evaluate the pre-qualification bids to determine whether the bids

are in compliance to the conditions of pre-qualification criteria. Those bids which

do not meet all the criteria mentioned in these documents shall be rejected.

5. Technical bid evaluation is to ensure that the proposed solution by the bidder

meets the technical requirements as outlined in the RFP document. Technical

bids of only those bidders will be opened whose pre-qualification bid complies

with the requirements in the RFP document. To qualify for the Technical Bid

Evaluation, the bidder must confirm to all the requirements as stated in “Pre-

Qualification Bid documents”.

6. The bidders who secure a Technical score of 70% or more after evaluation of

Technical bids & Technical Presentation will be declared as technically qualified.

7. The Financial Bids of only the technically qualified bidders will be opened for

further processing.

8. The decision of the TEC on the selection of the Service Provider will be final &

binding to all bidders. All considerations will be taken into account during the

scrutiny of bids and selection of Service Provider.

2.27 Period of Contract

The period of Contract will be for 3 years. From the date of final acceptance which could

be extended by one year upon mutual consent & successful performance of the Service

Provider.

2.28 Penalty

In case, the Service Provider fails to complete the work within the stipulated time, then

a penalty of Rs. 1000/- per day will be deducted from the payments due to him/her.

2.29 Cancellation of Contract

The Contract is subject to cancellation due to the following reasons:

1. If the Service Provider has submitted false / fake documents for securing

empanelment.

2. If the performance of the Service Provider is below par.

3. If the quality of materials are sub standard or not as per specifications.

4. If the SP refuses to execute the works as per the agreed rates & terms.

5. In case of bankruptcy of the empanelled Service Provider.


6. Any other reason deemed fit by the Principal Director of HCCD Department.

7. Such empanelled Service Providers whose empanelment is cancelled due to any

of the above reasons, they will not be considered for further empanelment in any

other Projects under the Department of Horticulture & Cash Crops Development

for a period of five years.

2.30 Terms & Conditions for the Service Provider

1. That the Service Provider will execute the project as per the approved

specifications prescribed for inputs at the rates approved.

2. The quoted rates shall be applicable for one year.

3. The quoted rates should be inclusive of all taxes but excluding the cost of land

development and should be quoted separately.

4. The infrastructure to be constructed /installed by the Service Provider shall be

under Service for 3 years free of cost.

5. The Service Provider shall provide free after sales service for a period of 3 years.

6. The Service Provider shall have Service Centres in both the districts of operation

& should be readily available for the farmers’ needs.

7. The Service Provider shall complete the works within a period of 12 working

months from the date of issue of supply order as well as developed land free

from all encumbrances.

8. No extra carriage will be given to Service Provider for goods to be carried by foot

or by head load.

9. The stage of works has to be certified by the farmer & the nodal officer before

payments are released.

10. The Service Provider shall ensure the proper working/functioning of the

Systems installed during the 3 years of empanelment.

11. All planting materials supplied should have the Certificate of Origin/Quarantine

Certificate.

12. The Service Provider will undertake technology transfer in the form of Farmers

Meet as & when required during various stages of project implementation. The

District Officers will facilitate this process.


2.31 Instruction to Bidders for e-tender:

1. Possession of valid Digital Signature Certificate (DSC) and

enrollment/registration of the contractors/bidders on the e-procurement / e-

tender portal www.skkimtender.gov.in is a prerequisite for e-tendering.

2. Bidder should do the enrollments in the e-Procurement site using the “Click here

to Enroll” option available on the home page. Portal enrollment is free of charge.

During enrollment/registration, the bidders should provide the correct/true

information including valid email id. All the correspondence shall be made

directly with the contractors/bidders through email id provided.

3. The Bidders need to login to the site through their user ID/ password chosen

during enrollment/registration.

4. Then the Digital Signature Certificate (Class II or Class III Certificates with

signing key usage) issued by SIFY/TCS/nCode/ eMudhra or any Certifying

Authority recognized by CCA India on e-Token/Smart Card, should be registered.

5. The DSC that is registered only should be used by the bidder and should ensure

safety of the same.

6. Contractor/Bidder may go through the tenders published on the site and

download the required tender documents/schedules for the tenders he/she is

interested.

7. After downloading / getting the tender document/schedules, the Bidder should

go through them carefully and then submit the documents as asked.

8. The Bidders should take into account any corrigendum published before

submitting the bids online.

9. Bidder then logs in to the site through the secured log in by giving the user id/

password chosen during enrolment/registration and then by giving the

password of the e-Token/Smart Card to access DSC.

10. Bidder selects the tender which he/she is interested in by using the search

option & then moves it to the “my favorites” folder.

11. From the favorite’s folder, the Bidder selects the tender to view all the details

indicated.

12. It is construed that the bidder has read all the terms and conditions before

submitting their offer. Bidder should go through the tender schedules carefully

and upload the documents as asked; otherwise, the bid will be rejected.

http://www.skkimtender.gov.in/


13. The Bidder, in advance, should get ready the bid documents to be submitted as

indicated in the tender document/schedule and generally, they can be in

PDF/xls/rar/zip/dwf formats. If there is more than one document, they can be

clubbed together and can be provided in the requested format. Each document to

be uploaded through online for the tenders should be less than 2 MB. If any

document is more than 2MB, it can be reduced through zip/rar and the same can

be uploaded, if accepted by the Tender portal.

14. The Bidders can update well in advance, the documents such as certificates,

annual report details etc., under My Space option and these can be selected as

per tender requirements and then send along with bid documents during bid

submission. This will facilitate the bid submission process faster by reducing

upload time of bids.

15. Bidder should submit the Tender Fee/Bid security as specified in the tender. The

original should be posted/couriered/given in person to the Tender Inviting

Authority, within the bid submission due date & time for the tender. Scanned

copy of the instrument should be uploaded as part of the offer, if asked for. If the

last day for receiving tenders is declared a holiday, the next working day at the

same time will be the last date & time for the receipt of Tender Fee/Bid

Securityin physical form in the prescribed envelop.

16. While submitting the bids online, the bidder reads the terms & conditions and

accepts the same to proceed further to submit the bid packets.

17. The bidder has to select the payment option as offline to pay the Tender Fee/Bid

Securityas applicable and enter details of the instruments.

18. The details of BR/ Challan/ FDR/ TDR or any other accepted instrument,

physically sent, should tally with the details available in the scanned copy and

the data entered during bid submission time. Otherwise submitted bid will not

be acceptable.

19. The bidder has to digitally sign and upload the required bid documents one by

one as indicated. Bidders to note that the very act of using DSC for downloading

the bids and uploading their offers shall be deemed to be a confirmation that

they have read all sections and pages of the bid document including General

conditions of contract without any exception and have understood the entire

document and are clear about the requirements of the tender requirements.


20. The bidder has to upload the relevant files required as indicated in the cover

content. In case of any irrelevant files, the bid will be rejected.

21. If the price bid format is provided in a spread sheet file like BoQ_xxxx.xls, the

rates offered should be entered in the allotted space only and uploaded after

filling the relevant columns. The Price Bid/BOQ template must not be modified

/replaced by the bidder; else the bid submitted is liable to be rejected for this

tender.

22. The bidders are requested to submit the bids through online e-tendering system

to the Procurer well before the bid submission end date & time (as per Server

System Clock). The Procurer will not be held responsible for any sort of delay or

the difficulties faced during the submission of bids online by the bidders at the

eleventh hour.

23. After the bid submission, the acknowledgement number, given by the e-

tendering system should be printed by the bidder and kept as a record of

evidence for online submission of bid for the particular tender and will also act

as an entry pass to participate in the bid opening date.

24. The bidder should ensure/see that the bid documents submitted should be free

from virus and if the documents could not be opened, due to virus, during tender

opening, the bid is likely /liable to be rejected.

25. The time settings fixed in the server site & displayed at the top of the tender site,

will be valid for all actions of requesting, bid submission, bid opening etc., in the

e-tender system. The bidders should follow this time during bid submission.

26. All the data being entered by the bidders would be encrypted using PKI

encryption techniques to ensure the secrecy of the data. The data entered will

not be viewable by unauthorized persons during bid submission & not be

viewable by any one until the time of bid opening.

27. Any bid document that is uploaded to the server is subjected to symmetric

encryption using a system generated symmetric key. Further this key is

subjected to asymmetric encryption using buyers/bid opener’s public keys.

Overall, the uploaded tender documents become readable only after the tender

opening by the authorized bid openers.

28. The confidentiality of the bids is maintained since the secured Socket Layer 128

bit encryption technology is used. Data storage encryption of sensitive fields is

done.


29. The bidder should logout of the tendering system using the normal logout option

available at the top right hand corner and not by selecting the (X) exit option in

the browser.

30. For any queries regarding e-tendering process of online bid submission or

queries relating to e-Procurement Portal in general may be directed to the 24x7

e-Procurement Portal Helpdesk. The contact number for the helpdesk is 0120-

4200462, 0120-4001002

Development of Commercial Floriculture in Sikkim · Request for Proposal (RfP) For the Development...

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