Professional Documents
Culture Documents
ISO 9001:2008
Tender Document
For
“Third party impact assessment study of Corporate Social
Responsibility initiative undertaken by NHDC Limited in last
three (03) financial years 2014-15, 2015-16 & 2016-17”
Chief Engineer(C&P)
NHDC Limited,
NHDC Parisar, Shyamla Hills
Bhopal (M.P.) 462013
July -2018
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NHDC Limited
(A Joint Venture of NHPC Limited & Govt. of M.P.)
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Regd. Office : NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal – 462 013 (M.P.)
Website : www.nhdcindia.com nwjHkk"k @ Telphone : 0755 – 4030112, 4030069 QSDl@ Fax : 0755 – 4030112
fuxe igpku la- Corporate Identity No.(CIN): U31200MP2000GOI014337
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NHDC Limited
(A Joint Venture of NHPC Limited & Govt. of M.P.)
2. The bidder must have a minimum of three year’s experience of carrying out Impact
Assessment/Monitoring & Evaluation work in the domain of Corporate Social
Responsibility/Sustainability/Community Development Project financed by the Central
Ministry/State Ministry/world bank/NABARD and/or other international donor institution (e.g
ADB, EU etc.) or central /State Public Sector Enterprises.
3. The bidder shall have experience of having successfully completed similar works during last 03
(Three) years ending last day of month previous to the date of submission of bids should be
either of following:
i) Three Similar completed works costing not less than Rs. 8.40 Lacs each.
ii) Two Similar completed works costing not less than Rs. 10.50 Lacs each.
iii) One Similar completed work costing not less than Rs. 16.81 Lacs.
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Regd. Office : NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal – 462 013 (M.P.)
Website : www.nhdcindia.com nwjHkk"k @ Telphone : 0755 – 4030112, 4030069 QSDl@ Fax : 0755 – 4030112
fuxe igpku la- Corporate Identity No.(CIN): U31200MP2000GOI014337
,u ,p Mh lh fyfeVsM
¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½
NHDC Limited
(A Joint Venture of NHPC Limited & Govt. of M.P.)
“Third party impact assessment study of Corporate Social Responsibility initiative undertaken
by NHDC Limited in last three (03) financial years 2014-15, 2015-16 & 2016-17”
The details of work are available in the tender document which can be downloaded from Central Public
Procurement (CPP) Portal www.eprocure.gov.in/eprocure/app and the bid is to be submitted
online only on www.eprocure.gov.in/eprocure/app up to last date and time of submission of
tender. Physical sale of tender document is not applicable.
Note:-Tender Fee and EMD (in original) or valid notarised NSIC/MSME Certificate (in original)
should be submitted to the Tender Inviting Authority on or before last date of
submission, failing which the tender will not be opened and summarily be rejected.
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Regd. Office : NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal – 462 013 (M.P.)
Website : www.nhdcindia.com nwjHkk"k @ Telphone : 0755 – 4030112, 4030069 QSDl@ Fax : 0755 – 4030112
fuxe igpku la- Corporate Identity No.(CIN): U31200MP2000GOI014337
,u ,p Mh lh fyfeVsM
¼,u,pihlh fyfeVsM ,oa e/; izns'k ‘kklu dk la;qDr m|e½
NHDC Limited
(A Joint Venture of NHPC Limited & Govt. of M.P.)
1. The bidder shall be a company established under section 8 of the Companies Act, 2013 or
a registered trust or a registered society.
Or
The bidder shall be a company established under section 8 of the Companies Act, 2013 or
a registered trust or a registered society, established by the central government or state
government or any entity established under an Act of parliament or a state legislature.
2. The bidder must have a minimum of three year’s experience of carrying out Impact
Assessment/Monitoring & Evaluation work in the domain of Corporate Social
Responsibility/Sustainability/Community Development Project financed by the Central
Ministry/State Ministry/world bank/NABARD and/or other international donor institution (e.g
ADB, EU etc.) or central /State Public Sector Enterprises.
3. The bidder shall have experience of having successfully completed similar works during
last 03 (Three) years ending last day of month previous to the date of submission of bids
should be either of following:
i) Three Similar completed works costing not less than Rs. 8.40 Lacs each.
ii) Two Similar completed works costing not less than Rs. 10.50 Lacs each.
iii) One Similar completed work costing not less than Rs. 16.81 Lacs.
Similar works means “works defined at point no. 2 above in Qualifying Criteria”.
4.0 The details/ information regarding online tendering i.e. Registration on CPP portal, Preparation
of Bid and Submission of bid are available in the tender document. NHDC reserves the right
to reject any or all tenders and shall not be bound to assign any reason for such
rejection.
For and on behalf of NHDC Ltd.,
-S/d-
Chief Engineer (C&P)
Copy to:-
1. All HOD/ HOP's
2. Notice Board of NHDC office at Bhopal/Indore/Khandwa/Narmada Nagar/ With request
Faridabad/ Sidhawarkut.
for wide
3. Collectorate Office, Old Secretariat Building, Bhopal
4. The Municipal Commissioner, Bhopal Municipal Corporation. Sadar Manzil, circulation &
Nagar Nigam Bhopal. display on
5. The Chief Engineer, CPWD, 52 A, Nirmaan Sadan, Arera Hills, Hoshangabad
Road, Bhopal notice board
6. The Chief Engineer, PWD (Capital Zone), C-Wing, Ist Floor, Satpura Bhawan,
Bhopal
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Regd. Office : NHDC Parisar, Near Hotel Lake View Ashoka, Shyamla Hills, Bhopal – 462 013 (M.P.)
Website : www.nhdcindia.com nwjHkk"k @ Telphone : 0755 – 4030112, 4030069 QSDl@ Fax : 0755 – 4030112
fuxe igpku la- Corporate Identity No.(CIN): U31200MP2000GOI014337
SECTION-0
INSTRUCTIONS TO BIDDERS
Impact Assessment Study E-Tender Document
SECTION -0
(Instructions to Bidders)
(This section will not form part of Contract Agreement)
1.0 Online bids (e-tender) under two envelope/cover system is hereby invited on behalf of NHDC
Ltd., Bhopal (A Joint Venture of NHPC Ltd. & GoMP) (hereinafter referred to as Corporation/
Employer) for “Third party impact assessment study of Corporate Social Responsibility
initiative undertaken by NHDC Limited in last three (03) financial years 2014-15, 2015-
16 & 2016-17” as per the enclosed Schedule of Quantities and Prices (Schedule-A).
Tender forms can also be downloaded from the website
www.eprocure.gov.in/eprocure/app.
1.1 This section of the bidding documents provides the information necessary for bidders to
prepare online responsive bids, in accordance with the requirements of the Corporation. It
also provides information on online bid submission, opening, evaluation and contract award.
The techno-Commercial bid and price bid to be submitted on-line at central public
procurement e-Portal htpp://eprocure.gov.in/eprocure/app.The bidders are required to
submit soft copies of their bids electronically on the Central Public Procurement (CPP)
Portal, using valid Digital Signature Certificates. The instructions given below are meant to
assist the bidders in registering on the CPP Portal, prepare their bids in accordance with the
requirements and submitting their bids online on the CPP Portal.
1.2.1 REGISTRATION:
(i) Bidders are required to enrol on the e-Procurement module of the Central Public
Procurement Portal by using the “Click here to Enroll” option available on the home
page. Enrolment on the CPP Portal is free of charge.
(ii) During enrolment / registration, the bidders should provide the correct/true
information including valid email-id & mobile no. All the correspondence shall be
made directly with the contractors/bidders through email-id provided.
(iii) As part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts.
(iv) For e-tendering possession of valid Digital Signature Certificate (Class II or Class III
Certificates with signing key usage) is mandatory which can be obtained from any
Certifying Authority recognized by CCA India on eToken/ SmartCard.
(v) Upon enrolment on CPP Portal for e-tendering, the bidders shall register their valid
Digital Signature Certificate with their profile.
(vi) Only one valid DSC should be registered by a bidder. Bidders are responsible to
ensure that they do not lend their DSCs to others which may lead to misuse and
should ensure safety of the same.
(vii) Bidders can then log into the site through the secured login by entering their userID /
password and the password of the DSC / eToken.
i) There are various search options built in the CPP Portal, to facilitate bidders to
search active tenders by several parameters. These parameters could include
Tender ID, Organization Name, Location, Date, Value, etc. There is also an option of
advanced search for tenders, wherein the bidders may combine a number of search
The bidder should make a note of the unique Tender ID assigned to each tender, in case
they want to obtain any clarification/ help from the Helpdesk.
(i) For preparation of bid Bidders shall search the tender from published tender list
available on site and download the complete tender document and should take into
account corrigendum if any published before submitting their bids.
(ii) After selecting the tender document same shall be moved to the ‘My Tenders’
folder of bidders account from where bidder can view all the details of the tender
document.
(iii) Bidder shall go through the tender document carefully to understand the documents
required to be submitted as part of the bid. Bidder shall note the number of covers in
which the bid documents have to be submitted, the number of documents - including
the names and content of each of the document that need to be submitted. Any
deviations from these may lead to rejection of the bid.
(iv) Any clarifications if required, same may be obtained online through the tender site,
or through the contact details given in the tender document.
(v) Bidders should get ready in advance the bid documents to be submitted as indicated
in the tender document/schedule in PDF/xls/rar/zip/dwf formats. If there is more than
one document, they can be clubbed together using zip format.
(vi) Bidders can update well in advance, the documents such as experience certificates,
annual report, GSTIN, PAN, EPF, other details etc., under “My Space” option, which
can be submitted as per tender requirements. This will facilitate the bid submission
process faster by reducing upload time of bids.
Two-cover Bid procedure shall be adopted for submission and evaluation of the bids. The
Bidder shall accordingly prepare and submit the bids containing the required documents up
to the date and time given in NIT. The bidder shall prepare the bid and submit the bid in
following manner:
(i) Bidder should log into the site well in advance for bid submission so that he/ she
upload the bid in time i.e. on or before the bid submission time.
(ii) Bidder should prepare the Tender Fee and EMD as per the instructions
specified in the NIT/ tender document. The originals should be submitted to
the Tender Inviting Authority, on or before the last date & time of bid
submission. The details of the DD/BC exemption certificate, physically sent,
should tally with the details available in the scanned copy and the data
entered during bid submission time. Otherwise the uploaded bid will be
rejected.
(iii) While submitting the bids online, the bidder shall read the terms & conditions (of
CPP portal) and accepts the same in order to proceed further to submit their bid.
(iv) Bidder shall select the payment option as offline to pay the Tender Fee/ EMD and
enter details of the DD/BC.
(v) Bidder shall digitally sign and upload the required bid documents one by one as
indicated in the tender document.
(vi) Bidders shall note that the very act of using DSC for downloading the tender
document and uploading their offers is deemed to be a confirmation that they have
read all sections and pages of the tender document without any exception and have
understood the complete tender document and are clear about the requirements of
the tender document.
(vii) Bidder shall note that each document to be uploaded for the tender 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. For the file size of less than 1 MB, the transaction
uploading time will be very fast.
(viii) Utmost care shall be taken for uploading Schedule of Quantities & Prices and
any change/ modification of the price schedule shall render it unfit for
bidding.
Bidders shall download the Schedule of Quantities & Prices i.e. Schedule-A, in
XLS format and save it without changing the name of the file. Bidder shall
quote their rates in figures in appropriate cells, thereafter save and upload the
file in financial bid cover (Price bid) only. If the template of Schedule of
Quantities & Prices file is found to be modified by the bidder, the bid will be
rejected.
The bidders are cautioned that uploading of financial bid elsewhere i.e. other
than in cover 2 will result in rejection of their bid.
(ix) Bidders shall submit their bids through online e-tendering system to the Tender
Inviting Authority (TIA) well before the bid submission end date & time (as per
Server System Clock). The TIA 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.
(x) After the bid submission (i.e. after Clicking “Freeze Bid Submission” in the portal),
the bidders shall take print out of system generated acknowledgement number, and
keep it as a record of evidence for online submission of bid, which will also act as
an entry pass to participate in the bid opening.
(xi) Bidder should follow the server time being displayed on bidder’s dashboard at the
top of the tender site, which shall be considered valid for all actions of requesting,
bid submission, bid opening etc., in the e-tender system.
(xii) All the documents being submitted by the bidders would be encrypted using PKI
(Public Key Infrastructure) encryption techniques to ensure the secrecy of the data.
The data entered cannot be viewed by unauthorized persons until the time of bid
opening. The confidentiality of the bids is maintained using the secured Socket
Layer 128 bit encryption technology.
i) Any queries relating to the tender document and the terms and conditions contained therein
should be addressed to the Tender Inviting Authority or the relevant contact person
indicated in the tender.
ii) Any queries relating to the process of online bid submission or queries relating to CPP
Portal in general may be directed to the 24X7 CPP Portal Helpdesk
Note: Bidders are requested to kindly mention the URL of the Portal and Tender Id in the
subject while emailing any issue along with the Contact details.
2. The bidder must have a minimum of three years’ experience of carrying out Impact
Assessment/Monitoring & Evaluation work in the domain of Corporate Social
Responsibility/Sustainability/Community Development Project financed by the Central
Ministry/State Ministry/world bank/NABARD and/or other international donor institution
(e.g ADB, EU etc.) or central /State Public Sector Enterprises.
3. The bidder shall have experience of having successfully completed similar works
during last 03 (Three) years ending last day of month previous to the date of
submission of bids should be either of following:
a) Three Similar completed works costing not less than Rs. 8.40 Lacs each.
b) Two Similar completed works costing not less than Rs. 10.50 Lacs each.
c) One Similar completed work costing not less than Rs. 16.81 Lacs.
2.2 The bidder shall furnish documentary proof as below for fulfilling qualifying criteria as above
failing which his offer shall be summarily rejected:
The Scope of Work, bidding procedure, Contract Terms and Conditions are prescribed in the
bidding document. The bidding document includes the following sections:
Section – 0 : Instruction to Bidders (ITB).
Section – I : Information for Bidders (IFB)
Section – II : General Terms and conditions (GTC)
The bidder shall bear all costs and expenses associated with preparation and submission of
its bid including post bid discussions, technical and other presentations etc., and NHDC will
in no case be responsible or liable for those costs, regardless of the conduct or outcome of
the bidding process.
5.2 The Bidders shall not be entitled, during the period of validity of their offers without the
consent in writing of the Corporation, to revoke or withdraw their bids or change in any
respect of their offer or any terms and conditions thereof. In case of a Bidder revoking or
withdrawing his Bid or changing any terms and conditions in regard thereto without the
consent of the Corporation in writing, the Corporation may at his discretion, forfeit the Bid
Security furnished by the Bidder along with his offer. In addition to this the bidder may at the
discretion of the Corporation, be debarred from bidding for a period as may be considered fit
by the Corporation, against any bid that might be invited by the Corporation in future. The
Corporation will also be within its rights to circulate the information at its discretion to other
prospective corporation’s about the bidders having withdrawn his offer within the validity
period.
5.3 Any Bid not accompanied with proper EMD shall be rejected summarily as being non-
responsive and the price bid (Cover - 2) will not be opened.
5.4 The EMD of the unsuccessful bidders will be returned without interest within 28 days after
the award of the tender.
6.1 The bidders in their own interest at their cost are advised to visit, inspect and examine the
site and its surroundings and satisfy themselves including prevailing rules, regulations/
directions of the local authorities/ State Government, that may be necessary for preparing
the bid and execution of the contract, before submitting their Bids in respect of the Site
Conditions including but not restricted to any other conditions which may influence or affect
the work or cost thereof under the contract. No extra charges consequent upon lack of any
information/ knowledge and understanding shall be entertained or payable by the
Corporation.
6.2 The bidders should note that information, if any, with regard to the site and local conditions,
as contained in this Bid document has been given merely to assist the bidders and is not
warranted complete in all respects. The bidder should ascertain all other information
pertaining to and needed for the work including information regarding the risks,
contingencies and other circumstances which may influence or affect the work or the cost
thereof under this contract.
6.3 All the temporary services/arrangements shall be made by Contractor at no extra cost to
Corporation.
6.4 The bidders are advised to contact the Sr. Manager (CSR), CSR Division, NHDC
Corporate Office for site visit at the following address:
6.5 The Bidder should note that information, if any, in regard to the site and local conditions, in
these tender documents, except for the agreed services/material to be provided/supplied by
the Corporation, has been given merely to assist the Bidders and is not warranted to be
complete.
6.6 The Bidder should note and bear in mind that the Corporation shall bear no responsibility for
the lack of acquaintance of the site and other conditions or any information relating thereto, on
their part. The consequences of the lack of any knowledge, as aforesaid, on the part of the
bidders shall be at their risk and cost and no charges or claims whatsoever consequent upon
the lack of any information, knowledge or understanding shall be entertained or payable by the
Corporation.
6.7 Corporation may or may not entertain any request for clarifications from the Bidders,
regarding such local conditions.
6.8 Neither any change in the time schedule of the contract nor any financial adjustments arising
thereof shall be permitted by the Corporation, which are based on the lack of such clear
information or its effect on the cost of the Works to the bidder.
7.2 In exceptional circumstances, prior to expiry of the original tender validity period, the
Corporation may request the bidder, in writing, for a specified extension in the period of
validity. The bidder may refuse the request without forfeiting its EMD (bid security). The
bidder agreeing to the request will neither be required nor be permitted to modify its tender.
The provisions regarding discharge and forfeiture of EMD shall continue to apply during the
extended period of tender validity.
A prospective Bidder is expected to examine all instructions forms, terms and specifications
in the Bid documents and fully inform himself as to all the conditions and matters which may
in any way affect the scope of work or the cost thereof. Failure to furnish all information
required by the Bid Document or submission of a Bid not substantially responsive to the Bid
document in every respect will be at the Bidder’s risk and may result in the rejection of its bid
9.1 A prospective Bidder requiring any clarification of the bidding documents may ask the
clarifications online through CPP Portal at least 07 (seven) days before the last date of
submission of the tender.
9.2 The Corporation will respond online to any request for clarification if considered necessary,
at its sole discretion. All such interpretations and clarifications shall form a part of the
Bidding Document and shall accompany the bidder’s proposal
9.3 The Corporation shall not be bound to respond to the request from the bidder and this shall
not become the reason for claiming extension of the deadline for the submission of the
tenders.
9.4 Verbal Clarification and information given by the corporation or it’s any employee or
his representative(s) shall not in any way binding on the corporation.
10.1 At any time prior to the deadline for submission of bids, Corporation may, for any reason,
whether at its own initiative or in response to a “clarification requested by a prospective
Bidder, modify the Bidding Document by amendment(s).
10.2 Any addendum/corrigendum thus issued shall be part of the bidding documents and shall be
published on CPP Portal. The bidder are requested to see the website once again before the
due last date and time of submission of bid to ensure that they have not missed any
addendum/corrigendum uploaded against the said tender after downloading the tender
document. It will be presumed that the addendum/corrigendum has been accepted and the
information contained therein has been taken into account by the bidder in the bid. The
responsibility of downloading the related addendum/corrigendum, if any shall be of the
bidder.
10.3 To give bidders reasonable time in which to take an addendum/ corrigendum into account in
preparing the bid, the Corporation may, at its discretion, extend the deadline for the
submission of the tender.
10.4 The Corporation reserves the right to itself to postpone and/ or extend the date of receipt or
to withdraw the bid notice, without assigning any reason thereof entirely at its discretion. In
such an event bidders shall not be entitled to any compensation in any form whatsoever.
11.1 The bid and all documents shall be in English and correspondence relating thereto shall be
written in the English / Hindi language. Supporting documents and printed literature in any
other language shall be accompanied by an appropriate translation to the English/ Hindi
language.
11.2 For the purpose of interpretation of the tender clauses, the English version shall prevail.
All figures mentioned under the commercial bid should be in Indian National Rupee (INR)
Commercial proposals in any currency other than INR would be considered non-responsive
and hence rejected.
13.1 Bid Proposals complete in all respect, shall be uploaded with requisite information and
annexure as specified in the bidding documents. It shall be free from any ambiguity, cutting
and use of correcting fluid or overwriting. Correction, if any, must be neatly done and should
be initialed by the person, who signs the bids, along with stamp and date.
13.2 The authorized representative of the firm shall initial all pages of the bid proposal before
uploading. The notarized power of attorney of the signatory of the Bid to commit the Bidder
with authority of the executant to execute the same shall be furnished with the bid.
13.3 For preparation of Bid Proposals, Bidders are expected to examine the bidding documents in
detail and it is the Bidder’s responsibility to ensure that the information provided is adequate
and clearly understood. Material deficiencies in providing the information requested may
result in rejection of the bid.
iii) Bidder shall furnish copy of partnership deed in case of partnership firm or
Memorandum and Articles of Association in case of limited Company or ownership
certificate in case of sole of proprietary firm.
iv) Certificate of Registration with Shop & Establishment Act/ Certificate of incorporation.
v) All Documents establishing conformity to the Qualifying Criteria as mentioned at Clause
2.0 above.
vi) Certification under Fraud Prevention Policy of NHDC Ltd., Annexure–II of TF&S
Section.
vii) Declaration that the firm has not been de-listed from business by any PSU/Govt.
Department during last three years as per Annexure-IV of TF&S Section.
Note: Please note that bid of the firm/bidder been banned/de-listed/black listed
from business by any PSU or Govt. Department during the last three years shall
summarily be rejected.
viii) The bidders or his authorized representative shall sign and upload all the documents,
owning responsibility for their correctness/ authenticity and submit Declaration in respect
of acceptance of terms and conditions of tender document as per Annexure-V of TF&S
Section.
ix) Declaration/ Undertaking for identifying Micro, Small & Medium Enterprises under
MSMEDA –2006, Annexure-VI of TF&S Section.
Note: Please note that without documentary evidence uploaded with the Techno-
commercial offer (Cover-I), the status of applicability of MSMEDA act shall be
treated as “Not Applicable”.
x) Electronic Clearing System Duly filled up and signed along with cancelled cheque,
Annexure-VII of TF&S Section.
xi) PAN & GSTIN detail in Annexure-VIII of TF&S Section.
xii) General Information of agency applying for Impact Assessment as per Annexure-
XI of TF&S Section
xiii) Details of experience of the Agency as per Annexure-XII of TF&S Section
The bidders are cautioned that divulging of any price information in Cover-1 (Techno-
commercial Bid) will result in rejection of their bid.
The Cover-2 shall contain the price bid in the prescribed format "Schedule of Quantities &
Prices" as per Schedule–A. The bidder shall submit/upload the Schedules in XLS Format as
per clause 1.2.4 (viii) of this section. Any clause governing the bid subject to market
fluctuation is not acceptable.
14.2 The rates and all applicable taxes and duties including GST etc. shall be quoted in the
relevant column of Schedule of Quantities & Prices (Schedule-A) as applicable 28 days
prior to deadline for submission of bids. The Corporation shall not provide any declaration
form to the Contractor for availing Concessional Tax etc.
However, change in rate of any taxes, duties, levies etc. or introduction of new tax imposed
after the above-stipulated date shall be considered for reimbursement or recovery as the
case may be against production of documentary evidence of its payment. Change in
nomenclature of any existing taxes, duties, etc. shall not be construed as a new tax for the
purpose of reimbursement
All applicable taxes/duties including GST and assessed on the Corporation shall also
be included in the prices/rates, which shall be deducted from the Contractor and
deposited to the concerned authority by the Corporation.
The bidder must note that bids will not be considered for only part of the works within the
schedule or for any lesser quantity of works than that specified in the schedule.
The bidder should log into the site well in advance for bid submission so that he/ she upload
the bid in time i.e. on or before the bid submission time as mentioned in NIT. The Server
Date & Time as appearing on the website http://eprocure.gov.in/eprocure/app shall only
be considered for the cut-off date and time for submission of bids. Offers sent by any other
mode will not be considered.
The Corporation may, in the exceptional circumstances and at its discretion, extend the
deadline for submission of bids by issuing an amendment, in which case all rights and
obligations of the Corporation and the bidders previously subject to the original deadline will
then be subject to the new deadline.
The bidder shall bear all cost associated with the preparation and submission of its bid and
the Corporation will in no case be responsible or liable for these cost, regardless of the
conduct or outcome of the tendering process.
All documents specified in ITB Clause. No. 14.1(A) should be scanned, uploaded and
attached with the bid before scheduled Bid Submission end date and time.
Hard copy of supporting documents in respect of tender fee and EMD ( Exception
documents) , Power of attorney shall be submitted offline (i.e. physically) in separate
sealed envelope bearing on the top the reference of the Tender specification to Tender
Inviting Authority on or before the due date & time of submission as per NIT.
If any discrepancy is found between Hard Copies of the offline document viz. DD/BC/
exemption certificate towards cost of bid document & Bid Security (EMD), Power of Attorney
and scanned copy of same uploaded online then the online bid shall be liable for rejection.
Note: Bidders will not be able to submit their bids after the due date and time for
submission of bids has elapsed.
The Bid shall be submitted in the prescribed form and the same shall be signed properly as
laid down hereunder:
a. If the Bid is submitted by a proprietary firm, it shall be signed by the proprietor or his
authorised representative.
c. If the Bid is submitted by a firm in partnership, it shall be signed by all the partners of the
firm or by a partner holding the power of attorney for the firm by signing the Bid in which
case a certified copy of the power of attorney shall accompany the bid. A certified copy
of the partnership deed and current business addresses of all the partners of the firm
shall also accompany the bids.
17.1 After Submission of bid, the bidder can re-submit revised bid any number of times but
before stipulated deadline for submission of bid. The bidders are advised not to
withdraw their bids, as once the bid is withdrawn they cannot participate in the same
tender again.
17.2 The server time (which is displayed on the bidder’s dashboard) will be considered as
standard time for referencing the deadline for submission of the bids by the bidders, opening
of bid etc. The bidder should follow this time during bid submission.
17.3 No bid shall be withdrawn or modified/ revised in the interval between the bid submission
deadline and the expiration of the Bid Validity period specified in the bid document.
Withdrawal or modification of a bid during this interval shall be considered non-responsive.
18.1 The Corporation/ Authority inviting Tender will open the online bids received upto last date &
time of submission of bid in the presence of the bidders/ bidders’ representatives who
choose to attend at the time, date and place specified in the NIT. Bidder(s) can also view Bid
opening online on the CPP portal http://eprocure.gov.in/eprocure/app at their end.
In the event of the specified date for the submission of bids being declared a holiday for the
Corporation, the Bids will be opened at the specified time and location on the next working
day.
18.2 Initially, the ‘Techno-Commercial Bid’ shall be opened consisting of online and offline
submissions and the ‘Price Bid’ of only those bidders whose techno-commercial bid is
acceptable to the Corporation shall be opened online subsequently.
18. 3 The date and time of opening of financial bids shall be informed separately to the bidders
whose Techno-commercial bids are found responsive. Tenderer or their representative may
choose to attend opening of online financial bids.
The Financial Bids of Bidder(s), who are not considered eligible and techno commercial
responsive, shall not be opened and will be Archived’ unopened. The decision of the
Corporation will be final and binding in this regard
Information relating to the examination, clarification, evaluation, and comparison of bids and
recommendations for the award of a contract shall not be disclosed to bidders or any other
persons not officially concerned with such process until the award to the successful Bidder
has been announced. Any attempt by a Bidder to influence the Corporation’s processing of
bids or award decisions may result in the rejection of his Bid.
20.1 During the detailed evaluation of “Techno-commercial Bids”, the Corporation will determine
whether each Bid:
(b) is substantially responsive to the requirements of the bidding documents. During the
detailed evaluation of the “Financial Bids”, the responsiveness of the bids will be further
determined with respect to priced ‘Schedule of Quantities and Prices’.
20.2 A substantially responsive “Bid” is one who submit requisite EMD and documents, accept all
the terms & conditions of the Tender document unconditionally and meet the qualifying
requirement stipulated in the Tender document. The decision of the Corporation shall be
final and binding in this regard.
20.3 If a “Bid” is not substantially responsive, it will be rejected by the Corporation, and may not
subsequently be made responsive by correction or withdrawal of the nonconforming
deviation or reservation.
20.4 The Corporation may waive any minor informality/non-conformity/irregularity in a bid that
does not constitute material deviation and that does not prejudice or affect the relative
ranking of any bidder as a result of evaluation.
21.1 To assist in the examination, evaluation and comparison of tenders, the Corporation may
ask the bidders individually for clarification of their tenders.
21.2 The request for clarification and their response shall be through CPP Portal but no change in
the price or substance of the tender shall be sought, offered or permitted except as required
to confirm the correction of arithmetical errors discovered by the Corporation during the
evaluation of the tenders.
21.3 The bidder shall promptly provide all necessary information and documents to be submitted
to the Corporation during evaluation of its tender. Failure to provide correct and timely
information, concealment of material facts regarding litigation history and arbitration
proceedings etc. having a material bearing on the evaluation process may render its tender
being treated as non-responsive and will be liable to rejected summarily.
22.1 The Corporation will evaluate and compare only the bids determined to be substantially
responsive to the requirements of the tender document.
22.2 In evaluating the bids, the Corporation will determine for each Bid, the evaluated Bid price by
adjusting the Bid price by making correction, if any.
22.3 The bid(s) shall be evaluated based on the criteria set forth here under:
The evaluation process shall be carried out in two stages:
i) Techno-commercial evaluation
ii) Financial evaluation
22.4 The bidders whose bid(s) are found to be techno-commercially acceptable shall be
considered for further evaluation. Bid(s) not fulfilling the techno-commercial requirement of
the tender shall be considered non-responsive and rejected and Cover-2 i.e. Price Bid of
such bidder shall not be opened.
22.5 The Price bid(s) of the prospective bidders, who fulfils the techno-commercial requirement of
the bid(s), shall be evaluated further. Evaluation of bid price shall be done on the basis of
lowest evaluated total amount. The tender shall be awarded on single tender
responsibility basis.
22.6 If the present performance of the bidder including any of the partners of the firm, in a current
contract is unsatisfactory 'as certified by the Client/Corporation', the tender of the bidder will
be summarily rejected without assigning any reason.
22.7 For the purpose of evaluating the lowest evaluated bidder the quoted rates in Schedule of
Quantities & Prices i.e. Schedule- A including all applicable taxes, duties, GST shall be
considered.
In case, columns w.r.t to all applicable taxes, duties, GST have not been quoted by the
bidder in Schedule-A, same shall be deemed to be inclusive in total quoted amount
and nothing extra shall be payable.
22.8 In Case of two or more lowest evaluated bidders, the bidder with highest average
annual turnover during last three financial years ending 31st March 2018 as per
Audited Balance Sheet and Profit & loss account/CA Certificate/Income Tax return as
submitted by the firm with their techno-commercial bid shall be considered for
evaluating the lowest evaluated bidder.
22.9 Normally the tender will be accepted of those bidders whose quoted rates are found to be
lowest but NHDC is not bound for such acceptance and reserves the right to accept or reject
any offer without assigning any reason thereof. Bidder shall have no objection to such rights
of NHDC.
Bids of only those bidders shall be considered whose bids are determined to be
substantially responsive and technically, commercially & financially acceptable as per the
provisions of bidding documents. The substantially responsive bids are those bids, which
fulfils the bid conditions and confirm acceptance of terms & conditions as required in the bid
document without material deviation. Award is to be made to the bidder whose responsive
bid is determined to be lowest evaluated bid as per evaluation criteria mentioned above and
who meets the appropriate standards of eligibility and capability.
The Corporation reserves the right to accept or reject any bid, and to annul the bidding
process and reject all bids at any time prior to award of Contract, without thereby incurring
any liability to affected Bidder or bidders or any obligation to inform the affected Bidder or
bidders of the grounds for the Corporation’s action.
25.1 The bidder whose bid has been accepted will be notified for the award by the Corporation
prior to expiration of the Bid validity period through the “Letter of Award”, which will state the
sum that the Corporation will pay to the Contractor in consideration of the execution,
completion by the Contractor as prescribed in the Contract.
25.2 The Letter of Award will constitute the formation of the Contract until the Formal Agreement
is signed.
Within Thirty (30) days of the issue of Letter / Notification of Award, the successful bidder
shall execute the Agreement on the non- judicial stamp paper / e–stamp paper (issued from
MP state only) of requisite value as per the format enclosed with this Section. The
expenses of completing and stamping the original agreement and copies shall be
borne by the Contractor.
The successful bidder shall attend the office of the Tender Inviting Authority for signing of
the contract agreement. The agreement will incorporate all agreements between the
Corporation and the successful bidder.
27.1 The Bidder shall promptly check their e-mailbox registered with CPP Portal for receipt of any
information/clarification/ correspondence in respect of their bid. The Corporation shall not be
responsible for non-receipt/failure of e-mail to the bidders.
27.2 If any of the information furnished by the bidder is found to be incorrect, the Bid/ contract is
liable to be rejected/terminated and the EMD/ Performance Security will be forfeited.
27.3 Tenders from those tenderers who have not submitted their offer as per NIT will not be
considered.
27.4 Bidders shall not contact NHDC on any matter relating to their bid after the Bid opening. Any
effort by the Bidder to influence NHDC in evaluation, comparison or award decision may
result in the rejection of their Bid Proposal.
Micro and Small Enterprises (MSEs) under their single point Registration Scheme for the
goods/services at NSIC or District Industries Centre (DIC) or Khadi and Village Industries
Commission (KVIC) or Khadi Village and Industries Board (KVIB) or Coir Board or
Directorate of Handicrafts and Handlooms or any other body specified by Ministry of MSME
or MSEs having Udyog Aadhar Memorandum for the goods/services, covered in this Tender
document. These bidder shall be eligible for:-
28.1 Exemption from furnishing the cost of tender document fees and Bid Security
deposit/Earnest Money Deposit.
28.2 For the Purchase Preferenceas in tender, participating MSEs qouting price within the price
band of L1+15% shall also be allowed to supply a portion of the requirement by brininging
down their price to L1 price, in a situation where L1 price is from someone other than an
MSE and such MSEs shall be allowed to supply atleast 20% of total tendered value. In case
more than one such MSEs, the supply will be shared proportionately ( to tendered quantity).
In case of tender item is non-splitable or non-dividable, etc, MSE quoting price within price
band L1+15 % may be awarded for full/complete supply of total tendered value to MSE,
considering sprit of Public Procurement Policy, 2012 for enhancing the Govt. Procurement
from MSE.
Out of 20% target of annual procurement from MSEs, a sub target of 4% (i.e, 20% out of
20%) will be earmarked for procurement from MSEs owned by SC/ST entrepreneurs.
However, in the event of failure of such MSEs to participate in the Tender Process or meet
the Tender requirements and the L1 price, the 4% sub-target for procurement earmarked for
MSEs owned by SC/ST entrepreneurs will be met from other MSEs.
29.1 It is expected from the bidders that they will observe the highest standard of ethics during the
tendering process and execution of such contract in pursuance of ‘Fraud Prevention Policy
of NHDC Ltd.’ enclosed as Annexure-I and furnish Certificate as per Annexure-II
(a) For the purpose of this provision, the terms set forth below shall mean as under:
(i) “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to
influence the action of a public official in the procurement process or in contract
execution; and
(ii) “fraudulent practice’ means a misrepresentation of facts in order to influence a
procurement process or the execution of a contract to the detriment of the Corporation,
and includes collusive practice among Bidders (prior to or after bid submission) designed
to establish bid prices at artificial non-competitive levels and to deprive the Corporation
of the benefits of free and open competition;
(iii) “collusive practice” means a scheme or arrangement between two or more bidders, with
or without the knowledge of the Corporation, designed to establish bid prices at artificial,
non-competitive levels; and
(iv) “coercive practice” means harming or threatening to harm, directly or indirectly, person or
their property to influence or affect the execution of a contract;
(b) A Bid may be rejected by the Corporation if it is determined at any stage that the respective
Bidder has engaged in corrupt, fraudulent practice(s), collusive and coercive practices in
competing for the contract in question.
(c) The Corporation may declare a bidder ineligible, either indefinitely or for a stated period of
time, if it at any time determines that the bidder has engaged in corrupt, fraudulent
practice(s), collusive and coercive practices in competing for, or in executing, a contract.
29.2 BANNING OF BUSINESS DEALINGS: It is not in the interest of NHDC to deal with Agencies
who commit deception, fraud or other misconduct in the tendering process. The grounds on
which Banning of Business Dealings can be initiated are as follows:
vi) If the Agency misuses the premises or facilities of the NHDC, forcefully occupies or
damages the NHDC’s properties including land, water resources, forests/ trees of
tampers with documents/ records etc. (Note : The examples given above are only
illustrative and not exhaustive. The Competent Authority may decide to ban business
dealing for any good and sufficient reason).
The procedure for banning of Business Dealings shall be governed as per NHDC’s “Policy &
Procedure for Banning Business Dealings” enclosed as Annexure-III
SECTION-I
INFORMATION FOR BIDDERS
1.0 INTRODUCTION:
NHDC Ltd. (A joint Venture of NHPC Ltd. & Govt. of M.P.) was set up on 1st August 2000
with its Corporate Office at Bhopal. NHDC was entrusted with the construction of Indira
Sagar Power Station (1000 MW) and Omkareshwar Power Station (520 MW). It is an ISO
9001-2008 certified company. It is the largest organization for Hydropower development in
the state of Madhya Pradesh in terms of hydropower capacity.
Omkareshwar Power Station is situated in the centre on the Khandwa -Indore State highway
with 80 kms distance from both Khandwa and indore on either side. The nearest rail head
are Khandwa & Indore and among them Khandwa is on Howrah-Mumbai broad gauge
railway line.
SECTION-II
GENERAL TERMS AND CONDITIONS
1.0 Scope of Work : Scope of work Under Corporate Social Responsibility & Community
Development Scheme, various activities were undertaken in and around the areas of Corporate
Office and Projects of NHDC for the benefit of Project Affected Families, Senior Citizens and
weaker Sections of the Society during the Financial Year 2014-15, 2015-16 and 2016-17.
Primarily, the activities included improvement in the field of Education, Healthcare, Environment
Conservation, Water Conservation, Access to Drinking Water, Sustainable Livelihood, Income
Generation, Women Empowerment and Sanitation.
NHDC Ltd intends to conduct the “Third party impact assessment study of Corporate Social
Responsibility initiative undertaken” as listed in Annexure-A, B & C of TF&S Section. The
prime objective is to verify, evaluate and advise on findings of key project/activities undertaken
and further advising the necessary improvement in CSR activities/ initiatives for Socio-
economic development within the broad framework of National CSR guidelines issued by DPE
and as per the CSR policy of NHDC Ltd ( Annexure-D). It is also required to provide feedback
report to NHDC about research findings.
i.) The selected agency has to visit the project sites and interact with various Stakeholders
(beneficiaries, project implementation agency and their representatives, NHDC’s CSR co-
coordinators, public authorities etc.) for the purpose of study.
ii.) Agency has to submit a brief research proposal, describing the proposed research
methodology to be adopted including methods and tools to be used for data collection and
interpretation. The proposal must have the timelines and the manpower requirements
defined for the study, keeping in view geographical distribution of samples.
2.2 Prices: The Prices quoted shall be Firm and Final including taxes, all incidental expenses,
transportation charges, and Geo tag photograph charge, TA, DA charges of the staff etc. If
bidder not quote for any item in Schedule –A, then it shall assumed to be inclusive in
quoted price in Schedule-A.
2.3 Taxes & Duties: - The rates quoted in Schedule-A shall be inclusive of all taxes and duties
etc. including GST. The GST shall be quoted in relevant column of Schedule-A in %
(Percentage).
Prices shall be inclusive of all taxes, duties, levies, GST and other Central & State
taxes/duties applicable as on 28 days prior to last date of submission of bid. However, if a
new tax or duty or levy, other than those existing on 28 days before the last date of
submission of bid is imposed under a statute or law during the currency of the Contract and
the Contractor becomes legally liable thereunder to and actually pays the same then the
Contractor shall immediately inform the Engineer-in-Charge in this regard. The Corporation
will reimburse the same to the Contractor on production of satisfactory proof of payment
subject to condition that service is completed within completion time of LOA. In case the
completion time gets delayed due to reasons attributable to the contractor, no additional
liability on account of any increase in tax & duties or levy of new taxes/duties shall be
payable to the contractor. In case of decrease in the current rates of taxes/ duties shall be
passed on to the NHDC Ltd.
Details of NHDC GSTIN is as per Annexure-IX.
2.4 T.D.S: - TDS (Tax Deduction at Source), if applicable shall be deducted from the
payments made to the contractor.
2.5 Payment Terms: The Payment shall be made stage wise after completion of milestone as
given below on submission of invoice / bill to Engineer-Incharge -
2.6 Engineer–In-Charge: Sr. Manager (CSR), NHDC Corporate Office, Shyamla Hills, Bhopal
shall be Engineer–In-Charge for the work.
2.7 Paying Authority: Sr. Manager (Fin.), Corporate Office, NHDC Ltd., Bhopal shall be the
paying authority.
2.8 Liquidated Damages: The bidder shall be responsible for timely completion of work. If the
bidder fails to complete the work within the stipulated time period, it will be construed as a
breach of contract and bidder liable to any or all situations as forfeiture of its performance
security, imposition of liquidated damages, and/or termination of the Contract. The
imposition of Liquidated Damages would be levied @.035% of contract price (excluding
GST) per day plus GST@18% on it of delay or part thereof. However the total liability of the
bidder under imposition of liquidated damages shall not exceed 5% of contract price
(excluding GST) plus GST@18% on it.
The ' Contract Price ‘ shall mean the sum arrived at by multiplying the quantity (ies) with the
rate (s) in the Schedule of Quantities and Prices given in / annexed to the Contract, subject
to such additions and adjustments thereto or deductions there from, as may be made
pursuant to the Contract.
2.9 Performance Security Deposit : The successful bidder within Fifteen (15) days from the
date of issue of Letter of Award, shall furnish an initial security deposit of 5% (Five
percent) of the contract sum for due performance of contract to Engineer-Incharge of NHDC
corporate office, Bhopal in forms of Demand draft on any Nationalized/scheduled Bank of
India and in the name of NHDC Ltd., Bhopal.
2.10 Refund of Security Deposit - The Security Deposit less any amount due shall, on demand,
be returned to the Contractor after 03 months of successful completion of the contract or on
release of payment of final bill whichever is later, provided the Engineer-in-Charge is
satisfied that there is no demand outstanding against the Contractor. No interest on the
amount of Security Deposit shall be paid to the contractor.
2.11 Termination of Work Contract - At any time during the execution of work, if the services of
the Contractor are not found to be satisfactory or the Contractor commits breach of contract,
NHDC Ltd. reserves right to terminate the contract by giving one-month notice.
Notwithstanding anything contained above, NHDC Ltd. reserves the right to terminate the
contract at any time or stage during the period of contract, by giving 15 days notice without
assigning any reason.
If the Contract is terminated as aforesaid, the contractor shall be paid by NHDC Ltd. for the
works executed and accepted by the NHDC prior to the date of termination at the rates and
price provided in the Contract. In the event of any dispute in regard to portion of the payment
to be made, the decision of NHDC shall be final.
2.12 Termination of Contract on Death - If the Contractor is an individual or a proprietary
concern and the individual or the proprietor dies, or if the Contractor is a partnership concern
and one of the partners dies, then, unless the Engineer-in-Charge is satisfied that the legal
representatives of the individual Contractor or of the proprietor of the proprietary concern
and in the case of partnership, the surviving partners are capable of carrying out and
completing the contract, the Engineer-in-Charge shall be entitled to terminate the Contract
as to its uncompleted part without the Corporation being in any way liable to payment of any
compensation whatsoever on any account to the estate of the deceased Contractor and/or to
the surviving partners of the Contractor's firm on account of termination of the Contract. The
decision of the Engineer-in-Charge that the legal representatives of the deceased Contractor
or the surviving partners of the Contractor's firm cannot carry out and complete the Works
under the Contract shall be final and binding on the parties. In the event of such termination,
the Corporation shall not hold the estate of the deceased Contractor and/or the surviving
partners of the Contractors firm liable for damages for not completing the Contract. Provided
that the power of the Engineer-in-Charge of such termination of contract shall be without
prejudice to any other right or remedy, which shall have accrued or shall accrue to him under
the Contract.
2.13 ARBITRATION - All differences or disputes between the parties arising out of or in
connection with this contract shall in the first instance be amicable settled/ resolved between
the parties. Failing amicable settlement amongst the parties the same shall be referred to
and settled by Arbitral Tribunal comprising of Sole Arbitrator to be appointed as here-in-after
mentioned.
2.13.1 The notice regarding the invoking of the arbitration clause shall be served by the contractor
to the Officer-in-charge of the work.
2.13.2 All difference or disputes shall be referred for decision to a Sole Arbitrator to be appointed by
Officer-in-charge of the work. However, before appointing the Sole Arbitrator the names out
of which one can be appointed as the Sole Arbitrator with the consent of both the parties,
failing which after 15 days of the issuance of the letter informing three names, the Officer-in-
charge of the work shall have the power to appoint one of the persons out of the three
names so notified as Sole Arbitrator, which will be final and binding on both the parties.
2.13.3 The Arbitrator so appointed shall adjudicate upon all the disputes referred to him between
the parties hereto.
2.13.4 The Arbitrator proceedings shall be in accordance with the Arbitration & Conciliation Act
1996 and rules framed thereunder, if any as amended or modified from time to time. The
existence of any disputes or difference or the initiation or continuance of the arbitrator
proceedings shall not permit the parties to postpone or delay the performance by the parties
of their respective obligations pursuant to this contract.
2.13.5 The venue of the arbitration shall be Bhopal, Madhya Pradesh, India.
2.14 CONTRACT AGREEMENT: The contractor and the Corporation shall enter into a contract
agreement on non- judicial stamp paper / e–stamp paper (issued from MP state only) of
requisite value in this regard within Thirty (30) days from the date of issue of Letter of
Award as per proforma enclosed with the Tender Documents as Annexure-X.
1. BACKGROUND
Further, statutory auditors of the company are required to comment on the Fraud Policy of
the company in their report to the Comptroller and Auditor General of India (C&AG) on the
annual accounts of the company given in compliance of the provisions of Section 619(3) of
the Companies Act, 1956.
In the light of the foregoing and keeping in view the approach of NHDC Ltd. in following
Corporate Governance principles proactively, it is appropriate that a Fraud Policy is
formulated and implemented.
The policy statement is given below for implementation with immediate effect:
2. POLICY OBJECTIVES:
The "Fraud Prevention Policy" has been framed to provide a system for detection and
prevention of fraud, reporting of any fraud that is detected or suspected and fair dealing of
matters pertaining to fraud. The policy will ensure and provide for the following:
(i) To ensure that management is aware of its responsibilities for detection and
prevention of fraud and for establishing procedures for preventing fraud and/or
detecting fraud when it occurs.
(ii) To provide a clear guidance to employees and others dealing with NHDC Ltd.
forbidding them from involvement in any fraudulent activity and the action to be taken
by them where they suspect any fraudulent activity.
(iv) To provide assurances that any and all suspected fraudulent activity will be fully
investigated.
3. SCOPE OF POLICY:
The policy applies to any fraud, or suspected fraud involving employees of NHDC Ltd. (all
full time, part time or employees appointed on adhoc/temporary/contract basis) as- well as
representatives of vendors, suppliers, contractors, consultants, service providers or any
outside agency (ies) doing any type of business with NHDC Ltd.
4. DEFINITION OF FRAUD:
(iv) Falsifying records such as pay-rolls, removing the documents from files and /or
replacing it by a fraudulent note etc.
(vii) Authorizing or receiving payments for goods not supplied or services not rendered.
(viii) Destruction, disposition, removal of records or any other assets of the Company with
an ulterior motive to manipulate and misrepresent the facts so as to create suspicion/
suppression/cheating as a result of which objective assessment/ decision would not
be arrived at.
(ix) Any other act that falls under the gamut of fraudulent activity.
6. REPORTING OF FRAUD:
Any employee (full time, part time or employees appointed on adhoc /temporary/contract
basis), representative of vendors, suppliers, contractors, consultants, service providers or
any other agency (ies) doing any type of business with NHDC Ltd. as soon as he / she
comes to know of any fraud or suspected fraud or any other fraudulent activity must report
such incident(s). Such reporting shall be made to the designated Nodal Officer(s),
nominated in every project/unit/Corporate Centre. If, however, there is shortage of time such
report should be made to the immediate controlling officer whose duty shall be to ensure
that input received is immediately communicated to the Nodal Officer. The reporting of the
fraud normally should be in writing. In case the reporter is not willing to furnish a written
statement of fraud but is in a position to give sequential and specific transaction of
fraud/suspected fraud, then the officer receiving the information/Nodal Officer should record
such details in writing as narrated by the reporter and also maintain the details about the
identity of the official/ employee / other person reporting such incident. Reports can be made
in confidence and the person to whom the fraud or suspected fraud has been reported must
maintain the confidentiality with respect to the reporter and such matter should under no
circumstances be discussed with any unauthorized person.
(i) All reports of fraud or suspected fraud shall be handled with utmost speed and shall
be coordinated by Nodal Officer(s) to be nominated.
(ii) Officer receiving input about any suspected fraud/nodal officer(s) shall ensure that all
relevant records documents and other evidence is being immediately taken into
custody and being protected from being tampered with, destroyed or removed by
suspected perpetrators of fraud or by any other official under his influence.
7. INVESTIGATION PROCEDURE:
i. The "Nodal Officer" shall, refer the details of the Fraud/suspected fraud to the Vigilance
Department of NHDC Ltd. for further appropriate investigation and needful action.
ii. This input would be in addition to the intelligence, information and investigation of
cases of fraud being investigated by the Vigilance Dept. of their own as part of their
day-to-day functioning.
iii. After completion of the investigation, due & appropriate action, which could include
administrative action, disciplinary action, civil or criminal action or closure of the
matter if it is proved that fraud is not committed etc. depending upon the outcome of
the investigation shall be undertaken.
iv. Vigilance Department shall apprise "Nodal Officer" of the results of the investigation
undertaken by them. There shall be constant coordination maintained between the
two.
(i) Every employee (full time, part time, ad hoc, temporary, contract), representative of
vendors, suppliers, contractors, consultants, service providers or any other agency (ies)
doing any type of business with NHDC Ltd. is expected and shall be responsible to
ensure that there is no fraudulent act being committed in their areas of
responsibility/control. As soon as it is learnt that a fraud or suspected fraud has taken or
is likely to take place they should immediately apprise the same to the concerned as per
the procedure.
(ii) All controlling officers shall share the responsibility of prevention and detection of fraud
and for implementing the Fraud Policy of the Company. It is the responsibility of all
controlling officers to ensure that there are mechanisms in place within their area of
control to:
a. Familiarize each employee with the types of improprieties that might occur in their
area.
(iii) Due amendments shall be made in the general conditions of contracts of the organization
wherein all bidders/service providers/ vendors/ consultants etc. shall be required to
certify that they would adhere to the Fraud Policy of and not indulge or allow anybody
else working in their organization to indulge in fraudulent activities and would
immediately apprise the organization of the fraud/suspected fraud as soon as it comes
to their notice.
These conditions shall form part of documents both at the time of submission of bid and
agreement of execution of contract.
--------------------------
ANNEXURE-II
CERTIFICATE
This is to certify that I/We would adhere to the Fraud Prevention policy of NHDC Ltd., and not
indulge or allow anybody else working in our organisation to indulge in fraudulent activities and
would immediately apprise the organisation of the fraud/ suspected fraud as soon as it comes to our
notice.
(……………………………..)
Seal and Signature of the
Authorised representative of the Bidder
Annexure-III
1.0 Introduction
1.1 NHDC Ltd. deals with Agencies viz parties/ contractors/ suppliers/ bidders, who are expected to
adopt ethics of highest standards and a very high degree of integrity, commitments and sincerity
towards the work undertaken. It is not in the interest of NHDC to deal with Agencies who commit
deception, fraud or other misconduct in the tendering process and/or during execution of work
undertaken. NHDC is committed for timely completion of the Projects within the awarded
value without compromising on quality.
1.2 Since suspension/ banning of business dealings involves civil consequences for an Agency
concerned, it is incumbent that adequate opportunity of hearing is provided and the explanation, if
tendered, is considered before passing any order in this regard keeping in view the facts and
circumstances of the case.
2.0 Scope
2.1 NHDC reserves its rights to remove from list of approved suppliers / contractors (if such list
exists) or to Suspend/ Ban Business Dealings if any Agency has been found to be non /
poor performing or have committed misconduct or fraud or anything unethical or any of its
action(s) which falls into any such grounds as laid down in this policy.
2.2 The procedure of (i) Removal of Agency from the List of approved suppliers/ contractors; (ii)
Suspension and (iii) Banning of Business Dealing with Agencies, has been laid down in these
guidelines.
2.4 The suspension/banning shall be with prospective effect, i.e. future business dealings
3.0 Definitions
ii) Unit" shall mean the Corporate Office, Project/ Power Station/ Regional Office/ Liaison
Office or any other office of NHDC.
iii) "Competent Authority" and 'Appellate Authority' shall mean the following:
a) For works awarded/ under Tendering from Corporate office (falling in the
competency of Board of Directors/ MD/ Chairman)
Competent Authority: MD/Chairman/ Board of Directors, as the case may
be.
Appellate Authority: Chairman/Board of Directors, as the case may be.
Competent Authority: Head of the unit not below the rank of Chief
Engineer/Chief.
Appellate Authority: Next higher authority.
Action for Suspension I Banning Business Dealings with any Agency shall be initiated by the
department responsible for invitation of Bids/Engineer-in-charge after noticing the irregularities
or misconduct on the part of Agency concerned. Besides the concerned department, Vigilance
Department of each Unit/ Corporate Vigilance may also be competent to initiate such action .
5.1 If the conduct of any Agency dealing with NHDC is under investigation, the Competent
Authority may consider whether the allegations (under investigation) are of a serious
nature and whether pending investigation, it would be advisable to continue business
dealing with the Agency. If the Competent Authority, decides that it would not be in the
interest to continue business dealings pending investigation, it may suspend business
dealings with the Agency. The order of suspension would operate for a period not more
than six months and may be communicated to the Agency as also to the Investigating
Committee. The Investigating Committee may ensure that their investigation is
completed and whole process of final order is over within such period. However if the
investigations are not completed within six months, the investigation committee shall put
up the proposal to the competent authority for approval of extension of time maximum up
to further three months with in which the committees shall conclude the proceedings .
5.2 The order of suspension shall be effective throughout NHDC in case of work falling in the
Competency of Board of Directors/Chairman/MD/CED and in case of falling in the
competency of HOP and below throughout the Project/Power Station and attached liaison
offices/units. During the period of suspension, no business dealing shall be held with the
Agency.
5.3 If the Agency concerned asks for detailed reasons of suspension, the Agency may be
informed that its conduct is under investigation. It is not necessary to enter into
correspondence or argument with the Agency at this stage.
5.4 It is not necessary to give any show-cause notice or personal hearing to the Agency
before issuing the order of suspension.
6.2 If the director /owner of the Agency, proprietor or partner of the firm, is convicted by a Court
of Law for offences involving moral turpitude in relation to its business dealings with the
Government or any other public sector enterprises, during the last five years;
6.3 If the Agency has resorted to Corrupt, Fraudulent, Collusive, Coercive practices
including misrepresentation of facts.
6.4 If the Agency uses intimidation / threatening or brings undue outside pressure on NHDC or
its official for acceptance / performances of the job under the contract;
6.5 If the Agency misuses the premises or facilities of NHDC, forcefully occupies or damages the
NHDC's properties including land, water resources, forests / trees or tampers with
documents/records etc.
6.6 If the Agency does not fulfill the obligations as required under the Contract and Violates terms
& conditions of the contract which has serious affect for continuation of the Contract.
6.7 If the work awarded to the agency has been terminated by NHDC due to poor
performance of the contract in the preceding 5 years.
6.8 If the Central Vigilance Commission, Central Bureau of Investigation or any other Central
Government investigation Agency recommends such a course in respect of a case under
investigation or improper conduct on agency's part in matters relating to the Company
(NHDC) or even otherwise;
6.9 On any other ground upon which business dealings with the Agency is not in the public
interest.
6.10 If business dealings with the Agency have been banned by the Ministry of Power, Government
of India OR any PSU/ any other authority under the MOP if intimated to NHDC or available on
MOP Website, the business dealing with such agencies shall be banned with immediate effect
for future business dealing without any further investigation.
(Note: The examples given above are only illustrative and not exhaustive. The Competent
Authority may decide to ban business dealing for any good and sufficient reason).
7.1 An Investigating Committee shall be constituted by the authority competent to Ban the dealing
comprising members from Engineering/ Indenting department (convener), Finance, Law and
Contract. The level of the committee members shall be GM and above for works falling in the
competency of Board of Directors/ Chairman. Chief Engineer/Chief and above for the works
falling in the competency of MD/ Chief Executive Director and SM/M with at least one member of
the level of the Chief Engineer/ Chief for the works falling in the competency of GM and below.
7.2 The order of Banning of Business Dealings shall be effective throughout NHDC in case of work
falling in the Competency of Board of Directors/ Chairman/MD/CED and in case of falling in the
competency of HOP and below throughout the Project/Power Station and attached liaison
office/units. During the period of Banning of Business Dealings, no Business Dealings shall be
held with the Agency. In situation where based upon the gravity of the default, it is decided by
the competent authority and the Project to extend the banning wide NHDC approval of CED
shall be obtained.
7.3 The functions of Investigating Committee in each Unit to be appointed by the competent
authority in line with para 3 (iii) shall, inter-alia include;
a) To study the report of the department responsible for invitation of bids and decide if a
prima-facie case for banning exists, if not, send back the case to the Competent Authority.
b) To recommend for issue of show-cause notice (after vetting by legal deptt.) to the Agency
by the concerned department as per clause 7.4 “Show Cause Notice".
c) To examine the reply to show-cause notice and call the Agency for personal
hearing, if required.
Once the proposal for issuance of Show Cause Notice is approved by the Competent
Authority, a 'Show Cause Notice' shall be issued to the delinquent Agency by the Competent
Authority or by a person authorized by the Competent Authority for the said purpose. The
Agency shall be asked to submit the reply to the Show Cause Notice within 15 days of its
issuance. Further, the Agency shall be given an opportunity for Oral hearing to present its case
in person, if it so desires, and the date for Oral Hearing shall necessarily be indicated in the
Show Cause Notice.
The purpose of issuing the Show Cause Notice is only that the Agency concerned shall
be given an opportunity to explain their stand before any action is taken. The grounds on
which action is proposed to be taken shall be disclosed to the Agency inviting
representation and after considering that representation, orders may be passed. Such
orders require only the satisfaction of the authority that passed the final orders.
If the Agency requests for inspection of any relevant document in possession of NHDC,
necessary facility for inspection of documents may be provided.
During the conductance of oral hearing, only the regular duly authorized employees of
Agency will be permitted to represent the Agency and no outsider shall be allowed to
represent the Agency on its behalf.
Reply to the Show Cause Notice given by the Agency and their submissions in oral
hearing, if any, will be processed by the Committee for obtaining final decision of the
Competent Authority in the matter.
In case, no reply to Show Cause Notice is received from the Agency within stipulated
time, further reminder shall be given with further period of 10 days thereafter if no reply is
received action for processing ex-parte against the concerned Agency shall be initiated
The speaking order (reasoned order) for banning the business dealing with the Agency
shall be issued by the Competent Authority or by a person authorized for the said
purpose.
The decision regarding banning of business dealings taken after the issue of a Show
Cause Notice and consideration of representation, if any, in reply thereto, shall be
communicated to the Agency concerned along with a reasoned order. The fact that the
representation has been considered shall invariably be mentioned in the communication.
Also the fact that if no reply was received to the Show Cause Notice shall invariably
be indicated in the final communication to the Agency.
In case banning is processed for termination of contract due to poor performance the
period of banning shall be for 5 years. For contracts awarded to JV/Consortium, a constituent
of the JV shall be permitted to participate in the bidding process if it has not been banned on
grounds of its role and responsibility in the tendering process for which the Joint Venture has
been banned in Past. In case if the Joint Venture which has been banned does not indicate
the roles and responsibility of individual Partner(s) then, the partner of the banned Joint
Venture shall only be allowed to participate in the bidding process if its participation share is
less than 35%.
In case the information/documents submitted by Agency in competing for the tender found
to be false/forged then NHDC, without prejudice to any other rights or remedies it may
possess, shall recover from Agency the cost incurred in carrying out physical assessment
for establishing veracity of such information /documents. In case Agency refuses to reimburse
such cost to NHDC then banning period of Agency shall be extended by another one year.
7.7 Effect of Banning
As far as possible , the existing ongoing contract(s) with the Agency may continue unless
the Competent Authority, having regard to the circumstances of the case, decides
otherwise, keeping in view contractual and legal issues which may arise thereof. In case
the existing Contracts are allowed to continue, the suspension/Banning of Business
Dealing along with default of the Contractor shall be recorded in the experience
certificate issued for the work.
The Agency, (after issue of the order of banning of business dealings) would not be allowed
to participate in any future tender enquiry and if the Agency has already participated in
tender process as stand-alone OR constituent of joint venture and the price bids are not
opened, his techno-commercial bid will be rejected and price bid will be returned unopened.
However, where the price bids of Agency have been opened prior to order of banning,
bids of Agency shall not be rejected and tendering process shall be continued unless
Competent Authority having regard to the circumstances of the case decides otherwise
keeping in view the Contractual, Legal issues which may arise thereafter. However, in
case the suspension /Banning is due to default of an Agency for and the Agency happens
to be Lowest Bidder (LI), the tendering process shall be annulled and fresh tenders shall be
invited.
During the Suspension/ Banning period, if it is found at any stage that Agency has participated
in tender enquiry under a different name then such Agency would immediately be debarred from
the tender/contract and its Bid Security/Performance Security would be forfeited. Payment, if
any, made shall also be recovered.
Further, if the Suspended/ Banned agency is an approved Sub-Vendor under any Contract for
such equipment/component/ service, the Main Contractor shall not be permitted to place work
order/Purchase order/Contract on the Suspended/ Banned agency as a Sub-Vendor/Sub-
Contractor after the date of Suspension/ Banning even though the name of the party has
been approved as a Sub-Vendor /Sub-Contractor earlier.
There would be no bar on procuring the spares and awarding Contracts towards Annual
Maintenance (AMC)/O&M/ Repair works on Agencies pertaining to the packages for which they
have been banned provided the Equipment has been supplied by such Agency.
Banning of business dealing shall not be applicable to the Subsidiary Company of the Banned
agency provided subsidiary company has not participated on the strength of the Banned agency.
However, in case of a default by a Sub-Contractor, the banning shall be applicable to the Sub-
Contractor as well as the Lead Partner of the concerned JV or the Sole bidder as the case may
be
The concerned unit shall forward the name and details of the Agency (ies) banned along
with period and area of banning to IT&C Division of Corporate Office for displaying the same
on the NHDC website.
The name of the concerned banned agency shall also be shared with MOP and other PSU in
the sector and all the units of NHDC.
The provisions of this policy supersede and will have overriding effect on all earlier
guidelines, procedures & system issued for the similar purpose.
………………….
ANNEXURE- IV
DECLARATION
We hereby declare that, we have not been banned/de-listed/black listed from business by
any PSU or Govt Department during the last three years.
(……………………………..)
Seal and Signature of the
Authorized representative of the Bidder.
Annexure-V
TENDER ACCEPTANCE LETTER
(To be given on Company Letter Head)
Date:
To,
Chief Engineer (C&P)
NHDC Ltd., Shyamla Hills,
Bhopal-13
Sub: Acceptance in respect of Terms & Conditions of Tender document for the work “Third
party impact assessment study of Corporate Social Responsibility initiative undertaken by
NHDC Limited in last three (03) financial years 2014-15, 2015-16 & 2016-17”.
Ref:- NIT No. NHDC/1C/662/18/1401 dt. 06.07.2018
1) I/We have downloaded/ obtained the tender document(s) for the above mentioned
‘Tender/Work’ from the web site(s) www.eprocure.gov.in.
2) I/We hereby certify that I/we have read all the terms and conditions of tender document
(including all annexure) and Schedule of Quantity and Prices which shall form part of the
contract agreement and I/we shall abide hereby by the terms & conditions contained therein.
3) The corrigendum(s) issued from time to time by your department/ organisation too has also
been taken into consideration, while submitting this acceptance letter.
4) I/ We hereby unconditionally accept all the terms and conditions of above mentioned tender
document and corrigendum(s) as applicable.
5) In case any provisions of this tender are found violated, then your department/ organisation
shall without prejudice to any other right or remedy be at liberty to reject my bid including the
forfeiture of earnest money deposit.
6) I/ We confirm that before submitting this Bid, I/ We have fully acquainted ourselves with the site
conditions and all other factors pertaining to the work under this Bid.
7) I/ We confirm that our bid shall be valid upto 120 days from the date of opening of Cover-1,
Techno-commercial Bid.
8) I/ We hereby certify that all the statements made and information supplied in the enclosed
Annexures and Forms and additional data etc. furnished herewith are true and correct.
9) I/ We have furnished all information and details necessary for demonstrating our qualification
and have no further prominent information to supply.
10) Until a formal contract is prepared and executed, this bid, together with your notification of
award, will constitute a binding contract between us.
11) I/ We understand that you are not bound to accept the lowest or any bid you may receive.
12) I/ We certify / confirm that we comply with the eligibility requirements as per Bid documents.
DECLARATION/UNDERTAKING
A) I/We confirm that the provisions of Micro, Small & Medium Enterprise are
applicable/ not applicable to us and our organization falls under the definition
of:
B) I/We also undertake to inform the change in this status as aforesaid during
the currency of the contract, if any.
(……………………………..)
Seal and Signature of the
Authorised representative of the Bidder
Annexure-VII
No.
ADDRESS : ----------------------------------------------------
----------------------------------------------------
E. Mail ID : ----------------------------------------------------
PHONE/ MOBILE NO. : ----------------------------------------------------
ADDRESS : ----------------------------------------------------
(-----------------------------------------)
Date : Signature of the Party
Certified that the particulars furnished above are correct as per our records.
(Bank’s Stamp)
(…………………………………..)
Signature of the Authorised Official From the Bank
Annexure- VIII
Details of Registration of various locations ( called ' Additional place of Business ' in the registration
process ) of Suppliers / Customers of Corporate office , NHDC Ltd. Including the Principal
4 ARN NUMBER
5 Provisional GSTIN ( for B 2 B suppliers )
6 Address of Registered place of Business of
supplier under GST along with state code
and PIN code for ( B 2 B Suppliers )
7 PAN
8 TAN
9 UID No. in case of Embassy / UN Not Applicable.
10 Status of Suppliers i.e. whether SEZ, EOU, Not Applicable.
DTA
11 Name and Designation of contact person
12 Email address
13 Mobile Number
14 Phone Number
15 Contract wise HSN / SAC code -wise details Contract HSN /SAC BoQ item of
of all contractors for goods and services No. code contract.
pending settlement as on date.
(……………………………..)
Seal and Signature of the
Authorised representative of the Bidder
Annexure- IX
Registration details of NHDC LIMITED Corporate Office, NHDC Parisar, Shyamala Hills, Bhopal,
( Additional Place of Business )
Government of India
And
Government of Madhya Pradesh
Form GST REG-25
Certificate for Provisional Registration
GSTIN 23AABCN1732G2ZY
PAN AABCN1732G
Legal Name NHDC Limited
Trade Name N.H.D.C.
Registration Details under existing Law
Act Registration Number
TIN Under Value Added Tax 23183602883
Corporate Identity Number / Foreign Company U31200MP2000GOI014337
Registration Number
26.06.2017
This is certificate of provisional registration issued under the provision of the Act.
Annexure-X
F-CP-02:10/01
FORM OF AGREEMENT
NHDC/C&P/662/2018/ 1152 Date: 16- 04 -2018
This agreement made on ....th day of …….. 2018 between NHDC Ltd., (A Joint venture of NHPC
Ltd. and Govt. of M.P.) and registered under the Companies Act, 1956 and having its registered
office at NHDC Parisar, Shyamla Hills, Bhopal 462013 (hereinafter called the “Corporation”) which
shall include their successors and assignees of the ONE PART and M/s ...................................
.................. (hereinafter called the “CONTRACTOR”),which shall include their successors and
assignees of the OTHER PART.
1. Whereas the Corporation invited tenders for “Third party impact assessment study of
Corporate Social Responsibility initiative undertaken by NHDC Limited in last three (03)
financial years 2014-15, 2015-16 & 2016-17" (hereinafter called the “WORK”) and the
contractor furnished his tender in response to the invitation for tenders vide NIT No. NHDC 1 C
662 18 1401 Dated 06 - 07 -2018.
Whereas the Corporation has accepted the offer of the Contractor submitted on dated .............2018,
on the rates, terms and conditions hereinafter stated in this contract agreement and the
contractor shall execute the work accordingly.
2. NOW THEREFORE THE PARTIES HERETO covenant with and bind each other, to observe and
perform this contract faithfully for execution of said work for the sum of Rs ....................
..................................... Inclusive of all taxes, duties, levies etc. as per Schedule of Quantities &
Prices and to execute, perform and do the several works and things mentioned and described in
this contract and all other documents annexed as annexure hereto and in accordance with such
conditions and to the satisfaction of the Engineer-in-Charge (being the officer mentioned in the
said conditions) and shall in all respect perform, observe and fulfilled by the contractor.
This contract consists of the following component parts, all of which are as fully a part of this
contract as if herein set out verbatim or as if hereto attached.
1. Letter of Award
2. Details of ECS, Declaration in respect of applicability of MSMEDA Act 2006, Certification under
Fraud policy of NHDC, Copy of PAN, EPF Registration certificate, Certificate of registration with
ESIC, etc
NOW THESE PRESENT WITNESS and the parties hereby agree and declare as follows:
that is to say in consideration of the payments to be made by the corporation the contractor shall
execute the said work in the manner as prescribed in the agreement for which are implied or may
be reasonably necessary for the completion of the said work on the terms & conditions mentioned
in the contract.
IN WITNESS WHEREOF the parties hereto have signed this agreement hereunder on the date
respectively mentioned against the signature of each.
For and behalf of the Contractor For and on behalf of NHDC Ltd. , Bhopal
Signature Signature
Designation / Seal Designation / Seal
Place: Bhopal (M.P.) Place: Bhopal (M.P.)
Witness Witness
1. 1.
2. 2.
ANNEXURE-XI
(……………………………..)
Seal and Signature of the
Authorised representative of the Bidder
ANNEXURE-XII
(……………………………..)
Seal and Signature of the
Authorised representative of the Bidder