2. The General Bid format and Price Bid format submitted ... - Tender

INDUSTRIAL DEVELOPMENT CORPORATION OF ORISSA LIMITED( A GOVERNMENT OF ORISSA UNDERTAKING )IDCOL HOUSE, Ashok Nagar, Unit –II, BHUBANESWAR – 751 009Phone : 0674-2533277, Fax – 0674-2530518.( 1 )TENDER CALL NOTICE NO. IOL -094/08-09Sealed bids are invited for sale of Iron Ore Lump, available with Roida ‘ C ‘ Iron& Manganese Mine of IDCOL, At/PO: Matkambeda, Dist. Keonjhar (Orissa) on “as iswhere is and no complaint basis” with specification, terms and conditions asdetailed below.1. Specification/Quantity/EMD.Sl.No.Description of Material1. Sponge Grade Iron Ore LumpSize (5-150 mm) Basis 65% FeQuantityavailable(MT)(approx.)Mode oftransportation/Location.35,000 By Road, Ex-MinesE.M.D.(in Rs.)Rs.3.00 lacs2. The General Bid format and Price Bid format submitted shall be inaccordance with and be subject to the terms & conditions enclosed. These bidformats and the terms & conditions can be down loaded from the websitewww.idcorissa.com. On home page of the website click ‘Tender’ appearing on thetop right hand side of the computer monitor screen. Thereafter, on opening of thenew ‘Window’ on monitor screen, click in the table on “SALE OF IRON ORE LUMP– TENDER CALL NOTICE NO.IOL-094/08-09”. Bid document is not availableotherwise.3. Management reserves the right to distribute the quantity amongst the bidders,if required.4. Bids shall be submitted in the office of M/s. Industrial DevelopmentCorporation of Orissa Ltd. at IDCOL House, Ashok Nagar, Unit-II, Bhubaneswar –751009. FAX No. 0674-2530518, TELEPHONE : 0674 – 2530112 / 2533459.

( 2 )5. The Management of IDCOL reserves the right to accept / reject any or all thebids at any stage without assigning any reason whatsoever.6. Last date for receipt of bids is 5.00 PM on 23.04.08.GENERAL MANAGER ( COMMERCE)

INDUSTRIAL DEVELOPMENT CORPORATION OF ORISSA LIMITED( A GOVERNMENT OF ORISSA UNDERTAKING )IDCOL HOUSE, Ashok Nagar, Unit –II, BHUBANESWAR – 751 009Phone : 0674-2533277, Fax – 0674-2530518.( 3 )Terms and conditions for sale of Iron Ore Lumpby road movement1. These terms & conditions are applicable uniformly to all the cases of competitivesale of IRON ORE LUMP to be moved by road from Roida ‘ C ‘ Mine, At/Post.Matkambeda, District : Keonjhar, Orissa.2. These terms & conditions can not be changed (except the telephone numbers,Fax numbers and designations of the officers of the IDCOL & IKIWL mentionedin it) without obtaining prior approval of Chairman/ Managing Director, IndustrialDevelopment Corporation of Orissa Limited (IDCOL), Bhubaneswar.3. The Tender document for bidding shall include Tender Call Notice, the terms &conditions, the General Bid format, Price Bid format.4. Inspection of Material - Offers are accepted on the assumption that thetenderers have inspected the materials and have known what they are biddingfor whether they have first inspected the materials or not and that the principleof “Caveat Emptor” shall apply. The material will be lifted from the designatedsite with all faults and errors in description or otherwise, if any.5. Quantity – Quantity in the tender documents is approximate and no warranteeor guarantee shall be implied. The bidders are advised to inspect the materialbefore submission of offer.6. Price – The bidders are requested to quote the basic price of the product onlyper MT basis exclusive of Government levies, Unitage and taxes as applicable.The price should be kept valid for a period of one month from the due date ofsubmission of tender. This shall mean that the successful Bidders, if called upon

( 4 )within the validity period to pay the prices quoted, cannot refuse the payment.This shall also mean that the Bidders can not withdraw, vary or change their Bidsuntil the validity period is over. Once the rate is accepted by the management ofRoida-C Iron & Manganese Mines of IDCOL, the price shall remain firm duringthe period of contract.7. Unitage – The basic price shall be increased by 1.5% per percentage increase inFe content beyond 65%.8. Loading & Transportation (by road dispatch) – It shall be arranged by thebuyer in compliance with the statutory provisions. Bidders selected shall load intheir trucks the Iron Ore lump in Roida-C Mine and transport it to requireddestination at their cost.9. Sampling & Analysis – It shall be conducted in our laboratory and ourLaboratory analysis report is final and binding for all purposes. In case, thebuyer so desire, they may depute their authorised representative/Analyst at thetime of sampling & analysis.10. E.M.D. - The bidder has to submit Demand Draft as indicated in the above tableas EMD in favour of “ The I.D.C. of Orissa Ltd. ” payable at Bhubaneswar on anyNationalised Bank situated at Bhubaneswar along with the offer failing which, theoffer will not be taken in to consideration. The EMD of unsuccessful bidder shallbe refunded as early as possible. The EMD of successful bidder shall beconverted in to Security deposit (interest free) and in the event of failure todeposit 100% sale value within four days from the date of issue of the SaleOrder, the Security deposit thereof shall be forfeited and the deals will be closed.The bidders, who have already deposited the EMD amount earlier and is retainedby IDCOL / IKIWL, need not submit further. Only they have to furnish the detailsof deposit at Clause No.7of the General Bid Format.11. Payment – The buyer has to lift the material against 100% sale value in shapeof Demand Draft drawn in favour of IDCOL KALINGA IRON WORKS LTD.- MINESRECEIPT ACCOUNT payable at Barbil on State Bank of India, Bank of India, Bank

( 5 )of Baroda, Allahabad Bank, Andhra Bank, UCO Bank, HDFC Bank and ICICI BankLtd or some of the prominent banks having their branches in Barbil town.12. Termination – (a) If the successful bidder fails to deposit the sale value withinfour days from the date of issuance of Sale order, the management willterminate the contract without any notice, forfeit the Security deposit/ EarnestMoney deposit. Further more, the successful bidder will not be eligible toparticipate in future tender for a period of six months from the date oftermination of contract. (b) If the H1 bidder fails to lift the minimum allottedquantity within the stipulated period (as mentioned in the sale order), themanagement will terminate the contract without any notice and forfeit theSecurity deposit/EMD and the successful buyer will not be eligible to participatein the future tender for a period of six months from the date of termination.13. Sealed bids shall be invited for sale of iron ore by open advertisement issuedfrom time to time in the news papers. The news paper advertisement shall bebrief and will only inform the intending bidders to see for details the websitewww.idcorissa.com and down load from there the tender document forsubmitting the bids. The full advertisement will be available on this website. TheTender Call Notice shall also give the last date & time and address of IDCOLOffice, where the bids shall be received.14. ELIGIBILITY TO BID.14.1 The bidder must fulfill the following conditions to be eligible to bid.i) He must be registered for CST and VAT and must have theTraders Identification Number (TIN).ii) Must have and give his FAX number in the General Bid format.iii) Must possess a valid license under Section 6 of the Orissa Minerals(Prevention of Theft, Smuggling and other unlawful Activities) Act,1988.14.2 Notwithstanding the above, it shall be the responsibility of bidders tosatisfy themselves that they have the necessary licenses and permissionsrequired under the Law, Rules & Regulations, applicable for purchasing,

( 6 )transportation and for end-using of iron ore in question. The Managementof IDCOL or (IKIWL) shall not be responsible, if they suffer any loss,damage or face arrest/ prosecution for any violation in the process ofpurchasing, transporting and end-using the iron ore.15. Bids received, otherwise than in response to aforesaid advertisements shall notbe entertained.16. The tender document for bidding shall consist of the Tender Call Notice, terms &conditions, General Bid format and the Price Bid format. The bidders shall download the tender document from the website. The Price Bid shall be submitted inits format in a small sealed envelope containing nothing else. The envelope mustbe written with the Tender Call Notice number, the last date for receipt of tender(or bid) and the name of the bidder, for its proper identification in case of anymix up. The bidder should similarly fill up the General Bid format and sign it. Thebidder may also sign on each page of these terms & conditions in token ofhaving accepted them. The smaller sealed envelope containing the Price Bid, theGeneral Bid format, the terms & conditions, the Demand Draft for Earnest MoneyDeposit (EMD) and the other information and documents, required to besubmitted under the terms & conditions referred above, shall be put in a biggersealed envelope. This bigger sealed envelope should also be written with theTender Call Notice number, the last date of receipt of tender and the name ofthe bidder. This bigger envelope shall be delivered in the Receipt Section ofIDCOL Corporate Office at the address mentioned in the Tender Call Notice,which is same as above, so as to reach there before the last date and timespecified for the receipt of bids. The bidders may, at their discretion, not submitthe terms & conditions duly signed, as these are available on the websitewww.idcorissa.com for everybody to see. However, in case a bid is receivedwithout the signed terms and conditions, it shall be presumed that the terms andconditions have been accepted by the concerned bidder.17. The bids may be submitted by post or courier or personally as consideredconvenient by the bidders. However, M/s. IDCOL shall not be responsible for thepostal and other delays in receipt of the bids.

( 7 )18. Fill up all the columns and spaces in the General Bid format and the Price Bidformat. Wherever nothing is to be written, cross out the space or write Nil givingunmistaken indication that the bidder has nothing to fill in those spaces.19. Bids received shall be opened as early as possible after the last date and timefor submission is over. The price bids shall not be opened in the first instance.20. The bids opened shall be evaluated first on the basis of information supplied inthe General Bid format and on the basis of the documents and informationsubmitted in accordance with the terms & conditions of the tender document.The unacceptable and ineligible bids, shall be rejected. The Price Bids shall beopened only in those cases, which have not been rejected as above.21. The bidders must give their full address, telephone numbers, FAX number (it is amust) and the e-mail address in the General Bid format and ensure that thetelephone & FAX are in working condition. The successful bidders shall beintimated through either of the aforesaid modes and addresses about theacceptance of their bids. Notwithstanding the intimation as above, they shallkeep in touch with the General Manager (Commerce) of IDCOL Corporate Office,Bhubaneswar (Tel. 0674-2530112 and Fax.0674-2530518) to know the fate oftheir bids. No intimation shall be given where the bids are rejected.22. Successful bidders shall be called upon to make full tentative payment inadvance to “M/s. IDCOL Kalinga Iron Works Limited – Mines receipt Account.”Matkambeda, Barbil, District. Keonjhar, ORISSA through crossed Demand Drafts(DD) payable at Barbil. Non-receipt of intimation above in time shall not bepermitted to be the reason for non-payment within the stipulated time. The StateBank of India, Bank of India, Bank of Baroda, Allahabad Bank, Andhra Bank, UCOBank, HDFC Bank and ICICI Bank Ltd. are some of the prominent banks havingtheir branches in Barbil town.23. The tentative amount above will be slightly on the higher side. Exact amountpayable will be known only after the entire iron ore of the stack has been lifted inthe trucks and the weight has been arrived at by weighment of all such trucks.

( 8 )24. On confirmation in writing by M/s. IKIWL of receipt of full tentative payment inadvance, the Manager of Roida ‘C’ mine shall apply to the Deputy Director ofMines, Joda, District. Keonjhar, in the prescribed manner, with or withoutadvance payment of royalty, as the case may be, for his permission to removethe ore sold. The stack numbers shall be indicated, so that he may grant suchpermissions stack-wise. The management shall not be responsible for delay, ifany, in obtaining the aforesaid permissions of the Deputy Director of Mines. Ongrant of permission the respective buyers shall be advised to remove the ore intrucks/tippers. Each such truck / tippers shall be provided with the “TransitPass” in Form ‘D’ as prescribed in the Transit Pass Regulations of Steel & MinesDepartment of Government of Orissa notified vide No.10235-VII(A)-MG-47/73MG dt 16.10.1973. It shall be the responsibility of the successful bidders toobtain the Permit for transportation and removal of the iron ore, required underSection 8 of the Orissa Minerals (Prevention of the Theft, Smuggling and otherUnlawful Activities) Act 1988 given in Form ‘I’ of the rules framed under this Act.It shall also be their duty to obtain the Transit Permit given in Form ‘G’ of thesaid rules. An authentic xerox copy of both shall be given to Manager Roida ‘C’mine, who shall issue the release orders stack-wise and must mention in it theultimate destination of the iron ore. The release order shall also mention thereasonable time period within which the entire quantity of iron ore allotted shallbe moved out of Roida ‘C’ Mine.25. On receipt of release order the purchaser shall give to Mines Manager a list ofTruck Registration numbers and names of the concerned drivers duly authorizingthem to lift the iron ore on his behalf from Roida ‘C’ mine. Only such authorizedtrucks shall be allowed by the Mines Manager to come inside the mine forloading of the iron ore of the stacks sold to that purchaser. The Manager Minesshall prepare, in consultation with the purchasers, the truck deployment plan, sothat too many trucks beyond the capacity of the mine or its weigh bridge tohandle, shall not congregate at any time in or around the mine leading tocrowding and chaos.26. The trucks authorized by a purchaser shall load the iron ore only from the stacks,which have been sold to that purchaser and from no where else.

( 9 )27. The drivers must produce on demand the documents like, driving license, R.C.book, the Fitness Certificate and tax token for verification before the entry isallowed inside the mine. Failure to produce these documents or such documentshaving been found invalid / outdated / expired shall lead to refusal to enterinside the mine. Any such refusal will be at the risk and responsibility of thepurchaser of iron ore concerned. The management of M/s. IDCOL or of M/s.IKIWL or the Mines Manager shall not be responsible for the alleged loss ordamage suffered by the drivers, truck owners and the purchasers concerned dueto aforesaid refusal.28. All the trucks coming inside the mine for lifting of the iron ore sold shall passthrough the weigh bridge at the gate of the mine and their tare (empty) weightshall be recorded. A truck shall not be allowed to load more than permitted loadof 10.5 metric tons (MT) of iron ore. After loading, the gross weight of the truckshall be taken again by the same weigh bridge to arrive at the net weight of ironore. If net weight is more than 10.5 MT, the truck shall be directed to go back tothe concerned stack and unload the excess iron ore in order to bring down theload of iron ore within 10.5 MT. The weighment as above shall be final andbinding.29. If the weigh bridge above goes out of order, the weighment may be done at anyother weigh bridge permitted by Dy. Director, Mines, Joda, Keonjhar.30. Loading of Iron Ore in the trucks must be completed as per the directions of theMines Manager.31. The drivers shall sign in the records of the mine and those of the weigh bridge asrequired by the system or as advised by the Mines Manager for keeping a properrecord of the time and date of entry and exit of the trucks and of the loading ofiron ore. The purchaser must instruct his authorized drivers, accordingly. Theycannot refuse to put their signatures in the records of the mine, whereverrequired under the system. If they refuse to put their signatures, the trucks shallbe returned empty at the risk and responsibility of the purchaser and nodamage, whatsoever, shall be payable by IDCOL management to any affectedperson.

( 10 )32. A loaded truck shall not be allowed to go out of the mine unless the driver signsin the required documents of the mine at appropriate places. In case a driverrefuses to sign, he shall be directed to unload the iron ore in the stack and thenbe allowed to go out of mine. The management shall not be responsible for anyloss or damage suffered by the drivers or truck owners or the purchaser onaccount of aforesaid decision of the management.33. The truck drivers shall be supplied with a computer printed sheet dulyauthenticated containing the record of weighment of their empty and loadedtrucks every time they come in and go out of the mine with the loaded truck.34. The driver shall also be issued a challan in proper format containing the evidenceof loading and transportation out of the iron ore in question. The challans,prepared in required number of copies, must mention, among other, itsdestination and route to be taken and must be authenticated at each stage ofoperations. The contents of challan shall not contradict those in the TransitPermit and Transit Pass referred above. Challans shall also be signed by theconcerned drivers. All the entries in the challan shall be clear, transparent and beauthenticated. There shall be no confusion or ambiguity about the purpose ofwriting various entries in the challan and in understanding them.35. The truck drivers shall obey the instructions of the Mines Manager or hisauthorized representative with regard to falling of trucks in line for weighmentand their movements inside the mine.36. The trucks shall not remain inside the mine a minute more than considerednecessary. After loading the iron ore, they shall immediately fall in line for grossweighment at the weigh bridge and go out after the weighment. They must takethe route mentioned in their challan.37. When the entire quantity of iron ore allotted to the Party has been removed andtransported out, the Mines Manager will intimate the Commercial Division ofMines in writing (ink-signed) the actual quantity of iron ore despatched after theweighment of trucks at the weigh bridge, to facilitate Mines Commercial Divisionto make the bills, accordingly.

( 11 )38. The billing shall be done by the Commercial Division of Mines on the basis of theactual quantity of iron ore dispatched after actual weighment of trucks,approved prices for sale unitage and the royalty, cess & taxes payable. Theexcess amount shall be refunded to the purchaser as early as feasible.39. The billing shall be done for the quantity actually dispatched from the Mine.40. In case the ore sold is not being removed by the purchaser or he is takinginordinately long period and the Mines Manager feels that there are valid reasonsavailable for cancellation of the sale, he shall send a report, accordingly, to M/s.IDCOL Corporate Office under intimation to M/s. IKIWL. IDCOL Corporate Officeafter going through the report of Mines Manager, may issue the show-causenotice to purchaser as to why the sale in question shall not be cancelled and theEMD be forfeited.41. In case of cancellation of the sale order, the management of M/s. IDCOL maysell the remaining iron ore of that stack in the manner desired by them. M/s.IDCOL as well as M/s. IKIWL shall also be free from the sale obligationspertaining to that stack under these terms and conditions. The management ofM/s. IDCOL and M/s. IKIWL also reserve the right to recover the loss suffered bythem in selling the iron ore subsequently at a lower rate, if any, from anyamount payable to such purchaser apart from forfeiting the EMD.42. All the refunds shall be made by Demand Drafts drawn in favour of thebeneficiaries after deducting the bank commission paid for obtaining the D.D andthe postal / courier charges.43. No verbal agreement or inference from conversations with any officer oremployee of M/s. IDCOL, M/s. IKIWL or of the Roida ‘C’ Mines either before orafter the issue of advertisement of the Tender Call Notice shall in any way affector modify the terms and conditions specified herein.44. The successful bids are not transferable.

( 12 )45. The decision of the M.D., IDCOL shall be final on any disputes or differencesunder or arising out of the above deal.46. Management reserves the right to distribute the tendered quantity to otherbidders including the H-1 Bidder.47. All the commercial disputes shall be subject to the jurisdiction of the Courtsituated in the district of Keonjhar, Orissa.48. The management reserves the right to accept / reject any or all the bids at anystage without assigning any reason. No damage or compensation shall bepayable to any bidder for the alleged loss suffered by them due to suchrejection.GENERAL MANAGER (COMMERCE )

THE INDUSTRIAL DEVELOPMENT CORPORATION OF ORISSA LIMITED( 13 )TENDER CALL NOTICE NO.GENERAL BID FORMATDate:(For giving details of Tenderer / Bidder. See terms & conditions for sale ofIron Ore to be transported in tippers from Roida ‘C’ Iron & Manganese Mine)1. Name of Bidder, full address, :FAX number, Telephone number andand e-mail address. (Bids shall berejected if FAX number is not given)2. Whether the Bidder/Tenderer is a :Private or Public Limited Companyor Individual or registered partnership firm(attested copies of Memorandum andArticles of Association to be enclosed)3. In case of “individual”i) His name :ii) Date of commencement of :his business4. In case of “Partnership”i) Names of each partner :ii) Date of establishment of firm :iii) Date of registration of partnership :5. In case of “Limited liability company orCompany limited by guarantees”i) Paid up capital :ii) Name of Managing Director :iii) Date of incorporation of Company :or in case of Public LimitedCompany, date of commencementof business (enclose the certificate)6. Name of the person authorized to sign :this bid document on behalf of thepartnership / Company (Not applicablein case of Individual proprietorship)

( 14 )7. Details of instrument of Earnest Money :Deposit (EMD)i) Crossed Demand Draft (DD)amount, number and date :ii) Payable to : “ The I.D.C. of Orissa Ltd.”iii) DD issued from and name of :the BankIv) DD payable at Bhubaneswar and :name of the Bank.(Bid shall be rejected, if crossedD.D. is not enclosed)8. Whether Trader or direct consumer :for Iron / steel making.9. If direct consumer, the address of Iron/ :Steel Plant, where the ore will beconsumed.10. Central Sales Tax/VAT/TIN Number :is to be mentioned.(Bid shall be rejected if it is not given)11. DIC, NOC from Orissa State Pollution :Control Board/Mineral handling LicenseIssued by DDM, Joda.(Bids shall be rejected if you do notpossess the above).12. Exact destination for unloading and :the precise route to be taken bythe trucks.(Bid will be rejected if the route is notgiven. This route shall not be allowedto be changed later without prior approvalof General Manager (COM ), IDCOL.Certified that I/we have gone through the terms and conditions of the TenderCall Notice referred above and undertake to abide by them.

( 15 )Further we undertake that the information given above are true to the best ofour knowledge and any deviations if found subsequently shall be our sole responsibilityand we also undertake to produce the copies of all the documents as and when askedfor.Signature and seal ofBiddersN.B.Use separate sheets of paper if the space provided above is not sufficient.

THE INDUSTRIAL DEVELOPMENT CORPORATION OF ORISSA LIMITED( 16 )PRICE BID FORMAT(For quoting the price, see the terms & conditions for sale of Iron Ore Lump)TENDER CALL NOTICE NO :Date:The columns of the table below shall be filled up by the biddersSl.No.Description of thematerial.Quantity( In MT )Price per M.T. on 65% Febasis Ex- Mines withoutunitage,Government levies& Taxes and other charges(write in figures as well aswords).(1) ( 2 ) ( 3 ) (4)Certified that above prices have been quoted after going through and in accordance withthe Terms & Conditions for sale of Iron Ore Lump, and I/we shall abide by them.Date:Place :Signature and seal of Bidder.NB: 1) If any discrepancy found in the rate quoted in figures and in words, then therate quoted in words shall be taken as rate offered.2) Management reserves the right to distribute the tendered quantity to otherbidders including the H-1 Bidder.