Annexure 2 - Instructions To Bidders - ITB - PDF

NIT NO.
: CHRD/IE/RFQ-2/SA 8000/2768/2014
Request for Quotation for Re-Certification and

Surveillance Audit of Mines, Refinery, Smelter,
CPP & Corporate Office of NALCO to SA 8000
Standard
ANNEXURE 2
INSTRUCTIONS TO BIDDERS (ITB)

1.0
1.1
1.2
GENERAL
It shall be the bidders responsibility to have a thorough understanding of the
reference documents, site conditions and specifications included in the Bidding
Document.
Definitions
With respect to this document, the following definitions shall apply:
i)
Instructions to Bidders (ITB) shall mean the documents describing in which
manner the bidder shall prepare and submit the bid.
ii)
Letter Inviting Tender/ Bid (LIT/ LIB) shall mean the Owners request to
Bidder for a Bid/ Tender together with the Bidding Document.
iii)
Tender or Bid shall mean Bidders offer to perform the work, in accordance
with bidding Document.
iv)
Tender Document or Bidding Document shall mean the documents listed
herein, and any subsequent addenda.
v)
Bidder or Tenderer or Party or Certifying Agency/ Firm shall mean
the person or company/ firm who downloads/ purchases the Tender Document
or Bidding Document and submits his Tender or Bid to Owner.
2.0
2.1
2.1.1
BIDDING DOCUMENT, CLARIFICATIONS AND AMENDMENTS

Bidding Document
The Bidding Document shall consist of the following and should be read in
conjunction with any amendment(s) and/or clarification(s) issued subsequently.
a)
Letter Inviting Tender/ Bid (LIT/ LIB)
b)
Request for Proposal (RFP) along with its Annexure(s) as under:
i) Annexure-1
Scope of Work and Services
ii) Annexure-2
Instructions to Bidders with Forms
iii) Annexure-3
Other Terms and Conditions
iv) Annexure-4
Price Bid Format & Terms of Payment.
v) Annexure-5
Information to be furnished on Credential(s) of the
Certifying Agency.
vi) Annexure- 6
Pre- Qualification Evaluation Format
2.1.2
The Bidder is expected to examine the complete Bidding Document. Failure to

furnish all information required as per the Bidding Document or submission of a bid
not substantially responsive to the Bidding Document in every respect could result in
rejection of the Bid.
___________________________________________________________________________
Instructions to Bidders
Page 1 of 26
NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014
2.1.3
2.1.4
2.1.5
2.2
2.3
2.3.1
2.3.2
2.4
3.0

Standard
Bidding documents are exclusive documents of OWNER and once purchased/

downloaded are non-transferable and shall at all times remain the exclusive property
of OWNER with a license to the intending Bidder to use the Bidding Documents for
the limited purpose of submitting the bid.
The tender document downloaded in totality must be bound together suitably and
signed and stamped on all pages and marked ORIGINAL in token of acceptance of
all conditions/ stipulations mentioned there in and submitted. Bidder shall fill up the
rates/ amount in the Annexure-4 issued with Bidding Document and submit the same
in sealed envelope as described elsewhere in this Instructions to Bidders.
Bids shall be liable for rejection in case of any omission/ correction/ deletion/ addition
to the original tender document. Owner shall not be liable for any such discrepancy.
Although the details presented in this bidding document have been compiled with all
reasonable care, it is the Bidders responsibility to ensure that the information
provided is adequate and clearly understood.
Amendment of Bidding Document
Owner may, for any reason whether at its own initiative or otherwise, issue
Amendments and/or Clarifications during the bidding period which shall be hosted on
NALCOs website www.nalcoindia.com and www.eprocure.gov.in and become part
of Bidding document. Bidder shall also submit the Amendments and/or Clarifications
duly signed and stamped in token of its acceptance as well as consider their impact in
its bid, if any.
The bidder is advised to visit the websites from time to time to verify updates/
Amendments and/or Clarifications to the tender documents, if any
Confidentiality of Document
Bidder shall treat the Bidding document and contents thereof as confidential and
should not use for any other purpose except for participation in the bid.
PREPARATION OF BIDS
Bid Validity
Bid shall remain valid for acceptance for a period of 4 (Four) months from the due
date/ extended due date of submission of the bid. The Bidder shall not be entitled
during the said period to revoke or cancel its bid or to change the bid except and to the
extent required by Owner in writing, otherwise EMD submitted by the bidder shall be
forfeited.
3.2
Compliance to Bidding Requirement
3.2.1 The Bidders are required to submit offers strictly as per the terms and conditions/
specifications given in the Bidding document without any deviations.
3.2.2 However, in exceptional cases, if the Bidder wishes to stipulate any deviations to
bidding requirements other than those mentioned above, they shall indicate the same
as per the format for exceptions/ deviations in Form-5 enclosed with this ITB. Bidder
3.1
___________________________________________________________________________
Page 2 of 26
3.2.3
3.3
3.4
3.5
4
4.1
4.2
5
5.1

Standard
shall note that clarifications/ queries/ deviations mentioned elsewhere in the offer
shall not be given any cognizance.
If any exception/ deviation is acceptable to OWNER, the same shall be issued to all
bidders through an amendment. Bidders shall withdraw all other deviations/
exceptions, not incorporated in amendment, failing which offer of such bidders shall
not be acceptable.
Bidder is advised that OWNER intend to fully evaluate the technical and un-priced
commercial submissions.
It is important that Bidder clearly demonstrates its experience and capability, giving
to OWNER a high level of confidence that if awarded, the Bidder will be able to
perform the works within the stipulated Time Schedule and quoted price and meeting
all other requirements listed in the Bidding document.
Bidder is requested to furnish the complete and correct information required for
evaluation of his bid. If the information with regard to resources and concurrent
commitments or any other information/ documentation forming basis of evaluation is
found incomplete/ incorrect, the same may be considered as adequate ground for
rejection of the bid.
Conflict of Interest
A Bidder shall not have a conflict of interest that may affect the Selection Process of
the Certifying Agency/ Firm (the Conflict of Interest). Any Bidder found to have a
Conflict of Interest shall be disqualified. In the event of disqualification, NALCO
shall forfeit and appropriate the Bid Security as mutually agreed genuine preestimated compensation and damages payable to NALCO for, inter alia, the time,
cost and effort of NALCO including consideration of such Bidders Proposal, without
prejudice to any other right or remedy that may be available to NALCO hereunder or
otherwise.
NALCO requires that the Certifying Agency/ Firm provides professional, objective,
and impartial advice and at all times hold NALCOs interests paramount, avoid
conflicts with other assignments or its own interests, and act without any
consideration for future work. The Certifying Agency/ Firm shall not accept or
engage in any assignment that would be in conflict with its prior or current obligations
to other clients, or that may place it in a position of not being able to carry out the
assignment in the best interests of NALCO.
SUBMISSION OF BID
The bidder must submit the tender by filling up of all relevant information as required
by typing or printing with indelible black ink on white paper in consecutively
numbered pages and be in solid binding and each page signed along with duly filled
in enclosed formats attached to this Tender document.
___________________________________________________________________________
Page 3 of 26
5.2

Standard
The offer shall be prepared and submitted in 02 (two) separate sealed envelopes as per
the following:
ENVELOPE I:
a)
The Envelope shall contain all the documents/ information as mentioned at
Para- 6 of this ITB including EMD.
b)
Any other information/ documents relevant in support of the requirement of the
criteria as per Para- 6 of this ITB may be enclosed and remarked properly.
c)
This envelope consisting of complete documents, one original and one identical
copy shall be submitted.
d)
The selected bidders have to fill the checklist-cum-evaluation proforma
(Annexure- 6) in order to ensure that all relevant documents/ information have
been enclosed in the Envelope- I.
e)
The bids received incomplete as per the requirement shall not be considered for
further evaluation.
ENVELOPE -II: (TWO COPIES IN ONE ENVELOPE)
a)
Price Part filled in figures and words in one original copy and shall be signed
and stamped on each page, as per the format attached in Annexure- 4.
b)
In this part of the bid, the Tenderer shall not stipulate any condition, deviation,
presumption, and basis. Owner shall not take cognizance of any such
statement and may at their discretion reject such Price Bids. No correction in
item description is permitted. Correction/ overwriting (if any) must be signed
and stamped.
5.3
Bidder shall clearly superscribe on the envelope the following information, failing
which Owner will assume no responsibility for the misplacement or premature
opening of the bid.
ENVELOPE I: INFORMATION/ CREDENTIALS/ FORMS/ EMD
Name of Work:
Quotation for Re- Certification and Surveillance Audit of
Mines, Refinery, Smelter, CPP and Corporate Office of
NALCO to SA 8000 Standard.
Bidding Document No.: _______________
Due date & Time of Opening: _______________
From: [Name & Address of Bidder] _________________
This part of bid will be submitted in one original + one copy
ENVELOPE -II - PRICED BID
Name of Work:
Quotation for Re- Certification and Surveillance Audit of
Mines, Refinery, Smelter, CPP and Corporate Office of
NALCO to SA 8000 Standard.
Bidding Document No.: _______________
___________________________________________________________________________
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Due date & Time of Opening: _______________

From: [Name & Address of Bidder] _________________
This part of bid will be submitted in one original + one copy only.
5.4
5.4.1
5.4.2
5.5
Date, Time & Place of Submission

Bids must be submitted in a sealed envelope superscribing Quotation Dont Open to
the office of Dy. General Manager (IE), NALCO Bhawan, P-1 Nayapalli,
Bhubaneswar-751013 by the due date and time mentioned in the Letter Inviting
Tender/ Bid or any extension thereof as duly notified.
Bids received after the stipulated time and date as mentioned in the Letter Inviting
Tender/ Bid, shall not be considered for evaluation.
Bidder is required to submit the Complete bid as explained above, and in case of
incomplete submissions, owner will not be under any obligation to give the Bidder an
opportunity to make good such deficiencies and owner may at its discretion treat such
bids as incomplete and not consider for further evaluation.
PRE-QUALIFICATION CRITERIA
6.1
EARNEST MONEY DEPOSIT (EMD): The selected bidder is required to submit

EMD for value of Rs. 10,000/- (Ten Thousand Only) in the form of Demand Draft or
Pay order favouring National Aluminium Company Limited payable at
Bhubaneswar. The EMD of unsuccessful bidders will be returned back after the
bidding is completed.
The selected bidders are required to submit a Social Accountability compliance
questionnaire duly filled and attach it with the bidding offer (Refer to Form No.- 7 of
ITB).
The selected bidders are required to submit a copy of certificate of accreditation by
SAI (Social Accountability International) as a Certification Body for SA 8000
Standard in a separate sheet with Seal and Signature of the bidder.
The selected bidders are required to submit information/ relevant documents on
credential(s) as per Annexure- 5
6.2
6.3
6.4
6.5
EXPERIENCE CRITERIA
6.5.1
Bidder must be having experience in conducting similar assignments during past three
years in India. The selected bidders have to submit the information as per the format
given in Form- 3 showing year wise break- up of similar assignments with this
bidding offer.
The bidder must have experience in conducting such assignments in CPSEs and/or
private companies/ multinational companies with more than 1000 crores turnover.
6.5.2
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Page 5 of 26
6.5.3
6.5.4

Standard
The bidder should furnish the details of such assignments conducted during last three
years as per format given in Form- 4.
The bidder should have qualified resource persons (Certified Auditors) who should be
having adequate training and experience in SA8000 Audit Process and should have
experience in handling such job/ assignment. Brief information is to be submitted
with the bidding offer as per format given in Form- 6.
The bidder should have been in the business of rendering such certification services
thereafter reckoned from the date of qualifying order as referred above.
6.6 FINANCIAL CRITERIA:

6.6.1 Total annual revenue from the management advisory services shall be minimum Rs.
1.0 crore for past three years ending 31st March 2014. Bidders have to submit the
required information as per format given in Form- 2 of this ITB.
6.6.2 Net worth of the bidder during the last financial year shall be positive. Bidders have to
submit the required information as per format given in Form- 2 of this ITB.
6.6.3 A Bid made by a wholly owned Indian subsidiary of a Foreign Company will also be
considered provided the Parent Company meets the Bidder Qualification Criteria. In
such case, the following shall be complied and necessary documents from Parent
Company shall be submitted.
6.6.4 The work under consideration shall either be executed by the Parent Company or shall
be executed under the supervision and back up of the Parent Company.
6.6.5 The Parent Company shall furnish a Corporate Undertaking to be jointly and severally
responsible with the Indian Subsidiary for due, proper and timely performance of the
contract and discharge of liabilities of its Indian Subsidiary in the event of award of
work to its Indian Subsidiary.
6.6.6 Experience of only bidding entity shall be considered for pre-qualification. In-house
work experience shall not be considered as valid experience for the purpose of prequalification.
6.6.7 Selected Bidder should not be under liquidation, court receivership or similar
proceeding. Bidder has to submit certificate.
6.7
Criminal Proceedings/ Cases:
The bidder or its Proprietor/ Partner(s)/ Director(s) of the firm should not have been
convicted by a court of Law for an offence involving moral turpitude in relation to
business dealings during the past seven (7) years. The bidder shall give an affidavit to
this effect. The affidavit must be affirmed before the competent judicial authority or
duly notarized by the Notary. Besides, bidder should furnish litigation history of their
firm or group firm (if claiming fulfillment of PQ Criteria on group entity terms). The
litigation history shall include:
a)
Arbitration cases pending
b)
Disputed incomplete works
___________________________________________________________________________
Page 6 of 26
c)
d)
e)
6.8
6.9
6.10

Standard
Pending civil cases against the firm and/or its Proprietor/ Partner(s)/
Director(s) involving moral turpitude in relation to business dealings.
Pending criminal cases against the firm and/or its Proprietor/ Partner(s)/
Director(s) involving moral turpitude in relation to business dealings.
Punishments awarded under civil cases and/or criminal cases involving moral
turpitude in relation to business dealings to the firm and/or its Proprietor/
Partner(s)/ Director(s)
Failure to meet the PQ criteria the required information/ documents in required forms
will render the bid to be summarily rejected. Therefore, the bidder shall, in his own
interest furnish complete documentary evidence by way of copies of work orders,
work completion certificates, Corporate Undertaking, MOU, etc in the first instance
itself, in support of their fulfilling the pre-qualification criteria. NALCO reserves the
right to complete the evaluation based on the details furnished in the bid without
seeking any additional information.
NALCO reserves the right to assess bidders capability and capacity to execute the
work using in-house information and by taking into account other aspects such as
concurrent commitments and past performances etc. The present and past
performance of the Certifying Agency/ Firms in NALCO shall also be considered
while evaluating the bids.
Along with the bid, the Certifying Agency/ Firms shall submit details of experience in
the subject work including the name of the resource persons/experts with duration
proposed to be deployed for the assignment together with their qualification and
experience (As per Form no.- 3, 4 and 6).
7.0
EVALUATION CRITERIA:
7.1
7.3
The Pre-qualification Criteria as mentioned in Para 6 of this ITB will be evaluated as

per the format given in Annexure -6.
The bidder who qualifies the pre-qualification criteria will be considered for
participating in Price Bid Evaluation only.
The lowest financial bid among the qualified bidders will be selected for assignment.
8.0
BID OPENING AND EVALUATION
8.1
Opening of Price Bid

Price Bids of only those bidders, whose bids are considered acceptable as per
evaluation criteria as mentioned at Para-7 above shall be opened and the Price Bids of
qualified bidder will be opened on the same date and time as mentioned at Para- 6 of
LIT. During price bid opening, only total price and rebate, if any shall be read out.
7.2
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8.2
8.2.1
8.2.2
8.2.3
8.2.4
8.2.5
8.2.6
8.2.7

Standard
Condition for Bid Evaluation:

Bid is the responsibility of Bidder and no relief or consideration can be given for
errors and omissions made by the Bidder inadvertently or advertently for what so ever
reason. Bid with incomplete information is liable for rejection.
NALCO reserves its right to call for original of the supporting documents for
verification if so deemed fit and also cross-check for any details as furnished by the
bidder from their previous clients etc. Bidder shall have no objection whatsoever in
this regard.
Non-submission of details/ documents may lead to rejection of bid.
The bidder not meeting the PQ requirement shall not be evaluated further and shall
summarily be rejected.
Performance of Bidder on works executed/ under execution in NALCO may also be
taken into consideration before selecting the Bidder for opening of his Price Bid
The required information/ documents demanded by Nalco in the Tender submission
will be spelt out by the bidder for consideration in participation of Price Bid.
Substitution of Key Personnel: It is expected all the Key Personnel included in the
proposal by the bidder to be available during execution of the contract. NALCO
normally will not consider any request of the Selected Bidder for substitution of Key
Personnel as the ranking of the Bidder is based on the evaluation of Key Personnel
and any change therein may upset the ranking. Substitution will, however, be
permitted if the Key Personnel is not available for reasons of any incapacity or due to
health, subject to equally or better qualified and experienced personnel being provided
to the satisfaction of NALCO.
8.3
Evaluation of Price Bid

Amongst the qualified bidders, lowest bidder shall be decided on quality and price as
detailed in Annexure-4 of the bid document.
The prices shall be evaluated separately based on the total price including the service
tax quoted by the bidder. The prices shall remain firm and fixed during the tenure of
the Contract.
For comparison of price bid submitted in currency other than INR, the same shall be
converted to INR as per conversion rate of SBI prevailing on the date of opening of
the price bid.
8.4
Process to be confidential
Information related to the examination, clarification, evaluation and comparison
bids and recommendations for award of contract shall not be disclosed to Bidder
other person not officially concerned with such process. Any effort by Bidder
influence the Owners processing of bidding or award decisions may result
rejection of such Bidders bid.
of
or
to
in
___________________________________________________________________________
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8.5
Owners Right to accept or Reject a Bid

Owner reserves the right to accept a bid other than the lowest and to accept or reject
any bid in whole or part, to annul the bidding process or to reject all bids with or
without notice or reasons. Such decisions by Owner shall bear no liability whatsoever
consequent upon such decisions.
9.0
9.1
NEGOTIATIONS AND AWARD OF WORK

Negotiation
Bidders are requested to quote their best prices considering the fact that price
negotiation, if required, may be held only with the lowest bidder. Bidder shall attend
such negotiation meetings and if requested by the Owner shall provide the analysis of
rates /break up of amount quoted by him to demonstrate the reasonability. As a result
of negotiation, Bidder may offer rebate on his earlier quoted price. However, no
uncalled for or voluntary rebate offered shall be considered for evaluation.
9.2
Selection of Certifying Agency/ Firm

a) The L1 bidder among the qualified bidders will be selected.
b) In the event of a tie in the financial bid, the firm having the higher certification
experience in the number of organizations certified during last three years shall be
awarded the job.
Award of Work
The successful Bidder shall be issued Fax of Intent (FOI)/Brief Order prior to expiry
of Bid validity. Bidder shall confirm acceptance by returning a signed copy of the
same.
OWNER shall not be obliged to furnish any information/ clarification/ explanation to
the unsuccessful bidders as regards non-acceptance of their bids.
9.2
10.0
LANGUAGE
The bid and all correspondence incidental and related to bid shall be written in
English language. Any printed literature and document submitted in any other
language shall be accompanied by authenticated English translation, in which case,
for the purpose of interpretation of the bid, English translation shall govern.
Responsibility for correctness in translation shall lie with the agencies.
11.0
CONTRACT CUM PERFORMANCE BANK GUARANTEE (CPBG)

The Certification Agency/Firm shall submit a Bank Guarantee in Clients approved
pro-forma, from NALCOs approved bank for 10% of the total fee payable against the
assignment towards the CPBG within fifteen (15) days of award of work/LOI. The
CPBG will not carry any interest. The said CPBG shall remain valid up to 3 months
beyond the completion of the scope of work and services of the Certification
___________________________________________________________________________
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Agency/Firm. The Pro-forma of CPBG and the List of Approved Banks of NALCO
are enclosed at Annexure-A.
The EMD of successful Bidder shall be adjusted against CPBG. In case the successful
agency/ firm fail to execute the work as per requirement the CPBG shall be forfeited.
12.0
SA Compliance Questionnaire (Evaluation Form attached at Form no. - 7) has to be

filled up and attached with bidding offer.
13.0
The successful bidder is required to sign the agreement in the format furnished at
Annexure- B in a Rs. 50/- non-judicial stamp paper.
14.0
The Successful bidder has to submit Bank Mandate Form attached at Annexure-C
duly certified by the Banker.
15.0
NALCO reserves the right to accept or reject any Bid or to annul the Bidding process
and reject all Bids at any time without thereby incurring any liability to the affected
Bidder(s) or any obligation to inform the affected Bidder(s) of the grounds for the
NALCOs action.
16.0
For all rules/ regulations including the issue of EMD/ Security Deposits etc. Nalcos
Contract Manual available on NALCOs website: www.nalcoindia.com under
Tender may be referred.
___________________________________________________________________________
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6
6.2
Form-1
FORWARDING LETTER AND UNDERTAKING
(To be submitted by the Certifying Agency / Firm along with the Tender)
From: _________________________
_________________________
_________________________
_________________________
To:
Dy. General Manager(IE)
National Aluminium Company Ltd.
Nalco Bhawan
P-1,Nayapalli
Bhubaneswar 751013
Sub. : Quotation for Re- Certification and Surveillance Audit of Mines, Refinery,
Smelter, CPP and Corporate Office
1.
Having carefully examined all the Tender Documents attached to your Notice Inviting
Tender No.: CHRD/IE/RFQ-2/SA 8000/2768/2014, dated24.11.2014, we offer to
complete the works in conformity with all the terms and conditions as detailed in the
Tender Documents.
2.
We here by confirm that we have downloaded the complete set of tender documents
along with the set of enclosures hosted in Nalcos website, www.nalcoindia.com or
www.eprocure.gov.in . We confirm that the bid document has not been edited or
modified by us. In case, it is observed by NALCO that the bid document has been
edited or modified, we agree for the rejection of the bid by NALCO.
3.
We undertake, if our tender is accepted, to commence the work from the effective
date of contract and to carry out work as stipulated in the contract.
4.
We agree to abide by this Tender initially for a period of four (4) months from the
date of opening of Price Bid of Tender and it shall remain binding on us and may be
accepted at any time before the expiry of that period.
5.
Should this Tender be accepted, we hereby agree to abide by and fulfill all Terms and
Conditions of Tender Document as accepted by us and in default thereof, to forfeit
and pay to NALCO or NALCOs successors, assigned authorized nominees such
sums of money as are stipulated in conditions contained in Tender Documents. We
understand that NALCO is not bound to accept the lowest or any Tenders received
and NALCO reserves the right to reject any or all tender without assigning any
reason.
___________________________________________________________________________
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6.

Standard
This Tender together with written Acceptance thereof, shall constitute a binding
CONTRACT between NALCO and us, till a formal contract is executed.
Date______day of _______________
________________
Signature
_______________________
(NAME IN BLOCK LETTERS)
(To be signed by authorized person.)
Tel:-------------------Fax:------------------Mob:-----------------Email:----------------(Seal of the Company)
Witness:
1.
Signature
_____________________
Date
____________________
Address
____________________
____________________
Occupation ____________________
2.
Witness:
Signature
_____________________
Date
____________________
Address
____________________
____________________
Occupation ____________________
___________________________________________________________________________
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Form-2
Financial Details
Financial
year
2013-2014
Annual turnover
for
the
Company
Details of net worth

Capital
(a)
Reserve
(b)
Accumulated loss
(c)
Net worth
(a+b-c)
2012-2013
2011-2012
1.
2.
3.
Submission of audited balance sheet and profit & loss account or above three years YES/NO
Submission of recent solvency certificate from Banker - YES/NO
Submission of letter from your Banker/self that the Bidder is not under liquidation, courtreceivership or similar proceedings - YES/NO
(SIGNATURE OF BIDDER WITH SEAL)
___________________________________________________________________________
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NIT NO. CHRD/IE/RFQ-2/SA 8000/2768/2014

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Form-3
WORK EXPERIENCE FORM FOR PQ CRITERIA

1.
Selected Bidders shall furnish their experience details with reference to the similar
assignments, which pre-qualify them in line with Experience Criteria mentioned in
Para 6 of this ITB.
Sl. no.
1
2
3
F-Y
Number of
Organisation(s)
Certified
Number of Public
Sectors Certified
(State/ Central
Govt.)
Number of
Private
Sectors
Certified
2013-14
2012- 13
2011-12
2.
Whether the Bidder is in the business of rendering such certification services thereafter
reckoned from the date of qualifying order as referred above:
YES/NO
(If yes, please specify the nature/details of business)
3.
The details furnished by the Certifying Agency/ Firm may be verified with the Client and
hence furnishing of the correct and full information as requested is very important
Signature of the Bidder with Seal
___________________________________________________________________________
Instructions to Bidders (ITB)
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Standard
FORM-4
Details of similar works carried out by the Certification Agency/Firm (Last three years)
Sl.
No.
Name of the
Company
Address
Turnover
(Approx)
Type of
Industry
Date of Initial
Certification
Date of Last
Certificatio
n
Signature of the Bidder with Seal
___________________________________________________________________________
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FORM-5
Deviations (If any)

SL
NO.
Para /Clause
Number of
Tender
Document
Page
Number of
Tender
Document
Description
Deviations with remarks
(Signature of Bidder with Seal)
___________________________________________________________________________
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FORM-6
Credentials of Resource Persons

SL
NO.
Name
Designation
Experience
Remarks
(Signature of Bidder with Seal)
___________________________________________________________________________
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FORM-7
Social Accountability 8000 Compliance Format

A. Basic information
Name of the
organization
Address
Telephone No
Name of the Proprietor
Nature of Business
License Number and

date of expiry
Employees
Permanent
Casual
Badli
Temporary
Contracted
Staff
(Total Number)
Number)
Workmen (Total
B. Information regarding Social Accountability

What is the minimum age required to join

your organization?
___________ Years
What types of certificates (Like mark sheet,

birth certificate) you keep with you?
Original Copy / Xerox
Do you require to keep any kind of deposit

inform of cash at the time of employment?
Yes/No
Do you provide safe & healthy work environment
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as per statutory requirement?
Yes/No
If directly not provided by you, do you get

health & safety benefits from NALCO?
Yes/No
Do you provide personal protective equipment(s)

to your employees free of cost?
Yes/No
Do you provide safety training to your employees?
Yes/No
Do you ensure canteen facility for your employees?
Yes/No
If not, do you get the facilities from NALCO
Yes/No
What types of medical benefits you provide to your employees?
Do you allow trade union and collective bargaining in

your organization?

Yes/No
If no, how do you ensure freedom of expression?
___________________________________________________________________________
Page 19 of 26

Standard
Incase of non-performance of any employee, how do you deal with such situations?
What are the procedures of hiring/promotion/ remuneration in your organization?
Do you provide appointment letter to your employees?
Yes/No
___________________________________________________________________________
Page 20 of 26

Standard
Do you maintain a documented terms and conditions

of employment?
Yes/No
Do you maintain a disciplinary procedure?
Yes/No
If no, how do you terminate your employee?
How do you ensure that your employees are not discrimination on the basis of cast
creed, gender, religion, age and dieses?
How many shift you have?
_______ shifts
What is the official working time?
______ hours
Which day is off day in your organization?
___________
In case, a person works in off day or holiday, how is he/she compensated?
___________________________________________________________________________
Page 21 of 26

Standard
Do you pay overtime to your employees
What is the lowest amount (salary/wage) you pay to

your employees?
as per law?
Yes/No
Rs._________/-
Is there any case of deduction in wage?
In case, it is yes, what are the general reasons for such deduction?
Is there any apprentice period in your organization?
If yes, what is the apprentice period in your organization?
Do you have any international certification
If yes, please specify
Do you receive, handle or promote goods and/or services

from supplier/subcontractors or sub-suppliers
Yes/No
Do you receive, handle or promote goods and/or services

from supplier/subcontractors or sub-suppliers who are
classified as home worker?
Yes/No
Yes/No
Yes/No
___________
Yes/No
If yes, what steps you have taken to ensure that they get similar level of protection as
afforded to directly employed employees?
___________________________________________________________________________
Page 22 of 26

Standard
Have you taken care to look into issues related to child labour
Forced labour, health & safety, working hours and remuneration
of your suppliers
Yes/No
We do hereby declare that our organization is committed to social accountability. We

will promptly implement remedial/corrective actions identified against the
requirement and promptly inform your organization. We also declare that the sub
contractors/sub suppliers performances are monitored by us. Moreover, we declare
that if invited, we shall participate in awareness programme as well as monitoring
programme organized by you.
We declare that the above-mentioned information are correct.
Signature:
Designation:
Date
Seal of the organization
___________________________________________________________________________
Page 23 of 26

Standard
Annexure - A
List of approved banks for issue of bank guarantees

SCHEDULED PUBLIC SECTOR BANKS
(INDIAN)
1.
State Bank of India.
2.
State Bank of Bikaner and Jaipur
3.
State Bank of Hyderabad
4.
State Bank of Mysore.
5.
State Bank of Patiala.
6.
State Bank of Travancore.
7.
Allahabad Bank
8.
Andhra Bank
9.
Bank of Baroda
10. Bank of India
11. Bank of Maharashtra
12. Canara Bank
13. Central Bank of India
14. Corporation Bank
15. Dena Bank
16. Indian Bank
17. Oriental Bank of Commerce
18. Punjab National Bank
19. Punjab and Sind Bank
20. Syndicate Bank
21. Union Bank of India
22. UCO Bank
23. Vijaya Bank.
24. IDBI Bank
SCHEDULED FOREIGN BANKS

1. American Express Bank Ltd.
2. Bank of American NT & SA
3. Bank of Tokyo Ltd.
4. BNP Paribas
5. Barclays Bank Plc
6. Citi Bank NA.
7. Deutsche Bank A.G.
8. Hongkong & Shanghai Banking
Corporation.
9. Standard Chartered Bank
10. JP Morgan Chase Bank NA
SCHEDULED PRIVATE SECTOR

BANKS (INDIAN)
1. ING Vysya Bank
2. Axis Bank Ltd.
3. SBI Commercial & International Bank
Ltd.
4. ICICI Bank
5. HDFC Bank
6. Yes Bank
7. Indus Ind bank
8. Kotak Mahindra Bank
___________________________________________________________________________
Page 24 of 26

Standard
PROFORMA FOR CONTRACT CUM PERFORMANCE GUARANTEE BY

CERTIFYING AGENCY/ FIRM
(To be executed on non-judicial stamped paper of appropriate value)
B. G. No
Date.
WHEREAS National Aluminium Company Limited (A Government of India
Enterprise) having its office at NALCO Bhawan, P-1, Nayapalli, Bhubaneswar 751061
(hereinafter referred to as The Company/Owner which expressions shall unless repugnant
to the subject or context includes its legal representatives, successors and assigns) has entered
into a contract with M/s. ..having its registered office at
...( hereinafter referred to as The Certifying Agency/ Firm which
expression shall unless repugnant to the subject or context includes their legal
representatives, successors and assigns) for .on the terms and
conditions as set out inter alia, in the Contract No./ Brief Order No. ..dated
and various documents forming part thereof hereinafter referred to as the said
contract which expression include all amendments, modifications and/ or variations thereto
and where as the Certifying Agency/ Firm has agreed for due execution of the entire contract
and guarantees its performance including any parts executed through any other agencies/ subcontractors.
AND WHEREAS one of the conditions of the said contract is that Certifying
Agency/ Firm shall furnish to the owner a Bank Guarantee from a bank for 10% (ten percent)
of the total value of the said contract against due and faithful performance of the said
contract including defect liability obligations and the performance guarantee obligations of
the contractor(s)/seller(s) for execution/ supplies made under the said contract.
We ..(Name of Bank) having its branch office at
..do hereby agree and undertake to pay the amount due and payable under
this guarantee without any demur merely on a demand from the Company stating that in the
opinion of the Company, which is final & binding, the amount claimed is due by reason of
default made by the Certifying Agency/ Firm in performing any of the terms & conditions of
the said Contract including defect liability obligations, in fulfilling the performance guarantee
obligation or loss or damage caused to or would be caused to or suffered by the Company by
reason of any breach by the said Certifying Agency/ Firm of any of the terms & conditions of
the contract. Any such demand made on the Bank by the owner shall be conclusive as
regards the amount due and payable by the Bank under this guarantee. However our liability
under
this
guarantee
shall
be
restricted
to
`.
(Rupeesonly).
We undertake to pay to the Company any money so demanded not withstanding any
dispute or disputes raised by the Certifying Agency/ Firm in any suit or proceeding pending
before any office, court or tribunal relating thereto our liability under this present guarantee
being absolute and unequivocal. The payment so made by us under this bond shall be a valid
discharge of our liability for payment there under. Our liability to pay is not dependent or
conditional on the owner proceeding against the Certifying Agency/ Firm.
The guarantee herein contained shall not be determined or affected or suspended by
the liquidation or winding up, dissolution or change of constitution or insolvency of the said
Certifying Agency/ Firm but shall in all respect and for all purposes be binding and operative
until payment of all money due or liabilities under the said contract are fulfilled.
___________________________________________________________________________
Page 25 of 26

Standard
We .. (Name of Bank) further agree that the guarantee herein

contained shall remain in full force and effect during the period that would be taken for the
performance of the said Contract and that it shall continue to be enforceable till all the dues
of the company under or by virtue of the said Contract have been fully paid and its claims
satisfied or discharged or till a duly authorized officer of the company certifies that the terms
and conditions of the said Contract(s)/Order(s) have been fully and properly carried out by
the said Certifying Agency/ Firm and accordingly discharges the guarantee.
We (Name of the Bank) further agree with the Company that
the company shall have the fullest liberty without our consent and without affecting in any
manner our obligations hereunder to vary any of the terms and conditions of the said
Contract or to extend the time of performance by the said Certifying Agency/ Firm from time
to time or to postpone for any time or from time to time any of the powers exercisable by the
Company against the said Certifying Agency/ Firm and to forbear or enforce any of the terms
and conditions relating to the said Contract and we shall not be relieved from our liability by
reason of any such variation, or extension being granted to the said Certifying Agency/ Firm
or for any forbearance, act or omission on the part of the Company or any indulgence by the
Company to the said Certifying Agency/ Firm or by any such matter or thing whatsoever
which under the law relating to sureties would, but for this provision, have affect of so
relieving us.
Notwithstanding anything contained herein before, out liability shall not exceed
`.(Rupeesonly) and shall remain in force
till Unless a demand or claim under this Guarantee is made on us within three
months from the date of expiry we shall be discharged from all the liabilities under this
guarantee.
We (Name of the Bank), lastly undertake not to revoke this
guarantee during its currency except with the previous consent of the Company in writing.
We further undertake to keep this Guarantee renewed from time to time at the request of
Certifying Agency/ Firm.
Date.
Corporate Seal of the Bank
.Bank
By its constitutional Attorney
Signature of duly
Authorised person
On behalf of the Bank
With seal & signature code
(BGs to be furnished from any of the approved banks as per list)
___________________________________________________________________________
Page 26 of 26

Annexure 2 - Instructions To Bidders - ITB - PDF

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NIT NO.

Request for Quotation for Re-Certification and

INSTRUCTIONS TO BIDDERS (ITB)

BIDDING DOCUMENT, CLARIFICATIONS AND AMENDMENTS

The Bidder is expected to examine the complete Bidding Document. Failure to

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

Bidding documents are exclusive documents of OWNER and once purchased/

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

Due date & Time of Opening: _______________

Date, Time & Place of Submission

EARNEST MONEY DEPOSIT (EMD): The selected bidder is required to submit

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

6.6 FINANCIAL CRITERIA:

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

The Pre-qualification Criteria as mentioned in Para 6 of this ITB will be evaluated as

BID OPENING AND EVALUATION

Opening of Price Bid

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

Condition for Bid Evaluation:

Evaluation of Price Bid

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

Owners Right to accept or Reject a Bid

NEGOTIATIONS AND AWARD OF WORK

Selection of Certifying Agency/ Firm

CONTRACT CUM PERFORMANCE BANK GUARANTEE (CPBG)

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

SA Compliance Questionnaire (Evaluation Form attached at Form no. - 7) has to be

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

NIT NO.: CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

Details of net worth

NIT NO. CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

WORK EXPERIENCE FORM FOR PQ CRITERIA

Signature of the Bidder with Seal

NIT NO. CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

Signature of the Bidder with Seal

NIT NO. CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

Deviations (If any)

Deviations with remarks

(Signature of Bidder with Seal)

NIT NO. CHRD/IE/RFQ-2/SA 8000/2768/2014

Request for Quotation for Re-Certification and

Credentials of Resource Persons

(Signature of Bidder with Seal)

NIT NO. CHRD/IE/RFQ-2/SA 8000/2768/2014