THE PUNJAB SATAE COOPERATIVE MILK PRODUCER’S FEDREATION LTD.

S.C.O. NO. 153-55, SECTOR 34-A , CHANDIGARH

NOTICE INVITING TENDER INSTRUCTIONS

1. Tenders will be accepted through e-tendering only on e-tendering portal i.e.

www.eproc.punjab.gov.in

2. In case tender opening date is declared HOLIDAY, tenders shall be opened on next working
day at the same time as specified in the NIT..

3. Material can be procured by all/any Verka Dairy/Unit of VERKA, Punjab, situated within the
State of PUNJAB/CHANDIGARH.

4. Tender must be accompanied by earnest money without which same shall liable to be
rejected.

5. Tender fee, Processing fee and Earnest money should be remitted only through online
mode i.e RTGS,internet banking. For any further clarifications/ queries or e.tendering
process flow interested parties may contact e.procurement helpdesk.

6. Parties registered with DGS & D/C.O.S./S.S.I. units shall also be required to deposit earnest
money along with the tender.

7. Party, whose earnest money is already lying with “VERKA” against previous rate contract or
due to any other reason, will not be exempted from deposit of earnest money. Such parties
should deposit”FRESH EARNEST MONEY”.

8. Earnest money of un- successful tenderers shall be returned immediately after finalizing the
contracts.

9. Only “VALID” offer shall be considered.

10. Offers should be strictly according to our specifications failing which same shall not be
considered.

11. Normally rate contracts will be finalized on the basis of lowest offer strictly as per N.I.T.
Specifications and terms & conditions. However, in exceptional cases where the lowest rates
are not found reasonable, Verka may negotiate the rates/ items with valid L-1 only.

12. The Management reserves the right to accept /reject, any /all tenders, in part/ full thereof
without assigning any reason whatsoever.

Seen and Accepted

For Managing Director, Signature of tenderer/

Verka Corporate Office authorized representative
Chandigarh with office rubber stamp.
VERKA, invites bids for supply of Paper Reinforced HDPE Bags in accordance with the
specifications and term conditions mentioned in this document.

Sr.
Item Particulars
No.

1. Earnest Money Deposit (EMD) Rs. 1,75,000/-

Start date: 06.03.2024

Bid Submission Dates
2.
End date: 20.03.2024

3. Bid opening Date 20.03.2024

39” x 22”
40” x 22”
Tentative requirement
4. 45” x 22”
(3 Lac)
43” x 22”
26” x 20”
Dy. General Manager Purchase
Verka Head Office
5. Contact details for Communication SCO 153-155, Sector 34-A, Chandigarh
Tel: 0172-5041837,838,861
Email: pur.milkfed@verka.coop

The RFP document will be available on the e-Procurement website (i.e. http://
eproc.punjab.gov.in ).

Note:-
a) EMD shall be submitted only through online mode i.e. RTGS, OTC or Internet
Banking. No physical EMD submission shall be accepted.
b) For participating in the above e-tender, the bidders shall have to get themselves
registered with e-Tendering portal i.e. etender.punjabgovt.gov.in and get USER
ID and Password well in time.
c) Class2/3 Digital Signature Certificate (DSC) is mandatory to participate in e-
Tendering process.
d) For e-tendering registration, bidding process flow, please contact e-
Procurement helpdesk on given Nos. 01722970263, 01722970284,
immediately so that process of timely registration and downloading the tender is
completed in time by the date of tender opening.
Security Deposits
Nominal Membership: Successful bidder shall have to become Nominal
Member of VERKA as per Milkfed Bye-laws no. 5.2 with latest amendment
dated 25-05-2001 after depositing membership fee of Rs. 1,000/- at once
and all (non-refundable) along with presented format duly signed.
 TENDER ACCEPTANCE LETTER
(To be given on Company Letter Head)

Managing Director,
The Punjab State Cooperative Milk Producers’ Federation Limited
SCO. NO. 153-155, SECTOR 34-A, CHANDIGARH

Sub: Acceptance of Terms & Conditions of Tender.

Tender Reference No. ________________________________

Tender ID No. ________________________________

Name of Tender / Work / Item _________________________________

Dear Sir,

1. I / We have downloaded / obtained the tender documents(s) for the above

mentioned “Tender / Work / Item” from the web site(s) namely:

__________________________________________________________________
as per your advertisement, given in the above mentioned website(s).

2. I / We hereby certify that I/We have read and understood the entire terms and
conditions of the tender documents (including all documents like Special Notes,
annexure(s), Schedules(s), Specifications of the item(s), etc.) which form part of the
contract agreement and I / We shall abide hereby the terms / conditions / clauses
contained therein.

3. The corrigendum(s) issued from time to time by your department / organization too
has also been taken into consideration, while submitting this acceptance letter.

4. I / We hereby unconditionally agree & accept the tender conditions of above

mentioned tender document(s) corrigendum(s) in its totality / entirety.

5. In case any provisions of this tender are found violated or breached then your
department / organization shall without prejudice to any other legal right or remedy
be at liberty to reject this tender / bid including the forfeiture of the full said earnest
money deposit absolutely.
Yours Faithfully,

(Signature of the Bidder, With Official Seal)

FORMAT FOR TENDERER ASSESSMENT FORM

1. Name of the Company :

2. Address :

3. Telephone Number :
(Office Residence)

4. E-mail :

5. Nature of Business/ Item Manufacture :

6. Nature of the Company Proprietary Company

Name, Address & Telephone No. of the proprietor:

a) In case of proprietary Company.

Name, address & Telephone no. of the
Proprietor :

b) In case of Partnership Company, Name &

Address of Partners with Phone Number :

c) In case public / private Ltd.,

Company Name, Address &
Telephone No. of Chief Executive :

7. Person (s) to be contacted

for clarification, if any :

8. Total Number of employees on date :

a) Administrative :

b) Technical :

9. Type of Industry
Small Scale / Medium Scale/ Large Scale :

(Copy of Registration Certificate/ approval

certificate from competent authority be enclosed.)
10. Year of commencement of manufacture :

11. Brief Description of Machinery with

Make installed at Factory :

12. Annual Turnover during last three years :

13. Total Production Capacity / Annum :

14. Percentage capacity available :

for our Organization

15. Annual Production for last three years :

16. Whether equipped with facilities of :

Testing & Inspection

17. Whether approved for ISI Marking/ :

AG – Marking/ PQM etc.

18. GST No. :

19. Any Special Information :

Certified that the information given above is correct to the best of my knowledge.

SIGNATURE ________________________________

NAME ________________________________

DESIGNATION ________________________________

SEAL PLACE ________________________________

DATE ________________________________
 Annexure “A”

Document Milkfed/SPEC.
No.
SPECIFICATION Date of Issue
Milkfed Version
Specification Page No. 6 of 12

TENDER FOR PAPER REINFORCED HDPE LAMINATED BAGS SMP & Dairy Whitener
1. Sewn open mouth bags Gusseted Type having 2 Ply loose liners of Plain brown kraft
Paper of not less than 80 GSM substance, stitched at bottom.

2. Outermost ply made from WHITE CREPE KRAFT HAVING MINIMUM SUBSTANCE OF 80
GSM LAMINATED to High Density Polyethylene Woven Fabric having construction of
800 denier as per IS:11824-1986 with latest amendment, if any.

3. LDPE film of minimum coating mass of 35g per square meter shall be used for bonding
HDPE Woven sack with Crepe Paper.

4. Printing as per our design / text matter( min. four colors required )

5. Size of the Bags:

Consignee
LENGTH WIDTH Milk Union

(i) 39” x 22” included with 4” Gusset except JLD, MOH & LDH
All other unions
(ii) 40” x 22” included with 4” Gusset Jalandhar & Mohali Dairy
(iii) 43” x 22” Included with 4” Gusset Jalandhar & Ludhiana Dairy
(iv) 26” x 20” Included with 3” Gusset Jalandhar Dairy
(v) 45” x 22” Included with 4” Gusset Jalandhar Dairy (for 1kg SMP
& 1kg Dairy Whitener)

6. Rest of the specifications shall be as per IS: 11824-1986 with upto date amendments.

Valid From:- Valid Till:-

Milkfed Tender No:-

Signed and Stamped by:-

Approved By Accepted by
 Milkfed Supplier Rep

Annexure -B

GENERAL TERMS & CONDITIONS

1. Detailed specifications are given in the enclosed annexure. All supplies shall be strictly
as per the enclosed specifications.

2. Nominal Membership: Successful bidder shall have to become Nominal Member of

Milkfed as per Milkfed Bye- Laws No. 5.2 with latest amendment dated 25.5.2001 after
Depositing Membership Fee of Rs. 1000/- only once for all (non-returnable) along with
prescribed format duly signed.

3. The Management reserves the right to accept / reject, any / all tenders, in part / full
thereof without assigning any reason whatsoever.

4. The management reserves the right to enter into contract with one or more than one
party at a time.

5. Bidders are required to upload technical and commercial bid separately. The price bid of
only those bidders shall be considered for price opening who fulfill the technical criteria.
The technical bid should contain all the necessary documents except financial details.
Verka reserves the right to obtain or not to obtain any clarification / document in the
matter after opening of bids. Based on merits of details (reg. infrastructure, production
and supply capacity etc.) furnished by the bidder in Technical Tender Part – I to be
verified by Verka for its authenticity, the eligibility of tender for opening of Commercial
Tender Part – II shall be decided.

The PART-II COMMERCIAL TENDER of the bidder who do not satisfy any / all the
terms and conditions specifically so mentioned under PART-I Technical Tender shall
not be considered eligible and shall not be opened.

6. Offer shall remain open for acceptance for 60 days from the date of opening the tender.

7. The quality of goods & timely execution of order will be the essence of the contract.
There will be no compromise on this account. Printed Material found sub-standard will
be rejected and returned after defacing/de-shaping.

8. (i) 100 % payment shall be made by the consignees through cheque / RTGS within 15
days of the receipt and inspection of the material at respective destination.

(ii) For only Milk Packaging Film 95 % Payment shall be made by the consignees
through cheque / RTGS within 15 days of the receipt and inspection of the material at
 respective destinations. Balance 5 % shall be released within 45 days after calculating
the yield on monthly basis.

9. The contract shall remain valid for a period of one year. However, contract can be
terminated earlier in case of any breach of contractual obligations and / or malafied/
undesirable activity on the part of supplier, within 15 days prior notice.Verka reserves
the right to extend / reduce the contract period by 90 days at approved rates, terms and
conditions depending on the requirements of our member Verka Dairies.

10. If the bidder withdraws his offer, the earnest money deposit will be forfeited in full.

11. (a) Earnest money of the successful bidder shall be retained as security of the contract
and will be returned only after 45 days of successful / faithful execution / completion of
the contract and receipt of No Objection Certificate from concerned Units/ Unions. No
interest shall be paid on earnest money / security.

(b) In case pending order(s) , if any, are not completed within 45 days even after expiry
of rate contract, earnest money / security shall liable to be forfeited .

12. The supplies should be made strictly according to Delivery Schedules furnished by the
consignee dairies with the lead period of 15 day after approval of design / artwork.
Bidder shall therefore specify lead period required by them to execute the orders
including postal time etc., otherwise lead period as decided by VERKA shall be
considered as final.

13. Design. Art Work, Plates / Cylinder making and development charges, if any will be
borne by the supplier as such price quoted should be inclusive of all these charges,
where applicable. If any change is made during the running of the contract the
development charges will be paid.

14. When any item is required to be ISI marked, photocopy of the valid License granted by
BIS Authorities must be enclosed with the tender, where applicable.

15. When any item is required duly printed with AG-Mark replica. Photocopy of permission/
approval of the same must be enclosed with the tender, where applicable.

16. (a) CLEANLINESS AND HYGIENE: Successful bidder shall warrant that the items like
poly film etc. are manufactured from 100% Virgin (Food Grade) Polyethylene granules
only.The milk packaging film supplied by vendor will be used directly for human
consumption. It is therefore essential that the material conform to food grade standards
and hygienic quality. Towards this, it is essential that factory premises and its
surroundings where the milk film is produced/manufactured is maintained in utmost clean
and hygienic conditions from dust, dirt, insects, flies etc. It is therefore requested to
ensure absolute cleanliness and hygiene to avoid any chances of contamination. The
consequences of supplies not conforming to desired hygienic parameters will fall entirely
on the vendors.
(b) Supplier is to ensure that any input material used in manufacture and printing of ordered
material is completely non-toxic and of food grade quality only. They will be required to
ensure to provide an authenticated certificate confirming the above as and when
demanded by the ordering Verka Dairy.

(c) Supplier will certify that material supplied to our Verka Dairies meet with our
specifications. A copy of the test report will also be sent to Verka along with a copy of
dispatch advice / invoice.

17. (a) The inspection of material supplied by the successful bidder shall be carried out by
our authorized inspecting Officer / Officers whose decision regarding quality will be final
and binding. In case of rejection, the supplier will give free replacement without any
delay & objection within 15 days. Rejected goods, if not lifted within 15 days of
intimation, the same will be disposed off by the consignee at the risk & cost of the
supplier. No claim thereafter by supplier will be entertained.

(b) Inspection by VERKA / Consignee Verka Dairies shall not absolve the supplier of the
responsibility to provide acceptable product nor shall it preclude subsequent rejection by
the VERKA/Consignees during use of the material or warranty period.

(c) Consignee(s) shall be at liberty to get the material tested from any outside laboratory.
In case material is found not as per laid down standard, testing charges shall be borne
by the suppliers.

18. The supplier would be liable for punitive actions such as suspension / debarment from
tendering the rates if they fail to abide by any of the terms & conditions stipulated in the
contract or on the following grounds.

(a) Supplies Packing Material / Milk packaging Film of inferior / substandard quality
(b) Fails to execute an order / contract or fail to execute it satisfactorily.
(c) If declared bankrupt/insolvent and
(d) If fails to produce the requisite documents / information during the course of
inspection / assessment at any stage.

19. The supplier shall send to Verka Corporate office monthly consolidated Report of orders
issued, delivery schedule and supplies made to all the dairies to reach by 10 th of the
next month positively.

20. The material must conform to our specifications in all respects. The supplies not
conforming to our specifications will be rejected at supplier’s cost. Verka reserve the
right to send film for testing at any laboratory of our choice and in case the result is
found unsatisfactory, we reserve the right to take any action as deemed fit.

21. All transit risk for shortage / damage of goods dispatched will be entirely at the cost of
the bidder. Verka / its member Verka Dairies shall not be liable under any
circumstances.
22. In the event of delay on the part of the supplier in delivering the goods, penalty of 0.5
percent per week or a part thereof on the cost of the material supplied late may be
levied subject to maximum 5 percent. This amount may be deducted from the balance
payment of the supplier or from the security of the supplier, as the case may be.

(i) No recovery of penalty will be made if the delayed supplies are accepted by extending
delivery period either by consignee plant or by Verka Corporate Office. Consignee Plant
will allow extension upto two weeks on the request of the supplier by recording that
reasons of delay were genuine and there was no loss to the plant.

(ii) Where delay is of more than two weeks, the matter for extension of delivery period will
be referred by the consignee plant to the committee / authority, recommending /
approving said purchase with a certificate there are genuine reasons for delay on the
part of the supplier and no loss will result, in case extension in delivery period is
allowed, the case will be decided on merits.

(iii) In case more than two consignments are rejected, Annual rate contract will be cancelled
and supplier will be debarred from tendering the rates for period of three years after
hearing.

23. Management reserves the right to purchase material at the risk, cost and responsibility
of the supplier in case of their failure to deliver the goods within the scheduled time.
Risk Purchase will be affected immediately after the expiry of scheduled delivery period
without any notice. All expenses (including excess payment in risk purchase) shall be
adjusted against security deposit, outstanding payments/ future payments etc. Excess
amount, if any, will also be recovered from the supplier.

24. Consignee will be the General Manager of the concerned Verka Dairy/Verka Units. All
documents will be raised in their favour and any other related documents required by
the supplier etc. will be issued by the consignees.

25. Trial order may be given to a New Party and regular order shall be considered only after
satisfactory execution of the Trial Order “In Full”. However, in case quality of the
material supplied is found not conforming to our specifications, material, shall be
rejected and returned after defacing / de-shaping and EMD will be released.

26. If any supplier has any genuine problem beyond his control for arranging the supplies
as per the schedule, he will have to seek the extension in delivery schedule well in time
failing which schedule, given in original, will be treated as final. Request for extension in
delivery schedule, after supply, payments or expiry of schedule time will not be
entertained.

27. Procurement of raw material and production, planning for the supply of finished goods
according to our schedule will be the responsibility of the supplier. No extension in
delivery schedule will be granted on account of shortage of raw material or other such
reason.
28. If during the currency of the delivery / contracted period stipulated in the supply order,
there is a variation in the statutory levies e.g. GST or a fresh levy as imposed on
finished products, this may be allowed on the production of documentary proof in its
 support, by the supplier / Manufacturer even in the absence of such term in the order /
rate contract being statutory levies. This can also be considered in case where rates are
inclusive of such taxes and levies provided initial offer contains the breakup of levies /
taxes.

29. Bank charges, if any of supplier’s bankers shall be to their account and of our banker to
our account.

30. Acceptance, of lowest tender will not be obligatory.

31. ETHICAL STANDARS IN BUSINESS: Since the ordered milk packaging film shall be
directly to the ordering member Verka Dairies, based on the strength of annual rate
contract, it is highly necessary for the prospective vendors to ensure that business
ethics are maintained at highest degree with Verka Corporate office / member Verka
Dairies. In no case we will be able to tolerate any unethical practice by the vendor by
way of offering either cash or in kind or compensation in any form to get the rejected
material accepted or to get higher volume of the business than the approved quantity.
By any chance if it comes to our notice that vendor or any of his employee /
representative / agent has tried to initiate such unfair business practices with any of our
employee or any of the employee / decision maker of our member Verka Dairies, even
with / without any documentary evidences, the same shall be considered as a breach of
contract and we reserve our right to terminate / suspend the contract during any time of
the contract period without assigning any reason thereof.

32. In case bidders found using various tactics in forming the cartelization / consortium / bid
rigging in quoting the rates, their offers shall straightway be rejected.

33. The right of printing FEDERATION LOGO “VERKA” design on packing material is
owned by The Punjab State Cooperative Milk Producer’s Federation Ltd / its member
Verka Dairies. If it is found that any manufacturer is occupied or instrumental in printing
the Federation logo / Verka designs for other than Verka/its member Unions, they will
be heavily penalised depending on the depth of the grievance and will also be liable for
legal action.

34. Force Majeure: The Supplier shall not be liable for forfeiture of its performance security,
liquidated damages or termination for default, if and to the extent that, it’s delay in
performance or other failure to perform its obligations under the Contract is the result of
an event of Force Majeure.

For purposes of this Clause, “Force Majeure” means an event beyond the control of the
Supplier and not involving the Supplier’s fault or negligence and not foreseeable. Such
events may include, but are not limited to, acts of the Purchaser either in its sovereign
or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine
restrictions and freight embargoes.

If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in
writing of such conditions and the cause thereof. Unless otherwise directed by the
Purchaser in writing, the Supplier shall continue to perform its obligations under the
 Contract as far as is reasonably practical, and shall seek all reasonable alternative
means for performance not prevented by the Force Majeure event.

35. “In the event of any difference or dispute having arisen out of any contract or agreement
at Milkfed level/ unit level/ union level the same shall be referred to the Registrar,
Cooperative Societies, Punjab to decide the dispute himself; or transfer it for disposal to
any officer not below rank of Deputy registrar, Cooperative Societies, Punjab for dispute
resolution by the arbitrator. The provision of the Punjab cooperative Societies Act, 1961
and rules, 1963 as amended up to date shall apply to arbitration proceedings which
shall be held in the office of designated Arbitrator”

Accepted

Signature of bidder/authorized
For Managing Director representative with
Verka, Punjab, Chandigarh Office rubber stamp
Chandigarh

Signature Not Verified

Digitally signed by Amarjit Singh
Date: 2024.03.06 15:42:08 IST
Location: Punjab-PB