ईस्टर्न कोलफील्ड्स लललिटे ड Eastern Coalfields Limited

(कोल इंडिया लललिटे ि की एक सहायक कंपनी) (A Subsidiary of Coal India Limited)

Office of the General Manager
िहाप्रबंधक का कायाालय
Jhanjra Area, P.O.: Jhanjra (B.O.),
झांझरा क्षेत्र, पत्रालय: झांझरा (बी. औ.) PIN: 713385
जिला -पजचिि बधािान, पजचिि बंगाल – 513315 Dist.: Paschim Burdwan, W.B.
टे लीफोन: 0341- 2672365 फैक्स: 0341-2672352 Ph: 0341- 2672365, Fax: 0341-2672352

NIT No.: GM/JNR/SUR/e-Tender/20-21/98 Date: 06.05.2020

e-TENDER NOTICE
₹ 50.00 Lakhs)
(For ECV <

1. Tenders are invited online (SINGLE COVER SYSTEM) on the website

https://coalindiatenders.nic.in from the eligible Bidders having Digital Signature Certificate
(DSC) issued from any agency authorized by Controller of Certifying Authority (CCA), Govt.
of India and which can be traced up to the chain of trust to the Root Certificate of CCA, for the
following work :-

Sl.No. Description of work Estimated Earnest Money Period of

Contract Value (In ₹) Completion
(ECV) (In ₹) (In Days)

(Excluding =1.25 % of ECV

GST & GST
Compensation
Cess)

2. Grading of Drift along -3L from

23A Dip to 70.50 m of the Drift Rs. 3,92,010.54 Rs. 5,000.00 30 (Thirty) Days
in R-VI seam for movement of
M.U. Vehicle at MIC Unit,
Jhanjra Project Colliery,
Jhanjra Area.

2. A) Details of GST Registration of ECL:

West Bengal (WB) Jharkhand (JH)

GSTIN of ECL
19AAACE7590E1ZI 20AAACE7590E3ZX

B) Salient Details of Tender:

Application Fee Not Applicable

Goods & Services Tax (GST) Applicable/ Exempted

SNWC<₹50L_V1.0_23.04.2020
 Input Tax Credit (ITC) to ECL Available/ Not Available

Price Variation Clause (Escalation) Applicable/ Not Applicable

Basis of Updated Estimate High Power Committee rate

3. Time Schedule of Tender:

Sl. Particulars Date Time

No. (DD:MM:YYYY) (HH:MM)

a. Tender e-Publication date 11.05.2020 15:00

b. Document download start date 11.05.2020 15:00

c. Document download end date 25.05.2020 12:00

d. Bid submission start date 12.05.2020 11:00

e. Bid submission end date 26.05.2020 12:00

f. Start date for seeking clarification online 11.05.2020 15:00

g. Last date for seeking clarification online 18.05.2020 12:00

h. Bid Opening date 27.05.2020 12:30

(Cover-I : Both Technical Bid & Price Bid)

4. Deposit of EMD:
The bidder will have an option for submitting EMD ONLINE from any scheduled Bank.

Online mode: The bidder can make payment of EMD either through net banking from designated
Bank/s or through NEFT/RTGS from any scheduled Bank.

i) In case of payment through NETBANKING the money will be immediately transferred to ECL’s
designated Account.

ii) In case of payment through NEFT/RTGS the bidder will have to make payment as per the Challan
generated by the system on e-Procurement portal before submission of bid by visiting bank. Bidder will
be allowed to submit his/her bid only when the EMD is successfully received in ECL’s account and the
information flows from Bank to e-Procurement system.

NOTE: After successful payment of EMD either through Net Banking or NEFT/RTGS, bidder is
advised to log on to https://coalindiatenders.nic.in and click on “Payment Verification Button” to
check the transaction status of EMD.

5. Downloading of Tender document: The Tender document can be downloaded by any

prospective bidder from the e-Procurement portal free of cost. The download of tender document
may start immediately after e-Publication of NIT and shall continue till the last date and time of
bid submission.
 6. Seeking Clarification by bidder: The bidder may seek clarification online within the specified
period. The identity of the Bidder will not be disclosed by the system. The department will clarify
as far as possible the relevant queries of bidders. The clarifications given by department will be
visible to all the bidders intending to participate in that tender. The clarifications may be asked
from the day of e-Publication of NIT. The period for seeking clarification by bidder will be up to 7
(Seven) days before the end date of bid submission. The replies to clarifications sought by bidders
should be given by the department at least 2 (Two) days before the end date of bid submission.

NOTE: The clarification through any attachment of document should be done on plain paper.
7. Eligible Bidders: The invitation for bid is open to all bidders including an individual,
proprietorship firm, partnership firm or company having eligibility to participate as per
eligibility criteria and having Digital Signature Certificate (DSC) issued from any agency
authorized by Controller of Certifying Authority (CCA), Govt. of India.

8. Eligibility Criteria:

A. GOODS & SERVICES TAX (GST): (Not Applicable for Exempted Goods/Services)

The bidder should be either:

GST Registered Bidder/Dealer

(But not under Composition Scheme)

OR

GST unregistered Bidder/Dealer

In respect of the above eligibility criteria the bidder is required to furnish the following information
online:

i. Confirmation in the form of Yes / No regarding possessing of required document as enlisted

in NIT with respect to GST status of the bidder.

ii. Status of the bidder in the BOQ excel sheet being uploaded by the bidder during bid
submission as per previous column.

Also, the bidder is required to upload the scanned copy of following documents depending upon the
status w.r.t. GST as declared by Bidder in the BOQ sheet:

a. Status: GST registered Bidder/Dealer (But not under Composition Scheme):

Document: GST Registration Certificate (i.e. GST Identification Number) issued by appropriate
authority.

b. Status: GST unregistered bidder/Dealer:

Document: A Certificate from a practicing Chartered Accountant having membership number with
Institute of Chartered Accountants of India certifying that the bidder is GST unregistered
bidder/dealer in compliance with the relevant GST rules.

B. LEGAL STATUS OF THE BIDDER: Any one of the following documents:

(i) Affidavit or any other document to prove proprietorship/Individual status of the bidder.
(ii) Partnership deed containing name of partners.

(iii)Memorandum & Article of Association with certificate of incorporation containing name of

bidder.

In respect of the above eligibility criteria the bidder is required to furnish the following information
online:

i. Confirmation in the form of Yes / No regarding possessing of required document as enlisted

in NIT with respect to Legal Status of the bidder.

C. PERMANENT ACCOUNT NUMBER (PAN): The bidder should possess Permanent

Account Number (PAN) issued by Income Tax Department, Govt. of India.

In respect of the above eligibility criteria the bidder is required to furnish the following
information online:

i. Confirmation in the form of Yes / No regarding possessing of required document as enlisted

in NIT with respect to valid PAN Card status of the bidder.

D. DIGITAL SIGNATURE CERTIFICATE (DSC): If the bidder himself is the valid DSC
holder bidding online then self-declaration as per the DSC Authorization format. However, if the
valid DSC holder is bidding online on behalf of the bidder then the Power of Attorney as per the
DSC Authorization format or any sort of legally acceptable document for the authority to bid on
behalf of the bidder.

In respect of the above eligibility criteria the bidder is required to furnish the following
information online:

i. Confirmation in the form of Yes / No regarding possessing of required document as enlisted

in NIT with respect to DSC Authorization status of the bidder.

E. CMPF/EPF REGISTRATION NUMBER: The bidder should possess a valid Registration

No. under CMPF/EPF issued from the office of the Competent Authority.

In respect of the above eligibility criteria the bidder is required to furnish the following
information online:

i. Confirmation in the form of Yes / No regarding possessing of required document as enlisted

in NIT with respect to valid CMPF/EPF status of the bidder.

NOTE: It may be noted that the bid will be straightaway rejected in case the bidder is not
registered under CMPF/EPF.

9. INTSRUCTIONS TO BIDDERS (ITB):

i. Submission of Bid: In order to submit the Bid, the bidders have to get themselves registered
online on the e-Procurement portal of CIL i.e. at https://coalindiatenders.nic.in with valid
Digital Signature Certificate (DSC) issued from any agency authorized by Controller of
Certifying Authority (CCA), Govt. of India and which can be traced up to the chain of trust to
the Root Certificate of CCA. The online Registration of the Bidders on the portal will be free
of cost and one time activity only. The prospective bidders should register for availing the
services through the option “Online Bidder Enrollment” on the home page of
https://coalindiatenders.nic.in. The registration should be in the name of bidder
 (example given below), whereas DSC holder may be either bidder himself or his duly
authorized person.

EXAMPLE: If any bidder willing to participate in the tender as an individual/partnership

firm, the bidder should enroll/register their Company name at CIL’s e-Tendering Portal i.e.
https://coalindiatenders.nic.in as mentioned hereunder:

Name of the bidder as per Type of company Enrolment should be in the

legal status name of
ABC / ABC Enterprise Individual/Proprietorship ABC / ABC Enterprise
ABC Construction Ltd. Partnership Firm ABC Construction Ltd.

ii. It is the bidder’s responsibility to comply with the system requirement i.e. hardware, software
and internet connectivity at bidder’s premises to access the e-tender website. Under any
circumstances, ECL shall not be liable to the bidders for any direct/indirect loss or damages
incurred by them arising out of incorrect use of the e-tender system or internet connectivity
failures.

iii. The bidders will have to accept unconditionally the online User Portal Agreement available at
https://coalindiatenders.nic.in which contains the acceptance of all the Terms and Conditions
of NIT including General and Special Terms & Conditions, Integrity Pact and other conditions,
if any, along with online undertaking in support of the authenticity of the declarations regarding
the facts, figures, information and documents furnished by the Bidder online in order to become
an eligible bidder. No conditional bid shall be allowed/ accepted. This User Portal Agreement
will be a part of NIT and the agreement.

iv. In the undertaking given by bidder online, there will be provision for penal action, if any
information/declaration furnished online by the bidder against eligibility criteria is found to be
wrong at any stage, which changes the eligibility status of the bidder.

v. For online submission of tender, the bidders will have to upload “Letter of Bid”, all the
confirmatory documents along with Price Bid i.e. BOQ as prescribed in the CHECK LIST of
NIT in Cover-I.

vi. LETTER OF BID (LOB): The format of Letter of Bid (as given in the Tender Documents)
will be downloaded by the bidder and will be printed on Bidder’s letterhead and the scanned
copy of the same will be uploaded during bid submission in cover-I. This will be the covering
letter of the bidder for his submitted bid. The content of the “Letter of Bid” uploaded by the
bidder must be the same as per the format downloaded from website and it should not contain
any other information.

The Letter of Bid (LOB) will be digitally signed by DSC holder submitting bid online and it does
not require any physical signature. However, if the Letter of Bid (LOB) bears the physical
signature in addition to the digital signature of DSC holder, it will be accepted without
questioning the identity of person signing the Letter of Bid.

If there is any change in the contents of Letter of Bid uploaded by bidder as compared to the
format of Letter of Bid uploaded by the department with NIT document, then the bid will be
rejected. However inclusion of any additional redundant information by the Bidder in the
submitted Letter of Bid (LOB), which does not contradict the content and spirit of original
format of LOB uploaded by department will not be a cause of rejection of his/her bid.

vii. PRICE BID: The Price bid containing the Bill of Quantity will be in .xls format (password
protected) and will be uploaded during tender creation. This will be downloaded by the bidder and
he will quote the rates for all items on this Excel file. Thereafter, the bidder will upload the same
 Excel file during bid submission in Cover-I. The Price-bid will be in Item Rate or Percentage
Rate BOQ format and the bidder will have to quote for all the tendered items and the L-1 will be
decided on overall quoted value (i.e. Cost to company).

NOTE 1: The rates quoted by bidder shall be inclusive of all Taxes, if any applicable, but excluding
Goods & Service Tax (GST) & GST Compensation Cess.

NOTE 2: The bidder is required to write their name in BOQ in line with the name of the bidder/
company as registered/enrolled at CIL’s e-Tendering Portal i.e. https://coalindiatenders.nic.in as
per Clause no. 11(i).

The system will compute the amount of GST and GST Compensation Cess (if applicable), as per
predefined logic in the BOQ sheet if BOQ with GST format is used. The Price bid file will be
digitally signed and uploaded by the bidder in Cover-I.

DECISION OF L1: The L-1 will be decided based on “COST TO COMPANY” in the following
manner:

(i). If Input Tax Credit is Available:

COST TO COMPANY = Quoted Price of Bidder excluding (GST* + GST Compensation Cess)
(as applicable)

(ii). If Input Tax Credit is Not Available:

COST TO COMPANY = Quoted Price of Bidder excluding GST* and GST Compensation Cess
(as applicable) (+) Amount of GST + GST Compensation Cess (as
applicable)
NOTE: *GST will be calculated manually and added to L1 value for arriving out CTC of
in case BOQ without GST format is used for tendering.

Payment/deposit of GST is the responsibility of the Contractor (Supplier).

NOTE: Payment of GST and GST Compensation Cess (if applicable) would be made to the
Contractor only on submission of Bill/Invoice in accordance with the provision of relevant GST
Act & Rules and after filing of return online on the GST Portal. Input Tax Credit is to be availed by
ECL as per rule.
The Price-bids of the tenderers will have no condition. The Price Bid which is incomplete and not
submitted as per instruction given above will be rejected.

viii. CONFIRMATORY DOCUMENTS: All the confirmatory documents as enlisted in the

CHECK LIST of NIT are to be uploaded in Cover-I by the bidder while submitting his/her bid.

ix. Tender Status: It will be the bidder’s responsibility to check the status of their Bid online
regularly, after the opening of bid till award of contract. Additionally, information shall also be sent
by system generated email and SMS at nodal points (Date of bid opening, Requisition for
Clarification on Confirmatory document from L-1 bidder, award of work etc.). No separate
communication will be required in this regard. Non-receipt of e-mail and SMS will not be accepted
as a reason of non-submission of Confirmatory documents within prescribed time. This will be
specifically mentioned in the NIT. The Tender Status will be in public domain and anyone visiting
the site can view it by identifying the tender.

NOTE: All bids are to be submitted ONLINE only on the website i.e.
https://coalindiatenders.nic.in. No bids shall be accepted OFFLINE.
10. OPENING OF BID: Both Technical & Price Bid will be decrypted and opened online by the
“Bid Openers” with their Digital Signature Certificates on the prescheduled date & time of
Tender Opening.

11. EVALUATION BY EVALUATOR:

A. After opening of bids, system will provide BOQ Comparative Chart indicating number and name
of the bidders along with their bid ranking. On the basis of BOQ Comparative Chart, the
documents submitted by L-1 bidder in Cover-I as enlisted in the NIT will be downloaded by the
Evaluator and shall be put up to the Tender Committee. The Tender Committee will examine the
uploaded documents. If it confirms as per NIT, then the bidder will be considered eligible for
award of Contract.

B. In case the Tender Committee finds that there is some deficiency in uploaded documents by L1
bidder then the same will be specified online by Evaluator clearly indicating the
omissions/shortcomings in the uploaded documents and indicating start date and end date
allowing 7 days (7 x 24 hours) time for online re-submission by L1 bidder. The L-1 bidder will
get this information on their personalized dash board under “Upload confirmatory document”
link. Additionally, information shall also be sent by system generated email and SMS, but it will
be the bidder’s responsibility to check the updated status/information on their personalized dash
board regularly after opening of bid. No separate communication will be required in this regard.
Non-receipt of e-mail and SMS will not be accepted as a reason of non-submission of documents
within prescribed time. The bidder will upload the scanned copy of all those specified documents
within the specified period of 7 days as one time opportunity. No further clarification shall be
sought from bidder.

C. The tender will be evaluated on the basis of documents uploaded by L-1 bidder online. The L-1
bidder is not required to submit hard copy of any document through offline mode. Any
document submitted offline will not be given any cognizance in the evaluation of tender.

D. In case the L-1 bidder submits requisite documents online as per NIT, then the bidder will be
considered eligible for award of Contract.

E. In case the L-1 bidder fails to submit requisite documents online as per NIT or if any of the
information/declaration furnished by L-1 bidder online is found to be wrong by Tender Committee
during evaluation of scanned documents uploaded by bidder, which changes the eligibility status
of the bidder then his bid shall be rejected and EMD of L-1 bidder will be forfeited.

F. In case the L1 bidder is rejected due to noncompliance of confirmatory documents then the L-2
bidder will become L-1 bidder and confirmatory documents of this bidder shall be evaluated by
TC and the process shall be followed as mentioned in clause no. A to F above.

G. The process as mentioned above would be repeated till the work is either awarded or all the
eligible bidders are exhausted.

H. It is responsibility of Bidders to upload legible/clearly readable scanned copy of all the required
documents as mentioned above.

I. The Tender Committee will recommend for award of work to the successful bidder after
evaluating the bids based on scanned documents uploaded by L-1 bidder and after evaluation of
the reasonableness of L-1 rates.
 NOTE: Technical evaluation summary is required to be uploaded by Evaluator (under Technical
Evaluation Stage) & Financial Evaluation Summary Financial Evaluation stage.

12. AWARD OF CONTRACT (AOC): After competent approval and financial concurrence of
TCR, the work order to the L-1 bidder will be issued and the scanned copy of the Work Order
will be uploaded on the e-Procurement portal and simultaneously the original copy will be sent
to the bidder through registered/speed post/registered email.

13. CHECK LIST of Documents (To be uploaded by all the Bidders):

Sl. Eligibility Criteria Scanned copy of documents to be uploaded by

No. bidders in support of information/ declaration
furnished online by the bidder against Eligibility
Criteria as CONFIRMATORY DOCUMENT.
1. GOODS & SERVICES TAX (GST) The bidder should be either:
REGISTRATION
GST Registered Bidder/Dealer
(But not under Composition Scheme)

OR

GST unregistered Bidder/Dealer

The following documents depending upon the status

w.r.to GST as declared by Bidder in the BOQ sheet:

a) Status: GST registered Bidder/Dealer (But not

under Composition Scheme):

Document: GST Registration Certificate (i.e. GST

identification Number) issued by appropriate
authority.

b) Status: GST unregistered bidder/Dealer:

Document: A Certificate from a practicing

Chartered Accountant having membership number
with Institute of Chartered Accountants of India
certifying that the bidder is GST unregistered
bidder/dealer in compliance with the relevant GST
rules.

2. LEGAL STATUS OF THE Any one of the following document:

BIDDER
i. Affidavit or any other document to prove
proprietorship/individual status of bidder.

ii. Partnership deed containing name of partners.

iii. Memorandum & Article of Association with

certificate of incorporation containing name of
bidder.

3. VALID PERMENANT PAN card issued by Income Tax department, Govt. of

 ACCOUNT NUMBER (PAN) India.

4. DSC AUTHORISATION i. Own DSC: If the bidder himself is the valid DSC
FORMAT holder bidding online then self-declaration as per
the DSC Authorization format.

ii. Other DSC: If the valid DSC holder is bidding

online on behalf of the bidder then the Power of
Attorney as per the DSC Authorization format or
any sort of legally acceptable document for the
authority to bid on behalf of the bidder.

5. VALID CMPF/EPF NO. Valid CMPF/EPF Registration Certificate issued by

Competent Authority.

(In case of JV each individual partner of JV should

furnish CMPF/EPF registration certificate issued by the
competent authority at the time of submission of
technical bid).

6. LETTER OF BID (LOB) Letter of Bid on the bidder’s letter head, in the
prescribed format.

7. UNDERTAKING An undertaking regarding genuineness of the

information furnished by him online and authenticity of
the scanned copy of documents uploaded by him online
in support of his eligibility, as per the format given in
the Tender Documents.

8. Any other document to support the qualification information as submitted by bidder online.

NOTE: Only one file in .pdf format can be uploaded against each eligibility criteria. Any additional/
other relevant documents to support eligibility criteria may also be attached by the bidder in the same
file.

14. One Bid per Bidder: Each Bidder shall submit only one Bid, either individually, or as a partner
in a partnership firm or a public limited firm. A Bidder who submits or participates in more than
one Bid (other than as a sub-contractor or in cases of alternatives that have been permitted or
requested) will cause all the proposals with the Bidder’s participation to be disqualified.

15. Refund of EMD: The Earnest Money will be retained in the case of successful tenderer and
refunded to the unsuccessful tenderer in due course and will not carry any interest. The
unsuccessful bidder for this purpose means the bidders who have not qualified for opening of
Price-bid and those who have not emerged as L-1 tenderer after opening of Price-bid.

NOTE: The Earnest Money deposited by the L-1 bidder in the form of NEFT/RTGS shall be
adjusted against Performance Security Deposit (PSD).

a. The EMD of rejected bidders will be refunded at any stage directly to the account from
where it had been received (except the cases where EMD is to be forfeited).

b. No claim from the bidders will be entertained for non-receipt of the refund in any account
other than the one from where the money is received.
 c. If the refund of EMD is not received by the bidder in the account from which the EMD has
been made due to any technical reason then it will be paid through conventional system of e-
payment. For this purpose, if required, Tender Inviting Authority will obtain the Mandate
Form from the Bidder.

d. In case the tender is cancelled then EMD of all the participating bidders will be refunded
unless it is forfeited by the department and Necessary tax as per relevant provisions/
rules/notifications under the GST Act will be levied and recovered along with EMD/ Penalty
at the time of forfeiture of EMD and impositions of penalty, if any.

e. In the event of recovery of any claim towards LD Charges, Penalty, fee, fine or any other
charges from the supplier/vendor, the same will be recovered along with the applicable GST
and the amount shall be adjusted with the payment to be made to the supplier/vendor against
their bill/invoice or any other dues.

f. If the bidder withdraws his/her bid online (i.e. before the end date of submission of tender)
then his/her EMD will be refunded automatically after the opening of tender.

g. The EMD of successful bidder (on Award of Contract) will be retained by ECL and will be
adjusted to Performance Security Deposit.

16. Every Tenderer is expected, before quoting his rates, to go through the requirements of
materials/workmanship under specification/requirements and conditions of contract and to
inspect the site/area of the proposed work at his own cost.
It shall be deemed that the tenderer has visited the site/area and got fully acquainted with the
working conditions and other prevalent conditions and fluctuations thereto whether they
actually visited the site/area or not and have taken all the above factors into account while
quoting his rates.

17. All Duties taxes and other levies, payable by the contractor (Excluding GST and GST
Compensation Cess (if applicable) under the contract or for any other cause as applicable on
the last date of submission of tender shall be included in the rates, prices and the total bid price
submitted by the bidder. All incidentals, overheads etc. as may be attendant upon execution and
completion of works shall also be included in the rates, prices and total bid price submitted by
the bidder.
However, such duties, taxes, levies etc. which is notified after the last date of submission of
tender and / or any increase over the rate existing on the last date of submission of tender shall
be reimbursed by the company on production of documentary evidence in support of payment
actually made to the concerned authorities.
The company reserves the right to deduct/withhold any amount towards taxes, levies, etc. and
to deal with such amount in terms of the provisions of the Statute or in terms of the direction of
any statutory authority and the company shall only provide with certificate towards such
deduction and shall not be responsible for any reason whatsoever.

18. Cost of Bidding: The bidder shall bear all costs associated with the preparation and submission
of his bid and the Employer will in no case be responsible and liable for those costs.

19. The Tenderer shall closely study all specifications in detail, which govern the rates for which he
is tendering.

20. Currencies of Bid and Payment: The unit rates and prices shall be quoted by the Bidder
entirely in Indian Rupees (INR) only.
21. Commencement of Work: The work should be completed within the stipulated period which
shall be reckoned from the 10th day of issue of Letter of Acceptance/work order or from the
actual date of handing over the site or handing over reasonable number of working drawings to
the contractor, whichever is later.

22. Cancellation of LOA / Work order: In case the successful bidder fails to submit the
Performance Security and Additional Performance Security, if any, within the stipulated time
then the award of work shall be cancelled with forfeiture of the bid security/earnest money.

23. Penal Action: In case the successful bidder fails to submit the Performance Security and
Additional Performance Security, if any within the stipulated time then the award of work shall
be cancelled with forfeiture of the bid security/earnest money.

Additionally, the company shall debar such defaulting contractor from participating in future
tenders in concerned Subsidiary/CIL HQ for a period of minimum one year from the date of
issue of such letter.

In case of JV/Partnership firm, the debarment shall also be applicable to all individual partners of
JV/Partnership firm.

24. Banning of business: Banning shall be done as per Guidelines for Banning of Business issued
by company and available in Tender document.

25. On completion of the work all rubbish, debris, brick bats etc. shall be removed by the
contractor(s) at his/their own expense and the site cleaned and handed over to the company and
he/they shall intimate officially of having completed the work as per contract.

26. The Tenderer(s) will deploy sufficient number and size of equipment/machineries/vehicles and
the technical/ supervisory personnel required for execution of the work.

27. Change in Constitution of the Contracting Agency: Prior approval in writing of the company
shall be obtained before any change is made in the constitution of the contracting agency,
otherwise it will be treated as a breach of Contract.

28. Canvassing in connection with the tenders in any shape or form is strictly prohibited and
tenders submitted by such tenderers who resort to canvassing shall be liable for rejection.

29. Notification of award and signing of Agreement: The Bidder, who’s Bid has been accepted,
will be notified of the award online and also by registered post by the employer prior to
expiration of the bid validity period. The L-1 bidder will get the information regarding award of
work on their personalized dash-board online. On receipt of Letter for Acceptance (LOA)/Work
Order of the tender issued by the Company, the successful tenderer shall execute contract
agreement in the company's prescribed form for the due fulfillment of the contract. Failure to
enter into the required contract within the specified period in the work order shall entail
cancellation of LOA/work order and forfeiture of the Earnest Money. The written contract to be
entered into between the contractor and the company, shall be the foundation of the rights of
both the parties and the contract shall not be deemed to be executed until the contract is signed
by both the parties i.e. Contractor and the Company.

30. Bid Validity: The validity period of the tenders shall be 120 (One Hundred and Twenty) days
from the end date of bid submission.
In exceptional circumstances, prior to expiry of the original time limit, the Employer may
request the bidders to extend the period of validity for a specified additional period. The
employer’s request and the bidder’s responses shall be made in writing. A bidder may refuse
 the request without forfeiting his bid security. A bidder agreeing to the request will not be
required or permitted to modify his bid but will be required to extend the validity of his bid
security/EMD (if submitted in the form of BG) for a period of the extension and in compliance
with Clause 4 of NIT in all respects.

The Tenderer shall not, during the said period or within the period extended by mutual consent,
revoke or cancel his tender or alter the tender or any terms/conditions thereof without consent
in writing of the company. In case the tenderer violates to abide by this, the Company will be
entitled to take action as per clause of Modification and Withdrawal of Bid.

31. Modification and Withdrawal of Bid:

Modification of the submitted bid shall be allowed online only before the deadline of submission
of tender and the bidder may modify and resubmit the bid online as many times as he may wish.

Bidders may withdraw their bids online within the end date of bid submission and their
EMD will be refunded. However, if the bidder once withdraws his bid, he will not be able to
resubmit the bid in that particular tender. For withdrawal of bid after the end date of bid
submission, the bidder will have to make a request in writing to the Tender Inviting Authority.
Withdrawal of bid may be allowed till issue of work order/LOA with the following provision of
penal action:

i. The EMD will be forfeited. Earnest Money/Performance Security forfeited will be inclusive of
GST and impositions of penalty, if any.

ii. The bidder will be debarred for 1 Year from participating in tenders in ECL.

The Price-bid of all eligible bidders including this bidder will be opened and process will
follow as under:

• If the bidder withdrawing his bid is other than L 1, the tender process shall go on.

• If the bidder withdrawing his bid is L-1, then re-tender will be done.

Note:
i. In case of clause above, a letter will be issued to the bidder by Tender Inviting Authority
with the approval of Tender Accepting Authority (in case Board is Tender Accepting Authority
then with the approval of CMD), stating that the EMD of bidder is forfeited, and this bidder is
debarred for 1 (One) year from participating in tenders in ECL.

This letter will be circulated to all Areas and ECL, HQ and the updated list will be maintained by
all Tender Inviting Authority/Evaluators.

Penal action against above will be enforced from the date of issue of such order.

32. Bid Extension: If number of bids received online is found to be less than 3 (Three) on end date
of bid submission then the following critical dates of the Tender will be automatically extended
initially for a period of 2 (Two) days ending at 17.00 hrs and if the number of bids still remains
less than three then for another 5 (Five) days ending at 17.00 hrs:

i) Last date of submission of Bid.

ii) Last date of receipt of EMD.
iii) Date of opening of Tender.
 NOTE 1: After two extensions, the tender shall be opened irrespective of available number of
bids on the extended date of opening of tender. There will be no further auto extension by the
system.
NOTE 2: Since the auto extension corrigendum command has runs every 1 hour so the auto
extension gets updated after 1 hour on date of extension.

NOTE 3: The Corrigendum Notice (if any) will be published in CIL e-Tendering portal only
i.e. https://coalindiatenders.nic.in.

33. Additional performance security (applicable for item rate as well as percentage rate works):
Additional performance security shall be applicable if the bid price is below 15% of the justified
price finalized by the owner. The amount of such additional performance security shall be the
difference between 85% of the justified price finalized by the owner and quoted price. Justified
price shall be based on prevalent market rate of materials and labor, analyzed as per standard
analysis of rate of CPWD/ NBO, and shall be binding on the bidder. Additional performance
security shall be furnished by bidder along with normal performance security. Failure to submit
such additional performance security may result into termination of the contract. This additional
performance security will not carry any interest and shall be released in the following manner:

i) 30% of Additional performance security will be released after 60% of the total work is
completed.

ii) 50% of Additional performance security will be released after 80% of the total work is
completed.

iii) 100% of Additional performance security will be released after total work is completed.

Additional performance security may be furnished in the shape of BG or any of the forms as
applicable for performance security.

If any of the above extended Dates falls on Holiday i.e. a non-working day as defined in the e-
Procurement Portal then the same is to be rescheduled to the next working day. This extension
will be also applicable in case of receipt of zero bids.

34. The Company reserves the right to postpone the date of receipt and opening of tenders or to
cancel the tenders without assigning any reason whatsoever.

35. The Company reserves its right to allow Public Enterprises purchase preference facility as
admissible under prevailing policy.

36. This Tender Notice shall be deemed to be part of the Contract Agreement.

37. No subletting of work as a whole by the contractor is permissible. Subletting of work in piece
rated jobs is permissible with the prior approval of the department.

38. The quoted rate should be inclusive of all charges, on account of octoroi, terminal and
other duties, etc. (excluding GST and GST Compensation Cess (if applicable).

39. The other terms and conditions of NIT not covered under this document will be as per the
Manual of Civil Engineering Works (MCEW) of CIL and “Guidelines for e-
Procurement of Works and Services” in CIL and subsequent amendments thereafter, which may
be seen on www.coalindia.in and www.easterncoal.nic.in.

40. Payment of wages including CMPF/EPF, ESI etc. to workmen as per Minimum Wages Act
 (Relevant/Applicable) has to be made through Nationalized Bank only. The GST will be
applicable as per extent rule.

41. The attendance of Contractor’s employee shall be through Biometric Attendance System. The
device will be installed by the contractor.

42. The Company does not bind itself to accept the lowest tender and reserves the right to reject
any or all the tenders without assigning any reasons whatsoever and to split up the work
between two or more tenderers or accept the tender in part and not in its entirety.

43. Remaining details may be obtained from other Terms and Conditions (General Terms &
Conditions, Other Terms & Conditions, Special Terms & Conditions as applicable).

44. Matters relating to any dispute or difference arising out of this tender and subsequent contract
awarded based on this tender shall be subject to the jurisdiction of District Court, where the
subject work is to be executed.

45. If ECL fails to claim Input Tax Credit on eligible input Services or the Input Tax Credit claimed
is disallowed due to the failure on the part of the supplier of services in incorporating the tax
invoices issued to ECL in its relevant returns under relevant GST laws, payment of CGST &
SGST or IGST, GST Compensation Cess wherever applicable as shown in tax invoices to the tax
authorities, issue of proper Tax Invoice or any other reason whatever, the applicable taxes and
Cess paid based on such Tax Invoices shall be recovered from the current bills or any other dues
of supplier.

46. If the Tax Invoice submitted by the supplier is found defective causing disallowance of Input
Tax Credit (Claimed on the basis of Such Invoice) by the tax authorities. The applicable taxes &
cess paid based on such Tax Invoices & Interest/ penalty (if charged by tax authorities) shall be
recovered from current bills or any other dues of the supplier.

47. The contractor will upload the details in respect of contractors’ Labour employed by him in
Contract Labour Payment Management Portal of CIL for the contract issued for the said work
within 15 days of starting of work and will update the same as and when required.

48. Ex-Gratia (Applicable for Mining Activities Only): Contractor is required to obtain group
personal accident insurance to cover Ex-gratia payment of ₹ 15 Lakhs in case of death
contractors’ workers in fatal mine accidents as certified by DGMS during the contract period and
the liability solely will rest with the contractor. (Refer GTC for further details).

NOTE: Mining Activities (as defined under section 2(h), (j) & (k) of the Mines Act-1952)
including washery, CHP and Railway siding.

49. e-Way Bill: The e-way bill required in connection with supply of goods or services, if any,
shall be arranged by the supplier/vendor. However, the e-way bill will be arranged by
CIL/Subsidiary if the supplier/vendor is unregistered one or if provisions of the relevant Act
and the rules made there under specifically states that the e-way bill is required to be issued by
recipient of goods.

50. Site Visit: The Bidder, at the Bidder’s own responsibility, cost and risk, is encouraged to visit
and examine the Site of works and its surroundings and obtain all information that may be
necessary for preparing the Bid and entering into a contract for execution of the works. The
cost of visiting the Site shall be at the Bidder’s own expense.

51. Contractors are to employ, to the extent possible (as per policy decision of the company valid
from time to time), local project affected people and pay wages not less than the wages fixed
(notified and prevalent during submission of the bid for mining activity) by the Company.

52. Help for participating in e-Tender

 The detailed method for participating in the e-Procurement is available on links “Help for
Contractor” and “Bidders Manual Kit” in CIL‟s e-Procurement portal. The bidders may also seek
help from the following:

Type of Support Contact Persons Contact Numbers

Tender Inviting Authority

Area Safety Officer 03412672365
(TIA)/Representative of TIA
(For Tender Related Assistance)
0120-4001 002
0120-4200 462
NIC Support Team
Customer Care 24X7 0120-4001 005
(For Portal Related Assistance)
Toll Free 0120-6277 787
e-Mail: [email protected]

8695467690
ECL FMP Helpdesk 1) Mr. Rajib Srimany
(For Technical Assistance)
2) Mr. Sayed Maruf 7278770599
Ahamad Kirmani

-sd-
General Manager
Jhanjra Area

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