FOOD CORPORATION OF INDIA

Regional Office - Ahmedabad

BID DOCUMENT
FOR

Engagement of a Recruitment Agency

NOTICE INVITING ONLINE BIDS FOR APPOINTMENT OF AN

AGENCY FOR RECRUITMENT
For and on behalf of the Food Corporation of India, online bids in the prescribed Bid
Document under two bid system are invited from interested, eligible bidders for conducting
Recruitment of Personnel in FCI. The assignment will be for the specific work of recruitment
of Watchmen. The Bid document and other detailed terms & conditions are available in the
Food Corporation of India website www.fci.gov.in. and www.eprocure.gov.in.
2. The bidders shall upload the Technical Bid along with the proof of electronic remittance of
Rs. 630 [Rupees Six hundred + Rs Thirty (Applicable taxes) only] inclusive of all taxes
towards the cost of the Bid processing Fee and EMD of Rs. 50, 000/- (Rupees Fifty Thousand
only).
3. The last date for uploading of the Bids is upto 3.00 PM on 24.01.2017. The Bid documents
cannot be uploaded thereafter. Technical Bids will be opened at 4.00 P.M. on 25.01.2017 in
the presence of the intending bidders/their authorized representatives who may so wish to be
present.
4. If the date fixed for opening of bids is declared a holiday, the bids will be opened on the
next working day following the holiday but there will be no change in the time of submission
and opening.
5. Bids shall remain open for acceptance up to 30 days from the date of opening of the
Technical Bid. The Food Corporation of India, may, at its discretion, extend this day by 15
days and such extension shall be binding on the Bidders. If the date up to which the Bid is
open for acceptance is declared to be a closed holiday/Sunday, the Bid shall be deemed to
remain open for acceptance till next following working day.
6. FCI will be holding a pre-bid meeting at Food Corporation of India, RO-Ahmedabad on
10.01.2017 at 11 A.M. Interested prospective bidders or their authorized representatives who
wish to participate in the Bid enquiry, may participate and seek any clarifications. FCI
reserves the right to make any alterations in the Bid document based on the
suggestions/decisions arrived at the pre-bid meeting. Interested prospective bidders or their
authorized representatives who wish to participate in the Pre Bid meeting, shall inform the
Corporation three days in advance of their participation by E-Mail. Any modification to the
bid document pursuant to the Pre bid meeting, if any will be posted on the FCI web site
within Four working days after the date of pre-bid meeting.
7. The prospective bidders are advised to refer to the website as mentioned above for any
modification to the Tender Document and the bidders shall ensure that the Bid Documents
submitted by them shall contain such modifications, failing which the bids are liable to be
rejected.

8. Food Corporation of India reserves the right to cancel the Bid enquiry at any stage without
assigning any reason.
9. The entire uploaded bid document and all its annexures and copies of the supporting
documents shall be signed on each page by the authorized signatory.

General Manager (Gujarat)

PART I
TECHNICAL BID
(Page No. 04 TO 36)

FORWARDING LETTER FROM THE BIDDER

Date:
From
(Full Name of the bidder firm) __________________________
Address ____________________________________________
___________________________________________________
Phone No.___________
Fax________________
Email id_____________
Website_____________
To
THE GENERAL MANAGER (.)
FOOD CORPORATION OF INDIA
.
Dear Sir,
1. With reference to your NIT No. _________________________ dated ____________ I/We
submit the online Bid under two-bid system for appointment as agency for conducting
Recruitment of Watchmen in FCI.
2. I/We have thoroughly examined and understood all the terms & conditions as contained in
the complete set of Bid document and agree to abide by them.
3. I/We agree to keep the offer open for acceptance up to 30 days from the date of opening of
technical bid and to the extension of the said period by another 15 days in case it is so
decided by FCI. I/We shall be bound by communication of acceptance of the offer dispatched
by FCI within the time. I/we also agree that if the date up to which the offer would remain
open is declared a holiday for FCI, the offer will remain open for acceptance till the next
working day.
4. I/We hereby enclose a proof for electronic remittance of Rs. 630 [Rupees Six hundred + Rs
thirty (Applicable taxes) only] inclusive of all taxes as applicable towards the cost of the Bid
processing Fee and EMD of Rs. 50, 000/- (Rupees Fifty Thousands only). In the event of
my/our Bid being accepted, I/We agree to furnish within seven working days of acceptance
of the Bid, Security Deposit as stipulated in the Bid and also furnish the details of the Core
Team assigned for the project.
5. I/We do hereby declare that the entries made in the bid document are true and also that

I/We shall be bound by the acts of my/our duly constituted Attorney.

6. I/We do hereby declare that the bidder Firm has not been blacklisted/ debarred by any
Govt. Department/Public sector undertaking. (*)
(OR)
I/We hereby declare that the bidder Firm was blacklisted/debarred by_________________
(here give the name of the Department/Agency) for a period of _________, which period has
expired on _________. (Full details of the reasons for blacklisting/debarring, and the
communication in this regard, should be given)
5

(*) (Strike out whatever is not applicable)

7. I/We hereby declare that the contract entered into by the bidder Firm with any Govt.
Department/Public sector undertaking or any other client, has not been terminated before the
expiry of the contract period at any point of time during the last five years for breach of any
terms and conditions.
8 I/We hereby declare that the Earnest Money Deposit and/or Security Deposit of the bidder
Firm has not been forfeited or adjusted by FCI or central/state Govt. or any central/ State
PSU /Statutory Corporations, during the last five years, for breach of any terms and
conditions.
9. I/We hereby declare that the Bidder Firm, its proprietor / any of the partners / any of the
Directors has not been, at any time, convicted by any court for any offence and sentenced to
imprisonment for a period of three years or more.
10. I/We certify that all information furnished by the bidder Firm is true & correct and in the
event that the information is found to be incorrect/untrue, the FCI shall have the right to
disqualify the Firm without giving any notice or reason thereof, summarily terminate the
contract, without prejudice to any other rights that the FCI may have under the Contract and
Law.

(Signature of Bidder)
(Authorized Signatory)
(Seal of Bidder Firm)

General Manager (Gujarat)

FOOD CORPORATION OF INDIA

REGIONAL OFFICE (.....),
..
INSTRUCTIONS TO BIDDERS FOR APPOINTMENT OF AGENCY FOR
RECRUITMENT OF WATCHMEN IN FCI.
A. Last date for uploading of Bids up to: 03.00 P.M. on 24.01.2017
B. Technical Bids to be opened at 04.00 P.M. on 25.01.2017
Note: If the date fixed for opening of bids is declared a holiday, the bids will be opened on
the next working day following the holiday but there will be no change in the time of opening
as indicated above.
C. Bids to remain open for acceptance up to 30 days from the date of opening the technical
bid. The date of opening of price bid will be intimated to all successful bidders.
Note: (1) Food Corporation of India, may, at its discretion, extend this day by 15 days and
such extension shall be binding on the Bidders.
(2) If the date up to which the Bid is open for acceptance is declared to be a closed
holiday/Sunday, the Bid shall be deemed to remain open for acceptance till the next
working day.

Signature of Tenderer with Seal

INVITATION TO BID
FROM:
The General Manager (),
Food Corporation of India
Tel. No.., FAX No. .
E-mail: ..............
To ___________________________
___________________________
___________________________
Dear Sir(s),
For and on behalf of the Food Corporation of India (FCI), online bids in the prescribed Bid
Document under two bid system are invited from interested, eligible bidders for conducting
Recruitment of Watchmen in FCI.

2. This contract shall be valid for a period of 2 (Two) years from the date of acceptance.
During the currency of contract, FCI may assign any number of assignments of recruitment
of Watch& Ward Staff. In such a case, every assignment shall be completed within a period
of six months from the date of publication of advertisement for each recruitment.
3. Interested bidders may download bid documents from FCI website: www.fci.gov.in and
www.eprocure.gov.in upto 3.00 P.M. on 24.01.2017. The bidders shall upload the bid
document with all annexures and appendices, along with the proof of electronic remittance of
Rs. 630 [Rupees Six hundred + Rs thirty (Applicable taxes) only] inclusive of all taxes
towards the cost of the Bid processing Fee and EMD of Rs. 50, 000/- (Rupees Fifty Thousand
only).
4. The last date for online submission of the Bids is upto 3.00 PM on 24.01.2017. The Bid
documents cannot be uploaded thereafter. Technical Bids will be opened at 4.00 P.M. on
25.01.2017 in the presence of the intending bidders/their authorized representatives who may
so wish to be present. The prospective bidders are advised to refer to the website as
mentioned above for any modification to the Tender Document and the bidders shall ensure
that the Bid Documents submitted by them shall contain such modifications, failing which the
bids are liable to be rejected.
5. Food Corporation of India reserves the right to cancel the Bid enquiry at any stage without
assigning any reason.

General Manager (Gujarat)

INSTRUCTION TO BIDDERS
1. INTRODUCTION:
(A)
Food Corporation of India (FCI) is one of the premier organizations of the
Government of India set-up under the Food Corporations Act, 1964 in order to fulfill the
following objectives of the Food Policy:
Effective price support operations to safeguard the interests of the farmers.
Storage, Preservation and Supply of food grains throughout the country for public
distribution system and other Government of India schemes and
Maintaining a satisfactory level of operational and buffer stocks of food grains to ensure
National Food Security.
FCI has been entrusted with the responsibility of execution of the Food Policies of the
Government of India in the areas of procurement, storage, movement and distribution of food
grains.
(B)
FCI is consisting of 5 Zones i.e. West Zone, North Zone, South Zone, East Zone and
North East Zone and 25 regional offices under various zones. The instant tender has been
floated on behalf of FCI Regional Office, Ahmedabad, (Gujarat) and therefore the term
Corporation and FCI wherever appear in this bid document, shall mean FCI, Regional
Office, Ahmedabad, (Gujarat)
2. OBJECTIVE:
The Corporation intends to recruit Watchmen for which the tenderer is required to provide
professional services as per the terms and conditions of the Contract.
3. VALIDITY PERIOD OF BID:
Bids shall be submitted in English only. Bids shall remain valid for acceptance up to 30 days
from the date of opening of Technical Bid. The FCI, may, at its discretion extend this day by
15 days and such extension shall be binding on the bidders. Any Bidder not keeping the
offers open for the prescribed period shall be summarily rejected.
4. SCOPE OF ASSIGNMENT IN PHASES:
A brief description of the Scope of Assignment in phases is given below. The successful
Bidder shall perform all such other additional ancillary, incidental and auxiliary duties,
services and operations as may be instructed by the FCI or an officer acting on its behalf in
accordance with terms and conditions of this contract, at no extra cost.
Phase-I
4.1 To provide consultancy and extend support to FCI in the Finalization & Publication of the
Recruitment Notice/Advertisement. On finalization of the Advertisement, the same will be
published by FCI and the resultant expenditure will be borne by FCI.
4.2 Creation and maintenance of a dedicated website for each assignment of recruitment
related activities as required by FCI for this assignment. However, all records and
information pertaining to the each assignment of recruitment shall be handed over
to FCI immediately after completion of the assignment.

4.3 Registration of candidates in the website and handling Online Applications as per
requirement.
4.4 Handling the applications and copies of relevant certificates uploaded by the candidates.
4.5 Scrutiny of online application forms and to finalize the list of eligible candidates for
written examination in accordance with the criteria/ guidelines prescribed by FCI.
4.6 Examination center wise sorting of applications.
4.7 Maintenance of Database of all the information mentioned in applications of the
candidates and attached documents.
4.8 Generation of various reports as per the requirement of FCI on the details of candidates.
4.9 Minimum Guarantee: For Phase-I, FCI guarantees payment for a minimum number of
10,000 applications per work order. This minimum guarantee is not applicable to Phase-II &
Phase-III.

Phase-II
4.10 Generation of online roll numbers for the candidates and center details.
4.11 Online Generation/ e-mail of admit cards/call letters followed by SMS alert to eligible
candidates, after due examination of uploaded documents to enable the candidates to
download from the website. Provision for auto generation of acknowledgement when an
applicant downloads admit card/call letter for written exam.
4.12 Generation of various reports as per FCI requirement on the details of candidates, roll
numbers, registration number etc.
4.13 Arrangement of examination venues and appointment of Superintendents, Invigilators,
Coordinators and Observers at all examination centers.
4.14 Setting up of question papers ensuring complete accuracy, their printing and dispatch to
all centers maintaining complete confidentiality. Question papers shall be prepared by subject
experts.
4.15 Dispatch and custody of the question papers will be the responsibility of the Agency.
4.16 Conducting bilingual written examination in Local Regional Language, English and
Hindi as the case may be, simultaneously at all centers decided mutually by FCI and the
recruitment agency.
4.17 Mode of Written Test: The written test shall be conducted offline under the said
assignment. The written test shall be OMR based (OMR answer sheet to be filled in Black
Ball Point Pen only) and is to be conducted on the specific day decided mutually between the
agency and FCI.
4.18 Scanning / Evaluation of OMR / answer sheets and generation of reports.
4.19 Preparation of merit lists, including wait list, in the required formats and fields and
forwarding the same to FCI along with the dossier of the successful candidates within 30
days from the date of Written Test or as communicated by the Corporation, from time to
time.
10

4.20 Preservation and custody of answer sheets, electronic responses and other particulars.
4.21 Necessary communication to successful candidates for physical endurance test
Phase III
4.22 Designing and structuring the Physical endurance test in consultation with Amateur
Athletic Federation of India or any other government agency/organization of repute having
credential of conducting such tests. Finalization of criteria for such tests shall be in
consultation with FCI.
4.23 Identifying the test locations and making necessary arrangements for conducting the
Physical Endurance Test and communicating the same to all successful candidates.
4.24 Conducting the Physical Endurance Test for the candidates based on the merit list of the
written test at the ratio of 3 candidates for every post to be filled.
4.25 Preparing the final selection list, including wait list, of the category wise candidates
qualified in Physical Endurance test based on the merit list as per written test and as per
reservation policy.
4.26 Uploading of Final Result on website after document verification by FCI, followed by email to the successful candidates.
Miscellaneous
4.27 Extending support and providing requisite information to the designated officials of
Corporation / before the court on priority basis in case of any legal dispute / Court Cases filed
against the recruitment process. Information related to the recruitment process required to be
furnished under RTI Act, 2005 shall be provided by the Agency.
4.28 Providing consultancy on the issues related to the identification and adaptation of IT
related technologies/activities w.r.t Recruitment and Examination activities.
4.29 The bidder shall conduct re-examination/ re-test/ Physical Endurance Test etc., wherever
warranted. However if such re-examination/ re-test/Physical Endurance Test etc. are
occasioned for reasons directly or indirectly attributable to the bidder or its agents, employees
etc., no separate fee is payable to the bidder for the same.
4.30 All material, data, information, question papers, answer sheets, reports etc. pertaining to
the assignment shall be the property of FCI and the ownership vests with FCI.

5. PERIOD OF CONTRACT &ASSIGNMENT:

The contract will be for a period of 02 (Two) years commencing from the date of acceptance
of tender. During the currency of contract FCI may assign any number of assignments of
recruitment of Watchmen and each and every assignment shall be completed within a period
of six months from the date of publication of advertisement for each recruitment. Any
11

assignment which was initiated during the currency of the contract shall be completed by the
Agency within the time frame that may be prescribed by General Manager (Gujarat)
notwithstanding the validity of the contract.
6. INFORMATION ON EACH ASSIGNMENT:
6.1 The recruitment work is specific to Gujarat Region of FCI.
6.2 The work of the successful Bidder will be reviewed and monitored by Corporation from
time to time.
6.3 The successful Bidder shall abide by the time schedule assigned to it by the Corporation.
6.4 The designated officers of the Corporation, at all times shall have access to the work
being done by the Agency in pursuance of the contract.
6.5 The procedure to be followed for written tests & physical endurance test, viz. selection of
venue, logistics, etc. shall be got pre-approved by FCI. Setting up of question paper &
evaluation of answer sheets etc. shall be the sole responsibilities of the Agency.
6.6 FCI reserves the right to appoint an independent Observer/ Auditor for the selection

process or a part of it. Observers appointed by the Corporation will supervise and submit
reports on the conduct of selection process.
6.7 The Agency shall submit the report of the work done after completion of every activity
within 7 working days as defined in Clause 3 or which shall include the result of written
examination in sealed envelope within 7 working days as desired by FCI from time to time.
6.8 The successful Bidder shall during the entire period of the contract, position a Core Team
for the executing the work, consisting of at least two key personnel to handle the Recruitment
Process and continuously liaise with FCI. The successful Bidder shall within seven days from
the acceptance of the Bid, furnish the details of the Core Team engaged for the assignment
failing which the contract is liable to be terminated at the risk & cost of the bidder. The Core
Team so assigned shall remain unchanged throughout the tenure of the contract except with
previous written permission of the Corporation in exceptional circumstances. The decision of
the Corporation in this regard shall be final.
6.9 The assignment once awarded shall be completed within the stipulated time schedule
conveyed to the successful Bidder by the Corporation.
6.10 The successful Bidder shall conduct the recruitment process in accordance with the
Rules of recruitments, recruitment advertisement etc. and other guidelines/instructions issued
by FCI from time to time. For this purpose the successful Bidder shall obtain all Rules and
relevant instructions from the Corporation well in advance and shall be conversant with such
instructions. If the successful Bidder fails to adhere to/deviates from the above said
Rules/guidelines at any time during the recruitment process, the successful Bidder shall be
liable for liquidated damages as stipulated in the bid document.

12

6.11 Job Order, Formats of result, any records related to the previous recruitment process by
earlier recruitment agency etc. may be accessed for facilitating the current recruitment
process.
6.12 All infrastructures like office space, computers, stationery, venue etc. shall be the
responsibility of the successful Bidder.
6.13 Number of vacancies proposed to be filled during the entire contract period may
increase or decrease.

7. CLARIFICATIONS & AMENDMENTS TO BID DOCUMENTS

7.1 FCI may, at its discretion, seek from any or all bidder(s) clarification(s) in respect of any
particulars furnished in their offer. The request for such clarifications and the response will
be in writing.
7.2 Corporation at its sole discretion may ignore minor omissions in the Technical Bid such
as omitting to give number on a page, etc. in the interest of Corporation.
8. ADMINISTRATIVE CONTACT & ADDRESS FOR COMMUNICATION:
All communications concerning the various issues pertaining to the bid/assignment shall be
directed on the address listed below. Unauthorized contact with other FCI officials may
result in disqualification. Any oral communications will be considered unofficial and is not
binding on FCI. Bidder shall rely only on written instructions issued by the authorized
Officer of FCI.
Authorized FCI Officer
Address

Phone
FAX
Email
Name of the Bidder
Address
Phone
FAX
Email

General Manager (Region)

REGIONAL OFFICE
(Ahmedabad),
Nr. Himali Tower,
Shyamal Manek Baug Road,
Ahmedabad - 380015
079 25733012
079 26750037
gmgu.fci@gov.in

Any action required or permitted to be taken, and any document required or permitted to be
executed, under this contract by the FCI or the agency, may be taken or executed by the
respective Authorized coordinators which shall be binding on the parties.
9. MINIMUM ELIGIBILITY CRITERIA:
The bidders who fulfill the minimum eligibility criteria alone shall apply. The bids submitted
by the bidders who do not fulfill the minimum eligibility criteria shall be summarily rejected.
13

9.1 The relevant Registration certificate of the bidder along with Self attested copy of
Memorandum & Articles of Association of a Company/Partnership Deed of Registered
partnership firm/ Memorandum of Association and Rules & Regulations and Byelaws if any
of a Society etc., as applicable shall be uploaded.
9.2 The bidder shall be having a minimum turnover of Rs. 1 Crore (Rupees One Crores only)
in each of the immediate preceding five Financial years ( 2011-12, 2012-13, 2013-14, 201415& 2015-16). In support of these criteria, bidders shall upload a certificate from a Chartered
Accountant/Cost Accountant practicing in India.
Note: The successful bidder (L1) shall produce the original Financial Statements namely
Profit & Loss Account and Balance Sheet pertaining to above mentioned Financial Years for
verification before awarding the contract. In case of non-production/failing to meet the
eligibility criteria on the turn over requirement, the bid shall be summarily rejected and EMD
shall be forfeited apart from taking further action as per tender terms.
9.3 The bidder shall have satisfactorily completed recruitment for Government Departments /

Central PSUs /State PSUs /State Govt. /Statutory Corporations at least five recruitments in
immediate preceding five financial years (2011-12, 2012-13, 2013-14, 2014-15& 2015-16).
Out of these five Recruitments, at least two should have been conducted in last three years.
The bidder shall have processed a minimum number of 2000 Applications each in at least two
of the recruitments in the immediate preceding five financial years.
9.4 In support of these criteria, bidders shall furnish self-attested copies of the work order/

copy of the Certificate issued by client/ contract/agreement issued by the organizations for
which the bidders have conducted the Recruitment and a duly notarized declaration in
support of having successfully completed the assignments as per Annexure III A and also
the information sought for in the Annexure II & III and upload the same.
Note: A recruitment process initiated and covered under a single recruitment advertisement
will be treated as one recruitment.
10. DISQUALIFICATION CONDITIONS:
Bidder who have been blacklisted or otherwise debarred by FCI or central/state Govt. or any
central/ State PSU /Statutory Corporations, will be ineligible during the period of such
blacklisting.
10.1 Any Bidder whose contract with FCI or central/state Govt. or any central/ State PSU
/Statutory Corporations has been terminated before the expiry of the contract period for
breach of any terms and conditions at any point of time during the last five years, shall be
ineligible.
10.2 Bidder whose Earnest Money Deposit and/or Security Deposit have been forfeited by
the FCI or central/state Govt. or any central/ State PSU /Statutory Corporations, during the
last five years, for breach of any terms and conditions, shall be ineligible.
10.3 A Hindu Undivided Family shall not be entitled to apply for Bid in the capacity of HUF.
Any bids submitted in the capacity of Hindu Undivided Family (either as a proprietor or
partner of a firm) shall be summarily rejected.
14

10.4 If the proprietor/any of the partners of the Bidder firm/any of the Directors of the Bidder
company/any of the Directors or Members of the governing body of the Society have been at
any time, convicted by a Court for an offence involving moral turpitude, such Bidder will be
ineligible.
10.5 While considering ineligibility arising out of any of the above clauses, incurring of any
such disqualification in any capacity whatsoever (even as a proprietor, partner, Member in
another firm, or as a director of a company etc.) will render the Bid disqualified.
10.6 An unregistered partnership firm or society shall not be eligible to apply for the bids.
11. CONSTITUTION OF BIDDERS:
Bidders shall, in the Bid, indicate whether they are Sole Proprietary Concern or Registered
Partnership Firm or a Private/Public Limited Company/Registered Society etc. and indicate
the names of all the partners or Directors or Members of the governing body & directors of
the Society, as applicable.
12. BID PROCESSING FEE:
Bidder shall remit the fee towards cost of Bid processing (Non-refundable) of Rs. 630 [Rupees
Six hundred + Rs thirty (Applicable taxes) only] inclusive of all taxes electronically through
RTGS/NEFT/other electronic means directly to the bank account of Food Corporation of
India, Regional Office, Ahmedabad (Gujarat) as mentioned below :
NAME OF BANK & BRANCH Account number IFSC code
STATE BANK OF INDIA

30003336525

SBIN0001948

The Technical bids not accompanied by the requisite Bid processing fee shall be
summarily rejected.
Note: The proof of electronic remittance of bid processing fees shall be uploaded along with
the technical bid. In case of non-uploading, the bid shall be summarily rejected.

13. EARNEST MONEY

13.1 Each bid must be accompanied by an Earnest Money Deposit(EMD) of Rs. 50,000
(Rupees Fifty Thousand only) which shall be remitted electronically through
RTGS/NEFT/other electronic means directly to the bank account of Food Corporation of
India, Regional Office, Ahmedabad (Gujarat) as mentioned at Clause 12 above.
The Technical bids not accompanied by the requisite EMD shall be summarily rejected.
Note: The proof of electronic remittance of bid processing fees shall be uploaded along with
the technical bid. In case of non-uploading, the bid shall be summarily rejected.
13.2 FCI shall not pay any interest on the EMD. The Bidders are permitted to bid on the
express condition that in case he resiles, or modifies his offer, or terms & conditions thereof,
after submitting his bid for any reason whatsoever during the Bid process, the Earnest Money
Deposited by the bidder shall stand forfeited without prejudice to any other rights and
remedies of FCI against the bidder under the contract and law and the Bidder shall be liable
15

for any loss suffered by FCI on account of such withdrawal/modification etc. and the bidder
will also be debarred from participating in any other Bid Enquiry with FCI for a period of
five years.
13.3 The Earnest Money (without interest) shall be returned to all unsuccessful Bidders
immediately after issue of the acceptance letter to a successful bidder. However successful
bidder shall have option to adjust the EMD against the Security Deposit, otherwise EMD will
be refunded to successful Bidder after depositing Security Deposit. In case, the Bid is
disqualified during technical evaluation, the Earnest Money will be refunded without interest
immediately.
14. SIGNING OF BIDS:
14.1 The authorized signatory shall possess Digital Signature Card (DSC) for submission of
tender documents and MTF. The DSC holder/authorized signatory signing the tender shall
state in what capacity he is signing the tender, e.g. as sole proprietor of the firm, or as a
Secretary/Manager/Director etc., of a Limited Company. In case of partnership firm, the
names of all partners should be disclosed and the tender shall be signed by all the partners or
by their duly constituted attorney, having authority to bind all the partners in all matters
pertaining to the contract. The original or an attested copy of the registered partnership deed
should be scanned and uploaded along with the tender. In case of limited company, the
names of all the Directors shall be mentioned and a copy of the Resolution passed by the
Company authorizing the person signing the tender to do so on behalf of the company, shall
be uploaded along with the tender and a copy of the Memorandum and Articles of
Association of the Company.
14.2 The Digital Signature Card (DSC) holder signing the tender, or any documents forming
part of the tender, on behalf of another or on behalf of a firm shall be responsible to produce a
proper Power of Attorney duly executed in his favour, stating that he has authority to bind
such other person, or the firm, as the case may be, in all matters, pertaining to the Contract.
If the Digital Signature Card (DSC) so signing the tender fails to produce the said Power of
Attorney, his tender shall be summarily rejected without prejudice to any other rights of the
Corporation under the law and the Earnest Money Deposit paid by him/her shall be forfeited.
The hard copy of Power of Attorney shall be submitted by the successful tenderer before
awarding the contract.
14.3 The Power of Attorney should be signed by all the partners in the case of a partnership
concern, by the proprietor in the case of proprietary concern, and by the person who by his
signature can bind the company in the case of a limited company. The Power of Attorney
duly signed should be scanned & uploaded.
14.4 In case of a Society, the person signing the bids shall state the competency to sign the
bids and enter into a contract in accordance with the Rules & Regulations and Bye laws if
any of the Registered Society and shall produce the self-attested copies of the Rules &
Regulations and Bye laws if any of the Registered Society.
14.5 The person signing the Bid or any other documents forming part of the Bid, on behalf of
any other person or a Firm, shall be responsible to produce a proper Power of Attorney duly
executed on a non judicial stamp paper of appropriate value, duly attested by a Notary
Public in his favour, stating that he has authority to bind such other person(s), or the firm, as
16

the case may be, in all matters, pertaining to the Contract. If at any stage it is found that the
person concerned had no such authority FCI may, without prejudice to other civil/criminal
remedies, terminate the Contract and hold the signatory & the Firm liable for all costs and
damages.
14.6 The entire uploaded bid document and all its annexures and copies of the supporting
documents shall be signed on each page by the authorized signatory.
14.7 If the Tenderer is a partnership firm, there shall not be any re-constitution of the
partnership without the prior written consent of the Corporation till the satisfactory
completion of the Contract and in case of a Registered Society, the Memorandum of
Association and Rules & Regulations and Bye laws of the Society shall not be
altered/amended nor any amalgamation, division or reorganization of the society is resorted
to without the prior written consent of the Corporation till the satisfactory completion of the
Contract, failing which the Contract is liable for termination treating it as breach of Contract.
15. SECURITY DEPOSIT:
15.1 The successful Bidder shall furnish a Security Deposit of Rs. 2,50,000/- (Rupees Two
Lakh Fifty thousand Only) within seven working days after acceptance of the offer by FCI,
which shall be remitted electronically through RTGS/NEFT/other electronic means directly
to the bank account of Food Corporation of India, Regional Office, Ahmedabad (Gujarat) as
mentioned at Clause 12 above.
15.2 Successful bidder shall have option to adjust the EMD against the Security Deposit.
However such adjustment shall also be completed within seven working days after
acceptance of offer by FCI.
15.3 The security deposit will remain with FCI throughout the period of contract. FCI will
not pay any interest on Security Deposit.
15.4 If the successful Bidder having been called upon by the FCI to furnish Security Deposit
fails to do so within the specified period, it shall be lawful for the FCI to cancel the contract,
forfeit the EMD and initiate to award the contract at the Risk and Cost of such Bidder.
15.5 If the successful Bidder had previously held any contract and furnished Security
Deposit, the same shall not be adjusted against this Bid and a fresh Security Deposit will be
required to be furnished.
15.6 If the successful Bidder fails or neglects to observe or perform any of his obligations
under the contract, it shall be lawful for the FCI to forfeit either in whole or in part, in its
absolute discretion, the Security Deposit furnished by the Agency or to appropriate the
Security Deposit furnished by the Agency or any part thereof in or towards the satisfaction of
any sum due to be claimed for any damages, losses, charges, expenses or costs etc. that may
be suffered or incurred by the Corporation. Save as aforesaid if the Agency duly performs
and completes the contract in all respects and presents an absolute NO DEMAND
CERTIFICATE, the FCI shall refund the Security Deposit to the successful Bidder after
deducting all costs and other expenses that the Corporation may have incurred and all dues
and other money including all losses and damages which the Corporation is entitled to
recover from the successful Bidder. The decision of the Corporation in respect of damages,
losses, charges, costs or expenses shall be final and binding on the successful Bidder.
17

16. SUBMISSION OF BIDS

(a) The bid shall be submitted online in two parts, viz., Technical Bid (PART I) and Price
Bid (PART II) as detailed in Appendix I.
(b) All supporting documents except bid document have to be scanned and uploaded in
Technical Bid (PART I).
(c) Price Bid (PART II) comprising of Annexure V & VI has to be scanned and uploaded at
the requisite place (envelope/packet) in the e-Procurement portal or using the price bid
template provided along with the bid, as the case may be.
(d) The envelope/packet available in the online portal containing the Technical Bid shall
include the following:
(i) All the Annexures (I to IV) & Enclosures as applicable duly signed on each page by the
Tenderer should be scanned and uploaded in e-Procurement portal.
(ii) Earnest Money Deposit details along with receipt if any.
(iii) List of scanned copies of documents attached, as per the format in Annex. II, duly
signed by the bidder.
(e) The supporting documents shall be scanned and uploaded by Tenderer clearly, neatly and
accurately in readable/legible format. Any alteration, erasing or overwriting on the supporting
documents should be duly signed/initials affixed by the authorized signatory.
Note: The bidder shall have to quote the rate as per PRICE BID at Part II-Annexure VI
which is to be uploaded at requisite envelope/packet in the e-Procurement portal.
(e) The bidders shall not incorporate any condition in the bids as conditional Bids
and Bids which are not submitted strictly in accordance with the Bid terms and
instructions are liable to be summarily rejected.

(f) Tender should be uploaded/submitted through e-procurement at https://eprocure.gov.in/

eprocure/app. Manual bids/Hard Copy of the tender documents, shall not be accepted.
However the successful tenderer will have to submit the original hard copy of MTF duly
signed on each page of MTF along with Annexures/Appendices duly attested on or before the
date & time stipulated by FCI, failing which the EMD furnished by the bidder is liable to be
forfeited. The award of contract through the letter of acceptance will be issued to the
successful tenderer only after he fulfills this requirement.
(g) Tenders not accompanied by all the Schedules/Annexures intact and duly filled in and
signed shall be ignored.
(h) It should be clearly understood by the Tenderer that no opportunity shall be given to them
to alter, modify or with-draw any offer at any stage after submission of the tender.
(i) Any attempt by tenderer to change the format of any of the supporting documents of the
MTF while uploading or any attempt to tinker with the software of the portal will render his
tender liable for cancellation and his subsequent blacklisting.

18

17. OPENING OF BIDS

The Technical Bids will be opened in Food Corporation of India, Regional Office,
Ahmedabad (Gujarat) at the fixed time and the date indicated in the Bid document. The
bidders will be at liberty to be present either in person or through an authorized representative
at the time of opening of the Technical Bid. Price Bids of only technically qualified bidders
will be opened at the time and place for which separate notice will be given. Technically
qualified bidders will be at liberty to be present either in person or through an authorized
representative at the time of opening of the Price Bids.
18. BID EVALUATION:
A two-stage procedure shall be adopted in evaluating the proposals Technical evaluation shall
be carried out first, followed by the Price Bid evaluation. After the technical evaluation is
completed, the Price bids will be opened by the Evaluation Committee appointed by
Corporation. The committee will open the Price Bids of only technically qualified Bidders on
a date and time as specified or will be intimated to the bidders qualified in the Technical Bid.
19. BID EVALUATION CRITERIA
19.1 The evaluation committee, after determining whether the Price Bids are complete and
without errors, shall determine the lowest Price Bid for award of contract.
19.2 Determining the lowest financial proposal for award of contract will be on the following
method.
For determining L1 bid, effective rate quoted by each bidder will be calculated based on the
following formula:
Effective Rate = 0.3 X Phase I Rate + 0.6 X Phase II Rate + 0.1 X Phase III Rate
The bidder with lowest effective rate shall be declared as the L I.
19.3 The aforesaid formula will be used for determining the lowest financial bid. However
the payment will be made as per the rate quoted for such phase(s) subject to the overall
ceiling/ breakup provided in payment schedule in the Tender document.
19.4 In case of tie while determining the lowest financial bid as stated above, the bidder who
had quoted lowest rate in Phase-II, Phase-I respectively in the same order shall be awarded
the contract subject to fulfillment of rest of the terms and conditions as stipulated in bid
document.
20. AWARD OF CONTRACT:
The contract shall be awarded to the successful lowest Bidder by way of issuance of
acceptance letter by FCI by post/e-mail/hand delivery under acknowledgment and the bidder
shall immediately act upon such acceptance letter. Acceptance conveyed by the FCI will
constitute the contract between the Agency and the FCI.
FCI reserves the right to accept or reject any or all the Bids without assigning any
reason/notice whatsoever and does not bind itself to accept the Lowest Bid or any Bid and
reserves the right to scrap the Bid enquiry at any stage without assigning any reasons and
corporation will not be liable for any costs and consequences thereof.

19

21. EFFECTIVENESS OF CONTRACT

This Contract shall come into effect from the date of acceptance conveyed by the
Corporation.
22. COMMENCEMENT OF SERVICES
22.1 The successful Bidder/Agency shall commence the Services immediately after the date
the contract becomes effective.
22.2 The successful Bidder is expected to commence the Assignment on the date and at the
location to be specified in the work order to be issued by the Corporation as per requirement
at its Zonal and Regional level.
23. FEES & OTHER CHARGES:
23.1 The appointed agency shall be paid all-inclusive consolidated Fee that consists of
Minimum guarantee fee for 10,000 (Ten Thousand) applications in Phase I, in case
applications received are less than 10,000 (Ten Thousand), otherwise as per actual number of
applications plus Fee based on actual number of candidates in Phase II & Phase-III at the
accepted rates subject to the terms and conditions of the contract. The Fee will be inclusive of
all staff costs, printing, communications, travel, accommodation, etc. inclusive of all
applicable taxes except Service Tax on final bill under various State / Central enactments.
23.2 TDS under Income Tax Act shall be deducted at applicable rate from the bills of the
Agency.
23.3 Payments will be made to the account of the Appointed Agency and according to the
payment schedule stated in the Bid document. All payment shall be made after the conditions
listed for each such payment have been met, and the Agency has submitted an invoice to the
FCI specifying the amount due.
23.4 Where the selected Bidder has to incur expenditure on travel and stay at a place away
from the normal place of residence, for which they have to make their own Arrangements,
which is not reimbursable.
23.5 The selected Bidder shall bear all costs associated with the preparation and submission
of its Bid, and the FCI will in no case be responsible or liable for these costs, regardless of
the conduct or outcome of the Bidding process.

20

24. PAYMENT SCHEDULE:

Terms of Payments:
24.1 No Advance payment will be made by the Corporation.
24.2 Payment will be released phase-wise upon satisfactory completion of each phase and on
receipt of the final report in respect thereof, subject to the conditions of the contract.
24.3 Payment shall ordinarily be made within 15 days following submission by the Bidder of
invoices/bills in duplicate along with proof of statutory remittances and other documents
complete in all respect to the Coordinator, and within 15 days in the case of the final
payment.
Activity
Phase I:

Percentage of payment to be
released after each stage
50% of admissible amount for this
phase.

Phase II:

50% of the admissible amount for

this phase

Phase III

100% payment for Phase-III plus

balance admissible amount of
Phase-I
&
Phase-II
after
completion of an assignment.

25. CORRUPT PRACTICES:

25.1 Any bribe, commission, or advantage offered or promised by or on behalf of the bidder
to any officer or official of FCI shall (in addition to any criminal liability which the bidder
may incur) debar his Bid from being considered. Canvassing on the part of, or on behalf of
the bidder in any manner will also make his bid liable for rejection.
25.2 In case of any clear indication of cartelization, the Corporation shall reject the Bid(s).
25.3 If the information given by the Bidder in the Bid Document is found to be false/
incorrect at any stage, Food Corporation of India shall have the right to disqualify/summarily
terminate the contract, without prejudice to any other rights that the Corporation may have
under the Contract and Law.
25.4 Any corrupt practice indulged by the agency or any of its employee at any of the stages
of the recruitment including preparation of the question paper, distribution of question paper,
conducting of the exams, valuation of the answer sheets, declaration of results etc. shall lead
to immediate cancellation of the contact and the agency shall be liable for appropriate legal
action without prejudice to any other clause in the contract.

21

26. BOOK EXAMINATION:

26.1 The Bidder shall, whenever required, produce or cause to be produced for examination
by the General Manager, FCI, Ahmedabad (Gujarat) or any other officer authorized by him in
this behalf, any cost or other accounts books, account vouchers, receipts, letters, memoranda
or writing, or any copy of, or extract from, any such document, and also furnish information
and returns, verified in such manner as may be required, relating to the execution of this
Contract. The decision of the General Manager, FCI on the question of relevancy of any
document, information or return shall be final and binding on the Bidder. The Bidder shall
produce the required documents, information and returns at such time and place as may be
directed by the General Manager, FCI.
27. NO NEGOTIATION:
27.1 FCI will not enter into any negotiation even with the Lowest Bidder.
27.2 The Bidder shall not use these documents for purposes unrelated to this Contract
without the prior written approval of the Corporation.
28. SUBLETTING THE ASSIGNMENT:
The Bidder shall not sublet, transfer or assign the contract or any part thereof.
29. BIDDERS' PERSONNEL:
Description of Personnel:
29.1 The titles, job descriptions, minimum qualifications, and estimated periods of
engagement in the Services of the Bidders Key Personnel shall be described.
29.2 Removal and/or Substitution of Personnel (i) If the Corporation finds that any of the
Personnel has (i) committed serious misconduct or has been charged with having committed
a criminal offence, or (ii) the Corporation has reasonable cause to be dissatisfied with the
performance of any of the Personnel, then the Bidder shall, at the Corporations written
request, provide as a substitute a person acceptable to the Corporation. (ii) The Bidder shall
have no claim for additional costs arising out of or incidental to any removal and/or
substitution of Personnel.
30. LIABILITY FOR PERSONNEL
30.1 The Agency shall be solely responsible for complying with all statutory responsibilities
and liabilities in respect of the personnel engaged by him and liable for obtaining all
mandatory registrations and deposit of contributions under various enactments. If, on account
of default of the Agency, FCI is compelled to make any payments/contributions or discharge
any responsibility/liability of the Agency, FCI shall be entitled to recover and/or set off such
amounts/expenses incurred from the amounts due to the Agency under this or any other
contract with FCI without prejudice to the right of FCI to initiate appropriate legal
proceedings for recovery of such amounts. The Agency shall indemnify the FCI against all
claims whatsoever arising out of his default in respect of the personnel engaged by him under
any Statute/Law in force.

22

30.2 The Agency shall maintain and submit all Records & Returns prescribed under all the
applicable enactments to the designated Authorities within the prescribed time limit and also
to the General Manager, Food Corporation of India or any Officer acting on its behalf.
30.3 The contract as entered into between FCI and the Agency shall in no way nullify,
reduce, mitigate or absolve the parties of any responsibility, obligation or liability that may
devolve upon them under any statutory/mandatory provisions prevailing in India. Liabilities
of the Bidder in respect of obligatory laws remain unaffected and Bidder shall remain
responsible for settlement of claims, if any, of third parties who may suffer damages either
due to the fault of the Bidder or its employees and Associates.
31. OBLIGATIONS OF THE BIDDERS
The bidders shall perform the Services and carry out their obligations with all due diligence,
efficiency, and economy in accordance with generally accepted professional techniques and
practices, and shall observe sound management practices, and employ appropriate advanced
technology and safe methods. The Bidders shall always act, in respect of any matter relating
to this Contract or to the Services, as faithful advisers to the Corporation, and shall at all
times support and safeguard the Corporations legitimate interests in any dealings with the
third parties.
32. CERTIFICATE OF COMPLETION
The work under the contract/assignment shall be deemed to have been completed in all
respects only when so certified by FCI. The decision of FCI in this regard shall be final and
binding on the Bidder.
33. INCIDENTAL SERVICES AT FREE OF COST:
The Agency shall be responsible for performing all the services detailed in and arising out of
and incidental/auxiliary to this contract whenever required by the General Manager or an
Officer acting on his behalf without any additional remuneration/Fee.
34. BIDDERS NOT TO BENEFIT FROM COMMISSIONS, DISCOUNTS, ETC.
The Fee of the Agency shall constitute his/their sole remuneration in connection with this
Contract or the Services, and the Agency or their Personnel or agents shall not accept for
their own benefit any trade commission, discount, or similar payment or any other benefits in
connection with activities under the Contract.
35. PROHIBITION OF CONFLICTING ACTIVITIES
Neither the Agency nor their Personnel shall engage, either directly or indirectly, in any such
activities which conflicts with their role under the assignment.
36. RELATIONSHIP WITH THIRD PARTIES
All transactions between the Agency and third parties shall be carried out as between two
principals without reference in any event to the Corporation. The Agency shall also undertake
to make the third parties fully aware of the position aforesaid.

23

37. DAMAGES
The Agency shall be liable to pay damages to FCI for any losses, costs and expenses incurred
by the corporation due to breach of any of the terms and conditions of this contract and
failure to perform any of the obligations under the contract.
38. INDEMNITY
The Agency shall indemnify defend and hold harmless the FCI during and after the term of
this contract from and against all liabilities, damages, loses, expenses, demands, actions,
proceedings, costs and claims of any nature whatsoever arising out of the acts, omissions,
negligence and breach of this contract.
39. ADDITIONAL INFORMATION:
In case if any additional clarification of the assigned consultancy is required, the Agency
should be in a position to give such clarification /refinements at no additional cost.
40. PERFORMANCE STANDARDS:
The Agency shall perform the Services under the contract with the highest standards of
professional and ethical competence, integrity and transparency. He/They shall promptly
replace any employees assigned under this Contract that the Corporation considers
unsatisfactory.
41. DELAY IN THE ASSIGNMENT AND LIQUIDATED DAMAGES:
41.1 The Agency shall be liable for all costs, damages, compensation, fees, charges, levies,
and expenses suffered or incurred by FCI due to the him/their or his/their employees
negligence and/or un-workman like performance of any services under this Contract, or
breach of any terms of the Contract, or failure to carry out any of the obligations under the
Contract. The decision of the FCI regarding such failure of the Agency and their liability for
the losses, etc. suffered by FCI, and quantum of such losses, shall be final and binding on the
Agency and FCI is entitled to recover all such losses from them.
41.2 Without prejudice to generality of the foregoing and subject to force majeure, the
parties to this contract treat time as the essence of every Phase (I,II & III) of assignment and
it is an additional condition of the Contract that in the event of failure of the Agency to
adhere to the time schedule of every Phase of any assignment within the stipulated time or If
the work remains not commenced/or incomplete at any stage with reference to time
prescribed and reason for delay cannot be satisfactorily substantiated, without prejudice to the
other remedies available to the FCI under this contract and in Law, the Agency shall be liable
to pay FCI Liquidated Damages @ 1% (one percent) of total value of the assignment for
delay of every fortnight, subject to upper ceiling of ten percent (10%) of the value of the
assignment which the parties to the contract having agreed to as reasonable pre-estimate of
the losses to FCI arising on account of such failure.
NOTE: A delay of part fortnight will be considered as a complete fortnight for penalty
purpose.
41.3 Notwithstanding anything contained in Clause No.41.2, if in the opinion of FCI the
delay in completion of assignment is delayed unduly it shall be lawful for FCI to terminate
24

the contract at the risk and cost of such Agency and to forfeit the Security Deposit for
recovery of all losses, damages, costs and expenses which may be incurred by FCI
consequent to such termination.
41.4 If the Agency is unavoidably hindered in carrying out the function on account of
delayed decision or the approval by the Corporation/Departments, which are necessary to
carry out further work, he shall be allowed suitable extension of time by GM (Gujarat), FCI,
not exceeding the prescribed tenure of the contract, whose decision shall be final and binding
on the Agency. No claim of the bidder shall be entertained against the Corporation for such
delayed approvals/decisions by the Corporation, except suitable extension of time.
41.5 The Agency if at any time of the recruitment process fails to strictly adhere to or
deviates from any of the modalities/guidelines of recruitment process as stipulated in the bid
document or issued to him from time to time, without prejudice to the other remedies
available to the FCI under this contract and in law the Agency shall be liable to pay FCI
liquidated damages at the rate twice the rate quoted by him/them for such number of
applicants in respect of whom the deviations were committed, subject to upper ceiling of ten
percent (10%) of the value of the assignment which according to the parties to this contract is
a reasonable pre-estimate of the losses to FCI arising on account of such failure.
42. TERMINATION OF CONTRACT:
42.1 By Corporation
(i) In the event of the Agency having been adjudged as insolvent or going into liquidation or
winding up their business or making arrangement with their creditors, the FCI shall be at
liberty to terminate the contract forthwith and to realize from the Agency all resultant losses,
damages, costs incurred without prejudice to any other rights or remedies under the contract
and law and to get the work done for the unexpired period of the contract at the risk and cost
of the Bidders.
(ii) The FCI shall also have, without prejudice to other rights and remedies, the right in the
event of breach by the Bidder of any of the terms and conditions of the contract, or failing to
observe any of the provisions, obligations governing the contract, to terminate the contract
forthwith and to get the work done for the unexpired period of the contract at the risk and cost
of the Agency and to forfeit the Security Deposit or any part thereof for recovery of all losses,
damages, costs and expenses which may be incurred by FCI consequent to such termination
and / or in completing the assignment. FCI may also effect recovery from any other sums
then due to the Agency or which at any time thereafter may become due under this or any
other contract with FCI. In case the sum is not sufficient to cover the full amounts
recoverable, the Agency shall pay FCI on demand the entire remaining balance due.
(iii) FCI may at any time without assigning any reason terminate the contract without any
liability by giving 7 working days notice to the bidder.

25

43. PAYMENT UPON TERMINATION

The Corporation shall pay remuneration for Services satisfactorily performed prior to the
effective date of termination provided such termination is not on account of any breach of
contract by the bidder.
44. FORCE MAJEURE
44.1 A Force Majeure means any event or circumstance or a combination of events which
are beyond the reasonable control of the affected Party, which such Party could not have
prevented or reasonably overcome with the exercise of reasonable skill and care in relation to
the implementation of this Agreement, which do not result from the negligence of such Party
or the failure of such Party to perform its obligations hereunder which are of an
incapacitating nature and of a severe magnitude and have a Material Adverse Effect on the
affected Partys obligations under this Agreement. A Party shall be entitled to suspend or
excuse performance of its respective obligations under this Agreement to the extent such
performance is impeded by a Force Majeure event.
44.2 Procedure for Force Majeure
If an Agency claims relief on account of a Force Majeure, then the Agency claiming to be
affected by the such event shall, as soon as reasonably practicable and in any event within
seven days of becoming aware of the Force Majeure, give notice of and describe in
reasonable detail the effect of such Force Majeure to the FCI in writing, including the dates
of commencement and estimated cessation of such Force Majeure and its effects on the
Agencys obligations under this Agreement. Upon cessation of the situation which led to an
Agency claiming Force Majeure under this section the Agency shall within seven days
thereof notify the Corporation in writing of the cessation and the Agency shall as soon as
practicable thereafter continue performance of all obligations under this Agreement but
without prejudice to the excuse of performance of all obligations during the continuance of
the Force Majeure.
44.3 Prolonged Force Majeure
(i) In the event Force Majeure continuously impedes or prevents a Agencys performance for
longer than 60 consecutive days from the date of commencement of such Force Majeure,
notwithstanding the suspension of the obligations of the Agency, they shall decide by mutual
consent through consultation either the terms upon which to continue the performance of this
Agreement or to terminate this Agreement.
(ii) Any period within which a Party shall, pursuant to this Contract, complete any action or
task, shall be extended for a period equal to the time during which such Party was unable to
perform such action as a result of Force Majeure.
(iii) The Agency is entitled to the payments for the portion of the work already completed
before the happening of any event constituting Force Majeure culminating in termination of
contract. Decision of the FCI in this regard will be final.

26

45. NOTICES
Any notice, request, or consent made pursuant to this Contract shall be in writing and shall be
deemed to have been made when delivered by post/e-mail/hand delivery under
acknowledgment to an authorized representative of the respective Parties.
46. LOCATION
The Services shall be performed at such locations in Gujarat Region to be specified by the
Corporation from time to time.
47. GOVERNING LAWS AND JURISDICTION
This Contract shall be governed by the Laws of India for the time being in force. The courts
at Ahmedabad shall have exclusive jurisdiction for settlement of any dispute arising out of
execution of this contract.
48. CONFIDENTIALITY & NON DISCLOSURE
Any information pertaining to the Government or any other agency involved in the project,
matter concerning Government or the agency that comes to the knowledge of the
agency/organization in connection with this contract shall be deemed to be confidential and
the agency/organization will be fully responsible for the same being kept confidential and
held in trust, as also for all consequences of its concerned personnel failing to do so. The
agency/organization shall ensure due secrecy of information and data not intended for
circulation in public.

27

Appendix I

Instruction for online bid submission:

The bidders are required to submit soft copies of their bids electronically on the CPP
Portal, using valid Digital signature certificates. The instruction given below are meant to
assist the Bidders in registering on the CPP Portal, prepare their bids in accordance with the
requirements and submitting their bids online on the CPP Portal. More information useful for
submitting
online
bids
on
the
CPP
Portal
may
be
obtained
at:https://eprocure.gov.in/eprocure/app.
REGISTRATION
1) Bidders are required to enroll on the e-Procurement module of the central public
procurement Portal (URL: https://eprocure.gov.in/eprocure/app) by clicking on the link
click here to Enroll on the CPP Portal is free of charge.
2) As a part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts.
3) Bidders are advised to register their valid email address and mobile numbers as part of the
registration process. These would be used for any communication from the CPP Portal.
4) Upon enrolment, the bidders will be required to register their valid Digital Signature
Certificate (class II or class III Certificates with signing key usage) issued by any
Certificate Authority recognized by CCA India (e.g. Sify/TCS/nCode /eMudhra etc.),
with their profile.
5) Only one valid DSC should be registered by a bidder. Please note that the bidders are
responsible to ensure that they do not lend their DSCs to others which may lead to
misuse.
6) Bidders then logs in to the site through the secured log-in by entering their user ID /
password and the password of the DSC / e-Token.
SEARCHING FOR TENDER DOCUMENTS
1) There are various search options built in the CPP Portal, to facilitate bidders to search
active tenders by several parameters. These parameters could include Tenders ID,
organization name; location, date, value, etc. There is also an option of advanced search
for tenders, wherein the bidders may combine a numbers of search parameters such as
organization name, form of contract, location, date, other keywords etc. to search for a
tender published on the CPP Portal.
2) Once the bidders have selected the tender they are interested in, they may download the
required documents/tender schedule. These tenders can be moved to the respective My
Tenders folder. This would enable the CPP Portal to intimate the bidders through SMS/email incase there is any corrigendum issued to the tender documents.
3) The bidders should make a note of the unique Tender ID assigned to each tender, in case
they want to obtain any clarification / help from the Helpdesk.
PREPARATION OF BIDS
1) Bidder should take into account any corrigendum published on the tender document
before submitting their bids.
2) Please go through the tender advertisement and the tender document carefully to
understand the documents required to be submitted as part of the bid. Please note the
number of covers in which the bid documents have to be submitted, the number of
28

documents including the names and content of each of the document that need to be
submitted. Any deviations from these may lead to rejection of the bid.
3) Bidder, in advance should get ready the bid documents to be submitted as indicated in the
tender document/ schedule and generally, they can be in PDF/XLS /RAR /DWF format.
Bid documents may be scanned with 100 dpi with black and white option.
To avoid the time and effort required in uploading the same set of standard documents which
are required to be submitted as a part of every bid, a provision of uploading such standard
documents(e.g. PAN card copy, annual report, auditor reports, auditor certificates etc.) has
been provided to the bidders. Bidders can use My Space area available to them to upload
such documents. These documents may be directly submitted from the My Space area
while submitting a bid, and need not be uploaded again and again. This will lead to a
reduction in the time required for bid submission process.
SUBMISSION OF BIDS
1) Bidder should log into the site well in advance for bid submission so that he/she upload
the bid in time i.e. on or before the bid submission time. Bidder will be responsible for
any delay due to other issues
2) The bidder has to digitally sign and upload the requires bid documents one by one as
indicated in the tender document
3) Bidder has to select the payment option as offline to pay the tender fee/EMD as
applicable and enter details of the Transaction No. (UTR No.) at appropriate place.
4) Bidder should deposit the EMD as per the instruction specified in the tender document.
The details of EMD /cost of bid processing should be filled carefully at specified place
well before the closure time of the bid as indicated in the tender form. Otherwise the
uploaded bid will be rejected.
5) Bidders are requested to note that they should necessarily submit their financial bids in
the format provided and no other format is acceptable.
6) The server time (which is displayed on the bidders dashboard) will be considered as the
standard time for referencing the deadlines for submission of the bids by the bidders,
opening of bids etc. The bidders should follow this time during bid submission
7) All the documents being submitted by the bidders would be encrypted using PKI
encryption techniques to ensure the secrecy of the data. The data entered cannot be
viewed by unauthorized persons until the time of bid opening. The confidentiality of the
bids is maintained using the secured Socket Layer 128 bit encryption technology. Data
storage of encryption of sensitive fields is done.
8) The uploaded tender documents become readable only after the tender opening by the
authorized bid openers.
9) Upon the successful and timely submission of bids, the portal will give a successful bid
submission message & a bid summary will be displayed with the bid no. and the date &
time of submission of the bid with all other relevant details
10) The bid summary has to be printed and kept as an acknowledgement of the submission of
the bid. this acknowledgement may be used as an entry pass for any bid opening meetings
ASSISTANCE TO BIDDERS
1) The time for seeking clarification and giving replies may be specified by Regional Office,
Ahmedabad (Gujarat) preferably it should be before closing of the time of bids. The
queries and replies will be submitted by e- mail only at the e-mail ID indicated in the
29

MTF. Any queries relating to the tender document and the terms and conditions contained
therein should be addressed to the Tender inviting Authority for a tender or the relevant
contact person indicated in the tender.
2) Any queries relating to the process of online bid submission or queries relating to the CPP
portal in general may be directed to the 24x7 CPP Portal Helpdesk. The contact number
for the helpdesk is 1800 233 7315.

30

Annexure I

TENTATIVE VACANCIES TO BE FILLED

Post

Quota

Number of Posts

Watchman (Under Cat. IV

post)

As per applicable Govt.

Norms.

107

31

Annexure II
Bidders Profile
Sr. Description
No.

Details

Name of the Bidder with full address,

Corporate Office/Head Office etc.
Website, e-mail ID, Telephone.
Provide a brief description of the
background of the firm/entity. The brief
description should include constitution of
the firm, its objectives, some of the main
clients of the firm etc.

Status(whether
Private/others)

3*

Composition of Bidder (State whether the

Bidder is a proprietorship concern, or
registered partnership firm, or a company,
OR a Registered Society. The name of the
proprietor, or all Partners, or, all the
Directors of the company, Directors &
Governing as applicable, shall be
furnished.)

4*

(i) PAN Number

Government

/PSU/

(ii) Service Tax Registration Number of

the Firm.
5*

Certificate from Chartered Accountant/

Cost Accountant with reference to the
turnover during the last five financial
years. Ref. Clause no. 9 of the bid
document.

6*

Furnish details of Sister concerns, if any,

with
the
name
of
Proprietor/Director/Partner thereof with
the nature of business.

32

Page No.(At which

Document referred
is
placed
be
provided)

7*

Date & Year of

incorporation of firm.

8*

Number of years of experience in

Recruitment Services.

Core Competency

10

Any other important information about

the firm.

11

Whether the Bidders contract with Food

Corporation of India, has been terminated
before the expiry of the contract period
for breach of any terms and conditions at
any point of time during the last five
years.

12

Whether the Bidders Earnest Money

Deposit and/or Security Deposit has been
forfeited/adjusted
by
the
Food
Corporation of India or any central/ State
PSU /Statutory Corporations, during the
last five years, for breach of any terms
and conditions.

13

Whether the proprietor/any of the partners

of the Bidder firm/any of the Directors of
the Bidder company have been at any
time, convicted by a Court for an offence
involving moral turpitude.

14

Details of personnel having experience in

recruitment process currently employed
with the firm: (indicate the names, their
qualification and experience).

15

Cancelled cheque of the bidders bank

account should be attached.

Establishment

NOTE: (*)Furnish self-attested copies of documents (who is authorized to sign the Tender
Document), documentary evidence from the Client i.e. copy of work order/
contract/agreement/ copy of the Certificate issued by clients etc., duly attested (who is
authorized to sign the Tender Document). The experience/details will not be counted/
reckoned for evaluation unless supported by sufficient documentary evidence.

33

Annexure III

PARTICULARS OF RECRUITMENTS/EXAMINATIONS CONDUCTED BY THE

BIDDER
SL
N
O

FIN.
YEA
R.

NAME OF
THE
CUSTOM
ER
(*)

(1)

(2)

(3)

STATUS OF
THE
CUSTOMER
(I.E.
WHETHER
PSU/STATE
GOVT./CEN
TRAL
GOVT./STA
TUTORY
CORPORATI
ON)

DETAILS
OF
EXAMINA
TION
HELD I.E.
ALL
INDIA OR
REGIONA
L OR
ZONAL

PAGE
NO. (AT
WHICH
DOCUM
ENT
REFERR
ED IN
COLUM
N NO.5 IS
PLACED,
BE
PROVID
ED)

MONT
H&
YEAR
OF
EXAMI
NAT
ION (*)

PAGE
NO. (AT
WHICH
DOCUM
ENT
REFERR
ED IN
COLUM
N NO.7
IS
PLACE
D, BE
PROVID
ED)

NUMBER
OF
APPLICA
TIONS
RECEIVE
D
DURING
EACH
RELEVAN
T
RECRUIT
MENT (*)

PAGE NO.
(AT
WHICH
DOCUMEN
T
REFERRED
IN
COLUMN
NO.9 IS
PLACED,
BE
PROVIDED
)

(4)

(5)

(6)

(7)

(8)

(9)

(10)

* BIDDERS MAY ATTACH SEPARATE SHEETS. IF REQUIRED.

*Provide documentary evidence from the Client i.e. copy of work order/ contract/agreement
for each of above mentioned assignment/ copy of the Certificate issued by client duly selfattested by an authorized representative who is authorized to sign the Tender Document. The
details so provided will not be counted for evaluation unless supported by sufficient
documentary evidence.

34

Annexure-III A
PRO-FORMA OF DECLARATION BY WAY OF AFFIDAVIT IN SUPPORT OF
ELIGIBILITY CRITERIA
(AFFIDAVIT SHALL BE ON NON-JUDICIAL STAMP PAPER OF APPROPRIATE VALUE
AS PER RELEVANT LOCAL LAW)
AFFIDAVIT

I , .(Name of the authorized signatory of the Bid document), aged. ,

(Designation)., M/S..(Full Address) do solemnly affirm and state as
under:
1. I am authorized and competent to sign the attached Bid documents and this Declaration by
way of Affidavit.
2. I hereby declare that the bidder Firm have turnover not less than Rs. 1 (one) crore in each
of the immediate preceding five financial years (2011-12, 2012-13, 2013-14,2014-15& 201516)
3. I hereby declare that the bidder Firm have satisfactorily completed not less than five
recruitments in immediate preceding five financial years (2011-12, 2012-13, 2013-14,201415 & 2015-16) for .Government Departments /
Central PSUs /State PSUs /State Govt. /Statutory Corporations and out of the said five
Recruitments, not less than two recruitments were during 2013-14, 2014-15 & 2015-16.
4. I hereby declare that the Bidder Firm have processed not less than 2000 Applications in at
least two recruitments in the immediate preceding five financial years (2011-12, 2012-13,
2013-14, 2014-15 & 2015-16).
The facts stated above are true and correct
Dated this the day of . 2016
(Deponent)
(Attested by Notary)

35

Annexure-IV
DECLARATION

1. I ____________________ Son/Daughter/Wife of ________________ Authorized

officer/representative of the Firm mentioned above and I am competent to sign this
declaration and execute this Bid document.
2. I have carefully read and understood all the terms and conditions of the Bid and undertake
to abide by them.
3. The information/documents furnished along with the above application are true and
authentic to the best of my knowledge and belief. I/We am/are well aware of the fact that
furnishing of any false information/fabricated document would lead to rejection of my Bid at
any stage without prejudice to any other rights that the Corporation may have under the
Contract and Law.
4. I further undertake that the person(s)/team deployed for consultancy services will complete
the work and they will not be removed from the assigned work till the completion of the
contract.

Signature of authorized Representative:

Full Name:
Designation:
Name & Address of Organization:
Seal:
Date:
Place:

36