1

ARUNACHAL POLICE HOUSING & WELFARE CORPORATION LTD

POLICE HEADQUARTERS::ITANAGAR

GENERAL CLAUSES OF CONTRACT[Original Works].

{TERMS, CONDITIONS , ELIGIBILITY AND GUIDELINES}

NIT No.PH/EC/NIET/AOP(12-13)/2013-14/
1. ELIGIBILITY CRITERIA
1.1 The bidder should be registered contractor under Government and Semi-Government
Construction Department as a contractor in Civil Category as per the class mentioned against
each scheme OR the bidder should posses experience certificate in APH&WCL who has
completed atleast three similar works of 30% of amount put to tender OR Two similar works of
atleast 60% of amount put to tender OR one 80% of similar work put to tender are elligible.
Experience Certficate should be issued by the technical officer not below the rank of Executive
Engineer.
1.2

The bidder should posses Solvency Certificate/financially sound certificate amount of which is
equivalent to the estimated cost put to tender and validity period of the Solvency Certificate shall
be 12(twelve)months from the date of issue of certificate by the Bank. The Solvency Certificate
without date, seal and signature of the issuing authority shall be rejected. The contractor should
also posses pass book in any recognised bank having e-banking facilities. The passbook number
should be clearly mentioned and submitted along with tender paper.

1.3

The Contractor should posses PAN Card. The contractor who are exempted from Income Tax
shall produce proof of such exemption.

1.4

The Contractor should posses Identity Card and Passbook in any recognised Bank having net
banking facility.

1.5

The Contractor who have surrendered any work alloted to him earlier and which EMD or part of
EMD have been forfeited are not elligible to participate.

1.6

The Contractor who failed to complete the work alloted to him earlier in scheduled time and
who have been imposed penalty are not elligible to participate.

1.7

All above documents should be scanned and save in pdf format and submit through online etender.

1.8

The interested bidder shall have to liase with NEXTENDERS teams at ( ' 08794077811) for
obtaining digital signature certificate and to know the procedure to use e-tendering for
submission of bid documents online at their own expenses.

2. ISSUE OF TENDER PAPER

2.1 The intended bidder shall download tender paper containing terms and conditions from the
website www.aphwcl.nic.in ./ aphwcl.ar.etenders.in
3. SUBMISSION OF TENDER / EMD/RATE.
3.1 The "Technical Bid" and "Price Bid" as per the format shall be submitted through e-tender.
3.2

EMD shall be deposited to the the account of EE APH&WCL in account No-10940061606 ,

SBI Itanagar Branch. Proof of deposit/transaction ID shall be scanned and upload along
with other documents.

3.3

EMD shall be deposited to the the account of EE APH&WCL in account No-10940061606 ,

SBI Itanagar Branch. Proof of deposit/transaction ID shall be scanned and upload along
with other documents.

3.4

Rates quoted shall be inclusive of all taxes like Income Tax, Forest Royalty, Mineral Royalty ,
Entry Tax ,Service Tax, Central Excise Duty,Octory duty, TDS, VAT, Cess and any other tax
levied by the Government . The same will be directly deducted from the Bill as per the
rate/percentage fixed by the Government from time to time.

3.5

Hard Copies of uploaded/required documents in sealed cover should be sent to the APH&WCL
office through Speed Post/Registered Post/By hand, address to "the Superintending Engineer"
Arunachal Police Housing :Police Headquarter Itanagar:PO RK Mission-791113, District
Papum Pare-Arunachal Pradesh.

4. OPENING OF TENDER.
4.1 The tender shall be opened as per the scheduled mentioned in NIT and through online by the
tender opening board.
4.2 The Technical Bid shall be opened first through online and the price bid for those who qualify
in technical bid shall only be opened for comparison.
4.3
4.4

Any unsigned tender format shall be rejected.

All items of work mentioned in Bill of Quantities are compulsory. Contractor/firm omitting any
item shall be rejected summarily.

4.5
4.6

The Rate quoted should be rounded up to 2 (Two) decimal points.

In case of the arithmetic mistake in totaling, the lower of the total calculated by the bidder and
actual total calculated by the tender board shall be taken as final.

4.7

The total amount quoted shall be taken in Comparative Statement . No individual items shall be
evaluated/counted for considering highest/lowest bidder.

5. REFUND OF EMD
5.1

The EMD of all the bidders shall be refunded on or after 10 days from the date of opening of
tender and on receipt of application.

5.2

The EMD shall be refunded in the form of inter-city cheque of SBI Itanagar and in the name of
bidder only. The contractor shall not insist for issue of cheque in the name of other firms/name.
The EMD of the L1, L2 and L3 shall not be refunded untill the result is declared. The EMD of
the selected bidder shall form the part of the Security Deposit which shall be refunded after
expiry of the liabality period. Intercity Bank charge/net banking charge shall be born by the
contractor.
The EMD can also be refunded through e-transfer in the account of the bidder as per the bank
account number given at the time of submission of the tender only and on application of the
contractor.

5.3

6. SCRUTINY AND DECLARATION OF RESULT

6.1 The Comparative Statement prepared by the tender opening board shall be further scrutinised by
the accepting authority before declaration of the result. Hence reccomendation of the tender
opening board shall not be treated as final.
6.2
6.3
6.4

Method for scrutiny shall be at the discretion of the tender accepting authority.
The result shall be published in our website "www.aphwcl.nic.in" and displayed in notice
board.
The quoting lowest rate shall not guarantee right for the bidder to claim for award of work.

7. AGREEMENT/WORK ORDER
7.1 The selected bidder shall execute agreement with the APH&WCL as per the standard agreement
deed form.
7.2

The bidder has to deposit attested copy of required documents at the time of agreement, such as
Contractor Registration, VAT registration, additional EMD if require, Performance Guarantee ,
Specimen signature, Identity Card, Pass Book No etc

7.3

A certified copy of agreement shall be supplied to the bidder free of cost if desire by the
contractor once only.

7.4
7.5

After signing of an agreement,Order shall be issued to the contractor to start the Work.
The Contractor should submit self attested copy of passport size photograph and Bank Account
Number with the name of Bank at the time of Agreement.

7.6

Successful bidder have to submit specimen signature duly countersigned by authorised bank
/Magistrate at the time of agreement.

7.7

Successful bidder have to submit Performance Guarantee @5% of the agreement amount in the
form of Bank Guarantee/Banker Cheque/Fixed Deposit.

7.8

For the quoted amount upto Rs Ten Lacs Work Order Shall be issued on the basis of tender.

7.9

For extra and substituted items, additional Work Order shall be issued in accordance with the
delegation of power in the CPWD Work Mannual with suitable amendment if any by the
Governemnt or the Corporation. The extra/deviated items which are not related to the main
component of works shall be executed through department or other agency.

7.10 The rate for extra-additional items shall be as per the Corporation Rate.
8. HANDING OVER OF LAND AND START OF WORK.
8.1

Work should be started within 15 (Fifteen) days from the date of issue of Work Order/signing of
agreement, failing which the Corporation reserves the right to cancel the work order.

8.2

In case, if the department fails to handover the land due to land dispute or whatsoever may be,
the time to start the work and tender validity period shall be extended. In case of non availability
of land thereafter, the tender shall be cancelled and EMD shall be refunded in full without
interest.
The client and the Corporation reserves the right to change the site as per the convenience of the
Department. Additional amount involve for development of the site after finalisation of the
tender ,because of change of site without the fault of the contractor shall be taken as extra-items
of work within the meaning of the Work Manual.

8.3

9. MEASUREMENT AND PAYMENT.

9.1 Contractor shall claim bill supported by Computerised MB in standard format.
9.2

For Maintenance Work and Work worth less then 5 Lacs no running bill shall be applicable.

9.3

Intermediate payment other then the above slab can be made, if the payment authority desire to
do so in the interest of work.

9.4

The Contractor shall submit attested copies of NOC of Apex Bank.

9.5

The contractor shall submit photograph of the work done and progress report duly
countersigned by the client at every stage of payment. In case if EE/SE/GM/MD satisfied
themselves on the physical progress/ quality of the work done, then payment can be released in
absence of progress/NOC from the client or user.

9.6

Payment shall be made by cheque/electronic transfer as applicable against the registered pass
book account number submitted at the time of signing the agreement.

9.7

The contractor must produce identity card and bring proper printed money receipt to collect
cheque from office.

10. PENALTY /DEFAULTER.

10.1 At the event of a Contractor/firm failing to complete the work within stipulated time or within
extended time , the Corporation reserves the right to imposed penalty @ 1% per month from the
date of expiry of time and on the balance value of works OR may cancel the work order by
giving one time notice.

10.2 At the event of a cancellation, all the liabilities to contractors such as Performance Guarantee,
Security Deposit and balance amount, if any, shall be forfeited.
11. GENERAL TERMS & CONDITIONS.
11.1 The firm/contractor shall not sublet the work after award of work to their respective firm. If such
case is reported to this office, the tender shall be cancelled.
11.2 The time and venue of the tender opening may be changed, if required, due to unavoidable
administrative reasons, after notifying the same.
11.3 The black listed contractor of the state/central Government or Government undertaking
Department, if it comes to the notice of the APH & WCL before opening of the tender shall be
rejected summarily.
11.4

The selected contractors have to submit an option for VAT deduction duly signed by the
competent authority of the Tax & Excise Department in appropriate format failing which the
VAT shall be deducted straightway @ 12.5% OR as per the prescribed rate of Government.

11.5 If two or more tenderers quote the same percentage/rate for a work ,then the decision of tender
accepting authority shall be final and binding in all respects without any claim, what so ever,
from/by the other tenderers.
11.6 Downloading of quotation format or having experience or/ and bidding lowest amount are not
sufficient ground for selection of the contractors for a particular scheme. The previous records
(written or unwritten) of the contractor and his behavior with any staff in APH &WCL or in
other organisation shall also be a guiding factor for selection of the contractors/firms.
11.7 The interested bidder has to submit EMD as prescribed in NIT. Such amount shall be kept as
security for the period of 6 months after completion of the Works and shall bear no interest.
11.8 The successful bidder has to deposit 5% of bid amount as Performance Guarantee within 15
days from the date of acceptances of quotation in accordance with the CPWD work Mannual
failing which his work order/agreement shall not be issued and quotation shall be cancelled.
Performance Guarantee shall not be returned until the work is completed.
11.9 An amount equivalent to 3% of tender cost in addition to EMD shall be deducted from every bill
as further security which will be returned back after expiry of liabality period of 6 months and
on certification of the Engineer and the client/user. Such amount shall bear no interest. In case
Engineer Incharge/GM/MD themselves are satisfied the quality of works after 6 months liabality
period then SD can be released without obtaining NOC from the client. However no security
shall be deducted for the repair & maintenance work and EMD shall be kept hold up till
completion of the work. Such EMD shall not bear any interest.
11.10 If the contractor bids 15% below estimated cost and the tender board accepts his tender, then
the selected bidder has to pay additional EMD equivalent to the amount of EMD prescribed in
the tender for the same work. Further the selected bidder has to give undertaking that there shall
be no any compromise in quality of the Work.
11.11 In case, if the corporation desire to accept the abnormally low rate, then the additionl security
amount equivalent to the rate difference between justified rate & quoted rate has to be deposited
by the contractor in cash / draft to EE/ MD, APH & WCL payable at SBI Itanagar. Such amount
shall not bear any interest. In case the contractor fails to deliver the good quality works, such
amount shall be forfeited 100% and shall be used for completion of balance work. Otherwise
the amount shall be refunded after expiry of 6 months liabality period is over.
11.12 Any dispute arising out of this tender, including interpretation of meanings, if any, shall have
the jurisdiction within Board of Directors of the Arunachal Police Housing & Welfare
Corporation Ltd.

11.13 The decision of the Corporation shall be final and binding.

11.14 In the event of withdrawal of fund or non-allocation of fund by the Government, the tender shall
be cancelled.
11.15 Corporation reserves the right to cancel tender at any time without assigning any reason.
11.16 Contractors shall get the materials brought to the site, inspected and certified by Corporation
Engineers or Unit Inharge before putting into use in construction.
11.17 The drawings are subjected to change as per site conditions.
11.18 The corporation/client reserves the right to change the site on technical or some other
administration grounds.
11.19 In the event of cancellation of contract vide section 10.1 above , the contractor has to pay the
price escalation and cost differences caused owing to time gap and cost overrun for completion
of balance works.
11.20 Extension of time on valid ground can be given by the Engineer in charge in accordance with
CPWD manual on receipt of proper application from the Contractor. But no compensation for
escalation of price shall be applicable due to such extension.
11.21 If the work is suspended for more then 15 continuous days , without any reason, and such report
is received from the site in charge or CO/SP, then the work order/agreement shall be cancelled.
11.22 Quantities of Works in the Schedule of items can vary as per actual site conditions. But total
amount shall be restricted within the quoted amount. Payment for additional work done/extra
items/deviated/substituted for the similar items can be made separately as per the quoted rate
through Work Order provided that the fund is available against the said scheme. For the items
not mentioned in tender, the work order shall be issued on the basis of APSR 2007+current rate
difference in the market. Such additional work shall be carried out with the approval of Engineer
In-Charge only.
11.23 In case of inferior quality of works OR sub-standard work, contractor must rectify the works at
his cost failing which corporation will recover equivalent value as per the current market rate
OR shall deduct 5% being sub-standard OR as may be decided by the Engineer Incharge.
11.24 Commandant/SP of the concern District and his authorised representative Or other senior police
officers of the rank of DIG and above will have the right to inspect the work site for quality
assessment.
11.25 No extra payment shall be made for escalation of price. However competent authority may
approve for escalation of price for major items but such escalation shall be subject to
availability of fund against the scheme.
11.26 The building materials must be in conformity with the specifications given in the Work
order/Agreement, failing which Corporation reserves the right to reject it. For cement, steel and
CGI sheet, the firm shouldn get the material check/tested by the Engineer.
11.27 The Contractor shall handover the Works to the client and get clearance certificate from Unit In
charge of the Police Department before final payment is released & enclosed along with the final
bill.
11.28 At the event of a cancellation of Work Order, no part payment shall be made to the defaulting
Contractor. All liabilities due to Contractor shall stand forfeited or as may be decided by the
Corporation. Balance work shall be taken up Departmentally or may be awarded to any other
suitable Contractor on Work Order or by re-tender. Decision of the Corporation in this regard
will be final.
11.29 Contractor shall guard the building from the theft, damage or destroyed , till the building is
handed over to client. If the structure is destroyed/damaged by any means during construction
period/possesion of the contractor ,Corporation shall not hold any responsibility.

11.30 Value for the balance work/unexecuted work or part item or omitted items shall be as per APSR
2007 Plus/Minus current rate difference of CGI sheet, cement, rod and labour OR as may be
decided by the Engineer in charge.
11.31 The very low rate or abnormal low rate which may effect quality of works shall be rejected.
Hence corporate is not bound to accept lowest rate.
11.32 The contractor desires to withdraw from the tender can collect EMD before finalisation of
tender, but the contractor who quoted L1 , L2 and L3 shall not be allowed to withdraw from the
tender unless result is declared/validity period of tender is expired.
11.33 In case L1 backs out in the midway before expiry of validity period and before finalisation of
tender ,then 50% of the EMD shall be forfeited from the defaulting contractor and Tender
accepting authority may award work to L2 or may call for re-tender or limited tender as deem
fit. Such defaulting contractor shall not be allowed to participate in future tender.
11.34 The tender shall be valid for the period of six months from the date of opening of tender.
11.35 The tender shall stands cancel in case if the client withdraw fund in the mid-way OR not
place/deposit fund to APH&WCL.
11.36 In case, if the contractor failed to hand over building inspite of imposing maximum penalty and
several reminder, then department can engage any contractor or take up the work departmentally
without any prior notice.The expenditure incurred for completion of work shall be directly
deducted from the agreement amount as per the prevailing market rate. Delay beyond six month
will be the sufficient ground to impose this clause on contractor.
11.37 In case, the contractor seems financially weak and department decided to get the work
completed through the same contractor within stipulated time, then department can issue
material to the contractor at market rate and the expenditure involved shall be deducted from the
agreement/work order amount of the contractor. Similarly if the work is delay for non-payment
of wages to labour, then the corporation can directly released payment to labours as per the
outturn of the work done. The cost involved on labour payment shall be deducted from the
agreement amount of the contractor.
11.38 The electrical, furniture, service connection and any finishing items not included in tender shall
be carried out by the Corporation departmentally/by engaging other contractor . The contractor
shall not carried out or claim these items for award to him.
11.39 The date of start of work shall reckon with effect from the date of order to start the work/date of
handing over of the site.
11.40 The contractor shall have to liase with the next-tender for any technical guidance for e-tendering
and have to bear the professional fee as the case may be.
11.41 Any dispute arising out of this tender shall have jurisdition of the court located in
Itanagar/Naharlagun only.
11.42 Other terms and conditions not mentioned here, but promulgated by the Government or Act or
law in the matter of labour ,Royalty, Tax etc, shall be binding on the firm/contractor.
12. REJECTION OF TENDER.
In addition to eligibility criteria and documents required mentioned above, the following may also be the
reason for rejection of tender.
12.1 If the quality of works done by the contractor in the past was not found satisfactory.
12.2 If the contractor or his workers needs constant supervision for quality works.
12.3 If the contractor has indirectly sold his works to others or sublet to others and regularised
through power of attorney in earlier case or allow other to work by earning commisions.

12.4 If the contractor/firm and his employee's behavior with the employees of the Corporation at site
or in office is not proper and courteous.
12.5 If contractor/firm has sought repeatedly extension of time in earlier cases or he fails to
complete the previously allotted works in time.
12.6 If the contractor/firms has the records of being blacklisted by any Govt Department/Public
Sector/ Corporation etc.
12.7 If the contractor/firm is not financially sound to carry out the work, but some how manages to
get solvency certificates by influence or extraneous means.
12.8 Any other adverse remarks by the Police authorities may also be the cause for its rejection.
12.9 If the contractor/Firm does not practically posses quality equipment and man power but
manages to register as contractor/firm.
12.10 If the contractor/firm has any pending legal case with APH & WCL in any court .
13. ADDITIONAL CONDITIONS FOR E-TENDERING
This annexure contains instructions and rules governing e -Tendering that is now to be adopted. This is
not
a user
guide. Please
obtain a user guide from the service provider M/s Nextenders India Private
13(A)
BIDDING
DOCUMENTS
Limited
Notes of Internet based electronic tendering
When Internet based electronic tendering is being used, the following forms may be prepared and
submitted
online.Bid
The&forms
submitted
online,
not be submitted
Both Technical
Financial
Bid must
beneed
submitted
online. separately on paper. For online
submission, appropriate mode of submission will have to be selected by the bidder and once selected,
Documents
to be furnished by the bidder in compliance to section 2 will have to be submitted online.
cannot be changed.
Bidders
are
to submit
papers
for technical
by scanning
and
theassame
beforein
Qualification
Information
and other
forms
Original
hard-copy
of the
the required
following
documents
must bebid
submitted
within
theuploading
time frame
specified
the
expiry
of
the
sequence-Online
Bid
Preparation
&
Hash
Submission
in
the
activity
schedule
the
Technical
IFB ADDITIONAL
, in specifications
a bound formNOTES
and not ON
in loose forms. The serial order will be maintained for the different
13(B)
mentioned
in the IFB.
Bidders
may payAMENDMENT.
the cost of bid electronically through the ETS. Bidders
forms as furnished
in the
section.:
submitting
DD/Bankers
cheque
as
cost
ofonbid
shall
also upload
the scanned images
theprerogative
same.
All
issued
will be published
website
aphwcl.etenders.in.
It isofthe
of
i) amendments
Cost of Bid
if submitted
in the form
ofthe
DD/Bankers
Cheque.
the
contractors
to
visit
the
aforementioned
site
for
corrigendum,
addendum
and
amendment
notices.
ii)
SecurityAND
or EMD.
13( C) Bid
FORMAT
SIGNING OF BID.
These
have
be read in
in Section-2
conjunction
the tender document and have to be signed and
iii) notices
Affidavit
astospecified
of with
bid document.
All
online
forms
to
be
filled
up
by
the
bidders
will be hashed and digitally signed as per the
submitted
online
along with
the bid. in Section-2 of bid document..
iv)
Bank
Certificate
as specified
procedure
described
in
the
user
guide.
13(D) ADDITIONAL NOTES ON SUBMISSION OF BIDS
(i)

The Bidder shall fill up all online forms following the procedure for e-tendering.

(ii)

The Bidder shall generate the bid hash following the procedure of online bid preparation and
digitally sign with his own digital certificate and submit the hash as per the online bidding
procedure for both technical and price envelopes

(iii) The bidder shall verify the generation of the Super hash as per the time schedule in IFB.
(iv) The bidder shall decrypt the bid and submit it in an encrypted form as per the online bidding
procedure and
(v)

Online bid forms must be filled up and bid hashes signed and submitted before the deadline
specified at serial no.3 in the tender time schedule of IFB.

(vi) All Documents to be submitted in paper form must be received by the Employer at the address
specified in Appendix to ITB not later than the date indicated at serial no. 3 of the tender time
schedule of IFB; Online bidders must decrypt and submit their re-encrypted bids before the
expiry date specified at Serial No 5 of the Tender Time Schedule in IFB. Failure to submit reencrypted bids will result in the bids being treated as cancelled bids and would entail forfeiture
of the bid security.
(vii) The Employer may extend the deadline for submission of the bids by issuing an amendment in
accordance with clause 10 of ITB, in which case all rights and obligations of the Employer and
the bidders previously subject to the original deadline will then be subject to the new deadline.

(viii) Online bids can be modified or cancelled online before the expiry date and time specified at
Serial No 3 of the Tender Time Schedule in IFB. After the deadline no modifications or
withdrawals are allowed.
13(E) BID OPENING AND EVALUATION
(i)

Notes to Clause 23 of ITB - Bid Opening

The Employer will open all the Bids received, including modifications made pursuant to Clause
22 of ITB, in the presence of the Bidders or their representatives who choose to attend at time,
date specified in Tender Time Schedule in IFB at the address specified in Appendix to ITB in
the manner specified in Clause 20 and 23.3. In the event of the specified date of Bid opening
being declared a holiday for the Employer, the Bids will be opened at the appointed time and
location on the next working day.

(ii)

Online Technical Bid documents will be opened first. The amount, form and validity of the
bid security furnished with each bid will be announced. If the bid security furnished does not
conform to the amount and validity period as specified in the Appendix to ITB, and has not been
furnished in the form specified in Clause 16, the online technical bid and the online financial
bid will be destroyed and all papers submitted will be returned to the bidder.

(iii)

At the time of opening of online Financial Bid, the names of Bidders were found responsive
in accordance with clause 23.4 (iv) of ITB will be announced. The bids of only these bidders
will be opened. The remaining bids will be destroyed. The responsive Bidders names, the Bid
prices, the total amount of each Bid, any discounts, Bid Modifications and withdrawals, and
such other details as the Employer may consider appropriate, will be announced by the
Employer at the opening. Any Bid price or discount, which is not read out and recorded, will not
be taken in to account in Bid Evaluation.

13(F) Bidders must complete Submit Bids Online stage in due date and time otherwise the bids will
not be considered as submitted
Electronic Tender No:1
Package No. :2
Name of Work : 3
Value of work Approximate (in Rs.):4
Bid Security :- Rs.
5
Cost of Document :- Rs.
6
Period of Completion :7
Address for Paper Submissions and Opening :8

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