7.1.1 Proposal Preparation Costs
The bidder is responsible for all costs incurred in connection with participation in this process, including, but not limited to, costs incurred in conduct of informative and other diligence activities, participation in meetings/discussions/presentations, preparation of proposal, in providing any additional information required by PURCHASER to facilitate the evaluation process, and in negotiating a definitive Contract or all such activities related to the bid process. PURCHASER will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
This RFP does not commit PURCHASER to award a contract or to engage in negotiations. Further, no reimbursable cost may be incurred in anticipation of award or for preparing this bid.
All materials submitted by the bidder become the property of PURCHASER and may be returned completely at its sole discretion.
7.1.2 Signing of Communication to the PURCHASER
All communications to Purchaser including this RFP and the bid documents will be signed on each page by the authorized representative of the bidder along with authority letter attached with the bid.
7.1.3 Pre-Bid Meeting
PURCHASER will hold a pre-bid meeting with the prospective bidders on <date> at 3:00 p.m. at <Venue> The Bidders will have to send their queries for Pre-Bid meeting prior latest by 3:00 p.m. <date> to Mr. <Name> by post or email.
7.1.4 Bidder inquiries and PURCHASER’s responses
All enquiries / clarifications from the bidders, related to this RFP, must be directed in writing exclusively to the contact person notified in this RFP document.
The preferred mode of delivering written questions to the aforementioned contact person would be through mail or fax or email. Telephone calls will not be accepted. In no event will the Purchaser be responsible for ensuring that bidders' inquiries have been received by 3:00 p.m. The queries by the bidders will be provided in the following format
Pre –Bid Queries for the RFP of for Selection of Service Provider for Providing IVRS/ SMS Services for Monitoring of Mid Day Meal Scheme
S. No Section Sub Section Page No
Clause of the RFP on which Clarification required
Clarification Required
After distribution of the RFP, the contact person notified by PURCHASER will begin accepting written questions from the bidders. PURCHASER will endeavour to provide a full, complete, accurate, and timely response to all questions. However, PURCHASER makes no representation or warranty as to the completeness or accuracy of any; neither response nor does PURCHASER undertake to answer all the queries that have been posed by the bidders. The responses to the queries from all bidders will be distributed to all.
No request for clarification from any bidder will be entertained after <Date> at 3:00 p.m. 7.1.5 Amendment of RFP Document
At any time prior to the last date for receipt of bids, PURCHASER, may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the RFP Document by an amendment.
The amendment will be notified on website and will be binding on them.
In order to afford prospective Bidders reasonable time in which to take the amendment into account in preparing their bids, PURCHASER may, at its discretion, extend the last date for the receipt of Bids. The bidders are allowed resubmit their bid- if required, after such amendments
7.1.6 Supplemental information to the RFP
If PURCHASER deems it appropriate to revise any part of this RFP or to issue additional data to clarify an interpretation of provisions of this RFP, it may issue supplements to this RFP. Any such corrigendum shall be deemed to be incorporated by this reference into this RFP.
7.1.7 PURCHASER’s right to modify submission deadline
PURCHASER may, in exceptional circumstances and at its discretion, can extend the deadline for submission of proposals by issuing an corrigendum or by intimating all bidders who have been provided the proposal documents, in writing or by facsimile, in which case all rights and obligations of the project and the bidders previously subject to the original deadline will thereafter be subject to the deadline as extended.
7.1.8 PURCHASER’s right to terminate the process
PURCHASER may terminate the RFP process at any time and without assigning any reason. PURCHASER makes no commitments, express or implied, that this process will result in a business transaction with anyone.
This RFP does not constitute an offer by PURCHASER. The bidder's participation in this process may result in PURCHASER selecting the bidder to engage in further discussions and negotiations toward execution of a contract. The commencement of such negotiations does not, however, signify a commitment by DIT to execute a contract or to continue negotiations. The PURCHASER may terminate negotiations at any time without assigning any reason.
7.1.9 Language of Bids
The Bids prepared by the bidder and all correspondence and documents relating to the bids exchanged by the bidder and PURCHASER, shall be written in the English language. Any printed literature furnished by the Bidder may be written in another language so long the same is accompanied by an English translation in which case, for purposes of interpretation of the bid, the English translation shall govern.
7.1.10 Firm Price
Prices quoted by the bidder must be all inclusive, firm and final, and shall not be subject to any escalation whatsoever during the period of the contract. Prices should indicate the price at site and should include all state and central taxes, Viz. sales tax, service tax, excise & custom duties on the final finished outputs/services tendered for. The prices quoted should also include all rights (if any) of patent, registered design or trademark and the bidder shall indemnify PURCHASER against all claims in respect of the same.
7.1.11 Earnest Money Deposit and its amount (EMD)
Bidders shall submit, along with their Bids, EMD of Rs200,000,00.00 (Rupees Two Crore Only) in the form of a Bank Guarantee only in favour of Pay and Accounts Officer, Ministry of Human Resource and development , payable at Delhi, valid for six months. EMD in any other form shall not be entertained. The EMD shall be denominated in Indian Rupees only. No interest will be payable to the Bidder on the amount of the EMD.
Unsuccessful Bidder’s EMD will be discharged/ returned as promptly as possible, but not later than 30 days after the empanelment to the Successful bidder
The EMD may be forfeited:
If a Bidder withdraws his bid or increases his quoted prices during the period of bid validity or its extended period, if any; or
In the case of a successful bidder, if the Bidder fails to sign the Agreement or to furnish Performance Bank Guarantee within specified time in accordance with the format given in the RFP.
The EMD shall be submitted with the technical bid in a separately sealed envelope as mentioned in this section. Bids submitted without adequate EMD will be liable for rejection.