TENDER FOR APPOINTMENT OF CARRYING & FORWARDING AGENT (CFA) AND CLEARING & TRANSPORTATION AGENT FOR BITUMEN OPERATION AT COLOMBO, SRI LANKA

I.                  CARRYING & FORWARDING AGENT (CFA)

II.                CLEARING & TRANSPORTATION

FOR BITUMEN OPERATION AT COLOMBO, SRI LANKA

Rs. 2500/- (non refundable / non transferable)for collecting physical documents

The tender documents downloaded are not transferable and can be used only by the registered tenderer who has downloaded the documents.  Hence any tender submitted by the tenderers who have neither bought the tender nor downloaded the same shall be rejected outright.

Bid Bond (BB) mentioned above shall be paid by way of Demand Draft / Bank Guarantee (as per prescribed format) in favor of Lanka IOC PLC.

The original DD/BG shall be submitted

Sr. Vice President Lubes (M&P)

Email: skhaldar@lankaioc.com

Mobile: 075 927 8687

1.2   The contract will be valid for 2 year from the date of commissioning of CFA and renewable for future period of 1 year on mutual consent. Renewal of the contract after the expiry of the original period of 1 year shall be at the sole discretion of LIOC. In the event of renewal of the contract, the period by which the contract is extended shall not exceed one year. The renewal of the contract, if any, shall be subject to mutual agreement on the terms and conditions applying to the renewal period, including the rates payable.

In case the contract is not renewed after one year on mutually agreed rates, terms & conditions, LIOC will have discretion to extend the contract for three month on the same rate, terms & conditions.

The above figures are indicative and subject to change depending upon the requirement during the contract period.

A.       For Carrying & Forwarding Agent (CFA)

Techno-Commercial Bid (Unpriced) of the tenderers will be evaluated based on total marks scored against individual items mentioned in the “Techno-Commercial Bid Evaluation Sheet”.

Total marks obtained in Techno-Commercial Bid by the tenderers will be displayed on the office notice board before opening of Price Bids.

Price Bid of the tenderers who qualify in the Techno-Commercial Bid shall only be opened.

Tender will be finally evaluated on the basis of the score/ marks arrived using following formula for individual qualified parties in Techno-Commercial Bid:

Technical Score obtained          Lowest price quoted by any

by party                                       technically qualified Party

Total Score =————————— x 67% +         ——————————–x 33%

Highest Technical Score              Price quoted by Party

Obtained by any party

The tenderer scoring maximum score/mark in the evaluation as at 1.4 above shall be the lowest tenderer (L1). The lowest tender shall mean lowest acceptable rate quoted by the L1 party (with or without negotiations as the case may be) after following the Corporation’s rules on bid comparison. Subsequent ranking of the tenderers in the tender (L2, L3, L4 ……) will also be as per evaluation in the same manner. A panel list will be displayed after opening of price bid on the office notice board.

B.      For Clearing & Transportation

Tender will be evaluated among the technically qualified partied on lowest net delivered rate from Port to CFA. L1 party will be decided accordingly. The Company is not bound to accept the lowest rate for any tender and reserves the right to accept one or more tenders in part.

C.    Distribution of Business

The Bidders are required to submit their bid strictly as per the price format enclosed as Section VII. The Bidder is required to quote for both the items (A & B) for which quotes are being requested. In case a bidder does not quote for all item, Lanka IOC reserves the right to not to consider this bid for further evaluation and consideration.

The “Grand Total” (item A & B) will be considered for the purpose of determining the lowest bidder. The Bidder which quotes the minimum amount as per “Grand Total” will be considered as the L-1 Bidder. Negotiations, if required may be carried out with the L-1 Bidder at the sole discretion of the company. The company reserves the right to ask the L-1 bidder to match the lowest quotes received by another bidder for any specific item (A or B) as per Price Bid. In case L-1 Bidder is not able to match the lowest bid for any particular item (A or B), the company reserves the right to award the contract to that bidder which is lowest bidder with regard to that particular item (A or B).

Lanka IOC reserves the right to accept any tender in whole or in part or reject any tender or all tenders or place order for any value below or above the tendered value without assigning any reason thereof.  Company also reserves the right to split the policy between two or more bidder if necessary.  Such a step shall not form the basis for alteration of rates.  The Company is not bound to accept the lowest rate for any tender.  The decision of the Company in this connection will be final.

D.     Award of Contract  

The successful tenderer will be initially issued a Letter of Intent (LOI) by LIOC. LOI Holder will have to make available all the required infrastructure facilities and fulfill all other conditions as mentioned in the LOI/tender within 120 days from the date of issuance of LOI, failing which LIOC shall have the right to resort to actions as deemed fit, including cancellation of LOI. LIOC at its sole discretion may extend the validity of the LOI depending upon the reasons for delay in fulfillment of the conditions precedent and development of required infrastructure facilities.

On successful completion of all the conditions precedent as mentioned in the LOI and development of required infrastructure facilities within the stipulated timeframe or extended timeframe, as the case may be, LIOC will issue a Letter of Appointment (LOA) to the LOI holder.

In case, LOI of L1 candidate is cancelled, LIOC will have the sole discretion of issuing fresh LOI to the L2 candidate as per the empanelled list and so on till the last empanelled candidate is issued LOI provided they match the rate finalized with L1.

a.       Annual turnover should be at least to the extent of LKR 35 million during any of proceeding three completed financial years ending 31st March 2023 for party quoted for both the items.

b.       If a Tenderer, being an individual, carries on business under different business names/concerns and applies in the name of anyone of such business names/concerns, then the Turnover and other financial ability of all such business names/concerns will be considered.

c.        Tenderer should have at least one year’s experience prior to the date of advertisement in handling CFA operations/Warehouse management in any one of the last five years preceding the date of advertisement and should have the ability to arrange for transportation for clear the cargo.

d.       In addition to above, the following conditions are also to be fulfilled by the tenderer:

Citizen(s) of Sri Lanka, minimum 25 years of age on the tender closing date and not have been convicted in any court of law.

e.        The tenderers who have been terminated by LIOC on account of non performance/malpractices of any of channel like Petrol Shed /SSI/SMS/ CFA/Distributor shall not be eligible for selection of CFA.

For Partnership Firms:

a.       Annual turnover should be at least to the extent of LKR 35 million during any of proceeding three completed financial years ending 31st March 2023 for party quoted for both the items.

b.       Turnover of the tenderer (partnership firm) will be considered.

c.       Tenderer should have at least one year’s experience prior to the date of advertisement in handling CFA operations/ Warehouse management in any one of the last five years preceding the date of advertisement and should have the ability to arrange for transportation for clear the cargo.

d.       The tenderer (Partnership firm) should be registered in Sri Lanka.

e.       In addition to above, the following conditions are also to be fulfilled by all the partners individually of the proposed CFA:

Citizen(s) of Sri Lanka, minimum 25 years of age on the tender closing date and not have been convicted in any court of law.

f.         The tenderers who have been terminated by LIOC on account of non performance/malpractices of any of bitumen channel like Petrol Shed/Distributor/ SSA/SSI/ SMS/CFA shall not be eligible for selection of CFA.

For Limited Companies/Co-Operatives:

a.     Annual turnover should be at least to the extent of LKR 35 million during any of proceeding three completed financial years ending 31st March 2023 for party quoted for both the items.

1. Tenderer should have at least one year’s experience prior to the date of advertisement in handling CFA operations/ Warehouse management in any one of the last five years preceding the date of advertisement and should have the ability to arrange for transportation for clear the cargo.

1. The tenderer should be registered in Sri Lanka.

1. The tenderer who has been terminated by LIOC on account of non performance/malpractices of any of bitumen channel line Petrol Shed/SSA/SSI/SMS/ CFA/ Distributor shall not be eligible for selection of CFA.

2)     Copy of a letter from the banker of the tenderer stating the current limit of the tenderer.

3)     Copy of the documents/instrument submitted as own capital.

4)     Experience – Copy of

(a) CFA agreement covering period or equivalent documents

(b) Work order covering period with value of the contract or equivalent documents.

5)     Truck / forklift details:

(a) For lease Truck for transportation & forklift for loading / unloading – Consent letter from owner along with copies of vehicle registration certificate

(b) For own truck/ forklift; copies of vehicle registration certificate.

6)     Copies of at least any one of these documents should be submitted along with the offer (Passport/NIC certificate) where date of birth is mentioned. Applicable for Proprietary & Partnership Firms

7)     Copy of letter stating that Tenderer has not been terminated from the contract of bitumen channel line SSA/SSI/SMS/CFA/Distributor/Petrol Shed by LIOC on account of non performance/malpractices.

8)     Affidavit confirming that the tenderer has/have not been convicted under court of law

2) Partnership deed in case of Partnership firm

3) VAT/NBT registration or proof of application

4) Registration with Sri Lanka Customs and Sri Lanka Port Authority for clearing & handling of cargo.

5) Power of Attorney (Authorization for signing of tender documents, participating into the tender and participate in the interview

Bid Bond, Price Bid, tender fee

1.      Coordination / Liaison with Sri Lanka Customs

2.      Coordination / Liaison with Import Controller, Sri Lanka

3.      Coordination / Liaison with Sri Lanka Ports Authority

4.      Coordination / Liaison with Shipping Agents

5.      Coordination / Liaison with Bank

6.      Coordination / Liaison with Insurance Company

7.      Clearing and Transportation of Consignment

8.      Compliance with local statutory requirements

9.      Implementation of quality system as advised by LIOC

10.   Any other related job as directed by LIOC

B.        Clearing & Transportation will be responsible for following day to day activities:

1.                         Stores Management – Receipt, Storage, Handling and Issue

2.      Inventory management – inventory status and accuracy

3.      Receiving and scheduling orders for supply

4.      Dispatching products to Channel partners

5.     Billing to customer and receipt of payment thereof, deposit of payment to the bank and any other Invoicing documents as required by LIOC

6.      Compliance with local statutory requirements

7.      Implementation of quality system as advised by LIOC

8.      Any other related job as directed by LIOC

Bidders shall sign & put their seal on all the documents to be submitted in favor of their credentials and submit the same along with their offer before the due date & time.

1.                Late bids shall not be accepted. The bidders are advised not to wait till the last minute of submission date / time for submitting the bid documents and ensure submission of their bids well in advance of the closing date. LIOC does not undertake any responsibility if the bidders are unable to submit their bids due to any reason whatsoever or otherwise and no claims shall be entertained.

Conditional offers are liable for rejection.

Bidders must fill-up the undertakings in the tender document and put seal and signature. This document then should be submitted.

LIOC reserves the right to accept/reject any or all bids or to split the work amongst various tenderers or to award only part of the work or cancel the total bid process without assigning any reason whatsoever.

The bidder shall bear all costs associated with their bid including costs and expenses relating to the visits to the site etc and LIOC will in no case be liable for these costs regardless of the outcome of the bidding process.

2.

3.      Tenderer is advised to refrain from submitting any false, forged documents, the penalty for which shall be severe including holiday listing/blacklisting.

4.      At the cost of repetition, we would like to emphasis that the quality of service and timely execution is of paramount importance and under no circumstances these shall be allowed to be diluted. The tenderer are advised to take note of the same.

5.      Clarifications with respect to tender shall be obtained from LIOC during pre bid Meeting only. The clarification asked /given shall become a part of tender Conditions and the same shall be also submitted duly signed by the bidders along with bid of tender.

6.                Any sort of canvassing by the tenderer shall result into outright rejection of their offer.