Project title:  

1. Running Dzongkhag Canteen 

Source of funding: Not applicable. 

Contract Ref:-CDA/Proc-01/2021-2022/7407 

Dear Sir/Madam, 

1. You are invited to submit your priced bid for the supply of the following items 

Running Dzongkhag Canteen and rendering catering services for one year on  framework contracting basis 

2. The bidder(s) must quote for all items under this invitation. Each item shall be evaluated  and the contract will be awarded to the firm offering the lowest evaluated price (sum of  all the prices) 
3. The bidder(s) shall submit one original of the priced quotation with the Form of Bid and  clearly marked ORIGINAL. In addition, the bidder shall submit a copy of bid, marked  “COPY”. The quotation including all documents should be sealed in an envelope as  required by PRR 2015 clause 5.1.7.2. in the event of any discrepancy between original  and copy, the original shall prevail. Your quotation in the required format should be  addressed and submitted to: 

The, 

Chairman, 

Dzongakhag Tender Committee, 

Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 

4. The deadline for submission of your quotation(s) by the purchaser at the indicated  address is on 16th June 2022 latest by 10:30AM and will be opened on the same day by  11:00AM in DYT hall/conference hall. 
5. The bid shall be accompanied by a bid security of Nu. 10,000.00 (Nu. Ten Thousand) in  the form of cash warrant, demand draft or unconditional Bank Guarantee in favour of  Chairman Dzongkhag Tender committee, which should be valid for the period of 6  month. Any bid not accompanied by bid security shall be treated as non-responsive. 
6. Quotation by fax is not acceptable.  
7. The quotation should be submitted as per the following instructions and in accordance  with the attached Contract. The attached Terms and Conditions of Supply is an integral  part of the Contract. 
8. a) PRICE: all prices shall be quoted in Ngultrum. ( Bhutanese currency) The quoted  price shall be inclusive of all related costs including taxes, duties and other levies  to the final place of delivery. The final place of delivery is as per supply order. 
9. b) EVALUATION OF QUOTATION: offers determined to be substantially  responsive to the technical specifications will be evaluated by comparison of their  quoted prices. In evaluating the quotations, the purchaser will determine for each  quotation the evaluated price by adjusting the priced quotation by making any  correction for any arithmetical errors as follows;  

(i) Where there is a discrepancy between amounts in figures and in words, the  amount in words will govern;  

(ii) where there is discrepancy between the unit rate and the line item total  resulting from multiplying the unit rate by the quantity, the unit rate as  quoted shall govern unless in the opinion of the Employer there is an  obviously gross misplacement of the decimal point in the unit rate, in which  case the line item total as quoted shall govern, and the unit rate shall be  corrected. 

(iii) if the supplier refuses to accept the correction, this quotation will be  rejected and the bid security shall be forfeited. 

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Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 

1. c) AWARD OF PURCHASE ORDER: the award will be made to the bidder who is  offering the lowest sum of evaluated price. The successful bidder will sign a  contract as per attached form of contract and terms and conditions of supply. 
2. d) VALIDITY OF THE OFFERS: your quotation(s) shall be valid for a period of 1year (365 days) from the deadline for receipt of quotation(s).  
3. Further information can be obtained from: Dzongkhag procurement section on any  working days. 
4. The Dzongkhag Administration, has a Quarter that is being allocated for running a  Dzongkhag Canteen by any interested Hoteliers through National Open Competition by which this Request for Quotation is issued. 
5. The quotation(s) will be opened in the presence of bidders or their representatives who  choose to attend at the specified venue and time.  
6. The Evaluation shall be done within 7 working days from the date of opening  12. The Purchaser is not bound to accept the lowest bid and reserves the right to accept or  reject any or all the bids without assigning any reason whatsoever. 
7. The bidder whose bid is accepted will be notified of the award of contract by the  Purchaser prior to expiration of the quotation validity period.  

The terms of the accepted offer shall be incorporated as follows: 

1. A) Qualification criteria 
2. I) The contract period is valid for 1year from the date of award of contract II) Should have valid trade license for restaurant 

III) Should possess required experience in running canteen/restaurant 

1. B) Capacity requirement of bidder 
2. i) Should be able to cook both Bhutanese and Indian menu items 
3. ii) Should be able to cater to minimum of 150 heads 

iii) Should supply as and when required and notified through supply order iv) Should supply standard quality/quantity of food 

1. v) Should maintain strict cleanliness and hygiene at all times 
2. vi) Should possess following items in hand 
3. Refrigerator/deep freezer 
4. Buffet set

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Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 

1. Decent crockery items sufficient to cater minimum of 150 heads 
2. Sufficient number of good quality glasses, spoon & forks, plates etc  
3. Should have adequate manpower to run the canteen. 
4. C) Requirement Conditions 
5. i) The winning bidder shall deposit monthly rental of 5000.00 (Five  Thousand) only to the Dzongkhag revenue section latest by 27th of every  month. However, if holiday falls on the above due date the rent shall be  deposit on the preceding working days. 
6. ii) Serving of meals/refreshments in office to the staffs shall not be entertained  unless staffs have genuine visitor(s). 

iii) The winning bidder shall pay all the service charges such as telephone,  electricity, water, sewage etc. 

1. iv) If anything is damaged to the canteen building during the tender term, the  costs of repair and maintenance has to be borne by the firm. The same  estimated amounted shall be deducted from the security deposit if the firm  fails to abide by the terms.  
2. v) The rates in the canteen and supplies shall be same for all customers  vi) Quoted rate shall remain same for the entire contract period 

vii) Should qualify all the requirements set by BAFRA for hotels pertaining to  cleanliness and other road safety measures 

1. D) Other terms 
2. i) The Dzongkhag tender committee reserves the right to reject if the service and  other compliances is found unsatisfactory and forfeit the performance  security. 
3. ii) The winning party is not allowed to sublet the operation of Dzong canteen to  third party. 

iii) The service of intoxicating substances, liquor items and gambling in any form  is not allowed in the canteen premises. 

1. iv) The winning bidder should display the rates of all items for information to all  customers

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Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 

14. The successful bidder has to deposit a sum of Nu 20,000/- (Nu. Twenty thousand) only  in the form of cash warrant, demand draft or unconditional Bank Guarantee issued by a  financial institution located in Bhutan, which shall be furnished upon signing the  contract. Performance security shall be valid till the end of warranty period and will be  returned after the end of warranty period after adjustment of dues if any. 
15. The Purchaser may, by written notice, terminate the contract term at any time for its  convenience: 
16. If the Supplier fails to perform any other Terms and conditions specified with the  supply Order or if the Supplier fails to perform any other obligation(s) under the  supply Order, or 
17. If the Supplier, in the judgment of the Purchaser (Dzongkhag Administration), has  engaged in any corrupt or fraudulent practices in competing for or in executing the tasks under this supply Order 

Award of Contract 

1. The Purchaser will determine to its satisfaction whether the bidder selected as having  submitted the lowest evaluated, responsive bid; per package basis is qualified to perform  the Contract satisfactorily.  
2. The determination will take in account the bidders financial, and manpower. It will be  based upon an examination of the documentary evidence of the bidders qualification  submitted by the bidder. 
3. An affirmative determination shall be a prerequisite for award of the Contract to the  Bidder. A negative determination will result in rejection of the bidder’s Bid. 
4. The Purchaser will award the Contract to the Bidder whose bid has been determined to be  the lowest evaluated responsive Bid.

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Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 Contract Agreement 

[The successful Bidder shall fill in this form in accordance with the instructions indicated] 

THIS CONTRACT AGREEMENT made the [insert number]………………… day of [insert  month],………………………. [insert year], ………………… 

BETWEEN 

(1) [insert complete name of Purchaser],……………………………….. a [insert  description of type of legal entity, for example, an agency of the Ministry of .... of  the Government of Bhutan, or corporation incorporated under the laws of  Bhutan] and having its principal place of business at [insert address of  Purchaser] ………………………..(hereinafter called “the Purchaser”), and  

(2) [insert name of Supplier],………………………… a corporation incorporated  under the laws of [insert: country of Supplier] and having its principal place of  business at [insert: address of Supplier] (hereinafter called “the  Supplier”)………………………………………... 

WHEREAS the Purchaser invited Bids for running of Dzongkhag Canteen and rendering  catering services has accepted a Bid by the Supplier for the contract of one and half year i.e.  January 2020 to June 2021. 

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 

1. In this Agreement words and expressions shall have the same meanings as are  respectively assigned to them in the Conditions of Contract referred to. 
2. The following documents shall constitute the Contract between the Purchaser and  the Supplier, and each shall be read and construed as an integral part of the Contract, viz.: 

(a) This Contract Agreement; 

(b) Terms and Conditions;  

(c) The Supplier’s Bid and original Price Schedules;  

(d) The Purchaser’s Notification of Award of Contract;  

(e) The form of Performance Security (Nu. 20,000/-); 

3. This Contract shall prevail over all other Contract documents. In the event of any  discrepancy or inconsistency within the Contract documents, then the documents shall prevail in  the order listed above. 

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in  accordance with the laws of Bhutan on the day, month and year indicated above.

8 

Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 For and on behalf of the Purchaser 

Signed: [insert signature] ………………………………… 

in the capacity of [insert title or other appropriate designation]………………………. 

in the presence of [insert signature]…………………………………………….. [insert identification of official witness]……………………………………………….. 

For and on behalf of the Supplier 

Signed: [insert signature of authorized representative(s) of the Supplier] …………………………….. 

in the capacity of [insert title or other appropriate designation]…………………………………… in the presence of [insert signature]…………………………………………. 

[insert identification of official witness]…………………………………………………..

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Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 

Performance Security 

[The bank, as requested by the successful Bidder, shall fill in this form in accordance with the  instructions indicated]  

Date: [insert date (as day, month, and year) of Bid submission] 

IFB No. and title: [insert no. and title of bidding process] 

Bank’s Branch or Office: [insert complete name of Guarantor] 

Beneficiary: [insert complete name of Purchaser] 

PERFORMANCE GUARANTEE No.: [insert Performance Guarantee number] 

We have been informed that [insert complete name of Supplier] (hereinafter called "the  Supplier") has entered into Contract No. [insert number] dated [insert day and month], [insert  year] with you, for the supply of [description of Goods and related Services] (hereinafter called  "the Contract").  

Furthermore, we understand that, according to the conditions of the Contract, a Performance  Guarantee is required. 

At the request of the Supplier, we hereby irrevocably undertake to pay you any sum(s) not  exceeding [insert amount(s)1in figures and words] upon receipt by us of your first demand in  writing declaring the Supplier to be in default under the Contract, without cavil or argument, or  you needing to prove or to show grounds or reasons for your demand or the sum specified  therein. 

This Guarantee shall expire no later than the [insert number] day of [insert month] [insert  year],2and any demand for payment under it must be received by us at this office on or before  that date. We agree to a one-time extension of this Guarantee for a period not to exceed [six  months] [one year], in response to the Purchaser’s written request for such extension, such  request to be presented to us before the expiry of the Guarantee. 

[signatures of authorized representatives of the bank and the Supplier] 

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Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 

Bank Guarantee for Advance Payment 

[The bank, as requested by the successful Bidder, shall fill in this form in accordance with the  instructions indicated.]  

Date: [insert date (as day, month, and year) of Bid submission] 

IFB No. and title: [insert number and title of bidding process] 

[bank’s letterhead]  

Beneficiary: [insert legal name and address of Purchaser] 

ADVANCE PAYMENT GUARANTEE No.: [insert Advance Payment Guarantee no.] 

We, [insert legal name and address of bank], have been informed that [insert complete name  and address of Supplier] (hereinafter called "the Supplier") has entered into Contract No. [insert  number] dated [insert date of Contract] with you, for the supply of [insert types of Goods to be  delivered] (hereinafter called "the Contract").  

Furthermore, we understand that, according to the conditions of the Contract, an advance  payment is to be made against an advance payment guarantee. 

At the request of the Supplier, we hereby irrevocably undertake to pay you any sum or sums not  exceeding in total an amount of [insert amount(s) in figures and words] upon receipt by us of  your first demand in writing declaring that the Supplier is in breach of its obligation under the  Contract because the Supplier used the advance payment for purposes other than toward delivery  of the Goods.  

It is a condition for any claim and payment under this Guarantee to be made that the advance  payment referred to above must have been received by the Supplier in its account [insert number and domicile of the account] 

This Guarantee shall remain valid and in full effect from the date of the advance payment  received by the Supplier under the Contract until [insert date3]. We agree to a one-time  extension of this Guarantee for a period not to exceed [six months][one year], in response to the  Purchaser’s written request for such extension, such request to be presented to us before the  expiry of the Guarantee. 

_____________________  

[signature(s) of authorized representative(s) of the bank] 

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Standard Bidding Document for Running Dzongkhag Canteen and rendering catering services, Chhukha,  Dzongkhag Administration 

 Running Dzongkhag canteen and rendering catering services for FY2022-2023 

Seal and signature of bidder:

Important Details

Last Submission Date : Jun 16, 2022 10:30
Tender Opening Date : Jun 16, 2022 11:00

Dzongkhag Administration, Chhukha invites quotation for dzongkhag canteen and catering services

If you can read this, we know you are smart enough, but please don't be pathetic enough to use the service and not be able to pay Nu. 99!!! Donec et orci aliquet nisl suscipit molestie sed sit amet tortor. Duis vel urna ac mi sollicitudin lacinia mollis sit amet lorem. Sed finibus erat nec libero scelerisque fringilla. Morbi at orci sed urna vulputate vulputate. Nulla facilisi.

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