cattle feed raw - dudhsagar dairy

CATTLE FEED RAW MATERIAL E-TENDER

CUM REVERSE AUCTION

DOCUMENT

TENDER: MDCMPUL/CF/2021-22/03 (TENDER ID: 456743)

PURCHASE DEPARTMENT (CATTLE FEED)

MEHSANA DISTRICT CO-OPERATIVE MILK PRODUCERS’ UNION LIMITED

Dudhsagar Dairy, Highway, Mehsana – 384002Phone: 02762-253201,

Fax: 02762-253201

www.dudhsagardairy.coop

APRIL 9, 2021

MEHSANA DISTRICT CO-OPERATIVE MILK PRODUCERS’ UNION LIMITED E-Tender cum Reverse Auction Document: MDCMPUL/CF/2021-22/03

(TENDER ID: 456743)

Sign & Seal of Bidders Page 1 of 7

Contents 1. General Information ............................................................................................................................................... 2

1.1 Notice Inviting Tender ..................................................................................................................................... 2

1.2 Eligibility Criteria ............................................................................................................................................. 4

1.3 Downloading of Tender Document and Payment of Tender fee and EMD ......................................... 5

1.4 Quantity, Minimum Offer Quantity and EMD details ............................................................................... 5

1.5 Submission of Tender ...................................................................................................................................... 6

Submission of the Tender Fee, EMD details and submission of Physical Documents ............................. 6

Submission of Commercial (Price) Bid ............................................................................................................. 6

1.6 Bid Security ....................................................................................................................................................... 6

1.7 Reverse Auction ................................................................................................................................................ 6

1.8 Rights Reserved by Dudhsagar Dairy, Mehsana ....................................................................................... 7

1.9 Acceptance of Tender Terms and Conditions by Bidder ......................................................................... 7

1.10 Future Information ......................................................................................................................................... 7


(TENDER ID: 456743)


1. General Information

Mehsana District Co-operative Milk Producers’ Union Limited, Mehsana (MDCMPU Ltd.)

popularly known as Dudhsagar Dairy, (located at Mehsana in Gujarat) is one of the largest

Co-operative Dairy in India. MDCMPU Ltd was established in 1960 with the noble intention of

ensuring a fair return to the milk producers. It is a district level apex body of milk cooperative

societies in Mehsana District which aims to provide remunerative returns to milk producers’ and

also to serve the interest of consumers by providing quality and safe milk and milk products

which give good value for money. It is having eights dairies, two milk chilling centres, two

cattle feed plants, semen collection plant and one Dairy Science College. Various products

manufactured are milk in milk pouches, Dahi, Buttermilk, Ghee, Table Butter, Milk Powder,

Sweetened Condensed Milk, Ice Cream, Flavoured milk and long shelf life (UHT) milk. It is

selling almost all milk and milk products in India and abroad under the brand name of Amul

and Sagar and having total turnover of Rs. 5944/- crores (FY 2019-20) with its broad base

of more than 10 lakh farmer members in Gujarat, Rajasthan and Haryana states.

For more details about us kindly visit the following websites:

1. Dudhsagar Dairy: http://www.dudhsagardairy.coop/

2. Pashu Samvardhan Kendra, Jagudan: http://www.sagarxjagudan.com/

3. Mansinhbhai Institute of Dairy & Food Technology: http://www.midft.com/

1.1 Notice Inviting Tender

Tender Notice No. MDCMPUL/CF/2021-22/03

Bid Documents Download Start

09 April 2021

Bid Documents Download End 19 April 2021: 06:59 PM

Pre-Bid Meeting NO

Last Date & Time for ONLINE submission of tender fee, EMD and commercial bids

19 April 2021: 06:59 PM

Last Date & Time for submitting all supporting documents (in Hard copy) as mentioned in the tender document

19 April 2021 6:00 PM

Tentative E-Auction Date 20 April 2021

Bid Validity Period 7 Days

Bid Document Fee: Rs. 5000/- + 18% GST = Rs. 5900/-

http://www.dudhsagardairy.coop/

http://www.sagarxjagudan.com/

http://www.midft.com/


(TENDER ID: 456743)



Bid Security/EMD (INR) As mentioned in tender document for each material separately

Bid Document Fee/EMD Payable To

Mehsana District Co-operative Milk Producers’ Union Ltd., Mehsana

Beneficiary Name Mehsana District Cooperative Milk Producers Union Limited

Credit Account Number 02380310000063

Account Type Cash Credit

Bank Name HDFC Bank Ltd

Bank Branch Name Mehsana Branch

IFSC Code HDFC0000238

Name of Company Mehsana District Co-operative Milk Producers’ Union Ltd, Dudhsagar Dairy, Highway, Mehsana, Gujarat, PIN - 384002

Name of Tender Supply of cattle feed raw materials for the cattle feed plants located at Jagudan and Ubkhal

Name of Work Supply of cattle feed raw materials for the cattle feed plants located at Jagudan and Ubkhal

Period of Completion of Project

30 days from Acceptance of Purchase Order

Estimated cost of work Rs. 20 Crore

Online Bidding Website www.nprocure.com

Reverse Auction Website https://e-Auction.nprocure.com

Other Terms and Conditions

This is a two-stage tender i.e. first, technical data submitted by bidders will get analysed at our end. Then commercial bid of only technically qualified bidders will be considered for second stage of commercial evaluation.

Bidders have to abide by all terms and conditions and specifications of items mentioned in -

DOCUMENT NO.: GTC/CFP/0021/2/090421, DOCUMENT NO.: GTC/CFP/0022/1/160221, DOCUMENT NO.: GTC/CFP/0023/2/090421and DOCUMENT NO.: GTC/0011/1/0221

Bids without tender fee and EMD will not get considered.

Bidder has to upload scanned copy of Tender fee and EMD submission documents as required in e-tender on n-procure website. Bank Guarantee have to be submitted in Hard copy in sealed envelope to Purchase department of Dudhsagar


(TENDER ID: 456743)



Dairy, Mehsana.

There will be a Reverse Auction on the basis of the L1 rates of E Tender Price bids. Only those parties who qualify in Tender, will be given item wise participation in e-Auction.

Minimum Bid Quantity Offered should be 1/2 of the tender quantity.

If L1 is unable to offer the full quantity required then L2 will be given the chance to match the L1 price for balance quantity and so on.

For any future liability/litigation bidder will be responsible.

The suppliers, who will default on delivery, necessary deduction will be made as per condition and may be barred from participating in any future cattle feed tender for persistent default.

In case of dispute, decision taken by I/C Managing Director will be final.

Courts at Mehsana shall have jurisdiction to hear, settle and/or determine any dispute, controversy or claim arising out of this tender.

Officer Inviting Bids I/C Managing Director

Bid Opening Authority I/C Managing Director

Address

I/C Managing Director

Mehsana District Co-operative Milk Producers’ Union Ltd, Dudhsagar Dairy

Highway, Mehsana, Gujarat-384002

Contact Details 02762-253201-05

Contact Person Contact No. E-mail ID

Shri Mrinal Kukreti 9974059249

02762-253201

[email protected]

[email protected]

[email protected]

There will be an E Auction on the basis of the L1 rates of E Tender Price bids. Only those

parties who qualify in Tender will be given item wise participation in e-Auction.

Any future correspondence related to this tender will get published on www.nprocure.com.

Hence bidders are advised to check the website regularly.

1.2 Eligibility Criteria

The Bidder / Supplier shall have required certificates and documents as per Annexure-2 of

DOCUMENT NO.: GTC/CFP/0023/2/090421

mailto:[email protected]


(TENDER ID: 456743)


1.3 Downloading of Tender Document and Payment of Tender fee and EMD

The Bid document can be downloaded from website www.nprocure.com.

The Tender Fee and EMD Amount should be paid by NEFT/RTGS/IMPS/Bank Guarantee to

Mehsana District Co-operative Milk Producers’ Union Limited in the bank account mentioned in

NIT.

ANY OTHER MODE OF PAYMENT IS NOT ACCEPTABLE

After Paying the amount by NEFT/RTGS/IMPS, details of the same should be given in

preliminary stage of the tender on www.nprocure.com. The soft copy of the payment advice

of the transaction to be uploaded on the portal as a proof of payment.

Any future correspondence related to this tender will get published on www.nprocure.com.

Security deposit /EMD will be interest free.

1.4 Quantity, Minimum Offer Quantity and EMD details S. No.

Material SAP CODE Quantity UOM Minimum Offer Quantity

EMD in Rs. Lakh

1 BYPASS FAT (99%) Fractionated

CFEED000284 75 MT 40

5 2 UREA FOR INDUSTRIAL

USE CFEED000054 125 MT 65

3 BAG GUNNY A TWILL (Round Off)

GNBGCFF000001 192000 No 102400

4 MOLASSES MOLAS000001 3000 MT 1500 10

5 Cofeed - Corn Gluten Feed (CGF)

CFEED000171 1400 MT 700

20

6 MAIZE CFEED000032 1300 MT 650

7 RAPSEED EXTRACTION (38%)

CFEED000094 1200 MT 600

8 RICE POLISH, FINE I CFEED000037 1400 MT 700

9 GUAR BHARDO (55%) CFEED000026 600 MT 300

10 D.O. RICE BRAN CFEED000013 4000 MT 2000

Note for EMD:

1. EMD for BYPASS FAT (99%) Fractionated/ UREA FOR INDUSTRIAL USE/ BAG GUNNY A TWILL (Round Off) = Rs. 5 Lakh for any or all of these three materials.

2. EMD for molasses = Rs. 10 Lakh

3. EMD for Cofeed - Corn Gluten Feed (CGF)/ MAIZE/ RAPSEED EXTRACTION (38%)/ GUAR

BHARDO (55%)/ RICE POLISH, FINE I/ D.O. RICE BRAN = Rs. 20 Lakh for any or all of these

three materials.

4. If vendor is bidding for more than one item then EMD will be highest for the item/items for a supplier.

5. In any case highest EMD will be Rs. 20 Lakh for all items.

6. EMD can be deposited by NEFT/RTGS/IMPS/Bank Guarantee. For Bank Guarantee format is given in tender.

http://www.nprocure.com/

http://www.nprocure.com/


(TENDER ID: 456743)


7. Bidder has to upload scanned copy of BG on N-Procure Website and send original (Hard Copy) through post/courier to Mehsana Union.

8. Vendors have option for one-time deposit of EMD for the financial year. In such case vendor has to give a declaration for keeping his/her EMD deposited for future tenders.

1.5 Submission of Tender

Submission of the Tender Fee, EMD details and submission of Physical Documents

Bidder has to submit tender fee and EMD payment details and Price bid online on N-procure

portal only. All other supporting documents in Physical form/ hard copy has to be submitted to

our office, in sealed envelope mentioning our tender document reference on top of the

envelope. Any lapse in document submission may result in disqualification of bid.

Following documents are required to be uploaded on N-Procure Website:

1. CA certified turnover certificate for last three financial years

2. Copy of GST certificate

3. Copy of PAN No.

4. Vendor Data Sheet (Only for not registered vendors at Dudhsagar Dairy)

5. Bank Guarantee (if EMD paid through bank guarantee) scanned copy

Note: Only after verification and acceptance of documents submitted, commercial bid will

get opened.

Submission of Commercial (Price) Bid

Bidder should submit Commercial (Price) Bid online on website www.nprocure.com only.

Commercial bid (price bid) in physical form (price bid) sent to Mehsana District Co-operative

Milk Producers’ Union Limited, Mehsana will be rejected out rightly.

1.6 Bid Security

All Bids must be accompanied by Earnest Money Deposit (EMD) in the form specified in the

Bidding document. The Bids not accompanied with EMD shall be summarily rejected. The Bid

security shall be denominated in Indian Rupees of value as specified.

Note: If Bidder is quoting more items, then EMD should be paid separately for each item

quoted. The Bids not accompanied with EMD shall be summarily rejected.

The Bid security may be forfeited if:

1. A Bidder or Supplier withdraw its bid during the period of bid validity specified by the

Purchase on the tender document OR

2. In case of successful Bidder / Supplier, if the Bidder / Supplier fails to sign the contract or

execute the contract within specified period of contract.

3. In case of NO SUPPLY as per DOCUMENT NO.: GTC/CFP/0021/2/090421

1.7 Reverse Auction

Dudhsagar Dairy will go for reverse E-Auction facilitated by Nprocure for the last stage of

negotiation depending on the Prices and number of bidders participated.


(TENDER ID: 456743)


In such case, there will be a Reverse Auction on the basis of the L1 rates of E Tender Price

bids. Only those parties who qualify in Tender will be given item wise participation in e-

Auction.

1.8 Rights Reserved by Dudhsagar Dairy, Mehsana

Dudhsagar Dairy, Mehsana, at its sole discretion and without assigning any reason thereof,

reserves the right to accept and / or reject the whole or part of any or all the Bids received at

any stage of tender.

1.9 Acceptance of Tender Terms and Conditions by Bidder

Quoting price bid on n-procure website will be treated as acceptance of all terms and

conditions of tender document. In addition to this NIT following documents are integral part of

this tender:

Document No. Descriptions

DOCUMENT NO.:

GTC/CFP/0021/2/090421

Special Terms and Conditions of E-Tender cum Reverse Auction

for Cattle Feed Raw Material and Other Items

DOCUMENT NO.:

GTC/CFP/0022/1/160221

Material Specifications and Test Methods of Cattle Feed Raw

Material and Other Items

DOCUMENT NO.:

GTC/CFP/0023/2/090421

Annexures of E-Tender cum Reverse Auction for Cattle Feed

Raw Material and Other Items

DOCUMENT NO.:

GTC/0011/1/0221

General Terms and Conditions of Purchase Order

1.10 Future Information

Any future correspondence related to this tender will get published on www.nprocure.com

under corrigendum.

I/C Managing Director

Mehsana District Cooperative Milk Producers Union Limited

Dudhsagar Dairy, Mehsana

SPECIAL TERMS AND

CONDITIONS OF

CATTLE FEED RAW

MATERIAL E-TENDER

CUM REVERSE

AUCTION DOCUMENT NO.: GTC/CFP/0021/2/090421



Dudhsagar Dairy, Highway, Mehsana – 384002 Phone: 02762-253201

Fax: 02762-253201


APRIL 9, 2021

MEHSANA DISTRICT CO-OPERATIVE MILK PRODUCERS’ UNION LIMITED Special Terms and Conditions of E-Tender cum Reverse Auction for Cattle Feed Raw Material and Other Items


Page 1 of 7

Contents Special Terms and Conditions ................................................................................................................................... 2

List of Penalty .......................................................................................................................................................... 2

Standards and Specifications ............................................................................................................................... 2

Bid Evaluation .......................................................................................................................................................... 2

Price Basis ................................................................................................................................................................. 3

Payment Terms......................................................................................................................................................... 3

Quality, Inspection and Tests ................................................................................................................................ 3

Purchase Order ....................................................................................................................................................... 4

Delivery Terms and Penalty for Late Delivery / Short Delivery ................................................................... 4

Short Delivery ...................................................................................................................................................... 5

Excess Delivery.................................................................................................................................................... 6

Lifting of Rejected Goods ..................................................................................................................................... 6

Weighment ............................................................................................................................................................... 6

Packing ...................................................................................................................................................................... 6

Approval ................................................................................................................................................................... 7

Jurisdiction ................................................................................................................................................................ 7

Force Majeure .......................................................................................................................................................... 7

Maintaining of Ethical Standards in Business ..................................................................................................... 7



Page 2 of 7

Special Terms and Conditions List of Penalty

For details kindly see respective section.

Item Remarks Penalty

Late delivery Up to 7 days after scheduled delivery date

3%

From 8 to 15 days Rs. 500/ 3%/ Rate Difference whichever is higher

After 15 days PO Closed

Short supply We will wait till 15 days for applying late of short delivery clause

Rs. 500/ Rate Difference whichever is higher

For Gunny Bag late penalty will be @ Re 1/- per bag for first 7 days and @ Rs 2/- per bag for 8-15 days. After this Union may cancel the PO.

Rebate/Premium As per tender

No delivery Total EMD of material will be forfeited

Not lifting rejected material

Up to 15 days No charge

16 to 30 days Rs. 50/MT

Beyond 30 days Rs. 100/MT

If no communication is received till 30 days to keep the material

Dispose off

Torn bag Rs. 10/- per bag

Malpractice As per management decision

Standards and Specifications

The Goods supplied under this Contract shall confirm to the specification standards mentioned

in the tender for respective item and, when no applicable specification/standard is mentioned,

to the latest Indian Standards.

Bid Evaluation

The price bid will be evaluated separately for each item as below:

1. Bids without tender fee, EMD and other documents required will not get considered.

2. Minimum Bid Quantity Offered should be 1/2 of the tender quantity. Quotation of parties

offering less than 1/2 quantity will not get considered.

3. If L1 is unable to offer full quantity required then L2 will be given the chance to match the

L1 price for balance quantity and so on.

4. PO quantity can vary depending upon the past supply of the suppliers.



Page 3 of 7

5. For smooth supply, more than one supplier can be offered for a particular material at the

rate of L1.

6. Decision taken by I/C Managing Director will be final and binding.

7. Union reserves the right to cancel e-tender cum reverse auction at any stage.

Price Basis

Price charged by the supplier for goods delivered under the tender shall not vary from the

prices quoted by the supplier in its bid and the contract shall be on fixed price basis with free

delivery at site. The Price specified should also be inclusive of:

a. Duties,

b. Packing and Forwarding,

c. GST wherever applicable,

d. Transit insurance and Freight (FOR site)

Payment Terms

Payment will be made within 20 days from the date of receipt and acceptance of material or

invoice and whichever is later by A/C payee cheque / RTGS

Quality, Inspection and Tests

1. The goods supplied should be suitable for manufacturing cattle feed. The supplier shall be

responsible for consequential losses / liabilities arising due to supply of sub-standard or

poisonous goods.

2. If any inspected or tested goods fail to conform to the specifications, the Purchaser may

reject them and the Supplier shall either replace the rejected goods or make all

alternations necessary to meet specification requirements free of cost to the Purchaser.

3. The goods should meet the minimum quality parameters set by the union for each type of

materials.

4. The goods should be free from dirt, impurities of any kind, insects and fungus infestations

and metallic pieces.

5. The goods should be free from any undesirable and objectionable odor of any kind.

6. The product samples will be tested in our laboratory and the test results of our laboratory

will be treated as final for purpose of payment. If bidder is not satisfied by result of

Union’s laboratory then sample can be sent to any third-party reputed laboratory at the

cost of bidder. For this bidder has to make request in writing.

7. The union reserves the right to go or not for external testing of sample and to accept or

reject the results from outside laboratories.

8. The union reserves the right to accept or reject any consignment without assigning any

reason and decision of the union in this regard will be fine.



Page 4 of 7

Purchase Order

Price: As per Reverse Auction or e-tender whichever is lowest.

Variation in Order Quantity and Distribution of Order: The order quantity may vary up to

10%, while finalizing the order and / or while execution of the complete order. Order

quantity can be divided among more than one bidder at L1 rates to ensure timely delivery of

material and reduction in risk. The quantity can be change under the discretion of I/C

Managing Director.

Acceptance and Confirmation of Order: Hard copy or E-mail copy of the PO will be sent to

the party and if there is no communication is made for denial or approval within 3 working

days of purchase order issue, it will be considered as confirmation.

Assignment: The supplier shall not assign, in whole or in part, its obligations to perform under

the contract, except with the Purchaser’s prior written consent. Such assignment shall not relieve

the supplier from any liability or obligation under the contract.

Cancellation of PO: The union reserves the right to cancel whole or part of purchase order by

giving 3 days of written or telephonic intimation, within the validity period of the purchase

order. However, beyond the validity of the Purchase Order (Including POs with extended

validity period) may be cancelled without giving any notice and without assigning any

reasons.

Delivery Terms and Penalty for Late Delivery / Short Delivery

The successful supplier shall have to supply the ordered quantity of MATERIAL as per the

specifications prescribed within the time frame (generally 20 days) or as mentioned during the

Reverse Auctions schedule or in PO. 50% of PO quantity to be supplied in first half of delivery

period given and/ or Supplier has to follow Delivery Schedule provided by Union. If supplier

is not following delivery schedule then Union reserves the right to charge penalty as mentioned

later.

The successful suppliers should take adequate precautions to prevent damage or deterioration

to MATERIAL during storage/ transportation. He should also insure the stock during transit at

his cost.

All the delivery of the goods should accompany with Original and three copies of following

documents:

a) The supplier’s invoice showing Purchase Order No., Goods Description, Quantity, Unit

price, Total amount etc.

b) Delivery note / Packing list. (Actual No of Bags with type i.e. HDPE/PP/jute bag to be

mentioned.

c) Lorry receipt.

d) Certificate of origin (for imported items).

e) Excise Gate Pass / Octroi receipts, where ever applicable

f) Any other document evidencing payment of statutory levies.



Page 5 of 7

Consignment without valid documents will not be accepted. The material will be received as

per factory timing of Union.

The net weight (excluding of empty HDPE/PP/jute bags) of the delivered goods is recorded

for determining the quantity supplied. This quantity would be considered for calculation of the

trade amount. The payment is processed based on the accepted quantity and quality report

of our Union.

The minimum weight of empty HDPE/PP bag (200gm) / jute bag (1.30 kg for DORB and 1.20

kg for other raw materials) will be deducted from the received/accepted weight for making

payments.

If the material supplied is found to be of inferior quality as compared to the specifications, the

Union may reject the material all together or accept the same at reduced rates determined on

the basis of Rebate schedule.

In case of delayed supply as per the above given delivery schedule liquidated damage for

delay in supply shall be recovered to be computed @ 3% of the value of goods received up

to one week. Undelivered quantity beyond one week from the mandated delivery time frame

will termed as default and accordingly forfeiture will be initiated to the extent of undelivered

quantity. In addition to this, we reserve the right to forfeit the security deposit and/ or

blacklist the firm.

Short Delivery

1. It is expected that all the suppliers meet their commitment of full supply within the delivery

period as mentioned in the PO.

2. If the total quantity supplied is less than 90% of the PO quantity, the differences in the

cost of short supply quantity will be recovered from the supplier as per following formula

Difference of cost per MT to be recovered from supplier = (Q1 – Q2) * (R1 – R2)

Where

Q1 = PO quantity in MTs

Q2 = Quantity Actually supplied in MTs

R1 = The rate prevailing on the last delivery date as per PO or next contracted rate

after the last delivery date in Rs./MT.

R2 = The PO rate in Rupees/MT

OR

Rs. 500 per MT whichever is higher and shall be adjusted against your pending

payment or Security Deposit.

For Gunny Bag, late penalty will be @ Re 1/- per bag for first 7 days and @Rs 2/- per

bag 8-15 days after this Union may cancel the PO.



Page 6 of 7

If NO supply is made within stipulated delivery period, TOTAL EMD of that material will be

forfeited and party will be blacklisted for that particular material for next 3 months in

participating in any of the cattle feed tender.

Excess Delivery

Bidders should supply the goods as per the quantities mentioned in the order. However, union

will accept quantity up to 10% variation of order quantity at same rate as mentioned in the

Purchase order.

Lifting of Rejected Goods

In case of rejections in supplies made by you, no payment will be made by Union. Further the

rejected material will be defaced / handled by the union as we deem feet, and will be return

to you at your cost. If the rejected material is not lifted by you within 7 days from the date of

intimation the Union is free to charge storage charges or dispose off the material as we may

deem fit.

1. The suppliers will be intimated, if any of the consignment is rejected or any of the grounds,

it will be responsibility of the supplier to lift the rejected the goods within 30 days from

the time the supplier is given Telephonic/Fax intimation.

2. In case of rejection of consignment:

a. No charge till 15 days of rejection and communication to party

b. Rs. 50/- per MT per day from 16th to 30th day of rejection

c. Dispose off of material at the risk and responsibility of the supplier or Rs. 100/- per

MT per day after 30 days if supplier makes a written request to keep material for

lifting.

Weighment

The suppliers should weigh consignment before dispatching to us and weighment slip should

always accompany the consignment.

However, the weight recorded at our cattle feed plants will be treated as final for payment.

In case of doubts, truck drivers or supplier’s representatives may weigh the consignment on

private weigh bridge outside the factory premises and provide a weighment slip for

verification at our end.

The weight will be calculated on a net weight basis and a deduction of 200 grams per

PLASTIC bag will be deducted from the weight of material. Similarly, 1.3 kg will be deducted

per GUNNY BAG for DORB and 1.20 for other raw-materials.

Packing

The goods should be supplied in sound gunny bags (new or old) or HDPE bags appropriate

for the raw material supplied. The goods packed in torn or unsound condition of gunny bags

may be rejected. In-case the bags in which the raw-material is supplied are torn there will be

a deduction of Rs. 10/- per bag from the consignment supplied.



Page 7 of 7

Approval

The supplier shall have all the necessary legal approvals required (if any). Union will not be

responsible for the same.

Jurisdiction

Settlement of any dispute out of the Purchase Order / Contract against this Bid shall be

subject to the courts at Jurisdiction Mehsana, Gujarat only.

Force Majeure

Should any of the force majeure circumstances, namely act of God, natural calamity, fire,

Government of India Policy, restrictions (excluding any stock limits), strikes or lock-outs by

workmen, war, military operations of any nature and blockades preventing the

Supplier/Buyer from wholly or partially carrying out their contractual obligations, the period

stipulated for the performance of the Contract shall be extended for as long as these

circumstances prevail, provided that, in the event of these circumstances continuing for more

than three months, either party shall have the right to refuse to fulfill its contractual obligations

without title to indemnification of any losses it may thereby sustain. The party unable to carry

out its contractual obligations shall immediately advise the other party of the commencement

and the termination of the circumstances preventing the performance of the contract. A

certificate issued by the respective Chamber of Commerce shall be sufficient proof of the

existence and duration of such circumstances.

Maintaining of Ethical Standards in Business

It is highly necessary for the suppliers to ensure that business ethics are maintained at the

highest degree with Union. In no case we will be able to tolerate any unethical practice by

the supplier by way of offering either cash or in kind or compensation in any form either to

get the rejected material accepted or to get higher volume of the business than the approved

quantity.

MATERIAL

SPECIFICATIONS &

TEST METHODS OF

CATTLE FEED RAW

MATERIAL DOCUMENT NO.: GTC/CFP/0022/1/160221




Fax: 02762-253201


FEBRUARY 16, 2021

MEHSANA DISTRICT CO-OPERATIVE MILK PRODUCERS’ UNION LIMITED Material Specifications and Test Methods of Cattle Feed Raw Material and Other Items


Page 1 of 25

Contents 4.0 Technical Specifications of Cattle Feed Raw Materials ............................................................................... 2

4.1 Material Acceptance Criteria ........................................................................................................................ 2

4.2 Material Specifications & Premium/Rebate Calculation Sheet .............................................................. 3

4.2.1 Material Name: Rapeseed Extraction (38%) .................................................................................... 3

4.2.2 Material Name: Maize ........................................................................................................................... 4

4.2.3 Material Name: Rice Polish Fine Grade-I / RP Fine Grade -1 ...................................................... 5

4.2.4 Material Name: De-Oiled Rice Bran (DORB) ..................................................................................... 6

4.2.5 Material Name: Cofeed- Corn Gluten Feed (CGF).......................................................................... 7

4.2.6 Material Name: Guar Meal (55%) Guar Korma (55%) ................................................................. 8

4.2.7 Material Name: Distiller’s Dried Grains with Soluble (DDGS-Maize/ Maize Jowar Mix) ....... 9

4.2.8 Material Name: By Pass Fat Feed Supplement (84%) ................................................................. 10

4.2.9 Material Name: Cotton Seed Extraction (40%) ............................................................................. 11

4.2.10 Material Name: By Pass Fat Feed Supplement (99%) ............................................................... 12

4.2.11 Material Name: A-Twill Gunny Bag (70KG) ................................................................................ 13

4.2.12 Material Name: Technical Grade Urea (TG Urea) for Industrial Use ..................................... 20

4.2.13 Material Name: MOLASSES ............................................................................................................ 21

4.2.14 Material Name: BYPRO-FAT - CATTLE FEED ADDITIVE .............................................................. 22

5.0 Test Methods ...................................................................................................................................................... 23

5.1 References of Testing Methods .................................................................................................................. 23

5.2 Reference Test Method of Raw Materials ............................................................................................... 24



Page 2 of 25

4.0 Technical Specifications of Cattle Feed Raw Materials

4.1 Material Acceptance Criteria

When the materials (consignment) will reach our cattle feed plant, the physical conditions and

in case of packaging materials, cleanliness will be thoroughly checked by the Store Personnel

along with Personnel of the respective department; it is chiefly Quality Assurance.

Later, the physical quality parameters will be primarily checked by the quality assurance

personnel (Sampler & if, required; Head of the Department) before accepting the material &

then, only; it will be allowed for unloading at our inventory.

If; the parameters will not meet the requirements (Physically), the materials will be strictly

rejected &/or may be accepted as a whole or partially in a special circumstance considering

the significance and variability of quality parameters & with only, kind approval of I/C

Managing Director.

Also, the material already unloaded at our inventory, if; found inferior in quality when tested

chemically, the material (consignment) will be rejected & the supplier will have to lift-up the

rejected material (consignment) at earliest i.e. within 15 days period of time.



Page 3 of 25

4.2 Material Specifications & Premium/Rebate Calculation Sheet

4.2.1 Material Name: Rapeseed Extraction (38%)

SAP Code: CFEED000094

Specification: Rapeseed Extraction (38%)

Test Specification Max./Min. Rebate Limits Unit

Moisture Max. 10.00 Up to 12.00 %

Protein

Fiber

Min. 38.00 Down to 34.00 %

Max. 12.00 Up to 15.00 %

Silica Max. 2.50 Up to 5.00 %

Premium/Rebate Calculation: Rapeseed Extraction (38%)

Quality

Parameter Guarantee (%)

Up to/ down

to Rebate 1

Up to/ down

to Rebate 2

Moisture 10.00 (Max) 12.00 1.00

Protein 38.00 (Min) 36.00 2.50 34.00 3.00

Fiber 12.00 (Max) 15.00 1.00

Silica 2.50 (Max) 3.00 1.00 5.00 2.00

Sampling Process: Rapeseed Extraction (38%)

Frequency Size of Sample

Selection Criteria Sample Quantity

Each Consignment 40-50% Bags 1000 g



Page 4 of 25

4.2.2 Material Name: Maize


Specification: Maize


Dust Max. 1.00 Up to 3.00 %

Infestation Max. 5.00 Up to 30.00 %


Premium/Rebate Calculation: Maize

Quality

Parameter

Guarantee

(%)

Up to/

down to

Rebate

1

Up to/

down to

Rebate

2

Up to/

down to

Rebate

3

Moisture 10.00 (Max) 12.00 1.00 14.00 2.00 16.00 3.00

Infestation 5.00 (Max) 10.00 1.00 20.00 2.00 30.00 3.00

Dust 1.00 (Max) 2.00 1.00 3.00 2.00

Sampling Process: Maize



Each Consignment 60 % Bags 1000 g



Page 5 of 25

4.2.3 Material Name: Rice Polish Fine Grade-I / RP Fine Grade -1


Specification: Rice Polish Fine Grade-I / RP Fine Grade -1



Fat Min. 16.00 Down to 12.00 %

Up to 20.00 Premium will be @ 3.12 %


03.00 to 05.00 Premium will be @ 1.00 %

Premium/Rebate Calculation: Rice Polish Fine Grade-I / RP Fine Grade -1

Quality


up to/

down

to

Rebate

1

up to/

down

to

Rebate

2

up to/

down

to

Rebate

3

up to/

down

to

Premium

Moisture 10.00 (Max) 12.00 1.00

Silica 05.00 (Max) 6.00 1.00 8.00 2.00 10.00 3.00 3.00 1.00

Fat 16.00 (Min) 12.00 6.25 20.00 3.12

Sampling Process: Rice Polish Fine Grade-I / RP Fine Grade -1



Each Consignment 100% Bags 1000 g



Page 6 of 25

4.2.4 Material Name: De-Oiled Rice Bran (DORB)


Specification: De-Oiled Rice Bran (DORB)


Protein Min. 15.00 Down to 11.00 %


Silica

Max. 5.00 Up to 8.00 %

03.00 to 05.00

Premium will be @ 1.00 %

Fiber Max. 11.00 Up to 15.00 %

Premium/Rebate Calculation: De-Oiled Rice Bran (DORB)

Premium will be @ 1 %; if the Silica will be in between 03.00 to 05.00 %. From 05.00 % to

08.00 %, rebate will be calculated.

Quality

Parameter

Guarante

e (%)

up to/

down

to

Rebat

e 1

up to/

down

to

Rebat

e 2

up to/

down

to

Rebat

e 3

up to/

down

to

Premiu

m

Moisture 10.00

(Max) 12.00 1.00 14.00 2.00

Protein 15.00

(Min) 13.00 2.00 11.00 4.00

Fiber 11.00

(Max) 13.00 1.00 15.00 2.00

Silica 05.00

(Max) 6.00 2.00 8.00 3.00 3.00 1.00

Sampling Process: De-Oiled Rice Bran (DORB)






Page 7 of 25

4.2.5 Material Name: Cofeed- Corn Gluten Feed (CGF)


Specification: Cofeed- Corn Gluten Feed (CGF)






Premium/Rebate Calculation: Cofeed- Corn Gluten Feed (CGF)

Quality


Up to/

down to

Rebate

1

Up to/

down to

Rebate

2

Up to/

down to

Rebate

3

Moisture Max. 10.00 12.00 1.00

Protein Min. 19.00 18.00 1.00 16.00 2.00

Fiber Max. 12.00 13.00 1.00 15.00 2.00

Silica Max. 1.00 2.50 2.00

Sampling Process: Cofeed- Corn Gluten Feed (CGF)






Page 8 of 25

4.2.6 Material Name: Guar Meal (55%) Guar Korma (55%)


Specification: Guar Meal (55%) Guar Korma (55%)


O+A Min. 55.00 Down to 49.00 %


Fiber Max. 6.00 Upto10.00 %


Premium/Rebate Calculation: Guar Meal (55%) Guar Korma (55%)

Quality


Up to/

down to

Rebate

1

Up to/

down to

Rebate

2

Up to/

down to

Rebate

3

Moisture 10.00 (Max) 12.00 1.00

O + A 55.00 (Min) 53.00 1.00 51.00 2.00 49.00 3.00

Fiber 6.00 (Max) 8.00 1.00 10.00 2.00

Silica 1.00 (Max) 2.50 1.00

Sampling Process: Guar Meal (55%) Guar Korma (55%)






Page 9 of 25

4.2.7 Material Name: Distiller’s Dried Grains with Soluble (DDGS-Maize/ Maize Jowar

Mix)


Specification: Distiller’s Dried Grains with Soluble (DDGS-Maize/ Maize Jowar Mix)


O+A Min. 37.00 Down to 33.00 %




Albumin Min 30.00 Down to 27.00 %

Oil Min 07.00 Down to 06.00 %

Premium/Rebate Calculation: Distiller’s Dried Grains with Soluble (DDGS-Maize/ Maize

Jowar Mix)

Quality


Up to/ down

to

Rebate

1

Up to/

down

to

Rebate

2

Up to/

down

to

Rebate

3

O+A Min. 37.00 Down to 35.00 1.00 34.00 2 .00 33.00 4.00

Moisture Max. 10.00 Up to 12.00 1.00

Fiber Max. 12.00 Up to 13.00 1.00 15.00 2.00

Silica Max. 2.00 Up to 3.00 2.00

Albumin Min 30.00 Down to 12.00

Oil Min 07.00 Down to 06.00

Sampling Process: Distiller’s Dried Grains with Soluble (DDGS-Maize/ Maize Jowar Mix)






Page 10 of 25

4.2.8 Material Name: By Pass Fat Feed Supplement (84%)


Specification: By Pass Fat Feed Supplement (84%)


Moisture Max. 05.00 Up t0 06.00 %


Calcium Min. 08.00 Down to 06.00 %

Premium/Rebate Calculation: By Pass Fat Feed Supplement (84%)

Quality

Parameter

Guarant

ee (%)

up

to/do

wn to

Reba

te 1

up

to/do

wn to

Reba

te 2

up

to/do

wn to

Reba

te 3

up

to/do

wn to

Premiu

m

Moisture 05.00

(Max) 6.0 1.00

Fat 84.00

(Min) 82.0 1.00 80.00 2.00

Calcium 08.00

(Max) 6.0 1.00

Sampling Process: By Pass Fat Feed Supplement (84%)






Page 11 of 25

4.2.9 Material Name: Cotton Seed Extraction (40%)


Specification: Cotton Seed Extraction (40%)






Premium/Rebate Calculation: Cotton Seed Extraction (40%)

Quality


Up to/down

to Rebate 1

Up to/down

to Rebate 2

Moisture 10.00 (Max) 12.00 1.00

Protein 40.00 (Min) 38.00 1.00 36.00 2.00

Fiber 14.00 (Max) 16.00 1.00

Silica 2.50 (Max) 3.00 1.00 5.00 2.00

Sampling Process: Cotton Seed Extraction (40%)






Page 12 of 25

4.2.10 Material Name: By Pass Fat Feed Supplement (99%)


Specification: By Pass Fat Feed Supplement (99%)


Visual

observation


Premium/Rebate Calculation: By Pass Fat Feed Supplement (99%)

Quality

Parameter

Guarant

ee (%)

up to/

down

to

Reba

te 1

up to/

down

to

Reba

te 2

up to/

down

to

Reba

te 3

up to/

down

to

Premiu

m

Fat 99.00

(Min) 97.0 2.00 95.00 4.00

Sampling Process: By Pass Fat Feed Supplement (99%)






Page 13 of 25

4.2.11 Material Name: A-Twill Gunny Bag (70KG)

SAP Code: GNBGCFF000001

Specification: A-Twill Gunny Bag (70KG)

The sacking and bags made out of it shall conform to the requirements laid down in table

below:

Tests/ Parameters Requirement UOM

Outside Length 1120 (+30, -0) mm

Outside Width 675 (+30, -0) mm

Weight per bag 1190 (+120, -90) gm

Ends 102 ± 6 (down to 93) No/dm

Picks 35 ± 2 (down to 30) No/dm

Moisture Max. 20 %

Breaking load of sacking

[Strip method (10 x 20 cm)] -

Warpway 204 kg (or 450 lb)

Weftway 180 kg (or 397 lb)

Breaking load of seam 67 kg (or 148 lb)

Weight of bags for other dimensions as agreed to between the buyer and the seller shall be

proportional to the weight of 1190 gm per 112 x 67.5 cm bags with tolerance of + 10

or - 7.5 per cent on bag weight.

Note:

1. Bags received with poor quality (Rejected during utilization process) from whole

consignment will be returned back to concern supplier.

2. No loose material will be accepted.

3. Bags must be appropriate to hold 70KG Cattle Feed in Palate form.

4. Quoted Rate should be for per 100 bags.

Premium/Rebate Calculation: A-Twill Gunny Bag (70KG)

As per Dudhsagar Dairy Condition.

Quality

Parameter

Guarantee

(%)

Up to/down

to Rebate 1

Up to/

down to Rebate 2

Up to/

down to

Rebate

3

ENDS 96.00 MIN 95.00 0.20 94.00 0.70 93.00 1.50

PICKS 33.00 MIN 32.00 0.50 31.00 1.00 30.00 1.50

Average 1130.00 1100.00 1.00



Page 14 of 25

corrected weight MIN

Sampling Process:



Each Consignment Selection of Bales:

Up to 20 Bales:2Bales

21 - 100 bales:3 Bales

1 Bale = 400 bags

30 Bags

4.2.11.1 SPECIFICATION OF NEW & EMPTY ‘A’ TWILL GUNNY BAGS

Scope: This specification prescribes the constructional details and other particulars of A-Twill

jute bags of dimensions 112 x 67.5 cm (or 44 x 26.5 inch)

General Requirements:

Sacking: The bags shall be made from single pieces of double warp 2/1 twill weave jute

sacking of uniform construction and of 67.5 cm width and the warp running along the length of

the bags. There shall be three blue stripes, or stripes as agreed to between the buyer and

the seller, woven along the length of the bag. The weight per square metre of sacking used in

the fabrication of the bags shall be 760 gm.

Seam: The sides of the bags shall be sewn with overhead stitches on selvedge through two

layers of sacking, using two strands of 3 ply jute twine of 380 tex x 3 (or 11 grist x 3). The

stitching shall be of even tension through which all the loose ends securely fastened. The

number of stitches per 10 cm at the sides shall be between 9 and 11.

Safety stitch: A line of safety union stitch shall be provided at the inner edges of the

overhead stitches using 2 ply jute twine of 275 to 345 tex x 2 (or 8 to 10 grist x 2). The

number of safety union stitches per 10 cm shall be between 9 and 11.

Hemming at the Mouth: At the mouth of the bags, the raw edges of sacking shall be turned

over first to a depth of about 1 cm and then to a depth of about 2 cm and the three layers of

sacking, thus formed, shall be hemmed, with jute yarn of 275 to 345 tex (or 8 to 10 grist).

The number of stitches per 10 cm in the hem shall be between 9 to 11.

Freedom from Defects: The cloth used for the bags should be generally free from weaving

defects, such as holes, cuts, tears, floats, crushed salvedges, spots and stains. The bags should

be generally free from sewing defects such as gap stitches, loose ends and frayed ends.

Joined bags: The seam used to join the two pieces in a joined bag shall have strength not less

than the breaking strength of seam as specified in the relevant Indian Standard and the same

shall be sufficiently tight to prevent sifting or leakages of the content of the bag. The joining

shall be done in such a manner that warp and weft shall run in the same direction. The number



Page 15 of 25

of joined bags in each bundle of bags/each bale is not more than the one bag per bundle of

25 bags or 4 percent of the total number of bags in a bale.

Specific Requirements:

The bales containing the bags shall conform to the provisions laid down in table below:

S. No. Characteristics Requirements

a) Total number of bags per bale 400

b) Number of joined bags per bundle of 25 bags 1

c) Contract weight of a bale 476 kg

d) Corrected net weight of a bale Not less than contract weight.

e) Moisture regain 20 per cent max.

f) Oil content on dry de oiled material basis 8 per cent max.

Note 1 - The number of bags per bale shall be 400, One truck contains 19 bales.

Note 2 - Contract weight of a bale is calculated as follows:

Contract weight of a bale = Nominal weight of a bag x specified number of bags per

bale (Contract weight of a bale specified in the table is on the basis of 1190 gms per

bag and 400 bags per bale)

Note 3 - Corrected net weight of a bale is calculated as follows:

Corrected net Net weight x (100 + contract regain, percent)

Weight of a bale = -----------------------------------------------------------------------

100 + Average moisture regain percent

Note 4 - The specified oil content value of 8 per cent corresponds to 7.5 per cent when

determined on dry de-oiled material plus 20 percent regain basis.

Contract regain: The contract moisture regain shall be 20 percent.

Packing: The bags shall be packed in bales as laid down in IS 2873-1991. 400 bags will be

packed to make one bale. The bale shall be securely bound with steel strip running at right

angles to the length of bale. The outside strips shall be approximately 10 to 15 cm from one

another and from the strips of the extreme ends. The joint of each strip shall be firm and

wrapped with a piece of new jute cloth. The number of strips shall be sufficient in number to

pull the bale well. The bale shall be compressed to a density of dead weight volume.

However, excessive pressure so as to cause damage to the contents such as press or hoop

cutting or crushed selvedge shall be avoided.

Marking: The bales shall be marked as laid down in IS 2873-1991. The bales also be

marked with the ISI Mark. Name of the mill & Traders identification mark should be legibly

marked on each bale.



Page 16 of 25

SAMPLING PROCEDURE: The following minimum number of bales and bags shall be taken at

random from the lot and subjected to corresponding tests.

GROSS WEIGHT: For evaluating the gross weight of bales, 10 per cent of bales selected from

the lot shall constitute the test sample.

REQUIREMENTS OTHER THAN GROSS WEIGHT: For assessing the conformity to the

requirements, other than gross weight of bales, the number of bales to be selected from the lot

shall be in accordance with the following table:

No. of bales in the lot No. of bales to be drawn and opened for inspection

Upto 10 1

11 to 20 2

21 to 100 3

101 to 150 4

151 to 200 5

201 to 250 6

251 to 300 7

301 to 350 8

351 to 400 9

401 to 500 10

Weight of Bales: Determine the total gross weight of the bales in the test sample (A-1) from

the gross weight of each bale taken upto the nearest kilogram.

Remove the baling hoops and all other packing materials of the bales and weigh them

together upto the nearest kilogram. Calculate the average tare weight of bale and multiply

by the number of bales weighed.

The total net weight of bales under test, W

Determine the total corrected net weight (W) of bales under test by:

Weight x (100 + Contract regain percent)

Corrected Net Weight W = -------------------------------------------------------------------

(100 + Average moisture regain, per cent of bales)

Moisture regain: Determine the moisture regain in each bag on opening the bales by the use

of a suitable moisture meter.

Weight per bag: Weight per bag to the nearest 5 gm after tests for B-1 and B-2.

Number of bags and joined bags per bale: Count the number of bundles of bags in each

bale and number of and joined bags in each bundle. From the above determine the total

number of bags in each bale under test.



Page 17 of 25

LENGTH AND WIDTH: Lay the bags flat on a table free from creases and wrinkles and

measure the outside length and outside width about the centre to the nearest 0.5 cm.

Determine the average length and width of the bags under test.

ENDS AND PICKS: Count the ends and picks from each bag in one and two places

respectively with a suitable gauge measuring 5 cm. Determine the average ends and picks

per decimetre of the bags under test in accordance with 7 of IS: 1963-1981.

BREAKING LOAD OF SACKING: Test from each bag two warp way and two weft way

specimens for breaking load with 100mm wide ravelled strips and 200 mm between grips on

a strength tester having a constant rate of traverse of 460 mm (or 18 in) per minute according

to 9.1 of IS:1969-1985.

BREAKING LOAD OF SEAM: Test one test specimen for breaking load of seam from each

side of the bags taking 200mm between grips with the seam near about the using a constant

rate of traverse machine operating at 300mm (or 12 in) per minute. Alternatively, a machine

having constant rate of traverse of 460 mm (or 18 in) per minute may also be used.

Prepare the test specimens in the form of a double "I" with 100 mm of seam and 50 mm width

of fabric.

OIL CONTENT: From each bag take one representative strip and determine oil content on dry

de-oiled material basis by Soxhlet extraction using trichloroethylene as solvent by the

following formula:

Oil content percent on dry de-oiled W1

Material basis = ---------------- X 100

W2

Where, W1 = Weight in g, of the extracted material (including natural fat and wax and

batching oil); and W2 = oven-dry weight in g, of the fabric after extraction

CRITERIA FOR CONFORMITY: The lot shall be considered as conforming to the requirements

of the standard if the following conditions are satisfied:

a) The total of the corrected net weight of the bales under test is not less than the total

contract weight of the bales.

b) The number of bags in each bale under test is not less than the specified number.

c) The number of joined bags in each bundle of bags under test is not more than the

specified number.

d) The average moisture regain per cent of the bags under test is not more than the specified

percentage.

e) The average oil content of the bags under test is not more than the specified percentage.

f) The average outside length of the bags under test is in accordance with the requirement

specified.

g) The average outside width of the bags under test is in accordance with the requirement

specified.



Page 18 of 25

h) The weight of the least 90 per cent of the bags under test is in accordance with the

requirement specified.

i) The average ends per decimetre of the bags under test is in accordance with the


j) The average picks per decimetre of the bags under test is in accordance with the


k) The average breaking load values of the bags under test for both warp and weft

directions are not less than the requirement specified.

l) The average breaking load of seam of the bags under test is not less than the requirement

specified.

Despatch: Gunny bags are to be despatched as per mode of transport indicated in the

purchase order so as to reach the respective cattle feed factory within the stipulated time. In

case of late receipt of Gunny Bags because of genuine reason, the same may be accepted

charging penalty as follows, irrespective of market condition. The No. of the bags received at

above destination shall be considered as final. Excess Supply up to 10% Excess Quantity shall

be accepted against PO.

Delay by Penalty % Maximum allowable incident in financial year.

1 to 5 days 1.00 3 Times.

6 to 10 days 3.00 Once.

More than 10

Days

Immediate Cancellation of Purchase Order and 5% Penalty to be

recovered from Pending Invoice/ Security Deposit

Union shall allow such incident of delayed supplies as mentioned on column No. 3 of above

table. In case of delay, beyond the above limit (No of days), Union reserves the right whether

or not the supply is to be accepted.

In case of Bidder’s total failure to supply of material as per the contract, he/she will have to

compensate the loss that Union may sustain by way of procuring the material from other

sources at higher prices, in addition to forfeiting EMD.

Force Majeure: The above Penalty clause No. 3 of recovering the loss from supplier may not

be applicable for Force Majeure situation when failure or delay is directly due to an act of

God or during restrictions, war, threat of war, hostilities, sanction, blockades/ hurdle on

roads, embargo, detention, revolution, riot, strike or other labourer dispute, accident, fire,

flood or inability to obtain fuel, power, raw materials, transportation facility or any other

cause or circumstance beyond the reasonable control under supplier.

Despatch Advice: The bags are to be despatched to the respective cattle feed factory

mentioned in PO. On the original invoice/challan you are required to make endorsement. In

case the endorsement is not made in the original invoices, your payment shall not be cleared

which you may please note.

Acceptance of Rejected Bags: Union will accept Gunny Bags as per below:

Range of the corrected Tolerance (%) Rate of rebate applicable on



Page 19 of 25

weight entire consignment

1190 gms and above --- Nil

1190 gms to 1130 gms 5% Nil

1130 gm to 1100 gms 5.0% - 7.5% Pro-rata deduction based on the invoice value

Below 1100 gms Less than 7.5 % Rejection

Gunny bags not conforming to our specifications with regard to short size, improper weaving

etc. shall be rejected. However, if our dairies decide to accept such material, the rebate

applicable shall be as under:

% of substandard bags observed on the

basis of random sampling

Rate of rebate applicable on the quantity of gunny

bags found rejectable (% of the landed price of

the bags)

1.0% to 1.99% 15 %

2.0% to 2.99% 25 %

3.0% to 3.99% 30 %

4.0 % to 5.0 % 40 %

Rebate Structure in Case of variation in Ends and Picks

Sr. No. Characteristics As per BIS

standard Variation Rebate in %

1 Ends 102+/ - 6 Upto 96 Nil

96 to 95 0.20

95 to 94 0.70

94 to 93 1.50

Below 93 Outright Rejection

2 Picks 35+/- 2 Upto 33 Nil

33 to 32 0.50

32 to 31 1.00

31 to 30 1.50

Below 30 Outright Rejection

In case of rejections, our dairies shall assume no responsibility for any damage to gunny bags

if you fail to lift them within 10 days from the date of intimation to you.



Page 20 of 25

4.2.12 Material Name: Technical Grade Urea (TG Urea) for Industrial Use


Specification Technical Grade Urea (TG Urea)-industrial Grade

Specification For Tests Requirement UOM

Specification Max./Min. Limits with

Discount

Urea-industrial

Grade

Nitrogen Min. 46.40 - %

Protein Min. 290.00 - %

Rebate Calculation: Technical Grade Urea (TG Urea)-industrial Grade

Quality

Parameter Guarantee (%) up to/ down to

Rebate I

(%) up to/down to

Rebate II

(%)

Nitrogen 46.40 (Min) - - - -

Protein 290.00 (Min) - - - -

Sampling process:

1. The sample should be taken into each consignment bags randomly as per quality Norms.

2. If anyone sample at the time of double sampling fails, whole lot is rejected.

Note:

1. Every consignment of material will be accepted only when accompanied by COA.

2. The sample will be tested at In-house lab OR CALF (NDDB-ANAND). Final decision for

additional rebate or acceptance will be as management decision.

3. If sample is tested from outside lab then whole cost of testing will be on supplier’s account.

Special Condition: Supplier MUST have all valid/legal documentation pertaining for supply

of this material. In case of any legal issue the supplier shall be wholly responsible.



Page 21 of 25

4.2.13 Material Name: MOLASSES

SAP Code: MOLAS000001

Specification: MOLASSES


Moisture 26.00 Max. Up to 30.00 %

Density 1.40 Min Down to 1.35 g/ml

Premium/Rebate Calculation: MOLASSES

If molasses density will be found below 1.35 g/ml so that consignment will be rejected or

additional rebate as per union decision.

Sampling Process: MOLASSES



Each Consignment Each consignment 1000 ml

Special Condition: MOLASSES

1. The supplier MUST have all valid/legal documentation pertaining for supply of this

material. In case of any legal issue the supplier shall be wholly responsible.

2. The Supplier MUST HAVE all legal Licenses and SHOULD Supply a Copy of the same at

the time of participating in Tender.

3. The Supplier MUST have all legal requirements in regard of supply of Molasses according

to the Regulations of the Prohibition and Excise department according to the State of

Gujarat.



Page 22 of 25

4.2.14 Material Name: BYPRO-FAT - CATTLE FEED ADDITIVE


Specification: BYPRO-FAT - CATTLE FEED ADDITIVE


Moisture 7.50 Min. Up to 11.00 %

Fiber 3.00 Min. Up to 6.00 %

Silica 4.00 Min. Up to 8.00 %

Albumin 28.00 Min. Down to 23 %

Oil 33.00 Min. Down to 28 %

Calcium 3.00 Min. Down to 2.00 %

Premium/Rebate Calculation: BYPRO-FAT - CATTLE FEED ADDITIVE

Quality


up to/

down

to

Rebate

1

up to/

down to

Rebate

2

up to/

down to

Rebate

3

Moisture 7.50 Min. 11.0 1.00

Fiber 3.00 Min. 6.00 1.00

Silica 4.00 Min. 8.00 1.00

Albumin 28.00 Min. 25.00 2.00 23.00 4.00

Oil 33.00 Min. 30.00 2.00 28.00 4.00

Calcium 3.00 Min. 2.00 2.00

Sampling Process: BYPRO-FAT - CATTLE FEED ADDITIVE






Page 23 of 25

5.0 Test Methods

Raw material, additives & packing material will be analyzed for its conformity to the laid

down requirement. Following references is used to prepare the test method. For specific

instrument like Dickey John/Foss NIR procedure provided by the manufacturer is used as

reference.

Samples for testing would be drawn from each bag of each consignment and results of our

laboratory shall be considered as final. A copy of testing reports shall be shared to the

supplier.

In case of dispute on quality reports, the supplier needs to arrange testing of the samples

drawn by the Union at Centre for Analysis & Learning in Livestock & Food (CALF), Near IRMA

Gate, Anand 388 001. In such a case the Supplier will have to bear the cost of testing. (For

Moisture, retesting is not allowed)

The quality reports received from the mutually agreed lab or CALF would be considered as

final.

In case the goods fail the test as per the specifications prescribed, the supplier will replace the

goods as per specifications within the delivery time period OR Union may accept with

proportionate rebate / penalty as deemed fit

5.1 References of Testing Methods

Sr. No. Test Reference

1 Sample Size IS:2052-1979, APPENDIX C

2 Moisture IS 7874 (Part-I): 1975

3 Protein IS 7874 (Part-I): 1975

4 Fat IS 7874 (Part-I): 1975

5 Crude Fiber IS 7874 (Part-I): 1975

6 Silica IS 7874 (Part-I): 1975

7 Calcium NDDB Manual

8 Phosphorus NDDB Manual

9 Urea NDDB Manual

10 Vitamin-A NDDB Manual

11 Vitamin-D NDDB Manual

12 Density NDDB Manual

13 Infestation IS 7874 (Part- I) : 1975



Page 24 of 25

14 Dust IS 7874 (Part- I) : 1975

5.2 Reference Test Method of Raw Materials

S. No.

Product Name

Reference Test Method M

oistu

re

Cru

de

Pro

tein

Cru

de F

at

Cru

de

Fib

er

Tota

l A

sh

Sili

ca

Ca

P

Oth

er

1

Grains, Juwar, Maize, Damage wheat, Bajri, Barely etc

12

23. Infestation

24. Dust

2 Rice Polish Fine 12, 11

13 14 16 17

3 Deoiled Rice Bran 12, 11

13, 11 14, 11

11 16 17, 11

4

GuarBhardo/ Chuni/ Babul Chuni / Tamarind seed powder

12,11 13 14 15,11 16 17,11

5 Oil seed extractions and cakes

12,11 13,11 14,11 15,11 16 17

6 Purn milk magic /SAGAR BOOSTER

25 16 17 18 19

Material will be accepted on the basis of COA results

7 Calcite powder 12 16 17 18 26 Mesh Size

8 Grinding Salt 12 27 Purity

9 Urea/M M SRN/Optigen

13




Page 25 of 25

S. No.

Product Name

Reference Test Method

Moistu

re

Cru

de

Pro

tein

Cru

de F

at

Cru

de

Fib

er

Tota

l A

sh

Sili

ca

Ca

P

Oth

er

10 VitaminAD3/ Vitamin AD3 – Double strength


11 Groundnut Shell Powder

12 16 17 26 Retention time

12 Dhania Husk 12 16 17

13 Molasses/Myco curb AW DS

12 20 Density

14 Wheat Bran 12 16 17

15 Bioplex High Seven Organic Mineral Mixture


16 Bypass Fat Feed 12 By difference

ICP-OES

GC-FID (By NDDB)

~ End of DOCUMENT NO.: GTC/CFP/0022/1/0221 ~

ANNEXURES OF

CATTLE FEED RAW

MATERIAL E-TENDER

CUM REVERSE

AUCTION DOCUMENT NO.: GTC/CFP/0023/2/090421




Fax: 02762-253201


APRIL 9, 2021

MEHSANA DISTRICT CO-OPERATIVE MILK PRODUCERS’ UNION LIMITED Annexures of E-Tender cum Reverse Auction for Cattle Feed Raw Material and Other Items


Page 1 of 9

Contents 1.0 How to Participate in E-Tendering cum Reverse Auction .............................................................................. 2

1.1 E-Tender cum Reverse Auction Participation Process Map ...................................................................... 2

1.2 Bidder Registration Step for Reverse e-Auction ........................................................................................ 3

Annexure-1: Eligibility Criteria ................................................................................................................................. 4

Annexure-2: Check List ............................................................................................................................................... 5

Annexure-3: Price Bid Format ................................................................................................................................... 6

Annexure-4: Reverse Auction Terms & Conditions ................................................................................................ 8



Page 2 of 9

1.0 How to Participate in E-Tendering cum Reverse Auction

Step 1: Obtain Class 3 Digital Certificate

Step 2: Register yourself at N-Procure as Vendor and also for Reverse Auction

Step 3. Search for given tender ID on N-Procure website https://www.nprocure.com/

Step 4: Pay Tender Fee, EMD etc. as per tender document

Step 5: Fill details as requested in the tender and submit documents as per tender and price

bid online

Step 6: Participate in Online Reverse Auction when intimated

1.1 E-Tender cum Reverse Auction Participation Process Map

For details kindly visit: https://www.nprocure.com/html/faq.asp

In case bidders need any clarifications or if training required to participate in online tenders,

they can contact (n)Procure Support team:

(n)Code Solutions-A division of GNFC Ltd.,

(n)Procure Cell

304, GNFC Infotower, S.G. Road,

Bodakdev, Ahmedabad – 380054 (Gujarat)

Fax : +91-79-40007533,

E-mail : [email protected]

TOLL FREE NUMBER: 7359 021 663

Get Class 3 DIgital

Certificate

Register at N-Procure

Pay Tender Fee

& EMD Online

Fill Price Bid and Other Details Online

Participate in Online Reverse Auction



Page 3 of 9

Minimum Requirement for Online Tendering & Reverse Auction

1. Computer with Windows (with full Administrative rights, All upgrades and .Net Framework-

2)

2. Internet Explorer version 7.0 and above

3. Legally valid class 3 Digital Signature Certificate.

a. (under Indian Root CA chain)

b. (2 Separate Certificates-Signing & Encryption)

4. Internet Connection.

1.2 Bidder Registration Step for Reverse e-Auction

1. Open e-Auction Portal (https://e-auction.nprocure.com)

2. Click on link "Register" on e-Auction Homepage (Click on "Continue to Registration")

3. Select Login Type: “DSC Login ".

4. Select Registration Type: Indian or Foreign

5. Choose the Auctioneer: Mehsana District Co-operative Milk Producers’ Union Ltd.

6. Fill Section: USER DETAILS, BUSINESS DETAILS

7. Fill Section Contact Person and Click on Send OTP & Verify for field "Mobile" & "Alternate

Mobile"

8. Agree, Enter Total, & click on "Register"

9. Based on successful registration, the Buyer will get confirmation "Thank You for

Registration" and Confirmation mail on your registered e-mail ID.

10. Bidders may contact (n)Procure Helpdesk during office hours for any Guidance/Technical

Support.

11. URL for Reverse e-Auction: https://e-Auction.nprocure.com

For help you may contact (n)Procure Help Desk as below:

(n)Procure Help Desk

Toll Free Number: 7359 021 663

Direct Number: 91-79-40007514/15/17

E-Mail: [email protected]

https://e-auction.nprocure.com/


mailto:[email protected]



Page 4 of 9

Annexure-1: Eligibility Criteria

1. Bidders must have valid licenses (if applicable) to supply materials quoted to our cattle

feed plants.

2. Bidder must have GST and PAN number to participate in tender.

3. In case of import material, import license is required.

4. Product specific additional eligibility criteria if any, given on product specification page

will be applicable.

5. Vendors blacklisted by Mehsana Union are not supposed to fill the e-tender. If they fill the

tender then their quotation will not be considered for bid evaluation. Their tender fee will

be forfeited and EMD will be returned back.

6. Any unwanted and hazardous materials found in any consignment, the respective party

will be black listed for all future tenders / e-tenders from Mehsana Union and heavy

penalty will be imposed on the vendor.

7. Any vendor not honoring his/her quote submitted during validity period will get black

listed for all future tenders / e-tenders from Mehsana Union.

ALL BIDDERS NEEDS TO CREATE USER ID TO PARTICIPATE IN REVERSE AUCTION.



Page 5 of 9

Annexure-2: Check List

The details to be provided by bidders in prescribed check list format, as below:

Sr. Particulars Details

1

Vendor No. (Write Vendor No. of Mehsana Union or in

case not registered here then write ‘New Vendor’) and

upload Vendor Registration Form on n-procure

2 User ID for Reverse Auction (of N-Procure E-Auction

Website)

3 GST No.

4 PAN No.

5 Mobile or Contact No.

6 Email ID

7 Address for Communication

8 Applicable licenses submitted (Yes/No/Not Applicable)

9 Submitted Vendor Data Sheet (Yes/Registered Vendor)

10 Declaration for TG Urea (Yes/No/Not Applicable)

11 Declaration for Molasses (Yes/No/Not Applicable)

12 Nature of business (Trader / Manufacturer)

13

Executed similar nature of supply at least in the last

three years in large Cattle Feed Unit of dairy/dairy co-

operative or Cattle Feed Plant in India (Yes / No).

14 Turnover FY 2019-20 (Yes/No/Not Applicable)





Page 6 of 9

Annexure-3: Price Bid Format

Price Schedule has to be filled online at www.nprocure.com only. Items may differ from

the below table in actual price bid.

S.

No Material SAP Code

Tender

Quantity Unit

Minimum Offer

Quantity (MT)

Offered

Quantity

(MT)

FOR

Rate /

Unit (Rs)

Remark

1 BYPASS FAT

(99%)

CFEED000

284

As per

tender MT As per tender ONLINE ONLINE ONLINE

2

UREA FOR

INDUSTRIAL

USE

CFEED000

054

As per


3

BYPRO FAT -

CATTLEFEED

ADDITIVE

CFEED000

271

As per


4

Cofeed - Corn

Gluten Feed

(CGF)

CFEED000

171

As per


5 DDGS - MAIZE CFEED000

233

As per


6 MOLASSES MOLAS00

0001

As per


7 MAIZE CFEED000

032

As per


8

RAPSEED

EXTRACTION

(38%)

CFEED000

094

As per


9 RICE POLISH,

FINE I

CFEED000

037

As per


10

GUAR

BHARDO

(55%)

CFEED000

026

As per


11

COTTON SEED

EXTRACTION

(40%)

CFEED000

012

As per


12 DE-OILED RICE

BRAN

CFEED000

013

As per


13

BAG GUNNY

A TWILL (Rates

per 100 bags

to be quoted)

GNBGCFF

000001

As per

tender No As per tender ONLINE ONLINE ONLINE

Note:

1. Rate should be inclusive of all and FOR to cattle feed plant located at Jagudan and

Ubkhal in Mehsana District of Gujarat. No additional amount will be paid for anything

except premium if any as per rebate/premium mentioned in DOCUMENT NO.:

GTC/CFP/0022/1/160221



Page 7 of 9

2. Vendor needs to provide the HSN code of each material they have quoted rates in

separate letter along with DD of EMD and Tender Fee.

3. Bidders must have GST number to participate in this tender.



Page 8 of 9

Annexure-4: Reverse Auction Terms & Conditions

E-Auction will be done on N-Procure E Auction Website: https://e-Auction.nprocure.com

S.

No

Material SAP Code Unit Tick Price (Rs.)/MT

or No. as per E-

tender

1 BYPASS FAT (99%) CFEED000284 MT 500

2 UREA FOR INDUSTRIAL USE CFEED000054 MT 100

3 BYPRO FAT -CATTLEFEED ADDITIVE CFEED000271 MT 500

4 Cofeed - Corn Gluten Feed (CGF) CFEED000171 MT 50

5 DDGS - MAIZE CFEED000233 MT 100

6 MOLASSES MOLAS000001 MT 50

7 MAIZE CFEED000032 MT 50

8 RAPSEED EXTRACTION (38%) CFEED000094 MT 50

9 RICE POLISH, FINE I CFEED000037 MT 50

10 GUAR BHARDO (55%) CFEED000026 MT 100

11 COTTON SEED EXTRACTION (40%) CFEED000012 MT 100

12 DE-OILED RICE BRAN CFEED000013 MT 50

13 BAG GUNNY A TWILL GNBGCFF000001 Per 100 No 25

Terms and Conditions Reverse Auction

1. Auction will be conducted as per schedule given in main tender document.

2. All other information if any will be provided later on N-Procure E-Auction Website:

https://e-Auction.nprocure.com

3. E-Tender will get used to get Base Price (L1 price of e-tender) of each item.

4. Only those vendors for each item who will qualify the technical bid stage of e-tender will

be eligible vendors for price bid opening and subsequent participation in Reverse e-

Auction Process on N-Procure.

5. All terms and conditions of supply as well as EMD will be as per e-tender. There is no

separate EMD for Reverse E-Auction.

6. Tick price (minimum rate lowering) will be as per table given above.

7. For each item there will be Reverse e-Auction. In cases where reverse e-auction is not

possible then there may be negotiation through email.

8. Initial Time Limit: One Hour

9. Auto Extendible: Bid timing is auto extendable for 5 minutes if a bidder bids at last 5

minutes of the auction.




Page 9 of 9

10. There will not be any further negotiation after reverse e-auction. PO will get issued as per

Reverse e-Auction rate to lowest bidder or to lowest e-tender rate (in case when no one

participated in Reverse e-Auction or whether Reverse Auction is not possible for any item).

11. Any change or update about auction will be uploaded on the N-procure Auction Website.

~ End of DOCUMENT NO.: GTC/CFP/0023/2/090421~

MEHSANA DISTRICT CO-OPERATIVE MILK PRODUCERS’ UNION LIMITED General Terms and Conditions of Purchase Order: Version February 8, 2021 Document No.: GTC/0011/1/0221

Page 1 of 21

General Terms and Conditions of Purchase Order

Table of Contents

01.0 Scope .................................................................................................................................................. 3

02.0 Interpretation & Glossary ............................................................................................................... 3

03.0 Formation of Contract/Purchase Order/Agreement ................................................................. 3

04.0 PO Acknowledgement ...................................................................................................................... 3

05.0 Rates .................................................................................................................................................... 4

06.0 Quantity .............................................................................................................................................. 4

07.0 Quality of Goods .............................................................................................................................. 4

08.0 Penalty ................................................................................................................................................ 4

09.0 Changes in PO ................................................................................................................................... 4

10.0 Execution of the Purchase Order ................................................................................................... 5

11.0 Delivery of Material ......................................................................................................................... 5

12.0 Packaging .......................................................................................................................................... 6

13.0 Inspection and Quality Control ....................................................................................................... 6

14.0 Rejection of Goods ........................................................................................................................... 7

15.0 Invoicing .............................................................................................................................................. 7

16.0 E-Way Bill .......................................................................................................................................... 8

17.0 Excess Material ................................................................................................................................. 8

18.0 Payment .............................................................................................................................................. 8

19.0 On-site Instructions and Regulations .............................................................................................. 9

20.0 Delivery of Dangerous Materials .................................................................................................. 9

21.0 Guarantee and Warranties ............................................................................................................ 9

22.0 Supplier’s Warranties and Covenants ........................................................................................ 10

23.0 Intellectual and Industrial Property Rights .................................................................................. 11

24.0 Confidentiality ................................................................................................................................. 12

25.0 Indemnity .......................................................................................................................................... 12

26.0 Transfer of Risk and Title ............................................................................................................... 13

27.0 Substitutions ...................................................................................................................................... 13

28.0 Withdrawal of Order .................................................................................................................... 13

29.0 Documentation, Parts and Tools ................................................................................................... 13

30.0 Prohibition on Outsourcing and Assignment ............................................................................... 13

31.0 Termination ....................................................................................................................................... 14

32.0 Jurisdiction ........................................................................................................................................ 15


Page 2 of 21

33.0 Force Majeure Clause .................................................................................................................... 15

33.1 Definition ...................................................................................................................................... 15

33.2 Notice and Reporting ................................................................................................................ 15

33.3 Mitigation Responsibility ........................................................................................................... 16

33.4 Consequences of Force Majeure ............................................................................................. 16

33.5 Force Majeure Events Exceeding 60 Days ............................................................................ 16

34.0 Document Requirement ................................................................................................................... 16

34.1 EMS Requirement ........................................................................................................................ 16

34.2 Documents Required for Ingredients ....................................................................................... 16

34.3 Documents Required for Packaging Material ....................................................................... 17

35.0 ISO/ Environment Management System Requirements ............................................................ 17

36.0 General Safety Rules for Purchase/Work Order .................................................................... 17

Annexure 1: Plant Locations and Store Timing .................................................................................... 19

Annexure 2: INCO Terms ........................................................................................................................ 20


Page 3 of 21

01.0 Scope

Unless stated specially, all purchase orders, agreements and contracts shall be governed by this

General Terms and Conditions of Purchase Order. It is also available at our website

http://www.dudhsagardairy.coop/tenders/. Any update or revision on this document will also

get uploaded at http://www.dudhsagardairy.coop/tenders/.

02.0 Interpretation & Glossary

Term Interpretation / Full Form

RFQ Request for Quotation / Purchase Inquiry

PO Purchase Order

GST Goods and Service Tax

Union Mehsana District Co-operative Milk Producers’ Union Ltd.

Dairy Mehsana District Co-operative Milk Producers’ Union Ltd.

Dudhsagar Dairy Mehsana District Co-operative Milk Producers’ Union Ltd.

ARC Annual Rate Contract

AMC Annual Maintenance Contract

You/Supplier Vendor or Bidder or Supplier

RTO Return to Origin

NIT Notice Inviting Tender

COD Cheque on Delivery

03.0 Formation of Contract/Purchase Order/Agreement

No contract shall be deemed to have been formed until and in so far as Union accepts an offer

by placing a written order (“Purchase Order”) duly signed by Authorized Signatory.

These General Terms and Conditions along with the covering Purchase Order (which term shall

be deemed to include plans, specifications, regulations, quotations and other documents only to

the extent that any of the same are incorporated by reference) contain the entire agreement

of the parties, and expressly limits acceptance to the terms stated herein.

Any additional or different terms proposed by the Supplier are objected to and are hereby

rejected unless Union shall accept the same in writing.

Failure of Union to enforce its rights under the Purchase Order and the General Terms and

Conditions shall not constitute a waiver of such rights or any other rights under the Purchase

Order and the General Terms and Conditions or otherwise.

04.0 PO Acknowledgement

Vendors needs to acknowledge the receipt of Purchase Order and confirm the delivery of

goods/services as per schedule given within 24 hours of receipt of PO by email/hard copy. In

case of no confirmation/objection received from vendor within 24 hours of receipt of PO, it will

be assumed that it is acceptable to vendor and all terms and conditions of PO will be binding.


Page 4 of 21

Shipment of any Goods (which term shall have the meaning as set out in the Purchase Order)

pursuant to the Purchase Order shall be deemed to be an acceptance by the Supplier of the

precise terms and conditions hereof.

05.0 Rates

Rates mentioned in PO are firm and not subject to any variation or escalation clause except it

is specifically mentioned in PO or RAL/ARC/AMC/tender or e-tender terms on which PO is

based.

06.0 Quantity

No variations in quantity shall be accepted for payment except as authorized in writing by

Union’s purchasing department. Any shipments in excess of what is set out in the Purchase Order,

may be returned to the Supplier at the Supplier’s sole expense, which shall include a reasonable

cost for Union’s handling, or retained by Union at no increase in price.

To the extent that Goods covered by this Purchase Order are produced in accordance with

drawings or specifications which are proprietary to Union or to Union’s customer, the Supplier

shall not manufacture, use or retain such Goods, or drawings, specifications or parts therefore,

other than as required to be delivered under this Purchase Order. Any such excess Goods, or

parts therefore, shall be provided free of charge to Union upon completion.

07.0 Quality of Goods

The goods supplied against PO issued shall confirm to our described specification, specimen etc.

mentioned in the RFQ/Tender Document/PO. Initial receiving/unloading of the goods

immediately on delivery is not the final acceptance of quality. All goods, if found sub-standard/

defective/ of poor machinability during actual use, shall be rejected and the supplier shall

replace such rejected goods at their own cost and risk.

08.0 Penalty

Goods shall be delivered strictly according to our delivery schedule and must conform to our

specification, quality, specimen etc. In case of default, we may procure the material from an

alternative source and any extra cost incurred therefrom may be charged to you apart from

levying liquidated damages.

09.0 Changes in PO

Union may at any time, by written order, make changes or additions within the general scope

of this Purchase Order, in any one or more of the following, which are non-exhaustive:

(i) drawings, designs, statement of work, or specifications;

(ii) method of shipment or packing,

(iii) place of inspection, delivery or acceptance;

(iv) quantities, and

(v) delivery schedules.


Page 5 of 21

If any such change causes an increase in the cost of, or the time required for, performance of

this Purchase Order, the Supplier shall notify Union in writing immediately with documentation

of such increase and an appropriate equitable adjustment may be made in the price or time of

performance, or both, in the sole discretion of Union, by written modification of the Purchase

Order.

Any claim by the Supplier for such adjustment must be asserted within 5 days, or such other

period as may be agreed on in writing by the parties, after the Supplier’s receipt of notice of

the change. Nothing contained in this paragraph shall excuse the Supplier from proceeding with

the contract as amended, unless specifically exempted in writing by Union.

10.0 Execution of the Purchase Order

The Supplier shall perform, all of its obligations under this contract:

(i) in strict accordance with the terms of the contract, including all amendments, work orders

and other related documents;

(ii) in a professional, commercially diligent basis, in accordance with the generally accepted

industry and professional standards, procedures and practices, to the reasonable

satisfaction of Union and

(iii) in accordance with the requirements laid down by or pursuant to law, and/or applicable

self- regulatory rules, inter alia in regard to quality, health, safety, the environment and

advertising.

Unless otherwise provided under the Purchase Order, the Supplier shall be responsible for

obtaining all applicable permits required for the Supplier’s performance of the Purchase Order,

including, without limitation, in respect of the manufacturing, importation, transportation and use

of the Goods and the clearances required from the port authorities and custom authorities for

any imported Goods.

If any work in respect of the Goods is performed at Union’s location, that shall be done during

the normal work hours at that location, unless parties have agreed otherwise in writing. The

Supplier is obliged to carry out such work outside of those working hours on Union’s first request.

The Supplier shall arrange at its own expense and in good time the permits, exemptions,

approvals and decisions needed for the performance of such work and/or the employment of

personnel.

11.0 Delivery of Material

Deliveries shall take place (in accordance with the relevant provisions of the most recent version

of INCO terms) as per INCO terms mentioned in the Purchase Order.

The vendor is advised to deliver vehicles on or before 04.00 pm at Union. Stores will unload

material from 08:00 am to 06.00 pm on all working days except Sundays and Public holidays.

Vehicles reported after 04.00 pm shall not be unloaded on the same day and will be carry

forward to next day.

Working hours of stores at different locations is given in Annexure-1.


Page 6 of 21

Suppliers shall ensure delivery of goods as per our requirement and schedule. Delivery made

after the stipulated time may be refused or may be accepted with a special permission from

Manager (Purchase).

Vendors are requested to provide dispatch details like vehicle no, transporter name, driver's

name, Driver's mobile number and expected date & time of delivery in one day advance before

the vehicle is expected to reach to Union.

The Supplier shall give Union timely advance notice of the progress of and the possibility of the

delivery time being exceeded. Such advance notice does not release the Supplier from its

liability in the event of the term actually being exceeded. Union shall have the right to levy such

damages as set out in the Purchase Order in case of any delays in meeting the agreed timelines.

Any extension of time to be provided shall be at the sole discretion of Union and shall be without

prejudice to the right of Union to levy damages.

Unless otherwise provided in the Purchase Order, delivery in whole or in part shall not be made

more than 10 days prior to required delivery dates. Union may return earlier deliveries at the

Supplier’s sole risk and expense. The Supplier shall comply with the delivery schedule but shall

not make material or production commitments in advance of such time as the Supplier reasonably

believes necessary to meet the schedule without prior written approval by Union.

We advise you to instruct your logistic persons/transporters that vehicle parking in front of

Union’s gate is not allowed as well as it not advisable to park a vehicle on Highway.

Union will allow the vehicle inside as per dispatch details given by vendors and on particular

time only.

Union is not liable to pay any demurrage charge in case of the vehicle will not be unloaded

due to any particular reason.

Vehicles will be unloaded as per FIFO system only.

Logistic firms/ courier services are also bound by this policy.

12.0 Packaging

The Goods and/or materials must be packaged and preserved in such a way that protection

against external factors is guaranteed. The Supplier is obliged to follow the provisions of the

Purchase Order and any instructions by Union in this regard.

All supplies shall be in closed vehicles/covered by tarpaulin to protect the goods from outside

contaminants.

13.0 Inspection and Quality Control

Without prejudice to any rights in law, contract or otherwise, including but not limited to rejection

of Goods, Union reserves the right to inspect, to check and/or to test the Goods delivered or to

be delivered, as well as the facilities of the Supplier, either acting for itself or through another,

irrespective of where the Goods, or the facilities in question are located subject to providing

reasonable notice. The Supplier shall cooperate with the above. Union can further require a

production or confirmation sample, free of charge. The inspection costs shall be borne by the


Page 7 of 21

Supplier if the inspected Goods and/or materials fail to meet the specifications or general

requirements as provided for in Clause Quantity.

The Supplier acknowledges that Union does not carry out full acceptance checks on the Goods.

If any (part of a shipment or a production batch of the) Goods do not conform to the

representations and warranties as set forth in Clause Guarantee and Warranties and the

specifications, Union may reject, at its sole discretion, the entire shipment or production batch

without any payment becoming due by Union for any part of such shipment or production batch

of the Goods and without any liability towards the Supplier. Union shall store the rejected Goods

or cause them to be stored at the Supplier’s sole expense and risk. Without prejudice to other

rights in law, contract or otherwise that Union may have, Union, notwithstanding any prior

acceptance, at its option, may reject and return for credit or replacement or require prompt

rework of any Goods, which are defective in material or workmanship or otherwise fail to

conform to all applicable specifications or that have defects or are unsuitable for the purpose

for which they were meant.

Actual quantity as received by our stores department will be considered as final and binding

to both parties.

14.0 Rejection of Goods

Supplier has to ensure lifting/replacement of the rejected material within 15 days from the date

of receipt of intimation from the Union. Supplier are requested to lift the said material on or

before above said period.

In case of failure to do so, Union may scrap the material through approved scrap rates and

difference of original value and scrap value will be directly debited to the Supplier.

Else Union may charge Rs 10/Sq ft/ fortnight of the area utilized in our stores or Rs 5000 per

fortnight, whichever is higher.

Union has right to impose penalty also if losses of production time and machine downtime is on

the higher side than approved standards.

Future business with the vendor will also depend on the frequency of rejection and promptness

of vendor to attend the same. The decision of I/C Managing Director of the Union shall be

considered as final and binding to all.

15.0 Invoicing

Please ensure the following points at the time of material supply:

Invoices should be in the name of Mehsana District Co-operative Milk Producers’ Union Ltd.

Three copies each of Invoice and delivery challan shall be accompanied with a supply of

material amongst which original and duplicate copy will be retained by the receiver of goods

whereas triplicate/transporter copy shall be acknowledged and returned to transporter as a

token of receipt of material.


Page 8 of 21

All materials supply shall accompany Certificate of Analysis (COA)/ test report with invoice

copy itself at the time of material receipt. Any vehicle without COA will not be received from

Stores Department and would be returned to and suppliers/vendors at their own risk.

Necessary E-way bills shall be generated by vendors and to be given with invoice only.

16.0 E-Way Bill

It would be compulsory for all vendors to generate E Way bill with consignment as per

government norms.

Purchase order (PO) number given by us must be written on invoice and delivery challan.

No materials will be unloaded without a purchase order reference. Even vehicle entry would not

be possible without PO Number.

You are aware that that government has made it mandatory to generate E-way bill for all kind

of materials movement from October 1st 2018 with following exemptions /relaxation of no

need to generate E Way bill if value of materials is less than Rs. 50000/-. So it would be

compulsory for all vendors to generate E Way bill with consignment considering above.

Hence, we request all our approved vendors to supply all material to Union or its different

plants (Dairy Units, CCs and CFPs etc.) with properly generated E-way bill with accurate and

correct information. We will not accept material if invoice is not accompanied with E-way bill at

the time of receipt of material at Stores.

From the E-way bill portal ( https://ewavbill.nic.in/) vendor can generate E Way bill based on

GST no. Since field of location/premise is editable vendor is advised to edit field and enter full

details of delivery plant, as the case may be.

E-way bill is very much required to avoid any issue regarding place of delivery when material

is in-transit, as place of discharge is more important to prove ownership of the material. If this

is not mentioned by any vendor for whatsoever reason then all kind consequences shall be borne

by supplier/vendor of the goods.

We will not accept material if invoice is not accompanied with E-way bill at the time of receipt

of material ay stores. It is also applicable if vendor is supplying materials in courier or through

3rd party logistics mode like DHL/V-Trans/Lalji Mulji etc.

17.0 Excess Material

Please do not send excess materials than PO quantity. We allow 5% tolerance limit than PO

quantity only for packaging materials and bulk items. Any excess materials beyond this limit

will not be unloaded.

18.0 Payment

Payment will be made as per PO terms after the safe receipt and installation of goods for

quantities approved. Union shall be free to withhold payment in part or full if supplies are found

substandard /damaged / defective or rejected on any other account.


Page 9 of 21

The Union shall be given the choice to make payments for the purchase of the product by way

of online payments, cheque on delivery (COD) or any other legal methods of payment as may

be available.

The Vendor shall generate and provide to the Union reports of the Products that are being

delivered which reports shall contain details of the orders placed, the sale amounts invoiced,

sales not delivered and hence RTO (return to origin) and any returns by the Union.

It is hereby clarified that Union shall not be required to provide any other information (including

any confidential information or any information about other vendors) to the Vendor vide such

Reports or otherwise and any such information shall be the proprietary information of the

Company.

The payment of sale proceeds of the Products by the Vendor to the Union shall be on thirty days

(30 days) basis or as mentioned in PO. The Union shall pay to the Vendor for the sale proceeds

of the Products which have been duly delivered to the Union.

(i) any adjustments for any RTO and return by the Union within three (3) months from the

date of delivery of Products to the Union; and

(ii) all other amounts due and payable by the Vendor to the Union on accordance with these

Terms & Conditions and/or the Vendor Agreement.

19.0 On-site Instructions and Regulations

The Supplier shall at all times adhere to the applicable rules on the sites and at the facilities of

Union, such as hygiene, environmental and safety regulations.

The only persons granted access to the areas of Union are those registered by the Supplier with

Union and whose admission has been approved by Union.

Other than in cases of intentional act or omission or gross negligence on its own part or its

executive management staff, Union cannot be held liable for any damages or any injuries of

any nature whatsoever and originating or caused in any manner whatsoever in the execution of

the Purchase Order to the Supplier, to third-parties engaged or otherwise involved by the

Supplier in the execution of the Purchase Order, to Goods of the Supplier or those third-parties

or persons employed by the Supplier or those third-parties.

20.0 Delivery of Dangerous Materials

Supplier shall arrange to send material falling under "Dangerous Goods Class 6 Poison" with

relevant material safety data sheet (MSDS) to enable us handling of material safely.

Supplier shall arrange to send classifications of chemicals falling under category class 3/6/8

with relevant material safety data sheet (MSDS) to enable us handling of material safely. You

must also carry TREM card during transportation of solvent and as and when applicable.

21.0 Guarantee and Warranties

The Supplier guarantees/warrants that the Goods being delivered and the accompanying

Documentation and Materials meet the agreed specifications, properties and requirements or,


Page 10 of 21

if no agreements have been made in that regard, the specifications, properties and

requirements that are customary in accordance with best industry standards for the trading of

these Goods. The Supplier further guarantees that the Goods and the accompanying

Documentation and Materials meet all of the government regulations in the country of production

and the country to which they are being supplied. The warranties contained in this paragraph

are non-exhaustive, and any other applicable warranties shall extend to Union and its customers.

Union’s inspection and/or acceptance of and/or payment for Goods shall not constitute a waiver

by it of any warranties.

The Supplier further guarantees that the Goods are fit for purpose and can be used and

processed for that purpose and that the Goods possess at all times a high and consistent level

of quality and that they meet the requirements laid down by or pursuant to law, and/or

applicable self-regulatory rules, inter alia in regard to quality, health, safety, the environment

and advertising.

Independent and without prejudice to the warranties provided by the Supplier, the Supplier

shall transfer and/or assign all the guarantees and warranties received from the original

manufacturers from whom the Supplier has sourced the Goods or any parts thereof. The Supplier

shall procure the warranties set out in 10.1 and 10.2 above from the original manufacturer and

assign such warranties in favour of Union. In case the warranties provided by the original

manufacturer is not for the entire warranty period set out specifically in the Purchase Order, the

Supplier shall step in and provide such warranties for the remaining warranty period set out in

the Purchase Order.

Vendor shall give guarantee for the material supplied by him against manufacturing defect and

shall agree to replace free of cost if it is found defective or not conforming to our specifications.

In such case, the total cost of transportation will be to his account.

22.0 Supplier’s Warranties and Covenants

Without prejudice to any other representation and/or warranty contained in the Purchase

Order, the Supplier hereby warrants and represents to Union that:

a) it is an entity duly organized and existing under the laws of its country of incorporation

and has the power and authority to carry on its business as now conducted, and to

perform its obligations under the Purchase Order;

b) there are no pending or threatened actions or proceedings before any court or agency

which either individually or in aggregate may adversely affect its right to perform its

obligations under the Purchase Order;

c) the Goods supplied shall be in accordance with the specifications for the Goods and in

accordance with the Purchase Order and in accordance with any highest applicable

standards set by the relevant standards organizations and/or applicable laws;

d) the Goods shall be free from defects in design, materials and workmanship, and suitable

for the relevant purpose of those Goods; and

e) the Supplier shall provide to Union, good and marketable title to the Goods free of any

charge, liens, title defect or encumbrance;

f) all Goods supplied to Union and all material used for packing and shipping the Goods

(including, without limitation, temporary or replacement fittings such as transport gaskets,


Page 11 of 21

packaging and strapping or protective materials) shall be free from any substance which

is prohibited under applicable laws;

g) it shall comply with all laws, regulations or government orders concerning the Goods

and/or services to be provided under this order, including any national, international,

state or local laws dealing with the environment, health and safety, labour and

employment, transportation or storage of hazardous materials, and import/export or

customs requirements, including without limitation and if applicable, the manufacture and

shipment of Goods purchased or returned hereunder. Upon request, the Supplier shall

provide Union with written assurances of compliance and cooperate with any efforts to

verify the integrity of the Supplier’s supply chain. The Supplier shall indemnify, defend

and hold Union harmless from any liability, losses, damages, penalties or claims arising

from the Supplier’s actual or alleged failure to comply with any of the above.

23.0 Intellectual and Industrial Property Rights

Drawings, images, designs, models, calculations, processes, methods, tools, moulds and

everything else that can be the subject of any right of intellectual or industrial property or can

be placed on par with such a right (hereinafter referred to as “Documentation and Materials”),

which are issued by Union or which are made on the instructions of Union or in that connection

by or on behalf of the Supplier for Union and all intellectual and industrial property rights in

their regard accrue exclusively to Union, which is also deemed to be the maker and/or designer,

irrespective of whether Union pays a separate or inclusive fee for that purpose. The Supplier

undertakes to do everything necessary to provide Union with the exclusive rights referred to

above (including any necessary deeds of transfer). Union holds the rights to all Documentation

and Materials, regardless of their form, provided by Union to the Supplier in relation to the

making of an offer and the execution of the contract, irrespective of how they are used or

stored. Unless expressly approved by Union and necessary for performance of this Purchase

Order, the Supplier shall not use or disclose furnished information concerning Union’s Goods or

any property relating to the Documentation and Material without the prior written consent of

Union.

The Supplier is obliged to return Documentation and Materials issued by Union on the first

request of Union and in all cases upon termination of contract. The risk concerning the

aforementioned Documentation and Materials is borne by the Supplier until such Documentation

and Materials are returned. The Supplier will check the aforementioned Documentation and

Materials for accuracy and mutual cohesion prior to commencing execution of the contract and

will report deviations and inaccuracies to Union, in the absence of which the Supplier will be

liable for all damages and costs suffered by Union in that regard.

The Supplier shall clearly mark the Documentation and Materials issued by Union as being the

property of Union and inform third-parties of Union’s right of ownership. The Supplier shall

immediately inform Union if the Documentation and/or Materials are subjected to attachment

or no longer freely available to the Supplier for other reasons.

The Supplier shall refrain from using the Documentation and Materials issued by Union for

purposes other than those for which they were provided and will not reproduce them in full or

in part, by any means whatsoever, issue them to third parties or show them to third-parties.


Page 12 of 21

The Supplier guarantees to Union that the use (including sale or delivery) of the Goods delivered

to Union does not infringe any right of intellectual or industrial property belonging to a third-

party and will indemnify Union on its first request against claims of third-parties and defray in

full all damages and costs suffered and incurred by Union in connection with those claims. Union’s

approval of Documentation and Materials and other notifications or information issued by or on

behalf of the Supplier does not affect or diminish the obligations of the Supplier under this

clause and these general conditions.

24.0 Confidentiality

The Supplier is obliged to protect the confidentiality of all information originating from Union,

including all information coming to its notice in the context of a request for an offer, an order

and/or the execution of a contract and to stipulate the same in respect of personnel and third-

parties engaged in the context of making an offer, assessing an order or executing a contract.

The provisions of this clause are applicable in particular – but not solely – to formulae, know-

how or procedures of production, prices, confidential business and technical information,

Documentation and Materials provided by Union to the Supplier. The Supplier is prohibited from

using the aforesaid information for its own purposes or for third-parties. To the extent that the

Supplier must disclose any information originating from Union in the performance of this contract

to third parties, it shall do so after either having obtained written consent of Union and having

entered into confidentiality undertakings with such third parties.

Without Union’s prior written consent, the Supplier shall abstain from any publicity in whatsoever

form about any contract and/or cooperation between the parties or of any of the terms and

conditions or other facts with respect to any contract between the parties, including the status

thereof and will direct its directors, officers, employees and representatives to do the same.

25.0 Indemnity

The Supplier shall, at its sole expense, defend any suit or proceeding brought against Union or

its customers so far as such suit shall be based on a claim that any Goods or any part thereof

supplied under the Purchase Order constitutes an infringement of any applicable laws of any

country including but not limited to patent or copyright granted under the laws of any country,

and the Supplier shall pay all damages and costs awarded therein. If the use of such Goods or

part thereof is enjoined in such suit, the Supplier shall, at its own expense and at its option, either

procure for Union the right to continue using such Goods or part thereof, or replace the infringing

Goods or part thereof with a non-infringing equivalent or modify it so it becomes non-infringing,

or upon showing inability to do any of the foregoing, shall remove such Goods or part thereof

and refund the purchase price and the transportation and installation costs thereof.

The Supplier will obtain and maintain in force, at no expense to Union, comprehensive general

liability insurance with products liability coverage and an endorsement, naming Union as

additional insured in sufficient amounts and with insurance companies acceptable to Union, to

cover any liability under the Purchase Order.

The Supplier agrees to indemnify, hold harmless and defend Union, its officers, agents and

employees, parents, subsidiaries, successors and assigns against any loss, cost, damage or


Page 13 of 21

expense (including attorney’s fees) arising out of any claim or charge for personal injury, death

or property damage or any other loss or damage asserted against any of the foregoing parties

and attributable to the Goods or the use thereof by Union, unless resulting from the sole

negligence of Union.

The Supplier agrees to indemnify, hold harmless and defend Union, its officers, agents and

employees, parents, subsidiaries, successors and assigns against any loss, cost, damage or

expense (including attorney’s fees) arising out of non-compliance and/or breach by the Supplier

of any terms, conditions, representations or warranties set out under these general terms and

conditions and/or the Purchase Order.

26.0 Transfer of Risk and Title

The Supplier guarantees that the full and unencumbered ownership of the Goods is supplied

under the Purchase Order.

The Goods and/or materials will remain at the expense and risk of the Supplier until they are

delivered, in accordance with the applicable INCO terms as set out in the Purchase Order.

Title in the Goods shall pass from the Supplier to Union at the time of delivery to such place as

specified by Union, unless

(i) otherwise agreed upon between the parties, or

(ii) if the Goods are rejected by Union in accordance with the provisions of Clause Inspection

and Quality Control.

27.0 Substitutions

The Supplier shall not substitute materials, components, processes or other requirements

pertaining to the Goods without written consent of Union.

28.0 Withdrawal of Order

The Union reserves the right to withdraw PO in part or in full without assigning any reason

thereof particularly in the cases where the delivery schedule does not adhere to PO.

29.0 Documentation, Parts and Tools

All drawings, manuals, computer programs, parts, tools and user rights and/or onward delivery

of the Goods shall be delivered along with delivery of the relevant Goods to Union and, if

made specifically in connection with the order placed by Union, transferred in ownership to

Union in accordance with the provisions of Clause Transfer of Risk and Title of these conditions.

30.0 Prohibition on Outsourcing and Assignment

The Purchase Order shall be binding upon and shall inure to the benefit of the Parties and their

respective successors and permitted assigns. The Supplier shall not without the prior written

consent of Union assign to any person any benefit of or obligation under the Purchase Order in


Page 14 of 21

whole or in part. Union shall have the right, in its sole discretion, to assign the Purchase Order

and each of the guarantees and warranties to any third party.

Claims of the Supplier on Union are not transferable without written consent of Union.

31.0 Termination

The Purchase Order shall come into effect on the date of the Purchase Order or if specifically

mentioned as Effective Date, then that Effective Date in the Purchase Order.

Either Party may give notice in writing to the other party terminate the Purchase Order with

immediate effect:

a) if an order is made or a resolution is passed for the winding-up of the other party, which

order is not stayed or appealed against, within a period of 30 Days of passing of such

order;

b) if an order is made for the appointment of an administrator to manage the affairs,

business and property of the other party or a receiver and/or manager or

administrative receiver is appointed in respect of all or any of the other party’s assets;

c) if the other party takes or suffers any similar or analogous action to those stated in

Clause Termination; or

d) if the other party ceases, or threatens to cease, to carry on business for a continuous

period of 30 Days.

Union shall have the right to terminate the Purchase Order by giving fifteen (15) Days prior

notice in writing if the Supplier commits a breach of any of the terms of the Purchase Order and

such breach is not remedied within thirty (30) Days from the date of notification of such breach

by Union.

Notwithstanding anything contained in the Purchase Order or any part thereof, may be

terminated by Union for convenience, at no additional cost and liabilities, by delivering 30

(thirty) Days’ written notice to the Supplier. For avoidance of doubt, it is clarified that, the

termination shall not operate to terminate any rights or obligations, which may have accrued to

either Party prior to such termination in accordance with the Purchase Order.

Union shall not be required to make any further payments to the Supplier save and except in

respect of the Goods already shipped in accordance with terms under the Purchase Order. It is

hereby clarified that the Supplier shall not be entitled to any payments of or compensation

whatsoever, on termination, for any loss of profit or anticipated profit, loss of opportunities, loss

of use, loss of production, loss of contracts, or for any other financial or economic loss

whatsoever, nor for any indirect or consequential damages that it may suffer, nor the incurring

of expenditure in the expectation of completing the supply of the Goods.

Union shall not be liable for any third party claims or losses incurred by the Supplier pursuant

to any termination howsoever occasioned.

Termination of the Purchase Order however caused shall be without prejudice to any rights that

Union has under the Purchase Order as at the date of termination of the Purchase Order.


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32.0 Jurisdiction

In Case of Dispute, Mehsana shall be the Jurisdiction.

33.0 Force Majeure Clause

33.1 Definition

The term “Force Majeure” means any event or circumstance or combination of events or

circumstances that affects the performance by the vendor of its obligations pursuant to the terms

of this Agreement (including by preventing, hindering or delaying such performance), but only

if and to the extent that such events and circumstances are not within the vendor’s reasonable

control and were not reasonably foreseeable and the effects of which the vendor could not

have prevented or overcome by acting as a Reasonable and Prudent person or, by the exercise

of reasonable skill and care. Force Majeure events and circumstances shall in any event include

the following events and circumstances to the extent they or their consequences satisfy the

requirements set forth above in this Clause:

(i) the effect of any element or other act of God, including any storm, flood, drought,

lightning, earthquake, tidal wave, tsunami, cyclone or other natural disaster;

(ii) fire, accident, loss or breakage of facilities or equipment, structural collapse or

explosion;

(iii) epidemic, plague or quarantine;

(iv) air crash, shipwreck, or train wreck;

(v) acts of war (whether declared or undeclared), sabotage, terrorism or act of public

enemy (including the acts of any independent unit or individual engaged in activities in

furtherance of a programme of irregular warfare), acts of belligerence of foreign

enemies (whether declared or undeclared), blockades, embargoes, civil disturbance,

revolution, rebellion or insurrection, exercise of military or usurped power, or any

attempt at usurpation of power;

(vi) radioactive contamination or ionizing radiation;

33.2 Notice and Reporting

33.2.1 The Vendor shall as soon as reasonably practicable after the date of commencement of

the event of Force Majeure, but in any event no later than two (2) days after such

commencement date, notify the Union in writing of such event of Force Majeure and

provide the following information:

(a) Reasonably full particulars of the event or circumstance of Force Majeure and

the extent to which any obligation will be prevented or delayed;

(b) Such date of commencement and an estimate of the period of time required to

enable the vendor to resume full performance of its obligations; and

(c) All relevant information relating to the Force Majeure and full details of the

measures the vendor is taking to overcome or circumvent such Force Majeure.

33.2.2 The Vendor shall, throughout the period during which it is prevented from performing,

or delayed in the performance of, its obligations under this Agreement, upon request,

give or procure access to examine the scene of the Force Majeure including such


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information, facilities and sites as the other Party may reasonably request in connection

with such event. Access to any facilities or sites shall be at the risk and cost of the Party

requesting such information and access.

33.3 Mitigation Responsibility

33.3.1 The Vendor shall use all reasonable endeavours, acting as a Reasonable and Prudent

Person, to circumvent or overcome any event or circumstance of Force Majeure as

expeditiously as possible, and relief under this Clause shall cease to be available to the

Vendor claiming Force Majeure if it fails to use such reasonable endeavours during or

following any such event of Force Majeure.

33.3.2 The Vendor shall have the burden of proving that the circumstances constitute valid

grounds of Force Majeure under this Clause and that it has exercised reasonable

diligence efforts to remedy the cause of any alleged Force Majeure.

33.3.3 The Vendor shall notify Union when the Force Majeure has terminated or abated to an

extent which permits resumption of performance to occur and shall resume performance

as expeditiously as possible after such termination or abatement.

33.4 Consequences of Force Majeure

Provided that the Vendor has complied and continues to comply with the obligations of this

Clause and subject to the further provisions: (i) the obligations of the Parties under this

Agreement to the extent performance thereof is prevented or impeded by the event of Force

Majeure shall be suspended and the Parties shall not be liable for the non-performance thereof

for the duration of the period of Force Majeure; and (ii) the time period(s) for the performance

of the obligations of the Parties under this Agreement to the extent performance thereof is

prevented or impeded by the event of Force Majeure shall be extended for the duration of the

relevant period of Force Majeure except as provided herein.

33.5 Force Majeure Events Exceeding 60 Days

If an event or series of events (alone or in combination) of Force Majeure occur, and continue

for a period in excess of 60 consecutive days, then Union shall have the right to terminate this

agreement, whereupon the Parties shall meet to mitigate the impediments caused by the Force

Majeure event.

34.0 Document Requirement

34.1 Food Safety Management System (FSMS) Requirement

We have implemented ISO 14001: 2015 & ISO 22000:2005. Hence, we require following

Documents in material receipt for all supplies like raw materials, packaging materials, etc.

34.2 FSMS Documents Required for Ingredients

1. Ingredients - origin of country/source

2. Complete flow chart for manufacturing/ processing

3. List of ingredients (must include color, flavor, additives etc. if added)

4. Copy of FSSAI license and any other statutory legal compliance

5. Halal certificate (every year) or upon renewal

6. Food grade certificate for all materials


Page 17 of 21

7. Detail test report (as per FSSAI regulation) from NABL approved laboratory (every six

month)

8. Shelf life, storage condition, nutrition labeling, GMO declaration and allergen etc. should

be mentioned

34.3 FSMS Documents Required for Packaging Material

1. Complete flow chart for manufacturing process

2. List of raw materials and country of origin (mention additives, if added)

3. Copy FSSAI license and any other statutory legal compliance

4. Food grade certificate for all plastic materials which directly in contact with product

5. Detail test reports (as per FSSAI regulation) from NABL approved laboratory (every six

month)

6. Overall migration test report (every six month) from NABL approved laboratory

Kindly follow the same and arrange to send us above documents via courier/e-mail to QA

Packaging <[email protected]> every six month or whenever changed/updated.

35.0 ISO/ Environment Management System (EMS) Requirements

We are QMS - ISO 9001:2015, EMS - ISO 14001: 2015 and FSMS - ISO 22000:2005

certified unit. We expect you to follow eco-friendly processes in your company such as waste

minimization, reduction in air pollution, water pollution and soil contamination etc.

The supplier has to ensure that their vehicle coming to Union should be:

1. PUC certified vehicles having valid PUC requirement

2. Vehicles should be properly maintained (including but not limited to) with no leakage of oil

from engine/gearbox.

3. Preferably vehicle should be closed to avoid aerial contamination

4. Use of energy efficient vehicles and technology for manufacturing of goods/material

5. Your Vehicle must carry fitness certificate issued by a competent authority like RTO etc.

36.0 General Safety Rules for Purchase/Work Order

1. Before entering the Dairy premises first get acquainted yourself studying the site layout

map displayed at main gate / time keeper office.

2. Wearing mask is mandatory at Union’s premise. This is applicable to all

persons/visitors/vendor/supplier/driver entering Union premises. No person shall be

allowed to enter Union premises without mask. And if any person found without mask within

the premises. He/She shall be liable to pay penalty of Rs.500/- without any objections. This

will be remaining effective as per guidelines of Government of Gujarat.

3. Do not carry any kind of flammable materials like a matchbox, lighter, stove, SIGRI etc.

4. Cigarette and eatables like Gutkha, Pan Masala etc. are prohibited within the company

premises. In any case, if someone found with Guthkha/Pan Masala/ Cigarette, then Union

will impose a penalty of Rs. 500/- and entry of particular person shall be permanently

prohibited in the premises. It is applicable to all carriers/drivers/any representatives of

vendors/ bidders/suppliers/service providers or any visitors.

5. Do not enter any plant area without permission.


Page 18 of 21

6. You are responsible for your own act & safety you are advised not to enter any restricted

area and follow the directed path only. In case union faces any losses or damages because

of any act done by the driver/visitor/any person he she shall be liable to pay the damages

to the union.

7. Do not use a mobile phone at tank farm and any plant area.

8. Do not take photographs in the company

9. Do not enter without Helmet and shoes in any plant area.

10. Park your vehicle at the designated parking area.

11. Meet only authorized person for which you have taken permission.

12. Follow work permit system wherever required.

13. Ensure safety devices/accessories on your machines and equipment.

14. Use work specific PPEs.

15. Follow safe material handling practices.

16. You have to abide by our Safety, Health and Environment Policy.

17. Violation of Safety norms will attract heavy penalty as decided by management.

18. If you hear an emergency siren, do not panic and talk to company employee for actions to

be taken.

19. As soon as you know about emergency try to reach nearby assembly point as per factory

drawing.

20. In case of gas leakage, move in a crosswind direction

21. Don't go at the emergency spot


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Annexure 1: Plant Locations and Store Timing

Plant Plant Code

Address and Location Contact Number Store Timing

Dudhsagar Dairy Mehsana

MM01 Post Box No. 1, State Highway, Mehsana – 384 002. Gujarat, India.

Phone: (02762) 253201-05 Fax: (02762) 253422

8:00 AM – 6:00 PM Sunday Closed

Vihar Chilling Center

MM03

At: Vihar, Taluka: Mansa, District: Gandhinagar, State – Gujarat.

Phone: (02763) 252282

8:00 AM - 4:00 PM Sunday Closed

Hansapur Chilling Center

ML02 Hansapur, Dist. Patan, State –

Gujarat. Phone: (02762) 222129


Kheralu ML03 Ambaji Highway, Kheralu, Dist. Mehsana, State – Gujarat.

Phone: (02761) 231012.


Harij Chilling Center

ML01 Harij, Dist. Patan, State – Gujarat

Phone: (02733) 222252


Kadi ML04

Nandasan Road Opp: Patel Oil Mill KADI, Pin – 382715 Taluka: Kadi, District: Mehsana Gujarat, India.

Phone: 7777949300

9:00 AM – 5:00 PM Sunday Closed

Dudh Mansagar Dairy, Manesar

MM02 Plot No. 26-D, Sector – 3, IMT – Manesar, Gurgaon, Haryana

Phone: (0124) 4366197


Dudh Motisagar Dairy, Dharuhera

MM04 Plot No. 17, HUDA Industrial Area Dharuheda – 123 106. District: Rewari, Haryana

Phone: (01274) 277100


Dudhsagar National, Jaipur

ML00

2nd Floor, Malwa Tower, Plot No. A-13 & 37, Nr. Khatipura Circle, Hanuman Nagar, Jaipur-302021, Rajasthan

Phone: (0141) 4031070


Cattle Feed Plant Ubkhal

MF01

Ubkhal, Vijapur, Dist. Mehsana. State: Gujarat.

Phone: (02763) 252332.

8:00 AM - 5:00 PM

Cattle Feed Plant Jagudan

MF03 At: Jagudan, Dist. Mehsana State: Gujarat.

Phone: (02762) 285065.

8:00 AM - 5:00 PM

Pashu Samvardhan Kendra, Jagudan

MR01

Nr. Toll Plaza, Ahmedabad State Highway, P.O. Jagudan – 382710. State – Gujarat

Phone (02762) 285330 / 285412. Fax: (02762) 253422.



Page 20 of 21

Annexure 2: INCO Terms

The seven Incoterms® 2020 rules for any mode(s) of transport are:

EXW - Ex Works (insert place of delivery)

FCA - Free Carrier (Insert named place of delivery)

CPT - Carriage Paid to (insert place of destination)

CIP - Carriage and Insurance Paid To (insert place of destination)

DAP - Delivered at Place (insert named place of destination)

DPU - Delivered at Place Unloaded (insert of place of destination)

DDP - Delivered Duty Paid (Insert place of destination)

Note: The DPU Incoterms replaces the old DAT, with additional requirement for the seller to

unload the goods from the arriving means of transport.

The four Incoterms® 2020 rules for Sea and Inland Waterway Transport are:

FAS - Free Alongside Ship (insert name of port of loading)

FOB - Free on Board (insert named port of loading)

CFR - Cost and Freight (insert named port of destination)

CIF - Cost Insurance and Freight (insert named port of destination)

For details refer Incoterms® 2020 published by International Chamber of Commerce


Page 21 of 21

MSDS Document I Vendor Data Sheet I Page 1 of 8

Vendor Data Sheet (Note: Vendor should provide information sought below in the given format on his letterhead.)

SAP Vendor Code (write new if not an existing vendor):

A: Category of Product S. No. Name of the Item / Category of Products Remarks

B: Contact Details Registered Office

Address:

Phone No. (with STD Code):

Fax No.

Email ID:

Website:

Corporate Office

Address:


Fax No.

Email ID:

Website:

Communication Address

Address:


Fax No.

Email ID:

Website:


C: Type of Firm

Constitution of the firm (please tick): Proprietorship / Partnership /Private Ltd. Co./Public Ltd.

Co./Co-operative /Others (specify) ____________

C1: In case of proprietorship: Please enclose photocopy attested by public Notary (any of

the following): Shops & Establishment Act License /Udyog Aadhaar Registration Certificate or

Affidavit by Proprietor indicating name of proprietor.

C2: In case of Partnership Firm /LLP:

a) Whether it has been registered: Yes / No

b) If yes, provide certified, extract from the Registrar of firm

S.

No.

Name of Partners Educational

Qualifications

Experience

(In Years)

Partner/Director, in any other

firm/ Company (with details)

Also provide Partnership deed (Photocopy of partnership deed attested by Public Notary)

C3: If Private/Public Limited Company: CIN :

(Please enclose copy of memorandum of Articles of Association & Certificate of

incorporation)

S.

No.

Name of Partners DIN Educational

Qualifications

Experience

(In Years)

C4: If Cooperative: Please enclose copy of Registration Certificate under Co-operative

Societies Act.

D: Nature of Business

D: Primary Nature of Business (please tick): Manufacturing / Trading /Service /Importer

/Consultant /Commission Agent / Others (specify) _________________

E: Date of incorporation of firm:

F: PAN No.


G: GST No.:

H: License Details (to the extent applicable): Please attach the copies of all the relevant

certificates/licences/approvals obtained for running the business. (e.g. Factory Act

registration, Environment Clearance Certificate, PF/ ESI registration Certificate, Specific

licences required for certain products, etc.)

I: Are you ISO accredited? If Yes, indicate for which facilities/ products/services?

Please enclose valid ISO certificate attested photocopy.

S. No. Facilities/Products/

Services

ISO

Standard

ISO Acquired on

ISO Certifying Agency

ISO Validity (Up to)

Does your company catalogue or any other document claim for meeting the requirements of

referred standard? Please provide details.

J: References of your customers:

S.

No.

Name, address and contact details of

your customers

Value of Business

(in Rs. Lakh)

Financial Year

K: Banking Details: Please enclose cancelled blank cheque along with this form

1. Bank Name with Branch Address

2. IFSC Code

3. Type of

4. Account

5. Account No.

L: Other Information

1. Details of any Notice served on the firm / owner / director by any statutory body.

2. Any pending lawsuit against the company / owner / partner / director currently

going on in any court in India / abroad.

3. If blacklisted by any customer, kindly provide details.

4. Whether any of your relative is working in Dudhsagar Dairy. If so, please give details.

5. Whether any of your relative is BOD in Dudhsagar Dairy. If so, please give details.


DECLARATION

I / We certify that the information furnished above is correct and complete to the best of my/our

knowledge and belief. If at any time we are found to have concealed any material information

or if the same is found incorrect or misleading, MDCMPUL reserves the right to cancel the

registration and take any other action as deemed fit without notice or compensation. Also, we

undertake to inform you of any subsequent change in the above particulars regarding our

business from time to time, to keep all information current. We also undertake the responsibility

that in no case we will employ any consultant to deal with MDCMPUL.

We hereby confirm that the above information given by us is true and if at any point of time

found wrong / misleading / incomplete, MDCMPUL reserve the rights to accept and/ or reject

our offer in whole or part without assigning any reason further. Also, MDCMPUL will not enlist

our firm for any enquiry / requirement forever.

(Signature)

Authorised Signatory

Name:

Designation:

Date & Place:


Annexure 1: Vendor Turnover Details Format

(CA Certificate)

Kindly provide details of turnover as below:

Note: DO NOT INCLUDE TURNOVER OF GROUP COMPANIES. Provide group companies

data in the same format separately.

Financial Year Turnover in Rs. Operational Profit (in Rs.) Remarks (if any)

2020-21 (mention period)

2019-20

2018-19

2017-18

2016-17

2015-16

2014-15

2013-14

2012-13

2011-12

2010-11

Remarks (if any):

(Signature)


Name:

Designation:

Date & Place:


Annexure 2: Vendor Experience Format

(to be provided on letterhead of the firm/company)

Kindly provide details of PO executed by you as below:

S. No.

Financial Year

PO Number

PO Date

Item Details

PO Quantity

Executed Quantity

Organisation PO Copy Attached (Yes/No)

Remarks (if any):

(Signature)


Name:

Designation:

Date & Place:


Annexure 3: Attachment List

Following documents are needed along with this Vendor Data Sheet

1. Original Cancelled Cheque

2. True Copy of PAN card

3. True Copy of GSTN

4. Original CA certificate for turnover

5. True Copy of PO mentioned in Annexure

6. True Copy of Licenses / Permits

7. Agreement about group companies on Rs. 300 stamp paper

8. True Copy of ISO certificate (if applicable)

9. List of important customers with their contact details.


Annexure 4: Check List

The details are to be provided by suppliers in prescribed check list format, as below:

No Particulars Confirmation Page No

1 Agreed to supply material as per specification,

Terms & Conditions as enclosed (Yes / No)

2 GST Registration Number. Please attached document

3 Copy of PAN Card. Enclosed (Yes / No)

4 Valid certificates and licenses to be enclosed (Yes /

No)

5 Valid ISO Certificate to be enclosed (Yes / No)

6 Turn Over Certificate to be attached (Annexure 1)

7 Experience details provided (Annexure 2)

8 Vendor Data Sheet

9

10

11

12

13

14

15

Remarks (if any):

(Signature)


Name:

Designation:

Date & Place:

Manufacturer’s Authorization Certificate Format (MAF) (Applicable only if asked specifically in tender. On Manufacturer/OEM Letter head with seal.)

Date: ________________

To,

Mehsana District Co-operative Milk Producers’ Union Ltd., Mehsana

Dudhsagar Dairy, Highway, Mehsana

Gujarat - 384002

Subject: Manufacturer’s Authorization Certificate

Reference: E-Tender Document: << Mention tender document number here>>

Tender ID: << Mention tender ID here>>

Dear Sirs,

This is with reference to the above-mentioned tender.

We <<NAME AND ADDRESS OF MANUFACTURER>> hereby authorize <<NAME AND

ADDRESS OF BIDDER>> to offer our range of product in their tender bid. Being authorized

<<NAME AND ADDRESS OF BIDDER>> may make techno-commercial and commercial proposal

for above mentioned tender.

Upon being awarded the PO, <<NAME AND ADDRESS OF BIDDER>> are authorized to supply,

install and commission our range of products falling under scope of the tender.

We as Manufacturer will provide all the techno-commercial and service support necessary to

<<NAME AND ADDRESS OF BIDDER>> for this project during the commissioning phase of the

equipment’s and until completion of warranty period as mentioned in tender document. We also

ensure that sufficient inventory of spare parts will be kept at our nearest service center for

timely service.

Our escalation matrix for support will be as under:

1st Level _________________________

2nd Level _________________________

3rd Level _________________________

Yours faithfully

(Seal & Signature)

Name: __________________

Designation:______________

Contact Details: ___________

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Format of Bank Guarantee (On Non – Judicial Stamp Paper of Rs. 300/-)

Bank Guarantee no. Date:

This deed of guarantee made this _______ day of 20____ (Two thousand ________ ) by (Name

and the address of the Bank), hereinafter referred to as the bank, which shall unless repugnant

to the context or the meaning thereof includes its legal, successors and assigns and Mehsana

District Co-operative Milk Producers’ Union Limited (hereinafter referred to as the DUDHSAGAR

DAIRY) which expression shall unless repugnant to the context or meaning thereof include its

legal Engineer in-Charge, successors or assigns.

Whereas the DUDHSAGAR DAIRY / its clients has awarded a contract bearing no.

________________ on M/s ___________________________________________________

(name and the address of the party), hereinafter referred to as the contractor, for the execution,

completion and the maintenance of ______________________________________________

And whereas, the contractor has agreed to submit a performance security in the form of a bank

guarantee to the DUDHSAGAR DAIRY as per the terms and conditions of the bidding documents

and the contract which will be kept valid up to ___________ calendar months from the date of

bank guarantee (the period should be till end of Period of Maintenance). And whereas, the

bank and its duly constituted agent and officer has already read and understood the contract

made between the DUDHSAGAR DAIRY and the contractor.

In consideration of the DUDHSAGAR DAIRY having agreed to award the contract on the

contractor, we ________________ (the bank), do hereby guarantee, undertake, promise and

agree with the DUDHSAGAR DAIRY, its legal Engineer in-Charges, successors and assigns that

the within named (the name of the contractor) their legal Engineer in-Charges and assignees will

faithfully perform and fulfil everything within the bidding document and the contract order on

their part to be performed or fulfilled, at the time (time being the essence of the contract) and

in the manner therein provided, do all obligations thereunder and we further undertake and

guarantee to make payment to the DUDHSAGAR DAIRY a sum of Rs._____________

(Rupees______________________________ only) being 7.5% of the contract value, in case

the contractor, their legal Engineer in-Charges and assignees do not faithfully perform and fulfil

everything within the bidding document and the Contract order on their part to be performed

or fulfilled, at the time and in the manner therein provided and do not wilfully and promptly do

all obligations there under.

In case, the Contractor fails to perform or fulfil the Contract as per the terms and conditions

agreed upon, the DUDHSAGAR DAIRY is entitled to demand an amount equivalent to 7.5% of

the Contract value from the Contractor and the demand made by

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the DUDHSAGAR DAIRY itself will be conclusive evidence and proof that the Contractor has

failed to perform or fulfil his obligations under the Contract and neither the Contractor nor the

Bank shall be entitled to performance or fulfilment on any ground whatsoever.

We, (the name of the Bank), do hereby undertake to pay an amount equivalent 5.0% of the

Contract value, being the amount due and payable under this guarantee, without any demur,

merely on a demand from the DUDHSAGAR DAIRY stating that the amount claimed is due by

way of non-performance of the Contractual obligations as aforesaid to perform the said

contractual commitments, any such demand made on the Bank shall be conclusive as regards the

amount due and payable by the Bank under this guarantee. However, our liability under this

guarantee shall be restricted to an amount not exceeding Rs._______________

(Rupees_________________________ only) being the amount equal to 5.0 % of the Contract

value.

We, the bank, further agree that the performance security herein contained shall remain in full

force and effect for a period of ______________ calendar months from the date of the bank

guarantee (the period shall be till the end of Period of Maintenance) whichever is later or till

the DUDHSAGAR DAIRY certifies that the terms and conditions of the said contract have been

fully and properly carried out by the said Contractor and accordingly discharge the guarantee,

unless a demand or a claim under this guarantee is made on us in writing by the DUDHSAGAR

DAIRY on or before ____________________ we shall be discharged from all liabilities under

this performance security hereafter.

We, the bank, further agree with the DUDHSAGAR DAIRY that the DUDHSAGAR DAIRY shall

have the fullest liberty without our consent and without affecting in any manner our obligations

hereunder to very any of the terms and the conditions of the bidding document and the Contract

or to extend the time of performance by the said Contractor from time to time or postpone for

any time or from time to time and any of the power exercisable by the DUDHSAGAR DAIRY

against the Contractor and to forbear or enforce any of the terms contract and we shall not be

relieved from our liability by reason of any such variation, or extension being granted to the

said contractor, or for any forbearance, act or omission on the parts of the DUDHSAGAR DAIRY

to the said contractor by any such matter or thing whatsoever which under the law relating to

sureties matter or thing whatsoever which under the law relating to sureties would but for this

provision have effect of so relieving us.

This guarantee shall be in addition to and without prejudice to any other securities or remedies

which the DUDHSAGAR DAIRY mat have or hereafter possess in respect of the works executed

or intended to be executed and the DUDHSAGAR DAIRY shall be under no obligation to marshal

in favour of the bank any such securities or funds or asset that the DUDHSAGAR DAIRY may be

entitled to receive or have a claim upon and the DUDHSAGAR DAIRY at its absolute discretion

may vary, exchange, renew, modify or refuse to complete to enforce or assign any security or

instrument.

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The bank agrees that the amount hereby guaranteed shall be due and payable to the

DUDHSAGAR DAIRY serving us with a notice, requiring the payment of the amount and such

notice shall be deemed to have been served on the bank either by actual delivery thereof to

the bank or by dispatch thereof to the bank by registered post at the address of the bank.

Any notice sent to the bank at its address by registered post shall be deemed to have been

duly served on the bank notwithstanding that the notice may not fact has been delivered to the

bank.

In order to give full effects to the provisions of this guarantee the bank hereby waives all rights

inconsistent with the above provisions and which the bank might otherwise as a guarantor be

entitled to claim and enforce.

We, ____________________________, lastly undertake not to revoke this guarantee during

its currency except with the previous consent of the DUDHSAGAR DAIRY in writing and the

guarantee shall be a continuous and irrevocable guarantee up to a sum of Rs.

________________ (Rupees _____________________). The guarantee shall remain in force

until ___________________________ and unless the guarantee is renewed or a claim is

preferred against the bank within three months from the said date (the date of expiry) all rights

of the DUDHSAGAR DAIRY under the guarantee shall cease and the bank shall be released

and discharged from all liabilities hereunder.

SIGNATURE PLACE DATE SEAL

NOTE: The Bidder should ensure that the seal and code no. of the signatory is put by the bankers,

before submission of the bank guarantees. The entire bank guarantee should be obtained from

Nationalized / Scheduled bank and large private banks only.