Important Instructions for the Offerers**
  1. SALE ON "AS IS WHERE IS BASIS"

    1. Subject to condition 1 (ii) below the sale of leaves is on "as is where is basis". The intending Offerers are advised to inspect personally, the lots of the godowned tendu leaves for which they intend to submit offer, and satisfy themselves about the quality of leaves as also about availability of number of actual bags in each lot. No dispute regarding quality of leaves or about their fitness for manufacture of Bidies will be entertained after submission of offer at any stage nor will the Federation be responsible for any deterioration in quality after the acceptance of offer of offerer and the leaves shall lie in storage at the risk of the purchaser.

    2. The contract will be for the purchase/sale of quantity of the tendu leaves notified in the Schedule in standard bags. If however there is an excess number of standard bags in any lot than that notified in this offer notice, the purchaser will have to purchase the same also at the rate sanctioned for the lot after payment of the additional amount. The additional amount shall be paid by the purchaser before the issue of last transport permit. The Federation also reserves the right to correct any arithmetical or clerical error in the quantity notified and the purchaser will have to abide by the corrected figure.

    3. The Federation/District Union reserves the right to give turn-over to the stocks or to transfer them to any other godown after giving due notice to the purchaser to remain present during the said operation if he so desires.

  2. PERSONS AUTHORISED TO SUBMIT OFFER ETC

    1. Person or persons signing the offer form shall state in what capacity he or she or they are signing the offer form e.g. as sole proprietor of the firm concerned or as Managing Director or Director or Secretary of Limited Company. In the case of partnership firm the names of all the partners should be recorded and the offer form should be signed by all the partners or their duly constituted attorney having authority to bind all partners in all matters pertaining to the contract as recorded in the power of attorney or in the partnership deed. True copy of the Registered "Partnership Deed" should be furnished along with the offer form failing which the offer shall be liable to be rejected. It shall be obligatory on the part of every partner of the firm, which enters into agreement to fulfill the terms and conditions of the agreement during the currency of the contract thereof, notwithstanding the dissolution of the partnership in the mean time, In the case of a limited company, the offer form shall be signed by a person empowered to do so by the company, copy of Memorandum and Articles of Association of the company and the letter authorizing the person signing the offer documents shall be attached to the offer form failing which the offer shall be liable to be rejected. In the case of Hindu undivided family, the name of the family members should be recorded in the offer form and 'Karta' who can bind the family, should sign the offer form and indicate his status below his signature.

    2. The person signing the offer form on behalf of another or on behalf of a Firm shall enclose with the offer form power of attorney or deed duly executed in his favour or the partnership deed giving him such power showing that, he has the authority to bind such other person or the firm, as the case may be in all matters pertaining to the contract. If the person so signing the offer form fails to enclose the said power of attorney or partnership deed, his offer shall be liable for summary rejection. The power of attorney should be signed by all the partners in the case of partnership concerns, by the proprietor in case of a proprietary concern and by the person who by his signature can bind company in the case of limited company. In the case of Hindu undivided family the power of attorney should be signed by the 'Karta' who by his signature can bind the family.

    3. Offers submitted by such persons who are minors, or insolvent or who have been blacklisted, shall be treated as invalid.

    4. An offerer, who is in arrear, may pay the outstanding amount by Bank Draft/Demand Draft of any scheduled Bank along with his offer payable to the Managing Director of Federation, but if he fails to do so, the offer submitted by such offerer will be taken into consideration after deducting the outstanding amount from his Earnest Money Deposit .

    5. The offerer must be registered under the Adhiniyam and Niyamavali as manufacturer/exporter on the date of submission of the offer and if successful he must obtain registration certificate till the date of expiry of contract period. Registration Number and date of the registration certificate of the year in which offer is submitted and name of Forest Division shall be mentioned at the specified place in the offer form. It is obligatory to attach the photo copy of the registration certificate issued by the Divisional Forest Officer along with the offer form.

    6. The offer of any person/registered firm/legal company, who indulges in misconduct or disturbs peace during the opening of the offers at the venue fixed for the purpose, shall be declared as invalid and the Earnest Money Deposit enclosed by him with the offer shall be forfeited and any loss suffered by the Federation on account of declaration of such offer as invalid shall be recoverable from him and in addition, such person/registered firm/legal company shall be liable to be blacklisted by the Conservator of forests for a period which may extend to three years.

  3. EARNEST MONEY DEPOSIT

    1. Every offer shall be accompanied by an Earnest Money Deposit of a sum which shall in no case be less than 8% of the purchase price calculated on the basis of the rate offered for the lot in the offer form. This Earnest Money Deposit shall be in the form of only Bank Draft/Demand Draft of any scheduled Bank payable at Bhopal drawn in favour of Managing Director of M.P. State Minor Forest Produce Co-operative Federation Ltd. Offers accompanied by earnest money in any other form or earnest money less than 8% of the purchase price calculated on the basis of the rate offered for the lot in the offer form shall be liable to be summarily rejected.

    2. In case the downloaded offer form is not accompanied by a separate Bank Draft/Demand Draft of Rs. 100/- as stipulated in the condition 4(i)(a) of the Offer Notice, the offer will be taken into consideration after deducting this amount of Rs. 100/- from his Earnest Money Deposit.

    3. In case of a successful offerer Earnest Money Deposit shall in the first instance be adjusted towards payment of security deposit as required by conditions of offer notice.
    4. The surplus amount of earnest money available with the Federation after adjustment of security deposit as above will at the request of the offerer be adjustable towards payment of the installment(s) of the lot(s) in respect of which the offerer is appointed as the purchaser or refunded to him.

    5. The Earnest Money Deposit of unsuccessful Offerers shall be returned to them after the result is declared.

    6. No interest shall be paid in any case on the amount of Earnest Money Deposit.

  4. MANNER OF FILLING offer

    1. An offerer can submit only one offer for the purchase of one lot. If any offerer submits offers for more than one lot in a single offer form, then the offer for the first lot shown in the offer form shall be considered. Offers for all other lot/lots shall not be considered .

    2. Offers can be submitted only on the serially numbered forms received from the Authorized Officers or on Offer Forms downloaded from the website of the Federation.  Offers submitted otherwise will be treated as invalid. It is necessary that the Offer Form received from the Authorized Officer bears the seal of Office issuing it and the signature of the issuing Officer.

    3. The offerer shall submit separate offer in his offer form for each lot showing his order of priority for the purchase of the lots. The offerer shall offer/submit rate per standard bag exclusive of any tax/cess for purchase of Tendu leaves for each lot mentioned in his offer form. The offer must be made showing rate per standard bag and not in lump sum amount. The rate should be quoted in whole rupees. If it is quoted in fraction of a rupee it will be rounded off to the nearest rupee on the higher side by the Federation and the offerer shall have to abide by it. If there is difference in the rate quoted in figures and words, then the higher of the two will be deemed to be the offer of the offerer. 

    4. Offerer shall offer purchase rate for a lot in hos offer form  in such a way that the total purchase price of the lot calculated on the basis of such a purchase rate does not exceed 12.5 times the amount of Earnest Money Deposit enclosed alongwith the Offer Form. If the purchase price calculated on the basis of the rate offered for the lot in the offer form is more than 12.5 times the amount of Earnest Money Deposit enclosed alongwith the Offer Form or the Earnest Money Amount calculated according to instruction 2(iv) above, then such an offer will not be considered.

    5. If in the offer submitted by an offerer, the offer for any lot is not clear that is for which specific lot or for what amount it is or there is a mistake regarding identity of the lot or if there is discrepancy in word and figure regarding the number of lot then offer of such a lot will not be considered.

    6. Offerer shall have to mention his correct and complete postal address in his offer form at the place prescribed for this purpose. Communication sent to him by Registered Post on this address will be presumed to have been received by him. Responsibility for receiving all communications addressed to him will be that of the offerer. If the address mentioned by the offer is found to be incorrect he will be liable to be blacklisted.

    7. If the offerer makes any correction in the offer by cutting or overwriting, then details of such correction should be given in para 8 of the offer form and the corrected entry shall be signed by the offerer. Any other entry, corrected by cutting or overwriting not mentioned in para 8 of the offer form or not found signed by the offerer after correction will be treated as invalid and will not be considered.

    8. The offerer should fill up and sign every page of the offer Form, and enclose all necessary documents and offerer's Agreement as duly executed with it and submit it as shown in clause 5 of offer Notice. On failure to enclose offerer's Agreement duly executed along with the offer form and other documents, offer shall be liable to not being considered.

  5. WITHDRAWAL OF OFFERS ETC.

    1. A offerer may withdraw his offer for any lot before commencement of the opening of offers by submitting an application for withdrawal of offer to the committee constituted for opening of offers under clause 6 of the offer notice. 

    2. An offerer, shall not withdraw his offer after commencement of opening of offers and shall be bound by his offer and by the terms and conditions of the offer notice including those contained herein till issue of communication of the acceptance or rejection of his offer by the Federation. In case of breach of this condition, 8% amount of purchase price of the concerned lot(s) arrived at by multiplying the rate quoted by him by the quantity of the lot in standard bags shall be forfeited from the total amount of Earnest Money deposited by him and he may also be blacklisted for a period which may extend to three years.

  6. ACCEPTANCE OF OFFERS

    1. The Government/Federation reserves the right to accept or reject offer(s) of all or any of the lots mentioned in the offer form without assigning any reason

    2. The Government/Federation also reserves the right to fix different cut off levels/upset prices for different lots or class of lots or lots of different areas in deciding allotment of lots to different Offerers.

    3. If for a particular lot same rate is offered by more than one offerer, the allotment of lot shall be done on basis of 'First Come First Served'  i.e. the offer of the offerer who has submitted his offer first will be considered first .

    4. The offerer will be bound to accept lot/lots for which his offer is accepted.

** For detailed valid conditions the offer notice may please be referred to.