HARYANA STATE AGRICULTURAL MARKETING BOARD
(Enlistment of Contractors)

PROSPECTUS

1. Rules regarding the enlistment of contractors.
Haryana State Agricultural Marketing Board, Panchkula has decided to amend the procedure for enlistment of contractors in class Ist to Vth in the Board. It has, therefore, been decided to provide the information in this Brochure for the working and entering contractors.

1. CATEGORIES OF CONTRACTOR
The enlistment of the contractors has been categorised in the following classes:-

AUTHORITY COMPETENT TO APPROVE THE ENLISTMENT
CLASS I
Committee of Controller Finance & Accounts, S.E.(P) headed by the Chief Engineer with E.E.(R) Panchkula as Convener.
CLASS II
Committee consisting of Two S.Es, C.F.A. headed by the Chief Engineer with E.E.(R) Panchkula as Convener.
CLASS III & IV
By any Superintending Engineer
CLASS V
By any Executive Engineer.


2. DEPOSIT OF ENLISTMENT FEE
Enlistment fee may be deposited in the shape of Demand Draft in favour of "MARKETING DEVELOPMENT FUND HARYANA' PAYABLE AT PANCHKULA or in cash at HQ with the Cashier HSAMB Panchkula, or with Any XEN of HSAMB for the categories for which enlistment is to be approved by Committee.
For other categories, fee will be deposited with the concerned authority where request for enlistment is made.

3. RENEWAL OF ENLISTMENT
The enlistment will be valid for a period of two financial years from the date of issue of enlistment certificate. After expiry of the period of two financial years, the enlistment will be required to be renewed for which the renewal fee will be half of the amount mentioned against each class. The renewal will also be done for a period of two financial years subject to the satisfactory performance of contractor/agency/firm and on the recommendations of S.E/XEN of the Board. NOTE; In the event of failure to submit papers for renewal of enlistment within the grace period of 30 days after the expiry date, a fresh enlistment will have to be got done as per requirement.

4. PROSPECTUS OF APPLICATION FORM:
The prospectus containing the application form for enlistment in any class category can be obtained from any Circle/Divisional office in the field and Head office by making payment of Rs. 100/-.

5. GUIDELINES FOR ENLISTMENT
The following guidelines have been brought out for the information of the contractors so as to enable them to submit their applications complete in all respects.

CLASS I

a) The agency desirous of enlistment in this class will be required to have executed satisfactorily atleast 5 works costing Rs. 10 lacs each during the last thee years or works of an equivalent amount which means even if the contractor/agency has undertaken one or two works costing Rs. 50 lacs or above will also be eligible for consideration.

b) The contractors/agencies will be required further to show proof of their financial soundness, employment/engagement of Graduate Civil Engineer with 5 years or Diploma Holder in Civil Engineering with 10 years and of having machinery/equipment required for effective execution of works.

CLASS II

The agency in the category should have executed satisfactorily at least 5 works costing Rs. 5 lacs each during the last 5 years or works of equivalent amount which means even if the contractor has executed one or two works costing Rs. 25 lacs will also be eligible for consideration. The contractor will be required further to show proof of his financial soundness, employment/engagement of Degree holder or Diploma holder in Civil Engineering with 5 years.

CLASS III

The agency in the category is required to have executed satisfactorily at least 5 works costing Rs. 2 lacs each during last 5 years or works of equivalent amount which means even if the contractor has executed one or two works costing Rs. 10 lacs will also be eligible for consideration.

CLASS IV

The agency in the category is required to have executed satisfactory atleast 5 works costing Rs. 1 lac each during the last 5 years or works of equivalent amount which means even if the contractor has executed one or two works costing Rs.5 lacs will also be eligible for consideration.

CLASS V

As per suitability of experience and financial capacity .


PART - A ( FOR NEW ENLISTMENT )

6. LIST OF DOCUMENTS TO BE ATTACHED WITH THE APPLICATION FORM.

i) Affidavit in respect of Immovable/movable property with its market value duly attested by the Collector or First Class Magistrate / Executive Magistrate (Detail of movable and immovable property along with proof).
ii) Solvency certificate from any scheduled Bank/Banks indicating clearly the financial position viz. cash in hand in the Bank (s) or credit limits as per annexure "B".
iii) Attested copy of deed or articles of Association in case the party is a firm/company.

iv) If the firm or the limited company wants to get itself enlisted, it should produce the registered partnership deed along with the name of the person holding the power of attorney. An attested copy of the power of attorney should also be enclosed.
v) Details of the machinery, tools and plants including the number of trucks etc. with registration numbers.

vi) Details of technical staff permanently employed with the technical qualification with experience of each employee.

a) For enlistment in Class I, Graduate Engineer with 5 years or Diploma Holder Engineer with 10 years experience in Civil Engineering is required to be enclosed along with the application.

b) For enlistment in Class II, Graduate Engineer or Diploma Holder Engineer with 5 years experience in Civil Engineering is required.

vii) List of previous enlistment from Haryana State Agricultural Marketing Board or any other enlisting agency.

viii) The agency should attach a list of works done duly supported by allotment letters and other proof as mentioned above.

ix) Certificate from the Superintending Engineer or Executive Engineer regarding satisfactory completion of the works executed should be enclosed.

x) List of works tendered but not allotted should be enclosed with the application.

xi) Three nos. of Pass Port size photographs of the applicant / power of attorney duly attested.

xii) Latest Income Tax Clearance Certificate from the competent authority in original or an attested copy.

xiii) Original receipt of fee.

xiv) Original documents shall also be produced for verification if the application is found in order.

7. SUBMISSION OF APPLICATION FORMS:

Application forms complete in all respect with all documents should be submitted in the office of Convener i.e. Executive Engineer (Roads), H.S.A.M.BOARD, Panchkula or with any competent enlisting authority as the case may be i.e. with any Circle/Divisional Office, on any working day during working hours.

8. GENERAL:

i) For any enquiry/information, write/contact, convener (XEN (Roads) in the office of Chief Engineer, HSAMBOARD, Panchkula or any of the Superintending Engineer/ Executive Engineer, HSAMBOARD at Panchkula or in the field.
ii) Contractors who are near relatives of employees of Marketing Board Haryana will not be allowed to tender for the works in the Department where relative is working.

NOTE: By the terms near relative is meant wife, husband, parents children, brothers, sisters, Brother-in-law, son/daughter-in-law, uncle, first cousin and father-in-law.

iii) They should also intimate the change in their permanent address if any in future. In case they fail to intimate such changes to the department their name will be removed from the approved list of contractor.
iv) The contractor/firm shall not enter into any fresh partnership without the prior knowledge of the department. Such proposals, if any, shall be submitted in advance giving full details of the intending partnership, sole proprietorship along with the draft partnership affidavit. Any departure from this will render the contractor/firm/agency liable to be removed from the approved list of contractors of the Board.
v )The contractor will be required to certify that they will not get themselves registered under more than one name.
vi) Firm/Company and partners will be collectively all liabilities of the firm/company/society/agency. In case the work is left incomplete and various clauses of contract agreement are invoked for breach of contract agreement, the enlistment of the firm/company/agency/society/contractor will immediately be cancelled and they will be debaarred from tendering in the Board in future.

IN CASE OF CONTRACTOR /AGENCY ENLISTED WITH PWD (B&R), PUBLIC HEALTH AND HUDA IN ANY CLASS I WANTS TO GET ENLISTMENT IN THE SAME CLASS & CATEGORY IN HSAMB ALSO.

The agency/contractor who is enlisted in Class I or in Class II and is desirous to get enlisted in the Board also in the same class & category, the following documents are required to be submitted for enlistment besides application form and deposit of prescribed fee:

1. An affidavit (annexure "C") regarding Immovable / movable property etc.
2. Attested copy of current Enlistment in the PWD (B&R), Public Health and HUDA Haryana.
3. Three Nos. of pass port size photographs duly attested.
4. Original receipt of deposit of fee or D.D. for the amount prescribed above, in favour of "Marketing Development Fund Haryana", payable at Panchkula.
The same requirement will also applicable to other Class too if enlisted in PWD B&R, Public Health and HUDA and desirous of getting enlistment in Board for that same class.

FOR RENEWAL OF ENLISTMENT

For renewal of enlistment of the agency/contractor enlisted in the Board, the following documents are required to be submitted with the application form:
1. An affidavit that there is no change in the immovable/Movable property etc. as already mentioned in the affidavit submitted at the time of enlistment and also the qualified technical employee is continuously working with the contractor/agency.
2. Attested copy of Enlistment Certificate.
3. Three Nos. of Pass Port Size photographs duly attested by XEN concerned.
4. Original receipt of deposit of fee or Demand Draft for the prescribed amount (renewal fee is 50% of fee prescribed for enlistment).
5. Recommendations of XEN/SE concerned regarding satisfactory performance and details of works executed during the period of enlistment duly certified by XEN concerned.

Annexure…
Affidavit on Behalf of Contractor

AFFIDAVIT

I/We……………………………………………...(Name) resident of…………………………………………………………(address) having the office of the Firm/Company……………………………..do hereby solemnly affirm and declare as under: 1. That I/We have employed as Permanently Graduate Engineer with five years experience diploma holder with 10 years experience since……………whose particulars are as under:-
2. Name of the Engineer………………………………………………
3. Qualification……………………………………………………….
4. Experience…………………………………………………………
5. Period of Employment……………………………………………
6. Salary Paid……………………………………………………….
Deponent VERIFICATION

I…………………………………………………the above named deponent further solemnly affirm and declare that my above statement is true and correct to the best of my knowledge and belief and nothing has been concealed therein.
Dated: DEPONENT
Place:

Annexure……….
Affidavit from an Engineer employed by the Firm / Contractor
AFFIDAVIT

1,………………………………………(Name) resident of…………... ……………………………………..(address) do hereby affirm and declare as under: 1. That I am permanently employed with……………………… since………………………as a………………………(Designation).
2. That I am graduate Engineer with………………….years or Diploma Holder with……………years experience Copy of degree/diploma attached).
3. I am wholly engaged for the supervison of the construction work undertaken by the firm/contractor.

Deponent VERIFICATION I……………………………………………..(the above named deponent further solemnly affirm and declare that my above statement is true and correct to the best of my knowledge and belief and nothing has been concealed therein.
Dated: DEPONENT
Place:-

Annexure"C"

To be attested by Collector / Ist Class Magistrate / Executive Magistrate
AFFIDAVIT

I/We……………………………………………………………resident of (permanent address)……………………………………………………..do hereby solemnly declare as under:-
1. That the above named firm/contractor is not black listed or debared by HSAMB or by any Department/Organistion/Semi Govt.Deptt. and Enlistment required is not benami.
2. That it is certified that firm or any partner of the firm or above name contractor will not get registered under more than one name in the Board/PWD/B&R/Deptt.
3. That none of my relative is working in the HSAMB as indicated in guidelines/prospectus.
4. That the deponent firm/contractor owns/sole proprietor of the following immoveable/moveable property (proof attached page…………). Immoveable property with its market value such as House, Agricultural Land, etc. ……………………………………………………………………………………… Moveable property ……………………………………………………………………………. Any other details relates to it. …………………………………………………………………………..

Dated:- Deponent

VERIFICATION
I,……………………………………the above named affirm and verify that the above contents of mine are true and correct to the best of my knowledge and nothing has been concealed therein.

Deponent
Dated:
Place:

Annexure……….

List of Machinery as per Performa given as under
given as under
………………………………………………………………………………..
S.No. Name of machinery Make Model Capacity Year of mfg. Quantity Present place of location

Annexure 'A'

APPLICATION FOR ENLISTMENT OF CONTRACTORS

a) Name of applicant and full address.
(along with three passport size attested photographs).
b) Place of Business (Head office
and Branches) if any.
c) Telephone No./Telegraphic address.

2. Whether the firm is a private or public Ltd., Co. or undivided Hindu family or Individual registered partnership firm (Attested copies of deeds or articles of Association to be enclosed).
3. Name of person holding the power of attorney (Attested copy of power of attorney to be enclosed. 4. Names of partnership with their respective shares in the firm (attested copy of the partnership deed to be enclosed).
4. Name of partnership with their respective shares in the firm (attested copy of the
partnership deed to be enclosed)
a) Name of bankers and full address
b) In case of limited liability company, copy of last balance sheet duly audited should be attached.

c) Particulars of immovable & movable property/properties with their present Market value (attach affidavit from Deputy Commissioner/Collector or Ist Class Magistrate.

6. Class and category in which enlistment is sought.

7. Area in which the contractor wants to work.

8. LIST OF WORKS EXECUTED

a) Name of work
b) Amount of work executed
c) Year of execution
d) Authority under which carried out to be shown in separate statement.

9. RESOURCES OF CONTRACTOR

a) Details of technical staff permanently employed, technical qualifications and experience of each employee.
b) Details of tools and plants and transport etc.
c) Detail of workshop, if any, with location.

10. a) Whether the applicant is already enlisted in HSAMB if so in which class and category (Add copy)
c) Whether enlisted with any other department, if so, in which class and category, showing amount upto which qualified to tender (add copy).

11. Whether the applicant is a share holder partner of any firm enlisted in this Deptt. or any other Deptt. (add deed).

12. Whether the applicant or any of his partners or shareholders is/are members of the Indian Parliament or any State Legislature?

13. Has the applicant or any of his partners or shareholders been blacklisted or removed from the approved list of contractors, demoted to a lower class, or orders passed banning, suspending business with the applicant etc. by any Deptt. in the past?

14. Whether the contractor has read the rules for enlistment of contractors and is prepared to abide by them?

Signature of Contractor
(NAME OF THE CONTRACTOR)
with Full Address

1. I/We certify I/We will not get myself/ourselves regd. As contractors under more than one name in HSAMB.

2. I/We detach those persons who are working with me/us in any capacity and who are near relatives of any official in the HSAMB. I/we also undertake to intimate names of such persons who are employed by me/us subsequently. (Same as under 8 general (ii) and note).
3. I certify that I did not retire as an engineer of Gazetted Rank or equivalent or as a gazetted officer employed on engineering or Administrative duties in the HSAMB during the last one year of his retirement except with the prior permission of the Board. I further certify that I am not a dismissed Govt./Board Servant and undertake not to employ directly or indirectly any persons dismissed from Govt. service in my business without the prior permission of the Registering Authority.

(FOR INDIVIDUALS SEEKING ENLISTMENT IN THEIR OWN NAME).

We certify that none of the Partner/Director retired as an Engineer or Gazetted Rank or as a gazetted officer employed in the engineering or Administrative duties in the engineering or Administrative Department of Govt./Board during the last one year. We also certify that we have neither under our employment any such person nor shall we employ any such person within one year of his retirement except with the prior permission of the Board. We further certify that partner(s) is/are Director(s) is/are directly or indirectly any person dismissed from Govt./Board service in our Business without the prior permission of the Registering Authority. (The inapplicable certificate may be deleted according to an individual or a limited company or a partnership firm is seeking enlistment).

(FOR LIMITED COMPANIES AND PARTNERSHIP FIRMS).
4. I/we agree to notify the officer accepting the application and Registering my/our names in the HSAM Board list of contractors of any changes in the fore-going particulars annually in the April.
5. I/we note that Registration as a contractor does not carry with it the right to tender for works. I/we also understand and agree that the appropriate Board authority has right as it may decide not to issue tender form in any particular case and to suspend, remove or Black list my/our name from the approved list of contractors in the event of submission of non bonafide tenders or for technical or other delinquency in regard to which the decision of the appropriate Board authority shall be final and conclusive.

6. I/we certify that the above particulars are correct and that should it be found that I/we have given a fake certificate or that I/we fail to notify that fact of my/our subsequent amalgamation with another contractor or firm my/our name is liable to be removed from the Board list of contractors and any contract that I/we may be holding at the time of liable to be rescinded.
(Signature of the applicant and Address)

IMPORTANT NOTES:
1. All relevant certificates should be attached with the application.
2. Income Tax clearance certificate for the latest assessment year should be sent along with the application without the income tax clearance certificate the enlistment will not be considered.

INFORMATION TO BE SUPPLIED BY AGENCIES DESIRING ENLISTMENT BESIDES THE USUAL APPLICATION FORM FOR ENLISTMENT

PART - A

1. List of works for which tenders submitted in Haryana
2. List of tenders submitted and works got allotted during the last 5 years period (separately for Haryana and Outside) in the following form.
i) Serial No.
ii) List of works above Rs. 5.00 lacs
iii) Total cost.
iv) Allotted to agency, giving names of works.
v) Date of start
vi) Date of completion
vii) Extension of time if any over the original stipulated time of agreement in each case.
viii) Whether any penalty levied on the contractor on any of these works with details of the final recovery made in each case.
ix) Whether the penalty was reduced and the reasons for delay.

3. List of works for which tenders submitted but works could not be got allotted.

List of works above Rs. 5.00 lacs executed successfully and completed during the last three years in any other part of the country other than Haryana, giving the details of road, bridge and building works.
4. Constitutional and certified copy of registered partnership, Deed of the firm or the company or the Corporation along with the details of its Attorneys, position of capital both working and subscribed equity leave of all types, details of machinery in hand, details of other equipment, details of tools and plants, assets, resources, man power (design and execution, including particulars of technical and academic qualification of person in charge of the undertaking or employed with salaries, above Rs. 2,500/- per month consolidated)
5. Details of Associate firm or consultants with their complete particulars and experience.

ANNEXURE 'B'
SPECIMEN FORM OF SOLVENCY CERTIFICATE
FROM THE SCHEDULED BANK
This is to certify that to the best of our knowledge and information M/s ………………………………………………............. …………………………………………………………………………. Shri…………………………………………………………………….. having marginally noted address a customer of our bank is respectable and can be treated as good for any engagement upto a limit of Rs…………………………..(Rupees…………………………………. …………………………………………………………..).

This certificate is issued without any guarantee or responsibility on the Bank or any of the officers.

Signature (of the Bank )