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FOR
Online E-Procurement Through
Central Public Procurement Portal https://eprocure.gov.in/eprocure/app
GOVERNMENT OF INDIA MINISTRY OF ELECTRONICS AND INFORMATION TECHNOLOGY
STANDARDIZATION TESTING & QUALITY CERTIFICATION DIRECTORATE
ELECTRONICS REGIONAL TEST LABORATORY (EAST) BLOCK-DN, SECTOR-V, SALT LAKE, KOLKATA 700091
WEST BENGAL, INDIA
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INDEX OF CONTENTS
CONTENTS PAGE
INTRODUCTION INTRODUCTION
7
CHAPTER – I INSTRUCTIONS TO BIDDERS 8 - 18
1. Definitions 8
2. Eligibility Criteria 2.1. Requirements 2.2. Forms of Bidding Entity 2.3. Online Registration as Bidder 2.4. Credentials 2.5. Product/Service Specific requirements 2.6. Foreign Origin specific requirement 2.7. Indigenous Origin specific requirement 2.8. General
8
3. Tender Document Fee & Source 3.1. Price of the Bid Document 3.2. Availability of Bid Document 3.3. Authenticity of Bid Document
11
4. Method of On-line Bid Submission 4.1.1. Preliminary Instructions for Registration 4.1.2. System Requirement 4.1.3. Registering online with CPPP 4.1.4. Registering Email Address and Mobile Number 4.1.5. Obtaining and Registering the DSC 4.1.6. Registering the PAN details 4.2.1. Searching for Tender Document 4.2.2. Understanding the Bid Documents 4.2.3. Understanding the Qualification Criteria 4.2.4. Understanding the Technical Requirements 4.2.5. Understanding Physical Sites & Locations 4.2.6. Preparation of Bid Documents 4.2.7. Processing Files for Upload 4.2.8. Submission of Bids 4.2.9. Completing a Bid Submission 4.3. Confidentiality of submitted Bids 4.4. Authentication of Bid Documents 4.5.1. Critical Bid Submission Time 4.5.2. Bid Submission Date 4.6. Amendment of Tender Document 4.7.1. Clarification on Tender Document terms
11 - 15
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4.7.2. Clarification on CPPP Online bidding system 4.7.3. Communication of Information to bidders
5. Documents to be furnished 5.1.1. Alert before Submission of Bids 5.1.2. Documentation at a glance
ONLINE SUBMISSION THROUGH CPP PORTAL PACKET – 1 FEE / EARNEST MONEY DEPOSIT PACKET – 2 PRE-QUAL. / TECHNICAL & FINANCIAL BID
OFFLINE SUBMISSION BY POST/COURIER
PACKET – 1 FEE / EARNEST MONEY DEPOSIT PACKET – 2 PRE-QUAL. / TECHNICAL BID
5.2.1. Online submission of Technical Bid 5.2.2. Off-line submission of Technical Bid 5.3.1. Online Submission of Financial Bid 5.3.2. Off-line Financial Bid NOT Required 5.4.1. Online Submission of EMD/Bid Security 5.4.2. Off-line Submission of EMD/Bid Security
15-17
6. EMD or Bid Security or Exemption 6.1. How to prepare 6.2. Instrument Validity requirement 6.3. Forfeiture of EMD/Bid Security 6.4. Release and Return of the EMD/Bid Security 6.5. Exemption from EMD / Bid Security 6.6. Miscellaneous
17-18
7. Bidding and Evaluation 7.1. Deemed Acceptance of Tender Terms 7.2. Cancellation of Tender 7.3. Change in Tendered Bids 7.4. Extension of Closing Date/Time 7.5. Pre-Bid Meeting for Seeking Clarifications 7.6. Closing Date and Time for bid submission 7.7. Opening of Bids 7.8. Evaluation of Bids 7.8.1. Bid Validation Check 7.8.2. Technical or Techno-Commercial Evaluation 7.8.3. Financial Evaluation 7.9. Selection of the Bidder 7.10. Results of Evaluation
18-20
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CHAPTER – II CONDITIONS OF CONTRACT
20 - 25
8. PRICE DETERMINATION 8.1. For Goods of Foreign Origin 8.2. For Goods of Indigenous Origin 8.3.1. Other elements required 8.3.2. Goods & Services Tax and Input Tax Credit 8.4. Exclusions 8.5. Ownership when Paid before Goods Received 8.6 Ownership of goods when CDEC/EUC issued
20
9. Payment Terms 9.1. Foreign Currency Payments 9.2. Indian Currency Payments 9.3. Quantum of Payment 9.4. Relaxation for full payment 9.5. Retirement of FE Payment 9.6 Purchaser’s Bank for payment
21
10. Bank Information
22
11. Units of Measurement
22
12. Time for Delivery / Execution
23
13. Country of Origin
23
14. Port of Shipment
23
15. Mode of Dispatch / Delivery 15.1. For Imported Goods 15.2. For Indigenous Goods 15.3. Goods Trans-shipment or Partial Shipment 15.4. For Intangible Assets or Electronic Deliveries 15.5. For Services with Materials 15.6. For Maintenance Services 15.7. For Pure Services only
23 - 24
16. Insurance
24
17. Port of Ultimate Discharge
24
18. Consignee-wise Distribution
24
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19. Bid Validity
24
20. Domestic Manufactured Products
24
21. Order Confirmation
24
22. Performance Security / Guarantee
24
23. Security Deposit
25
24. Delay in Delivery & Commissioning
25
25. Recoveries from Payments due
25
26. Penalty / Liquidated Damages
25
27. Termination of Contract
25
28. Availability of Spares
26
29. Warranty 29.1. Warranty Terms 29.2. Supplier’s Liability during Warranty
26
30. Continuance of Technology support
26
31. Operation/ Service Manuals
26
32. Inspection & Testing
26
33. Installation & Commissioning
26
34. Compliance of Code of Integrity
27
35A. Arbitration
27
35B. Settlement of Disputes
27
Chapter – III SCHEDULE OF REQUIREMENTS
27
36A. Quantitative Requirements 36B. Timelines
27
28
Chapter – IV Specifications and allied Technical Details - Please use Technical Bid Form Template given online
28 - 32
37. Neutral Technical Specifications 28 - 32
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38. Other Techno-Commercial Requirements
WORKMEN’S SAFETY AND INSURANCE RESTRICTIONS REGARDING PERSONNEL DEPLOYED
32
Chapter - V PRICE SCHEDULE - Please use Financial Bid Form Template given online
32
39. Estimated Price a) Price b) Bid Security Amount c) Tender Document Fee
32
Chapter – VI Contract Form 33
Forms FORMS
34 - 53
FORM-1 Declaration of Tender Terms Compliance
34
FORM-2 DECLARATION OF HAVING SUBMITTED PRODUCT TECHNICAL LITERATURE
35
FORM-3 TECHNICAL COMPLIANCE STATEMENT
36 - 41
FORM-4 DECLARATION OF NON-AVAILABILITY OF LOCAL SERVICE CENTRE
42
FORM-5 QUALIFYING DOCUMENT FOR BIDDING
43
FORM-6 Trade License or ROC Registration or Both for Vendors in India and Non-Availability Declaration by foreign Vendors
44
FORM-7 Income Tax PAN for domestic Vendors and Non-Availability declaration only by foreign bidders or Govt. Agencies in India (if not available)
45
FORM-8 BANK ACCOUNT ELECTRONIC FUND TRANSFER MANDATE FORM
46
FORM-9 VAT/CST/ Service Tax /GST/Other Tax/Duty Registration Documents clubbed together and Non-Availability declaration only by foreign bidders
47
FORM-10 Document showing Financial Strength (Last IT Return or Last Audited P&L Statement), failing which Declaration of Non-Availability
48
FORM-11 Order/Contract Copies, failing which Declaration of Non-Availability
49
FORM-12 DECLARATION OF HAVING NO IMPOSITION OF BAN / SUSPENSION BY GOVT. FOR BUSINESS DEALINGS
50
FORM – 13 Model Format for Bank Guarantee towards EMD / PBG
51
Agreement / Contract Form
52-53
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GOVERNMENT OF INDIA Ministry of Electronics and Information Technology, STQC Directorate
ELECTRONICS REGIONAL TEST LABORATORY (EAST) DN-63, Sector-V, Salt Lake City
Kolkata – 700 091 Dated 15/06/2017
Tender Document No. ERTL (E)/PUR/66/53-A/2017/Vol-I/OT-01/2017-18
INTRODUCTION
Online bids (Technical & Financial) from interested and eligible bidders, valid for a minimum period of 120 days from the date of opening (i.e., 11/07/2017), are hereby invited by the Senior Director, Electronics Regional Test Laboratory (East), Kolkata, for and on behalf of the President of India for “Supply of Services” under the terms and conditions and as per specifications mentioned in the following Tender Document in the manner prescribed. Bidders are requested to kindly use, if required for specific documentation, the formats prescribed. In case any clarification is required for filling the bid document or submitting the same, the prospective bidder may contact Sh. G. Biswas, Deputy Director (Telephone No. 91-033-2367-3420 / Email: [email protected]), latest by the Pre-Bid Meeting Date / Seek Clarification Date notified herein above.
PROCUREMENT CYCLE
Name of the Item Annual Maintenance Contract for
Housekeeping Services
Earnest Money Deposit to be submitted Rs.87500/= (Rupees Eighty-seven thousand five
hundred only)
Date of Issue/ Publishing 16/06/2017 (15:00 HRS)
Date for Pre-Bid Conference NIL
Last Date For Receipt Of Pre-bid Queries 29/6/2017 (17:00 HRS.)
(No Queries Would be entertained after this date)
Last Date and Time for Uploading of Bids 10/07/2017 (17:00 HRS)
Date and Time of Opening of Technical Bids 11/07/2017 (17:00 HRS)
Technical Bid Evaluation Tentatively By July, 2017*
Financial Bid Evaluation Tentatively By July, 2017*
Approval Processing Tentatively By July, 2017*
Placement of Order, Execution of Contract,
PBG Submission etc.
Tentatively By Jul-Aug, 2017*
Delivery of Services Tentatively from Aug, 2017*
End of Service Tentatively by Jul, 2018*
* Actual Dates may vary
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CHAPTER-I: INSTRUCTIONS TO BIDDERS
1. Definitions
In this Document, unless otherwise specified, the following definitions shall take effect. (a) “Purchaser” or “Tender Inviting Authority (TIA)”
shall mean this Laboratory or any of it’s Subordinate Establishment or Project Office;
(b) “Importer” shall mean this Laboratory or any of it’s
Subordinate Establishment or Project Office, when the articles/ services are to be procured from overseas agencies, whether directly or through a duly authorized and registered Indian Agent;
(c) “End User” shall mean this Laboratory or any of it’s
Subordinate Establishment or Project Office or any of it’s sister Laboratories/ Centres or it’s HQrs./ any higher establishment;
(d) “Consignee” shall mean this Laboratory or any of it’s
Subordinate Establishment or Project Office in the city of Kolkata, India.
(e) “Agency” or “Bidder” or “Bidding Entity” or
“Tenderer” shall mean a person or a body of persons, duly registered (with up-to-date validation, whenever renewal is required) with the appropriate authorities, wherever such registration is required for pursuing the profession/ vocation/ trade/ commerce/ manufacturing etc., and having good track records of paying various Sales/Service/GST/Value Added Taxes/ Excise/ Customs Duties etc. to the appropriate authorities for a period to the satisfaction of the purchaser.
(f) “Stores” or “Services” shall mean the goods/ services
listed in the schedule below and any inclusion/ exclusion/ value-addition shall be considered only with respect to the original specifications/ requirements.
(g) “Bid” or “Tender” or “Offer” or “Quotation” shall mean a Digitally signed Online submission of Bid or response by the interested Bidder in the prescribed manner against the specified Tender Enquiry Notice or Request for Quotation floated by the Purchaser through the CPPP Portal, whether supplemented by direct invitation letter or by authentic e-mail or website or newspaper publicity, subject to the restrictions as may be delineated hereunder.
(h) “RFP” or “Request for Proposal” shall mean this
document together with such other amendments / corrigendum as may be issued from time to time. However, this RFP supersedes and replaces any previous public or closed documentation & communications, and Bidders should refer only to this RFP for making their own offers.
2. Eligibility Criteria
2.1. Requirements There are preset criteria with regard to the Ownership, CPP Portal Listing, Registration with Govt. authorities, Credentials & Past Performance, Category of Item, Product-origin, Base of the bidders etc., which need be fulfilled as stated hereunder. 2.2. Forms of Bidding Entity The Bidder must not be an Individual but must be a body formed in India in the form of a -
a) Proprietary Firm, or, b) Joint Partnership Firm, or, c) Limited Liability Company, or, d) Corporation or Cooperative Society, or, e) Public Sector Enterprise (PSE) or Undertaking
(PSU) or Corporation or Semi-Govt. Bodies or Apex Institutions formed under statutes, or,
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f) Central/State Govt. Department/Organization, or, constitutional Local Bodies,
OR, A body formed outside India in the form of a –
g) Recognized International Entities, or, h) Foreign (including Multinational) Companies
duly incorporated in other countries having no embargo in economic or business transactions with India.
The Bidder listed in a, b, c and d above, must have the following documents ready to furnish,
For Category a – Trade License / ROC Registration and Income Tax PAN;
For Category b, c and d – Trade License from Local
Rural/ Municipal Body, or, Registrar of Companies (ROC) Certificate, Income Tax PAN, and Memorandum of Articles / Resolution / Partnership Agreement etc.
The Bidders listed in (g) and (h) must check
themselves as to whether they can enter into a contract with us in India in a lawful and valid manner and whether they have the capability to ship, deliver, install and provide after-sales services in Purchaser’s premises as delineated in this document.
The firm/agency/company must be functioning
with appropriate permission /Licenses for Professional competence wherever so required for their respective Trade/Calling. 2.3. Online Registration as Bidder The Bidders must have proper registration with the Central Public Procurement Portal (CPPP) with necessary valid Digital Signature, without which online bidding will not be available to them as the Tender is floated using the CPPP e-Procurement solution. Registration with any other third party e-Procurement portal or website or agency will not enable them to participate and bid in CPPP.
Bidders will have to meet all CPPP portal requirements as well as our requirements as may be detailed in this document. Submission of a Bid Physically is not called for except the EMD and post bid-opening communications. Physical Tender in response to this Tender call will not be accepted and online bids will be evaluated on the basis of online submissions only. 2.4. Credentials
It is desirable that the Bidders have proven track record in supplying the specified item(s) either as Manufacturer or Authorized Representative/ Agent/ Dealer in India, on behalf of an Indigenous or Foreign Manufacturer/ Principal, and they are capable to submit: i. Copies of Purchase Orders successfully executed
for same / similar items with Past Performance Statement, and,
ii. List of Clients in India Provided that the above documents will have to be
furnished mandatorily if the bidders place their claim for having such past performance. Such documents will have to be uploaded as scanned images/pdf files clubbed together separately for (i) and (ii) above in the CPP Portal while bidding as per requirement. Wherever, such documents are required to be furnished but the bidder does not have any, they will have to fill-in the relevant clauses in the Past Performance Certificate / Client List Certificate forms, sign and then scan for upload.
Bidders will also have to furnish in the prescribed formats the Self-Declaration of having no ban in Govt. supplies and of no past record of failure to execute departmental orders satisfactorily.
The credential documents so furnished shall be
subject to our check and any misleading information and/or tampering of documents / hiding of facts etc. may disqualify the bidder.
2.5. Product/Service Specific requirements –
a) For Repair cases, as may be required in the Scope Work below, the Bidder should be either the Manufacturer of the system or an authorized Service Centre/Provider of the Manufacturer, having a base office in India. In cases where the Manufacturer does not have any service facility in India, the Manufacturer itself may also participate.
b) For Maintenance Contracts for Laboratory
Equipment, stretching for One Year or a shorter or longer term as may be required in the Scope Work below, the Bidder should be either the Manufacturer of the system or an authorized Service Centre/Provider of the Manufacturer, having a base office in India. In cases where the Manufacturer does not have any service facility in India, the Manufacturer itself may also participate, provided that the specific qualification terms mentioned below in this document are duly complied with and does not prohibit a foreign OEM from such participation. Wherever, standby
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arrangement or time-bound response management is included as a prerequisite, a foreign bidder or an outstation bidder must check whether they can meet the requirement before bidding.
For Maintenance Contracts of high-value Utility
Installation Equipment (like Air-Conditioning System, Lift, Power Generator, Electrical Distribution System, Water Pump etc.) stretching for One Year or a shorter or longer term as may be required in the Scope Work below, the Bidder should be either the Manufacturer of the system or an authorized Service Centre/ Provider of the Manufacturer, or an agency with adequate expertise and experience in maintenance of similar systems, having a base office in nearby location.
c) For cases where Services are required
without involving any physical / material delivery, the Bidder should satisfy the qualification criteria indicated in the Scope of Services
d) For cases where Services are required and also physical / material delivery at site is involved, the Bidder should satisfy the qualification criteria indicated in the Scope of Services and should also fulfill the detailed conditions if applicable.
e) Materials, wherever required in connection
with the providing of service(s) above, shall have to be of standard quality to the satisfaction of the purchaser and also have to be genuine OEM’s product, if so required.
Bidders shall be capable of Delivery of Services/materials as per scheduled time-frame / interval, pre-fixed duration and expected response time. They must have requisite infrastructure for providing the supports which may be inspected by the Purchaser, if so deemed necessary at any stage. 2.6. Foreign Origin specific requirement – Online Bids containing offer for material(s) / service(s) of foreign origin, shall have to be submitted either, a) Directly from the original foreign manufacturer
registered with the CPPP duly digitally signed; in such cases, it would be desirable if the bidding foreign manufacturer indicates in the Techno-commercial Bid the details of their authorized local agent(s) in India for offering pre/post-sales support for the item(s) offered;
b) Directly from the Indian Subsidiary office,
registered with the CPPP duly digitally signed;
c) From the authorized dealers / Suppliers / representatives in India, registered with the CPPP duly digitally signed, when the foreign manufacturer is having no direct office in India, provided that in such cases, the online bid of the local bidder should be accompanied by a scanned copy of the Quotation duly ink-signed in the letterhead of the original foreign manufacturer, submitted/forwarded by the dealer/ agent/ representative(s), and accompanied by a scanned copy of the document of authorization in their favour from the manufacturer, both for making offers for sale and submitting online bids on their behalf. Be it further noted that only the Foreign OEM shall be treated as Primary Bidder for all contractual purposes when coverage under this sub-clause is granted.
d) From Indian agents who want to quote directly on
behalf of their foreign principal who are already enlisted as per GFR 143 with the Central Purchase Organization (e.g. DGS&D).
e) Online Bids can also be submitted by OEM’s
Authorized & Valid Agent/Entity, which is legally based and functioning in India. The Authorized Agent/Entity can submit the Online Bids in Indian Rupee for which following conditions need to be satisfied;
(i) Classification/Customs Tariff Number and
rate of Customs Duty on the date of their tender;
(ii) Import/Export Code No. issued by DGFT to them (the bidder);
(iii) Copies of Bills of entries and/or other document(s) duly authenticated by custom authorities indicating the assessed value taken by customs for the purpose of levy of Customs Duty;
(iv) Assessment of element of freight by weight and volume;
(v) A Confirmation whether customs duty exemption will be made available against issuance of CDEC certificate by the Purchaser and whether he/she will provide/disclose all related documents before issue of such CDEC certificate, if required; and finally,
(vi) The Offered Rate Price(s) for Supply without CDEC or Supply with CDEC or for both.
f) The above conditions need to be satisfied by Subsidiary Indian offices of OEMs as well, when submitting online bids in Indian Rupees.
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2.7. Indigenous Origin specific
Online Bids containing offer for equipment(s) of indigenous origin, may be submitted either, from the manufacturer or authorized agent / dealer in India. When the bidder is not the manufacturer itself, he/she must submit the scanned copy of the authorization letter from the manufacturer.
2.8. General
Whenever a bidder submits online bid on behalf of a foreign manufacturer, it shall be binding on that manufacturer as well and a mere provisional qualification admitted in techno-commercial bid evaluation stage will not confer upon the local authorized dealers / Suppliers / representatives any right to be considered for award of the contract/order on behalf of their foreign counterpart unless their offer is confirmed through the foreign Principal Bidder in writing in their original letterhead and scanned copy thereof is submitted with online bid.
Provided the local Indian Bidders should have
due registration in the name of their firm’s with the concerned govt. authorities for Sales Tax/ VAT/ Service Tax/ GST/Income Tax /TIN etc., and also furnish proofs of such documents along with proofs of clearing Income Tax/ Sales Tax/GST/ Excise Duty/ Other taxes and duties due to the Government. The Bidders must have valid PAN /TAN Registration No. in their firm’s name, with the Income Tax authorities.
No entity shall be eligible to submit a bid if it
has been debarred/banned or any of it’s Partners/ Directors is debarred/banned by the Govt.
3. Tender Document Fee & Source 3.1. Price of the Bid Document -
This Tender Document is Free of Cost.
3.2. Availability of Bid Document Irrespective of a Single or Limited Tender
invitation or Advertised Tendering, in all cases, the detailed bid document can be used / downloaded during the prescribed time/date from the Govt. of India interactive website at Central Public Procurement Portal (CPPP) [http://eprocure.gov.in/eprocure/app] and also from the departmental website of the STQC
Directorate, Ministry of Electronics and Information Technology (MEITY), Govt. of India, New Delhi [www.stqc.gov.in]. However, mere availability of Tender document in a departmental or linked website beyond closing date/time shall not render a tender to remain open for participation, which will be exclusively decided with reference to the Server Date and Time of the CPPP Portal. 3.3. Authenticity of Bid Document
The Bid Document as published in the above
websites shall stand as the reference.
4. Method of On-line Bid Submission 4.1.1. Preliminary Instructions for Registration
As per the directives of Department of
Expenditure, this tender document has been published on the Central Public Procurement Portal (URL: http://eprocure.gov.in/eprocure/app). The Agency are required to submit soft copies of their bids electronically on the CPP Portal, using valid Digital Signature Certificates. The instructions given below are meant to assist the Agency in registering on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal. More information useful for submitting online bids on the CPP Portal may be obtained at: https://eprocure.gov.in/eprocure/app 4.1.2. System Requirement Please consult and stay updated with the CPPP website (https://eprocure.gov.in) instructions on system configuration etc. for this purpose. You may be required to have a computer system with printer/scanner, internet connectivity and digital signature certificate to start with. You may also consider taking third party help for preparation / upload and online submission and follow-up actions etc. in this regard. However, submissions must be made with your agency identity only. 4.1.3. Registering online with CPPP
Agency is required to enroll on the e-Procurement module of the Central Public Procurement Portal (URL: https://eprocure.gov.in/eprocure/app?page=LoginDetails&service=page) by clicking on the link “online
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bidder enrolment”. Enrolment on the CPP Portal is presently free of charge. As part of the enrolment process, the Agency will be required to choose a unique username and assign a password for their accounts. 4.1.4. Registering Email Address and Mobile Number
Agency is advised to register their valid email
address and mobile numbers as part of the registration process. These would be used for any communication from the CPP Portal. 4.1.5. Obtaining and Registering the DSC
The DSC / e-token may be obtained from one of the authorized Certifying Authorities against necessary payments of fee etc. as may be applicable for respective usages.
Upon enrolment, the Agency will be required to
register their valid DSC or Digital Signature Certificate issued by any Indian Certifying Authority recognized by CCA India, with their profile. DSC once mapped to an account cannot be remapped to any other account. It can only be inactivated. Foreign Bidders cannot register any DSC from foreign Certifying authority but must first obtain the DSC from an Indian certifying authority.
Only one valid DSC should be registered by an Agency. Please note that the Agencies are responsible to ensure that they do not lend their DSCs to others which may lead to misuse. The e-token that is registered should be used by the bidder and should not be misused by others. Agency registered with CPPP with a particular DSC, PAN and Agency details is treated as unique Bidding entity and hence, in creating a profile, the bidder should take utmost care in using DSC of a properly authorized Agency representative.
Agency then logs in to the site through the
secured log-in by entering their CPPP UserID and Password and the password of the DSC / eToken.
4.1.6. Registering the PAN details In the above Bidder enrolment process,
indicating PAN no. is mandatory. Domestic Bidders must indicate their PAN No. there.
However, if a foreign bidder does not have any
PAN in India, they may still register with PAN No. indicated as per CPPP guidelines (presently in the CPPP, the text “TEMPZ9999Z” can be cited as PAN no.) This
relaxation will however not be allowed for domestic bidders and will be available for foreign bidders only as long so allowed in the CPPP Policy. 4.2.1. Searching for Tender Document
There are various search options built in the CPP Portal, to facilitate Agency to search active tenders by several parameters. These parameters could include Tender ID, organization name, location, date, value, etc.
There is also an option of advanced search for
tenders, wherein the Agency may combine a number of search parameters such as organization name, form of contract, location, date, other keywords etc. to search for a tender published on the CPP Portal.
Once the Agencies have selected the tenders
they are interested in, they may download the required documents / tender schedules. These tenders can be listed in their respective “My Documents” folder. This would enable the CPP Portal to intimate the Agency through SMS / e-mail in case there is any corrigendum issued to the tender document.
The Agency should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any clarification / help from the Helpdesk. Agency should take into account any corrigendum published on the tender document before submitting their bids. 4.2.2. Understanding the Bid Documents
Please go through the tender advertisement
and the tender document as well as the formats given carefully to understand the documents required to be submitted as part of the bid. Please note the (a) Number of covers in which the bid documents have to be submitted, (b) Listed Documents - including the names and (c) Content of each of the Document that need to be submitted. Any deviations from these may lead to rejection of the bid.
4.2.3. Understanding the Qualification Criteria Bidders are required to:
(a) Meet the eligibility criteria as specified in this document;
(b) Mention the respective details wherever required in their bid,
(c) Submit the EMD as required,
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(d) Submit supporting documents duly signed or countersigned and thereafter scanned to electronic files, and;
(e) Upload all such documents / files in due manner, and
(f) Send all such documents including EMD as are prescribed to be received physically in original by the due date and time.
4.2.4. Understanding the Technical Requirements Specially, the bidders must comply with the minimum specified technical requirements and an offer for a better or advanced model shall not have any privilege vis-à-vis the basic models, when both qualify. Please note that even in some cases, the acceptance of more advanced features may not be automatic and may be subjected to scrutiny and validation with reference to the explicit citations in tender document or functional conveniences. 4.2.5. Understanding Physical Sites & Locations
Bidders are advised to get aware of the location and site and if necessary, to inspect the site and its surroundings where the equipment is to be installed and satisfy themselves before submitting their tenders.
A bidder shall be deemed to have full knowledge of the work and site whether he inspects it or not and no extra charges consequent on any misunderstanding or otherwise shall be allowed. This may facilitate them to work out the costs towards the Freight / Installation visits etc.
Whether the physical location/site has been
inspected or not, the bidders must indicate the location-specific climatic and electrical requirements for operation of the offered materials as per installation sites mentioned hereunder.
4.2.6. Preparation of Bid Documents
Bidder, in advance, should prepare the bid documents to be submitted as indicated in the tender schedule and they should be in PDF/XLS/RAR/DWF formats as may be prescribed. If there is more than one document, they can be clubbed together as per instructions given in this document. Wherever prescribed, a template must not be altered or violated by a bidder except that the fields/records allowed for edit/data entry may be made. Modification of any basic template of form provided will make the bid rejected.
To avoid the time and effort required in
uploading the same set of standard documents which
are required to be submitted as a part of every bid, a provision of uploading such standard documents has been provided to the Agency in CPP. Agency can use “My Space” area available to them to upload such documents. These documents may be directly submitted from the “My Space” area while submitting a bid, and need not be uploaded again and again. This will lead to a reduction in the time required for bid submission process.
Please note that you may not possess some of
the requisite documents which need be uploaded. In such cases you are required to fill-in the prescribed form for declaring non-availability of such documents etc. and sign and scan the same for upload instead. However, such declarations will be subject to verification with the bid particulars offered.
4.2.7. Processing Files for Upload
There is no limit on the size of the file uploaded
at the server end. However, the upload is decided on the Memory available at the Client System as well as the Network bandwidth available at the client side at that point of time. In order to reduce the file size, bidders are suggested to scan the documents in 75-100 DPI so that the clarity is maintained and also the size of file also gets reduced. This will help in quick uploading even at very low bandwidth speeds. (However, file size may vary due to change in CPPP policy).
4.2.8. Submission of Bids
Agency should log into the site well in advance for bid submission so that he/she upload the bid in time to avoid any delay or problem during the bid submission process i.e. on or before the bid submission time. Agency will be responsible for any delay due to other issues. Neither the Purchaser nor the CPPP will be liable for any difficulty or delay in uploading documents or submitting bids online by the bidders and therefor bidders are advised not to wait for the deadline.
Agency shall use the prescribed template(s)
only which must not be modified/replaced by the bidder and the same should be uploaded after filling the relevant columns, else the bidder is liable to be rejected for that tender. Bidders are allowed to enter the Bidder Name and Values only. The ready documents / filled-in templates shall have to be uploaded against the respective document requirements under Technical Bid or Price Bid denoted in the Portal. If a Bidder/Firm quotes “NIL” Charges / Consideration, the Bid shall be treated as unresponsive and will not be considered.
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The Agency has to digitally sign and upload the required bid documents one by one as indicated in the tender document. The bidder reads the terms and conditions and accepts the same to proceed further to submit the bids. Please note that if a tender is cancelled, it will not be available for bidding anyway.
4.2.9. Completing a Bid Submission
It is important to note that, the bidder has to
click on the Freeze Bid Submission Button, to ensure that he/she completes the Bid Submission Process. Bids which are not frozen are considered as Incomplete/Invalid bids and are not available at the Bid Opening stage for opening or subsequent evaluation purposes. Resubmission of a Bid shall be subject to the explicit permissions as may be provided in the system.
Bid Security or EMD for this Tender will have to be furnished off-line positively as indicated herein below. For Offline payments, the details of the Bid Security or Earnest Money Deposit (EMD) document submitted physically to the Department and the scanned copies furnished at the time of bid submission online should be the same, otherwise the Tender will be summarily rejected. Further, the eligibility of an EMD furnished shall be subject to the checks mentioned below in this document.
The Tender Inviting Authority (TIA) will not be
held responsible for any sort of delay or the difficulties faced during the submission of bids online by the bidders due to local issues. The bidder may submit the bid documents online mode only, Offline documents will not be handled through this system.
At the time of freezing the bid, the
eProcurement system will give a successful bid updation message after uploading all the bid documents submitted and then a bid summary will be shown with the bid no, date & time of submission of the bid with all other relevant details.
After the bid submission, the bid summary has to be printed and kept as an acknowledgement as a token of the submission of the bid. The bid summary will act as a proof of bid submission for a tender floated and will, together with necessary individual identity proofs, also act as an entry permission to participate in the post bid events, if any. 4.3. Confidentiality of submitted Bids
Successful bid submission from the system means, the bids as uploaded by the bidder is received
and stored in the CPPP system. The CPPP System does not certify for its correctness.
The bidder should see that the bid documents submitted should be free from virus and if the documents could not be opened, due to virus, during tender opening, the bid is liable to be rejected.
All the data being entered by the bidders would
be encrypted at the client end, and the software uses PKI encryption techniques to ensure the secrecy of the data. The data entered will not be viewable by unauthorized persons during bid submission and not viewable by any one until the time of bid opening. Overall, the submitted bid documents become readable only after the tender opening by the authorized individual.
During transmission of bid document, the confidentiality of the bids is maintained since the data is transferred over secured Socket Layer (SSL) with 256 bit encryption technology. Data encryption of sensitive fields is also done. 4.4. Authentication of Bid Documents The Bid documents as are uploaded / submitted online will be considered as verified by the Bidder as they will bear the digital signature of bidder. However, the authentication of various bid related documents will be subject to verification by the Purchaser/Buyer in two ways – Agency Level Authentication (ALA) and Buyer Level Authentication (BLA).
Agency Level Authentication will be deemed to
have been done where a Bid document is issued by the Bidding entity itself and uploaded/submitted online with their necessary mapped digital signature; physical signature of such documents are not mandatory.
Buyer Level Authentication will be done by the
Buyer/Purchaser where a Bid document is NOT issued by the Bidding entity itself and instead are originated from a third party (like a different OEM or Agency or Govt. Authority or Local Body or Certifying entity etc.) and after scanning/imaging etc. are uploaded/ submitted online with the bidder’s mapped digital signature; physical signature of such documents are mandatory. Also, the buyer shall have full right to verify such documents with the original on demand and the bidder will have full responsibility to prove the correctness/ genuineness of the documents so submitted.
Therefore, for critical and mandatory third party documents (like EMD, Foreign OEM’s Foreign
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Exchange quotes duly ink-signed), Bidders are advised to send the originals by post or so to reach the Purchaser within the critical last date and time failing which the participation may be treated as void. 4.5.1. Critical bid submission Time
The time that is displayed from the server clock at the top of the tender Portal, will be valid for all actions of requesting bid submission, bid opening etc., in the e-Procurement portal. The Time followed in this portal is as per Indian Standard Time (IST) which is GMT+5:30. The bidders should adhere to this time during bid submission and are requested to submit the bids through online eProcurement system to the TIA well before the bid submission end date and time (as per Server System Clock). 4.5.2. Bid Submission Date
For Online bids (complete in all respect) unless there is a corrigendum posted for date extension or so, the last day and time of bid submission shall remain the same even if it is declared a Holiday in the Purchaser’s office. 4.6. Amendment of Tender Document
At any time prior to the last date for receipt of bids, the Purchaser may, for any reason modify the Tender Document by an amendment. The amendment will be uploaded on the website (http://eprocure.gov.in/eprocure.app)
In order to provide prospective bidders
reasonable time in which to take the amendment into account in preparing their bids, the Purchaser may, at its discretion, extend the last date for the receipt of Bids. 4.7.1. Clarification on Tender Document terms
A prospective Agency requiring any clarification on the Tender Document may submit his queries through the prescribed CPPP method or in absence thereof, through email as per schedule indicated in “Chapter-VI: Time Schedule”. The queries must be submitted in the following format only, mentioning tender No. in the subject-line of the email, to be considered for clarification:
Sr. No
Clause No.
Sub Cl. No.
Reference/ Subject
Point to be clarified
It may be noted that Queries/Clarification requests will ordinarily be replied; however, even if a reply is not received in time or a point raised is not clarified by the Purchaser, the bidders are advised to submit bid which will be evaluated on the basis of explicit tender terms/conditions. They should not presuppose / anticipate a time extension on request from the Purchaser, unless the same is notified through the CPPP. 4.7.2. Clarification on CPPP Online bidding system
Query of bidding Agency for any point relating
to the process of online bid submission or queries relating to CPP Portal in general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for CPP helpdesk is 1800 3070 2232. Bidders may please check the portal for staying updated. Purchaser will not be responsible for any change in CPPP policy /facilities. 4.7.3. Communication of Information to bidders Except the short notice inviting tenders, communications to bidders will not generally be made through Newspapers / ITJ etc. All subsequent tender-specific changes/corrigenda/clarifications etc. will be published through the CPP Portal and hence Bidders are advised to keep in touch with the Portal only.
5. Documents to be furnished 5.1.1. Alert before Submission of Bids
Bidders should carefully go through the Tender Particulars and check whether resubmission of bid in a tender is made available by Purchaser. Only where such permission is provided, bidders may attempt resubmission within the closing time/date. Therefore, if not permitted, no change in submitted bids may be possible.
On the other hand, wherever permission for
resubmission is granted, due care should be taken in regard to resubmission of bids as in such attempts, the original submission of packet will be entirely lost and hence bid along with all requisite documents may have to be uploaded/submitted afresh. Mere resubmission of bid only without documents may render the bid invalid. This is true for both Technical and Financial Bids.
Please do not skip any documentary requirement and always upload one and wherever unavailable a declaration in prescribed format instead.
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5.1.2. Documentation at a glance Note: All the below-listed documents are Mandatory to be uploaded in CPP Portal during Bid submission, failing which, it may not be possible to submit Bid by a bidder. Wherever requisite document is not available and cannot be complied, a Non-Compliance / Non-availability declaration for respective item must be uploaded in place; this will allow bid submission in the system. However, for the purpose of actual evaluation, the items indicated as Optional below will not be weighed unless the Bidder makes any claim on this account.
ONLINE SUBMISSION THROUGH CPP PORTAL
PACKET - 1 FEE / EARNEST MONEY DEPOSIT WITH TECHNICAL AND FINANCIAL BID
1 Earnest Money Deposit OR valid relevant EMD Exemption Document
(FORM-13)
Mandatory
2 Technical Bid in Template (Unpriced) (in .xls file)
Mandatory
3 Declaration of Tender Terms Compliance
(FORM – 1) Mandatory
4 Product Technical Literature or Declaration of having submitted the same physically by post/courier (to reach by due date/time)
(FORM – 2) Not Required
5 Technical Compliance Statement
(FORM – 3) Mandatory
6 Local Service Centre Details or Declaration of non-availability
(FORM – 4) Mandatory
7 Qualifying document with as per Para 2.6 and 2.7 above, i.e., a) OEM’s self-declaration as per prescribed format, of having
submitted own bid, or, b) OEM’s ink-signed Quotation and OEM’s Authorization (for FE Bids
from non-manufacturers Seller/Agent/Dealers of foreign products) or
c) OEM’s Authorization only for INR bids of foreign / indigenous products, or DGS&D/NSIC Document for enlisted Vendors or
d) Any other document authorizing Product Sales as per Tender Document for Others
(FORM – 5) Mandatory
8 Trade License or ROC Registration or Both for Vendors in India and Non-Availability Declaration by foreign Vendors
(FORM – 6) Mandatory
9 Income Tax PAN for domestic Vendors and Non-Availability declaration only by foreign bidders or Govt. Agencies in India (if not available)
(FORM – 7) Mandatory
10 Bank Account Electronic Fund Transfer Mandate Form (FORM – 8) Mandatory
11 VAT/CST/ Service Tax /GST/Other Tax/Duty Registration Documents clubbed together and Non-Availability declaration only by foreign bidders
(FORM – 9) Mandatory
12 Document showing Financial Strength (Last IT Return or Last Audited P&L Statement), failing which Declaration of Non-Availability
(FORM – 10) Optional
13 Order/Contract Copies, failing which Declaration of Non-Availability
(FORM – 11) Mandatory
14 DECLARATION OF HAVING NO IMPOSITION OF BAN / SUSPENSION BY GOVT. FOR BUSINESS DEALINGS
(FORM – 12) Mandatory
15 Financial Bid in MS-Excel template (.xls) Mandatory
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OFFLINE SUBMISSION BY POST/COURIER
PACKET - 1 FEE / EARNEST MONEY DEPOSIT
1 ORIGINAL Earnest Money Deposit OR valid relevant EMD Exemption Document
(by due date & time)
Mandatory
2 Supporting documents to Technical Bid (Unpriced) ink-signed with Company Seal, whichever may be due for submission like: OEM ink-signed quotation, Product Technical Literature, Service Manual etc.
Mandatory, if applicable (by due date/time)
5.2.1. Online submission of Technical Bid
Technical Bid Cover/Packet shall contain above documents / contents (excluding price and its break-up) (both in template and in a scanned image/pdf format) beside all other things. It shall be mandatory to submit all such documents with the Technical Bid as are required to qualify for bidding by an entity. 5.2.2. Off-line submission of Technical Bid It is mandatory for Bidders to submit the hardcopy of supporting documents to Technical Bid as listed above in paper form for Buyer Level Verification / Authentication together with physical EMD as mentioned below, within the Closing Date and Time, so as to be available for a cross-check with online bids upon opening on the critical date and time. 5.3.1. Online Submission of Financial Bid
Financial Bid must be prepared and uploaded/submitted online using the prescribed MS-Excel template only. No modification of the template should be made or attempted. It shall contain Price and its break-up only.
The Bill of Materials must clearly indicate the List of Materials/Services proposed to be delivered under the Tender, quantity and origin and such other relevant information. 5.3.2. Off-line Financial Bid NOT Required
This is NOT required; even if any Financial Bid is submitted it will be completely ignored. Only the Online Financial Bid will be evaluated after decryption. 5.4.1. Online Submission of EMD/Bid Security
EARNEST MONEY DEPOSIT or BID SECURITY, as may be required herein below, or any valid certificate of exemption, when the bidder intends to avail of exemption from EMD submission, should be properly
scanned and uploaded and entered during the online bid submission. The data so entered must match with the physical copy sent directly afterwards.
5.4.2. Off-line Submission of EMD/Bid Security
The original EMD / endorsed documents must
be submitted physically to the Department by the critical Closing Date and Time in Sealed Envelope duly super-scribed as “BID SECURITY / EARNEST MONEY DEPOSIT” with Tender Reference Details, so that it can be verified during actual bid opening with the online EMD Data furnished.
6. EMD or Bid Security or Exemption 6.1. How to prepare
The Bidders (except those registered with the DGS&D/ NSIC) must pay the Bid Security (Earnest Money Deposit). Separate EMD for each equipment/ items shall be submitted as indicated in this document. Consolidated EMD will not be accepted. EMD will be accepted in the form of A/c Payee Demand Draft / Banker’s Cheque / Fixed Deposit Receipt / Bank Guarantee from any commercial bank in favour of "PAO, MEITY, New Delhi”. EMD prepared in any other name will be summarily rejected. 6.2. Instrument Validity requirement
The EMD or Bid Security should remain valid for at least 120 Days, from the last date of submission of tenders, failing which their Bid(s) will not be accepted by the Purchaser. The Bid validity period, as may be offered (as per Cl. 21 below), may be deemed to be prematurely expired, if an EMD/Bid Security instrument expires early, unless due extensions are received by the Purchaser. The Bid and Bid Security thereto shall usually
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be allowed to remain valid for specified period as the minimum prescribed in this document. The Purchaser however reserves the right to consider bids having shorter EMD validity only where EMD is in the form of Bank Draft/ Banker’s Cheque and in such cases they may seek EMD extensions for such bids. Also, by participating in this tender, the bidder agrees to furnish extension EMD/bid security immediately following the first one (DD/Banker’s cheque only). The Bid Security / Earnest Money Deposit so referred to above should be readily available with the at the time of the opening the Online Tenders on the stipulated date and unless an exemption is sought for with valid supporting documents, any isolated submission or a delayed submission or attempt to submission after bid opening or expression of interest for submission will not be treated as a valid submission of EMD/Bid Security. An EMD instrument must be purchased after issue of and before closure of the Tender concerned and a pre-emptive buying of EMD instrument or a post-closing date issue of EMD will not be valid. 6.3. Forfeiture of EMD/Bid Security
Provided that the Bid Security / Earnest Money Deposit will be liable to be forfeited, if the Bidder subsequently fails or appears to be unable to comply with the offer submitted, or withdraws or amends or impairs or derogates from the tender in any respect within the period of validity of the tender; or within the period of validity of the Purchase/ Work Order, if placed in due conformity of the said tender. Any supplementation/ extension/ renewal / fresh consecutive submission of EMD by bidders shall have to be unconditional and shall not involve or necessitate a prior physical release or substitution of EMD instrument from the Purchaser’s end. Be it further noted that a request for return of EMD furnished before the expiry of Bid validity without an adequate substitution will amount to withdrawal from the Bid.
Provided further that the Bid Security / EMD will also be forfeited, if the bidder, after being issued with the Order, fails to submit the Order Acceptance in writing within three weeks of Order or to furnish the requisite Performance Bank Guarantee/ Security in the manner prescribed within the four weeks of Order placement. 6.4. Release and Return of the EMD/Bid Security
The Bid Security / Earnest Money of all the
unsuccessful tenders will be returned, after expiry of
the final bid validity and award of the contract, or at an early date as may be deemed fit by the Purchaser. The Earnest Money of the successful bidder shall be returned only after the requisite Performance Bank Guarantee/ Security is furnished in appropriate manner, or, if no PERFORMANCE BANK GUARANTEE is required, after full compliance of the order, including the warranty period. No Interest will, however, be paid on the Earnest Money Deposit.
6.5. Exemption from EMD / Bid Security The Bidding Agency may seek exemption from paying EMD/Bid Security, if it is duly so registered with the DGS&D or NSIC or the Purchaser’s own Department and produces/uploads scanned copy of the said document during online bidding, which explicitly permits the exemption for the specific item. 6.6. Miscellaneous a) When an exemption is sought for from EMD
submission, the waiver document, viz., DGS&D / NSIC Registration certificate etc. must be for the specific category of item tendered and remain valid for not less than the period required for EMD. As regards the premature expiry, Waiver document(s) will be treated at par with the EMD instruments. A mere assurance for extension of EMD or renewal of Waiver Document will not be sufficient for considering an EMD/Waiver and for that reason, a Bid, valid.
b) EMD is for a fixed sum and shall not vary with the
price offered. EMD amount need not be considered to be proportionate with cost estimation.
c) When EMD through Bank Draft/ Banker’s Cheque,
the instrument should be payable at New Delhi. d) When EMD through Bank Guarantee, the text
should be as in the Model BG Format attached herewith.
7. Bidding and Evaluation 7.1. Deemed Acceptance of Tender Terms
Please note that for any of the clauses included in this tender document expressing our terms and conditions, if not otherwise expressly disclaimed / mentioned in your Bid, our terms & conditions shall be
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deemed have been accepted by you immediately upon your bidding online. The Purchaser may, at its discretion, opt to seek clarification on any of the above points from the bidders.
7.2. Cancellation of Tender
Any Tender may be cancelled at any time and a re–tender process may or may not be initiated by the Purchaser without assigning any reason whatsoever. 7.3. Change in Tendered Bids
In the offered Bids, no changes / alterations/overwriting is acceptable even if countersigned /attested by the Supplier. Withdrawal / resubmission of offers/bid by a participating Supplier must be made by an authentication with digital signature in the firm’s letterhead and submitted within the Closing Date and time of Tender submission. For the cases of resubmission, if allowed in the tender document, the bidder must also follow the procedures as per CPPP system, failing which the offer shall be liable to be rejected. 7.4. Extension of Closing Date/Time A mere request for extension of closing date or for seeking clarification, even if not responded, shall not tantamount an extension of time or suspension of the tender process and a tender process shall continue in it’s normal course unless a formal amendment or clarification is posted/published through the STQC and/or CPP Portal. Publicity of such amendment or clarification through STQC and/or CPP Portal shall be treated as sufficient communication to the intending Suppliers irrespective of the fact as to whether any individual communication is sent to or received by them or not in time. 7.5. Pre-Bid Meeting for Seeking Clarifications
Generally, Clarifications will be received as
already mentioned above and dealt with accordingly. However, a Pre-Bid Meeting may be held on the
scheduled date and time, if so mentioned, in the Introduction page of this document at this Laboratory premises. Interested Bidders may participate in the meeting on due time and date, if so mentioned, with proper authorization letter (in Company’s letterhead only) to have their doubts cleared. No further clarification will be entertained in this regard beyond the Pre-Bid Meeting.
7.6. Closing Date and Time for bid submission
Online Bid Submission will be automatically closed at the appointed date and time on or before 17:00 Hours as per CPPP Server Clock even if the closing date is not a working day or declared holiday at a subsequent time. Offline Technical Bid document and EMD/Bid Security submission will also close on the same date and time. However, if the appointed date of opening is declared a holiday or closed in the Purchaser’s office later and no date extension is granted, only the bid opening process may be deferred accordingly. 7.7. Opening of Bids
Online Tenders shall be opened at 11:00 hours on the appointed Opening Date following the Last Date of Submission of Bids (Closing Date). In the Online Bidding process, Bidders will be able to view the opening in the CPPP Portal itself and are not called for to attend physically at Purchaser’s premises. The Tender Status will then be updated as well as when any development is made subsequently.
Both Online Technical Bid and Off-line Technical
Bid with EMD shall be opened simultaneously. However, evaluation will be done in the manner mentioned below. No hardcopy of financial or price bid will be entertained or opened and instead these will be totally ignored.
Online Financial Bids shall be opened only in respect of Technically Qualified Bidders in the CPPP server system, on the same or a subsequent day depending upon the system requirement. Selection will be strictly done from technically qualified bids after necessary bid validity checks. Price level comparison and ranking being done thereafter.
Please note that in respect of any discrepancy
in documents or information furnished by the Bidder, the one contained in the online version will hold good. Mere submission of hard copy will not be accepted as a bid. 7.8. Evaluation of Bids Online Bids will be evaluated after Opening by the Purchaser through Checks in a phased manner.
Bid Validation Check
Techno-Commercial Evaluation
Financial Evaluation
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7.8.1. Bid Validation Check
Bids which are not supported by valid EMD or
valid EMD exemption proof or Mandatory documents are not uploaded or documents uploaded are not clearly legible or not in valid file formats having failed to open properly at CPPP System due to virus or some other technical faults or submitted only off-line, shall be rejected. Bids as are not rejected would be treated as Responsive and Valid bids and count for evaluation. The status will be updated in the CPP e-Procurement portal. 7.8.2. Technical or Techno-Commercial Evaluation
The Purchaser shall then proceed to evaluate
the Responsive Bids received. They will have full right to seek clarifications from the participating Suppliers at any stage after the opening of the online bids.
The check at this level will comprise matching
with the published Tender Eligibility Criteria, Neutral Technical Specifications, drawings/ designs etc. and also compliance of various other terms techno-commercial in nature. Bids which satisfactorily passes the test, are considered as Techno-commercially
Qualified Bids. The status and summary will be updated in the CPP e-Procurement portal accordingly. 7.8.3. Financial Evaluation
At the final phase, Prices offered only by the
bidders so qualified in second phase will be compared and Ranking decided, if necessary after seeking necessary clarifications. The status and summary report will also be updated in the CPP e-Procurement portal. 7.9. Selection of the Bidder
Selection of the Bidder will be done in accordance with the prescribed norms and rules of the Government of India. Canvassing in any manner will render a bidder disqualified for consideration, at any stage in the process of tender evaluation. 7.10. Results of Evaluation
The result of Bid evaluation (on opening, acceptance, technical and financial evaluation and AOC stage) will be published through CPP Portal once the examination is completed, Award of Contract shall also be published in the prescribed AOC format as may be amended from time to time.
CHAPTER-II: CONDITIONS OF CONTRACT
8. PRICE DETERMINATION 8.1. For Goods of Foreign Origin
Price shall have to be offered for Imported Items on FOB (Free on Board) Port of Shipment Terms in Foreign Currency out of the listed ones in our MS-Excel Template as per extant recognized International conventions (INCOTERMS). Foreign Bidders should clearly mention the Classification Code for the Importable Item(s) offered.
Indian Bidders for such goods may quote
Price in Indian Rupee on FOR, Kolkata basis or in foreign currency on FOB Port of Shipment terms in
any Foreign Currency out of the listed ones in our MS-Excel Template, if they have adequate arrangement with the OEM shipper for making the shipment of goods as per their status according to preceding paras. In such FE contracts, only the foreign principal and not the Indian bidder or agent will be treated as beneficiary for FE payment. 8.2. For Goods of Indigenous Origin
Price shall have to be offered for indigenous items on FOR Kolkata basis only in Indian Rupee.
8.3.1. Other elements required
FOB Port of Shipment Price will have to be supplemented further in the MS-Excel Template Format by applicable Customs Duty and Freight Charges in Indian Rupee, where customs duty
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exemption under Government of India, Ministry of Finance, Notification No. 28/2003–Customs dated 01-03-2003 read with Notfn. No. 51/96–Customs dated 23-07-1996 will have to be made available to us as Importer/Purchaser against issuing necessary certificate.
FOR, Kolkata basis Prices will however be arrived in the MS-Excel Template Format by first applying due Central Excise Duty, VAT, Packing and Forwarding and Freight Charges in Indian Rupee, where Central Excise duty exemption under Government of India, Ministry of Finance notifications read with DSIR registrations may be availed of by us as Purchaser against issuing necessary certificate.
No Tax will be paid extra, if it is not clearly indicated in your offer and if found chargeable later, such tax(es) will be deemed to have been included in your original offer price and will have to be borne by you. You must have due registration with the respective Tax authorities, if a Tax/duty is levied on the offered item(s) and in such cases you will have to raise appropriate Invoice as required under respective Tax Rules. 8.3.2. Goods & Services Tax and Input Tax Credit Wherever GST is leviable (in any of the the forms of CGST/IGST/SGST/UTGST) on the Item(s) of supply of Goods/Services, your Invoice must be in prescribed GST Invoice format. Usually, Suppliers should collect due GST from us and pay in time and this Laboratory will not undertake any GST payment liability on behalf of any supplier. You are required to generate documents and update applicable cases in Electronic Registers/Ledgers on GST Portal within due time without fail and in such a manner that this laboratory can receive the due Input Tax Credit in it's favour. 8.4. Exclusions Irrespective of the provisions above-mentioned, any charges towards Freight or Insurance or Inspection or Survey or Customs Duty or Warehousing/ Cargo handling by Carrier/ Forwarder/ Port Authorities or Goods Clearance Charges, payable for any second or subsequent occasions, owing to wrong shipment, replacement for defects under warranty or erroneous documentation, must be borne by the Supplier. The Supplier or it’s local agent shall have to bear any charges due to the Bank etc. on account of any amendment in LC/ Documents, if
it/these is/are required for convenience on account of shipper. 8.5. Ownership when Paid before Goods Received The purchaser shall have full right/ title/ ownership of any Articles/ Goods as are delivered or in transit after shipment or paid for in advance or booked through a confirmed LC or if any tax/duty exemption certificate is issued, under orders of the said purchaser.
In such cases, without the written consent of the purchaser, the articles/goods shall not be exchanged, altered, modified, returned or redirected by the Supplier / agent. In such cases, the supplier shall be required to obtain formal written consent of the Purchaser for taking any such action even when delivery to the purchaser has not been made. 8.6 Ownership of goods when CDEC/EUC issued The successful Bidder, if ordered, as supplier shall not misuse or lend/share with others any undue benefit or facility as may be made available by way of issue of an End User Certificate or Customs or Central Excise Duty Exemption certificate and in all cases for non-utilization of these documents or if these are utilized but no supply actually takes place, the supplier shall be bound either to return the documents so issued or to make such compensation as is demanded by the Purchaser, not exceeding the value of such benefits availed of.
This will not however, absolve the supplier from their responsibility as may be otherwise fixed under the laws of the land including for incurring any loss to govt. exchequer.
9. Payment Terms 9.1. Foreign Currency Payments All Foreign Currency Payments will be released through establishing an Irrevocable Letter of Credit in favour of the Beneficiary with the following usual terms, which may slightly vary depending on the merit of the cases by the bank.
a) Latest Date of Shipment will be number of days required for delivery ahead of Opening LC (usually 90 days).
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b) Date of LC Expiry will be 21 (twenty-one) days ahead of latest shipment date.
c) LC Charges outside India will have to be borne
by the beneficiary.
d) Port of Discharge/Destination will be NSCB International Airport or Seaport, Kolkata (CCU), in West Bengal, India.
e) Port of Dispatch will be as per Bid offered.
f) Trans-shipment or Partial Shipment will not be ordinarily allowed.
g) Beneficiary to receive Payment partly against
shipping documents and partly on Installation.
h) Period of Presentation of Documents for claim will be 21 days (between latest date of shipment and date of expiry)
i) Advance documents to reach us and bank within 3 days of dispatch
However, a foreign beneficiary may, instead of LC,
also opt to receive payment after delivery and satisfactory Installation but any offer seeking advance payment will be rejected. 9.2. Indian Currency Payments
All Indian Rupee Payments will be released through Electronic Fund Transfer (NEFT/RTGS) in favour of the Beneficiary after delivery and satisfactory Installation with the following usual terms, which may slightly vary depending on the merit of the cases.
9.3. Quantum of Payment
In LC cases, Beneficiary is to receive Payment @ 90% against shipping documents and 10% on Installation. 100% payment will be released against additional bank guarantee / security of 10%.
In INR cases for procurement of goods,
Beneficiary is to receive Payment @ 80% against delivery/acceptance and 20% on Installation. 100% payment will be released against additional bank guarantee / security of 20%.
For INR Maintenance Contracts, where
Materials are included, proportionate periodic INR payment against acceptance of services rendered may
be considered if it does not conflict with the periodic delivery requirements of the Purchaser. For Service Rate Contracts without involving materials, proportionate periodic INR payment against acceptance of services rendered may be considered, if so offered.
9.4. Relaxation for full payment Relaxations for making full payment as cited above may be granted against submission of Bank Guarantee/Security for 10-20% as the case may be, in addition to the PBG detailed hereinafter. 9.5. Retirement of FE Payment
The exchange rate for foreign currency shall be determined on the basis of the rate prevalent on the date of opening the LC or remittance.
FE payment will NEVER become due and
payable to an Indian Bidder or Agent even for a foreign origin product. 9.6 Purchaser’s Bank for payment All payments shall be processed for release/remittance through the purchaser’s departmental banker, Bank of India, CGO Complex Branch, New Delhi, India, or through any of it’s designated branches in India following the standard bank procedures and guidelines of the Reserve Bank of India as well as the Govt. of India. Bidders should check themselves whether they or their own banks are in a position to receive payment by establishing necessary connection. For the purpose of successful electronic payments, they shall have to make all necessary arrangements in this regard. Payment request in any other form will be disregarded.
10. Bank Information For all types of payments as indicated above and as may be contracted finally, the Bidder is bound to disclose the requisite information with regard to it’s bank account for establishing necessary communication and / or for making transactions for receiving payments. The Bank Information shall include Bank Name, Branch Name and Address, Bank Account Name, Account Number, SWIFT/RTGS/NEFT/IFSC Code(s) of the Bank, Bank Routing No., IBAN No., Bank Sort Code etc., as applicable.
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You are specifically required to furnish a scanned copy of the EFT Mandate Form or self-declaration of Bank Account Details or Bank Letter or on Printed Cheque at the time of online bidding.
11. Units of Measurement
The Accounting/ Technical measurement units used in the offer should be only in recognized Indian or International Format. In the event of the Supplier’s practice of different measurement standards, the equivalence information should also be given.
12. Time for Delivery / Execution Time for delivery and/or execution is allowed for Three Months. For LC cases, it will be counted from the date of LC opening and for others, from the date of Order.
Any extension will require prior consent of the Purchaser.
This time-frame should be specifically confirmed or otherwise mentioned by the Bidder. If the bidder fails to supply the stores/ perform job(s) within the guaranteed date, the Purchaser reserves the right to cancel the entire Order or part thereof, without any reference, or to place order to another bidder for the same and identical stores/ job(s) of equal quantity/ volume or a part thereof, before or after cancellation of the Order or to forfeit the amount guaranteed through the execution of the Performance Bank Guarantee, if any.
13. Country of Origin The Supplier is required to indicate in the offer, the Country of Origin of the goods. Ordinarily, Certificate of Origin is required for all imported item(s). The Supplier and/or it's local agent in India shall be responsible for due observance of all relevant legislation of the Country of Origin as well as International Conventions, as applicable, without any repugnance to the laws of the Importer's country.
14. Port of Shipment The Manufacturer/ Overseas Principal must clearly indicate in the offer the Port of Shipment / Dispatch.
15. Mode of Dispatch / Delivery 15.1. For Imported Goods For all imported goods, by Air, preferably through Air India / National Air Carrier agency of India. If more convenient for being directly connected, other carrier agency may be indicated. In special cases, Ship or Postal delivery may be accepted.
Generally, Air India will be the Carrier for imported item(s) from overseas countries unless there is no direct link between the Port of Shipment and the Port of Discharge. The Carrier, if chosen by the Supplier, should be able to deliver goods at the Port of Discharge direct. In respect of an indigenous item, the Supplier may choose the carrier.
The Laboratory will not arrange for pick-up of any cargo from any Supplier’s point of sale and it will be the responsibility of the Supplier(s) to arrange for dispatch/shipment through bona-fide forwarding agency for delivery to Purchaser. 15.2. For Indigenous Goods For indigenous goods, by Rail/ Road or in special cases, by Post, as may be suitable. Normally, Delivery shall always be preferred at Door, i.e., up to Lab premises. 15.3. Goods Trans-shipment or Partial Shipment
Trans-shipment and Part Shipment will not be acceptable, exceptions being subject to purchaser’s discretion. Even when such trans-shipment is allowed, the responsibility of discharge of goods at the ultimate destination shall vest upon the Supplier only.
15.4. For Intangible Assets or Electronic Deliveries
For intangible products like Software and/or E-License (excepting Media) delivery shall have to be
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made effective at the desired location through purchaser’s designated connection. 15.5. For Services with Materials For Services which also require delivery and utilization of materials for a part of order value, like Repair of Equipment / Construction or Erection or Modification / Enhancement of a Facility, Bill of Materials should be submitted in clear terms, in accordance of which the deliveries will be accepted. 15.6. For Maintenance Services Such services and the integral materials under a contract for maintenance will have to be delivered at our site as per time frame prescribed for achieving the targeted quality and volume of service. Bidders may propose their options, if no specific requirement is made in this tender. 15.7. For Pure Services only Services which do not require handling of any materials, Delivery may be made as per our prescribed requirement.
For services requiring delivery at a location off the Purchaser’s premises, the Bidder must indicate the method of delivery planned.
16. Insurance
The Purchaser will provide a marine Insurance cover for all imported goods. The Bidder will be required to process documents in such a manner so that due insurance coverage is provided and Purchaser, Consignee and all concerned agencies may get notified in time. However, the bidder should indicate the Insurance cost, which the Purchaser may choose to bear if necessity so arises, the Insurance being arranged by the Supplier.
17. Port of Ultimate Discharge
The Port of Discharge / Ultimate Destination for all imported consignments shall be KOLKATA, INDIA, if not otherwise mentioned below.
18. Consignee-wise Distribution
One no. Item / Job(s) at our location in Kolkata, India. If multiple locations are mentioned, bidder must take care of the cost of deliveries for all such points of delivery and offer bid accordingly.
19. Bid Validity Bid Validity shall be at least for 120 Days from the date of Closing of tenders, which may be extended at the request of the Purchaser. It will be presumed that the bidder agency covenants itself to extend/provide their EMD/Bid Security up till the bid validity end date if it is given in the form of a Bank Draft/banker’s cheque. Bank Guarantee/FDRs are expected to be already prepared for the full bid validity in the first instance by them.
20. Domestic Manufactured Products For buying of domestic products Provisions of GOI, MCIT, DEIT Notification No. 8(78)/2010-1PHW dated 10-02-2012, as may be amended from time to time, shall be applicable. Bidders may indicate the proportionate share of foreign and domestic component in the manufacturing of the product quoted.
21. Order Confirmation Purchase / Work Order, if any, issued by the Purchaser, to the successful bidder shall generally be confirmed by the Supplier/service provider within 4 weeks from the date of issue of the Order. The Confirmation must be accompanied by the requisite Performance Bank Guarantee and/or Security Deposit, in the due manner and Pro-forma Invoice for LC opening etc. You may also be required to ink-sign the duly filled-in Agreement Form as may be provided with the Purchase/Work Order before execution of the Order.
22. Performance Security / Guarantee
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The successful bidder awarded with the
Order shall have to submit, within four weeks of Order,
either by itself or by the local Indian office / agent, a
Performance Security/ Bank Guarantee @ 10% (ten per
cent) of the Gross Order Value in equivalent Indian
Rupee. Performance Bank Guarantee must be made
valid till the end of the 2nd (second) month beyond the
expiry of the all contractual obligations including the
Warranty obligations calculated from the date of
installation (for supplies and/or services). In deserving
cases, including cases where an advance payment has
been required by a selected Supplier, the ceiling of
Bank Guarantee will be higher than ten percent of
order value. A general model Format may be made
available when the Order is issued.
The PERFORMANCE BANK GUARANTEE will be
forfeited in the case of failure of Supplier to comply
with any Order Terms and conditions. Failure to make
timely delivery or provide after-sales services during
warranty period will constitute, along with other
clauses, valid ground(s) for forfeiture of
PERFORMANCE BANK GUARANTEE. The
PERFORMANCE BANK GUARANTEE will be released for
supplies duly made and accepted followed by
satisfactory compliance of warranty obligations
including the cooling-off period for the duration
mentioned hereinabove.
23. Security Deposit
The selected Bidder will have to submit a Security Deposit, in addition to the Performance Security / PERFORMANCE BANK GUARANTEE as below, in the following cases:
For LC cases involving FE payments, if 100%
payment is required against shipping documents, SECURITY DEPOSIT for 10% of gross order value will have to be furnished.
The Deposit is to be made in the same manner
and form as for the PERFORMANCE BANK GUARANTEE mentioned above;
This Security Deposit for 10%, as the case may
be, if received, will be refunded only after satisfactory acceptance and successful Installation / commissioning of the Equipment;
Whenever it becomes imminent that a supplier’s obligations under the supply order including warranty may not be satisfactorily completed within the validity of the Security Deposit or PBG, the said Bank Guarantee /SD/PBG instrument shall have to be extended by the supplier at their own expenses for such time as may be required.
24. Delay in Delivery & Commissioning
Delay in supply / delivery and commissioning will be counted from the expiry of agreed delivery time as per contract, commencing from the date of opening of LC or Advance Remittance or a Order confirmation (for INR Order) as the case may be.
The Purchaser may extend time for delivery against a valid request in writing and unless such extension is granted, the delay will continue to be liable to be charged with penalty / liquidated damages etc. as well as to attract provisions like forfeiture of EMD/Security Deposit/Performance Security etc.
25. Recoveries from Payments due
The Purchaser shall have full right to recover any applicable Taxes/ levies & deductions etc. as may be due under extant rules, which will be deducted at source from supplier’s bills.
26. Penalty / Liquidated Damages
The Purchaser may, in applicable cases, fix/charge rate of penalty / Liquidated Damages to be recovered (in addition to forfeiture of/ invoking of Security Deposit and/or Performance Security) from the supplier, when the failure of the supplier to comply with the order for supplying goods/ providing services is likely to/ has actually caused material/substantial losses to the Purchaser due to delayed / incorrect supply of stores/ inconsistent /negligent services.
Depending on the nature and value of the goods to be ordered and the urgency of the requirement, 0.5% of the delivered price of the delayed goods may be deducted for each week or part thereof
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27. Termination of Contract
The Purchaser reserves the right to indicate crucial date(s) for delivery and/or installation, in it’s order, failing which the contract / order shall become invalid:
28. Availability of Spares
Generally, the bidders should have maintenance / service facilities for the tendered item(s) in India, preferably in Kolkata, India. The Bidder(s) are required to provide detailed plan/arrangement for such warranty services on site through their own branch office / service centre etc. in the city of Kolkata, India. If the bidders plan to provide such services through a local dealer / service provider in absence of their own arrangement, they shall provide the details of such service points with an undertaking with their Techno-Commercial Bid with Price Break-ups.
29. Warranty
The Offer should contain specific Guarantee
and/or Warranty Coverage for ONE Year Minimum from the Date of Installation and Acceptance.
29.1. Warranty Terms -
Minimum Period as mentioned above from the date of successful commissioning and acceptance shall have to be allowed as Warranty Period. Warranty shall not be linked with the date of shipment or date of delivery etc.
29.2. Supplier’s Liability during Warranty
The Purchaser will not bear the cost of the item(s) and related duties and levies, which may come as Replacement of the original stores or spares as a result of faults noticed at the time of Installation or during the currency of the warranty period. The OEM/ Supplier/Local Agent is required to eliminate the fault(s) occurring during the Warranty period without delay by repair, improvement or replacement of parts or whole equipment, as may be necessary, at their own cost.
The satisfactory completion of the standard or extended warranty period as per Order terms followed
by a performance certificate by the Purchaser / user laboratory shall remain as a precondition to the release of PERFORMANCE BANK GUARANTEE.
30. Continuance of Technology support
The OEM/Bidders will have to indicate the minimum period of support with spares and services for the offered Item(s).
31. Operation/ Service Manuals The Bidder shall have to make provide the Operating & Service Manual and valid Calibration Certificate, if any (in English Language) as per requirement.
32. Inspection & Testing
Goods delivered will be inspected at the Purchaser’s premises and will be rejected if they do not conform to the standards, specifications and drawings prescribed in the PO. Pre-dispatch inspection may be allowed in deserving cases,
Stores rejected on inspection/ test will have to
be replaced by the Supplier free of cost including
charges for packing, forwarding/ handling, shipping/
transportation, Banking and also the charges for
collection of documents, delivery at the Purchaser’s
premises, if any, plus all other charges as may be
payable, must be borne by the Supplier and/or their
Local Representative.
33. Installation & Commissioning
It is expected that you indicate the set up requirements at site in your bid itself, so that the Purchaser can foresee the actions due and the actual installation is not delayed.
Wherever so required, Installation shall be
deemed to include Physical Commissioning and satisfactory Working for such a time and/or cycle as is
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necessary to establish the assured results. For Software, installation includes Activation / Registration / Accessibility permission as may be applicable.
34. Compliance of Code of Integrity
The bidding Supplier(s) of the required Item(s)
of Goods/Services, must agree to comply with the Code of Integrity for Public Procurement (CIPP) or Integrity Pact as may be necessary before entering into a contract or execution of delivery. By agreeing to the Integrity Code, the bidders are required to commit to avoid use of any Coercive practice or Obstructive practice, disclosing any Conflict of interest, agree to obligations for Proactive Disclosures etc. Violations to any such conditions may result in punitive actions by the buyer.
35A. Arbitration
Mode of settlement of any disputes/ differences shall be through Arbitration. However, when a dispute/difference arises, both the purchaser and the supplier shall first try to resolve the same amicably by mutual consultation. If the parties fail to resolve the dispute by such mutual consultation within
twenty-one days, then, depending on the position of the case, either the purchaser or the supplier shall give notice to the other party of its intention to commence arbitration as hereinafter provided:
i) When the contract is with domestic supplier,
the applicable arbitration procedure will be as per Indian Arbitration and Conciliation Act, 1996 by an arbitrator duly appointed by, Director General, STQC Directorate, MEITY, Govt. of India, New Delhi.
ii) When the contract is with foreign supplier,
the supplier has the option to choose either Indian
iii) Arbitration and Conciliation Act, 1996 or
Arbitration in accordance with the provision of UNCITRAL (United Nations Commission on International Trade Law) Arbitration Rules.
35B. Settlement of Disputes
Disputes, if any, as may be emanated from this bidding process/ resultant contract, shall be interpreted only under the relevant Laws of the Union of India and Jurisdiction for settlement of dispute, if arises any, shall be Kolkata, India.
Chapter-III: Schedule of Requirements
36A. Quantitative Requirements Bids are required for the following items under this Tender(s).
S/N Nomenclature of Stores / Services Qty.
1 Annual Maintenance Contract for Housekeeping Services
One Job
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36B. Timelines
Name of the Item Annual Maintenance Contract for
Housekeeping Services
Date of Issue/ Publishing 16/06/2017 (15:00 HRS)
Date for Pre-Bid Conference NIL
Last Date For Receipt Of Pre-bid Queries 29/06/2017 (17:00 HRS.)
(No Queries Would be entertained after this date)
Last Date and Time for Uploading of Bids 10/07/2017 (17:00 HRS)
Date and Time of Opening of Technical Bids 11/07/2017 (17:00 HRS)
Chapter – IV: Specifications & Allied Technical Details
37. Neutral Technical Specifications
Name of Service: Annual Maintenance Contract for Housekeeping Services
Sl.
No.
(1)
Description of Service
(2)
Activity Schedule
(3)
Manpower Schedule
(4)
1 Annual Service Contract for
Housekeeping Service in entire
Laboratory Main Building, Annex
Building and premises including
CETE Building for the period of one
Year.
Internal cleaning of Main Building &
CETE Building, Guest House, Canteen,
Industrial Shed (FLP Lab) and cleaning
of entire campus. Details as mentioned
in ‘Scope of Works’ of the Activity
Schedule below
10 persons are required
to carry out the job. Out
of which 1 (one) Lady
worker should be
deployed.
S/N Parameters / Criteria & Deviation etc.
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ACTIVITY SCHEDULE
SCOPE OF THE WORK
Daily / Weekly / Monthly services to be provided by the Contractor as indicated below.
Daily Cleaning Services
a. Cleaning of office & laboratory areas including wet moping, stair cases, staircase handles, corridors & general
public places within Main building & CETE building.
b. Dusting of cupboards, furniture, telephone equipment with dry cloth & / or detergent spray in Main building
& CETE building.
c. Cleaning of glass doors in Main building & CETE building.
d. Cleaning & scrubbing of all toilets located in the campus, wash basins, sanitary fittings, glasses & toilet floors
in Main building & CETE building and within the entire campus.
e. Cleaning of entire campus including front / back roads, passage, lawns, parking lot, new shed of EAC laboratory
etc.
f. Sweeping of concrete areas outside 2 front gates & the entire pavement in front of Main building.
g. Removal of waste & other garbage from the entire premises & parking lawns.
h. Cleaning of waste paper baskets, dustbins etc.
i. Disposal of waste to nearest vat point.
Weekly Cleaning Services
a. Cleaning of cobwebs, grills, window frames & Venetian blinds in Main building & CETE building and boundary
walls.
b. Cleaning of auxiliary rooms like pump houses, Transformer rooms, H T Rooms, Switchgear rooms, electrical
stores rooms, lift machine rooms, open terrace above the sub-station, etc, under supervision of utility
sections.
c. Scrubbing of balconies in Main building & CETE building.
d. Window sponging & cleaning in Main building & CETE building.
e. Cleaning of dustbins & buckets with detergent.
f. Brass polishing of name plates.
g. Sweeping with water of front courtyards of Main building & CETE buildings & concrete surface of the campus
area.
h. Sweeping of top of sump tanks.
i. Cleaning of Venetian blinds, curtains, etc in Main building & CETE building.
Other Cleaning Services
a. Cleaning of roof in Main building & CETE building monthly and weekly during monsoon.
b. Cleaning of water tanks at roofs and other places quarterly under supervision of utility section.
c. Cleaning of underground reservoirs once in six months under supervision of utility section.
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Other Services
Shifting of laboratory equipment (average weight <140 kgs) has to be done as and when required basis under
supervision of respective sections.
MANPOWER SCHEDULE
10 (Ten) persons are required to carry out the job. Out of which 1 (one) Lady Worker should be deployed.
MATERIALS SCHEDULE
CLEANING MATERIALS / MACHINES
Cleaning materials and vacuum cleaner (whereas required) for use will be provided by the Laboratory:
State of the art cleaning / scrubbing materials etc.
Duster, Mops, Brushes, Pans
Detergents, Washing Powder
Brooms, Sponges, Buckets, Garbage Sacks
Polish, Phenyl, Acid , Toilet Disinfectants
Liquid soap or small soap cakes in all toilets
Odonil, Fresheners etc. in each toilet
Toilet rolls, hand towels, tissue papers, etc. in toilets.
Water tank cleaning materials like, bleaching powder, potassium permanganate etc.
STATUTORY & CONTRACTUAL OBLIGATIONS
Special Terms
(A) DEPLOYMENT OF STAFF
The contractor shall provide staff(s) for Housekeeping services so as to meet the contractual obligations as
mentioned above, in consultation with ERTL (E) Officer-in-charge so as to ensure that jobs are carried out
effectively:
a) The contractor shall abide by rules and regulations, by laws and statutes etc. imposed by the Government/
semi Government and other local authorities such as municipality etc., for execution of his job.
b) Successful contractor will comply with the provisions of all current labor laws during the progress of the work.
The contractor shall obtain all the permission as per the provisions of labor laws and display the same at the
premises if applicable.
c) The contractor shall employ the housekeepers during the entire maintenance period. Their attendance is
compulsorily on full time basis.
d) In case of necessity, duty on Saturday/Sunday/holiday, shall be performed without any extra charge.
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e) Proper manpower supervision, keeping log-notes, apprising the officer-in-charge about maintenance
activities on a regular-basis are to be strictly followed.
f) The Contractor shall compulsorily issue the Identity cards to staff at their own cost.
(B) WAGES OF STAFF
a. The Contractor shall pay minimum wages to all workmen as per the Central Government Minimum Wages
Act. However, the contract value will not be modified or escalated during the period under contract.
b. Contractor shall compulsorily issue the salary slips to all your employees every month with complete details
of wages being paid.
c. Contractor shall also ensure that each and every coverable employee is covered under the provisions of ESI
Act 1948 and EPF Act 1952.
(C) COMPLIANCE OF STATUTORY NORMS
a. The contractor must be registered under Contract Labour (Regulation & Abolition) Act 1970. The Contractor
shall obtain the labour license under this contract. The contractor shall have his own set-up including
registration under the relevant laws governing the type of work he is to perform.
b. The contractor shall abide by all the rules and regulations of the labour laws and rules framed there under
and maintain all the registers required under the above mentioned Act, Rules and regulations, including the
Contract Labour (Regulation and Abolition) Act, 1970.
c. The contractor shall be wholly responsible for the payment of minimum wages to the housekeeping staff. As
and when the minimum wage rate is changed by the Central Government, the contractor shall have to pay
the revised rate to his workers as on that date.
d. The employees of the Contractor should be covered under ESI, PF & copy of ESI & PF Certificates may be
attached The contractor shall be liable to comply with the Employees’ State Insurance (ESI) Act, 1948 and
Employees’ Provident Fund (EPF) and Miscellaneous Act, 1952.
e. The contractor should provide necessary standard liveries to his workers & no extra payment shall be made
by ERTL(E) on this count.
f. The contractor shall be liable to deal & settle all kinds of problems of labour & the matter related with union
leaders, etc. & shall make sure that no labour problem is passed on to ERTL(E), Govt. of India.
g. The contractor at all times should indemnify the ERTL (E) against all claims, damages or compensation under
provisions of payment of Wages Act, 1936, Minimum Wages Act, 1948, Employer’s Liability Act, 1938, the
Workmen Compensation Act, 1923, Industrial Disputes Act, 1947 and Maternity Benefit Act, 1961, Kolkata
Shops and Essential Commodities Act or any modification thereof or any other law relating thereto & rules
are made hereunder from time to time pertaining to labour. ERTL (E) will not own any responsibility in this
regard.
h.
(D) LOCAL SITE VISIT
Interested bidders are requested to inspect the site before submission of the bid.
They may visit the Site, at their own responsibility and risk, and own cost and examine the site of required
services and its surroundings and obtain all information that may be necessary for preparing the bid and entering
into a contract for the services.
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38. Other Techno-Commercial Requirements
WORKMEN’S SAFETY AND INSURANCE
The service provider shall alone be fully responsible for safety and security and insurance or life insurance
of their personnel who is working on the operation and maintenance works. The service providers (a) shall take
out and maintain and shall cause any Subcontractors to take out and maintain, at their (or the Subcontractors’,
as the case may be) own cost but on terms and conditions approved by the Procuring Entity, insurance against
the risks and for the coverage, as specified in the Conditions of Contract and (b) at the Procuring Entity’s request,
shall provide evidence to the Procuring Entity showing that such insurance has been taken out and maintained
and that the current premiums have been paid. The service provider shall provide and ensure sufficient protection
gears like safety shoes, hand gloves, ladders, etc. are being used by their workers while carrying out works. The
Procuring Entity shall not be liable for any compensation in case of any fatal injury/death caused to or by any man
power while performing/discharging their duties/for inspection or otherwise.
RESTRICTIONS REGARDING PERSONNEL DEPLOYED
The quoted rates shall not be less than the minimum wage fixed/notified by the State Government – where the service is performed and shall include all statutory obligations. However bids without any element of cost over and above such minimum wage (or below it) shall be treated as ‘Nil’ price quotation and would be rejected. The service provider shall be liable for all kinds of dues payable in respect of all personnel provided under the contract and the Procuring Entity shall not be liable for any dues for availing the services of the personnel. The service provider should ensure that persons to be deployed are not alcoholic, drug addict and not indulge in any activity prejudicial to the interest of the Procuring Entity. The service provider shall ensure to get the Police verification for all the manpower deployed by them and the contractor should ensure that the manpower deputed should bear good moral character.
Chapter – V: Price Schedule
39. Estimated Price
a) Item Price –
Not Specified
b) Bid Security Amount (in Rs.)
Rs.87500/=
c) Tender Document Fee (in Rs.) NIL
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Chapter – VI: Contract Form
As attached
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(To be scanned for uploading during bid submission with Digital signature) Form1
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata - 700091
FORM - 1
DECLARATION OF TENDER TERMS COMPLIANCE Sir, 1. I/We have read and understood the contents of the Tender and agree to abide by the terms and conditions of this Tender. 2. I/We confirm that the Price quoted in this Bid for _________________________________ (Item Name) against Tender No. ______________________________________________ Dated ______________ is firm and shall not fluctuate except the rates of Govt. Taxes/Duties. I/We further confirm that I/We have sufficient financial and infrastructural strength to take, execute and deliver against an order for the offered Items within the stipulated time. 3. I/We have read and understood the contents of the Tender and agree to abide by the terms and conditions of this Tender. 4. I/We also confirm that in the event of my/our tender being accepted, I/We hereby undertake to furnish Bank Guarantee / Performance Security, as applicable, in the format to be provided by your office as pre-condition for obtaining the Supply Orders, if selected. 5. I/We also confirm that in the event of my/our tender being accepted, I/We hereby undertake to accept the Late Delivery and Penalty Clauses, as applicable, in the manner indicated in your tender document.
6. I/We confirm that I/We am/are competent as being the owner / duly authorized by our Company/Agency/Firm to sign this offer on it’s behalf and have used appropriately authorized Digital Signature Certificate for signing this bid.
Signature of the Bidder Designation in the Firm Date:
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(To be scanned for uploading during bid submission with Digital signature) Form2
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM – 2
DECLARATION OF SUBMISSION OF PRODUCT TECHNICAL LITERATURE
Sir, * I/We do hereby submit the Product Technical Literature in respect of the Item tendered as Scanner Copy.
or * I/We do hereby declare that the Product Technical Literature in respect of the Item tendered is being submitted separately with our Physical Technical Bid, which will reach you by due date and time. Signature of the Bidder Designation in the Firm Date:
* Strike-off whichever is not applicable
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(To be scanned for uploading during bid submission with Digital signature) Form3
FORM – 3 TECHNICAL COMPLIANCE STATEMENT
ITEM: Annual Maintenance Contract for Housekeeping Services
S/N Parameters Criteria Whether complies (Yes/No)
Annual Service Contract for Housekeeping Service in entire
Laboratory Main Building, Annex Building and premises including
CETE Building for the period of one Year.
Internal cleaning of Main Building & CETE Building, Guest House,
Canteen, Industrial Shed (FLP Lab) and cleaning of entire campus.
Details as mentioned in ‘Scope of Works’ of the Activity Schedule
below
10 persons are required to carry out the job. Out of which 1 (one)
Lady worker should be deployed.
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ACTIVITY SCHEDULE
SCOPE OF THE WORK
Daily / Weekly / Monthly services to be provided by the Contractor
as indicated below.
Daily Cleaning Services
j. Cleaning of office & laboratory areas including wet moping,
stair cases, staircase handles, corridors & general public
places within Main building & CETE building.
k. Dusting of cupboards, furniture, telephone equipment with
dry cloth & / or detergent spray in Main building & CETE
building.
l. Cleaning of glass doors in Main building & CETE building.
m. Cleaning & scrubbing of all toilets located in the campus,
wash basins, sanitary fittings, glasses & toilet floors in Main
building & CETE building and within the entire campus.
n. Cleaning of entire campus including front / back roads,
passage, lawns, parking lot, new shed of EAC laboratory etc.
o. Sweeping of concrete areas outside 2 front gates & the
entire pavement in front of Main building.
p. Removal of waste & other garbage from the entire premises
& parking lawns.
q. Cleaning of waste paper baskets, dustbins etc.
r. Disposal of waste to nearest vat point.
Weekly Cleaning Services
j. Cleaning of cobwebs, grills, window frames & Venetian
blinds in Main building & CETE building and boundary walls.
k. Cleaning of auxiliary rooms like pump houses, Transformer
rooms, H T Rooms, Switchgear rooms, electrical stores
rooms, lift machine rooms, open terrace above the sub-
station, etc, under supervision of utility sections.
l. Scrubbing of balconies in Main building & CETE building.
m. Window sponging & cleaning in Main building & CETE
building.
n. Cleaning of dustbins & buckets with detergent.
o. Brass polishing of name plates.
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p. Sweeping with water of front courtyards of Main building &
CETE buildings & concrete surface of the campus area.
q. Sweeping of top of sump tanks.
r. Cleaning of Venetian blinds, curtains, etc in Main building &
CETE building.
Other Cleaning Services
d. Cleaning of roof in Main building & CETE building monthly and
weekly during monsoon.
e. Cleaning of water tanks at roofs and other places quarterly under
supervision of utility section.
f. Cleaning of underground reservoirs once in six months under
supervision of utility section.
Other Services
Shifting of laboratory equipment (average weight <140 kgs) has to
be done as and when required basis under supervision of
respective sections.
MANPOWER SCHEDULE
10 (Ten) persons are required to carry out the job. Out of which 1
(one) Lady Worker should be deployed.
MATERIALS SCHEDULE
CLEANING MATERIALS / MACHINES
Cleaning materials and vacuum cleaner (whereas required) for use
will be provided by the Laboratory:
State of the art cleaning / scrubbing materials etc.
Duster, Mops, Brushes, Pans
Detergents, Washing Powder
Brooms, Sponges, Buckets, Garbage Sacks
Polish, Phenyl, Acid , Toilet Disinfectants
Liquid soap or small soap cakes in all toilets
Odonil, Fresheners etc. in each toilet
Toilet rolls, hand towels, tissue papers, etc. in toilets.
Water tank cleaning materials like, bleaching powder, potassium
permanganate etc.
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STATUTORY & CONTRACTUAL OBLIGATIONS
Special Terms
(A) DEPLOYMENT OF STAFF
The contractor shall provide staff(s) for Housekeeping services
so as to meet the contractual obligations as mentioned above,
in consultation with ERTL (E) Officer-in-charge so as to ensure
that jobs are carried out effectively:
g) The contractor shall abide by rules and regulations, by laws
and statutes etc. imposed by the Government/ semi
Government and other local authorities such as
municipality etc., for execution of his job.
h) Successful contractor will comply with the provisions of all
current labor laws during the progress of the work. The
contractor shall obtain all the permission as per the
provisions of labor laws and display the same at the
premises if applicable.
i) The contractor shall employ the housekeepers during the
entire maintenance period. Their attendance is
compulsorily on full time basis.
j) In case of necessity, duty on Saturday/Sunday/holiday, shall
be performed without any extra charge.
k) Proper manpower supervision, keeping log-notes, apprising
the officer-in-charge about maintenance activities on a
regular-basis are to be strictly followed.
l) The Contractor shall compulsorily issue the Identity cards to
staff at their own cost.
(B) WAGES OF STAFF
d. The Contractor shall pay minimum wages to all workmen as
per the Central Government Minimum Wages Act.
However, the contract value will not be modified or
escalated during the period under contract.
e. Contractor shall compulsorily issue the salary slips to all
your employees every month with complete details of
wages being paid.
f. Contractor shall also ensure that each and every coverable
employee is covered under the provisions of ESI Act 1948
and EPF Act 1952.
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(C) COMPLIANCE OF STATUTORY NORMS
i. The contractor must be registered under Contract Labour
(Regulation & Abolition) Act 1970. The Contractor shall
obtain the labour license under this contract. The
contractor shall have his own set-up including registration
under the relevant laws governing the type of work he is to
perform.
j. The contractor shall abide by all the rules and regulations of
the labour laws and rules framed there under and maintain
all the registers required under the above mentioned Act,
Rules and regulations, including the Contract Labour
(Regulation and Abolition) Act, 1970.
k. The contractor shall be wholly responsible for the payment
of minimum wages to the housekeeping staff. As and when
the minimum wage rate is changed by the Central
Government, the contractor shall have to pay the revised
rate to his workers as on that date.
l. The employees of the Contractor should be covered under
ESI, PF & copy of ESI & PF Certificates may be attached The
contractor shall be liable to comply with the Employees’
State Insurance (ESI) Act, 1948 and Employees’ Provident
Fund (EPF) and Miscellaneous Act, 1952.
m. The contractor should provide necessary standard liveries
to his workers & no extra payment shall be made by ERTL(E)
on this count.
n. The contractor shall be liable to deal & settle all kinds of
problems of labour & the matter related with union leaders,
etc. & shall make sure that no labour problem is passed on
to ERTL(E), Govt. of India.
o. The contractor at all times should indemnify the ERTL (E)
against all claims, damages or compensation under
provisions of payment of Wages Act, 1936, Minimum Wages
Act, 1948, Employer’s Liability Act, 1938, the Workmen
Compensation Act, 1923, Industrial Disputes Act, 1947 and
Maternity Benefit Act, 1961, Kolkata Shops and Essential
Commodities Act or any modification thereof or any other
law relating thereto & rules are made hereunder from time
to time pertaining to labour. ERTL (E) will not own any
responsibility in this regard.
(D) LOCAL SITE VISIT
Interested bidders are requested to inspect the site before
submission of the bid.
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Rev. 2017.06.1.1
They may visit the Site, at their own responsibility and
risk, and own cost and examine the site of required services and
its surroundings and obtain all information that may be
necessary for preparing the bid and entering into a contract for
the services.
Signature of the Bidder Designation in the Firm Date:
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(To be scanned for uploading during bid submission with Digital signature) Form4
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM – 4
DECLARATION OF BIDDER FOR SUBMISSION OF LOCAL SERVICE CENTRE DETAILS
Sir, * I/We do hereby submit the Local Service Centre Details in respect of the Item tendered as Scanned Copy.
or * I/We do hereby declare that there is NO Local Service Centre in respect of the Item tendered by us in India.
I/We do hereby further declare that our Company will provide on-site Service through our representatives in respect of the Item tendered by us in India or arrange the after-sales Service at our site after pick-up from you. Signature of the Bidder Designation in the Firm Date:
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Rev. 2017.06.1.1
(To be scanned for uploading during bid submission with Digital signature) Form5
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM – 5
DECLARATION OF BIDDER FOR HAVING QUALIFIED TO PARTICIPATE IN TENDER
Sir, 1. I/We are Manufacturers of the Items which have been quoted by us under Tender No. ___________ _______________________________________________ Dated ________________. I/We have read the terms and conditions of your Tender and checked all the criteria and declare that we qualify for participation in this tender and bid accordingly. 2. I/We are not Manufacturers but are Indian Subsidiaries/ Local Indian Agents /OEM Authorized Dealers/ DGS&D/NSIC Listed Vendors / Stockists of the Items which have been quoted by us under Tender No. ___________ _______________________________________________ Dated ________________. We have submitted the required documents with this Bid in support of our eligibility as per tender document. I/We have read the terms and conditions of your Tender and checked all the criteria and declare that we qualify for participation in this tender and bid accordingly. Signature of the Bidder Designation in the Firm Date:
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Rev. 2017.06.1.1
(To be scanned for Publishing during bid submission with Digital signature) Form6
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM - 6
DECLARATION OF COMPANY REGISTRATION
Sir,
I/We declare that our company, M/s. _______________________________________________ of address ______________________________________________________________________________,
a) Has due registration with the Registrar of Companies of India (copy attached).
b) Has due Trade License from the concerned Local Municipal/Rural Body for our relevant Trade/ Calling (copy attached).
c) Is not based in India and hence the documentary requirements not applicable for us.
Signature of the Bidder Designation in the Firm Date:
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Rev. 2017.06.1.1
(To be scanned for Publishing during bid submission with Digital signature) Form7
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM - 7
DECLARATION OF NON-AVAILABILITY OF INCOME TAX PAN IN INDIA (BY FOREIGN BIDDERS OR GOVT. AGENCIES IN INDIA ONLY)
Sir, 1. I/We declare that our Company, namely _______________________________________________ of address ______________________________________________________________________________ _________________________________________________________________________, is participating in this Bid for supply of _________________________________________________________ (Item Name) as a foreign Bidder and that we do not have any Permanent Account Number (PAN) with the Income Tax Department, Govt. of India.
Signature of the Bidder Designation in the Firm Date:
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Rev. 2017.06.1.1
(To be scanned for Publishing during bid submission with Digital signature) Form8
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM - 8
BANK ACCOUNT ELECTRONIC FUND TRANSFER MANDATE FORM Sir,
(For Domestic bidders)
I/We declare that our Bank Account Particulars are as per attached EFT Mandate Form duly counter-signed by the Bank / Cancelled Cheque Leaf, where we would like to receive our Payment, if ordered.
(For Foreign Bidders) I/We declare that the followings are our Bank Account Details to receive payment in foreign currency,
if ordered.
S/N
ACCOUNT TYPE & CURRENCY
Bank Account Name
Name of the Bank
Name and Address of the Branch
Bank Account Number
SWIFT Code
IBAN No.
Other Information, if any Correspondent Bank, if any for LC Cases
Signature of the Bidder Designation in the Firm Date:
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Rev. 2017.06.1.1
(To be scanned for Publishing during bid submission with Digital signature) Form9
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM - 9
DECLARATION OF NON-AVAILABILITY OF TAX REGISTRATIONS (BY FOREIGN BIDDERS OR GOVT. ORGANIZATIONS IN INDIA ONLY)
Sir, * I/We do hereby submit the VAT/CST/GST/SERVICE TAX Details and Documents in respect of our Company are hereby submitted as Scanned Copy.
OR, * I/We do hereby declare that there is NO VAT/CST/GST/SERVICE TAX DOCUMENT in respect of our company is available. We are a Govt. Organization in India / Foreign based Company and do not have any registration in respect of VAT/CST/GST/Service Tax with the respective authorities.
Signature of the Bidder Designation in the Firm Date:
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(To be scanned for Publishing during bid submission with Digital signature) Form10
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM - 10
Declaration of Financial Strength (Last IT Return or Last Audited P&L Statement)
(BY FOREIGN BIDDERS OR GOVT. ORGANIZATIONS IN INDIA ONLY)
Sir, * I/We do hereby submit the Last IT Return and / or Last Audited P&L Statement in respect of our Company as Scanned Copy.
OR, * I/We do hereby declare that the Last IT Return and / or Last Audited P&L Statement in respect of our company is NOT available. We are a Govt. Organization in India / Foreign based Company and do not have any such document available.
Signature of the Bidder Designation in the Firm Date:
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Rev. 2017.06.1.1
(To be scanned for Publishing during bid submission with Digital signature)
Form11
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM - 11
DECLARATION OF PAST PERFORMANCE AND SUBMISSION OF EXECUTED ORDER COPIES / CONTRACT DOCUMENTS
Sir,
I/We declare that our company, M/s. _______________________________________________ of address ______________________________________________________________________________,
Has no past experience / record of supplying the item, same or similar in nature during recent years and hence has no Purchase Order /Contract copy or Clientele in India available to furnish with this tender.
Or,
Has adequate past experience / record of supplying the item, same or similar in nature during recent years and hence furnish requisite Purchase Order /Contract copy with Clientele in India with this tender.
Signature of the Bidder Designation in the Firm Date:
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Rev. 2017.06.1.1
(To be scanned for Publishing during bid submission with Digital signature)
Form12
(Valid only when issued by an authorized person on Company Letterhead) To The Sr. Director Electronics Regional Test Laboratory (East) Block-DN, Sec-V, Salt Lake, Kolkata – 700091
FORM - 12
DECLARATION OF HAVING NO IMPOSITION OF BAN / SUSPENSION BY GOVT. FOR BUSINESS DEALINGS
Sir, 1. I/We undertake that neither our company/agency/firm, nor any of the Proprietors /Partners / Directors of the Firm was suspended or banned from business dealings with the Govt. nor is any Proprietor or Partner or Director of this firm is associated with any other firm with whom the government have banned/ suspended business dealings. 2. I/we further undertake to report to the ERTL (East), Kolkata / STQC Directorate, immediately after we are informed but in any case not later than 15 days, if any firm in which Proprietors /Partners / Directors are Proprietors or Partners or Directors of such a firm which is banned/suspended in future during the currency of the Contract with you.
Signature of the Bidder Designation in the Firm Date:
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Rev. 2017.06.1.1
Form13 FORM - 13
Model Format for Bank Guarantee towards EMD / PBG (To be printed on Stamp Paper only)
To The President of India Through The Pay & Accounts Officer (PAO), DIT Government of India 6, CGO Complex Lodhi Road, New Delhi – 110 003
Whereas ________________________________ (hereinafter called the “tenderer”) has submitted their offer dated ____________ for the supply of ______________________________ _________ (hereinafter called the “tender or bid”) against the purchaser’s tender enquiry No. ______________________________. NOW ALL MEN by these presents that WE ________________________________________ (Bank Name) of ____________________________ _____________________ having our registered office at __________________________________ (Address) are bound unto the PAO, DIT, New Delhi (hereinafter called the “Purchaser) in the sum of __________________ for which payment will and truly to be made to the said Purchaser, the Bank binds itself, its successors and assigns by these presents. Sealed with the Common Seal of the said Bank. This___________ day of _______________20____ THE CONDITIONS OF THIS OBLIGATION ARE:
(1) If the tenderer withdraws or amends, impairs or derogates from the tender in any respect within the period of validity of this tender.
(2) If the tenderer having been notified of the acceptance of his tender by the Purchaser during the period of its validity :- a) If the tenderer fails to furnish the Performance Security for the due performance of the
contract. b) Fails or refuses to accept/execute the contract.
WE undertake to pay the Purchaser up to the above amount upon receipt of its first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the amount claimed by it is due to it owing to the occurrence of one or both the two conditions, specifying the occurred condition or conditions. This guarantee will remain in force up to and including 45 days after the period of tender validity and any demand in respect thereof should reach the Bank not later than the above date.
_______________________________________ (Signature of the authorized officer of the Bank)
____________________________________ Name and designation of the officer
_________________________________________________ Seal, name & address of the Bank and address of the Branch
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FORM OF AGREEMENT (On appropriate value stamp paper)
AGREEMENT
This Agreement made the __________ day of _____________ Two thousand seventeen, between the
Office of the Sr. Director, Electronics Regional Test Laboratory, STQC Directorate, MEITY, Government of India, DN-63, Sector-V, Salt Lake, Kolkata, West Bengal – 700091 (hereinafter called the “Purchaser”) of the one part, which expression shall include his successors and assigns and M/s. _______________________________________________________________________, (hereinafter called the “Contractor / Service Provider”) which expression shall include his heirs, executors, administrators and assigns of the other part.
Whereas, the Purchaser is desirous that certain works should be executed by the Contractor, viz.
___________________________________________________________________________________ __________________________________________ (name of “the goods/works/services”), for the Office of the Sr. Director, Electronics Regional Test Laboratory, STQC Directorate, MEITY, Government of India, DN-63, Sector-V, Salt Lake, Kolkata, West Bengal – 700091, and has accepted a Bid of the Contractor for the execution and completion of the delivery of goods/works/services and the remedying of any defects therein.
Now this Agreement witnesses as follows:
1. In this Agreement words and expressions shall have the same meaning as are respectively assigned to them in the Conditions of Contract herein after referred to. 2. The following documents shall be deemed to form and be read and construed as part of this Agreement, viz.:
a) Purchaser’s Tender No. ERTL(E)/________________________________ Dated ____________; b) Contractor’s/Service Provider’s offered Bid / Quotation No. Techno-Commercial and Price Bid Ref.
No. _____________________ dated ____________, and subsequent Clarification letter no. ________; c) Purchaser’s Letter of Intent No. ______________________________________ dated issued to
M/s. _______________________________________________________; d) Contractor’s/Service Provider’s Letter of Acceptance No. _________________________
__________________________ dated ______________;
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e) Purchaser’s Work Order No. ____________________________________________________
Dated _______________ to M/s. _____________________________________________ _______________________, made effective from ________________ up to the date of ________________ having an agreed final Order / Contract value not exceeding Rs.___________ (____________(Cur)_______________________________) only;
f) Contractor’s/Service Provider’s Order Confirmation No. _______________________
________________________________ dated ______________;
3. In consideration of the payment to be made by the Purchaser to the Contractor as hereinbefore
mentioned, the Contractor hereby covenants with the Purchaser to execute and complete the works /services and remedy any defects therein in conformity in all respect with the provisions of this agreement. 4. Whereupon, the Purchaser hereby covenants to pay the Contractor in consideration of the execution
and completion of the works and the remedying of defects therein the Contract Price or such other sum as may become payable at the times and in the manner prescribed by this agreement.
In Witness whereof the parties hereto have this Agreement to be executed the day and year first before
written. Signed, Sealed and Delivered by
(i) “The Purchaser”
_________________________________ Binding signature for and on behalf of Office of the Sr. Director, Electronics Regional Test Laboratory,
STQC Directorate, DEITY, Government of India, DN-63, Sector-V, Salt Lake, Kolkata, West Bengal – 700091. Company seal with name & signature of authorized signatory. (ii) “The Contractor”
__________________________________ Binding Signature of “The Contractor”, M/s. _________________________________________, ________________________________. Company seal with name & signature of authorized signatory. In the presence of
Witness (1): _________________________________ Witness (2): _________________________________
