OPEN TENDER (TERMS & CONDITIONS, ACCEPTANCE LETTER AND TECHNICAL SPECIFICATIONS)

Transcription

1 1 OPEN TENDER FOR SUPPLY OF LAB AND MOUNTANEERING EQUIPMENTS FOR DEPARTMENT OF DEFENCE & STRATEGIC STUDIES HNB GARHWAL UNIVERSITY, BIRLA CAMPUS,SRINAGAR GARHWAL, UTTARAKHAND (TERMS & CONDITIONS, ACCEPTANCE LETTER AND TECHNICAL SPECIFICATIONS) Head, Department of Defence & Strategic Studies Hemvati Nandan Bahuguna Garhwal University, (A Central University)Birla Campus Srinagar, Garhwal, Uttarakhand

2 2 DEPARTMENT OF DEPARTMENT OF DEFENCE & STRATEGIC STUDIES, HNB GARHWAL UNIVERSITY(A CENTRAL UNIVERSITY)BIRLA CAMPUS, SRINAGAR GARHWAL (UTTARAKHAND ) Tender No. HNBGU/Defence /Equipment/39/ Date:23/12/16 TENDER NOTICE OPEN TENDER FOR SUPPLY OF LAB AND MOUNTANEERING EQUIPMENT FOR DEPARTMENT OF DEFENCE & STRATEGIC STUDIES HNB GARHWAL UNIVERSITY, BIRLA CAMPUS,SRINAGAR GARHWAL, UTTARAKHAND 1. Estimated Project Cost Rs. 3 lakhs 1-Lab Equipments 2-MountaneeringEquipments 2. Completion Time of the Project 30 days from the date of issue of purchase order 3. Earnest Money Deposit required to be deposited along with Bid Documents 1- Rs. 4250/- 2- Rs. 3250/- 4. Tender Fees( non refundable) Rs. 100/- 1. Sealed tender bids (Technical and Financial Bids in separate sealed envelopes to be put in one big envelop) are invited from reputed manufacturers/ agencies/university registered firms for the Lab/ Mountaneering Equipment 2. The bidding process shall be as per the following schedule:- 1. Date of issuance of notice and uploading of Tender 27/12/2016 Documents on the University s Website 2. Last date submission of Bids 23/01/2017 (by 5.00 PM) 3. Date of opening of Technical Bids 24/01/2017 (11 AM) 4. Date of opening of Financial Bids 24/01/2017 (followed by opening of technical bids) 3. The complete Bid Documents shall be available on the HNBGU s website i.e. for the period as mentioned herein above. The prospective bidders are required to download the bidding documents from the University s website directly. The downloaded Bid Documents shall be considered valid for the participation in the bidding process. Kindly note that the Deptt./University shall not be responsible for the completeness of the bidding documents, if such documents are not downloaded directly or correctly from the University s web site. 4. Duly filled tender documents shall be submitted by speed post/registered post/courier only within the scheduled time & date as mentioned in the tender notice. Tender received after the due date and time shall be summarily rejected. 5. Tender Documents must be duly filled and signed by the Bidders on all pages. Similarly, all supporting documents which are required to qualify in the bid must be self-certified by the Bidders.

3 3 6. Clarification or queries related to the terms and conditions or specifications, if any, may be sought by the prospective bidders in writing/through to the undersigned up to two days prior to the last date of submission of bids. However, the Deptt./ University reserves the right to not to respond if the Deptt./University is of the opinion that such queries raised or clarifications sought do not warrant any merit. 7. The Deptt./University, at any time prior to the deadline for submission of the bids, may, at its own discretion, amend the bidding documents / specifications, if so required, by issuing a corrigendum or/and addendum in its website which shall be considered as integral part of the bidding document. Kindly note that such corrigendum or/and addendum, if any, shall be published on the University s website only and no separate/personalised notice in this regard shall be given to the bidders. Bidders are advised to visit the website of HNBGU regularly to keep themselves updated in this regard. 8. The tender bids duly completed in all respects, along with necessary documents, should reach through speed post/registered post/courier to the Head, Department of Department of Defence & Strategic Studies, H.N.B GARHWAL UNIVERSITY(A CENTRAL UNIVERSITY)BIRLA CAMPUS, SRINAGAR GARHWAL (UTTARAKHAND ), latest by January, 23, 2017 till PM. Tender received thereafter will not be entertained. Department/University shall not be responsible for the postal delay, if any. 9. The tender bids received within due date, shall be opened by the Departmental Committee on January, 24, 2017, at AM, in the Office of the Head of the department, in the presence of the representatives of the suppliers those wish to be present. Departmental Committee has the right to reject any or all tenders, without assigning any reason thereof. 10. In the event of the date specified for bid opening being declared as a Public Holiday, the due date of opening of bids will be the next working day. However, the Deptt./University reserves the right to change the date and timing of opening of technical and finacial bids both without assigning any reason. 11. The Bidder shall bear all costs associated with the preparation and submission of its Bid, and the University shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 12. Bidders are requested to prepare a content of the tender documents being submitted along with technical bid at the beginning, clearly mentioning the relevant papers/documents and its page no. for smooth evalution of the bidding process. 13. All the required documents/ certificates should be either of the manufacturer itself or those of the authorised distributor/dealer of the Principal Firm/Manufacturer. 14. The University reserves the right to cancel the tender process at any time before the award of contract, without assigning any reason to any bidder. Registrar/Head of the department Birla Campus, Srinagar

4 4 DEPARTMENT OF DEFENCE & STRATEGIC STUDIES, HNB GARHWAL UNIVERSITY(A CENTRAL UNIVERSITY)BIRLA CAMPUS, SRINAGAR GARHWAL (UTTARAKHAND ) TERMS & CONDITIONS The reputed manufacturers/ agencies/university registered firms are required to follow the bidding process as provided hereinafter and must adhere to the terms and conditions as contained in the Tender Documents failing which their bids shall be summarily rejected. 1. The Tender Documents should be submitted in a sealed and signed envelope containing three sealed and signed envelopes as per the details given below. The cover containing the tender documents should be super scribed as Tender for supply of Lab and Mountaneering Equipment For Department of Defence & Strategic Studies, HNB Garhwal University, Birla Campus,Srinagar Garhwal Uttarakhand. The Bidder s name should also be visible on all the sealed covers. a. One envelope should contain (a) Demand draft of Earnest Money Deposit (EMD) of 1- Rs. 4250/- 2- Rs. 3250/-. The Demand Drafts should be drawn in favour of Finance Officer, HNB Garhwal University, Srinagar Garhwal, Uttarakhand and the envelope should be super scribed as DD of EMD. The registered firms in university will be exempted from payment of EMD for that item(s), but they should submit the written evidence accordingly to that effect. b. The Tender Documents must be submitted along with the tender fee of DD for Rs. 100/- (non refundable) in favour of Finance Officer, HNB Garhwal University, Srinagar Garhwal, Uttarakhand payble at Srinagar, Garhwal. c. PART-I: TECHNICAL BID- The second envelope should contain the Technical Bid Submission Sheet (Annexure I), Acceptance Letter (Annexure II), along with specifications & other required and supporting documents. The envelope should be super scribed as PART-I: TECHNICAL BID. d. PART-II: FINANCIAL BID- The third envelope should contain the Financial Bid Submission Sheet (Annexure-III) along with required documents and should be super scribed as PART-II: FINANCIAL BID. 2. DETAILED REQUIREMENTS FOR TECHNICAL BIDS a. The average Annual Financial Turnover of the eligible original manufacturer or their authorized distributor/dealer (any one) should be at least Rs.1.5 Lakhs each year during each of last 3 financial years i.e. the turnover should be Rs.1.5Lakhs or more in F.Y , Rs.1.5 Lakhs or more in F.Y , and again Rs.1.5 Lakhs or more in F.Y Copies of Balance Sheets and copies of P&L Accounts of last three financial years, duly certified by a Chartered Accountant shall be submitted in support of the requisite financial turnover. It will be preferred if a Certificate from Sales Tax or Income Tax Department is enclosed certifying that the bidder has made the turnover of Rs.1.5 Lakhs during each of last 3 financial years ( , and ).

5 5 b. The cutoff date for the experience will be 31st Mar 2016 i.e. up to which the experience of the firm shall be considered. The Bidder shall furnish, in support of its experience, a copy of the successfully completion Certificate/s plus amount of order along with the copy of the Purchase Order/s in the Envelope-II along with the Technical Bid. c. The Bidders should furnish copy of Sales Tax/VAT/TAN/TIN/PAN/Registration Certificate/Excise Registration of the firm and last three years ITR in the Envelope-II along with the Technical Bid. d. The Authorized distributor/dealer will have to present the latest Certificate of Distributorship/Dealership along with Letter of authorization from the Principal Manufacturer to participate in the tender. 3. DETAILED REQUIREMENTS FOR FINANCIAL BIDS a. The Financial Bids of only such bidders shall be opened whose technical bids qualify. The decision of the University in this regard shall be final and binding on all the bidders. b. Rates should be filled in the prescribed Financial Bid Submission Form (Price Bid) as attached to Tender Documents as Annexure III. Price Bid should not be submitted with the technical bid, otherwise tender shall be rejected. c. The rates quoted by the contractor shall be on F.O.R. at For Department of Defence & Strategic Studies, HNB Garhwal University, Birla Campus,Srinagar Garhwal Uttarakhand , Uttarakhand, inclusive of all taxes, sales tax, VAT, excise, service tax or any other applicable taxes of centre/state. The quoted rate shall also be inclusive of freight, octroi, duty, the cost of transportation of all material, Labors and hire charges of all machinery, with all lead and lift, loading & unloading, all incidental charges, profits etc. complete. d. Bidders are required to quote rates inclusive of all the applicable taxes and charges. If any firm writes rates and taxes/other charges separately, then only rates will be taken as the final rates for the supply. No tax/other charges shall be payable to the vendor over and above those quoted including applicable taxes, duties, charges etc. OTHER TERMS & CONDITIONS a) The Purchase Committee for the purpose reserves the right to reject any or all the tenders without assigning any reason thereof. Conditional tenders shall not be accepted. b) The purchase committee reserves the right to change any item or quantity of item(s) without prior intimation to the bidder.

6 6 c) Validity of the offer: The Offer shall be valid for 90 days from the date of opening of the tender. d) Clarification of bids: During opening or evaluation, the university may, at its discretion, seek the required clarification from the bidder(s). However, no change in prices or substance of the bid shall be sought, offered or permitted. If the bid is not substantially responsive, it will be rejected by the University and may not subsequently be made responsive by the Bidder by correction of the non-conformity. Unsigned communication/ bids or bids not dully filled will be rejected summarily. e) Evaluation: Evaluation of the Bids shall be made strictly in terms of provisions and criteria disclosed in the bidding document for the quantities including optional items and AMC as mentioned in the bid. However, the university reserves the right whether to purchase the optional items or enter into AMC along with the main equipment or not. Notwithstanding the above, the Purchaser reserves the right to accept or reject any tender, cancel the bidding process and reject all tenders at any time prior to the award of the contract. Also, the university reserves the right to cancel even the purchase order if the firm is found fraudulent in due course of time or fails to comply with the delivery schedule without any notice, and bid security/emd in any form will be forfeited. f) Standard warranty period and Educational Institutions Concession, if any, has to be mentioned in the bid tender. g) Training - Training regarding routine maintenance, operation of instrument(s)/ machine(s) and interpretation of results of measurement have to be provided free of cost at University campus. Free of cost training at site has to be provided by authorized trained engineers of the company. h) Manuals and drawings: The supplier shall supply operation and maintenance manuals together with drawings of the machine/equipment (wherever applicable) to enable the university to operate, maintain, adjust and repair all parts of the machine(s)/instrument(s) as stated in the specifications. i) Warranty period: At least one year. Replacement/ repair of any item (major/ minor) shall be on the cost of the supplier including customs clearance and transport for the spare parts. However, duty exemption certificate, if needed, will be provided. j) All Lab/Mountareeing Equipment updates shall be provided at free of cost with life time license from the date of installation, if required. k) All the Non Consumables/Consumables required for the maintenance and up keeping of the equipment shall be listed. Also the supplier shall undertake to supply those Non Consumables /consumables whenever asked for. The cost of the Non Consumables/ consumables shall also be stated in the bid document, separately as optional item(s). l) Installation/Commissioning: Suppliers shall ensure the Installation/ Commissioning at the destination. The correct performance of the equipment with regard to intended applications shall be ensured by the supplier(s). Installation, commissioning and training shall be provided by the supplier free of cost.

7 7 m) Demonstration/presentation: If required, supplier shall arrange for demo of same or similar model of the equipment being offered, at any place in India, free of cost. n) Corrupt or Fraudulent practices: The bidders shall observe the highest standard of ethics during the whole transaction. Contrary to the above, the offer will be rejected at any stage for award of contract and even after awarding the contract and firm will be declared as ineligible even for further period as deemed fit by the university. o) Jurisdiction: The Courts of Pauri Garhwal, Uttarakhand alone will have the jurisdiction to try and any matter of dispute or reference between the parties arising of this agreement/contract. p) Servicing/maintenance: Vendor must provide a contact person s name, address, and contact number, for any problem occurred during the warranty period and further insure that any problem will be reverted out/ serviced within a week. q) Performance Guarantee: All the vendor (whether registered with the university or not) need to provide Performance Guarantee amount, in the form of DD or bank guarantee, when demanded by the university which shall be 10% of the total ordered value before order is placed to them. Performance Guarantee amount shall be paid by the vendor after deducting the amount of EMD already deposited by the vendor with the university. Performance Guarantee amount shall be returned without interest after satisfactorily receipt of the item/equipment by the University and duly accepted by the committee. r) The EMD of unsuccessful Bidders shall be refunded without any interest soon after final acceptance of successful Bid and signing of Contract Agreement and submission of Performance Security by the successful Bidder. s) Payment shall be released within 30 working days after last delivery and installation of Lab equipment items at site successfully. No advance payment will be made by the University. t) Penalty : EMD / Performance Guarantee amount or both amount of such vendor shall be forfeited who do not supply the items as per the order or refuse to supply the items after order is given to them. Such vendor may also be blacklisted for further period to supply the item to the university as deems fit to the competent authority of the university. Apart from this, extra penalty for the late supply shall Rs. 0.1% of the order value or Rs. 500 per day (whichever is higher) which shall be calculated from the next day of the date mentioned in the order for supply of the item. This extra amount towards late fee shall be paid by the vendor along with the ordered item/s else shall be deducted from the total bill of the vendor. u) The Bidder should furnish an undertaking for not having been blacklisted or debarred by any government/semi government/ PSU/ Banks/ Universities etc. during last five years at the time of submission of Tender Bid for any item or for any other reason. Registrar/Head of the department Birla Campus, Srinagar

8 8 DOCUMENTS THAT NEED TO BE ENCLOSED WITH TECHNICAL BID IN ENVELOP II All the required documents/ certificates should be either of the manufacturer itself or those of the authorised distributor/dealer of the Principal Firm/Manufacturer. 1. Complete set of tender documents duly filled in and signed by the bidder on all pages 2. Copies of the balance sheets of last three financial years, duly certified by a Chartered Accountant in support of the requisite financial turnover. 3. A copy of the completion certificate along with the copy of the purchase order in support of experience. 4. Income Tax Return of last 3 years 5. Copy of Sales Tax/VAT/TAN/TIN/PAN/Registration Certificate/Excise Registration of the firm 6. Detailed specification of the item along with necessary drawings 7. Earnest Money deposit as per tender notice. 8. A certificate from the original manufacturer certifying the distributorship/dealership in case of distributorship/dealership 9. Letter of authorization from the Principal Manufacturer to participate in the tender in case of Distributorship/Dealership. 10. Any other certificate mentioned in the tender document/technical bid submission sheet (Annexure-I)

9 9 TECHNICAL BID SUBMISSION SHEET Envelop-II To, The Head, Deptt. of Defence & Strategic Studies HNBGU, Birla Campus Srinagar, Garhwal, Uttarakhand ANNEXURE I Date: TECHNICAL BID FOR SUPPLY LAB AND MOUNTANEERING EQUIPMENTS FOR DEPARTMENT OFDEFENCE & STRATEGIC STUDIES, HNBGU,BIRLA CAMPUS, SRINAGAR (GARHWAL) 1. Name of the firm / company: 2. Nationality: 3. Address of the applicant firm/ company: Regd. Office Tel No. (s) Mobile no. Fax No Name of the Proprietor/ Partner / Director, etc.: 5. PAN No. 6. TIN/Service Tax No. 7. Sales Tax No. 8. Income Tax Return of last three financial years. Pl. enclose copy. 9. DD no. and bank detail for Earnest Money Deposit 10. Certificate of Annual Financial Turnover as mentioned in the bid 11. Sales Tax, VAT, TAN, PAN Registration Certificate, Excise Registration, EPF Registration, ESIC Registration of Principal firm 12. Certificate of the authorization by the manufacturer in case of distributor/dealership. 13. Detail of EMD 14. Balance Sheets for last three years 15. A copy of the successful work completion certificate along with the copy of the purchase order in support of experience 16. Certificate from the original manufacturer certifying the distributorship/dealership in case of distributorship/dealership. 17. Letter of authorization from the Principal Manufacturer to participate in the tender in case of Distributorship/Dealership. 18. Detailed specifications of equipments. DECLARATION BY THE VENDOR I/We hereby declare that the information (From 1 to 18 above) and attached documents/certificates are correct to the best of our knowledge. Signature: Name & Status of the signatory: Date: Seal of the firm

10 10 PART A Required LAB AND Mountaneering Equipments with Specifications S.No. Instrument Specifications /Equipment Required EMD* Quantity (Rs.) 1. Liquid Prismatic Compass MKIII A 05 Rs. 4250/- 2. Prismatic Binocular Magnification (20X15) GPS MAP 78s (20Hrs. Battery Life ) 01 Garmin 4. Ruck Sack (Bag) Explover HDOG 10 Rs. 3250/- 5. Jacket Flash OG Flash OG Sleeping Bag Expedetion Led Lencer(Torch) P17 (Torch) 05

11 11 ACCEPTANCE LETTER (TO BE SUBMITTED ON COMPANY S LETTERHEAD) To, The Head, Deptt. of Defence & Strategic Studies HNBGU, Birla Campus Srinagar, Garhwal Uttarakhand ANNEXURE II Date: SUB: ACCEPTANCE OF TENDER TERMS AND CONDITIONS OF THE TENDER FOR SUPPLY OF LAB AND MOUNTANEERING EQUIPMENTS TO DEPARTMENT OF DEFENCE & STRATEGIC STUDIES, HNBGU, BIRLA CAMPUS SRINAGAR (GARHWAL) Sir, I/We do hereby unconditionally accept the terms and conditions of the above mentioned Tender of department of Defence & Strategic Studies for Supply of Lab and Mountaneering Equipments. I/We do hereby agree that in the event of violation of aforesaid understanding, the HNBGU has the right to summarily reject my/our Bid and absolutely forfeit the full earnest money. Yours faithfully, (Signature of the Bidder with Rubber Stamp)

12 12 FINANCIAL BID SUBMISSION SHEET Envelop-III ANNEXURE III Reference No. Dated: 1. Name of the Firm: 2. Address of the Firm: 1. Phone No. and Fax No. : Validity period of Tender : 4. Whether the firm is Registered with University ( If Yes, attached proof) FINANCIAL BID (Please use separate page for each item) (Accepting all the terms and conditions of the tender following prices are being offered) Name & Description of the Item(s) Basic Price Discount Packing & Forwarding Taxes & Duties Freight Insurance Any other cost* Total Amount for qty ONE (inclusive of all) in Rs. In Words In Figures (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) Date and seal : Name & Sig. of the competent *(please specify) authority of the firm