INDIAN INSTITUTE OF TECHNOLOGY BOMBAY

Transcription

1 REQUEST FOR PROPOSAL FOR ANNUAL RATE CONTRACT OF VARIOUS CHEMICALS, GLASSWARES & LABWARES ITEMS INDIAN INSTITUTE OF TECHNOLOGY BOMBAY MMD, IIT Bombay Page No.1 o f 16

2 Table of Contents SECTION 1 BID SCHEDULE SECTION 2 ELIGIBILITY CRITERIA SECTION 3 INSTRUCTIONS TO BIDDERS SECTION 4 TERMS AND CONDITIONS SECTION 5 BIDDER'S INFORMATION SECTION 6 COMMERCIAL BID SECTION 7 ANNEXURES SECTION 8 CHECK LIST MMD, IIT Bombay Page No.2 o f 16

3 Tender No. Tender Date SECTION 1 BID SCHEDULE MMD/Chemical/Glassware/Labwares/RC/ st July, 2015 Item Description Annual Rate Contract for the supply of Chemicals, Labwares & Glasswares items Tender Type Pre Bid Meeting Date & Time Pre Bid Meeting Place Last date of submission of tender: Place of Submission Opening Date & Time of tender Two Bid System : Tender should be submitted on the schedule with your covering letter in the enclosed form duly signed. Your quotation must be submitted in two envelopes Technical Bid and Commercial Bid superscribing on both the envelopes the tender no. and the due date and both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date 14 th July 2015 at 3:00 p.m. Materials Management Division, IIT Bombay, Powai, Mumbai th August 2015 Upto 1:00 p.m. Materials Management Division, IIT Bombay, Powai, Mumbai th August 2015 at 3:00 pm Place of Opening Tender Tender Fees Earnest Money Deposit Any Clarification Materials Management Division, IIT Bombay, Powai, Mumbai 76. Tender Fee of Rs. 500/ (Rs. Five Hundred Only) in the form of Demand Draft in the favour of 'The Registrar, IIT Bombay' payable at Mumbai to be submitted along with the quotation. Earnest Money Deposit (EMD) of Rs. 5,000/ (Rs. Five Thousand Only) in the form of Demand Draft in the favour of 'The Registrar, IIT Bombay' payable at Mumbai to be submitted along with the quotation. Name : Deputy Registrar Dept : Materials Management Division,IIT Bombay drmm@iitb.ac.in Contact No. : MMD, IIT Bombay Page No.3 o f 16

4 SECTION 2 ELIGIBILITY CRITERIA 1. The Bidder's firm should have existence for minimum period of 3 years (Copy of Certificate of Incorporation/Registration Certificate of the firm) 2. Copy of the PAN CARD of the firm. 3. Copy of IEC Code certificate. 4. The Bidder must not be blacklisted/suspended or any service related dispute with any organisation/govt. Organisations/ Bank in India or out side India or any litigation pending. Annexure A 1 5. Client Details The bidders must submit atleast 5 successfully completion certificates of rate contracts or completed orders & out of 5 order atleast 3 orders should be from any of 3 IITs or Govt. organisations for the similar items. Copies of such rate contracts or purchase orders must be enclosed with the offer. Annexure A 2 6. The Bidder should have Annual Business Turnover of minimum 50 lacs for the last two Financial years i.e & Annexure A 3 (Copy of Audited Annual Accounts for the last two years to be submitted). 7. The Bidder should have submitted filed ITR for last two years i.e. A. Y & A. Y Annexure A 3. (Copy of filed Acknowledgments to be submitted.) 8. Undertaking Annexure A 4 9. If bidder is Local dealer/distributor/stockiest, it is mandatory to attach Authorisation Certificate along with bid. MMD, IIT Bombay Page No.4 o f 16

5 SUBMISSION OF OFFER: RFP for Annual Rate Contract of various Chemicals, Glasswares and Labwares items SECTION 3 INSTRUCTIONS TO BIDDERS 1. Tender should be dropped in the tender box kept in the office of Dy. Registrar (MM), IIT Bombay. No tender is to be handed over to our staff personally unless otherwise specified. All communications are to be addressed to the undersigned only. In case due date happens to be holiday the tender will be accepted and opened on the next day working day. 2. The Quotation MUST BE ENCLOSED IN A SEALED COVER superscribing Tender number / due date & should reach the undersigned on or before due date mentioned in the tender notice. If the quotation cover is not sealed, it will be rejected. 3. PRICE BID MUST BE SUBMITTED IN ENCLOSED PRICE BID FORMAT ONLY. If Price bid is not quoted in PRICE BID as provided in Tender document then, IIT Bombay will Reject Bid along with forfeiting Earnest Money Deposit. 4. Quoting of Price (s) : Price quoted should be in Indian Rupees, free delivery at IIT Bombay Campus at site. 5. Any bidder currently engaged in litigation with other Organizations, must inform their status in writing. 6. Communication with bidders will be carried out electronically and /or in hard copy. All bidders must provide their current E mail address. 7. The leaflets, catalogues, etc. Should be sent invariably so that a proper evaluation of the equipment offered is possible. The firm should submit one copy of latest printed price list without which the Rate Contract will not be awarded. 8. The bidders who are supplying the imported materials, must be registered with the Ministry of Finance. 9. The purchase shall not be responsible for any postal delay and delay in receipt of the offer. Any bids received by the purchase which does not fulfill the desired terms and conditions shall be rejected outrightly and no communication in this regard shall be sent. Delayed / Late Bids will not be accepted, at any circumstances. 10.All the Bids will be opened in the presence of bidder's representatives, who, chose to attend the same as per the date and time specified in the Tender Document. CANCELLATION OF TENDER: 1. Not withstanding anything specified in this tender document, Purchaser / IIT Bombay in his sole discretion, unconditionally and without having to assigned any reasons, reserves the rights: a) To accept OR reject lowest tender or any other tender or all the tenders. b) To accept any tender in full or in part. c) To reject the tender offer not confirming to the tenders terms. d) To give purchase preference to Public Sector undertakings when applicable as per Govt. Policy/ Guidelines. VALIDITY OF THE OFFER : 180 Days from the date of submission of offer. TRANSFER AND SUBLETTING : The seller shall not sublet, transfer, assign or otherwise part with the acceptance to the tender or any part thereof, either directly or indirectly, without the prior MMD, IIT Bombay Page No.5 o f 16

6 written permission of the Purchaser. EVALUATION OF OFFER : 1. IIT Bombay evaluate technical and commercial acceptable offers on landed net Price basis. 2. Offer which deviates from the vital conditions (as illustrates below) of the tender shall be rejected: a) Non submission of complete offers. b) Receipt of offers after due date and time and or by / fax (unless specified otherwise). c) Receipt of offers in open conditions. 3. In case any BIDDER is silent on any clauses mentioned in this tender documents, IIT Bombay shall construe that the BIDDER had accepted the clauses as per the invitation to tender no further claim will be entertained. 4. No revision in the terms and conditions quoted in the offer will be entertained after the last date and time fixed for receipt of tenders. MMD, IIT Bombay Page No.6 o f 16

7 SECTION 4 TERMS AND CONDITIONS AWARD OF CONTRACT : 1. A panel of bidders/suppliers shall be selected for rate contract. 2. The Empaneled suppliers will be abide by all the Terms & Conditions of the Tender Document. 3. The qualified suppliers will be empaneled initially for the period of one year and maybe extended further for two years subject to annual revision, if their performance found satisfactory. 4. The Performance of the empaneled supplier's will be reviewed by committee during contract period and IITB reserve right to add or delete suppliers in rate contract based on performance if necessary without intimation. 5. All the discounts quoted should be valid for at least one year. EARNEST MONEY DEPOSIT : 1. Earnest Money Deposit (EMD) of Rs. 5,000/ (Rs. Five Thousand Only) in the form of Demand Draft in the favour of 'The Registrar, IIT Bombay' payable at Mumbai to be submitted in Technical Bid. Failing which, submitted bid will be Rejected. 2. Quotations exclusively submitted in the enclosed proforma will only be considered. 3. EMD of unsuccessful bidders will be returned within 30 days after the award of the contract. 4. For successful bidder, EMD will be converted to security Deposit and will be retained with IIT Bombay till the expiry / termination of rate contract without interest. 5. EMD of a tenderer will be forfeited, if the tenderer withdraws or amends its tender or derogates from the tender in any respect within the period of validity of its tender. Further, if the successful tenderer fails to furnish the required performance security within the specified period, its EMD will be forfeited. 6. In case there is loss or damage to the material or unsatisfactory services provided to IIT Bombay by the bidder then such losses will be adjusted from the Security deposit. 7. If the quality of product and service provided is not found satisfactory, IIT Bombay reserves the right to cancel or amend the contract. PAYMENT TERMS : 1. Payment within 45 days from the date of delivery and & Acceptance Certificate of concerned Department / Section / Materials Management Division. 2. Payment shall be made by RTGS offered by the Bank after Vendor registration. 3. Octroi charges will be reimbursed only subject to production of Original Octroi Receipt only. DELIVERY SCHEDULE : 1. Materials should be door delivered at IIT Bombay. 2. Delivery must be made within a period of days from the issue of the order either directly or through their dealer network unless otherwise specified. 3. If the suppliers fail to deliver the stores within the allotted delivery period as specified above, the purchaser may procure goods or services similar to those undelivered upon such terms and in such manner as it deems appropriate from any other firm and the supplier will MMD, IIT Bombay Page No.7 o f 16

8 be liable to the purchaser for any excess cost. 4. Part Supply is normally not acceptable. But may be allowed on genuine cases, on written request only. PENALTY : Timely delivery is essence of the contract and hence if any consignment be delayed, liquidated damages at the rate 0.5% of the price of the delayed consignment, for each week or part whereof shall be levied and recovered subject to maximum of 5% of total purchase order value. FORCE MAJEURE : Force Majeure will be accepted on adequate proof thereof. DISCOUNT : Special Discount should be allowed on your printed Catalogue Price. APPOINTMENT OF LOCAL DEALER/STOCKIEST : 1. The Manufacturers (OEMs) / principals offering for the RFP may furnish the name and address of their local distributor / dealers, so that the copies can be endorsed them for expeditious supply. In such cases where local dealers / stockiest has been nominated by the principle, the bill raised by them against our purchase order will be accepted. 2. Any addition and deletion of dealership/ distributorship shall be intimated to the undersigned immediately on authorization of a new party. TAXES & DUTIES : 1. As per Govt. Notification no. 10/97 CE dt. 1 St March1997, IIT Bombay is exempted from Excise Duty for SCIENTIFIC / TECHNICAL INSTRUMENTS WHICH ARE USED FOR RESEARCH PURPOSE ONLY. We shall provide all the documents under this notification to enable you to clear the goods without payment of excise duty, whenever required. Please state clearly that this certificate is required. 2. As per Govt. of India Notification no. 51/96 Custom dtd. 23 rd July 1996,IIT Bombay is exempted from Custom duty for all research equipment. We shall provide all the document under this notification to enable you to clear the goods without system duty, whenever required. Please state clearly that this certificate is required. 3. CST / VAT will be charged as applicable. Any statutory variation will be paid to documentary evidence. Kindly clearly indicate the percentage of CST / VAT applicable. 4. Octroi Entry Taxes, as applicable will be paid by the firm and can be claimed afterwards on bill basis on production of original receipt. LOSS, DAMAGE & SHORTAGE : IIT Bombay shall not be responsible for any loss, damages and shortage during transit. Payment shall be made for materials received in GOOD CONDITION only. GENERAL : 1. IIT Bombay reserves the right to enter into parallel Rate contract for similar items any time MMD, IIT Bombay Page No.8 o f 16

9 during the period of Rate Contract with one or more parties. 2. The Rate Contract can be terminated at any time WITHOUT NOTICE by either party. 3. The stores so supplied will have to be of high quality & grade and in the event if chemicals are found to be of inferior quality, the supplier is liable to be banned or suspended from doing business in IIT Bombay and other Govt. Organizations. 4. The acceptance of the offer will rest with the IIT Bombay, who does not bind himself to accept the lowest Tender and reserves the right to reject/accept partially or wholly the tenders received, without assigning any reason. 5. Mere submission of applicable/ proposal does not imply acceptance of the same at this end and the firms will be enlisted only after meeting the laid down qualifying parameters for which decision of IIT Bombay shall be final and binding on the parties. 6. Printed terms and conditions of the applicant on their quotation Form/ Literature/ Letter etc. If any, will not be binding on us. 7. Enlistment under Rate contract with this Institute does not ensure business of any quantum, whatsoever. Any deviation from the Terms & Conditions mentioned above will imply disqualification for the firm. 8. The chemicals ACCEPTANCE/REJECTION : IIT Bombay reserves the right to accept a quotation in part or in full or to reject all quotations or any of the quotation received, for non compliance of any of the above items, conditions or instructions or for any other reason without assigning any reason thereof. LEGAL MATTER : All Domestic and International disputes are subject to Mumbai Jurisdiction only. MMD, IIT Bombay Page No.9 o f 16

10 Sr. No. Vendor Details RFP for Annual Rate Contract of various Chemicals, Glasswares and Labwares items 1 NAME & ADDRESS OF THE MFTR./FIRM/VENDOR (with Tel./Fax/Mobile/ address) SECTION 5 BIDDER'S INFORMATION 2 NAME & ADDRESS OF THE LOCAL AUTHORISED DEALER/DISTRIBUTERS, if applicable Phone with STD code Fax E mail Contract Person Name Mobile No. 3 VAT/TIN NO. OF THE FIRM / DEALER (copy to be attached ) 4 PAN NO. OF THE DEALER (copy to be attached ) 5 Type of Bidder Manufacturer (Please mention) Authorised Dealer/Stockiest of Chemical/ Glasswares/ Labwares (Attach Authorisation Certificate) MMD, IIT Bombay Page No.10 o f 16

11 SECTION 6 COMMERCIAL BID Sr. No. 1 List of Chemicals Discount offered CST/VAT extra as applicable Any other taxes/charges like Sea Freight charges Sr. No. List of Glasswares Discount offered on Catalogue price CST/VAT extra as applicable Any other taxes/charges like Sea Freight charges 2 Sr. No. List of Labwares Discount offered on Catalogue price CST/VAT extra as applicable Any other taxes/charges like Sea Freight charges 3 MMD, IIT Bombay Page No.11 o f 16

12 SECTION 7 ANNEXURES ANNEXURE A 1 DECLARATION REGARDING CLEAN TRACK Declaration of Clean Track Record (On Company / firm's Letterhead) To, Date : The Deputy Registrar Materials Management Division I.I.T. Bombay, Powai, Mumbai Sir, Re: RFP No. MMD/Chemicals/Glasswares/Labwares/RC/ /REG/L dated 1 st July, 2015 for RFP for Annual Rate Contract for the Supply of Chemical, Glasswares and Labwares I/we carefully gone through the Terms & Conditions contained in the above referred RFP. I/we hereby declare that my company / firm is not currently debarred / black listed by any Government / Semi Government Organizations / Institutions in India or abroad.i/we further certify that I'm competent officer in my company /firm to make this declaration. Or I/we declare the following No. Country in which the company is debarred / blacklisted / case is pending Black listed / debarred by Government / Semi Government Organizations / Institutions Reason Since when and for how long (NOTE : In case the company / firm was blacklisted previously, please provide the details regarding Period for which the company / firm was blacklisted and the reason/s for the same) Yours faithfully (Signature of the Bidder) Printed Name Designation Seal MMD, IIT Bombay Page No.12 o f 16

13 ANNEXURE A 2 : CLIENT DETAILS (On Company / firm's Letterhead) To, Date : The Deputy Registrar Materials Management Division I.I.T. Bombay, Powai, Mumbai Sir, Re: RFP No. MMD/Chemicals/Glasswares/Labwares/RC/ /REG/L dated 1 st July, 2015 for RFP for Annual Rate Contract for the Supply of Chemical, Glasswares and Labwares I/we hereby mention following list of our clients which mention 5 successfully completion certificates of rate contracts or completed orders & out of 5 order atleast 3orders are from IITs or Govt. organisations for the similar items. (Copies of such rate contracts or purchase orders must be enclosed with the offer) Sr. No. Name of Client Purchase order/rate contract details Amount of order Yours faithfully, (Signature of the Bidder) Printed Name Designation Seal Date : Business Address : Encl : As above MMD, IIT Bombay Page No.13 o f 16

14 ANNEXURE A 3 : DECLARATION OF ANNUAL TURNOVER AND INCOME TAX RETURN (On Company / firm's Letterhead) To, The Deputy Registrar Materials Management Division I.I.T. Bombay, Powai, Mumbai Sir, Date: Re: RFP No. MMD/Chemicals/Glasswares/Labwares/RC/ /REG/L dated 1 st July, 2015 for RFP for Annual Rate Contract for the Supply of Chemical, Glasswares and Labwares 1) I/we hereby declare that, our firm's Annual Turnover is more than Rs. 10 lacs, and I/we have also supported an Audited Accounts for your references : F. Y F. Y And, 2) I/we hereby declare that, our firm had filed Income Tax Returns for last years i.e. A. Y & Supported by copy of ITR of two years. Yours faithfully, (Signature of the Bidder) Printed Name Designation Seal Date : Business Address : Encl : As above MMD, IIT Bombay Page No.14 o f 16

15 ANNEXURE A 4 : UNDERTAKING (On Company / firm's Letterhead) We hereby declare that all the particulars given in this RFP are true and complete to the best of our knowledge and belief and we will produce all the relevant documents promptly, if necessary or as and when asked for by IIT Bombay. We understand that information provided by us will serve as pre qualification Criteria for enlistment on ANNUAL RATE CONTRACT and in the event of any information being found false or incorrect or ineligibility being detected even after the approval of Rate Contract you contract may be canceled and all your claims may be forfeited by the IIT Bombay. We have read and understood all the terms and conditions of RFP and we fully agree to it. We also declare that we will not sell our products at a lesser price to other parties than those given to you and in the event of happening of such situation, we will be bound to refund the difference and our enlistment may be cancelled at the discretion of IIT Bombay. We also undertake that all the terms and such as Product Range, Price, Discount, Delivery/other charges, Terms of payment and also the name/s of the Dealer/Distributor will remain unchanged during the period and no alteration will be done without your official approval. However, we will Promptly change our distributor / supplier if a request/complaint is received from your end with regard to this effect due to any reason. (Signature of the Bidder) Printed Name Designation Seal Date : Business Address : MMD, IIT Bombay Page No.15 o f 16

16 SECTION 8 CHECKLIST The following items must be checked before the Bid is submitted: 1. Envelope A a) Demand Draft for Rs. 500/ (Rs. Five Hundred only) towards cost of Bid document b) Demand Draft for Rs. 5,000/ (Rs. Five Thousand only) towards Earnest Money Deposit. c) Eligibility Criteria Responses (each pages duly sealed and signed by the authorized signatory) d) Copy of this RFP document duly sealed and signed by the authorized signatory on every pages. e) Technical bid f) Annexure A1: Declaration Regarding Clean Track by Bidder Annexure A2 : Client's Details Annexure A3 : Declaration Of Annual Turnover And Income Tax Return Annexure A4 : Undertaking 2. Envelope B a) Commercial Bid Your quotation must be submitted in two envelopes Technical Bid (Envelope A) and Commercial Bid (Envelope B) superscribing on both the envelopes the Tender no. and the due date and both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date. MMD, IIT Bombay Page No.16 o f 16