TENDER FOR ANNUAL RATE CONTRACT FOR SUPPLY OF REMANUFACTURED/REFURBISHED TONERS AT PFRDA, NEW DELHI

Transcription

1 TENDER FOR ANNUAL RATE CONTRACT FOR SUPPLY OF REMANUFACTURED/REFURBISHED TONERS AT PFRDA, NEW DELHI Pension Fund Regulatory and Development Authority B-14/A, Chatrapati Shivaji Bhawan, Qutub Insitutional Area, Katwaria Sarai, New Delhi P a g e

2 DISCLAIMER 1. This document is being published in order to enable the applicants to make an offer for awarding the Annual Rate Contract for supply of Remanufactured and Refurbished Toners with Pension Fund Regulatory and Development Authority (PFRDA). 2. This document does not constitute nor should it be interpreted as an offer or invitationfor AWARDING THE Annual Rate Contract for supply of Remanufactured and Refurbished Toners by Pension Fund Regulatory and Development Authority (PFRDA). 3. This document is meant to provide information only and upon the express understanding that recipients will use it only for the purposes set out above. It does not purport to be all inclusive or contain all the information aboutthe supply of Remanufactured and Refurbished Toners at Pension Fund Regulatory and Development Authority (PFRDA).or be the basis of any contract. No representation or warranty, expressed or implied, is or will be made as to the reliability, accuracy or the completeness of any of the information contained herein. It shall not be assumed that there shall be no deviation or change in any of the herein mentioned information on the supply of Remanufactured and Refurbished Tonersat Pension Fund Regulatory and Development Authority (PFRDA). While this document has been prepared in good faith, neither PFRDA, nor any of its officers or subscribers make any representation or warranty or shall have any responsibility or liability whatsoever in respect of any statements or omissions here from. Any liability is accordingly and expressly disclaimed by PFRDA and any of its officers or subscribers even if any loss or damage is caused by any act or omission on the part of PFRDA or any of their officers or subscribers, whether negligent or otherwise. 4. By acceptance of this document, the recipient agrees that any information herewith will be superseded by any subsequent written information on the same subject made available to the recipient by or on behalf of PFRDA. PFRDA and any of their respective officers or subscribers undertake no obligation, among others, to provide the recipient with access to any additional information or to update this document or to correct any inaccuracies therein which may become apparent, and they reserve the right, at any time and without advance notice, to change the procedure for awarding the Annual Rate Contract for the supply of Remanufactured and Refurbished Toners at Pension Fund Regulatory and Development Authority (PFRDA) or any part of the interest or terminate negotiations or the due diligence process prior to the signing of any binding agreement. 5. Accordingly, interested recipients should carry out an independent assessment and analysis of the requirements for supply of Remanufactured and Refurbished Toners at Pension Fund Regulatory and Development Authority (PFRDA) and of the information, facts and observations contained herein. 6. This document has not been filed, registered or approved in any jurisdiction. Recipients of this document should inform themselves or/ and observe any applicable legal requirement. 7. This document constitutes no form of commitment on the part of the PFRDA. Furthermore, this document confers neither the right nor an expectation on any party to participate in the proposed process of awarding the Annual Rate Contract for the supply 2 P a g e

3 of Remanufactured and Refurbished Tonersat Pension Fund Regulatory and Development Authority (PFRDA). 8. When any offer is submitted pursuant to this tender it shall be presumed by PFRDA that the bidder has fully ascertained and ensured about its eligibility for supply of Remanufactured and Refurbished Toners at Pension Fund Regulatory and Development Authority (PFRDA), under the respective governing laws and regulatory regimen, and it has the necessary approvals and permission, and suffers no disability in law or otherwise to act as such. 9. PFRDA reserves the right to terminate this tender process at any time prior to signing of the contract with successful bidder without assigning any reason therefor and shall not be liable to any bidder /party in any manner either directly or indirectly. 3 P a g e

4 CONTENTS OF TENDER DOCUMENT Section No. Description of contents Page No Notice Inviting Tender 5 Instruction to the Bidders 6-7 Evaluation Criteria 8 Terms and Conditions 9-11 Annexure-1 4 P a g e

5 NOTICE INVITING TENDER 1. PFRDA invites sealed limited tenders bids from the firms having experience and expertise in remanufacturing of toner cartridges for the supply of Remanufactured and Refurbished Toners on Annual Rate Contract Basis, initially for a period of one year but can be extended upto 1 year on year to year basis on the similar rates and no escalation in the rates will be considered by PFRDA at any cost. 2. The tender document can be downloaded from the website at 3. The Tenders, complete in all respects, should be submitted in a prescribed form along with supporting documents in a sealed envelope super scribing Tender for supply of remanufactured and Refurbished Toners to PFRDA addressed to the General Manager (IT), Pension Fund Regulatory and Development Authority, B-14/A, Chatrapati Shivaji Bhawan, Qutub Insitutional Area, Katwaria Sarai, New Delhi and must reach on or before 10 th May, 2016 by P.M. 4. The terms & conditions of the tender are enclosed along with the format for the price bid. GENERAL MANAGER-IT 5 P a g e

6 INSTRUCTIONS TO THE BIDDERS Minimum Eligibility Criteria 1. Bidders should :- a. be registered with Delhi Sales Tax Department. b. have their own set up for remanufacturing of toner cartridges. c. have minimum 1 years of experience of supplying of remanufactured toner cartridge in bulk to Depts./Ministries of the Govt. of India/(PSUs/Autonomous Bodies)/ (a copy of any two orders received from different Depts/Ministries/PSUs/Autonomous bodies during last 1 year may be attached) d. have not been blacklisted by the Deptts./Ministries of the Govt. of India/Public Sector Undertakings (PSUs)/. Declaration has to be given in the prescribed format- (Annexure-I) 2. Documents/Certificates The Tendering firms/agencies are required to submit the photocopies of following documents : a. Registration certificate as per existing norms (indicating the legal status company/partnership firm/proprietorship concern, etc.); b. Copy of CST/VAT/TIN Registration Certificates & PAN Card ; c. Copies of Income Tax Returns filed for last 1 financial years d. Proof of experience in supplying remanufactured toner cartridges to Depts./Ministries of the Govt. of India/ Public Sector Undertakings (PSUs) (A copy of any two orders received during last 1 years has to be attached) e. Bid security declaration &Declaration regarding blacklisting or otherwise. (Annexure-I) 3. Earnest Money Deposit(EMD) by means of Demand Draft of Rs from a nationalized or public sector bank 4. Mode of submission of Tenders and last date: The Tenders, complete in all respects, should be submitted in a prescribed form along with supporting documents in a sealed envelope super scribing Tender for supply of remanufactured and Refurbished Toners to PFRDA addressed to the General Manager (IT), Pension Fund Regulatory and Development Authority, B-14/A, Chatrapati Shivaji Bhawan, Qutub Insitutional Area, Katwaria Sarai, New Delhi and must reach on or before 10 th May, 2016 by P.M. The Financial bid should be submitted in separate sealed envelope super scribing Price Bid for supply of Remanufactured and Refurbished Toners to PFRDA. The tender will be opened on the same day at P.M. 6 P a g e

7 5. The Earnest Money Deposit (EMD) of Rs.10,000/- (Rs. Ten Thousand Only), refundable (without interest), should be necessarily accompanied with the price Bid of the service provider in the form of Demand Draft drawn in favour of PFRDA, New Delhi, failing which the tender shall be rejected summarily. In the event, the successful bidder fails to sign the agreement with PFRDA for provision of services as sought in the tender, subsequent to bid being accepted, the EMD is liable to forfeited. 6. The successful bidder who is awarded the contract shall be required to deposit a Security Deposit of Rs in the form of Demand Draft from any Scheduled Commercial Bank drawn in favour of PFRDA, New Delhi. 7. Signing of the bids 9.1 All entries in the bid form should be legible and filled clearly. If the space for furnishing information is not sufficient, separate sheet duly signed by the authorized signatory may be attached. 9.2 The bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the bidder in which case corrections shall be signed by the person/persons signing the bid. 8. Period of validity of bids : The validity period of the bid will be three months from the date of opening of tender documents, which may be extended by the bidders for such period as may be requested by PFRDA. The bidders shall ensure that timelines are adhered to and any bids received later than the specified time and date shall not be entertained. 9. Rejection of incomplete and conditional tenders: The incomplete and conditional tenders will be rejected. Quoting unrealistic rates willbe treated as disqualification. 10. No withdrawal after submission of bids: No bidders will be allowed to withdraw after submission of bids/ opening of the tender. 11. Non acceptance of the tenders received after the last date Tenders received after the closing date and time prescribed in the tender enquiry shall NOT be accepted under any circumstances. 12. Clarification of bids: In case the prospective bidders need any clarification regarding any terms and conditions of the tender, he/she/they may write to Manager (IT), Pension Fund Regulatory and Development Authority, B-14/A, Chatrapati Shivaji Bhawan,Qutub Insitutional Area, Katwaria Sarai, New Delhi well in time to ensure that required clarification in writing reach the said firm before the last date for submission. 13. Period of contract : The contract will be valid for a period of one year from the date of placement of order, which can be extended for a further period of one year on the same rate and terms & conditions on mutual consent of both parties. However PFRDA may terminate the contract at any time by giving 15 days advance notice without assigning any reason. 7 P a g e

8 Evaluation Criteria The bids will be evaluated on the basis of weighted average wherein each cartridge model / make will be attached a predetermined weight(as shown in price-bid format). The sum of price of all the cartridge multiplied by corresponding weight divided by total weight will determine the lowest bid. E.g. VENDOR X Model Weight Price Cartridge A Cartridge B Cartridge C Cartridge D VENDOR Y Model Weight Price Cartridge A Cartridge B Cartridge C Cartridge D Average weighted price for vendor X = 1250 x x x x21 ( ) = = Average weighted price for vendor Y = 1000 x x x x21 ( ) = = Since, average weighted price for vendor X is lower than Y, hence, vendor X will be selected. 8 P a g e

9 TERMS AND CONDITONS 1. Mandatory Steps taken in reconditioning/remanufacturing the toners/cartridges: a. Quality and quantity of toner powder:-the quality of toner powder must be of finest quality and quantity must be as per standard procedure. b. Output/yield of toner cartridge :- The output/yield and printing quality of remanufactured toner cartridges should be equal to that of an Original Equipment Manufacturer (OEM). c. Empty toner cartridges shall be provided by the IT Dept, PFRDA for remanufacturing purposes. d. Supply Order will be placed on requirement basis. The successful supplier will have to meet all the requirements of the PFRDA immediately on the receipt of the supply orders and in any case within a maximum period of two days from the date of issue of supply order. However the supply of urgent nature shall have to be made on the same day. The supply order will be collected personally by the contractor or his nominated persons. 2. Rates/ Prices : The rates should be quoted in Indian Rupees only in words as well as in figures. Excise duty, sales tax, VAT as applicable should be quoted separately (as shown in Schedule of rates). If these levies are included in the price quoted without giving the break up details such bids will summarily be rejected. 3. Rates should be valid for at least one year. Rates valid for a shorter period shall be rejected as non-responsive. 4. No claim for compensation or loss due to fluctuations in prices or any other reasons/ causes will be entertained during the period of contract. 5. The rates quoted for remanufacturing of toner cartridges shall be inclusive of replacement of all key parts, refilling of toner powder, taxes, etc. complete in all respects as per scope of work. Nothing extra shall be payable on any account. 6. In case of discrepancy between the amounts in figures and words, the amount in words will only be considered for the purpose. 7. Rates should be quoted for free delivery at the PFRDA office and no transportation or other charges shall be payable. 9 P a g e

10 Penalty: 8. It will be the responsibility of the successful bidder to supply the item in accordance with supply order within stipulated time frame & of quality, otherwise, the PFRDA may seek compensation on account of the same. The compensation of five percent (5%) of the P.Os shall be recoverable for each week of delay in delivery with reference to the delivery period given in the Purchase Order to maximum extent of 10%. Compensation of 20% of P.Os shall be recoverable / sought for any substandard (inferior quality) / incomplete supply along with cancellation of work order. 9. If the Bidder /firm stops the supply without completing it, PFRDA may get the work completed from another firm and the bidder will have to reimburse the expenditure incurred for the said purpose. Settlement of disputes 10. Any matter relating to the selection of vendor for entering into annual rate contract for supply of remanufactured or refurbished toners to PFRDA or procedure for awarding the annual rate contract for supply of remanufactured or refurbished toners to PFRDA shall be governed by the Laws of Union of India. Disputes, if any arising under the said process shall be subject to the exclusive jurisdiction of courts at New Delhi. Purchasers Rights 11. PFRDA reserves the right to accept/reject any or all the bids in whole or in part and annul the bidding process without assigning any reason whatsoever and is not bound to accept the lowest tender. 12. PFRDA reserves the right to award the tender to more than one bidder. 13. PFRDA reserves the right to relax/ withdraw any of the terms and conditions mentioned in the Tender Document so as to overcome any problem encountered during the selection of the bidders and also during the course of the execution of the contract. 14. PFRDA reserves the right to blacklist a bidder for a suitable period in case the bidder fails to honor its bids without sufficient grounds. 15. If a firm after award of the contract violates any of the terms & conditions, it shall be liable to be blacklisted. Basis of awarding the contract. 16. The contract shall ordinarily be awarded to the lowest evaluated bidder whose bid has been found to be responsive and who is eligible and qualified to perform the contract satisfactorily as per the terms & conditions. Guarantee/Warrantee 17. Guarantee of the remanufactured toner cartridges must be at least 6 months from the date of delivery or till the toner gets empty. 18. In the event of re-manufacturing defects of cartridge, the firm/bidder has to replace the same free of cost. 10 P a g e

11 19. In case of recurrence of defects in the cartridges, the contract shall be terminated at any point of time with 15 days prior intimation to the firm/bidder. Mode of Payment 20. Payment against Bill/Invoice shall be released only after supply of full quantity and on satisfactory performance of the items. Payment will be made direct to the supplier account through NEFT. No request for other mode of payment will be entertained. 21. The bidders will be bound by the details furnished by him / her to the PFRDA, while submitting the tender or at subsequent stage. In case, any of such documents furnished by him / her is found to be fictitious at any stage, it would be deemed to be a breach of terms of contract making him / her liable for legal action besides. 22. The supply of reconditioned/remanufactured toner cartridges which is not in conformity with the requirements/ specifications are liable to be rejected. Miscellaneous 23. In no circumstances, the firm shall appoint any sub-contractor or sub-lease the contract. If it is found that the contractor has violated these conditions, the contract will be terminated forthwith without any notice. PFRDA reserves the right to terminate this order at any point of time with 15 days prior intimation to the contractor. 24. All taxes and levies will be paid by the bidder only. No other charges such as Octroi, packing, forwarding, freight insurance, loading and unloading, entry tax, transportation, etc. will be allowed. All these are to be borne by the tendered only. 25. The contractor shall ensure that it will supply genuine and bonafide products manufactured by it without infringing on any intellectual property rights of third parties. Further such products shall not be spurious or damage the printer or cause any injury to any person failing which the contractor shall be held responsible. 26. A detailed contract for supply of toner shall be entered into with the successful bidder and the provision of deliverables shall be governed by the terms and conditions of the said contract, besides any condition stipulated in this document. 11 P a g e

12 BIDDER DETAILS FORM Annual rate contract for supply of remanufactured and refurbished toners to PFRDA S.No Description Information 1 Name of bidder 2 Registered Address and Telephone Number of the Bidder 3 Registration certificate details as per existing norms (indicating the legal status company/partnership firm/proprietorship concern, etc.) 4 Details of Earnest Money Deposit DD No. date of Rs. 10,000/- drawn on Bank 5 VAT No.(Copy to be enclosed) 6 PAN No./GIR No. : (Copy to be enclosed) 7 Copy of IT Returns of the Previous Year(YES/NO) attached?(yes/no) 8 Copies of Purchase Orders received from different Depts/Ministries/PSUs/Autonomous bodies during last 1 year attached (YES/NO) Signatures Place: Name Seal of the Organization 12 P a g e

13 PRICE-BID FORMAT To The General Manager(IT), Pension Fund Regulatory and Development Authority, B-14/A, Chatrapati Shivaji Bhawan, Qutub Institutional Area, Katwaria Sarai, New Delhi Date: Sir, Sub:Annual Rate Contract for supply of remanufactured and refurbished toners to PFRDA I/We intend to submit the bid on the subject captioned above and hereby consent to agree/accept all the terms and conditions mentioned stipulated in the tender document. The rates quoted are as mentioned below: S. No Make & Model of Remanufactured Toner Rate per Unit 1 HP 88A 20 2 HP 36A 1 3 HP 78A 1 4 HP 12 A 6 5 Samsung 2010 D 4 6 Samsung 4730 D 2 7 Samsung MLT-D101S 17 8 MLT-D MLT-D1043S 12 Weight Taxes if any Total in figures Total in Words Brand/Make of Toner Powder Printing Capacity Per Cartridge I /We undertake that the rates so quoted shall be fixed and not varied during the contract period. Thanking you, Yours faithfully, Date : Place: Signatures Name Seal of the Organization 13 P a g e

14 ANNEXURE-I SELF-DECLARATION NO BLACKLISTING (Date) The General Manager Pension Fund Regulatory and Development Authority New Delhi Dear Sir/Madam, Sub:Annual Rate Contract for supply of remanufactured and refurbished toners to PFRDA 1. In response to the Tender Document for Annual Rate Contract for supply of remanufactured and refurbished toners to PFRDA, I/ We hereby declare that presently our Company/ firm is having unblemished record and is not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any State/ Central Government/ PSU/Autonomous Body. 2. We further declare that presently our Company/ firm is not blacklisted and not declared ineligible for reasons other than corrupt & fraudulent practices by any State/ Central Government/ PSU/ Autonomous Body on the date of Bid Submission. 3. If this declaration is found to be incorrect then without prejudice to any other action that may be taken, my/ our security may be forfeited in full and the tender if any to the extent accepted may be cancelled. Thanking you, Yours faithfully, Date : Place: Signatures Name Seal of the Organization 14 P a g e