M/s INDIAN NATIONAL SCIENCE ACADEMY Bahadur Shah Zafar Marg, New Delhi 110 002 Telephone : 91-11-23221931 23221950 (EPABX), Fax : 91-11- 23235648, 23231095 E-Mail : insahr@insa.nic.in Website : www.insaindia.org No.AD/2016-17/ the 6th October 2016 Sir / Madam, Subject: Quotation for Rate Contract for Toner Cartridges / Ink Cartridges Sealed quotations are invited from Authorized Dealers for entering into Rate Contract upto 31.03.2017 for supply of genuine and original Toners / Ink Cartridges of HP. Specifications, Brand Name, Minimum Approximate Requirement of Toner Cartridges / Ink Cartridges in a year are shown in Annexure 'A'. The requirement may vary as per actual consumption. Intending Authorized Dealers may send their quotations in the enclosed Technical-cum-Financial Format (Annexure 'A'), Terms and Conditions duly signed (Annexure 'B') and Acceptance of Terms and Conditions (Annexure 'C) in sealed cover superscribing "Quotation for Rate Contract for Toner Cartridges / Ink Cartridges". Self attested copies of PAN Card, TIN No, and Authorization Letter / Certificate from HP to supply the Cartridges must also be attached. The last date for receiving the quotations is 24 October 2016. The Academy reserves the right to accept or reject any or all the quotations without assigning any reason whatsoever. Thanking you, Yours truly, (Sunil Zokarkar) Deputy Executive Director-II (Fin & Admn)
Indian National Science Academy Bahadur Shah Zafar Marg, New Delhi-110002 Annexure-'A' Technical-cum-Financial Format SNo Make Toner Cartridges / Ink Cartridges No. 1. HP Toner Cartridge HP CE 505-A / AC 2. HP Toner Cartridge HP 7553-A 3. HP Toner Cartridge HP CE 390-A Approximate Annual Consumption 30 Nos 15 Nos Rate per Unit (in Rs.) Taxes (Rate) Net Rate Per Unit (in Rs.) 4. HP Toner Cartridge HP LJ Q 2612-A 5. HP Ink Cartridge HP 680 (Black) -F6V27AA 6. HP Ink Cartridge HP 680 (Tri-color) - F6V26AA Note: The quantity may vary as per actual consumption of above Toner / Ink Cartridges. Also, the purchase shall not be made in a single lot. The actual quantity to be purchased at a time will depend upon the requirement. Place: Date : Signatures: Name: Name & Address of the Firm: with Telephone No. & Mobile No. Pan No (enclose copy): Tin No. (enclose copy): Stamp of the Firm
Terms and Conditions Annexure 'B' 1. The Contract shall be initially for the period upto 31.03.2017 which may be extended on year to year basis on the same Terms and Conditions agreed upon by the parties based on the compatible price as per the market situation. 2. The quotation shall remain valid for 60 days from the closing date. 3. The Cartridges of HP should be genuine and original. An Authority Letter / OEM Certificate must invariably be enclosed alongwith the quotation from M/s Hewlett Packard (HP) India in favour of the tendering Firm that the Firm is authorized to supply the HP Ink Cartridges / Toner Cartridges in the territory of Delhi. The contract shall be awarded to only those suppliers, who on the closing date are duly authorized by M/s Hewlett Packard (HP) India Ltd as HP's Registered Supplies Reseller / Partner of HP original Ink and Toner Cartridges. 4. The supplier shall guarantee that the HP Ink / Toner Cartridges sold / supplied to the Indian National Science Academy (hereinafter called 'Academy') shall be absolutely original manufactured by the OEM and of the best quality and new in all respects. If the material supplied is found to be of substandard quality or having any manufacturing defect, the same will be returned and the Academy will not be responsible for any loss to the concerned supplier for such supply. Moreover, such suppliers may be penalized including the blacklisting of the concerned firm by the Academy. 5. The supplier shall be bound to accept back any cartridge found defective at the time of opening of the protective cover and / or during its use. Since it is a manufacturing defect, the supplier shall be bound to replace the same within a period of seven days or else adjust the price / rate of the same while settling the account. 6. The Academy reserves the right to conclude parallel Contracts with a number of suppliers and place supply orders which may be the most economical to it or suitable to the requirements. 7. If the services of supplier are found unsatisfactory or he is not able to supply the goods within the stipulated time, the job will be entrusted to any other firm / party at the risk of defaulting supplier. The supplier will have to satisfy that the supplies will be made immediately. 8. Interested firms are required to submit a self attested photocopy of the PAN Card and TIN No. -1-
9. The successful bidder will have to deposit a sum of Rs. 10000/- as Performance Guarantee in the form of Demand Draft in favour of Indian National Science Academy payable at New Delhi for the period upto 31.03.2017 or till the validity of the Contract within 7 days from the award of the Contract. 10. The supplier will be responsible for delivery of the cartridges at the Academy in good condition at his own risk within 7 days from the placing of orders by email / fax / telephonically or issuing purchase orders, whichever is earlier. 11. The owner or authorized representative of the firm should be available on telephone and also on mobile so as to enable the Academy to call them in emergency cases. 12. The quantities of the items may be varied, as the purchase is not confined to a single lot. It will spread over the period mentioned above and quantity to be purchased at a time will depend upon the requirement. 13. The Academy reserves the right to terminate the Contract at any time without assigning any reason during the period of Contract. 14. After entering into Contract, the supplier shall not be permitted to increase their rates under any circumstances during the term of contract. The firm, who declines to supply at contracted price, will be barred from entering into contract in future and the Performance Security shall be forfeited. 15. The quotations who do not comply with any terms and conditions are likely to be rejected. 16. No freight / Delivery charges shall be payable for supply of Toner Cartridges. 17. Any tender received in the office of the Academy after the last date prescribed for submission of Tenders will not be entertained. 18. The tenderer should sign each page of the Tender and all its Annexures. No page (s) should be removed / detatched from the Tender Document. 19. In the event of any disputes arising out of the execution of the Rate Contract / Supply Orders, the decision of the Executive Director of the Academy shall be final and binding. -2-
Annexure 'C' Acceptance of Terms and Conditions 1. All the Terms and Conditions mentioned at Annexure 'B' from Sl. No. 1 to 19 are acceptable to me / us. I / We bound myself / ourselves to abide by them. 2. I / We hereby certify that I / We have gone through the Terms and Conditions and undertake to comply with the same. Date: Place: Signature of Owner / Partner with Address & Telephone No. & with Seal of the Firm