FIXING OF RATE CONTRACT Refilling of Toner Cartridges PART A (Technical Bid) This document consists of the following: a. Notice Inviting Tender from Empaneled Vendors b. General Rules and Instructions to the Empaneled Vendors. c. Scope, Specifications & Evaluation of Tender d. Application Format for Pre-Qualification Indian Overseas Bank Printing and Stationery Department Central Office Phone No.044 2851 9312, 2841 5701 www.iob.in
INDIAN OVERSEAS BANK, Printing & Stationery Department Central Office Phone No.044-2851 9312,2841 5701 -------------------------------------------------------------------------------------------------------------- Enquiry No. : 11/2018-19 Date : 21.01.2019 Due Date : 18.02.2019 To Empaneled Vendors in category F (Vendors Group F VGF): i.e.; Suppliers of Ink cartridges / Ribbon / Refilling (Other Contractors need not respond). Dear Sir / Madam Sub: Notice Inviting Tender (NIT) Sealed offers are invited in two parts (Part A & Part B) from empaneled vendors in above mentioned category for fixing rate contract for refilling of toner cartridges for a period of six months, extendable further by six months at the discretion of the bank. Important Data EMD Rs.10,000/- Last Date of Submission 18/02/2019 before 15:00 Hrs Venue for Submission Deputy General Manager Indian Overseas Bank General Administration Department, 5 th Floor, Annexe Building, 763, Anna Salai, Chennai 600 002 Time of opening of PART A 15:10 Hrs on 18/02/2019 Time of opening of PART B Will be advised separately after evaluation of Part A (Technical Bid) Defect Liability Period Three months Validity of Tender Six months from date of approval of contract A pre-bid meeting has been arranged at the tender room, Indian Overseas Bank, General Administration Department, 5 th Floor, Annexe Building, 763, Anna Salai, Chennai 600002 @ 15.30 Hrs on 11.02.2019 to enable all the suppliers to understand the Bank s requirements / specifications and to clarify any doubt on the tender. Yours Faithfully Senior Manager Page 2 of 8
GENERAL RULES AND INSTRUCTIONS TO THE EMPANELED VENDORS 1. Indian Overseas Bank indents to fix rate contract refilling of toner cartridges for a period of six months, extendable further by six months at the discretion of the bank. 2. Sealed tender with Bills of quantities will be received by the Deputy General Manager, Printing and Stationery Department, Indian Overseas Bank, Central Office, Chennai 600 002 at their office up to 15:00 Hrs on the mentioned date. This will be opened on same day, Printing and Stationery Department @ 15:10 Hrs. 3. The Technical Bid, (General conditions of tender, tender specifications) and Price bid (Bill of Quantities) shall be duly signed by the authorized signatory at every page along with company seal. 4. Tender is to be submitted in two separate sealed covers, super-scribing the name of work and type of bid (Technical Bid / Price bid), as detailed below: I. Cover -1 : Contents i. Part A-Technical Bid ii. DD for document fee, Rs.500/- iii. EMD II. Cover -2 : Contents i. Part B Price Bid 5. There should be no overwriting/corrections/omissions in the tender documents, no column should be left blank. 6. Earnest Money Deposit (EMD) of Rs.10,000/-, shall be paid by means of a DD drawn on any scheduled Bank in favour of Indian Overseas Bank, Central Office, Chennai - 2. Suppliers producing valid certificate from the National Small Industries Corporation Ltd are exempt from payment of EMD. 7. SECURITY DEPOSIT: The successful bidder has to furnish Security Deposit (non interest bearing) of Rs.10,000/-. If EMD is submitted, the same will be taken as Security Deposit for the successful bidder. The Security Deposit with the bank shall be returned after three months from the successful completion of the period of contract/final work order & in case of any loss to the bank due to non-compliance of the terms & condition as agreed between the parties, the Security Deposit shall be liable to be forfeited straight way and the bidder will be further liable for any other loss as decided by the bank. 8. The tenders must use only the form issued by the Bank to fill the rates. 9. Before submitting the tender, tenderers are requested to see the requirements, examine carefully the conditions of contract, availability of materials / labour/ time factor etc. Page 3 of 8
10. The tenderer whose tender is accepted shall not be entitled to make any claim for increase in the rates quoted and accepted. 11. The supplier shall maintain proper account of quantity / quality of materials 12. The Bank is not bound to accept the lowest tender and reserves the rights to reject any or all the tenderers without assigning any reasons therefore. 13. Payment Terms: No advance will be provided. 14. The rate shall be all inclusive, excluding GST, ie base rate only. Applicable GST will be paid above base rate. 15. Statutory deductions / TDS will be levied as applicable. 16. Bank has the right to reject the refill/service and no claim/ explanation to be entertained / accepted if materials used are less than the specified or if deviation is found. 17. The tender shall be valid for a period of six months from the date of approval of contract. 18. Tenderers shall quote their unconditional rate strictly as per the list of items specified. Cutting / overwriting, if any, shall be counter-signed. 19. The successful tenderer should supply the material in next day as per telephone order, failing which liquidated damages would be levied. 20. Liquidated Damages for Delay: Rs. 50 /- per day per tonner and or cartridge. 21. Splitting: Bank reserves the right to split the requirements between L1 and L-2/L-3 at L-1 rate, at the discretion of bank. 22. Defects Liability Period. The successful tenderer shall make good any defects observed and pointed out by Bank within the defect liability period of 7 Days. 23. The Courts in Chennai District, Tamil Nadu, India will have exclusive jurisdiction to entertain any litigation between the parties with regard to this tender. Page 4 of 8
SCOPE, SPECIFICATIONS & EVALUATION OF TENDER Scope Indian Overseas Bank, central office, invites sealed bids for Refilling of Toner Cartridge on Rate Contract Basis for a period of six months, extendable further by six months at the discretion of the bank. The estimated monthly consumption of Refilling of Printer Cartridge is approximately Rs.1 Lakhs. The requirements of Central Office for refilling of toner, cartridge and ribbon will be notified to the successful bidder over phone. The refilled Toner & cartridge shall be supplied latest by the next working day. The bidder shall install the refilled tonner / cartridge / ribbon in the respective printers. The successful bidder must perform the service as per time schedule specified. Failure to supply and install the refill cartridge and tonner on or before the stipulated date will entail a penalty equal to Rs. 50 /- per day per tonner and or cartridge. The penalty will be deducted from the payments to be released to a bidder and/or the security deposit as the case may be. Payment will be made on Monthly Basis, against actual work done. The items will have to be supplied at Central Office. No transportation/ cartage charges will be provided for the same. The successful bidder has to maintain record of Spares replaced or repair and toner / cartridge / ribbon refilling in each machine (along with machine serial number) with Signature of authorized person of User Department. Page 5 of 8
Specifications S No. Particulars / Description 1 TONER CARTRIDGE REFILLING (Replacement of Toner Powder) FOR MODEL HP 12A,CANON 303,CANON 319,HP 78A,HP 88A,CANON 326,CANON 328,HP 30A,HP 53A,HP 16A,HP 05A & HP 80A 2 TONER CARTRIDGE RECONDITION (Replacement of Toner Powder, OPC Drum, Wiper Blade, Dotter Blade, and if necessary replacement of Magnetic Sleeve, PCR Roller & Chip) FOR MODEL HP 12A,CANON 303,CANON 319,HP 78A,HP 88A,CANON 326,CANON 328,HP 30A,HP 53A,HP 16A,HP 05A, HP 80A, HP CE320A, HP CE321A, HP CE322A, HP CE323A, HP Q6000A, HP Q6001A, HP Q6002A & HP Q6003A 3 MT 6312 RIBBON CARTRIDGE NEW 4 MT 6312 RIBBON REFILL PACK The rate to be quoted shall be all inclusive, excluding GST EVALUATION OF BIDS The bidder quoting the lowest total of all the 4 items together will be successful bidder. Page 6 of 8
1 Name of the Applicant / Firm / Company 2 Registered Address: APPLICATION FORMAT Address for Communication: 3 Contact Information Office Phone Number: Residence Phone Number: Mobile Number: E-Mail: 4 Status of the Firm: (Please tick appropriate box) 5 Registration Details Company Partnership Proprietary Firm Individual Companies/ Firm Registration Number & Date: Sales Tax Registration No.: Income Tax PAN, TIN: GSTIN: Others, if any: Please confirm that you will supply the items as per Bank s specifications, within the time period mentioned. 7 The bidder quoting the lowest total of all the 4 items together will be successful bidder. 6 Please confirm your acceptance. YES YES NO NO Page 7 of 8
8 If you are becoming L-1, please confirm that, you are willing for refilling of toner cartridges for a duration of six months at the same rate. Please confirm your acceptance. 9 Please confirm that you have quoted your price only in Part B (Price Bid) and not anywhere in Part A (Technical Bid). YES YES NO NO 10 Please confirm that you have enclosed DD for document fee and EMD along with Part A (Technical Bid). If exempt, then valid certificate from National Small Industries Corporation Ltd should be enclosed. 11 If EMD is submitted, Details of EMD D E C L A R A T I O N EMD NSIC Certificate DD No. : Issuing Bank / Branch: Date: 1. All the information furnished by me / us here above is correct to the best of my knowledge and belief. 2. I / we have no objection if enquiries are made about the work listed by me / us in the accompanying sheets / Annexures. 3. I / We agree that the decision of Indian Overseas Bank in selection of contractors will be final and binding to me / us. 4. I / We have read the instructions and I / we understand that if any false information is detected at a later date the empanelment shall be cancelled at the discretion of the Bank. Place : SIGNATURE OF THE APPLICANT Date : NAME & DESIGNATION SEAL OF ORGANISATION Page 8 of 8
FIXING OF RATE CONTRACT Refilling of Toner Cartridges PART B (Price Bid) Indian Overseas Bank Printing and Stationery Department Central Office Phone No.044 2851 9312, 2841 5701 www.iob.in
Date : 21/01/2019 Due Date : 18/02/2019 PART B: PRICE BID Sub: Refilling of Toner Cartridges S No. Particulars / Description Unit Rate 1 TONER CARTRIDGE REFILLING (Replacement of Toner Powder) FOR MODEL HP 12A,CANON 303,CANON 319,HP 78A,HP 88A,CANON 326,CANON 328,HP 30A,HP 53A,HP 16A,HP 05A & HP 80A 2 TONER CARTRIDGE RECONDITION (Replacement of Toner Powder, OPC Drum, Wiper Blade, Dotter Blade, and if necessary replacement of Magnetic Sleeve, PCR Roller & Chip) FOR MODEL HP 12A,CANON 303,CANON 319,HP 78A,HP 88A,CANON 326,CANON 328,HP 30A,HP 53A,HP 16A,HP 05A, HP 80A, HP CE320A, HP CE321A, HP CE322A, HP CE323A, HP Q6000A, HP Q6001A, HP Q6002A & HP Q6003A 3 MT 6312 RIBBON CARTRIDGE NEW 4 MT 6312 RIBBON REFILL PACK TOTAL AMOUNT (in figures) Total Amount in Words -------------------------------------------------------------------------------------------------------------------- The rate quoted above shall be all inclusive, excluding GST. GST will be paid over and above the rate, as applicable. Page 2 of 2