ELECTION COMMISSION OF INDIA Nirvachan Sadan, Ashoka Road, New Delhi-110001 No.204/2/2015(AMC) Dated: 05.05.2015 1 Tender Notice Subject: Annual Contract for Repair/Maintenance, Polishing, renovation, upholstery etc., of various furniture items in the Election Commission of India. Sealed quotations are invited for award of contract for Repair/Maintenance, Polishing, renovation, upholstery etc., of various furniture items to the Election Commission of India, Ashoka Road, Nirvachan Sadan, New Delhi from bonafide, reputed, experienced and eligible firms who have executed similar nature of work in Government Ministries/Departments, Semi Government organizations and satisfying all other terms and conditions in this tender document. Bidding must be made for all the items mentioned in Annexure A. Part bidding will not be accepted and such bidding is liable to be summarily rejected. All rates shall be quoted strictly in the prescribed format (i.e. Annexure A, Financial bid) enclosed with the tender notice. 1. Important Instructions to the Tenderers (i) The tender has been invited under two bid system i.e. Technical Bid and Financial Bid. The interested agencies are advised to submit two separate sealed envelopes super scribing Technical Bid for Annual Contract for Repair/Maintenance, Polishing, renovation, upholstery etc., of various furniture items to Election Commission of India and Financial Bid for Annual Contract for Repair/Maintenance, Polishing, renovation, upholstery etc., of various furniture items to Election Commission of India. Both sealed envelopes should be kept in a third sealed envelope super scribing Tender bid for Annual Contract for Repair/Maintenance, Polishing, renovation, upholstery etc., of various furniture items to Election Commission of India. (ii) The interested dealers/firm may submit the tender document complete in all respects along with other requisite documents by 25.05.5015 at 3.00 PM to the Under Secretary (General Administration), Election Commission of India, Nirvachan Sadan, Ashoka Road, New Delhi- 110001. The sealed tenders can also be submitted in the R & I Section located at the ground floor of the Nirvachan Sadan building. Late/delayed tender shall not be accepted after due date and
2 time of submission of tender. The Election Commission of India will not be responsible for the postal loss/delay. (iii) The conditional bids shall not be considered and will be out rightly rejected in very first instance. (iv) All the pages of tender documents should be signed and properly numbered and total number of pages must be indicated on the fowarding letter. (v) The Technical bids shall be opened on the scheduled date and time on 25.05.2015 at 4 pm in Room No. 303, Nirvachan Sadan, Ashoka Road, New Delhi, by the Committee appointed for the purpose by the Commission in the presence of the representatives of the tenderers, if any, who wish to be present on the spot at that time. (vi) The Financial Bid of only those tenderers will be opened whose Technical bids are found in order. The date for opening of financial bids shall be intimated separately. The Committee appointed for the purpose by the Commission in the presence of those tenderers who may choose to be present shall open the financial bids. (vii) The tender Committed may ask for samples of items from any qualified bidder after the opening of financial bid. Any such bidder is bound to submit the samples of items for the inspection of Committee compulsorily without fail. The Committee may retain the samples of items for future reference (viii) The rates quoted must be in whole rupees inclusive of transportation charges etc. It may specifically be noted that the quotations having unrealistic, impractical and non-serious prices i.e Free or complementary just for the sake of vitiating the whole tender process and for grabbing the contract are liable to be rejected out rightly. (ix) Election Commission of India reserves the right to accept or reject in part or in full any or all the tenders at any stage without assigning any reason thereof. In case, the tender is submitted by the authorized representative of the tenderer, then the tender shall be signed and submitted by authorized representative under legal power of attorney from the tenderer. (x) The cost of tender is NIL. The tender documents are not transferable. (xi) The undersigned shall be the accepting officer and herein after referred to as such for the purpose of this contract. 2. Period of Contract The contract will be for a period of one year, which can be extended further subject to the satisfactory performance of the firm upto a period of two years on the same rates, terms and conditions.
3 3. Scope of work (i) The work is to be carried out in the premises of the Election Commission of India,Nirvachan Sadan, Ashoka Road, New Delhi. (ii) Only such work that cannot be done in the Office premises shall be allowed to be done outside, however, no extra charges will be payable on this account. (iii) In case of any loss or damage to any item during repair with in the premises of this Department or at the workshop of the firm, it shall be the liability of the firm and department may at its discretion deduct the total cost of the item or any part thereof from the bill of the firm. (iv) The firm shall use materials of good quality for repair/polishing of furniture, upholstery of sofa sets and stitching etc. The samples should be got approved by the competent authority of the Department/User officer. Any use of inferior quality will invite blacklisting of the firms besides termination of firm. (v) The firm shall under take the repair work only as directed by the concerned dealing hand/section officer/under Secretary. Any work under taken otherwise shall be treated as unauthorized work and cost of such work undertaken shall not be paid by the Department. (vi) The firm shall maintain job card for each work undertaken by it. The job card should be got signed by the official concerned after satisfactory completion of work. (vii) It will be the responsibility of the firm to depute at least 2 skilled carpenters to this department every day for doing the day-to-day works/jobs of polishing & repairs etc. If the carpenter does not attend on any working day or fails to do the required work, the work will be got done by the department at the cost of contracted agency. 4. Eligibility Conditions: The firms shall furnish the following documents with the Technical Bid failing which the bid will be summarily rejected: (i) Proof of Service Tax Numbers/Sales tax Numbers/VAT Numbers (copy of latest challans should be enclosed.) (ii) Proof of ESI & EPF Numbers (copy of latest challans should be attached) (iii) Copy of Income Tax returns for the last three years (2011-12, 2012-13, 2013-14) (iv) Proof of Annual Turn Over which should be not less than 1 Crore (one Crore) along with the audited Balance sheet and Profit and Loss Account for the last three years i.e 2011-12, 2012-13, 2013-14). (v) Bidder should give full details of its own workshop facilities with address, which may be inspected by the Tender Committee before the opening of price bid.
4 (vi) The firm should have sufficient experience for similar type of work and working in this field for the last 5 years with documentary proof attached with the quotation. (vii) Proof of three contracts with Govt Ministries/Semi-Government Departments with satisfactory report of value not less than 10 lakh each (work order with satisfactory/completion report should be enclosed) (viii) The earnest money deposit (EMD) of Rs. 25,000/ -(Rs. Twenty five thousand only) through a demand draft in favour of PAO, Election Commission of India, New Delhi. (ix) Departments. An undertaking that the firm is not blacklisted/barred from any organization/govt 5. Performance Guarantee (Security Deposit) The Successful bidder shall give performance security in the form of Account Payee Demand draft/fixed Deposit Receipt from a commercial bank, bank Guarantee from a Commercial bank of Rs. 50,000/-within ten days of acceptance letter. The Security deposit shall be in favor of the Pay & Accounts officer, Election Commission of India. The security deposit will be refunded only after the expiry of the contract. The deposit is liable to be forfeited, if during the period of contract the services of the firm are found to be unsatisfactory in any respect and/or if any of the conditions of the contract is contravened/breached and / or towards any damage caused due to negligence of the firm or his employees. This forfeiture will be in addition to any action by the Department that the firm may invite upon themselves due to any of the reasons specified above. 6. Other terms and conditions. (i) The earnest money will be returned to all the unsuccessful tenderers after the finalization of the contract. (ii) The cost of materials, equipments, machines and related labor and transportation charges shall be borne entirely by the firm to whom contract had been awarded. (iii) The department at any time can terminate the contract without assigning any reason, if the work of the firm is found unsatisfactory. In this respect, the decision of the department will be final and binding on the firm. (iv) The bills in triplicate, for the services prepared on the basis of rates will have to be submitted in favor of Under Secretary, Election Commission of India, Nirvachan Sadan, Ashoka
5 Road, New Delhi for effecting payment together with the copies of job work carried out duly signed by user officers/sections. No advance payment shall be made for the services. (v) The job carried out shall be to the satisfaction of the department, failing which deductions up to 10% of the total bill be deducted, depending upon the severity of negligence. This department reserves the right to blacklist the agency for a suitable period of time or from further participation in any of this department s tenders. The decision of the competent authority shall be final and binding on the firm/agency. (vi) Rates shall remain fixed and valid during the period of contract and further extensions if any. This office will not entertain any claim on account of sales tax or any other tax for the material used for executing the work awarded under the contract and all such taxes should be paid by the firm itself. TDS and any other Government levies applicable on bill as per Government of India instructions issued from time to time shall be deducted. (vii) There is no obligation on the part of the Department to inform the unsuccessful tenderers of the outcome of the tender process. (viii) The Department may impose any other conditions in public interest as it deems fit. (ix) All the tenderers should read and understand the terms and conditions of the contract as detailed out in the foregoing paragraph before furnishing their quotations as no change or violation of the aforesaid terms and conditions are permissible once the quotations are accepted by the this department. Sd/- A.N.DAS Under Secretary