DEPARTMENT OF POSTS: INDIA
OFFICE OF THE SUPERINTENDENT, POSTAL STORES DEPOT
GUWAHATI, BAMUNIMAIDAM -781021.
NOTICE INVITING TENDER
Limited Sealed Tender is invited by the undersigned on behalf of the President of India for
supply of Shoes, Chappal and Umbrella from the registered firm/contractors. The method of submission
of tender, amount of earnest money, performance Security etc. to the contractors has been mentioned
in the General Terms & Condition of Annexure-I. The work to be performed strictly as per parameters
and technical specifications given in Part-1 of Annexure-II. The proforma for submission of tender has
been given in Annexure-III (for technical bid) and Annexure-IV (for commercial bid) of the NIT.
2. Schedule of Tender:
Tender No. SD/ Uniform/2013-14
Dtd 29/01/2014.
Name of work:- Supply of Shoes, Chappal and Umbrella.
Date from which Tender paper will be issued:29/01/2014 from 15.00 hrs.
Last date & Time of Issue of Tender Paper:17/02/2014 up to 17.00 hrs.
Last date and Time of Receipt of Tender:18/02/2014 up to 14.00 hrs.
Date & Time of Tender Opening :18/02/2014
at 15.00 hrs.
Estimated value (approx) of work :- Rs.9,61,000.00 (Nine lac sixty one thousand )only
Amount of Earnest Money :Rs. 24,000.00 (Twenty four thousand ) only
Venue for opening of Tender :- O/o the Superintendent , Postal Stores Depot , Guwahati,
Bamunimaidan-781021.
3. The Tender Form may be obtained from the office of undersigned on any working day (Monday to
Friday) from 10.00 hrs to 17.00 hrs. up to 17/02/2014 on submission of UCR Receipt provided by any
post office against deposit of Rs.500.00 ( non refundable) being the value of Tender Form. The tender
Form may also be downloaded from departmental website (www.indiapost.gov.in) but a receipt of
Rs.500.00 as mentioned above must be enclosed with the technical bid failing which the tender will be
rejected.
4. The tenders completed in all respect must be received in this office on or before the date and time
indicated in the schedule of NIT. The tenders received after the schedule date and time will be rejected
outright. The tenders can be put in the box kept for this purpose in the O/o Supdt, PSD, Guwahati,
Bamunimaidan-781021 on all working days till the last date and time for submission. All outstation
tenders should be sent by registered or Speed post and only one tender should be kept in one cover.
(A.R.Dey)
Superintendent
Postal Stores Depot
Guwahati-781021.
Page-2
Tender No SD/ Uniform/2013-14
Dtd 29/01/2014
Department of Posts: India
ANNEXURE-I
GENERAL TERMS AND CONDITIONS
Sub: Inviting sealed Tender for supply of Shoes, Chappal and Umbrella
1. Parties:
The parties to the contract are the contractor (the tenderer to whom the work has been
awarded) and the Government of India through the Department of Posts for and on behalf of the
President of India.
The firm who registered with (a) N.S.I.C. (b) Govt. Co-Operative Society (c) Khadi & Village
Industries Board are duly exempted from submission of Earnest Money Deposit (EMD).
2. Addresses:
For all purpose of the contract including arbitration there under, the address of the contractor
mentioned in the tender shall be final unless the contractor notifies a change of address by a separate
letter sent by registered Post with acknowledgement due to the Department of Posts. The contractor
shall be solely responsible for the consequence of any omission of error to notify change of address in
the aforesaid manner.
3. Earnest Money:
3.1Earnest Money Rs.- 24,000.00 (Twenty four thousand ) only must be deposited by bidders
in any post office or bank and origanal receipt provided by the Post office /bank in token of having
received the amount should be submitted along with the tender. The firm registered with DGS&D, NSIC
GovernmentC0-Operative Society khadi and village industries board exempted from submission of
earnest money.
3.2 No request for transfer of any previous deposits of earnest money deposit or payment of
any pending bill held by the department in respect of any previous work will be entertained
3.3 Tenderer shall not be permitted to withdraw his offer modify the terms and conditions
thereof. In case the tenderer fails to observe and comply with the stipulations made herein or back out
after quoting the rates, the aforesaid amount of earnest money will be forfeited to the Government.
3.4 The tender without earnest money deposit will be summarily rejected.
3.5 No. claim shall lie against the Government/Department in respect of erosion in the value of
interest on the amount of earnest money deposit or security deposit.
4. Preparation and Submission of Tender:
The tender should be submitted in two parts namely Technical bid along with the proof of
earnest money deposit (in forms given in Annexure-III) and commercial bid (In form given in AnnexureIV) and each should be kept in a separate sealed cover. Both the bids should be kept in another sealed
cover addressed to the undersigned. The outer envelope containing sealed cover should bear the
address, Tender No. and date, subject of tender, date and time of opening of the same. The inner
envelopes should be superscripted with Tender Number, subject of tender, whether the envelope is
containing “Technical Bid” or “Commercial Bid” and date of opening of tender. All envelopes containing
Technical Bid, Commercial Bid and other envelopes should contain address of the tenderer.
Page-3
5. Signing of Tender:
Individual signing the tender or other document connected with contract must specify whether
he sign as.
(a) A ‘sole proprietor of the concern or constituted attorney of such sole proprietor
(b) A partner of the firm, if it be a partnership firm, in which case be must sole proprietor has
authority to execute contracts on behalf of the firm and to arbitration disputes concerning duly
executed by the partners of the firm.
(c) Director or a principal officer duly authorized by the board or Directors of the company, If it is a
company.
NB.
(1) In case of partnership firm, a copy the partnership agreement, or general power of authority
duly attested by a Notary Public, should be furnished on stamped paper duly sworn or affirmed
by all the partners admitting execution of the partnership agreement or the general power of
attorney. The attested copy of the certificate of registration firm should also be enclosed along
with the tender.
(2) In case of partnership firms, where no authority to refer disputes concerning the business of
partnership firm has been conferred on any partner, the tender and all other related document
must be signed by all partner of the firm.
(3) A person signing the tender form or any document forming part of the tender on behalf of
another person should have an authority to do so, the Chief Postmaster General, Assam Circle
may prejudice, cancel the contract and hold the signatory liable for all costs, consequence and
damage under the civil and criminal remedies available.
(4) The tender should sign and affix his/her firms stamp at each page of the tender and all the
annexure as the acceptance of the offer made by the tender will be deemed as a contract and
no separate formal contract will be drawn. NO ANY PAGE SHOULD BE REMOVED/DETACHED
FROM THIS NOTICE INVITING TENDER. (This sub clause will not be applicable in case where
signing of a separate agreement is considered by the Department of posts as necessary.).
6. Technical Bid:
6.1 The technical bid should be submitted form given in Annexure-III along with the
demand draft or original receipt obtained for the deposit of Earnest money deposit in the UCR for
the amount indicated above along with full details of technical facilities for executing the work i.e.,
equipment, infrastructure etc. and associate security features, and any other information sought for
in the last section of the Annexure-II.
7. Commercial Bid
7.1 The commercial Bids should be submitted inform give in Annexure-IV in separate sealed
cover kept inside the main cover. The commercial Bids of the tenderers short-listed after evaluation
of technical Bids only will be opened on a specify day and time to be intimated to the respective
tenderer. A duly constituted tender evaluation committee (TEC) will evaluate the commercial Bids.
7.2 The rate quoted should be inclusive of all charges including loading, unloading,
transportation, taxes etc.
7.3 Terms of payment as stated in tender document shall be final.
7.4 At the time of payment of bills, the income taxes, if any, shall be deducted at source as
per Government rules and guidelines as may be prevailing at the time of payment.
7.5 Procurement of quantity of items may increase or decrease up to 25% as per
requirement.
Page-4
8. Validity of the Bids and tender :
The bids shall be valid for a period of 120 days from the date of opening of the tenders. This has
to be so specify by the tenderer in the commercial Bids,and tender shall remain valid for one year
from the date of acceptance of the successful bids.
9. Opening of Tender:
The tenderer is at liberty either himself or authorized not more than one representative
to be present at the opening of the tender on behalf of the tenderer who should bring with him a
letter of authority from the tenderer and proof of identification. On the date and time indicated in
the within “Schedule of Tender” only technical Bids will be opened and readout in the presence of
tenderer representatives.
10. Criterion for Evaluation of Tender:
The evaluation of tenders will be made first on the basic of technical information
furnished inform given Annexure-III and then on the basis of commercial information furnished in
from given in Annexure-IV the commercial Bids (Annexure-IV) of such firm found valid base on
technical parameters (as per Annexure-III) will be opened on the date, time and venue to be
announced after opening of the technical Bids. It must be kept in view that on decision will be given
by the tender evaluation committee or any inferences drawn during the meeting of this committee
by the tenderers or their representatives will be their own due ant the Department will not
responsible abide by the same. The reasons for selection or rejection of a particular tender will not
be disclosed. The award of work will be further subject to any specific terms and conditions of the
contract given in part-ii of Annexure-II of this NIT.
11. Right of acceptance:
11.1 The department of posts reserves all right to reject any tender including of those
tenderers who fail to comply with the instruction without assigning any reason what so ever and
does not bind itself to accept the lowest or any specific tender. The decision of department of posts
in this regard is final and binding.
11.2 Any failure on the part of the contractor to observe the prescribed procedure and
any attempt to canvass for the work will prejudice the contractors quotation.
12. Communication and Acceptance:
Successful tenderer will be informed of the acceptance of his tender. Necessary
instructions regarding the amount and time provided for security deposit will be communicated.
13. Time Schedule for completing of work:
The must be completed within a period of 1 month (30) days from the date of award of
work or as per schedule mentioned in part-II of Annexure-II.
14. Security Deposit:
14.1 The successful tender irrespective of registration status will have to deposit
performance security in cash in any post office/bank at the rate of 7.5% of contract value of work
within (5) days from the receipt of the letter issued for deposit of the security money.
14.2 The security deposit can be forfeited by order of the Department of Post in the
event of any breach or negligence or non-observance of any condition of contract or for
unsatisfactory performance or for non-acceptance of the work order. On expiry of the contract, such
portion of the said security deposit as may be considered by the Department of Posts sufficient to
cover any incorrect or excess payments made on the bills to the firm, shall be retained until the final
audit report in the account of firms bill has been received and examined.
Page-5
15. Penalty:
15.1 If the work is not complete within stipulated, a fine shall be imposed on the
tenderer at the rate of 2% per week of the value of work. In addition to above tender maybe
cancelled along with termination of the contract including forfeiture of security deposit.
15.2 In exceptional circumstances which are beyond the control of the supplier, further
extension for a period of 15 days may be granted.
15.3 If the work is suspended due to strike of workers, natural calamities or fire
accident. Department of Post shall have the power to get the work done elsewhere without
charging the contractor. No obligation will rest on Department of Post to pay for any portion of the
work undertaken before such a stoppage.
16. (A) In the event of contractor failing to observe or perform any of the conditions of the work
as set out therein or execute the work in good and workmen-like manner and to the satisfaction
of and by the time fixed by the Department of Posts:16 (A).1 It shall be lawful for the Department of Posts in its discretion in the former event to remove
or withhold any part of the work until such times as he may be satisfied that contractor is able to do
and will duly observe the said conditions and in the letter event to reject or remove as the case may
require any work executed otherwise than in a good and workman-like manner to the satisfaction of
the by time fixed by the Department of Posts and in both or either of the events aforesaid to make
such arrangements as he may think fit for the reproduction of the work so removed or work in lieu
of that so rejected or removed as aforesaid on account and at the risk of the contractor.
16 (A).2 Provided further that if in either event any excess cost be incurred by reason of the
difference between the prices and paid and the accepted rates Department of Posts may charge the
amount of such excess cost to the contractor and the same may at any time thereafter be deducted
from any amount that may became due to the contractor under this or any other contract or from
the security deposit or may be demanded of him to paid within seven days to the Department of
Posts.
16 (A).3 In the event of discovery of any error or defect due to the fault of the contractor at any
time after the delivery of goods ordered, the contractor shall be bound, if called upon to do so, to
rectify such error or defect at his own cost to the satisfaction of and within the time fixed by the
Department of Posts. In the event of the delivery of any defective work, which owing to urgency or
for any other reason cannot be wholly rejected the Department of Posts shall have the power to
deduct from any payment due to the contractor such sum as he may deem expendient.
16 (B) In the event of a work being wholly rejected, the Department of Posts may at its discretion.
EITHER
Permit the contractor to re-do the same within such time as he
may specify, at contractors own cost which shall include the cost of all sorts i.e. materials, labour,
overhand transportation etc.
OR
Arrange to get the additional work done elsewhere and by any other person or from any other
source then the amount of extra cost, if any, shall be recovered from the contractor.
Page-6
17. Insolvency etc.
In case event of the firm being adjudged insolvent or having a receiver appointed for it
by a court or any other order under the insolvency act. Made against them or in the case of a
company the passing any resolution or making of any order for winding up, whether voluntary or
otherwise, or in the event of the firm failing to comply with any of the conditions herein specified
the Department of posts shall have the power to terminate the contract without previous notice.
18. Breach of Term and Conditions:
In case of breach of any of terms and conditions mentioned above, the competent
Authority will have the right to cancel the work order without assigning any reason therefore and
nothing will be payable by the Department in that event and the security deposit shall also stand
forfeited.
19. Subletting of work:
The tenderer will not be allowed to assign or sublet the work or any other person. The
tender is not transferable, one tenderer should submit one tender.
20. Sample:20.1 Sample of each item should be supplied in a separately in sealed cover.
20.2 Samples should be equivalent to the quality mentioned in the specification.
20.3 samples should be supplied free of cost and in no case will be returned.
20.4 Tenders without samples are liable to be cancelled.
21. Terms of Payment:
21.1. No payment shall be made in advance
21.2. The Contractor shall submit the bill in triplicate on completion of full supply of the
items for sanction.
21.3. All payment shall be made by cheque only.
21.4 The Department of posts shall be at liberty to withhold any of the payment in full
or in part subject to recovery of penalties mentioned in preceding Para.
22. Arbitration:
If the difference arises concerning this agreement, its interpretation on the payment to
be made there under, the same shall be settled by mutual consultations and negotiations. If
attempts for conciliation do not yield any results within a period of 30 days, either of the parties
may make a request to the other party for submission of the dispute for decision by an arbitral
tribunal containing a sole arbitrator to be appointed by the Chief Postmaster General, Assam Circle,
Guwahati-1. Such request shall be accompanied with a panel of names of three persons to act as the
sole arbitrator. In case of such arbitrator refusing unwilling or becoming or incapable to act or his
mandate having been terminated under law, another arbitrator shall be appointed in the same
manner from the among the panel of three persons to be submitted by the claimant. The arbitration
proceeding shall take place at Guwahati and shall be conducted in English. The provision of
arbitrations and conciliation Act, 1996 and the rules framed there under and in force shall be
applicable to such proceedings
Page-7
Department of Posts: India
Tender No. SD/Uniform/2013—14
Dtd 29/01/2014
Annexure-II
Sub: Inviting sealed tender for supply of Shoes, Chappal and Umbrella
Part-I
Parameters and Technical specification for executing the work
SL No.
1(i)
(ii)
Name of the Item
Shoes for Gents
Shoes for Ladies
Specification
Shoes plain Black leather Full Chrome
Barbie pattern complete with less
Shoes plain Black leather Full Chrome
Barbie pattern complete with less
Size
5
6
7
8
9
10
116
386
537
346
108
14
4
5
6
7
8
9
1507
10
57
54
26
3
1
2(i)
Chappal for gents
Chappal plain Black Leather Full
Chrome line Uppers
5
6
7
8
9
10
(ii)
Chappal for ladies
Chappal plain Black Leather Full
chrome line uppers
4
5
6
7
8
9
Umbrella
Size- 533-8 ribs, Folding with plastic
handle and black cloth (water
proof).Curving handle for Gents &
round handle for Ladies.
3
Quantity
151
116
386
537
346
108
14
1507
10
57
54
26
3
1
151
Total- 1658 Nos
Gents =1507
Ladies = 151
Page-8
Part-II
Terms and condition Specific to the contract
1. The rate should be quoted both in words and figures inclusive of all taxes. No
correction/alternation or over writing shall be allowed in the tender.
2. The purchaser reserves the right to place further orders to the successful tenderer for
additional quantity of the same terms and rates quoted. Tenderer are bound to accept the order
for additional quantity during the currency of the contract i.e. “One year from the date of
approval of the tender.”
3. Delivery should be made at the premises of the Postal Stores Depot, Guwahati- Bamunimaidan781021 at the own cost and responsibility of the tenderer.
4. The purchases shall be entitled to recover 2% of the value for the delay supply of the
consignment for each week or part thereof.
5. In case of any deviation of the item, it may be rejected by the Acceptance Committee.
6. The document submitted in support of technical bid should be authenticated.
Documents required along with tender:(i)Firm registration certificate.
(ii) Up to date firm Trade License.
(iii)Up to date Income Tax Clearence Certificates .
(iv) PAN Card.
(v)Annual report or certificate from Bankers towards financial status for the year 2012-13.
(vi)Experience certificate , if any.
Department of Posts: India
Tender No. SD/Uniform/2013—14
Dtd 29/01/2014
Annexure-III
Page-9
Sub: Inviting sealed tender for supply of Shoes, Chappal and Umbrella
Tender Form-1 (Technical Information and undertaking)
1 Name of Applicant with address2 Name and nature of the concern3 Name of proprietor / partners in
respect of sole /partnership concern4 If it is a partnership company or firm,
give a copy of partnership deed with
a letter of authority from partners for
signing etc.-
5 Details of registration of Firm (enclose certificate)
6 Details of Trade license of Firm (enclose certificate )
7 Number of PAN CARD ( enclose a copy of PAN CARD)
8 Financial Status. (enclose balance sheet or Annual
report for 2012-13.)
9 Previous experience if any (enclose certificate)10 Samples are to be supplied. Whether supplied or not –
11 Each page of NIT and enclosure are to be signed
and stamped ( whether did or not )12 Particulars of Earnest Money Deposit Receipt No
Book No
Date of deposit
Date
Name of post office/Bank
Signature ofTenderer
With Stamp of the Firm
Amount(Rs)
Page-10
UNDERTAKING
1. I/We undertake that I/we have carefully studied all the terms and conditions and
understood the parameter of the propose work of the Department of Posts shall
abide by them.
2. I/We also undertake that I/We have understood parameter and technical
specification for conducting the work mentioned in Annexure-II of the tender and
shall conduct the work strictly as per those parameter and technical specifications
for conducting work.
3. I/We further undertake that the information given in this tender are true and
correct in all respect and we hold responsibility for the same.
4. I/We also undertake that the sample will be supplied at my own cost to the
authority (purchaser) in accordance with specifications given in Part-I of AnnexureII of the NIT. I shall be responsible for rejection/cancellation of contract if the
samples are not found up to the mark or for civil/criminal proceeding if the
material supplied is found substandard at a future date.
Date
Signature of tenderer
With stamp of the firm.
Page-11
Department of Posts: India
Tender No. SD/Uniform/ 2013—14
Dtd
Annexure-IV
29/01/2014
TENDER FORM-2 COMMERCIAL INFORMATIONS
Sub: Inviting sealed tender for supply of Shoes, Chappal and Umbrella
1. Particulars of work and rate offered.
Sl
No.
1 (i)
Name of items
Requirement
Shoes for Gents
1507 pairs
(ii)
Shoes for Ladies
151 pairs
2 (i)
Chappal for Gents
1507 pairs
(ii)
Chappal for Ladies
151 pairs
3
Umbrella
1507 gents
151 ladies
Rate per pair of chappal
In figure
In words
Amount
2. The rate quoted above will be inclusive of all kinds of incidental charges and all taxes,
transportation etc.
3. Any other information :-
Date
Signature of tenderer
With stamp of the firm.