भारतीय डाक विभाग
DEPARTMENT OF POSTS, INDIA
O/o Superintendent, Postal Stores Depot
Bamunimaidam, Guwahati 781021
Telefax: 0361-2557276, email: [email protected],
[email protected]
NOTICE INVITING TENDER
Sealed Tenders are invited by the undersigned on behalf of the President of India for
procurement of “Leather Cash Bag for use by the post offices” from the interested registered firms /
contractors. The method of submission of tender, amount of earnest money, performance Security etc. to
the contract have been mentioned in the General Terms & Condition of Annexure-I. The work is to be
performed strictly as per parameters and technical specifications given in Part-I 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/Tender/ L.C.Bag/ 2014-15
Dated 12.08.2015
Name of work: - Procurement of various types of Leather Cash Bag.
Date & Time from which Tender paper will be issued:13/08/2015 from 10.00 hrs.
Last date & Time of Issue of Tender Paper: 07/09/2015 upto 16.00 hrs.
Last date and Time of Receipt of Tender: 08/09/2015 upto 11.00 hrs.
Date & Time Opening of Tender: 08/09/2015 at 11.30 hrs.
Estimated value of the Work: Rs.9,58,842.00 (Rupees nine lakhs fifty eight thousand eight
hundred forty two) only.
Amount of Earnest Money: --Rs. 23,971.00 (Rupees twenty three thousand nine hundred seventy
one) only.
Venue for opening of Tender: --O/o the Superintendent, Postal Stores Depot, Guwahati -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 1600 hrs. upto 07.09.2015 on submission of UCR Receipt provided by any
post office against deposit of Rs.500.00 (Rupees Five hundred ) only (Non- refundable) being the value
of Tender Form. The tender Form may also be downloaded from website (www.eprocure.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. The firm who registered with DGS & D, N.S.I.C., Govt. Co-Operative Society and
Khadi & Village Industries Board are exempted from cost of tender paper .
4. The tender 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 the Supdt, PSD,
Bamunimaidam, Guwahati, -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.Ali)
Superintendent
Postal Stores Depot, Guwahati-21
DEPARTMENT Of POSTS: INDIA
Tender No. SD/ Tender/ L.C.Bag /2014-15
Page -2
Dtd 12.08.2015
ANNEXURE-I
GENERAL TERMS & CONDITIONS
Sub:- Inviting Sealed Tender for procurement of various types of Leather Cash Bag.
1. Parties :The parties to the contract are the contractors (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.
2. Addresses:For all purposes 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 to the Department of Posts. The
contractor shall be solely responsible for the consequence of any omission or error to notify the change
of address in the aforesaid manner.
3. Earnest Money :3.1. Earnest Money of Rs. 23,971.00 (Rupees twenty three thousand nine hundred
seventy one) only must be deposited by bidders in any Post Office, and original receipt provided by the
Post office in token of having received the amount should be submitted along with the tender. The
firms registered with DGS&D, NSIC, Government Co-operative society are exempted from submission of
earnest money.
3.2. No request for transfer of any previous deposit 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 or modify the terms and
conditions thereof. In case the tenderer fails to observe and comply with the stipulation made herein or
backs out after quoting the rates, the aforesaid amount of earnest money will be forfeited to the
Government.
3.4. No claim shall lie against the Government/Department in respect of erosion in the
value of interest on the amount of earnest money deposit.
4.Preparation and Submission of Tender:The tender should be submitted in two parts namely Technical bid (in form given in
Annexure-III ) along with the proof of earnest money deposit and commercial bid (in form given in
Annexure-IV) and each bid 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 should
contain the address of tenderer.
Page-3
5. Signing of Tender:
Individual signing the tender or other documents connected with contract must specify whether he signs 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 contract on behalf of the firm and to refer to arbitration disputes concerning the business of
the partnership either by virtue of the partnership agreement or a power of attorney
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.
N.B.
(1) In case of partnership firm, a copy of the partnership agreement, or general power of attorney 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 documents must be signed by all partner
of the firm.
(3) A person signing the tender form or any documents forming part of the tender on behalf of another person
should have an authority to bind such other person and if, on inquiry it appears that the persons so signing
had no 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 damages under the civil and criminal remedies
available.
(4) The tenderer should sign and affix his/her firms stamp at each page of the tender and all its annexure as the
acceptance of the offer made by the tenderer will be deemed as a contract and no separate formal contract will
be drawn.
(5) No any page should be removed /detached from this notice inviting tender.
6. Technical Bid:
The technical bid should be submitted in form given in Annexure-III along with the original receipt obtained for
the deposit of Earnest Money indicated above along with full details of technical facilities for executing the work
sought for in the last section of the Annexure-II.
7. Commercial Bid:
7.1. The commercial bid should be submitted in form given in Annexure-IV in a separate sealed cover be
kept inside the main cover. The commercial bids of the tenderers short-listed after evaluation of technical bids
only will be opened on a specified date 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 the tender document shall be final.
7.4. At the time of payment of bills, the income tax, if any, shall be deducted at source as per Government
rules and guidelines as may be prevailing at the time of payment.
.
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 and the tender
shall remain valid for a period of one year from the date of acceptance of the successful bid.
9. Opening of Tender:
The tenderer is at liberty either himself or authorize 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 “Schedule of Tender” only technical
bids will be opened and readout in the presence of tenderers /representatives.
10. Criterion for Evaluation of Tenders:
The evaluation of the tenders will be made first on the basis of technical information furnished in form
given in Annexure-III and then on the basis of commercial information furnished in form given in Annexure-IV and
specification given in Annexure-II.
The commercial bids in respect of tenders qualified technically, will be opened on the date, time and
venue to be announced after opening of the technical bid. It must be kept in view that no 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 view and the Department will not be responsible and 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 this NIT.
11. Right of Acceptance:
11.1. The Department of Posts reserves all right to reject any tender including those tenderers who fail to
comply with the instructions without assigning any reason whatsoever 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 of 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 supply :The supply of the items must be completed within a period of 60 days from the date of receipt of the
work order as mentioned in Part-II of Annexure-II.
14 Security Deposit:14.1 The successful tenderer irrespective of registration status will have to deposit performance security in
cash in any post office at the rate of 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 Posts in the event of any breach or
negligence or non-observance of any condition of contract or for unsatisfactory performance or for nonacceptance 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 on the account of firms bill has been received and examined.
14.3 The Security Deposit should remains valid for a period of 60 days beyond the date of completion of
contractual obligations and warranty obligation.
Page-5
15. Penalty
15.1 If the work is not completed within stipulated time, a fine shall be imposed on the tenderer at
the rate of 0.5% per week of the value of work. In addition to above tender may be cancelled along
with termination of the contract including forfeiture of security deposit.
15.2 In exceptional circumstances which is 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 Posts to pay for any portion of the work undertaken before
such a stoppage.
16 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-likemaner 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
and 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 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 be paid within seven days to the credit of 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 timeafter
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 expedient.
16(B) If the items (forms) supplied are found sub-standard, it should be replaced within 15 days from
the date of rejection and the additional cost if any to be burned by the supplier
Page-6
17. Insolvency etc.
In the 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 Terms 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 or any
other party .The tender is not transferable, one tenderer should submit one tender.
20. Sample:20.1. At least one piece of sample of each item should be supplied in a sealed cover separately
Keeping in view of the following points(i) Sample should be equivalent to the quality mentioned in the specification.
(ii) Sample should be supplied free of charge and no case it will be returned.
(iii) 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 on completion of full supply of the items for sanction of
the amount of bill and passing the bill for payment.
21.3. All payments 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-781001. 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 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/ Tender/ L.C.Bag /2014-15
Dtd 12.08.2015
ANNEXURE-II
PARAMETERS AND TECHNICAL SPECIFICATION FOR EXECUTING THE WORK
Sub:- Notice Inviting Sealed Tender for procurement of various types of Leather Cash Bag.
Part-I
Sl.
No.
1
(Parameters and Technical Specification for executing the work)
Requirement
Name of the items
Specification
as quantity
2
3
4
Sample to be
attached /given
along with the
tender ( YES/NO)
5
1
Leather Cash Bag Leather Cash Bag No.1 (L-16 ) – Reverted 1059 bags
No.1 (L-16 )
L.C. Bag of size 229 x 152 mm. Made from
229x 152 mm.
harness leather (in natural colors) conforming
to DG S& D Drawing No. 17131/ 1, IS 5801973.
YES
2
Leather Cash Bag Leather Cash Bag No.2 (L-15 ) – Reverted 2382 bags
No. 2 (L-15 ) 355x L.C. Bag of size 355 x 229 mm. Made from
229 mm.
harness leather (in natural colors) conforming
to DG S& D Drawing No. 17131/ 1, IS 5801973.
YES
3
Leather Cash Bag Leather Cash Bag No.3 (Special) – Reverted 434 bags
No.3
(Special) L.C. Bag of size 457 x 305 mm. Made from
457x 305 mm.
harness leather (in natural colors) conforming
to DG S& D Drawing No. 17131/ 1, IS 5801973.
YES
Page-8
PART-II
Terms and Conditions 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 upto 25% at the same terms and rates quoted. Tenderers are bound to accept the order for
additional quantity during the currency of the contact. 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 a the own cost and responsibility of the tenderer.,The supply of the items must be completed
within a period of 60 days from the date of receipt of formal supply order.
4. The purchaser shall be entitled to recover 0.5% of the value for the delay supply of the
consignment for each week or part thereof.
5 The documents submitted in support of technical bid should be authenticated.
6. In case of any deviation the items may be rejected by the acceptance committee.
Documents required along with tender:(i)Firm registration certificate.
(ii) Up to date VAT/ Sales Tax Clearance Certificates.
(iii)Up to date Income Tax Return/Clearance Certificates.
(iv) PAN Card.
(v)Annual report or certificate from Bankers towards financial status for the year 2014-15.
(vi)Experience certificate , if any.
Page-9
DEPARTMENT OF POSTS : INDIA
Tender No. SD/ Tender/ L.C.Bag /2014-15
Dtd 12.08.2015
ANNEXURE -III
Tender Form-1 ( Technical information and undertaking )
Sub:- Notice Inviting Sealed Tender for procurement of various types of Leather Cash Bag.
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. Number of PAN CARD ( enclose a copy of PAN CARD)
7. Financial Status.( enclose certificate or Annual
report for 2013-14.)
8. Up to date Income Tax Clearance Certificate
( Enclose upto date Income Tax Return )9. Previous experience if any ( enclose certificate )10. Samples are to be supplied. Whether supplied or not –
11. Whether each page of NIT and each enclosure have been signed
and stamped ?( yes/no )12. Particulars of Earnest Money Deposit Receipt No
Dated
Book No
Date of deposit
Name of post office
Amount(Rs)
Signature of Tenderer
With Stamp of the Firm.
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 and shall abide by them.
2. I/We also undertake that I/We have understood parameter and technical
specifications 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 being supplied with Technical bid
are in accordance with specifications given in Part-I of Annexure-II of the
NIT and I shall be responsible for rejection/cancellation of contract if the
sample are not found up to the mark or for civil/criminal proceedings if the
material supplied is found substandard or not accordance with the sample
furnished along with the tender at a future date.
Date
Signature of tenderer
with Stamp of the Firm.
DEPARTMENT OF POSTS: INDIA
Page-11
Tender No. SD/ Tender/ L.C.Bag /2014-15 Dtd 12.08.2015
Annexure-IV
TENDER FORM-2 (COMMERCIAL INFORMATIONS)
Subject- Inviting Sealed Tender for procurement of various types of Leather Cash Bag.
1. Particulars of work and rate offered for procurement of Leather Cash Bag.
Sl
no.
1
Name of the item
Quantity
2
Leather Cash Bag No. 2382 Bags
2 (L-15 ) 355x 229
mm.
3
Leather Cash Bag 434 Bags
No.3 (Special ) 457x
305 mm.
Rate
In figure
(per bag) in Rs.
In words
Amount
Rs.
in
Leather Cash Bag 1059 Bags
No.1 (L-16 ) 229x
152 mm.
2. The rate quoted above will be inclusive of all kinds of incidental charges and all taxes,
transportation cost etc.
3. In case of variation of amount between figures and words, the amount written in words will
be taken into account.
4. Any other information:-
Date: Signature of tenderer
With stamp of the firm.