Regional Office-Chandigarh, Bays 74-75, Sector 31

NHPC LIMITED
(A Govt. of India Enterprise)
Regional Office-Chandigarh, Bays 74-75, Sector 31-A,
Chandigarh
TENDER DOCUMENT
FOR
SUPPLY OF COMPUTER CARTRIDGES/TONERS
Registered Office: NHPC Office Complex, Sector-33, Faridabad (Haryana)
Page 1 of 18
CONTENTS
S. No.
Description
Page No.
1.
Cover Page
1-1
2.
Contents
2-2
3.
Notice Inviting Tender (Section-I)
3-4
4.
Instructions to the Tenderers – (Section-II)
5-7
5.
Annexures I to IV
8-16
6.
Terms & Conditions- (Section-III)
17-18
Page 2 of 18
SECTION-I
______________________________________________________
NHPC Limited
REGIONAL OFFICE -CHANDIGARH
Bays 74-75, Dakshin Marg, Sector 31-A,
Chandigarh – 160030
Tel.: 0172-2638072, 2651711
Fax: 0172-2651702
(A Govt. of India Enterprise)
Ref. No.NH/RO-Chd)/P&C/NIT/13-14/1241
Dated: 09.09.2013
Notice Inviting Tender
Sealed item rate Tenders are invited on behalf of NHPC Ltd. from manufacturers/ authorized
distributors/ dealers/ channel partners of HP/Canon/Panasonic/HCL/Samsung consumables for
the supply of below mentioned items:
S.No.
1
DESCRIPTION OF ITEM
Supply of Computer
Cartridges/ Toners
Estimated
Cost(Rs.)
4,08,097/-
Earnest
Money
deposit
(Rs)
8,200/-
Date of
start of
sale /
issue of
tender
Date of
receipt &
opening of
tenders
Receipt up
to 07/10/13
at
10/09/13 03:00PM &
opening on
07/10/13 at
03:30PM
Period of
supply
Within 30
days
Terms & conditions
1. Non-Transferable Tender documents for the above supply can be obtained from the O/o Chief
Engineer (P&C), Regional Office-Chandigarh, Bays 74-75, Sector 31-A, Dakshin Marg,
Chandigarh-160030 on payment of Rs.500/- in the shape of DD in favour of NHPC Ltd., payable
at Chandigarh. The Tender documents can also be downloaded from our website
www.nhpcindia.com, in which case the tender document cost of Rs.500/- shall have to be submitted
by the tenderer (in the shape of DD as above) during tendering in the envelop-1.
2. Tenders will be received in the office of Chief Engineer (P&C), Regional Office-Chandigarh, Bays
74-75, Sector 31-A, Dakshin Marg, Chandigarh-160030 on dates mentioned above up to 3:00 p.m.
and will be opened (Technical Bid) on the same day at 3:30 p.m. in the presence of bidders (or their
representative on submission of proper authority letter), who choose to be present. If the said day
Page 3 of 18
3.
4.
5.
6.
7.
for opening of tenders turns out to be a holiday, the next working day shall be considered as
opening day. The sealed tenders should be dropped in the Tender Box kept at the reception of the
office.
The Tenderer will keep his offer open for a period of 60 days from the date of opening of tenders.
The tender must be accompanied with EMD mentioned above and tender document cost (if
downloaded from the website) in shape of Demand Draft only, in favour of NHPC Ltd., payable
at Chandigarh.
Telegraphic, Conditional tenders and tender received later than the prescribed date & time will be
considered as non-responsive. Corporation shall not be responsible for any postal delay.
Tenders are to be submitted in two sealed envelopes (Envelope 1 & 2) contained in a larger third
envelope, clearly superscribing the NIT No. & Description of supply, on the envelope.
Envelope No.-1-Technical Bid shall contain:a) EMD,
b) Sales Tax/VAT Registration,
c) PAN no.,
d) Authorized dealership certificate,
e) Tender document cost (if downloaded from the website),
f) Tender document duly signed & stamped on each page and Annexure I to III duly filled
and
Envelope No.-2-Price Bid- shall contain only Price bid i.e. Annexure IV (Annexure IV-A to IV-E).
The Corporation shall have the right to reject any or all the tenders and will not be bound to accept
the lowest tender or give any reason for such decision.
Deputy Manager (P&C)
RO-CHANDIGARH
Bays-74-75, Sector-31-A,
Dakshin Marg,
Chandigarh–160030
Distribution:Internal:
1.
SPS to ED (RO-Chd.), Chandigarh for kind information of ED(RO-Chd.).
2.
Chief Engineer (Civil-CED), RO-Chd., Chandigarh.
3.
Chief Engineer (Civil-P&C), RO-Chd., Chandigarh.
4.
Chief (Finance), RO-Chd., Chandigarh.
5.
Chief (Human Resource), RO-Chd., Chandigarh.
6.
Notice board
7.
NHPC website at Corporate Office, Faridabad.
External:
1.
2.
3.
4.
5.
6.
7.
8.
Deputy Commissioner, Estate Office Building,Sec-17,Chandigarh.
Chief Engineer, Engineering Deptt.,Delux Building,Sec-9,Chandigarh.
SDM(Central), Estate Office Building,Sec-17,Chandigarh.
SDM(South),Hockey Stadium,Sports Complex,Sec-42,Chandigarh.
SDM(East),Industrial Area Phase-II,Chandigarh.
Chief Engineer(CPWD),CPWD,Kendriya Sadan,Sec-9A,Chandigarh.
Superintending Engineer(CPWD),CPWD,Kendriya Sadan,Sec-9A,Chandigarh.
Chief Engineer,Municipal Corporation,Secor-17,Chandigarh.
Page 4 of 18
SECTION - II
INSTRUCTIONS TO THE TENDERERS
1.
The tender documents can be purchased from our office on all working days during office hours or
can be downloaded from NHPC website www.nhpcindia.com
1.1
RECEIPT AND OPENING OF TENDERS
The last date of receipt of tenders is 07/10/13 up to 3:00 PM. Technical Bids will be opened on
the same day i.e. 07/10/13 at 3:30 PM in the presence of tenderers/ their representatives, who
choose to be present. Date and time of opening of price bid will be informed to qualified
bidders separately.
1.2
SUBMISSION OF TENDERS:
Tenderer shall submit their tender in two parts.
The first part shall contain EMD, detailed commercial/ terms & conditions mentioned in the
tender document and technical specification of the material offered. The sealed envelope shall
be super scribed as “PART-I-TECHNICAL SPECIFICATIONS, Terms & Conditions and
E.M.D”. In case tender document is downloaded from website tender document cost of
Rs.500/- in the shape of DD as mentioned above shall be enclosed in the technical bid.
The second part i.e. PRICE BID shall contain the detailed commercial prices of the offered
material. The sealed envelope shall be super scribed as “Part -II -PRICE BID”. The
Annexure-IV i.e. “Price Bid” contains five sub-Annexures and the bidders are requested to duly
fill and submit only those sub-Annexures for which they are Authorised as per Clause No.
4 of Section-III, Terms and Conditions.
At the top of both the envelopes the tenderer shall clearly mention the NIT no. and name of the
firm. Thus both the envelopes shall be put in third envelope and the outer envelope should bear
the reference of tender notice No. and name of the firm and the contents. The tenderer should
send their offer to Chief Engineer (P&C), Regional Office-Chandigarh, Bays 74-75, Sector
31-A, Dakshin Marg, Chandigarh-160030.
1.2.1
The sealed tenders should be dropped in the Tender Box kept at the reception of the Office and
the tender if sent by post should be sent by Registered post addressed to Chief Engineer
(P&C), Regional Office-Chandigarh, Bays 74-75, Sector 31-A, Dakshin Marg,
Chandigarh-160030 and acknowledgement be obtained, failing which the Corporation would
not be responsible for any misplacement/ loss of tender. Tenders received after the due date and
time of opening will not be considered in any case. The Corporation will not be responsible for
any postal delay.
1.2.2
Only detailed and complete offers received up to the date and time fixed for receipt of tenders
shall be considered. Telegraphic offers/ offers sent by fax/ incomplete offers/ conditional offers
and the offers received after the due date and time are liable to be rejected.
1.2.3
The rates shall be written in both words and in figures in Section -IV i.e. Schedule of
Quantities and Prices. A tenderer shall also show the total of each item, the total of each
Page 5 of 18
schedule and the grand total of the whole contract. Corrections, if any, shall be made by
crossing out, initialing, dating and rewriting. In case of conflict between the figures and words
in the rates, the latter shall prevail.
The rates should be firm and final with FOR destination - Regional Office-Chandigarh, Bays
74-75, Sector 31-A, Dakshin Marg, Chandigarh including packaging, freight, forwarding,
transit insurance and inclusive of all taxes. Excise Duty, Sales Tax, VAT and other levies, if
applicable, should be mentioned clearly; otherwise, it will be presumed that the same are
inclusive. The maximum discount be allowed and mentioned clearly in the offer.
1.3
EARNEST MONEY:
E.M.D. amounting to Rs. 8,200/- (Rs. Eight Thousand & two hundred only) in the form of
Bank Draft in favour of M/s NHPC Ltd., payable at Chandigarh must accompany the tender.
E.M.D. shall be returned to unsuccessful bidders after the finalization of tender. The tenderers
registered either with NHPC or with the National Small Industries Corporation Ltd. (N.S.I.C.),
under their “Single Point Registration Scheme” are exempted from furnishing the EMD. Firms
registered with the DGS&D are not exempted from depositing the EMD as aforesaid. In the
event of placement of an order, if the firm does not comply with accepted terms and conditions
of supply order, the Corporation reserves the right to forfeit the EMD submitted by the firm.
The tender not accompanied with the requisite earnest money are liable to be rejected.
The tenderer shall not be entitled during the period of validity of their offers, without the
consent in writing of the Corporation, to revoke or withdraw their tenders or vary in any respect
of their offer on any terms and conditions thereof. In case of a tenderer revoking or withdrawing
his tender or varying any terms and conditions in regard thereto without the consent of the
Corporation in writing, the Corporation, may at his discretion forfeit the earnest money
furnished by the tenderer alongwith his offer.
2.0
TENDER PERFORMA:
The tenderer should fill in the tender performa appended as Annexure-I herewith and furnish
the same along with the tender.
3.0
DEVIATION FROM SPECIFICATIONS:
Should a tenderer desire to depart in any respect from the provisions of this specification,
whether on account of manufacturing practice or any other reason, he must specifically mention
such departures in Annexure-III. The tenderer must explain in detail each and every departure
that he proposes to make. The intention is to adopt manufacturer’s standard equipment and
practice as far as possible but those standards must in all respect comply with the conditions and
requirements of this specification.
Except where any departure is specifically approved by the Engineer-in-charge, the provisions
of this specification shall prevail.
Page 6 of 18
4.0
GENERAL:
The cost of tender document (Rs 500/-) shall not be refunded under any circumstances,
whatsoever.
5.0
CONDITIONS FOR OPENING OF PRICE BID:
i. The tenders shall be opened on 07/10/13 at 3.30 PM by the authorized representatives of NHPC
in presence of the prospective tenderers or their authorized representatives who choose to
remain present. Envelope-I i.e. Technical Bid/ EMD shall be opened first. Envelop-II i.e. Price
Bid will be opened later in respect of those tenderers whose Technical Bid/ EMD is found
satisfactory.
If due date for opening of tenders as aforesaid is declared as holiday, tenders would be opened
at 3.30 PM on next working day.
Page 7 of 18
ANNEXURE-I
TENDER PROFORMA
(QUESTIONNAIRE TO BE FILLED BY TENDERERS)
(To be furnished/filled in by the tenderer )
Sl. No
1.
2.
3.
Description of information
Name of the firm
Nationality of the firm
Complete address of Regd./Head office
I) Postal
II) Telegraphic
III) Telephone no.
IV) Telex no.
V) FAX no.
VI) E-mail.
4.
5.
Former name of the firm (if any):
Type of the firm
I) Proprietary:
II) Partnership
III) Private Ltd. Co.:
IV) Public Ltd. Co.:
6.
7.
8.
9.
10.
11.
Year and Place establishment
The firm is a
I) Member of a group of companies
( if yes, give name, address,
Connections and description of
Other companies)
II) Subsidiary of large organization
(if yes, give full details of the
holding Company)
Are you registered with any Government
/ Public sector undertaking ( if yes,
give details) for supply of similar material
covered under the specifications.
In which other lines of business are you
financially interested?
Have your company ever been declared
bankrupt ( if yes, give details) ?
Do you intend to associate any other
organisation for the supplies/works you intend
to bid? If so, give full particulars thereof.
Also attach photocopies
Page 8 of 18
Replies by the tenderer
12.
of letters from such associates, giving
their consent to associate themselves
with your firm for executing resultant
P.O./Contract, if any.
Nature and amount of Earnest Money furnished.
13.
Delivery period quoted.
14.
Whether the Prices quoted are firm/variable:
15.
Whether quoted price are on Destination Site
or F.O.R. Destination Railway Station or
Ex-works basis.
16.
Have you quoted Freight charges,
applicable up to the destination Railway
Station/ site separately, in the tender ?
17.
Validity period of tender, reckoned from
the due date of opening tenders.
18.
Whether details of past experience are
furnished
19.
Whether all technical particulars,
drawing etc., are furnished and filled in all schedules,
appended to the tender documents.
20.
Rates of Central Sales Tax, Excise Duty etc. applicable on finished products (if concessional
rates of C.S.T./E.D. etc., are applicable, specify the same and attach documentary evidence in
support thereof)
Station : ________________
Date
: ________________
For & on behalf of ____________________
Signature
: ___________________________
Name
: ___________________________
Designation
: ___________________________
(of the authorized representative of the tenderer)
Official Seal of the Company:
Page 9 of 18
ANNEXURE- II
ECS - Form
NHPC Limited
ELECTRONIC CLEARING SERVICE (CREDIT CLEARING)
(PAYMENT TO PARTIES THROUGH CREDIT CLEARING MECHANISM)
No. :
1. BIDDER’S NAME
: _______________________________________
2. ADDRESS
: _______________________________________
_______________________________________
_______________________________________
a) Phone/ Mobile No.
: _______________________________________
3. PARTICULARS OF BANK ACCOUNT
:
a) BANK NAME
: _______________________________________
b) ADDRESS
: _______________________________________
Telephone No.
: _______________________________________
c) IFSC CODE OF THE BANK
:
(For payment through RTGS)
(Cancelled cheque to be submitted)
d) ACCOUNT TYPE
:
(S.B. Account/ Current Account or/
Cash Credit with code 10/11/13)
e) ACCOUNT NUMBER
:
_______________________________________
(As appearing on the Cheque Book)
I hereby declare that the particulars given above are correct and complete. If the transaction is delayed or
not effected at all for reasons of incomplete or incorrect information, I would not hold the user Company
responsible.
(------------------------------)
Date :
Signature of the
Bidder
Certified that the particulars furnished above are correct as per our records.
(Bank’s Stamp)
(------------------------------)
Signature of the Authorized
Official from the Bank
Date:
Page 10 of 18
Annexure-III
DEVIATIONS FROM SPECIFICATION
S.No
Details of Deviations
Reference to Clause No. 4.0 of Instructions to
Tenderers
Signature of tenderer
Page 11 of 18
Annexure IV
SCHEDULE OF QUANTITY AND PRICES
Annexure -IV (A)
S.No Printer Name
1
HP Printer 3745 &
3420
HP Printer 3900
2
3
4
5
HP Printer 1120 &
1220
HP PSC 1210
HP LJ 1160
Cartridge No.
Unit
Qty
Cartridge HP 27
Cartridge HP 28
5
5
Cartridge HP 21
Nos.
Nos.
Nos.
Cartridge HP 22
Cartridge HP 45
Cartridge HP 78
Cartridge HP 56
Cartridge HP 57
Toner HP 49A
Nos.
Nos.
Nos.
Nos.
Nos.
Nos.
1
15
10
8
8
3
Rate
(Rs.)
Amount (Rs.)
2
Total
Taxes @.........
Grand Total
Note: Only Authorised distributor/ dealers/ channel partners of HP products should fill and
submit this Annexure
Page 12 of 18
SCHEDULE OF QUANTITY AND PRICES
Annexure -IV(B)
S.No. Printer Name
1
2
3
4
5
6
Cartridge
No.
Canon Printer
Canon CL 40
MX308
Canon CL 41
Canon Printer D520 Toner 328
Canon Printer D4320 Toner FX9
Canon Printer
Canon 810
MP497
Canon 811
Canon Printer
Toner 316B
LPB5050
Toner 316C
Toner 316M
Toner 316Y
Canon Printer
Canon 98
Canon 88
Unit
Qty
Nos.
Nos.
Nos.
Nos.
Nos.
Nos.
Nos.
Nos.
Nos.
Nos.
Nos.
Nos.
36
24
26
7
4
3
4
4
4
4
3
2
Rate
(Rs.)
Amount (Rs.)
Total
Taxes @..........
Grand Total
Note: Only Authorised distributor/ dealers/ channel partners of Canon products should fill and
submit this Annexure
Page 13 of 18
SCHEDULE OF QUANTITY AND PRICES
Annexure -IV (C)
S.N
o
1
2
Printer Name
Cartridge No.
Unit
MB772
Set
(comprising
of 3 toners)
Nos.
Panasonic Fax Toner
Panasonic Phtocopier
Panasonic
DQ-TU10J
Qty
Rate
(Rs.)
Amount (Rs.)
6
6
Total
Taxes @..........
Grand Total
Note: Only Authorised distributor/ dealers/ channel partners of Panasonic products should fill
and submit this Annexure
Page 14 of 18
SCHEDULE OF QUANTITY AND PRICES
Annexure -IV (D)
S.No Printer Name
Samsung CLP 326
1
Cartridge No.
Unit
Qty
CLT - C4073S
CLT - M4073S
CLT -Y4073S
CLT - K4073S
Nos.
Nos.
Nos.
Nos.
2
2
2
3
Rate
(Rs.)
Amount (Rs.)
Total
Taxes @...........
Grand Total
Note: Only Authorised distributor/ dealers/ channel partners of Samsung products should fill
and submit this Annexure
Page 15 of 18
SCHEDULE OF QUANTITY AND PRICES
Annexure -IV (E)
S.No Printer Name
1
HCL Toshiba E-studio
250 Toner
Cartridge No.
250 Toner
Unit/Nos. Qty
Reqd.
Nos.
3
Rate
(Rs.)
Amount (Rs.)
Total
Taxes @..........
Grand Total
Note: Only Authorised distributor/ dealers/ channel partners of HCL products should fill and
submit this Annexure
Page 16 of 18
SECTION - III
TERMS AND CONDITIONS
1.
PRICES:
Prices should be firm and final F.O.R. destination i.e. Regional Office-Chandigarh, Bays 7475, Sector 31-A, Dakshin Marg, Chandigarh-160030. In case the bidder does not indicate
clearly whether the prices are firm or not, then the quoted prices shall be deemed as firm &
final. Overwriting should be avoided in the quotation. Excise duty, sales tax and other levies if
applicable, should be indicated clearly with their present rates. In case applicable taxes, duties
etc., are not indicated clearly in the quotation, it would be assumed that the same are included
and rates are F.O.R. destination basis.
2.
DELIVERY:
The material preferably should be delivered from ready stock. However, the supplier can quote
minimum delivery period. But maximum delivery period is 30 days from the date of issuance of
Supply Order.
VALIDITY:
The rates should be valid for 60 days from the date of opening of the tender.
AUTHORISATION OF MANUFACTURER:
The supplier, if other than manufacturer, shall submit a certificate of being an authorised
distributor/ dealers/ channel partners of manufacturer for all the material to be supplied by
him.
PAYMENT:
100% payment shall be made within 15 days online through RTGS/NEFT after delivery of the
material under good condition at the destination and successful inspection by the authorized
representative of NHPC Ltd. The contractor is requested to submit ECS form (Annexure –II)
duly authorized by banker.
3.
4.
5.
6.
DISCOUNT:
Discount if any should be clearly indicated in the offer.
7.
PRODUCT SPECIFICATIONS:
Tenderer should confirm that the supply to be offered confirm strictly to relevant technical
specifications as per description in Annexure-IV.
8.
INSPECTION:
Pre-dispatch inspection of material shall be carried out by the authorised representative of
Regional Office-Chandigarh, for which the supplier shall inform to the Chief Engineer (P&C)
well in advance.
UNDERTAKING BY SUPPLIER:
The supplier shall furnish an undertaking on his letterhead that the Cartridges/ Toners/
Consumables are original items supplied by manufacturer and are not duplicate/ refilled
versions.
GUARANTEE/ WARRANTY CERTIFICATE:
The material on order should be warranted against any manufacturing defect/ inadequate
design/ poor workmanship as per manufacturer’s Policy. In the event of occurrence of any
defect in material due to inadequate design/ poor workmanship during guarantee/ warranty
9.
10.
Page 17 of 18
period, the same shall be replaced/ made good by the supplier at site free of cost including the
cost of transportation, packing etc. A warranty certificate in this regard should be accompanied
with other dispatch documents.
11.
12.
DELAY IN DELIVERY
If the supplier fails to supply the material within the stipulated delivery period as mentioned in
Clause 2 above, the supplier shall be liable to pay a penalty @ 0.5% (half percent) per week or
part thereof subject to a maximum of 5% (five percent) of the value of undelivered portion of
supply. In case no item is supplied by the supplier even after a period of 30 days, the
corporation reserves the right to terminate the order and forfeit the EMD.
DISPATCH DOCUMENTS:
The firm is required to submit the following documents along with the material to the
consignee:
a.
Bill (in triplicate)
b.
Guarantee/ Warranty certificate (as per Clause No.10 above )
13.
14.
CONSIGNEE:
Chief Engineer (Stores), Regional Office-Chandigarh, Bays 74-75, Sector 31-A, Dakshin Marg,
Chandigarh.
GENERAL:
i)
NHPC Ltd. i.e the purchaser, reserves the right to reject or accept any tender without
assigning any reason or to place the order for part or full quantity.
ii)
The quantity of material as mentioned in the schedule of quantity can be increased or
decreased without assigning any reason.
iii)
Unless mentioned in contrary, it will be assumed that all the terms and conditions
mentioned in this enquiry are acceptable.
iv)
The goods on order shall be packed suitably. Special care shall be taken by the supplier
for the packing of the fragile material so that no loss should occur to the material on
transit.
Deputy Manager (P&C)
____________________
(Supplier's signature)
Page 18 of 18