PEC University of Technology, Chandigarh

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1 PEC University of Technology, Chandigarh To Memo No. PEC/DDO/SO/SKG/ Dated: Chandigarh the: Subject: Limited Tender. Limited tenders are hereby invited in respect of purchase of printing of College Souvenir as per details/ specifications given in the tender document on Institute website. The duly signed quotations superscribed as Tender for printing of College Souvenir may be sent in a sealed cover with wax/transparent fixing tape so as to reach this office on or before at PM. These will be opened on at AM in the presence of the tenderers or their representatives who may wish to be present. The quotations should be accompanied by earnest money deposit of Rs.10,000/- in shape of Bank Draft in name of Director PEC University of Technology, Chandigarh and terms & conditions duly signed by bidder. Note:- The complete tender document may be downloaded from the Institute website i.e. Assistant Controller (F&A) PEC University of Technology Chandigarh

2 1. Invitation for Bids SECTION-I 1. The PEC University of Technology Chandigarh proposes for printing of College Souvenir 2016 (B.E. & M.E.) at PEC University of Technology Chandigarh. The PEC University of Technology is looking for printers who have experience in printing field. 2. Tenderer s are advised to study all aspects, instructions, forms, terms and specifications carefully in the tender document. Failure to furnish all information required in the Tender document will be at the tenderer s risk and may result in the rejection of the bid. 3. Sealed offer should be submitted to Director, PEC University of Technology, Sector 12, Chandigarh, not later than the date and time laid down, at the address given in the schedule for invitation to Tender under Clause 1.10 of Section I. 4. All bids must be accompanied by a refundable earnest money/bid security of Rs.10,000/- (Rs. Ten Thousand only) in the form of A/c payee Bank Draft / Bankers Cheque/Fixed deposit receipt drawn from a scheduled bank in favour of the Director, PEC University of Technology, Chandigarh, payable at Chandigarh. 5. This tender document is not transferable. The categories of items and quantity indicated in the Tender Document are tentative, PEC reserves the right to increase or decrease the quantity or delete some or all of the items depending on the needs of the Department/ University without assigning any reasons. 6. The tenderer should indicate specifically the Basic Price, Taxes/Excise duty, other duties (if any), and levies chargeable. No additional information will be entertained after due date. 7. The tenderers are required to quote price in Indian Currency only. 8. The tenders will be opened on the date and time indicated in the presence of tenderers, if any, present on the occasion. If the date of opening is declared to be a holiday the tenders will be opened on the next working day at the same time. 9. Payment of bill will be made on receipt of material as per purchase order through crossed account payee Cheque. 10. Schedule for Invitation to Tender A) Address at which tender is to be submitted: Director PEC University of Technology, Sector 12, Chandigarh B) Date and time for receipt of Tender: at 4.00 PM C) Date, time and place of opening the tender document:- Date: Time: AM Place: Committee Room (Adjoining to the Director s office) PEC University of Technology, Sector 12, Chandigarh D) Date till which the tender is valid: 01 year from the opening of tender. E) PEC University of Technology shall not be responsible for any postal delay about no receipt/non- delivery of the documents.

3 SECTION-II Procedure for submission of Bids It is proposed to have Two Bid System for this tender. (i) (ii) Technical Bid Financial Bid 1. Technical Bid would be evaluated as per tender s terms and conditions. Technical bid should be covered in a separate sealed cover suprescribing the words Technical Bid as per Section- III. 2. Financial Bid shall be submitted separately in sealed cover. 3. The Earnest Money/bid security should be in a separate sealed envelope indicating the amount, tender notice number and due date and enclosed with the technical bid. 4. All the above documents viz. Technical Bid cover, Financial Bid Cover and Earnest money cover prepared as above are to be kept in a Big single cover super scribed with Tender for printing material. 5. The cover thus prepared should also indicate clearly the name and address of the tenderer to enable the Bid to be returned unopened in case it is declared late. 2. Cost of Tender The tenderer shall bear all costs associated with the preparation and submission of its Bid, including the cost of presentation for the purpose of clarification of the bid, if so desired by the client and the client will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the Tendering Process. 3. Clarification of Tender Document A prospective tenderer requiring any clarification of the Tender Document may notify the client in writing not later than 07 working days prior to the last date for the receipt of bids prescribed by the Client. 4. Amendment of Tender Document 4.1 At any time prior to the last date for receipt of bids, the client may for any reason, whether at its own initiative or in response to a clarification requested by a prospective Tenderer, modify the Tender Document by an amendment. 4.2 The amendment will be notified on the website of the university In order to afford prospective Tenderers reasonable time in which to take the amendment into account in preparing their bids, the Client may, at its discretion, extend the last date for the receipt of the Bids. 5. Language of Bids The bids prepared by the Tenderer and all correspondence and documents relating to the bids exchanged by the Tenderer and the Client, shall be written in English language, provided that any printed literature furnished by the Tenderer may be written in another language so long as accompanied by an English translation in which case, for purposes of interpretation of the bid, the English translation shall govern.

4 6. Documents comprising the Bids 6.1 The Bids prepared by the Tenderer shall comprise of following components: I. Bid be furnished as per the format for technical specification (Section III). II. Technical literature for each product/service, covering full technical specifications. III. Maximum educational discount as could be offered should be mentioned.

5 SECTION-III Specification of printing material Sr.No Name of the item Specifications Qty. tentative 1 College Souvenir B.E Each copy contains 275 pages of A4 size, 130 GSM with multicolor printing including separation pages - Hard Bound Binding - Multicolor printing of front and back side of jacket/cover on 170 GSM glossy finish paper and lamination Printing material will be supplied in the form of Soft Copy in a CD/DVD College Souvenir M.E Each copy contains 250 pages of A4 size, 130 GSM with multicolor printing including separation pages. - Hard Bound Binding - Multicolor printing of front and back side of jacket/cover on 170 GSM glossy finish paper and lamination - Printing material will be supplied in the form of Soft Copy in a CD/DVD Rates should be submitted in the following format:- Items Basic Price Duties, Sales or Service Taxes etc. FOR PEC Items Basic Price Duties, Sales or Service Taxes etc. Total Cost (Inclusive of Service, Sales Tax etc.)

6 SECTION-IV GENERAL TERMS AND CONDITIONS 1. Rates should be quoted F.O.R. PEC University of Technology, Sector 12, Chandigarh and should include all freight charges, postage, packing, cartage duties etc. Sales tax to be indicated separately. 2. Conditional quotations will be rejected summarily without any intimation. Therefore, no extra condition should be inserted in the quotations. 3. Bid security earnest money amounting to Rs.10,000/- (Rs. Ten Thousand only) will be taken from the prospective bidders in the form of account payee Demand Draft/ Banker s Cheque / Fixed Deposit Receipt. Suppliers registered with Director General of Supplies & Disposals (DGS&D) and National small industries corporation (NSIC) are exempted from bid security. Tender without earnest money shall be considered unresponsive and rejected. The EMD of successful bidder will be treated as performance security and will be release after the contract is over. 4. Performance of Security: i) The successful bidder shall submit a performance security equivalent to 5% of the total value in the form of an account payee Demand Draft or fixed deposit receipt from a Commercial Bank or Bank Guarantee from a Commercial Bank as per Annexure- II in favour of Director PEC University of Technology payable at Chandigarh. The validity of the bank guarantee shall cover the warranty period plus two more months as mentioned in the warranty clause. ii) iii) The proceeds of the performance security shall be payable to the PEC University of Technology, Chandigarh as compensation for any loss resulting from the contractor s failure to complete its obligations under the contract. The performance security will be discharged by PEC University of Technology, Chandigarh not later than sixty (60) days following the date of completion of the contractor s performance obligations including warranty obligations, under the contract. 5. The rates quoted should be valid for a period of one year from the date of opening of quotation. The quantities of items given in lists are tentative and can vary upon actual requirement. 6. No revision of rates will be allowed except taxes/charges levied by the central/state duly notified only. 7. No advance payment will be made. Payment will be released after satisfactory receipt of printing material and production of bill (in duplicate) in name of Director PEC University of Technology, Chandigarh. 8. Firm who have been blacklisted by Central/ State Govt/UT Govt./any Govt/Authority/PEC University of Technology are not eligible to quote. An affidavit as per Annexure- I shall be submitted duly attested by the Magistrate or Notary Public. 9. The printing material should be supplied within 03 weeks of the issue of Purchase Order failing which per month of the total order will be imposed upon the firm.

7 10. EMD of the successful firm will be forfeited in case of the material supplied is not as per specifications or inferiors quality and if firm violates any of the terms & conditions. 11. All disputes will be subject to Chandigarh Jurisdiction and will be interpreted under Indian Law. 12. The Director PEC University of Technology reserves to himself the right of rejecting any or all the quotations without assigning any reason. 13. The bidder will not be permitted to alter/modify their bids after the expiry of the dead line for receipt of bids. 14. Bids received after the due date will not be accepted. PEC University of technology shall not be responsible for any postal delay about non receipt/ non delivery of documents. 15. Firm will be entirely responsible for any damage or loss done to the printing material in the transit, the firm will lodge, all the complaints regarding damage done in the transit and shall bear all the expenses. 16. Full payment will be made to the company/firm only after the receiving of material in good condition. 17. Form D will not be issued. 18. The companies/firms quoting the items should have local office in tricity i.e. Chandigarh, Panchkula and Mohali. 19. The printers should have annual turnover of not less than Rs lacs during each of the last 03 financial years. The firm should also attach documentary proof of Rs lacs turnover. 20. The bidders shall submit a proof of PAN No. 21. The goods will be accepted only after inspection at this Department/Section. If not found suitable according to the specification, the same will be returned at the own cost and risk of the supplier. Acceptance of the terms and conditions The terms and conditions of this tender document are acceptable to me/us. Date:- Signature of tenderer

8 PEC UNIVERSITY OF TECHNOLOGY, CHANDIGARH Check list of Technical Bid for the Printing works Sr. No. Technical bid requirement 1. Whether the firm have annual turnover of not less than Rs lacs during each of the last 03 financial years, sporting document enclosed? Document attached 2. Whether proof of PAN No. attached? 3. Whether Earnest Money Deposit in the form of payee Demand Draft/ Banker s Cheque / Fixed Deposit Receipt drawn on any scheduled bank in favour of Director, PEC University of Technology payable at Chandigarh has been submitted? The amount of EMD shall be Rs.10,000/- (Rs. Ten Thousand only) 4. Whether office of the firm located in the tricity (Chandigarh, Mohali, Panchkula)? 5. Whether the rates are valid for one year? 6. Whether acceptance of terms and conditions as per Section IV of the tender document has been signed? 7. Whether the tender has been submitted as per two bid system? 8. No advance payment will be made by PEC University of Technology, Chandigarh. Do you agree? 9. Do you agree to provide rates of items for PEC University of Technology, Chandigarh. 10. Are the samples of paper/material is enclosed with technical bid. Place: Dated: Signature of Tenderer: Full Name of Tenderer Address:

9 Annexure - I DECLARATION 1. I/ We have carefully gone through all the conditions mentioned in the Bid Document and solemnly declare and affirm that I/ we will abide by any penal action of PEC UNIVERSITY OF TECHNOLOGY, CHANDIGARH for disqualification or of black listing or determination of contract or any other action as deemed fit, taken by, the Department against me/us, in the event of any of the contents of our this application, the statements, documents, and certificates produced by me/us have been found/declared to be false/fabricated without any liability on PEC UNIVERSITY OF TECHNOLOGY, CHANDIGARH. 2. I/ We hereby further declare that the Tender has been completed and submitted by us in the manner prescribed in the document. 3 I/ We hereby also declare that, I/We have not been blacklisted/ debarred/ Suspended/ demoted by any department of Chandigarh Administration or in of any state/ Union Territory of the Republic of India for any reasons what so ever. Signature of the Bidder (s) Date: (Full name in capitals) Designation

10 ANNEXURE-II PEC UNIVERSITY OF TECHNOLOGY CHANDIGARH FORM OF PERFORMANCE SECURITY BANK GUARANTEE BOND In consideration of the Director, PEC University of Technology, Chd having offered to accept the terms and conditions of the proposed agreement between and (hereinafter called the said contractor(s) for the work (hereinafter called The said agreement ) having agreed to production of a irrevocable Bank Guarantee for Rs. (Rupees only) as security/guarantee from the contractor(s) for compliance of his obligations in accordance with the terms and conditions in the said agreement. 1. We (hereinafter referred to as the Bank) hereby undertake to (indicate the name of the bank) pay to the PEC an amount not exceeding Rs. (Rupees only) on demand by the PEC University of Technology. 2. We do hereby undertake to pay the amounts due and payable (indicate the name of the bank) under this Guarantee without any demure, merely on a demand from the PEC stating that the amount claimed is required to meet the recoveries due or likely to be due from the said contractor(s). Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the bank under this Guarantee. However, our liability under this guarantee shall be restricted to an amount not exceeding Rs. (Rupees only). 3. We, the said bank further undertake to pay to the PEC any money so demanded notwithstanding any dispute or disputes raised by the contractor(s) in any suit or proceeding pending before any court or Tribunal relating thereto, our liability under this present being absolute and unequivocal. The payment so made by us under this bond shall be a valid discharge of our liability for payment there under and the contractor(s) shall have no claim against us for making such payment. 4. We further agree that the guarantee herein contained shall (indicate the name of the Bank) remain in full force and effect during the period that would be taken for the performance of the said agreement and that it shall continue to be enforceable till all the dues of the PEC under or by virtue of the said agreement have been fully paid and its claims satisfied or discharged or till Engineer-in-Charge on behalf of the Director, PEC certified that the terms and conditions of the said agreement have been fully and properly carried out by the said contractor (s) and accordingly discharges this guarantee.

11 5. We further agree with the PEC Authority that the PEC (indicate name of the bank) shall have the fullest liberty without our consent and without effecting in any manner our obligations hereunder to vary any of the terms and conditions of the said agreement or to extend time of performance by the said contractor(s) form time to time or to postpone for any time or from time to time any of the powers exercisable by the PEC against the said contractor(s) and to forbear or enforce any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability by reason of any such variation, or extension being granted to the said contractor(s) or for any forbearance, act of omission on the part of the PEC or any indulgence by the Government to the said contractor(s) or by any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving us. 6. This guarantee will not be discharged due to the change in the constitution of the Bank or the contractor(s). 7. We lastly undertake not to revoke this guarantee except (indicate the name of Bank) with the previous consent of the Government in writing. 8. This guarantee shall be valid upto unless extended on demand by PEC. Notwithstanding anything mentioned above, our liability against this guarantee is restricted to Rs. (Rupees only) and unless a claim in writing is lodged with us within six months of the date of expiry or the extended date of expiry of this guarantee all our liabilities under this guarantee shall stand discharged. Dated the day of for. (Indicate the name of Bank)

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