1 CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS (An autonomous Centre of the Department of Biotechnology) Ministry of Science & Technology, Govt. of India) Office Block: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Tele Exchange, Uppal, HYDERABAD 500 039. (Telangana) India Tel. No. 040 2720 9489/97, Fax. No. 040 2720 9490 Website: www.cdfd.org.in NOTICE INVITING TENDER TENDER NOTICE NO. PUR/GAS/ARC/2016 07.10.2016 Sealed tenders are invited on behalf of and by the Director CDFD, from reputed manufacturers / authorized distributors of Indian / Foreign Firms for entering in to Annual Rate Contract basis for supply of Liquid Nitrogen, Refilling of CO2 Gas and N2 Gas. 1. Details of Tender: Cost of the Tender Documents: Rs.500/- (Rupees Five Hundred Only) through DD in favour of Director, CDFD, Hyderabad. 2. Interested eligible bidders may download the complete bidding documents from our Website(http://www.cdfd.org.in) from 14.10.2016 onwards (back to back printing). All such downloaded tender documents should be accompanied by a non-refundable DD for Rs.500/- (Rupees five hundred only) towards the cost of bidding documents. The cost of bidding documents should be paid by DD in favour of Director, CDFD, Hyderabad and no other mode of payment will be accepted. 1. Due Date for Receipt of Tenders: 07.11.16 @ 6.00pm 2. Opening of Bids : 08.11.2016 @ 11.00 am at Committee Room, Uppal Campus 3. If the above stated opening or closing date(s) happens to be Govt. holiday(s)/bandh, the submission/opening of the tender will be on the next working day as per the time scheduled. 4. This Notice Inviting Tender (N.I.T) shall form part and parcel of the Tender Document. 5. The tenderer shall sign all the pages of the tender document and other documents submitted by him along with the tender. 6. The tender shall be submitted in single Tender Basis. The sealed cover duly super-scribed with Tender No. PUR/GAS/ARC/2016 Due on 08.11.2016 containing Tender along with the relevant documents should be dropped in the Sealed Tender Box kept at the Purchase Section, Gruhakalpa, on or before 6.00 PM of 08.11.2016. The Tender document at any cost should not be handed over to anypersons. 7. Tenders submitted without Tender document cost will be rejected. Tenders received after due date and time will not be entertained. Institute is not responsible for any postal delay. CDFD does not take any responsibility for loss of Tender in transit sent by courier or any postal delays, Tenders received after the due date and time will be summarily rejected. Incomplete or conditional tenders are liable for rejection. 8. Prices quoted should be up to CDFD Stores, Tuljaguda Complex, Opp: M.J.Market, Nampally, Hyderabad. 9. The material will not be supplied by you on less than the Rate Contract prices to any other govt. Institution. If the same is found, the proportionate recoveries will be made.
2 12. CDFD does not bind itself to accept the lowest or any other tender and reserves the authority to reject any or all tenders without assigning any reason. All the tenders, in which any of the prescribed conditions are not fulfilled or incomplete, in any respect, are liable to be rejected. 13. The Bidder has to be an authorized stockiest / Distributor for all items quoted by him. 14. Scope of Work: Supply of Liquid Nitrogen, Refilling of CO2 Gas and N2 Gas. 15. The Director, CDFD reserves the right to accept or reject any or all the proposals in full or in part without assigning any reason. Sd/- I/c Stores & Purchase
3 TENDER DOCUMENT FOR Supply of Liquid Nitrogen, Refilling of CO2 and N2 Gases. TENDER # PUR/GAS/ARC/2016 CDFD CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS (An autonomous Centre of the Department of Biotechnology) Ministry of Science & Technology, Govt. of India) Office Block: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Telephone Exchange, Uppal, HYDERABAD 500 039. (Telangana) India Tel. No. 040 2720 9489/97, Fax. No. 040 2720 9490 Website: www.cdfd.org.in Signature of the Bidder
4 CHAPTER - I INSTRUCTIONS TO BIDDERS 1. The Bidder should be licensed under the Provisions of the applicable law. 2. Only those Vendors who are direct suppliers / authorized dealers, who have been successfully supplying to R & D Institutions / Universities etc., will be considered. 3. The Vendors should submit valid copy of the authorization letter along with the Tender. 4. The Bidder should be in the similar business for the last three (3) financial years. 5. The Vendor should submit a photocopy of the latest Income Tax returns. 6. Director, Centre for DNA Fingerprinting and Diagnostics, Hyderabad will receive Tenders as in the Tender Document. 7. Tenders received after the due date and time fixed for receipt of Tenders shall be liable for summarily rejected. CDFD shall not be responsible for delay, loss or non-receipt of Tender documents sent by Post. Telex / Telegraphic / Fax/ email offers will not be accepted. 8. Director, CDFD is not bound to accept lowest or any Tender or to assign reasons for non- acceptance of any Tender in full or part thereof. 9. The bidder shall not be entitled to claim any costs, charges, expenses incidental to or incurred by him through or in connection with his submission of Tender, even if the Director, CDFD decides to withdraw or cancel the Tender. 10. Unsealed Tenders, unsigned Tenders, incomplete Tenders, or Tenders otherwise considered defective are liable to be rejected. 11. Director, CDFD reserves the right to accept the Tender either in whole or in part and the prices quoted by the bidder shall be deemed to hold good even if the Tender is accepted in part by the Director, CDFD. 12. Vendors should be able to deliver small quantities at short notice for emergency situations. 13. Any person signing a Tender shall submit documentary evidence in the form of an authorization letter from the firm (in Original) that his signature on the Tender, submitted by him, is legally binding upon himself and his firm. 14. If it is detected that a person so signing the Tender has no authority to do so, the Director, CDFD may, without prejudice to other civil and criminal remedies, not consider the Tender and hold the signatory liable for all costs and damages. 15. The bidder should have local office in Hyderabad and operating for the last (3) years. 16. The bidder should have Godown / space owned / hired by him and the proof to be enclosed with the tender. 17. The bidder should have own /hired transport vehicles for supply of Liquid Nitrogen and other gases. 18. The bidder should have good quality Liquid Containers for supply of Liquid Nitrogen. 19. Tenders shall be submitted in single Tender basis. 20. MANNER, METHOD AND PLACE FOR SUBMISSION OF TENDERS: Tenders shall be made in favour of: The Director, CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS Office Block: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Tele phone Exchange, Uppal, HYDERABAD 500 039. Signature of the Bidder
5 DULY SUPERSCRIBED WITH THE TENDER NO. PUR/GAS/ARC/ 2016 DUE ON 07.11.2016 at 6.00 PM. AND SHOULD BE DROPPED IN THE SEALED TENDER BOX KEPT AT THE PURCHASE SECTION AT OFFICE BLOCK: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Telephone Exchange, Uppal, HYDERABAD 500 039. Tel. No. 040 2720 9497/489, Fax. No. 040 2720 9490.ON OR BEFORE 6.00 PM OF 07.11.2016. 21. Please enclose the following documents with the Tender. a) Tender Document each page duly signed by the Bidder as token of acceptance. If any minor deviation is proposed by the bidder the same must be clearly indicated and enclosed as deviation list as Annexure but Tenders with significant deviations list may be liable for rejection. b) All necessary copies of Registration / licenses etc. c) Valid Authorization Letter d) Soft Copy of the Manufacturer s Catalogue Prices in CD / Pendrive e) Photocopies Latest Income Tax Returns f) Photocopy of VAT/TIN/CST Registration Certificates g) Photocopies of proof of Local Office, godown space, Purchase Order copies. 22. Your offer should mention clearly the Discount Offered with all the supply conditions, delivery period etc. The material must be supplied with in stipulated period / validity of supply order. In case of delay in supply from the side of supplier, a penalty of 0.5% per week of order value will be charged for delayed period at maximum of 10% percent. In case of any breach of contract the order can be cancelled by CDFD due to breach of contract by the supplier. It will also affect the future business dealings with such suppliers. The supplies will be accepted maximum in two lot baring exceptional case. Payment will be made after complete supply as per our purchase order. 23. Scope of Work: Supply of Liquid Nitrogen and Refilling of CO2 and N2 Gases. 24. No request for increase in prices will be entertained for one year from the date of entering into the rate contract. 25. Force Majeure clause is acceptable to us. 26. Conditional offers will be liable for rejection. 27. The prices should be FOR CDFD inclusive of packing & forwarding. If ex-works / go down prices are quoted, then packing & forwarding documentation, freight and insurance charges must be specifically mentioned separately. CDFD is an exempted R & D Institute under Customs / Excise duty Notification No.51/96 dated 23.07.1996 and No.10/97, dated 01.03.1997 respectively. Hence Custom Duty / Excise Duty should be shown separately. Sale Tax / other Govt. levies will be paid at actual and prevailing rates of Excise duty and Sales tax etc. may be mentioned separately. No other charges other than those mentioned clearly in the quotation will be paid. The Bidders are requested to quote Customs Bounded Ware House Prices or High Seas Sale prices, if applicable. 28. Acknowledgement of the Order: The supplier should forward the order acknowledgement immediately confirming the rates, pack size, catalogue numbers, and description of material, taxes etc. after receiving the Purchase Order. Any changes will be incorporated by issuing suitable amendments. Signature of the Bidder
6 29. If no acknowledgement is submitted by the firm within (3) days from the date of receipt of the order. It is presumed that there is no mistake in the ordered items and you will supply the material at the earliest. 30. The supplier is requested to deliver the ordered material at CDFD Stores, Tuljaguda Complex, M.J.Road, Hyderabad. The supplier is requested to bring three copies of Delivery Challans mentioning the description of the material. The material should be first verified at Security Section and Stores Section obtaining the acknowledgements for having delivered the material. A copy the duly acknowledged Delivery Challan should be enclosed to the Bill for effecting the payment. 31. Payment: 100% payment shall be made to the supplier within (30) days after receipt and acceptance of material in good condition. To facilitate timely payment, the suppliers are requested to submit two copies of invoices drawn in the name of Director, CDFD along with the Security and Stores Section endorsed Delivery Challan Copy as per our purchase order duly pre-receipted by affixing one Rupee Revenue Stamp or followed by an advance stamped receipt otherwise the bills will not be admitted for payment. 32. The supplier must ensure that the utility of the products (i.e. expiry date) must be minimum of 6months to be reckoned from the date of delivery at CDFD stores. 33. Al l Disputes subject to Hyderabad jurisdiction only. 34. TENDER OPENING: THE TENDERS WILL BE OPENED AT 11.00 A.M. on 08.11.16 IN THE PRESENCE OF THE BIDDERS OR THEIR REPRESENTATIVE WHO WISH TO BE PRESENT. 35. The evaluation of the bids will be conducted by CDFD at which time the bidders must be prepared to make a presentation on their bids, if asked to do so by CDFD. 36. All queries/clarifications prior to submission of Tender shall be addressed to: The I/c - Stores & Purchase, CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS Office Block: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Telephone Exchange, Uppal, HYDERABAD 500 039. 37. DELIVERY: The material to be as per purchase order shall be delivered at CDFD Stores, within one week at Tuljaguda, Opp: M.J.Market, Nampally, Hyderabad 500 001 during working hours. 38. No manpower will be provided by CDFD for loading and unloading the material. 39. The Bidder is required to bring the Liquid Nitrogen in their own container. CDFD Security Section will arrange for weighment of the filled in tank and empty tank to arrive the weight of the Liquid Nitrogen. The weight so arrived will be converted into liters by the following formula: Actual weighment in Kg x 0.88 0.71 40. For refilling of CO2 Gas and N2 Gas, you are requested to collect CDFD Cylinders from Stores Section and submit the details of Gas filled in the respective cylinders on each refilling. 41. The Bidder should have to collect the empty cylinders of CO2 and N2 Gases from CDFD Stores for refilling. 42. CDFD will not pay any additional charges for the Liquid Nitrogen Container or Cylinders and for the transport charges for delivery of the materials. Signature of the Bidder
7 42. PRICE: TENDERERS SHOULD FOLLOW THE PRICE SCHEDULE FORMAT as per the tender document. 43. The prices shall remain firm and fixed for one year from the date of award. 44. Please indicate the various Taxes / Duties as applicable in the Price Schedule. 45. PAYMENT TERMS: 30 days credit against supply of full Quantity as per Purchase Order onsubmission of Invoices with DC copy as per the Purchase Order terms. 46. VALIDITY OF TENDER: The Tenders should be kept valid for acceptance for a period of 60(sixty) calendar days from the Tender due date. 47. TERMINATION OF THE CONTRACT: The contract is valid for one year from the date of award.this may be renewed for a further period of one year with the consent of both the parties. 48. The Bidder should furnish a list of their clients with special reference to Govt. / Educational / Research Institute and R&D Departments indicating their complete postal addresses along with details of telephone / fax number, name & designation of the person to whom the Institute may contact for information 49. Fall Clause: The material will not be supplied by you on less than the Rate Contract prices to anyother govt. Institution. If the same is found, the proportionate recoveries will be made and also Rate Contract is liable to be cancelled. In the event of decrease of above rates the same may be charged to CDFD accordingly. 50. Chemicals having expiry of less than six months not to be supplied. 51. No requests for increase in prices will be entertained for one year from the date of entering into the rate contract. 52. The contract can be terminated by CDFD on the following contingencies. Failure to supply the material in time For committing breach of the contract terms 53. DECLARATION: The bidder should give a declaration in the following format: I/We have read the entire terms and conditions of this Tender document and we are fully agreeable to the terms and conditions mentioned herein. Signature of the Bidder With seal
8 CHAPTER -II PRICE SCHEDULE Sl.No. Item Type Price TAX / VAT 1 Liquid Nitrogen Gas per Liter 2 CO2 Gas Refilling per Kg. 3 N2 Gas Refilling per Cylinder. Note : The rates offered should be inclusive of delivery charges if any at Stores Section, Nampally. Approximate Quantity of Liquid Nitrogen Approximate Quantity of Nitrogen Gases (Refilling) Approximate Quantity of N2 Gas ( Refilling ) : 150 liters per week : 3 Cylinders per month : 2 Cylinders per month Before quoting please check the Terms and Conditions mentioned at Sl.No. 37 to 42. Signature of the Bidder
9 CHAPTER III CONTRACT FORMAT Ref: PUR/GAS/ARC/2016 Date: To Dear Sirs, Sub: Award of Annual Rate Contract for supply of Liquid Nitrogen and refilling of CO2 and N2 Gases Ref: We are pleased to award the Annual Rate Contract for supply of Liquid Nitrogen, refilling of CO2 and N2 Gases for the period from to on the following terms and conditions. Price Details. 1) Liquid Nitrogen Rs. per Liter 2) Refilling of CO2 Gas Rs. per Kg. 3) Refilling of N2 Gas Rs. per Cylinder NOTE: Please produce a Certificate of quantity filled in Co2 / N2 gas cylinders each time alongwith the Delivery Challan. Terms & Conditions: 1. Period of the Rate Contract: The Rate Contract is valid from to. 2. The supplies are to be made by M/s. who has been authorized by you. 3. The Liquid Nitrogen to be supplied @ 150 liters per week or as per the information given by I/c - Stores / Authorized officials from time to time. 4. You are advised to bring the Liquid Nitrogen in your own tank, get the weighment done at the Security section and deliver it in Stores Section. For CO2 gas & other Gases, the CDFD cylinders are to be taken after fulfilling the required Security and Stores formalities. 5. You will be liable for reimbursement of any damages in negligent handling of the above cylinders. Therefore, you are requested to handle the same in proper way. In case the cylinders are damaged due to negligence from your side, you may have to indemnify CDFD for the same upon claim. 6. Taxes: CDFD is an exempted R & D Institute under Customs / Excise Duty Notification No.51/96 dated23.07.1996 and No.10/97 dated 01.03.1997 respectively for the purpose of availing exemption. Hence, Custom Duty / Excise Duty should be shown separately to extent the benefit of exemption. Sales Tax / other Govt. levies will be paid at prevailing rates as indicated above. However, change in the rates of Sales Tax / CST etc if any will be admitted upon products of relevant notification to the extent. Packing / Forwarding / Insurance Charges will be borne by you. No other charges will be payable.
10 7. The rate of VAT/CST should be clearly indicated where chargeable. This Institute is not eligible to issue C or D Form. However the concessional rate of Central Sales Tax admissible to research institutes on purchase of scientific equipments from certain States is applicable to this Institute. 8. Please ensure that your Invoice(s) declares Sales tax Certification viz. Certified that the goods on which sales Tax has been charged have not been exempted under the Central Sales Tax Act, or the State Sales Tax Act, or the rules made there-under the charges on account of Sales Tax on these goods are correct under the provisions of the relevant Act or the rules made there-under. Sales tax C Form is not applicable. Form of Certificate is applicable. 9. Delivery: You are requested to deliver the ordered material within a week at CDFD Stores, TuljagudaComplex, M.J.Road, Hyderabad at no additional transport cost OR as indicated in the Purchase Orders, that would be placed against this rate contract. You are requested to bring three copies of Delivery Challans mentioning the description of the material as per order. The material should be first got verified at Security Section and delivered at Stores Section after obtaining the acknowledgements for having delivered the material. A copy the duly acknowledged Delivery Challan having security endorsement should be enclosed to the Bill for affecting the payment. Please ensure that material of perishable in nature should be supplied with appropriate packing quantity of dry ice / gel so that sustainability of material remains till the same are deliver and accepted by the users. Charges if any, on this account will be paid at actual as per the Bill, if found reasonable at the discretion of Director, CDFD. 10. The material must be supplied with in stipulated period / validity of supply order placed against this Rate Contract. In case of delay in supply from the side of supplier, a penalty of 1% per week of order value will be charged for delayed period subject to a maximum of 10% percent. In case of any breach of contract by the supplier the order can be cancelled by CDFD. It will also affect the future business dealings with such suppliers. The supplies will be accepted maximum in two lot baring exceptional cases. Payment will however be made after complete supply as per our purchase order. 11. Part supply and payment shall not be accepted until and unless it is supported by convincing reasons and approved by the competent authority. 12. Payment: 100% payment shall be made to the supplier within (30) days after acceptance of materialdelivered in good condition. To facilitate timely payment, the suppliers are requested to submit two copies of invoices drawn in the name of Director, CDFD along with the Security and Stores Section endorsed Delivery Challan Copy as per our purchase order duly pre-receipted by affixing one Rupee Revenue Stamp or followed by an advance stamped receipt otherwise the bills will not be admitted for payment. 13. Rejected Material: All rejected material will be required to be taken back by you immediately and replaced with right material at their own cost. 14. Any free items as part of the special offer are to be supplied alongwith the order as free items. 15. The item supplied should be certified by the supplier to be of genuine quality/make and procured from the authorized stockist / dealer / Manufacturer. 16. No request for increase in prices will be entertained for one year from the date of entering into the rate contract. 17. The supplier must ensure to supply the material preferably of the latest batch of production and shall have minimum of 6 months to be reckoned from the date of delivery at CDFD stores. 18. Force Majeure: The supplier or their authorized distributor / dealer / Stockiest will be free from liabilityto execute the supply order in the event of production being stopped due to reasons beyond their control, such as due to riots, strikes, civil commotion s shortages of materials, natural calamity and Government restriction etc. 19. Fall Clause: The material will not be supplied by you on less than the Rate Contract prices to any othergovt. Institution. If the same is found, the proportionate recoveries will be made and also Rate Contract is
11 liable to be cancelled. In the event of decrease of above rates the same may be charged to CDFD accordingly. 20. Jurisdiction: All Disputes are subject to Hyderabad jurisdiction only. The Director, CDFD reserves the right to reject / cancel the contract in full or part any time during currency of the Rate Contract without assigning any reason whatsoever and the decision of the Director, CDFD will be final and binding. A Duplicate copy of this letter must be returned to this office immediately duly acknowledged in token of your acceptance of rate contract terms. Thanking you Yours sincerely, Copy to: (Authorized Distributor/ Dealer)
12 CHAPTER IV OTHER FORMATS a. Bid Form (Bid Covering Letter) - (Annexure-A) b. Manufacturers Authorization Form - Annexure B) BID FORM (BID COVERING LETTER) - Annexure-A [The Bidder shall type this Form on their Letter Head and enclose this along with Technical Bid (Part- I).] To: The Director, CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS Office Block: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Tele Exchange, Uppal, HYDERABAD 500 039. We, the undersigned, declare that: a) We have examined and have no reservations to the Bidding Documents, including Addenda (if any) b) We offer to supply in conformity with the Bidding Documents and in accordance with the Delivery Schedules specified in the tender Document c) Our bid shall be valid for from the date fixed for the bid submission deadline, and it shall remain binding upon us and may be accepted at any time before the expiration of that period; d) We understand that this bid, together with your written acceptance thereof included in your notification of award/placement of Order, shall constitute a binding contract between us. e) We understand that you are not bound to accept the lowest evaluated bid or any other bid that you may receive. Signed: Name: Duly authorized to sign the bid for and on behalf of: Dated on day of,
13 MANUFACTURERS' AUTHORIZATION FORM (Annexure-B) No: The Director, CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS Office Block: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Telephone Exchange, Uppal, HYDERABAD 500 039. Dated: Dear Sir: We who are established and reputed manufacturers having factories at (address of factory) do hereby authorize M/s. (Name and address of Agent) to submit the Rate Contract proposal, negotiate and receive the Annual Rate Contract from you against your Tender No. dtd.. We hereby extend our full guarantee and warranty as per the Terms and Conditions of the above Tender for the goods and services offered by the above firm. Yours faithfully, (Name) (Name of manufacturers) Note: This letter of authority should be on the letterhead of the manufacturer and should be signed by a person competent and having the power of attorney to bind the manufacturer.