No. A-01/2016-17/02/Computer/NMCG National Mission for Clean Ganga 1st Floor, Major Dhyan Chand National Stadium India Gate, New Delhi 110002 Subject: Rate Contract for Toner and Cartridge Date: 14.10.2016 National Mission for Clean Ganga invites Sealed Tenders in two bid system for purchase of Toner and Cartridge. The firms who will qualify in this tender will also be retained as Registered Vendors for future tenders for supply of Toner & Cartridge. The estimated yearly consumption of the Toner & Cartridge as well as is expected to be around Rs. 25 lakh. Interested parties may send their tender complete in all respect in sealed cover addressed to the OSD(Proc), National Mission for Clean Ganga, 1 st Floor, Major Dhyanchand National Stadium, India Gate, New Delhi-110002,super scribed with the words "Tender for supply of Toner and Cartridge". Tenders can also be submitted at reception of National Mission for Clean Ganga. The tenders received after the scheduled date and time of receipt as given below will not be considered. 2. The rate contract will be for a period of one year only but may extended beyond one year with mutual consent on the same terms, conditions and rates. 3. Schedule of Tender & EMD: Last date and time of receipt of tender : 24 th October, 2016 at 12.00 PM AmountofEarnestMoneyDeposit(EMD) :Rs.50,000/(Rs. Fifty thousand only) in the form of DD, drawn in favour of "National Mission for Clean Ganga" payable at New Delhi. Date & time of opening of tender : 24 th October,2016, 2016 at 03:30 PM 4. The tender document contains the following: (a) Instructions, Terms & Condition (b) Eligibility, Qualification & Evaluation Criteria (c)technical Bid Sheet, Part-I (d) Technical Bid Sheet, Part-II (e) Financial Bid Sheet (f) Bank Guarantee Format -Annexure I -Annexure II -Annexure III -Annexure IV -Annexure V -Annexure VI 4. The tender/bid documents containing detailed Instructions, Terms and Conditions may be downloaded from this official website www.nmcg.nic.in free of cost. The tenders submitted without EMD shall be rejected summarily. For any clarification / confirmation kindly contact OSD(Proc) National Mission for Clean Ganga Telephone No. 011-23049426 Director General, NMCG
Instructions, Terms and Conditions Annexure I 1. For all purposes of the contract, including arbitration thereunder, 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 acknowledgment to the office. The contractor shall be solely responsible for the consequences of any omission or error in notifying the change of address in the aforesaid manner. 2. Earnest money by means of a Demand Draft /Pay Order of Rs.50,000/-(Rs. fifty thousand only) shall be enclosed with the quotation (Technical Bid). It is also clarified that the quotations received without earnest money will be summarily rejected. The Pay Order/DD may be prepared in the name of "National Mission for Clean Ganga" payable at New Delhi. No request for transfer of any previous deposit of earnest money or security deposit or payment of any pending bill held by the NMCG office in respect of any previous work will be entertained. 3. Tender shall not be permitted to withdraw his offer or modify the terms and conditions after the last date & time for submission of bid and during the validity of the tender. In case the tender fails to comply with stipulations made herein or backs out after quoting the rates or fails to submit performance security within seven days of awarded of Rate Contract, the aforesaid amount of earnest money will be forfeited by the office. 4. Preparation and Submission of Tender. The tender shall be submitted in two parts i.e. Technical Bid and Financial Bid. The Technical Bid and the Financial Bid should be sealed by the bidder in two separate covers duly superscribed respectively as 'Technical Bid for Rate Contract for Toner & Cartridge' and 'Financial Bid for Supply of Toner & Cartridge'. Both Sealed envelopes should be kept in a main/bigger envelope superscribed as "Tender for Rate Contract for Toner & Cartridge". The tenderer should sign and affix his firm's stamp on each page of the tender and all its annexures as acceptance of the term & condition of tender. Acceptance of the bid of the successful bidder shall constitute a binding contract. NO PAGE SHOULD BE REMOVED/DET ACHED FROM THIS TENDER DOCUMENT. The under mentioned bids are required to be submitted as per details given below: (a) Technical bid: The tenderer should submit the technical bid on the formats given at Annexure-Ill & IV. An undertaking will be given by the bidder that sample of all items will be kept ready by them for inspection by the office when called upon to do so. (b) Financial bid: It should be submitted in form given at Annexure-V. The price quoted will be exclusive of Taxes. The Taxes as applicable will be paid extra. The rate quoted should be firm and final and written in ink or typed against each item. Cuttings overwriting or fluidings etc, if any, must be duly initialled. 5. Opening of Tender: The tenderer is at liberty to attend the tender opening himself or authorize only one representative. The representative attending the opening of the tender on behalf of the tenderer shall bring with him a letter of authority from the tenderer and proof of identification. 6. Validity of the bids: The bids shall be valid for a period of 90 days from the date of opening of the tender.
7. Payment. The bill in triplicate may be sent to this office for settlement after delivery of the material has been received satisfactorily. The bill should have full particulars of the item(s). Payment will be made after receipt and acceptance of goods by the office. 8. Right of Acceptance. National Mission for Clean Ganga reserves all rights to reject any tender without assigning any reason whatsoever and does not bind itself to accept the lowest or any specific tender. The decision of this NMCG in this regard will be final and binding. Any failure on the part of the contractor to observe the prescribed procedure or any attempt to canvass will prejudice the contractor's quotation. 9. Performance Security: The successful tenderer will be required to furnish Performance Security equivalent to 5% of the value of estimated annual drawl (calculated at its quoted rates, i.r.o the items for which a vendor is L-l). The performance security shall be in the form of Bank Draft/Pay Order/Banker's cheque/fixed Deposit Receipt or Bank guarantee from any Nationalized Bank duly pledged in the name of the "National Mission for Clean Ganga". The performance security shall be valid for 60 days beyond the validity period of the contract. It must be submitted within seven days from the date of acceptance of the tender. The security deposit can be forfeited/redeemed by order of this Secretariat in the event of any breach or negligence or non-observance of any condition of contract or for unsatisfactory performance or non-observance of any condition of the contract. 10.Period and Term of Delivery: Orders for supply under the Rate Contract shall be placed normally on monthly basis, but may also be placed any time during the validity of the contract. Delivery of goods shall be made by the supplier within 7 (seven) days of placing of purchase order. However, in case of emergent requirement he has to supply the required quantity of goods within at a very short notice. The delivery of the items will have to be made at NMCG office. No transportation/cartage charges will be paid extra for the same. 11. Liquidated Damages 11(i) Time is the essence of the contract and delivery must be completed not later than the dates specified in the order. Extension will not be given except in exceptional circumstances. Should, however, deliveries be made after the expiry of contracted delivery period, without prior concurrence of the purchaser and be accepted by the consignee, such delivery will not deprive the purchaser of his right to recover liquidated damages under clause 11(ii) below. 11.(ii) Should the supplier fail to deliver the store or any consignment thereof within the period prescribed for delivery, the purchaser shall be entitled to recover 1 % of the value of delayed supply per week subject to a maximum of 10%. 12. FORCE MAJEURE: If, at any time during the subsistence of this contract, the performance in whole or in part by either party of any obligation under this contract is prevented or delayed by reasons of any war or hostility, act of the public enemy, civil commotion, sabotage, fire, floods, explosion, epidemics, quarantine restrictions, strikes, lockout or act of God (hereinafter referred to as events) provided notice of happening of any such eventuality is given by party to other within 21 days from the date of occurrence thereof, neither party shall by reason of such event be entitled to terminate this contract nor shall either party have any claim for damages against other in respect of such non-performance or delay in performance, and deliveries have been so resumed or not shall be final and conclusive. Further, that if the performance in whole or in part of any obligation under this contract is prevented or delayed by reason of any such event for a period exceeding 60 days, either party may, at least option to terminate the contract.
13 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 this Secretariat shall have the power to terminate the contract without any prior notice. 14.Breach of Terms and Condition: In case of breach of any terms and conditions as mentioned above, the Competent Authority, will have the right to cancel the work order/ job without assigning any reason thereof and nothing will be payable by this office in that event and the security deposit shall also stand forfeited. 15. Subcontracting of Work: The firm shall not assign or sublet the work/job or any part of it to any other person or party without having first obtained permission in writing of this office, which will be at liberty to refuse if thinks fit. The tender is not transferable. Only one tender shall be submitted by one tenderer. 16. Recovery of Penalties. The office shall be at liberty to withhold any of the payment in full or in part subject to recovery of penalties mentioned in the preceding para. The term 'Payment' mentioned in this para includes all types of payment due to the contractor arising on account of this contract excluding EMD and Security Deposit governed by separate clauses of the contract. 17. Declaration/Undertaking Regarding Conflict of Interest The near relatives of employees of National Mission for Clean Ganga are prohibited from participation in this tender. The near relative for this purpose are defined as: (a) Members of a Hindu undivided Family (b) Their spouses (c) The one related to the other in the manner as father, son, Son s wife (Daughter-in-law), daughter, and daughter s husband brother and brother s wife sister s husband, brother in law. 18. Arbitration: If any dispute arises concerning this agreement, its interpretation on payment to be made thereunder, the same shall be settled out by mutual consultation and negotiation. If attempts for conciliation do not yield any result 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 Sole Arbitrator to be appointed by the Director General, National Mission for Clean Ganga. The arbitration proceeding shall take place at New Delhi and shall be conducted in English. The provision of Arbitration and Conciliation Act, 1990 and the rule framed thereunder shall be applicable to such proceedings. 19. Legal Jurisdiction. The agreement shall be deemed to have been concluded in the National Capital Territory (NCT) of Delhi and all obligations hereunder shall be deemed to be located at the NCT of Delhi and Court within NCT of Delhi will have Jurisdiction to the exclusion of other courts. 20. Periodicity/Duration of Tender: The tender is initially for a period of one year and may be extended for a further period of 12 months with mutual consent on the same terms and conditions and rates.
1. Qualification Criteria. Qualification, Eligibility & Evaluation Criteria Annexure II (a) Financial Capability/Strength. The firm should have an annual turnover of 1,00,00,000/-(Rupees One crore only) or more for each of the last three consecutive years i.e. 2013-2014, 2014-2015 & 2015-2016. Self attested copies of audited balance sheet clearly highlighting the annual turnover must be enclosed alongwith Technical Bid. (b) Past Experience. The firm must have been dealing with supply of stationery item to Govt offices/psus/autonomous Organization in the last 5 years. At least three self certified copies of toner & cartridge supply order each worth Rs 5 lakh received in the last 03 financial years shall be enclosed with Tech Bid. The said supply orders must be in the name of the bidder. 2. Eligibility Criteria. In order to be eligible the firm must meet the following requirement: (a) It must have certificate of registration as a company/firm. (b) It must have PAN No. (c) It must have VAT registration No. (TIN NO.) Self attested copies must be enclosed with Technical Bid. 3. Evaluation Medthod. (a) The Technical Bids of the firms shall be opened first for preliminary scrutiny. The responsiveness of the bids shall be scrutinized with reference to compliance to terms, conditions and instruction to bidders given in this Tender Document. (b) The responsiveness of the bids shall be decided mainly on compliances interlaid, of the following requirements oftender: (i) Timely submission of bids and must have been opened by the EVALUATION COMMITTEE on the appointed time and place. (ii) Submission of EMD (iii) Furnishing of required documents duly self attested. (iv) Signing of the documents by the authorized signatory. (v) Conformity to eligible criteria. (vi) Compliance to other terms and conditions etc. of Tender as given in Annexure I & II. (c) The bids that are found to be Responsive will be taken up for further Techno Commercial Evaluation of Qualification Criteria i.e. Financial Capability and past experience. (d) Price Bids of only those bidders shall be opened who are found to be Responsive, Eligible and Qualified. (e) The brands mentioned in the Annexure-IV are suggestive only. The bidders are free to quote for any other equivalent brand subject to acceptance by the Tender Evaluation Committee (TEC) at the time of Technical Evaluation of Technical Bids. The bidders quoting alternate brands shall be asked to present samples of alternate quoted brands by the Tender Evaluation committee (TEC). Failure to present samples of such alternate brands will entail rejection of offer i.r.o that particular
item. Non-mentioning of brand name in the bid (Annexure IV & Annexure V) will entail rejection of the offer for the said item only. (f) Items for which no brand is mentioned in the AnnexureIV& V, the firm is free to quote any brand of his choice or may also leave it blank if the items are non-branded, subject to approval of samples by the TEC. However, the firm shall have to produce the samples for those items when asked to do so. (g) Price Evaluation Criteria. (i) The prices shall be evaluated item WIse amongst approved brand/samples. Only basic prices fornational Mission for Clean Ganga shall be taken for comparison. Whosever is L-l for an item will be awarded contract for the said item. Tax (VAT) will be allowed as per prevailing rates. Please note that item wise L-l will be determined and Rate Contract will be awarded accordingly. (ii) In the event of a tie i.r.o any particular item the order for the said item will go to the firm whose total order value as calculated i.r.o all the items for which it has clearly become L-l, is maximum. TECHNICAL BID SHEET PART-I Annexure III SN Details of the Firm/Bidder 1 Name of Tendering Company/Firm/Agency 2 Name of the authorized signatory to this tender 3. Position of the authorized signatory in the company/firm 4 Full address of registered office Telephone No FAX No E-mail Address 5 Full address of opening / branch office at Delhi/New Delhi 6 Banker of the Company/Firm/Agency Account is in the name of A/c No IFSC Code Branch Code Branch Name Full Address 7 Weather each page of NIT and its annexure have been signed and stamped by the authorized signatory 8 Details of Earnest Money Deposit Rs. 50,000/- DD/PO No & Date Drawn on Bank
DOCUMENTS/ENCLOSURE/CHECK LIST SN 1 Financial capabilities of the firms. Balance sheet for the last Three financial years. 2 Past Experience. Three Toner & Cartridge supply orders each worth Rs 1 lac or more received during the last three financial years. 3 Copy of the Registration of the firm 4 Copy of PAN Registration 5 Copy of VAT Registration 6 EMID 7 Annexure IV showing the brands intended/proposed to be supplied. Prices not to be indicated in this sheet. Enclosed/not enclosed (Please mention) 9. It is certified that: (a) That I/we have carefully studied all the terms & conditions of NIT and we shall abide by it. (b) That I/We undertake that the information given in this tender are true and correct in all respect and I/We hold the responsibility for the same. (d) That I/We undertake that sample of items will be kept ready for inspection by the NMCG. (a) (b) That all copies/enclosures are self attested, true and legible copies of the originals. That the bid shall be valid for 90 days from the date of opening of Price Bids. (c) That we are not related to many official of National Mission for Clean Ganga not do we have any conflict of interest in participating in this tender. 9. That we have not been blacklisted by any Govt Department/PSO or autonomous Body as on date. Date: Place: (Signature of authorized Signatory) For and on behalf of M/s
TECHNICAL BID SHEET PART-II (Schedule of Requirements) Sn Name of Items Specification Unit in which items to be procured 1 Laserjet 88A Toner HP Nos 2 Laserjet FX9 Toner Canon Nos 3 Laserjet 507A-Black/507a-Color HP Nos 4 Laserjet 504A HP Nos 6 Laserjet 126 (310A) blk Toner HP Nos 7 Laserjet 126 (311) clr Toner HP Nos 8 Laserjet 126 (312) clr Toner HP Nos 9 Laserjet 126 (313) clr Toner HP Nos 10 Laserjet 130A HP Nos 11 Laserjet 318 blk Toner Canon Nos 12 Laserjet 318 clr- C Toner Canon Nos 13 Laserjet 318 clr- Y Toner Canon Nos 14 Laserjet 318 clr M Toner Canon Nos 15 Ink Cartridge 932 XL blk HP Nos 16 Ink Cartridge 933 XL clr- C HP Nos 17 Ink Cartridge 933 XL clr- M HP Nos 18 Ink Cartridge 933 XL clr- Y HP Nos 19 Laserjet 950 blk Cartridge HP Nos 20 Ink Cartridge 951 XL clr- C HP Nos 21 Laserjet 55A HP Nos 22 Laserjet 80A HP Nos 23 Laserjet 43X HP Nos 24 Samsung SCX-4251F, RXR-126 Samsung Nos 25 Laserjet 126 A HP Nos Annexure IV Any other equivalent brand proposed to be supplied by the bidder @ The brands specified here is indicative only. The bidders are free to quote any other equivalent brand also. However, the equivalence of the brands will be decided by the National Mission for Clean Ganga, which will be final and binding. Date: Place: (Signature of Authorized Person) Name: Designation: Seal of the Company/Firm/Agency:
FINANCIAL BID SHEET (Price Bid) Annexure V Sn Name of Items Specific Unit in Appx. ation which annual items to be consum ption procured 1 Laserjet 88A Toner HP Nos 30 2 Laserjet FX9 Toner Canon Nos 5 3 Laserjet 507A-Black/507a- HP Nos 20 Color 4 Laserjet 504A HP Nos 25 6 Laserjet 126 (310A) blk Toner HP Nos 25 7 Laserjet 126 (311) clr Toner HP Nos 25 8 Laserjet 126 (312) clr Toner HP Nos 25 9 Laserjet 126 (313) clr Toner HP Nos 25 10 Laserjet 130A HP Nos 25 11 Laserjet 318 blk Toner Canon Nos 15 12 Laserjet 318 clr- C Toner Canon Nos 15 13 Laserjet 318 clr- Y Toner Canon Nos 15 14 Laserjet 318 clr M Toner Canon Nos 15 15 Ink Cartridge 932 XL blk HP Nos 12 16 Ink Cartridge 933 XL clr- C HP Nos 12 17 Ink Cartridge 933 XL clr- M HP Nos 12 18 Ink Cartridge 933 XL clr- Y HP Nos 12 19 Laserjet 950 blk Cartridge HP Nos 20 20 Ink Cartridge 951 XL clr- C HP Nos 20 21 Laserjet 55A HP Nos 20 22 Laserjet 80A HP Nos 20 23 Laserjet 43X HP Nos 20 24 Samsung SCX-4251F, RXR-126 Samsun Nos 10 g 25 Laserjet 126 A HP Nos 20 Rate per unit of items (Excluding tax ) Total Amount # No brands have been suggested by National Mission for Clean Ganga. Date: Place: (Signature of Authorized Person) Name: Designation: Seal of the Company/Firm/Agency:
PERFORMANCE SECURITY FORM Annexure VI MODEL BANK GUARANTEE FORMAT FOR PERFORMANCE SECURITY To, WHEREAS. (name and address of the supplier) (hereinafter called the supplier ) has undertaken, in pursuance of contract no..dated.to supply (description of goods and services) herein after called the contract ). AND WHEREAS it has been stipulated by you in the said contract that the supplier shall furnish you with a bank guarantee by a scheduled commercial bank recognized by you for the sum specified therein as security for compliance with its obligations in accordance with the contract. AND WHEREAS we have agreed to give the supplier such a bank guarantee; NOW THREEFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the supplier, up to a total of.(amount of the guarantee in words and figures), and we undertake to pay you, upon your first written Demand declaring the supplier to be in default under the contract and without cavil or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. We hereby waive the necessity of your demanding the said debt from the supplier before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the contract to be performed there under or of any of the contract documents which may be made between you and the supplier shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification. This guarantee shall be valid until the.day of,20.. (Signature of the authorized officer of the Bank)....................................... Name and designation of the officer...................................... Seal, name & address of the Bank and address of the Branch