1 ADMINISTRATIVE TRAINING INSTITUTE GOVERNMENT OF WEST BENGAL FC-BLOCK, SALT LAKE CITY, SECTOR-III, KOLKATA 700 106 TELE-FAX : (033) 23374015/23373960 Memo No.: 914/V-30/ATI/2013 Date: 15/10/2014 Notice Inviting Tender Section I Introduction 1. Sealed tenders are invited from the bona fide and reputed Suppliers / Manufacturers for the supply of Computer Peripherals and Consumable items and delivery of the same to the Administrative Training Institute (ATI) [herein after referred to as the Institute ], Government of West Bengal, FC-Block, Sector-III, Salt Lake City, Kolkata 700106, from 01/01/2015 to 31/12/2015. Rates shall be inclusive of all charges including carrying & delivery cost. 2. The interested eligible bidders may purchase bid document on cash payment of Rs. 200/- (Rupees two hundred only) in the Cash Section of ATI from 20/10/14 to 07/11/2014 from 11.00 a.m. to 3.00 p.m. excluding prescribed government holidays. The tender documents may also be downloaded from the official website of ATI (i.e. http:/www.atiwb.gov.in). The same may also be submitted after depositing Rs. 200/- (Rupees Two hundred only) in the Cash Section in cash or demand draft drawn in favour of Administrative Training Institute, West Bengal, during the aforesaid period. 3. Scope of work/items to be supplied : i) Currently the Institute intends to procure ( i) Computer Cartridges for use in different printers in the institute and (ii) CD/DVD for distribution among the trainees in different training programmes to be conducted, throughout the year and for office use (iii)battery for Laptops & UPS.(iv) other Computer peripherals ii) iii) The approximate quantity of annual requirement can be assessed from the Annexure-V. The Institute will place the orders from time to time. The whole annual requirement will not be ordered at a time. The order will be placed, in phases, throughout the contract period. 4. Items to be supplied: i) The quantity & specification of the articles to be supplied is given in Annexure V ii) Utmost importance should be given on the quality of items supplied. It should be strictly as per specification and standard as mentioned in the Tender Documents.
2 iii) Any item of substandard quality will be rejected out-right and the Director General, ATI has the right either to cancel the supply order or invoke penalty as mentioned at clause 12 of this tender notice and/or ask the bidder to effect fresh supply of good quality of items within a specified date as mentioned by him. 5. Schedule of Dates : (a) Date and time of issue of tender documents From 20/10/2014 to 07/11/2014 from 11.00 a.m. to 3.00 p.m., excluding prescribed Government holidays. (b) (c) (d) (e) Last date and time of receiving tender document 10/11/2014 up to 02.00 p.m.; Date and time of opening of Tender 10/11/2014 at 03.00 p.m.; Place of opening of tender : (in the Official Chamber of Joint Director, ATI); Validity of tender : One year SECTION II : General Commercial details 6. Procedure and time for submission of Tender Documents: a. The Tender superscripted as Tender for supply of Computer Peripherals and Consumable items, addressed to the Director, General, ATI, FC-Block, Sector-III, Salt Lake City, Kolkata 700106, must reach not later than 02.00 p.m. on 10/11/2014. b. After expiry of the scheduled date & time, no tender will be accepted in any circumstances. c. Rates per unit of each item should be quoted both in figures & words. Rates should be quoted in Indian whole Rupee without any paisa. d. Rates should be quoted in the Financial Bid Format as per prescribed in the Tender Document. e. Prices once quoted shall be firm and final and no upward revision shall be allowed. There shall be no overwriting in the price amount. Any correction in the price amount shall be authenticated by the bidder. f. Prices shall be inclusive of all taxes, duties, levies, transportation, freight and delivery charges etc. g. The Tender Documents must be submitted in the prescribed tender form procured from and issued by the Administrative Training Institute, Government of West Bengal.
h. The bid should not be conditional and inconsistent with the terms and conditions of the Tender Notice. Conditional bid shall not be considered and stands rejected. i. Submission of the tender on the basis of the tender notice will bind the bidder for acceptances of all conditions stipulated in the tender notice. j. The tenderer reserves the right to amend or withdraw any of the terms and conditions contained in the tender documents or to accept or reject any or all the tenders without assigning any reason whatsoever and also to split up the tendered work to more than one bidders in the interest of scheme execution. The decision of the ACS & DG of the Institute in this regard shall be final and binding on all. 7. Earnest Money Deposit (EMD) Earnest Money of Rs.2500/- (Rupees Two Thousand & Five Hundred only) in the form of DD/Banker s Cheque in favour of Administrative Training Institute, West Bengal, payable at Kolkata, must be submitted with the tender paper. Tenders without EMD will be rejected. EMD of unsuccessful bidders shall be refunded within one month after the successful bidder executes the agreement with the Institute. EMD of successful bidder shall be returned within 15 days from the date of receipt of the security deposit. 8. Forfeiture of Earnest Money Deposit (EMD): The earnest money shall be forfeited (a) if the tender is withdrawn by the bidder: (i) At any time prior to its rejection or (ii) Before or after its acceptance is communicated to the bidder; or (b) if the successful bidder fails to comply with the terms & condition of the Tender Notice. 9. Duration of Agreement: This supply agreement shall be valid from 01/01/2015 to 31/12/2015 (subject to execution of agreement). The bidder shall be bound to comply with all supply orders placed by the Institute for this purpose during the currency of agreement upto the end-day of the validity period. 10. Delivery Schedule: The orders for supply shall be placed by the Institute from time to time, as per requirement. The orders shall be sent by FAX/Email and one copy shall be sent by ordinary post/courier. The date of delivery schedule shall be calculated from the date of sending the order through FAX/Email to the Supplier by the Institute. All supply should be done within 7 (Seven) days from the date of issue of supply order without any fail. 3
4 11. Penalty Clause: 11.1. For Non-compliance of Contract: Non-compliance of any of the terms and conditions of the Agreement / Contract by the successful bidder shall result in invoking any or all of the following penalty clauses at the discretion of the Director General, ATI: a) Cancellation of the acceptance of tender as a whole or in part. b) Forfeiture of the Security Deposit. c) Cancellation of the particular supply order. d) Recovering loss, if any, occurred to the Institute e) Black listing the Contractor / Supplier. 11.2. For Delayed Supply: The Computer Peripherals and Consumable items shall have to be supplied by the supplier within the stipulated period of seven days as per delivery schedule mentioned at clause 10 above. Subject to force majeure and other permissible delays, if any or during the stipulated grace period there shall be no liquidated damages payable by the Supplier. But for delay in delivery beyond the stipulated delivery date of order (of seven days) shall result in invoking any or all of the following penalty clauses at the discretion of the Director General, ATI. a) Penalty of Rs.100 (Rupees one hundred) per day per item for delay of 7(Seven) days from the stipulated delivery date of order. The penal amount shall be deducted from the Bill(s)/ Security Deposit as the case may be, b) Cancellation of the particular supply order, c) Recovering loss, if any, occurred to the Institute, d) Cancellation of the acceptance of tender as a whole or in part, e) Forfeiture of the Security Deposit, f) Black listing the Supplier. 11.3. For supply of substandard quality of Computer Peripherals and Consumable items : Any supply of substandard quality of items made not according to specification shall be rejected out-right and the Director General, ATI has the right to invoke penalty as mentioned at clause 11 and/or direct the Supplier to effect fresh supply of good quality items with proper specification within a specified date as mentioned therein. 12. Award of Contract : The bidder, whose bid has been accepted, will be informed by ATI through Letter of Acceptance. The successful bidder will have to enter into an agreement with this Institute. Final Work-Order will be issued only after execution of the agreement. 13. Security Deposit (SD): The EMD of the successful bidder will be automatically converted into the security deposit. The security deposit of the successful bidder will be refunded on the satisfactory performance of the successful bidder, after expiry of the validity period of the contract.
5 14. Forfeiture of Security Deposit (SD): The security deposit can be forfeited wholly or partially by the order of ACS &DG in the event of any breach or negligence or non-observation of the conditions of contract or unsatisfactory performance or non-performance. 15. Terms of Payment : i) Bills towards items supplied will have to be submitted in triplicate on supplier s own letterheads along with receipted Challan(s). For this purpose the Supplier shall obtain necessary certificates on the body of the Challan from the storekeeper for the items supplied as to (A) Quantity supplied (B) Quality Supplied. The payment will be made by the Joint Director, Accounts, ATI, West Bengal, through cheque after due verification and passing of the bills by the competent authority. ii) Penalty, if imposed, will be deducted from the Bill(s) or SD. iii) No advance payment in any case will be made. Section III General Terms and Conditions of Tender 16. The Bidder shall provide: (A) For Organizational Capability: i) Attested copy of Valid Sales Tax/VAT Registration Certificate ii) Attested copy of the valid Trade License iii) Attested copy of PAN/GIR Card; iv) Attested copy of valid Service Tax and Professional Tax Registration; v) Attested copy of Income Tax Return submitted for last two financial years; (B) For Techno Commercial capability i) The bidder should produce detailed documentary experience of executing similar contracts for last two years ii) Adequate Financial standing through latest ITCC, Annual report (Balance Sheet & Profit & Loss Account).of last 3 years. 17. Sealing and marking of Bid i) BID documents in prescribed form and complete in all respect in accordance with the terms & conditions of the tender along with the supporting documents/ attachments are to be sealed and marked as per following guidelines: ii) Bidder shall submit their bids in FOUR PARTS, in sealed envelope, super-scribed with the Particulars of Tender. PART-1: EMD, in the form of DD/Banker s Cheque in favour of Administrative Training Institute, West Bengal, payable at Kolkata.
PART-2: One copy of ORGANISATIONAL CAPABILITY of the Bidder, in Annexure- I, complete with all details along with all supporting documents; PART-3: One copy of TECHNO-COMMERCIAL CAPABILITY of the Bidder, in Annexure-II, complete with all technical and commercial details along with all supporting documents; PART-4: Undertaking in Annexure-III, Covering Letter in Annexure IV and one copy of FINANCIAL BID with full price details, in Annexure V. 6 iii) The Proforma of the format to be used on the envelope is mentioned below: PROFORMA OF FORMAT TO BE USED ON THE ENVELOPE CONTAINING BID EARNEST MONEY DEPOSIT, ORGANISATIONAL CAPABILITY, TECHNO- COMMERCIAL & FINANCIAL BIDS ------------------------------------------------------------------------------------------ DO NOT OPEN THIS IS A BID Client : Administrative Training Institute, West Bengal. Contract Name : Supply of Computer Peripherals and Consumable items at ATI, West Bengal Due Date & Time : From To <Name of Bidder> Director General, ATI, West Bengal <Address> Block FC, Sector-III Salt Lake, Kolkata-700106 ------------------------------------------------------------------------------------------ i) All the annexure in tender form should be legible and filled in clearly. ii) Envelopes will be opened at scheduled time and date in the presence of the authorised representatives of the bidders who wish to be present. 18. The bidder must not have been blacklisted by any Government Department/Autonomous Body or PSU Bodies under the Central/ State Govt. at any time. A declaration to that effect has to be submitted. If any false certificate is produced, the bid submitted will be cancelled and EMD will be forfeited; 19. Consortium with the other company is not allowed. Third party supply is not permitted. 20. Evaluation of Bid : Lowest financial bid amongst techno-commercially qualified bidders will be accepted. The decision of the tenderer would be final and binding. The authority reserves the right to accept, reject the tender, in part or full or split the total amount of supply among different bidders who have quoted lowest rate for different items without assigning any reasons.
7 21. Arbitration : In case of any dispute of differences, breach and violation relating to the terms of the agreement, the said dispute of difference shall be referred to the sole arbitration of Additional Chief Secretary & Director General, ATI or any other person appointed by him for the purpose. The award of the sole arbitrator shall be final and binding on both the parties. The adjudication of such arbitrator shall be governed by the provisions of the Arbitration and Conciliation Act, 1996, or any statutory modification or re-enactment thereof or any rules made thereof. The arbitration shall be held in Kolkata only. The legal proceedings, if any, arising out of the contract, shall have to be lodged in the appropriate Court or Legal Forum at Kolkata and not elsewhere. 22. Force Majeure : At any time during the continuance of this contract, the performance in whole or in part by either party or any obligation under this contract is prevented or delayed by reason of any war, or hostility, acts of the public enemy, civil commotion, sabotage, fires floods, explosions, epidemics, quarantine restrictions, strikes, lockouts or act of God (hereinafter referred to as events ) provided the notice of happenings of any such eventuality is given by either party to the other within 21 days from the date of occurrence thereof, then neither party shall, by reason of such event be entitled to terminate this contract nor shall either party have any such claim for damages against the other in respect of such non-performance and work under the contract shall be resumed as soon as practicable after such event may come to an end or cease to exist, and the decision of the Institute as to whether the work have seen so resumed or not shall be final and conclusive, provided further that if the performance, in whole or 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 his option terminate the contract. Sd/- Deputy Director (Admn.), ATI
8 Section IV Forms and Formats ANNEXURE I ORGANISATIONAL CAPABILITY 1. Name of Tendering Company/Firm/Agency :... (Attach certificate of registration) 2. Nature of the concern : (i.e. Sole proprietor of partnership firm or a company under Company Act, 1956) 3. Full Address of Registered Office of the firm : (i) Telephone/Mobile No. : (ii) FAX No.: (iii) E-Mail Address : 4. Full address of Operating/Branch Office of the firm (if any) : (i) Telephone/Mobile No. : (ii) FAX No.: (iii) E-Mail Address : 5. Attested copy of Valid Sales Tax/VAT Registration Certificate. 6. Attested copy of the valid Trade License. 7. PAN/GIR No. of the firm :.. (Attached attested copy) 8. Photocopy of income tax returns for last two financial years :. (Attached attested copy) 9. Service Tax Registration No. :.. 10. Details of Earnest Money Deposit : (Rs. D.D. No.. Date.. Drawn on Bank Signature & Seal of bidder
9 ANNEXURE II TECHNO COMMERCIAL CAPABILITY A. FINANCIAL INFORMATION Sl. No Name of the bidder Turnover (Rs) Turnover (Rs) 2011-2012 2012-2013 2013-2014 Average B. FORMAT FOR TECHNICAL CAPABILITY Sl. No Name Of Purchasers Period of Contract & Status Brief Description of supply & Scope of work Value of supply Contact details of the Customer Credential Certificate Total
10 ANNEXURE III UNDERTAKING 1. I, Son/Daughter/Wife of Shri, Proprietor/Director/Authorised Signatory of the Agency/Firm, mentioned above, is competent to sign this declaration and execute this tender document; 2. I have carefully read and understood all the terms and conditions of the tender and undertake to abide by them; 3. The information/documents furnished along with the above application are true and authentic to the best of my knowledge and belief. I/we, am/are well aware of the fact that furnishing of any false information/fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law. (Signature of tender with stamp of the firm) Dated : Place : Signature & Seal of bidder
11 Annexure-IV Covering letter for Financial Bid Date : To The Deputy Director (Administration), Administrative Training Institute, Government of West Bengal, FC-Block, Sector-III, Salt Lake, Kolkata 700106. Sub.: Supply of Computer Peripherals and Consumable items at ATI, West Bengal Sector-III, FC-Block, Salt Lake, Kolkata-700106. Dear Sir, With respect to the above mentioned subject please find our price bid offer. Our price bid is kept valid for a period of 90 (ninety days) from the date of bid opening. We do accept all the terms and conditions of the tender document. If at any point of time we deviate from the tender terms and conditions, ATI has the right to forfeit our Earnest Money Deposit (EMD) and/or Security Deposit (SD) without giving any clarification to us. Thanking you, Dated : Sincerely, Place : ( Seal & Signature of the Bidder )
12 Sl. No. Item Size and specification Required Quantity yearly (Approximate) Annexure V Financial Bid Format Rate per piece (inclusive of all duties, levies, transportation, freight and delivery charges etc) VAT As applicable Total 1 Blank CD Moserbear/ HP/ 4000 Sony-700 MB 2 Blank DVD Moserbear/ Sony- 200 4.7 GB 3 Blank DVD-RW Moserbear-4.7 GB 100 4 Blank DVD Sony-8.5 GB 100 5 CD Cover (Plastic Cover) 6 Cartridge HP Deskjet 840C, HP Deskjet 810C 4400 15 No.(black) 15 17 No.(color) 5 23 No.(color) 5 7 Cartridge HP Deskjet 3940,HP Deskjet 2360 21 No.(black) 4 22 No.(color) 4 8 Cartridge HP Photosmart D7168 9 Cartridge HP Officejet Pro K550, Officejetpro K5400 801 No. 2 88XL(C9396A)B 6 88XL (C9391A)C 6 88XL (C9392A)M 6 88XL (C9393A)Y 6
13 Sl. No. Item 10 Cartridge HP Deskjet 1000 11 Cartridge HP Officejetpro 8000 Size and specification Required Quantity yearly (Approximate) 802 No. 3 940XL(C4902A)B 3 940XL(C4907A)C 3 Rate per piece (inclusive of all duties, levies, transportation, freight and delivery charges etc) VAT As applicable Total 940XL(C4908A)M 3 940XL(C4909A)Y 3 12 Cartridge HP Deskjet 5652 57 No.(black) 3 58 No.(color) 3 13 Cartridge Laserjet P1007,Laserjet P1108 14 Cartridge Laserjet 4050N 15 Cartridge Laserjet CP2025DN CC388A(88A) 9 C4127X 2 CC530A(B) 3 CC531A(C) 3 CC532A(Y) 3 CC533A(M) 3 16 Cartridge HP Officejet Officejet 7500A 920 No. 3 3 3 3
14 Sl. No. Item 17 Cartridge HP Laserjet P1606dn 18 Cartridge HP Laserjet 2055dn 19 Cartridge HP Laserjet CP1515n Size and specification Required Quantity yearly (Approximate) CE278A(78A) 3 CE505A(05A) 2 CB540A(B) 2 CB541A(C) 2 Rate per piece (inclusive of all duties, levies, transportation, freight and delivery charges etc) VAT As applicable Total CB542A(Y) 2 CB543A(M) 2 20 Cartridge HP Laserjet 1100 21 Cartridge HP Laserjet 1320DN 22 Cartridge HP Laserjet 2015 DN 23 Cartridge HP Officejetpro 8100 92A 2 Q5949A(49A) 3 Q7553A(53A) 8 950XL(CN045A)B 3 951XL(CN046A)C 3 951XL(CN047A)M 3 951XL(CN048A)Y 3 24 Printhead Officejet Pro K550dn 88(C9381A)B/Y 1 88(C9382A)M/C 1 25 Ink Ribbon TVS Dot Matrix HD745 3
15 Sl. No. Item 26 Pendrive Transcend/ Kingston/ HP Size and specification Required Quantity yearly (Approximate) 8 GB 400 16 GB 10 Rate per piece (inclusive of all duties, levies, transportation, freight and delivery charges etc) VAT As applicable Total 27 External Hard Disk 1 TB 10 Segate/ Dell 28 Battery of UPS 500VA/600VA/700V 30 A/800VA/1KVA 29 Battery of Laptop HP 430/ HP 11 HP/DELL/ Compaq Probook 4430s/ Compaq NX6120/ HP Pavilion Dv 2000/ DELL VOSTRO/ HP Compaq 6530S/ Compaq Total. In words Note: 1. The yearly required quantity as mentioned above is approximate. The actual quantity may increase or decrease as per requirement. 2. The Order will not be placed at a time. The Orders will be placed, in phases, throughout the tender period. 3. Consumable and peripheral items of computer should be of good quality, strictly as per specification and standard Signature of Authorised Signatory
16 Memo No.: 914 /1(14)/V-30/ATI/2013 Date: 15/10/2014 Copy for information with a request to display this notice on the Office Notice Board is forwarded to 1. The District Magistrate, 24 Paraganas (North), Barasat 2. The District Magistrate, 24 Paraganas (South), Alipore 3. The Executive Engineer, PWD(Civil), Bidhannagar Division, Purta Bhawan, Salt Lake 4. The Executive Engineer, PWD(Electrical), Bidhannagar Electrical Division, Purta Bhawan 5. The SDO, Bidhannagar 6. The Executive Officer, Bidhannagar Municipality 7. The State Project Director, DPEP, Bidhanagar, Bikash Bhawan, Salt Lake 8. The Manager, State Bank of India, Bikash Bhawan, Salt Lake 9. APO(IT), with a request to kindly upload the Notice inviting Tender on the ATI Website 10. The Chief Executive Officer, CMDA, Unnayan Bhawan, Salt Lake 11. The Secretary, W.B.S.E.D.C.L, Bidyut Bhawan, Salt Lake 12. The Deputy Secretary, Sunderban Devt. Board, Mayukh Bhawan, Salt Lake 13. The Notice Board of ATI, West Bengal 14. The Cashier, ATI with a request to sell the Tender Notice on cash payment of Rs. 200/- (Rupees two hundred only) in the Cash Section of ATI Sd/- [DEPUTY DIRECTOR (ADMINISTRATION)] ATI, WEST BENGAL