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

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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