DIRECTORATE GENERAL ASSAM RIFLES : SHILLONG TENDER NOTICE. Tender Notice No. IV.18081/09-10/ORD/M&E/Treadmill Dated, Shillong : 06 Jan 2010

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1 DIRECTORATE GENERAL ASSAM RIFLES : SHILLONG TENDER NOTICE Tender Notice No. IV.18081/09-10/ORD/M&E/Treadmill Dated, Shillong : 06 Jan Sealed Tenders are hereby invited in Two Bid System i.e Technical and Cost Bid from Manufacturing Firms and their Authorised Distributors only (Registered with DGS & D in case of distributor of foreign firms) for supply of Heavy Duty Commercial Use Treadmill Qty 75 Nos. 2. Details specification of above items required can be down loaded from AR web site i.e 3. Tender papers with complete sets of Terms & Conditions and specifications can be down loaded from our web site. Tender fee of Rs. 500/- (Rupees Five Hundred Only) each to be forwarded through bank draft in favour of Establishment Officer, Directorate General Assam Rifles, Shillong alongwith the Tender Papers. 4. Pre Bid conference. (a) The pre bid conference with the prospective bidders will be held on 22 Jan 2010 at 1530 at provision Branch, HQ DGAR Shillong for clarification of any technical details pertaining to the tender notice. (b) All the prospective bidders are requested to make it convenient to attend the same. 5. The tender should be accompanied by Earnest Money for a sum of Rs. 7,38,000/- (Rupees seven lakhs thirty eight thousand only) in respect of tenderer not registered with DGS&D/NSIC to be submitted duly pledged in favour of Director General Assam Rifles, Shillong 11. All tenders will be submitted with Tender samples for technical evaluation. 6. Tenders will be received upto 1200 hours on 05 Feb 2010 and will be opened at 1430 hours on the same day. Tele No. : (0364) (Col Prov) (0364) (SO-1 ORD) Fax No. :, (0364) For and on behalf of The President of India

2 MINISTRY OF HOME AFFAIRS DIRECTORATE GENERAL ASSAM RIFLES : SHILLONG-11 Tender Notice No. IV.18081/09-10/ORD/M&E/Treadmill Dated, Shillong : 06 Jan 2010 To TENDER NOTICE 1. Sealed tenders are hereby invited on behalf of The President of Indian Union for supply of Heavy Duty Commercial use Treadmill Qty 75 Nos. The items are required to be delivered by Road Transport at No 1 Maintenance Group Assam Rifles, Dimapur (Nagaland ), 2 Maintenance Group Assam Rifles, Silchar (Assam) and 3 Maintenance Group Assam Rifles, Jorhat (Assam). The exact location will be confirmed on finalisation of the contract. Submission of Tender Documents 2. The following will be strictly adhered to while filling up the tender documents as given in Appendix A to F:- (a) Only the enclosed formats (Appendix A to Appendix F) or their Photostat copies will be used. Companies will affix their company s stamp in the space provided at the bottom of each sheet and authorised signatory of the Company must sign each page. Additional sheet, duly authenticated, may be attached to elucidate specifications or clarify a point. (b) The cost to be indicated for each item should be the landed cost of the item at the consignee location exclusive of all taxes, levies, freight and duties and also cost of installation/commissioning/testing which will be quoted separately in Commercial offer. (c) Total cost for the complete delivery, installation, training of each component will be clearly indicated. (d) (e) Incomplete quotation will be rejected. All quotations will be in sealed envelope. (f) Only OEM or their authorized to quote on behalf of the OEM will respond to this tender enquiry. The product being quoted will only be OEM products except where specifically stated in the tender enquiry. (g) Technical and commercial offers/cost bid will be submitted on specific format enclosed with this tender document in separate envelope marked Technical Offer and Commercial Offer. EMD will be submitted along with Technical offer. (h) Full name and status of the person signing the tender documents must be clearly mentioned in the tender. (j) In case submission of any photocopies of any documents, the same should be attested by any Class I Gazetted Officer/Notary. TERMS AND CONDITIONS RECEIPT/OPENING OF TENDERS 3. Tenders will be submitted in two bid system (Technical & Cost Bid) in two different envelops / covers as per following details :- (a) Technical bid will consist of appendix-- A to appendix E. which will contain the following :- (i ) Acceptance of terms and conditions by the vendor Appendix- A. (ii ) (iii) Certificate to be furnished by the vendor-appendix- B. Specifications required/offered by the vendor Appendix C. Contd.2/-

3 2 (iv) Proof of established service centre for the specifications quoted, in the North-East alongwith details of individual with address of the service centre and contact numbers of the persons alongwith the names Appendix- D. (v) Performance statement for last three years of all indents above Rs.10 lakhs value supplied to Govt organizations-appendix E (vi) Earnest money (if applicable):- The earnest money for a sum of Rs. 7,38,000/- (Rupees seven lakhs thirty eight thousand only) will be submitted along with the technical bid duly pledged in favour of Director General Assam Rifles, Shillong-11. (vii) In addition, the following documents will also be submitted along with the technical bid :- (aa) (ab) PAN Number and photocopy of PAN Card. Sales Tax clearance certificate from the competent authority as applicable. (ac) A Power of Attorney (if the tender is not signed by the actual tenderer or the tender is submitted on behalf of the firm). (ad) Partnership Deed (as applicable) in case of partnership firm. (ae) Financial Stability Certificate from Deputy Commissioner / Asst Commissioner / District Revenue Officer / Schedule Bank mentioning the approximate value upto which tenderer is capable to run contracts. (af) Core banking Account Number. To increase transparency in the account and cut delays in Govt transactions, a bank account with State Bank of India (SBI) branch at your station having Core banking Account Number will be reflected in the technical bid separately duly authenticated by the concerned branch of SBI. (ah) All authorized dealer of OEM will be required to submit dealership certificate from the OEM specifically mentioning the validity. (b) Commercial / Cost bid will consist of appendix F which will contain the following :- (i ) Commercial / Cost bid Appendix F. (ii ) The Commercial / Cost bid should contain the complete financial aspects quoting cost of items considered essential. Optional items, important spares recommended should be quoted separately. Total net cost must be indicated. Details of sales tax, excise duty, freight, toll tax etc as applicable must be quoted separately. Prices as quoted in Commercial bid will be valid for 180 days from the date as given in commercial bid. (iii ) All cuttings / amendments must be signed in full else the tender will become INVALID and is liable to be rejected. 4 Both the above mentioned covers should be sealed separately and super - scribed with the Tender No, stores and date of tender opening. These covers should thereafter, be kept in a third cover and again sealed. This cover should also be super - scribed with the Tender No. Name of the Stores and Date of Tender Opening. 5 Only the Technical bid shall be opened on the date of tender opening. Cost bid of only those firms whose technical bids and the tender samples have been approved by the technical evaluation committee will be considered for opening. 6. Tender Sample:- It is mandatory for all the firms to deposit tender sample of the items along with the Tech Bid for evaluation by the committee along with technical literature and the user manual. Tender submitted by the vendor with out the tender samples are liable to be rejected. 7 Rate. Tenderer must quote the rate in terms of per number only excluding installation charges. The Equipments will be delivered at the place mentioned at para 1 above. No extra charges over and above the quoted rate in any form will be borne by the Department. The rate quoted will be firm and final and no amendment/alteration to the rate/rates quoted in the tender will be accepted at a later date. No representation will be entertained for change in traders s name quoted or; any other alteration in respect of any of the contracted articles/goods during the currency of the contract or any fresh duty or tax is levied or variation made in the existing freight charges. 8 Firms should clearly indicate additional charges, if any, which they intend to add as extra along with the present rates thereof. Offers with stipulations like applicable will be treated as vague and are liable to be ignored. Contd.3/-

4 3 9. Earnest money. The tender should be accompanied with earnest money of Rs. 7,38,000/- (Rupees seven lakhs thirty eight thousand only) duly pledged in favour of Director General Assam Rifles, Shillong in any of the following forms :- (a) (b) Government Securities. Demand Draft on any Nationalized / Scheduled Bank (c) Deposit at call receipt from Nationalized / Scheduled Bank. Non submission of above earnest money in full specified will render a tender invalid. 10 Offers of those firms who are not registered with DGS&D or NSIC specifically for the subject stores / specifications will not be considered unless the same are submitted along with required Earnest Money. If the firm is registered with DGS&D, NSIC/SSI, then earnest money will be exempted on production of documentary proof which should be attached with the technical bid. 11. Forfeiture of Earnest Money. If the successful tenderer fails to deposit security money and relevant documents within the stipulated date, the earnest money deposited shall be forfeited to the state. If any tenderer withdraws his tender after submission or if any tenderer refuses to enter into contract when awarded or having entered into contract when awarded fails to meet the contractual obligations during the currency of contract, the earnest money or security money deposited by him along with such tender/against such contract shall be forfeited to the state. 12. Release of Earnest Money. The earnest money of the successful tenderer will be refunded as soon as security money is furnished. In respect of unsuccessful tenderer, unless otherwise forfeited under Clause 11 above, the earnest money will be refunded on finalisation of contract. 13. Performance Guarantee./Security deposit. (a) The Vendor shall furnish a performance Bank Guarantee equal to five percent (5%) of the total value of the contract within seven days on the receipt of supply order in any form mentioned below :- (a) (b) Government Securities. Demand Draft on any Nationalized / Scheduled Bank (c) Deposit at call receipt from Nationalized / Scheduled Bank. Non submission of above earnest money in full specified will render a tender invalid. (b) The Bank Guarantee/security deposit will be valid for two months beyond the date of expiry of warranty period. In case of non-adherence to the delivery schedule as given in the Tender for all deliverables of the items/systems liquidated damages as given in the Tender will be deducted from this amount. 14. Forfeiture of security money. In the event of contractor failing to perform his part of the contract to the satisfaction of the department or in case he disregards any terms and conditions of tender notice/work order, the contractor shall be liable to any or all of the following actions at the discretion of the Director General Assam Rifles :- (a) Forfeiture of security money in whole or part. (b) Make good the loss caused to the Government through inability, neglect or delay to comply with any demand. (c) Cancellation of the contract without any prior notice. 15. Release of security money. The security money furnished as per Para 13 above will be released unless otherwise forfeited to State under Clause 14 above and after expiry of Warranty period. 16. Compensation. The successful tenderer will be intimated by a letter of acceptance of his/her/their tender by the Directorate General Assam Rifles. Till then no tenderer has any right to assume that his/her/their tender has been accepted and if any tenderer disregards this warning and makes any arrangements or ensure any expenditure in anticipation of issue of letter of acceptance, he/she/they will have no claim whatsoever for any compensation at a later stage. 17. Delivery period. 90 days from the date of issue of supply order. Equipments will be delivered at Dimapur (Nagaland), Jorhat (Assam ), Silchar (Assam) and Shillong (Meghalaya). Installation of the eqpt will be completed with 21 days of delivery or after confirmation of readiness of site Contd.4/-

5 4 18. Inspection.. The equipment will be inspected by a board of officers at the consignees end as per existing procedure of HQ DGAR 19. Warranty. The equipments should be covered with min warranty of One year for the equipme against any defect of workmanship and materials from the date of Final inspection at consignee location. During this period of warranty, if any defect is found, the firm shall be bound to repair/make good/provide replacement of the same at consignees location at their own risk and expenses except items of a consumable nature. Items of Consumables nature will be stated by the Vendor in his quote. The Customer may invoke the bank guarantee in case vendor fail to ensure rectification of defects within one week of the defect being intimated to you. Vendor will ensure 100% equipment/systems availability, during the warranty period 20 Conditions during Warranty. The vendor should fulfill the following conditions during the guarantee /warranty :- (a) Any failure in the system/equipment or a subsystem thereof should be rectified within a maximum period of 7 days of lodging a complaint. (b) If the system is down beyond 7 days, penalty at the rate of Rs 500/- (Rupees five hundred only) per day per system will be charged or recovered out of the Performance Bank Guarantee/security deposit held towards warranty. (c) Any system failing at sub-system level three times within a period of three months or displaying chronic faulty behaviour or manufacturing defects or quality control problems will be totally replaced by the vendor at his risk and cost within 30 days of being intimated pending which repair / replacement will be carried out through a third party. The payment for such repair /replacement will be deducted from performance Bank Guarantee/security deposit or will be paid by Vendor as found necessary. 21. PAYMENT. The terms and conditions of the payment will be as under:- (a) 90% payment will be made within 60 days on completion of supply of contracted quantity in full and in good conditions subject to checking and acceptance by the authorities so detailed for this purpose by the Director General Assam Rifles or his authorised representative. In this regard the decision of Director General Assam Rifles will be final and binding. No advance payment will be entertained in any circumstances. (b) Bal 10 % payment will be made on successful completion of installation & Trg at the given consignee end. 22. Liquidated Damages (LD). In addition to clause 17, in case of delay in supply the liquidated damages to the extend of 2% per month or part thereof subject to a maximum 10% of contract value will be recovered from the bill of supplier. After the maximum limit of 10% the purchaser will reserve the right to either extend further or cancel the contract. 23 Method of Payment of LD. The amount charged as liquidated damages shall be deducted by the customer from the amount due for payment to the vendor. If the amount of such LD exceeds the payments due to the vendor, the vendor shall within 30 (thirty) days make payment to the customer in full for final settlement of claims failing which the Bank Guarantee will be encashed to make good the amount exceeding the payments due to the vendor. 24. Evaluation of the Proposal (Technical). A three stages procedure will normally be adopted:- (a) Stage-I: Evaluation of Technical Bids to assess their suitability against the laid down QR s. Tenderers must ensure that they enclose all original technical literature and detailed documentary proofs which specifically bring out the compliance of the equipment being offered against the QRs/specifications. In case it is not possible to verify compliance of equipment offered due to lack of adequate documents no reference will be made to tenderer & the bid will not be considered further. (b) Stage-II: If required- Functional Demonstration/ Physical evaluation of the stores found meeting the QRs in technical evaluation will be done to verify the compliance of the equipment with the laid down QR s. The tenderers will have to give such functional demonstration on no cost no commitment basis at a location specified by the purchaser. In case of imported stores, no assistance whatsoever will be provided by the purchaser in any matter whatsoever and it will be the tenderers responsibility to submit the samples on the appointed date, time and place. No requests in any manner whatsoever shall be entertained in this case. Contd..5/-

6 25. Evaluation of the Proposal (Financial) Stage-III. 5 (a) The price bids of only those stores found acceptable in functional demo./trial shall be opened, evaluated and considered further. (b) (c) In case tender samples have been called with the tender, then stage-i and II shall be combined. It is in the tenderers interest to include all relevant and detailed technical data with their bid. 26. Option Clause. Number of items / equipments may fluctuate on plus as well as minus side up to 25% of the ordered quantity during the currency of the supply order. 27. Repeat order. The buyer can order upto 50% quantity of the items within Six Months from the date of successful completion of this supply order, cost, terms and conditions remaining the same. It shall be entirely the discretions of buyer to place the repeat order or not 28. Fall Clause. If vendor undertakes identical works/supplies identical items in other ministries/ departments at the rates lower than the rates approved by the department, he will have to charge at those rates from this organization 29. Lien in respect of claim in other contract. In case there is any demand against the supplier which can not be recovered out of his dues or Bank Guarantee bond, the same shall be recoverable out of dues of any other contract he is carrying with any unit/formation under MHA. 30. Arbitration. In the event of any question dispute or difference arising under these conditions or any special conditions of contract, or in connection with this contract (except as to any matters the decision of which is specifically provided for by these special conditions ), the same shall be referred to the Sole Arbitration of the Director General Assam Rifles or some other person appointed by him. There will be no objection that the Arbitrator is a Government Servant, that he had to deal with the matters in which the contract is related or that in the course of his duties as Government Servant he has expressed views on all or any of the matters in dispute or difference. The award of the Arbitrator shall be final and binding on the parties to this contract. Further that all disputes arising out of the contract. Shillong Court shall have exclusive jurisdictions The tenderers submitting the tenders shall render a certificate to have agreed to this clause. 31. General. The tender should be submitted in accordance with the above Clauses failing which tender may be rejected at the discretion of Director General Assam Rifles. The Director General Assam Rifles also reserves the right to accept any tender in whole in a part, reject any tender or all tenderers without assigning any reasons whatsoever or to carry out negotiation with the tenderers in the manner considered suitable in the best interest of state. The approved tenderer will have to abide by all the terms and conditions of this tender notice and same will remain in force during the currency of the contract. 32. Pre bid conference :- (a) The pre bi d conference with the prospective bidder will be held on 22 Jan 2010 at 1530 hrs at Provision Branch, HQ DGAR, Shillong for clarification of any technical details pertaining to the tender notice. (b) All the prospective bidders are requested to make it convenient to attend the same. (c) Tenders will be received upto 1200 hours on 05 Feb 2010 and will be opened at 1430 hours on the same day 33. In case of any query, the following officers can be contacted at their office telephone number indicated below :- (a) Col (Prov) (b) SO-1(ORD) Sd/xxxx (VK Kalra) Lt Col Offg Col (Prov) for Director General Assam Rifles Tender Notice No. IV.18081/09-10/ORD/M&E/Treadmill Dated, Shillong : 06 Jan 2010

7 TO BE SUBMITTED ALONGWITH TECHNICAL BID Appendix -A (Refers to Para 3 (a)(i) of Tender Enquiry) ACCEPTANCE OF TERMS AND CONDITIONS BY THE VENDOR 1. We hereby agree to all the terms and conditions as given in Tender Notice No. Tender Notice No. IV.18081/09-10/ORD/M&E/Treadmill dated 06 Jan Company Seal (Authorised Signatory of Company) Place : Date :

8 TO BE SUBMITTED ALONGWITH TECHNICAL BID Appendix `B (Ref para 3 (a ) (ii) of Tender Enquiry) CERTIFICATE TO BE FURNISHED BY THE VENDOR 1. The equipment once delivered will be subjected to an inspection by the acceptance board at the given consignee location. The details of the procedure will be worked out jointly between the vendor and the Customer. The specifications of the equipment will be in conformity with the details provided by the user and as per given specifications. The date of completion of acceptance board would be deemed to be date on which the warranty will commence. 2. We shall provide on site comprehensive warranty of One year for the items being supplied. 3. We guarantee to provide 100% uptime for the equipment during guarantee/warranty. 4. We confirm that we abide by the delivery schedule as laid out in para 17 of tender enquiry and elsewhere in the tender enquiry. 5. We agree to deposit a bank guarantee equal to five percent (5%) of the total cost of items/systems within seven days of receipt of supply order. The Bank Guarantee will be valid for two months beyond the date of expiry of warranty period. 6. We certify that any cost incurred on additional items/systems/components /accessories required would be borne by us. Company Seal (Authorised Signatory of Company) Place : Date :

9 TO BE SUBMITTED ALONGWITH TECHNICAL BID Appendix `C (Ref para 3 (a) (iii) of Tender Enquiry) SPECIFICATIONS OF HEAVY DUTY COMMERCIAL USE TREADMILL (Only well known brands of repute to be quoted) (Make :, Model : Ser Specification Required No Dimensions (a) Dimension (L W H) x 900 x 1580 mm (b) Inches x 35.5 x (c) Walking Area (L W) x 570 mm (d) HP HP AC Motor continuous duty (e) Incline - Motorized Incline LED Display (a) Speed Range Km/h (b) Weight allowed Kgs (c) N W Kgs (d) G W Kgs (e) Speed -10 speed Hotkey, 6 Incline hotkey Specification offered Company Seal (Authorized Signatory of Company) Place : Date :

10 TO BE SUBMITTED ALONGWITH TECHNICAL BID Appendix `D (Ref para 3 (a) (iv) of Tender Enquiry) CERTIFICATE We certify that we have a support team of technicians located at NORTH EAST. The details of the complete address with location and also details of engineers with their qualification, experience and appointments is as under :- Ser No Address with contact number Contact persons details with qualification and appointment for confirmation Company Seal (Authorized Signatory of Company) Place : Date :

11 TO BE SUBMITTED ALONGWITH TECHNICAL BID Appendix - E (Ref para 3 (a) (v) of Tender Enquiry) LIST OF GOVT/ARMY/OTHER PROJECTS UNDERTAKEN Ser No Organisation Details of Projects Contact Person of the Including cost Organisation with Tele Number for Confirmation Note :- The vendors may attach the copy of supply order of the other Govt organizations for whom similar projects have been executed by them. Company Seal (Authorised Signatory of Company) Place : Date :

12 TO BE SUBMITTED ALONGWITH COST BID Appendix - F (Ref para 3 (b) (i) of Tender Enquiry) COMMERCIAL BID HEAVY DUTY COMMERCIAL USE TREADMILL Ser No Items A/U Qty Rate (per Nos) VAT Other charges Amount 01. Heavy Duty Commercial use Treadmill Nos 75 Make Model (Specification as per Appx- C of Tender Enquiry) Total (Total Rupees in words ) Note : 1. The total cost indicated above shall be final landed cost exclusive of all taxes, excise/ custom duties, levies, installation etc. The prices are for one year on site comprehensive warranty. 2. The taxes as applicable will be quoted separately. 3. Prices quoted above will be valid for 180 days from the date as given in Commercial Bid. Company Seal (Authorised signatory of the company) Place : Date :