INTEGRAL COACH FACTORY, CHENNAI -600 038.
STORES DEPARTMENT
TENDER SCHEDULE FOR E-TENDERS
Index (contents)
(I) GENERAL INFORMATIONS AND GUIDELINES TO E- TENDERERS (2 – 11)
(II) GENERAL INSTRUCTIONS TO THE TENDERERS(12-26)
(III) GENERAL CONDITIONS OF CONTRACT (27-31)
(IV) SPECIAL CONDITIONS OF CONTRACT (32-34)
(V) DECLARATION FORM (35)
(VI) PROFORMA A, B, C, D, E, F, G & H with Annexures A, B & C (36-51)
(VII) IRS CONDITIONS OF CONTRACT (separate)
COS /ICF – SHELL DIVISION COS/ICF- FURNISHING DIVISION
Telephone. No. 044-26263091 044-26269341
Fax No. 044- 26261820 044- 26261820
e.mail [email protected] [email protected]
Issued by : CONTROLLER OF STORES Integral Coach Factory, Chennai 600 038. Issued : 1st April 2014. (I) GENERAL INFORMATIONS AND GUIDELINES FOR SUBMISSION OF ELECTRONIC OFFERS I, On behalf of the President of India, the Controller of Stores, Integral Coach Factory, Perambur, Chennai-38 (hereinafter referred to as the Purchaser), invites electronic tenders for the supply as set forth in the Notice Inviting Tender and “Item details” page attached with each electronic tender “Financial Rate page screen”. The instructions given are applicable for all tenders electronic / otherwise, invited from Office of Controller of Stores/Shell Division and Office of the Chief Materials Manager/ Furnishing Division.
1. User friendly Application System: Centre for Railway Information System (CRIS), has developed fully secure and completely user friendly Application System which will permit vendors to Search, View, Download tenders pertaining to Indian Railways directly from CRIS’s secure website (www.ireps.gov.in). Vendors can participate and submit Online Offers for the e-tenders directly from the website in a fair, secure and transparent manner maintaining complete confidentiality and security throughout tender downloading, bid submission and evaluation process. Vendors and Railway Users have been given facility of HELPDESK wherein users can seek help of helpdesk staff through Query / e-Mail / Telephone. Link for Helpdesk is available on ‘ Homepage’. Link for “(FAQ)” ie., Frequently Asked Questions is also available for guidance of various users. All e-tender notices pertaining to Zonal Railways and Production Units etc., are uploaded and are available on this website.
2. Participation in e-tender: For participation in e-tender, the first step is to register with CRIS. Vendors desiring to submit offers should register their names with CRIS through online using the link “New vendors” available in the Homepage of the website and obtain separate user ID , password and vendor code from CRIS for participation in E-tender. Online offers can be submitted only by giving their valid User-id and Password and vendor code issued by CRIS and by using Quick search (or) Advanced search option after logging into the website.
3. Registration with CRIS: Authorized vendor user must have an active e-mail account for submitting their log in registration request. Login registration to the website is available on free of charge basis. Their registration request, after due verification, will be accepted and details of their separate account such as Vendor ID, Log in ID, Password etc. for the usage in the e-procurement portal will be sent to them through e-mail. Detailed instructions regarding registration process are available in “Users Manual for Vendors”, link which is available on the Home page, under the link “Learning Centre”. On registration, the website will provide a registration number, which the vendors are advised to note down for further correspondence.
4. Digital Certificate: Prior to this, vendors must have obtained a Class III Digital Signature Certificate with Company Name issued by Controller of Certifying Authorities (CCA) licensed Certifying Agency (CA) for registration as well as for participation in e-tenders. The Digital certificate must be obtained in the name of the person who is authorized by the company/vendor to submit electronic offer and authorized to Sign (same as digital signing as per I.T. ACT 2001). All the details of the Digital certificate, as obtained from the Certifying Agency (CA), showing the Identity of the person who is authorised to sign and submit an electronic offer, will get auto attached along with the electronic offer and can be verified by CRIS at a later stage to establish the identity of the person who has digitally signed and submitted his electronic offers. This is similar to as an authenticated copy of the document, which authorizes the signatory to commit on behalf of the firm, to accompany the offer. Without this Digital Certificate, vendors cannot participate in any e-tenders of Railways. The same Digital Signature Certificate, within its validity, can be used for participation in the e-tenders available in the website. “Frequently Asked Questions”(FAQ) link available on Home page gives procedure for
2 obtaining Digital Certificates and also guidance to various users. If validity of Digital Signature Certificate has expired, the system will lead him to a facility where he will be required to change the Digital Signature Certificate.
5. Time taken for registeration: Vendors are advised that CRIS will require minimum 3 (three) clear working days to provide them with user-ID and password which will be sent to their e-mail address provided by them during the registration process. In case of any difference in the information provided by the vendor and that available in the digital signature used during registration, the request will be rejected and an e-mail will be sent to them, duly assigning the reason for rejection. CRIS will not be responsible for non-receipt of e-mail by the vendors due to furnishing of invalid e-mail ID by the vendor during the registration process. Vendors in their own interest are advised to register themselves well in advance in the website and obtain their vendor code, user-ID and password in order to avoid last minute glitches. CRIS will not be responsible for vendor’s failure to participate in a tender due to any technical problems arising during the process of registration or submission of offers. 6. e-Tenders of Integral Coach Factory: On behalf of the President of India, the Controller of Stores, Integral Coach Factory (ICF), Chennai – 600 038, a Passenger Rail Coach Production Unit (PU) under Ministry of Indian Railways, (hereinafter referred to as the Purchaser), is uploading e-tenders in the above website and inviting electronic tenders for the supply as set forth in the Notice Inviting Tender (NIT) and “item details” page attached with each e-tender in the “Financial rate page” screen.. Tenderers can submit ON LINE ELECTRONIC OFFERS ONLY by visiting Indian Railways Electronic Procurement Portal at the address www.ireps.gov.in after getting themselves registered with CRIS/IREPS. On line offers received within the due date and time of tender opening in the Electronic Tender Box available in the website www.ireps.gov.in will only be considered. Offers received in any other form, (manual / fax / e-mail / telex ) will not be considered and will be treated as invalid offers. Tenderers are requested to submit the online offers at the earliest without waiting for the last day/minute. Electronic offers if submitted after the pre-stipulated date and time will not be received and vendor will be notified that 'You cannot submit offer as you are late. No "LATE OFFERS" shall be permitted /received against an Electronic Tender. Integral Coach Factory will not be responsible for vendor’s failure to participate in a tender due to any technical problems arising during the process of registration or submission of offers.
7. Registration for Individual Railways / PU’s: Vendors need not register for individual Railways / PU’s for participating in e-tenders which are classified as open tenders. Vendors registered with CRIS will be able to download all tenders which are classified as open tenders and to submit electronic bids for any Railways / PUs. However, for participating in tenders which are classified as Limited Tenders / Bulletin Tenders, vendors have to register themselves with Individual Railways / Production Units as a registered supplier for the trade groups of their interest. Existing Registered suppliers are required to keep their registration valid by renewing their registration in time. For registering themselves as a registered supplier of ICF, or to renew the existing registration, vendors are advised to contact the Officer in charge of Registration Section, Office of the Controller of Stores, ICF, Chennai–38. It may please be noted that ICF will grant new registeration or renew the same only to those firms who satisfy the parameters prescribed for a registered supplier of ICF. While every effort will be taken to advise the status of registeration in case all required details are submitted alongwith the application, registration / renewal with ICF requires considerable amount of documentation and screening and hence no time frame can be fixed for granting registration / renewal. Vendors may also visit ICF website www.icf.railnet.gov.in for further information.
8. Special Category Items: For some tendered items, which fall in Safety, Vital or Passenger Amenity or in any other Special Category, offers are invited only from panel of sources approved by RDSO / ICF. In such cases, offers from vendors of approved panel only will be considered. If the quoting
3 firm(s) is not approved by RDSO/ PUs / CORE for the tendered item, then they must submit their credential details i.e. Machinery and Plant, Testing facilities, QAP, Technical manpower etc. In deserving cases, the offers from new suppliers may be considered for educational order only after confirmation of their capacities / capabilities by RDSO/ PUs / CORE. Failure to furnish requisite credentials as mentioned above will make their offer liable to be ignored. Vendors should understand clearly the difference between registered supplier and approved supplier. All registered suppliers are not approved suppliers and an approved supplier of RDSO / ICF etc. need not be a registered supplier with ICF. But they should hold registration with CRIS for participation in e-tenders. In short :-
i) Registration with CRIS enables vendors to participate in all open tenders which are uploaded without conditions regarding restrictions for submission of offers. ii) Registration with ICF and with CRIS enables vendors to receive online tenders against Limited Tenders / Bulletin Tenders issued by ICF. iii) Whenever tenders are invited from approved panel, offers from the approved panel only will be considered for bulk ordering.
9. Tender Documents: e-Tender document for a tender consists of Tender Schedule containing, (i)General Informations and Guidelines to e-tenderers for submission of electronic offers, (ii) General Instructions to Tenderers, (iii) General Conditions of Contract, (iv) Special Conditions of Contract, (v) Latest version of IRS Conditions of Contract, (vi) Schedule of Requirements and Conditions for each tender, (vii) Declaration Form, along with (viii) Techno-commercial Offer Form Including Attached Documents, if any, and (ix) Financial Offer Form from the firm..Vendors are advised to read carefully all the Guidelines, Instructions and Conditions of Contract before submitting offer. Your digital signature on the e-tender form will be considered as your confirmation that you have read and accepted all the guidelines, instructions and conditions laid down in the documents unless specific deviations ( if any ) are quoted in the techno – commercial offer form. Tenderers can download e- tender form only after payment of tender document cost. The payment details are available in para. 21 below and also in para. 2.0 of part II, “General Instructions to Tenderers” .
10. Submission of offers: : e- tender form is not transferable and the same is to be submitted with Digital Signature by the pre-authorised personnel of the vendor already registered with the site. The offers are to be attached with valid Digital Signature (Class III with Company Name) obtained from an approved Certifying Agency. The commercial offers must be filled in the prescribed standard " Financial Rate Page " screen available in the website with every Electronic Tender Notice and should be submitted before the stipulated due date and time fixed for the receipt of offers as set forth in the tender details on the main screen. System will prompt the vendors to attach their digital signature whenever they click any of the “Sign & Submit” button available in the web page and it is mandatory for the vendors to use their Digital Signature Certificate to attach their digital signature.. The tenderers should submit ONLINE ELECTRONIC OFFERS ONLY by visiting Indian Railways Electronic Procurement Portal at the address www.ireps.gov.in and submit online offers by using quick search (or) Advanced search option after logging into the website by giving their valid User-id and Password. Offers received in any other form, (manual/fax/e-mail/telex) will not be considered and will be treated as invalid offers. Vendors in their own interest are advised to visit the web site regularly and check for the tenders and corrigendums, ( if any ) issued for the tenders. The all inclusive rate will alone be considered for evaluation of tender i.e. inter-se ranking.
11. Revised Offer: Vendors will not have access to such e-bids submitted by them. They can however submit a revised offer anytime before the stipulated opening date and time and in such case the last revised offer submitted at a later time and date shall be considered as the
4 offer superceding all the previously submitted offers for that item/items of the tender. Tender document cost is not required to be paid again for submitting revised e-bids.
12. Alternative offers: Facility for submitting alternative offer ( for different make, specification, slab discount etc., ) is also available. Generally, the stores offered should be in accordance with stipulated drawings and specifications as given in the ITEM DETAIL PAGE as attached with every electronic tender. Details of deviations, if any, from tender specification and other conditions should be clearly indicated in deviation statement folder as attached with every Rate Page for each electronic tender. In case the vendor wants to offer deviation in tender description / specification, he has to select “I want to Offer Deviation” against Item Description column available in the Financial Rate Page for the tender and has to clearly enter the description offered by him in the space provided, otherwise it will be construed that the vendor has quoted as per the tender description. If any tenderer happen to quote with their own drawing No./Part No./Specification or Alternate offer then they shall have necessarily submit copy of all the requisite documents and information in support of their offers being in conformity with the tender drawing/specification and copies of such Drawings/specifications should be attached, failing which the offer may not be considered. The alternate offers are liable to be rejected if there are other offers to the specifications tendered for. Tender document cost is not required to be paid again for submitting revised / alternative e-bids.
13. Confidentiality and Security of rates: Electronic offer submitted in the prescribed Rate Form shall be addressed to President of India through Controller of Stores, Integral Coach Factory, Chennai-38. Electronic offers once digitally signed and submitted for one or for all the item/items cannot be accessed later and shall remain fully secured and confidentially stored into time locked e-tender box in an encrypted form till the due date and time of opening. A vendor can submit his commercial offers ON –LINE using Commercial Rate Page link from vendors home page itself or other links available on the website. To ensure confidentiality of rates and security, the Financial Rate Page, containing the Rate values as quoted and submitted under financial rate page, will be transmitted and stored in secured time locked data base in fully secured ENCRYPTED form before transmission on internet channels and shall remain encrypted till tender opening date and time using highest levels of data security standards as provided and tested and also approved by the certification authority and will be digitally signed using the valid digital certificate as selected by the vendor for verification of Identity of the vendor (as provided under law) who submits his electronic bid using the Railways EPS application. All such offers as submitted on line will be stored directly into the time locked electronic tender box which can be opened only after the stipulated date and time as stipulated for tender opening by two authorized Railway Officials (Stores & Finance) who are provided valid digital permissions through Digital Certificates issued by competent authority in their names and as verified by Railway.
14. Compliance to Special conditions/Checklist for Vendor: Vendors are advised to fill "Compliance to special. tender condition/Checklist" with each offer by specifically stating "yes" or "No" against each special condition/Checklist and in case of a "No" must fill reason for not agreeing with that special condition/Checklist in the remark entry box as provided therein. In case vendor do not fill and submit any compliance to special Condition folder it shall be treated as the offer complied with all the special tender conditions
15. Filling Financial Rate Page :Vendors can directly submit electronic offers after filling Financial Rate Page for the tender and digitally signing the same. They should also digitally sign the other pages and columns such as, (1) Submit Payment Details (2) Eligibility Criteria (3) Terms &
5 Conditions (4) Performance Statements (5) Deviation Required (6)Attach Documents (7) Special Conditions / Checklist for Vendor.(8) Financial Bid Details. They can submit online offers only after attaching their valid Digital Certificate (digitally signing) as obtained from G.O.I. approved Certifying agency. Tenderers should also fill and submit all the standard pages such as Rate Page for commercial rates, performance folder, compliance to special condition folder and deviation page also attach scanned copies or PDF statements by attaching the document folder. Vendors are advised to enter only remarks and not to enter any rate element in the remarks column available in the Financial Rate Page, otherwise the same will not be taken for ranking / evaluation.
16. Filling mandatory fields : All mandatory fields marked with (*) have to be filled in by the bidders. All the mandatory fields of the Techno-commercial Offer Form and Financial Offer Form (i.e. Rate page) including basic rate, all taxes & duties (including maximum percentage of Sales Tax/VAT, and E.D, or any other taxes/duties which may become applicable during the currency of Contract), freight and any other charges have to be filled up by the vendor. The unit of rate shall be as indicated in the tender schedule and can not be changed or altered by the vender. All inclusive rates on FOR destination basis shall be automatically calculated by the system and shown to the vendor before submission of offer. 17. Bank Account No. : All tenderers are advised to indicate their Banker's name and account number in their offers. This information is needed for the purpose of cheque payment, being issued with indication of bank account No. etc. to safeguard against misappropriation of cheque for the contract, if placed. Such information can be submitted in the web page attached with the Payment Gateway link to the e-tender. Railways have started making payments through NEFT system for quick money transfer to the tenderer’s account, and tenderers are advised to fill and submit Proforma – G given in the Annexure. 18. Validity of offers: Tenderers are advised to keep their offers valid for a minimum period of 45 (forty five) days for offers against Limited Tenders/Bulletin Tenders and for a period of 90 (ninety) days for offers against Open Tenders/Special Limited Tenders from the date of opening of tenders. For Global Tenders and for the tenders for procurement of Machinery and Plant items, the minimum validity period for offers should be 120 (one hundred and twenty) days from the date of opening of tenders. Offers received with lesser validity periods, as against stipulated above, are likely to be ignored and the tenderers should not have any claim, in case of non- consideration of their offers. However, administration reserves the right to consider offers with lesser validity period, in case the said firms are willing to extend validity of their offer.
19. Acknowledgement: Every online bid submitted duly signed with a valid digital signature certificate and received before the pre-stipulated closing date and time of tender shall be acknowledged by the system (CRIS) and an html receipt will be generated online indicating bid ID as well as date and time of receipt of bid .
20. Documents to be submitted with tender: i) Scanned copy of Declaration as mentioned in part (V). A scanned copy of the signed declaration form is to be attached along with offer as an attached document under (E) Attach Documents of Bid Process(Techno- commercial Bid Details). ii) Scanned copies of valid Certificates.
6 The tenderer shall clearly indicate whether he is registered with COS / Integral Coach Factory for supplying the quoted item and if so he must mention his registration number along with monetary limit, if any, in the "Rate page. If the tenderer is registered with MSE for the item tendered, he must also attach a scanned copy of valid MSE certificate showing the registration for item tendered. In case, the tenderer is approved by RCF/ CLW/ DLW/ ICF/ RDSO/ CORE etc. for the quoted item, a scanned copy of the approval must be attached under (E) Attach Documents of Bid Process (Techno commercial Bid Details) along with his duly filled "commercial Rate page". iii) Scanned copies of Documents on past performance of the firm. A performance statement under sl.no. Proforma – A, Performance Statements of Bid Process(Techno commercial Bid Details) with every Rate Page of an electronic tender can be given by entering a list of major supplies effected in the recent past, of the items offered by him, giving details of the purchaser's name and address, Order No. and date, quantity supplied and whether the supply was made within the delivery schedule, acceptance and payment details etc. Alternatively Vendors can also create such performance statement in PDF separately and can also attach performance details as an attached document under (E) Attach Documents of Bid Process (Techno commercial Bid Details). The above informations are to submitted as per proforma–A given in the Annexure. Vendors must digitally sign each attached document and can also encrypt the document details for security by using freely downloadable utilities for digital signing and encryption from the Indian Railways e-procurement website www.ireps.gov.in In case vendor do not attach any performance with their electronic offer, their supply performance shall be treated as NIL. iv) Scanned copies of Documents on Quality of the firm. If a tenderer is not registered with Integral Coach Factory or Micro & Small Enterprises (MSE) for the item tendered or is not an approved source for the tendered item with INTEGRAL COACH FACTORY /RDSO /DLW/CLW/ICF/RCF/CORE, etc. he shall provide a satisfactory evidence acceptable to the Purchaser by attaching scanned copies of such documents under (E) Attach Documents of Bid Process (Techno commercial Bid Details) to show that:- a. he is an established manufacturer, who regularly manufactures the items offered and has adequate technical knowledge and practical experience; b. he has adequate financial stability and status to meet the obligations under the contract for which he is required to submit a copy of the report from a recognized bank or a financial institution; c. he has adequate plant and manufacturing capacity to manufacture the items offered and supply within the delivery schedule offered by him; d. he has established quality control system and organization to ensure that there is adequate quality control at all stages of the manufacturing process. e. he is an authorized agent along with documentary proof (Authorization letter) from OEM (Original Equipment Manufacturer). These informations are to be submitted as per proforma–B given in the Annexure. 21. Payment towards Cost of tender document and Earnest Money Deposit (EMD):, A) Procedure for Exempted Category: If a Tenderer falls under exempted category with respect to payments towards Cost of Tender or Earnest Money Deposit, he can select the option “Exempted” under the “Mode of Payment”. They have to upload the scanned copy of requisite
7 documentary evidence in support of their claim under “Attach documents” in the Bid Process (Techno Commercial Bid Details) . In the absence of the above documents, the offer is liable to be ignored. To know about exempted category, Tenderers are advised to refer” Para. 2.0 and 3.0. of part II, “General Instructions to Tenderers”. B) Procedure for payments by Non- exempted category: If a tenderer falls under non-exempted category, they will have to remit the cost through (a) Payment Gateway Facility, (which will be implemented later) or (b) Manual Mode of Payment. (a) Payment gateway facility: (under implementation and if enabled): Vendors can remit the Cost of tender document and Earnest Money Deposit (EMD) online using their own valid credit card/debit card (in lieu of cash). Vendor can use payment gateway option as is available on the website for E-tendering by using the $ action button on tender search result page and fill & submit required data about amount, bank, credit/debit card details in the menu driven screens which are as per approved guidelines of RBI.(Reserve Bank of India) (This facility is not available at present).
(b) Manual Mode of Payment and forwarding of Instruments to the purchaser. (in the absence of Payment Gateway Facility):
In the absence of Payment Gateway Facility, vendors should submit Cost of tender document and Earnest Money Deposit manually through any one of the mode of payments as detailed in clause 2.0 and 3.0 of part II, “General Instructions to Tenderers”. Vendors should upload the details in the website as instructed below and should also forward the instruments by post so as to reach the same in the respective offices before the closing date and time of that tender. i) Vendors to search for the relevant tender using the links quick search or advance search provided in their home page after Logging into the system using their valid Username and Password. ii) On retrieving the tender details, they can click on the “Submit Payment Details” icon under “Actions” Column to enter the Submit Payment Details Page. They will then select the Instrument Type, and fill the columns Instrument No., Date, Issuer Bank Details (Bank Name & Branch) and Remarks if any. They can then click “Sign & Submit” button and append their digital signature. iii) On completion of the details, vendors will have to upload scanned copy of the instruments toward cost of tender document and Earnest Money under “(E) Attach Documents” in the “Bid Process (Techno Commercial Bid Details)”. iv) Forwarding Instruments: Vendors are advised to send the instruments towards Cost of tender document and Earnest Money Deposit by Registered/Speed Post to the following address so as to reach the same in the respective offices before the closing date and time of that tender. Shell Tenders :Controller of Stores/Shell, ICF, Chennai – 600 038, INDIA. Furnishing Tenders:Controller of Stores/Fur., ICF ,Chennai – 600038, INDIA.
v) Indication on reverse of Instruments and Superscription on the Envelope:
8 Vendors should indicate the Tender Number, Tender Type(Open tender/Special Limited tender/ Global Tender) and Tender Closing Date on the reverse of the instruments. They should also superscribe on the envelope containing the instruments the details as “Cost of Tender Document OR Earnest Money Deposit for Electronic Tender No: …….Tender Type(Open tender/Special Limited tender/Global Tender) and Closing Date:………so as to reach the same in the respective offices before the closing date and time of that tender. Integral Coach Factory will not be responsible for any postal delay for receipt of covers containing instruments towards cost of tender document and EMD.
vi) Late receipt of Covers : Covers containing instruments towards cost of tender document and / or Earnest Money received after the due date and time will not be considered and the electronic offers so received will be treated as “Offers received without Cost of tender document and Earnest Money Deposit” and are liable to be ignored. Vendors should also ensure that the date of the instrument submitted towards cost of tender document and Earnest Money should be not more than 30 days as on the tender closing date, otherwise the offer will be treated as “Offers received without Cost of tender document and EMD”and are liable to be dealt according to existing guidelines. vii) No Manual Offers in the Cover Any manual offers found enclosed in the covers containing instruments towards cost of tender document and / or Earnest Money will be treated as invalid offers and will not be considered. viii) All other instructions regarding cost of tender document / EMD which are applicable to manual tenders as given in “Instruction to Tenderers” are equally applicable to electronic tenders also. 22. Evaluation Criteria: Rates quoted by the Tenderers with discounts if any linked to tendered quantity will not be considered for determining inter-se position of offers. Discounts with conditions such as, quantity to be ordered, early payment, early receipt notes, etc. will be ignored for calculating inter-se position. However, Railways may avail such discounts, if otherwise, the offer is found to be acceptable. Any firm quoting in cartel will be dealt with as per clause 12 (genl. instructions) by the purchaser. (a) Inter-se ranking of the offers will be determined on Total Unit Rate basis which will include Basic Rate/Unit, all statutory taxes and duties ie. ED, Cess on ED, ST/VAT, Packing Charges, Forwarding Charges, Freight , Insurance and any other charges quoted by the tenderer. Vendors must quote with clear PVC formula as given in the tender conditions with Base date and Base rate. Where the Tender calls for Offers with PVC the offers should be submitted along with PVC as per tender and in such cases the offers with Firm Price will be rejected. In case the offer is submitted with different PVC also the offer will be rejected. Where the Tender calls for offers with Firm Price, the offers with PVC will be rejected. Offers with general phrases such as “PVC applicable price ruling on the date of dispatch” etc without any details to workout the price variation will be treated as ‘incomplete’ and such offers will be totally ignored. (b) The criteria for evaluation of inter-se position of bidders shall be item wise and destination wise based on the total value of tendered quantity unless otherwise some other evaluation criteria is specifically mentioned in the tender. (c) The tenderers should note that the tender quantity is only approximate and subject to variation at the time of actual finalization of the tender. Moreover, as per the terms and
9 conditions of the tender, the purchaser also reserves the right to accept the offer for the full quantity or part thereof tendered. (d) All offers will be arranged in ascending order of the all inclusive cost. (e) After arranging the offers as above, technically unsuitable offers will be passed over. Offers not confirming to tender schedule, offers with deviation, offers from defaulters etc., may also be passed over. (g) The tender quantity may be split among one or more than one tenderer for reasons like vital/critical nature of the items, quantity to be procured, meeting production targets, past performance and capacity of the bidders, delivery required etc. The administration’s decision in regard to quantitites on the successful tenderer(s) would be final. (h) Though the rates without any conditions attached will only be considered for evaluation purposes, this does not preclude ICF from making counter offer for rates of any of the discounted offers.
(i) Consideration of different tenders: Unless otherwise stated in the annexed Schedule, each item mentioned therein will be considered a separate and distinct tender in itself.
(j) Inter-se ranking of tenderers will be evaluated based on the statutory tax regime as on date of tender opening. 23. Tender Opening: (a) Electronic Tender boxes will be maintained in the secured server and will be time locked and can be opened only after stipulated opening date and time as shown in each electronic Notice Inviting Tender Page. Electronic tenders can be opened only with secured digital permissions of minimum two authorised Railway officials. (b) Opening of the e-tender box shall be done by two Railway Officials authorized by Integral Coach Factory to open e-tender box with their secured digital signature and password permissions only. It can be accessed and opened only after closing date and time by the two nominated authorized Railway Officials (including one from Finance) after confirming their presence by authenticating themselves through their digital signature certificate, user ID and password, as well as applying secure decryption key of buying Organization for decryption of e-bids..The offers will be first decrypted and verified for establishing the legal identity of digital signer of each electronic offer/ offers. After the E-tender-box opening (decryption and verification and acknowledgement of digitally signed offers is completed) vendors can directly view and access such offer details from the website links such as "View Tabulation". (c) Railways does not guarantee opening of tenders at the specified due date and time due to reasons beyond control and hence tenders can be opened after due date and time also. In case of any technical problems arising during the electronic tender opening process or if the tender opening date is declared as holiday, the tenders due for the day will be opened on the next working day. It may, however, be noted that Vendors cannot submit any offer or attach any file after the due date and time as stipulated in the tender.
24. Viewing Tabulation: Vendors need not be physically present at the time of tender opening. All vendors who have submitted valid electronic bids for Open Tenders shall have the facility to view his own offer details as well as the Tender Tabulation statement, which is generated based on All Inclusive Rate per unit of all the commercial offers received electronically, after
10 stipulated date and time of tender opening from any remote location using internet access by visiting the website www.ireps.gov.in . Online Tabulation statement of all electronic commercial offers can also be downloaded by participating vendors for records and transparency. 25. Placement of Contract: The contract, if placed, against an electronic offer shall be governed by the latest version of IRS conditions of the contract, and all other conditions and instructions given under the respective links. Your digital signature on the e-tender form will be considered as your confirmation that you have read and accepted all the conditions laid down in the tender documents other than the deviations, if any, notified by the tenderer. 26. Infrastructure Requirements: Vendors must use any computer having Windows 2000 or Windows XP or windows Vista versions of operating system and Internet Explorer 6.0 and above along with suitable Internet connections. All e-tender notices and tender documents are available only in PDF and can be opened using Adobe 6 software utility which can be installed free of cost from Vendors home page link by any vendor onto his own computers. 27. Should a tenderer have a relative employed in Gazetted capacity in the Stores Dept. of ICF, or in the case of a partnership firm or company incorporated under the Indian Company Law, should a partner or a relative of the partner be employed in Gazetted capacity in Stores Dept. of ICF, the authority inviting tenders shall be informed of the fact at the time of submission of tenders, failing which the tender may be rejected or if such fact subsequently comes to light, the contract may be rescinded.
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11 (II) GENERAL INSTRUCTIONS TO THE TENDERERS.
1.0. INTRODUCTION :
Please read carefully the tender documents before signing and submiting electronic offers for any tender uploaded in the web site www.ireps.gov.in. Your digital signature on the E-tender form will be considered as your confirmation that you have read and accepted all the conditions laid down in the documents. By digitally signing and submitting the offer, the tenderer accepts all the conditions stipulated in the tender document containing, (I) General Informations and Guidelines to E- tenderers for submission of electronic offers, (II) General Instructions to the Tenderers, (III) General Conditions of Contract, (IV) Special Conditions of Contract, (V) Declaration Form, (VI) Schedule of Requirements and Special Conditions for the tender and (VII) IRS Conditions of Contract. Tenderers can download e-tender form only after payment of tender document cost . The tenderers exempted for deposit of tender document cost have to declare the same specifying the clause under which they are exempted. They must upload a scanned copy of relevant document in support of their claim. No manual offers sent by post/fax or in person shall be accepted against E-tenders even if these are submitted on the Firm’s letter head and received in time. All such manual offers shall be considered as invalid offers and shall be rejected summarily without any consideration.
2.0. COST OF TENDER DOCUMENT.
2.1. The cost of tender document as indicated in the Notice Inviting Tender(NIT) should be paid by all firms, other than firms coming under exempted category (refer 2.3 below),through the following ways. Cash Payment or Personnel Cheques are not permitted. DDs / Banker’s Cheques should not be drawn 30 days prior to the date of tender opening.
a) Demand Draft drawn in favour of FA&CAO/ICF. b)Banker’s cheque/PayOrders in favour of FA&CAO/ICF (or) c) by Online (Payment Gateway being arranged by CRIS which will be introduced later).
2.2. If a Tenderer falls under exempted category, they can select the option “Exempted” under the “Mode of Payment”. They will have to upload the scanned copy of requisite documentary evidence in support of their claim under “Attach documents” in the “Bid Process (Techno Commercial Bid Details). In the absence of the above documents, the offer is liable to be ignored.
2.3. Vendors will have to enter the payment details in the website and also to upload scanned copy of the instrument towards cost of tender document as per the guidelines given in para. 21 of Part I.
2.4. Exempted category firms: Micro & Small Enterprises (MSE) i.e. Vendors registered with the following agencies for the item tendered : i. District Industries Centers ii. Khadi and Village Industries Commission iii. Khadi and Village Industries Board iv. Coir Board v. National Small Industries Corporation vi. Directorate of Handicraft and Handloom vii. Any other body specified by Ministry of MSME.
12 MSEs who are interested in availing themselves of these benefits will enclose with their offer the proof of their being MSE registered with any of the agencies mentioned above. MSEs must also indicate the following for the item tendered alongwith necessary documents in proof of the same :
1. Terminal validity date of their registration for the item tendered. 2. Whether they belong to : a. Micro Enterprises (or) b. Small Enterprises 3. Category to which they are sub-classified as below : (i) Enterprise owned by Scheduled Caste. (ii) Enterprise owned by Scheduled Tribes. (iii) Enterprise owned by other than the above two categories. 4. Details of sub-contracts given to MSE firms by you / consortia of MSEs.
Definition of MSEs owned by SC/ST as per Ministry of MSME : a. In case of proprietary MSE, proprietor(s) shall be SC/ST. b. In case of partnership MSE, the SC/ST partners shall be holding at least 51% shares in the unit. c. In case of Private Limited Companies, at least 51% share shall be held by SC/ST promoters.
2.5. Preferential treatment to eligible MSEs : MSEs registered for the item tendered, quoting a price within price band of L1 + 15%, shall be allowed to supply a portion of the requirement by bringing down their price to L1 price in a situation where L1 price is from someone other than a MSE and such MSEs can be together ordered upto 20% value of the net procurable quantity.
3.0. EARNEST MONEY DEPOSIT (EMD) 3.1 The Amount of EMD. Earnest Money Deposit shall be taken from all tenderers, other than from those firms who are coming under exempted category, (refer 3.3 below) for tenders classified as Open Tenders and Global Tenders. EMD will be 2 % (two percent) of the Estimated Tender Value subject to an upper limit of: (i) Rs. 5 lakh for tenders valuing upto Rs.10 crores and. (ii) Rs.10 lakhs for tenders valuing above Rs.10 crores. “Railway reserves the right to enhance the upper limit on amount of EMD for tender cases valuing beyond Rs.50 crs.”
3.2.1 Mode of Payment : Cash Payment or Personnel Cheques are not permitted for Payment towards Earnest Money Deposit. The same may be paid by any one of the following forms:- a) Demand Drafts drawn in favour of FA&CAO/ICF, b) Banker’s cheque/Pay Orders in favour of FA&CAO/ICF c) Guarantee Bonds issued by Indian Railway Finance Corpn and KRCL Bonds. d) Guarantee bonds executed by the State Bank of India, Nationalized or Scheduled banks as defined in the Reserve Bank of India Act of 1934 and provided the amount is within the limit approved for the scheduled Bank by the Reserve bank of India. A written confirmation by the concerned bank that the Guarantee bond in question is genuine and has been issued by the bank shall be required in such situation which shall be done privately by the Railways. If the bank fails to confirm the bank guarantee within a period of 15 days from the date of issuing the letter to the bank, the bank guarantee shall be rejected and the firm’s offer may be rejected. The proforma for Guarantee Bond is available in Proforma –D. The BGs should be sent to the concerned authorities directly by the issuing bank under registered post (AD).
13 e) by Online (Payment Gateway being arranged by CRIS which will be introduced later). 3.3 Exempted category firms: i) Vendors registered with Micro & Small Enterprises (MSE)(as mentioned at cl. 2.4 above) for the item tendered, provided their registration is valid (not date expired). ii) Vendors registered with ICF for the item tendered and up to the monetary limit of their registration, provided their registration is valid (not date expired). iii) Firms in the approved list of RDSO/Production Units of Indian Railways / CORE for the specific items for which they are in the approved list and up to the monetary limit of their registration, provided their registration is valid (not date expired). iv) Original Equipment Manufacturers (OEM) and their accredited agents v) Other Govt. Departments of India.
3.4 The registration with Integral Coach Factory will be considered only if the firm is registered for the specific item tendered or for the trade group of the item tendered and registration with MSE will be considered only if the firm is registered for the item tendered. .
3.5 EMD is exempted up to the monetary limit of their registration, in case they are registered for a particular item/group with ICF, their registration should be valid (should not be date expired) and a copy of ICF registration certificate should be enclosed. EMD is exempted if the firm is registered with MSE for the tendered item. 3.6 In case of Bulletin Tenders, firms should quote only for items/ trade groups for which they are registered. Offers for the items/trade groups for which they are not registered will be treated as unsolicited offers. 3.7 Tenderers’ request for adjustment of EMD relating to their earlier tenders/contracts will not be considered. They will have to deposit EMD afresh. Similarly Tenderers’ request to recover EMD from their bills or at the time of consideration of tender will not be entertained and such offers are likely to be rejected. 3.8 The offers not accompanied by requisite EMD ( Earnest Money Deposit), until and unless specifically exempted, as per extant rules, are liable to be ignored. The firm claiming exemption from EMD should clearly indicate valid reasons for such claim.
3.9 The earnest money will be returned to the unsuccessful Tenderers but retained in the case of the successful Tenderer to be adjusted towards the part of Security required to be deposited by the successful Tenderer or Tenderers for due fulfillment of the contract.
3.10 Vendors will have to enter the payment details in the website and also to upload scanned copy of the instrument towards Earnest Money Deposit as per the guidelines given in para. 21 of Part-I.
3.11 Deposits tendered in any form other than the above will not be accepted and such tender received will be summarily rejected.
3.12 Tenders in respect of which the deposits in the manner laid down above have not been made within the date and time of tender opening will not be considered.
3.13 Validity of EMD: The EMD should remain valid for a period of 180 days beyond the final bid validity period. EMD validity should be extended whenever bid validity is extended. No interest will be allowed on Earnest Money Deposits.
14 3.14 Forfeiture of Earnest Money: ICF reserve the right to forfeit the EMD, if the tenderer withdraws or revises his offer within its validity period. When the suppliers undertake to keep the offers open, for a particular period and if the offer is withdrawn or revised within the validity period, the Earnest Money Deposit shall be forfeited.
4.0. SECURITY DEPOSIT :
4.1 Unless otherwise agreed between the Purchaser and Contractor, the Contractor shall, within 14 (fourteen) days after written notice of Acceptance of Tender (AT) has been posted to the Contractor, deposit a sum equal to 10 % (ten percent) of the total value of the quantities of the Stores detailed in the said Acceptance of Tender, as security for the due fulfilment of the contract in accordance with the details given below:-
(A) For Safety items : For procurement of items which are classified as Safety items, the Security Deposit (SD) / Performance Guarantee shall be submitted by all firms for contracts for all safety items placed against all types of tenders ( Single Tender, Limited Tenders, Special Limited Tenders, Open Tenders and Global tenders) irrespective of firm’s status as an “Approved Firm” or “ Registered Firm with Railways / Micro & Small Enterprises (MSE) for the item tendered /CORE/ RDSO/ Production Units./ Manufacturer or Accredited agent. Security Deposit will also be taken in case the contracts are placed on un-registered / unapproved firms.
(B) For other than Safety items: For procurement of items other than safety items, Security Deposit (SD) shall be submitted by all firms for contracts placed against advertised tenders and Global tenders subject to following exemptions.
Exempted category firms:
i) Vendors registered with Micro & Small Enterprises (MSE) for the item tendered provided their registration is valid (not date expired).
ii) Vendors registered with ICF for the items tendered and up to the monetary limit of their registration provided their registeration is valid (not date expired ).
iii) Firms in the approved list of RDSO/Production Units of Indian Railways/ CORE for the items which are to be procured from their approved sources in the approved list and up to the monetary limit of their registration, provided their registration is valid (not date expired).
iv)Original Equipment Manufacturers (OEM) and their accredited agents on their specific request and on merits of the case as considered by tender committee.
v) Other Govt. Departments of India on their specific request and on merits of the case as considered by tender committee.
The firm claiming exemption from SD should clearly indicate valid reasons for such claim duly enclosing the current/valid certificate/ documents.
4.2 The amount of SD: The amount of SD to be taken , wherever applicable will be 10 % (ten percent) of the total value of contract subject to upper ceiling of Rs.10 lakhs for contracts valuing up to Rs.10 crores & Rs.20 lakhs for contracts valuing above Rs.10 crores. Upper limit on amount of SD will be enhanced suitably
15 for tender cases/contracts valuing beyond the acceptance powers of General Managers i.e. contracts valuing beyond Rs.50 crores and also for import contracts.
4.3 Mode of Payment. Payment of Security Deposit by the Tenderers/ Suppliers in cash or by personel cheque is not permitted. The Security Deposit should be paid in the manner prescribed below:-
(a) Demand Drafts drawn in favour of FA&CAO/ICF, (b) Banker’s cheque/Pay Orders in favour of FA&CAO/ICF (c) Guarantee Bonds issued by Indian Railway Finance Corpn and KRCL Bonds. (d) Guarantee bonds executed by the State Bank of India, Nationalized or Scheduled banks as defined in the Reserve Bank of India Act of 1934 and provided the amount is within the limit approved for the scheduled Bank by the Reserve bank of India. A written confirmation by the concerned bank that the Guarantee bond in question is genuine and has been issued by the bank shall be required in such situation which shall be done privately by the Railways. If the bank fails to confirm the bank guarantee within a period of 15 days from the date of issuing the letter to the bank, the bank guarantee shall be rejected and the firm’s offer may be rejected. The proforma for Guarantee Bond is available in Annexure –E. The BGs should be sent to the concerned authorities directly by the issuing bank under registered post (AD). (e) Deposit receipts issued by Nationalized or Scheduled Banks as defined in the Reserve Bank of India Act of 1934, authenticating FA&CAO/ICF as the beneficiary. (f) Deposit in National Savings Certificates or Deposit in the Post Office saving Banks (g) Personal Security of two persons of known probity and financial standing (h) Payment Gateway being arranged by CRIS.(under implementation).
4.3.1 Government Securities to be acceptable as deposit must be complete in respect of the following requirements:- (a) All interest accrued up-to-date should previously have been collected by the Depositor. (b) The tendered script should have at least two blank pages after the Depositor’s endorsement to the Railway. These are wanted for further endorsement to the currency authorities. (c) Endorsement on the Government Securities should be “Pay to the Financial Adviser and Chief Accounts Officer, Integral Coach Factory, Chennai-38.” (d) If endorsement on the script are signed per pro or on behalf of the previous Holder, a certificate from the Local Public Debt Office, is required in recognition to the validity of such endorsements. (e) Government Securities will be accepted at 5% below the market value on the day of deposit. In case of any material depreciation in the value of Government Securities the Contractor will have to make good the difference. (f) Interest on Government Securities, endorsed in favour of the Financial Adviser and Chief Accounts Officer, Integral Coach Factory, Chennai-38 will be collected by the Railway through the Reserve Bank of India when it falls due in the case of deposits to be held for over a year and whilst the Contractor duly observes and performs the provisions of the contract, will be remitted to the depositors by the Financial Adviser and Chief Accounts Officer.
4.4 Adjustment against pending Bills. Security Deposit can be adjusted for a new supply contract from the bills already pending with ICF for payment for supply made, provided the pending bill amount is equal or more than the required security deposit for the new contract and the details of which has to be furnished by the tenderer while quoting. Single deduction will be done for the full amount towards Security Deposit for the new contract from the pending bills.
16 4.5:Validity of SD: The SD should remain valid for a minimum period of 180 days beyond the date of completion of all contractual obligation of supplier.
4.6:Forfeiture of SD: No interest shall be payable on Security deposit. The Purchaser shall be entitled to deduct from the said deposit any loss or damage which the purchaser may be put to by reason of any act or default committed by the Contractor and to call upon the Contractor to maintain the deposit at its original limit by making further deposits. In the event of the Contractor failing to make and to maintain a security deposit in the manner aforesaid, he shall be liable to forfeit any moneys lodged along with the Tender by him and the Purchaser shall be entitled to cancel the acceptance of Tender. The Security Deposit will be refunded to the contractor subject to this Clause within a reasonable time after satisfactory completion of the Contract.
4.7. In case of PSUs: EMD is waived for PSUs for the group of items that are manufactured by them, also for PSUs owned by Ministry of Railways, PSUs that are registered with Production Units of Railways, Zonal Railways, CORE/ALD, RDSO. EMD is waived for Micro & Small Enterprises (MSE) registered for the tendered item. Where PSU is not willing to or unable to pay the earnest money, the same will be considered for waiver in consultation with the Associate Finance. Security Deposit should be paid by PSUs except those owned by Ministry of Railways, registered with Production Units of Railways, Zonal Railways, CORE/ALD, RDSO or Micro & Small Enterprises (MSE) for supply of those specific items for which they are registered with them. In deserving cases, in consultation with Associate finance SD may be waived.
4.8.: As and when required, for Machinery and Plant items and for items requiring specified performance, the Tenderer will be asked to give a Performance Guarantee (in the form of a Bank Guarantee as per Annexure-F or instruments applicable), to cover the performance of the item to be supplied. No separate consent will be asked from the Tenderers for the same.
4.8.1. In case, Bank Guarantee is submitted by supplier / contractors, the same should be submitted in the enclosed format as at Proforma ‘F’. The BGs should be sent to the concerned authorities directly by the issuing bank under registered post (AD).
4.9. In the event of any breach on the part of the Contractor of the terms of the contract, or of the Contractor causing loss to the Railway Administration through fraud, negligence or any other action (direct or contributory) of failing to pay on demand to the Railway Administration any moneys which he shall be liable to pay under or by virtue of these conditions or by-law, the Purchaser shall be at liberty either to confiscate the Security Deposit or to appropriate to the payment of such moneys either the whole of Security Deposit or so much there of as may be necessary to satisfy its claims and the Contractor shall pay forth with to the Railway Administration, such sum or sums of money as may be required to replace the amount so appropriated by the Railway Administration. If the Security Deposit shall be insufficient to pay the whole of such moneys due by the Contractor it shall be lawful for the Railway Administration to recover any such balance by deducting the same from any moneys then due or to become due by the Railway Administration to the Contractor under or by virtue of the contract or otherwise by instituting legal proceedings against the Contractor.
5. 0 Drawings and Specifications:
17 (a) Unless Drawings and specifications as mentioned in the tender schedule are not available in website for downloading, these may be obtained manually. Drawings and Specifications of ICF as indicated in the Tender can be had from Chief Design Engineer/Mechanical (CDE/Mech.) or from Chief Design Engineer/ Electrical (CDE/Elec.) of ICF, Chennai -38, as the case may be. Drawings and Specifications of RDSO can be had from RDSO/Lucknow who have issued the Drawings and specifications.
(b) Alternate offer if any should be indicated with full details i.e. the Drawing No. and or Specifications No. etc. and copies of such Drawings/specifications should be attached as soft copy, failing which the offer may not be considered. The alternate offers are liable to be rejected if there are other offers to specifications tendered for. Please also refer PART (III) “SPECIAL INSTRUCTIONS FOR E- TENDERERS” SECTION (A) PARA 10.
(c) Test certificates of the makers should be furnished along with the supply for such stores for which tests are prescribed in specifications.
6. 0 Particulars to be enclosed/attached along with tender:
Soft copy of the documents detailed in para 20 under General instructions & guidance should be attached along with the tender.
7. 0 Rate , Taxes and Duties:-
7.1 Each vendor must fill and submit the Financial Offer Form (Rate Form) as available with E-tender, encrypt his offer on his client machine with secure encryption key available with the tender and digitally sign using his Digital Signature Certificate.
7.2 Tenderers should clearly indicate separately ex-works basic price, packing charges, forwarding charges, Excise Duty, Sales Tax and Freight charges up to destination applicable for each unit tendered in the respective field of the Financial Offer Form. Duties and Taxes are not payable on freight charges and forwarding charges. Therefore, if a tenderer quote a composite rate, due break up is to be given showing freight charges and forwarding charges separately in the respective field of the Financial Offer Form (Rate Form). In case firms fail to declare freight charges separately, then 10% of ED and 2% sales tax will be deducted from their bills. 7.3 The rate quoted should be for the units (Nos./Kgs./Sets etc.) as per tender schedule and offers to other units are likely to be rejected. 7.4 Tenderers are requested to quote on Free delivery at ICF basis 7.5 Also indicate Ex-works rate separately for the purpose of excise duty if applicable 7.6 The rate to be quoted by the tenderer should take into account the duty set-off under the existing modvat scheme. The tenderer should give the declaration as stated in Excise duty heading. 7.7 Packing charges if to be claimed extra must be specified. Forwarding / delivery charges if any to be claimed extra must be specified. 7.8 Transit Insurance charges if to be claimed extra is to be specified. If not specified the same will have to be borne by the tenderer and it will not be admitted at any stage and on any grounds what so ever later. 7.9 The Tenderers should clearly indicate in their offer that they are quoting identical price to other Railways or they have secured Purchase orders from other Railways at the quoted rates.
8. 0 Excise Duty:
18 8.1 Tenderers are requested to refrain from quoting general phrases as “Excise duty Extra as applicable”. They will have to clearly quote the percentage of ED extra as applicable. If quoted rate is inclusive of ED or the item is not dutiable, the tenderer must use the drop down option in the Excise Duty Type and select appropriate option such as “Inclusive” or “Nil” or “Not applicable”. If Excise Duty is being charged extra, then the tenderers should clearly indicate the maximum percentage of statutory ED as will be applicable during the currency of contract for the tendered stores in the appropriate field of the Financial Offer Form. They should mention clearly if excise duty is applicable on the tendered item as under:
i) Whether ED is leviable or not. ii) Whether included in the basic rate or claimed extra. iii) Whether linked with the turn-over . iv) Maximum rate of duty. v) Current rate of duty. vi) Whether increase in the rate of duty due to increase in turn over will be absorbed by the tenderer or will be charged extra from the purchaser. If the tenderer quoted his rate stipulating an ED less than the maximum rate applicable and also states that ED will be charged as applicable at the time of supply, his offer will be loaded with maximum rate of ED applicable unless the tenderer has clearly mentioned that increase in ED due to increase in turn-over will be absorbed by him. Tenderers should mention clearly the maximum percentage of statutory ED that can become applicable later based on Turn Over. vii) Excise tariff para reference under which ED is leviable or exempted on the tendered commodity. viii) As ED is not leviable on post manufacturing charges or cost such as freight/transportation, forwarding, handling charges etc .and also the cost of packing materials like empty containers which are durable in nature and are returnable to the assessed supplier, tenderers are requested to indicate these charges separately in their quotation. ix) If ED is quoted as inclusive, the percentage as applicable shall be clearly mentioned, otherwise for all purposes of calculation, the maximum percentage of ED applicable will be taken.
8.2 Payment of ED and Excise duty Modvat Rules. 8.2.1. Please note that ED will be paid only on production of documentary evidence.
8.2.2 If a tenderer misclassifies the goods under relevant excise tariff rules, ICF will not pay increased Excise Duty due to such misclassification. The purchaser will not be responsible for payment of taxes and duties paid by the supplier under misapprehensions of law and in such cases even if the suppliers bill contain an element of tax or duty which is not payable by the purchaser, such payment would be disallowed.
8.3. The claim for ED on each bill should be supported by the following certificates.
8.3.1 The rates of ED is advalorem. The ED at present legally leviable in this case is Rs……i.e on Rs…..being the unit value of the Stores assessed by the Controller of excise area.
8.3.2 Certified that the ED charged on this bill is not more than that legally leviable and payable under the provision of the element act of rules made there under.
19 8.3.3 Certified that the amount of Rs….claimed as ED in this bill is in accordance with the provision of the rules in all respects and the same has been actually paid to the excise authorities in respect of the stores covered by the bills.
8.3.4 Quarterly certificate to the effect that no refund of ED already reimbursed against this contract has been obtained during the quarter ending, in the event of any such refund being obtained by the seller the same should be passed on to the purchaser.
8.3.5 Modvat Certificate: Certificate to the effect that firms have not availed any additional duty set off in respect of all the inputs used for the manufacture of final product under CENVAT scheme since the date of their quotation. The following declarations in the tender has to be made by the tenderer:- ."We hereby declare that in quoting the above price, we have taken into effect, the full effect of the duty set-off 'Central excise and counter-veiling duties' .available under the existing cenvat scheme. We further agree to pass on such additional duties and set off as may become available in future in respect of all the inputs used for the manufacture of the final product on the date of these supply under modvat scheme by way of reduction in price and advise the purchaser accordingly.”
8.4. In no case variation in Excise Duty due to increase in sales turn over during the currency of the contract will be admissible.
8.5. If Tenderers misclassify the goods under relevant Excise Tariff Rules, railway will not pay increased Excise Duty due to misclassification.
8.6. If Excise Duty and Sales Tax are not quoted in the offer, no Excise Duty/Sales Tax will be payable.
8.7 Tenderers should indicate Excise Duty extra, wherever applicable. Even if Excise Duty is quoted as included in price quoted, Tenderers should still indicate the basic rate and Excise Duty amount included in the price separately.
8.8. Statutory Variation Clause: The applicability of Statutory Variation in Duties should be explicitly mentioned in the offer otherwise the same will not be admissible at a later date.
9. 0 Sales Tax:
Sales Tax should be quoted extra if applicable or quote “Zero” if exempted in the appropriate input box on the Financial Offer Form. If any surcharge on Tax is applicable the same should be indicated clearly.
9.1.1. VAT: The Tenderer should quote the exact percentage of VAT that they will be charging extra.
9.1.2 While quoting the rates, tenderer should pass on (by way of reduction in prices) the set off/input tax credit that would become available to them by switching over to the system of VAT from the existing system of sales tax, duly stating the quantum of such credit per unit of the item quoted for.
9.1.3 The Tenderer while quoting for tenders should give the following declaration: "We agree to pass on such additional set off/input tax credit as may become available in future in respect of all the inputs used in the manufacture of the final product on the date of supply under the VAT scheme by way of reduction in price and advise the purchaser accordingly".
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9.1.4 The suppliers while claiming the payment will furnish the following certificate to the paying authorities; “We hereby declare that additional set offs/input tax credit to the tune of Rs. has accrued and accordingly the same is being passed on to the purchaser and to that effect the payable amount may be adjusted”.
9.1.5 Even for contracts where CST is payable, this input tax credit become admissible to the supplies where the supplier happens to be located in the state in which VAT has been implemented. Accordingly the certificate under para 9.1.4 above should also be obtained in all such existing contracts where CST is payable.
9.1.6. For the states in which the VAT has not yet been introduced, the existing system of sales tax shall continue.
9.2. Statutory Variation Clause: The applicability of Statutory Variation in Taxes should be explicitly mentioned in the offer otherwise the same will not be admissible at a later date.
9.3. Service Tax : Service Tax should be quoted extra if applicable or quote “Zero” if exempted in the appropriate input box on the Financial Offer Form. If any surcharge on Tax is applicable the same should be indicated clearly.
9.3.1. Exemption of Service Tax : As per Sl.No. 30 ( c ) of the mega exemption notification No.25/2012-ST dt. 20.06.2012, any process amounting to manufacture or production of goods is excluded from the levy of service tax where excise duty is payable on the final product by the principal manufacturer. Hence rate is to be quoted excluding service tax only.
10.0 PAN NUMBER: Tenderers have to indicate the Income-Tax PAN in the offers and supply Bills and attach a Photocopy of the same for correct accounting of their IT recovered in the Bills. As per recent guidelines, the TDS return for Income Tax is to be filed in electronic form to IT department. PAN No. of the contractor is mandatory to file the IT return. If the IT return is not filed, the income tax recovered will not be credited to Contractor’s account and any claim for refund by the contractor is not possible. If Permanent Account Number (PAN) is not furnished, the offer is likely to be ignored.
11. 0 Evaluation Criteria:
11.1 All-in-cost comprising of the Basic Rate, Excise Duty, Sales Tax, Packing Charges, Forwarding Charges, Insurance (if any) and freight charges up to destination, will be reckoned for relative positioning.
11.2 All offers will be arranged in the ascending order of the all in cost.
11.3 After arranging the offers as above, technically unsuitable offers will be passed over. Offers not conforming to tender schedule, offers from defaulters, offers with incomplete PVC etc. may also be passed over.
11.4 Inter-se ranking of tenderers will be evaluated based on the statutory tax regime as on date of tender opening.
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12. 0 Cartel Formation:-
12.1 Whenever all or most of the approved firms quote equal rates and cartel formation is suspected, Railways reserves the right to place order on one or more firms with exclusion of the rest without assigning any reason thereof.
12.2 Firms are expected to quote for a quantity not less than 50% of the tendered quantity. Offers for quantity less than 50% of tendered quantity will be considered unresponsive and liable to be rejected in case Cartel Formation is suspected. Railways however reserve the right to order any quantity on one or more firms.
12.3 The firms who quote in cartel are warned that their names are likely to be deleted from list of approved sources.
12.4 In the event of the offers conforming to any aspect of the definition of cartel mentioned in “The Competition Act 2002 (12 of 2003)”, in addition to the existing remedies, the purchaser also reserves the right to refer the matter to the Competition Commission of India (CCI), which is a statutory body constituted under “The Competition Act 2002 (12 of 2003) for providing necessary relief to the Purchaser who represent Central Government organization serving the public. In addition, the purchaser also draws attention of the tenderers to Chapter VI of the “The Competition Act 2002 (12 of 2003)” which deals with Penalities. This will be in addition to other rights and remedies available to the Railway Administration under the Contract and Law.
13.0 Filling up annexures. The Tenderers should fill up performance statement (Proforma A, B) and Contact details (Proforma – C) enclosed with the Tender Schedule and attach them as soft copy. Proforma E & F are to be used for Bank Guarantee for Security Deposit & for Performance Guarantee respectively. In the absence of necessary information regarding their capacity to supply the material, their offer is likely to be ignored.
14.0 Filling up rates . Separate rates should be quoted for each item of the tender.
15.0 Tender quantity Quantity is approximate only and the full quantity or part thereof tendered for may be ordered.
16.0 Banker’s Guarantee Bonds Banker’s Guarantee Bonds should be only as per Govt. approved Formats as indicated in this tender.
17.0 Submission of Bills : Bills should be submitted by the Supplier in the standard form of this Administration.
18.0. Procurement from Approved Sources :
18.1 Wherever applicable, items manufactured by RDSO approved sources will be considered for RDSO specified items and for safety & vital items. Tenderers are requested to attach copies of RDSO approval letter along with their tenders. Date of approval will be reckoned as on date of tender opening.
22 18.2 The Railway reserves the right to order entire or bulk quantity of safety & vital items generally on RDSO/ICF approved firms. The status of the firm shall be reckoned as on the date of tender opening and not thereafter. But in case of downgrading/removal/suspension/banning of a firm, after opening of the Tender, such cases will be taken into account while deciding tenders.
18.3 For items,. which are required to be procured from approved sources entire or bulk quantity may be ordered on approved sources. New sources with established performance with adequate capacity and technical capability may be considered for trial orders only, after clearance from Mechanical wing i.e. Design & Development..
19. Deleteld (As per Board’s Lr. No.99/RS(G)/709/1 dt.18.11.2016
20. Deleteld (As per Board’s Lr. No.99/RS(G)/709/1 dt.18.11.2016
21. Orders on Firms for items where ICF approved list is not available ::
21.1. For items regularly required, bulk procurement will be done from past regular suppliers. For items where past suppliers are not available, the approved vendors of RCF or regular suppliers of RCF shall be considered for approval suo-moto after following due process. Orders may be placed on RCF past suppliers (copy of R.notes to be enclosed as proof) or approved suppliers upto 15% of required quantity, if otherwise competitively placed.
21..2 Other vendors would be considered for developmental order upto 5% in case a vendor qualified in terms of para 22.1. is available. The suitability would be assessed in terms of para (a), (b) & (c) given below, subject to their offers being otherwise competitive.
(a). The firm should submit details of infrastructure viz. M&P and other manufacturing facilities in the Annexure A, B, C enclosed. They shall also submit a QAP clearly giving out the manufacturing process duly indicating activities which would be done in-house and those which would be outsourced. Core activities are required to be done in-house.
(b). The firm should also submit audited balance sheet and a banker certificate confirming their financial soundness.
(c ). The offers of only those firms, who have in last 3 years an annual turn over of 1.5 times the value of tender under consideration, would be considered for such developmental orders.
21.3. For items which are procured for the first time and for Non-stock items, firm shall comply with the eligibility criteria as per enclosed Proforma - H.
22.0 Criteria for splitting of tender quantity: (In case of pre-decided split ordering)
22.1 The Purchaser reserves the right to distribute the procurable quantity on one or more of the eligible tenderers. Zone of consideration of such eligible tenderers will be the right of the Purchaser.
22.2.1. Whenever distribution / splitting of the tendered / procurable quantity is made, the quantity distribution will depend ( in an inverse manner) upon the differential of rates quoted by the tenderers (other aspects i.e adequate capacity – cum-capability, satisfactory past performance of the tenderers, outstanding orders load for the Railway making the procurement, quoted delivery schedule vis-à-vis the
23 delivery schedule incorporated in the tender enquiry etc. being same / similar) in the manner detailed in the table below:
Price differential between L1 and L2 Quantity distribution ratio between L1 and L2 Upto 3% 60 : 40 More than 3% and upto 5% 65 : 35 More than 5% At least 65% on the L1 tenderer
22.2.2. If splitting of quantity is required to be done by ordering on tenderers higher than the L2 tenderer, then the quantity distribution proportion amongst the tenderers will be decided by transparent/logical/equity based extrapolation of the model as indicated above.
22.3 This method of splitting can be resorted to only in cases where the rates quoted by the firms in the zone of consideration are per-se reasonable.
22.4 In the cases of inadequate capacity-cum-capability, dissatisfactory past performance, large quantity of outstanding orders (liquidation of which will take very long time) etc., the Purchaser shall have the right to distribute the procurable quantity amongst tenderers with due consideration to these constraints and in such a manner as would ensure timely supply of materials in requisite quantity to meet the needs of operation, maintenance, safety etc. of the Railways, regardless of iner-se ranking of the tenderers.
22.5 The purchaser reserves the right to counter offer the lowest acceptable rate for bulk ordering to the higher tenderer(s). In the event of rejection of such counter offer(s), the purchaser will reserve their right to decide on the quantity distribution ratio / proportion.
22.6 All tenderers must submit attested photocopies of POs, Inspection Certificates and Receipt Notes related to the supply of the material under procurement against the orders placed on them during the preceding three years by any Zonal Railway / PU (Proforma – A). The tenderers should clearly indicate their monthly capacity to supply the Tendered item and the outstanding load on them against existing contracts from all Railways / PU / any other organization as on the date of tender opening as per the format in the enclosed Proforma – B. Tenderers are to note that non- submission of such documents shall be taken as their not having enough capacity / past performance and their offers shall be considered based on the details available with this office and no back reference in this regard will be made to them.
23.0. Purchase Preference Clause:
23.1. Preference to the offers from Public Sector Units : The purchaser reserves the option to give a purchase preference to the offers from Public Sector Units over those from other firms, in accordance with the policies of the Govt. from time-to-time. The preference above cannot however be taken for granted and every endeavour need be made by them to bring down cost and achieve competitiveness.
23.2. Preferential treatment to eligible MSEs registed for the item tendered : The purchaser reserves the option to give a purchase preference to the offers from MSEs quoting a price within price band of L1 + 15%, who shall be allowed to supply a portion of the requirement by bringing down their price to L1 price in a situation where L1 price is from someone other than a MSE and such MSEs can be together ordered upto 20% value of the net procurable quantity.
24
24. 0. Delivery Schedule:
24.1 The delivery period quoted by the firm should be very specific and cogent instead of vague terms like 2 to 32 weeks or 2 to 10 months. Such offers will be considered with longest delivery period for the purpose of tender evaluation. Such offers are liable to be ignored in preference to offers with earlier deliveries.
24.2 Railway prefers deliveries in installments. Therefore firm should quote specific monthly rate of supplies they intend to deliver and the completion date/month of the lot so that contract can be made severable.
24.3 In order to plan for receipt and unloading of material at ICF, firms who are dispatching materials against ICF Purchase Order has to intimate the concerned Depot Officer, the details of materials dispatched and the expected date of arrival at Depot etc. by Fax/ e.mail. Local firms should advise the details over telephone to Depot Officer or concerned Receipt Branch or they may fax/e.mail the details to the concerned depot immediately after dispatch of materials.
24.4 Tenderers are required to quote clear delivery schedule offered by them with reference to the required delivery schedule in the tender.
25.0 Delay & Default by Supplier: If the Contractor fails to deliver the stores or any instalment thereof within the period fixed for such delivery in the contract or as extended or at any time repudiates the contract before the expiry of such period the Railway may without prejudice to other rights:-
(i) will recover from the contractor, as agreed, Liquidated Damages and not by way of penalty, a sum equivalent to 2 per cent of the price of any stores (including elements of taxes, duties, freight etc.) which the contractor has failed to deliver within the period fixed for delivery in the contract or as extended for each month or part of a month during which the delivery of such stores may be in arrears where delivery thereof is accepted after expiry of the aforesaid period subject to a maximum of ten percent of value of the delayed supplies.
(ii) Upper limit for recovery of liquidated Damages in Supply Contracts will be 10% (Ten Percent) of value of delayed supplies irrespective of delays, unless otherwise provided, specifically in the contract.
(iii) The Contractor is responsible for any loss or damage resulting out of carelessness of the Contractor where the tools, plant, patterns or any other Railway material are lent to them for assistance in their manufacture.
(iv) Tenderers should quote delivery schedule as below : -
TO COMMENCE IN ------DAYS FROM THE DATE OF PLACEMENT OF PURCHASE ORDER AND TO BE COMPLETED WITHIN ------DAYS / MONTHS @ -----.
26.0. Recovery of Dues : Any money due hereunder from the supplier to this Administration may either be deducted by this Administration from any of the Supplier's pending bills or recovered from the suppliers direct.
25
27.0. Guarantee to specification . Where material is asked for to a specification, either: I.R, I.S. etc., or as printed in the tender, tenderers must guarantee that the supplies offered are up to specification. All supplies made against this tender will be subject to inspection or test. Cost of test on supplies rejected will be recovered from suppliers as per the prescribed rates by Railways from time to time (Ref.6.3 of GCC)
28.0. Sample Clause : Samples where called for, should be sent to the Controller of Stores, (Shell/Furnishing as the case may be) Integral Coach Factory, Chennai 600 038, duly labeled with tender number, opening date and name and address of supplier so as to reach the office before the closing date and time of the tender, failing which offers are liable to be rejected.
29.0. Right to Publish Names. The Controller of Store / ICF reserves the right to publish names and rates of successful tenders.
26 (III) GENERAL CONDITIONS OF CONTRACT
1. Conditions of Contract:-
The Tenderers are requested to go through the I.R.S. Conditions of Contract, General Conditions of Contract, Instructions to Tenderers & terms and conditions incorporated anywhere in the tender conditions and note that, by submitting the quotation, they undertake to abide by these contract conditions. General Conditions of Contract, Instructions to Tenderers and other Conditions mentioned anywhere in the tender shall be known as “Tender Conditions”.
2. General Conditions of Contract.
The above condition and all the conditions listed herein below are termed as General Conditions of Contract.
2.1 a) The Terms used in the tender papers will have the same meaning as defined in Clause 0100 of IRS Conditions of Contract.
b) “Indenter” means any Officer authorized by the Purchaser to order Stores during the period of Contract
3. Acceptance of the Offers:-
The Controller of Stores is not bound to accept the lowest or any offer nor to assign any reason for doing so and reserve to himself the right to accept any offer in respect of the whole or any portion of the item specified in the tender and contractor shall be required to supply at the rate quoted.
4. Quantity to be ordered:
4.1. The Purchaser reserves the right to cancel the tender for full or part quantity tendered without assigning any reason. The rates quoted by the tenderers for the full quantity would be taken as valid.
4.2. Wherever necessary, the purchaser may split the quantity to be ordered amongst two or more sources for ensuring better availability of material keeping in view the vital/critical nature of items, quantity to be procured and delivery requirements etc.
4.3. For the purpose of judging tenderer’s capacity / capability, a statement indicating details of Plant & Machinery, equipments employed and quality control measures adopted by the manufacturer should be furnished along with the staff employed as per proforma ‘B’. Vendor rating will be made as per Railway Board’s guidelines duly taking into account the past record of delivery, rejection and quality of supplies.
5. Payment Terms:
5.1 Tenderer should note that the normal payment terms of Railways is 100 percent after Receipt and Acceptance of material by consignee irrespective of pre-inspection done by any Agency. However, for Regular, Approved and Registered suppliers, 95 percent payment may be considered based on clear RR as proof of dispatch in case of despatch of material by Rail or proof of receipt if dispatched by Road duly signed by consignee not below the rank of Gazetted Officers and Inspection Certificate. Balance 5 percent to be paid after receipt and acceptance of material. For Trial / Developmental Orders / Educational
27 Orders, for non-approved source & firms having poor performance in the past above facility may not be extended and 100 percent payment will be made only against Receipt Note.
5.2 For Machinery & Plant items: 80% payment will be allowed after receipt of the machine in good and acceptable condition at consignee’s end against inspection certificate and the supplier’s challan certified by the consignee Gazetted Officer. Balance 20% payment will be made on successful installation, commissioning and testing of the machine and also furnishing of a Bank Guarantee towards warranty obligations of the contractor for 10% of the value of the machinery or plant.
5.3 The payment for supplies made to this administration and for works executed will be paid through cheques which will be sent through Registered Post with Acknowledgement Due, or through NEFT, duly recovering any amount due from the Firm’s bills.
5.4 As per the recent instructions of Railway Board, all payments to the Suppliers/Contracts are to be made through electronic mode only. Hence suppliers/Contractors should furnish the NEFT option form while submitting their quotations. All the payments due to suppliers/contractors including refund of EMD/SD will be made through NEFT only. The NEFT option form is given in Proforma–(G) in the Annexure. If the bank branch of the supplier/contractor is not covered under NEFT Scheme, they have to furnish the following details which will be incorporated in all the cheques issued in their favour. Name of the firm; Full Address ; Bank Account No; Type of Account; Bank specific code No. of the supplier (if available) ; Name of the Bank; Branch name and full address of the Bank.
6. Inspection clause: Will be governed by Clause 1502 of the IRS conditions of Contract. In addition to that, the following Conditions shall also apply :
6.1 Traders/agents are required to offer material for inspection at manufacturer’s premises.
6.2 Rejected Stores and Ground Rent:- Will be governed by Clause 2200 & 0703 of the IRS conditions of Contract.
6.3 Beyond the time stipulated for removal of rejected stores, as in Clause-2201 of IRS Conditions of Contract, ground rent or demurrage will be charged at the rate of 0.3% per day for articles weighing less than 250 kgs in weight and 0.2% per day for bulkier or heavier articles and these charges shall be payable before the rejected stores are removed.
6.4 For contracts valued less than Rs. 1 lakh inspection by consignee only is preferred, if otherwise not indicated elsewhere.
6.5 The acceptance of material under Price reduction or replacement will be treated as rejections for the purpose of Vendor evaluation.
6.6 The rejected material will be defaced wherever possible, to ensure that the rejected item are not recycled and supplied to other Railways or purchasers.
6.7 Recovery of cost of testing charges: The cost of test carried out during inspection of materials for the quantities on supplies rejected will be recovered from the supplier as per the rate fixed by the administration from time to time as per estimated costs of the tests.
6.8. The inspection charges for items rejected at ICF will be collected as per the norms fixed by ICF.
28 6.9. Dealers while quoting, should enclose the Authorised Dealership Certificate from the original manufacturers. They should also confirm the inspection of material at the manufacturers premises. They should clearly indicate whether the Purchase Order to be placed on them or on their manufacturer.
6.10 Removal of Rejected Stores and Ground Rent:- All rejected articles must be removed by the firm at their own cost within 21 days from the date of rejection notice. Such rejected stores shall lie at the Contractor’s risk from the day of rejection. If the rejected supply is not removed within the specified time of 21 days, the controller of stores/consignee shall have the right to dispose of such stores as he thinks fit at the contractor’s risk and on his account. In the case of stores dispatched by rail/road and rejected at destination the material will be booked freight “TO-Pay” by Rail/Road as the case may be, without any further reference to the firm, if no intimation or disposal instruction is received within 21 days. Beyond this period of 21 days, ground rent or demurrage will be charged at the rate of 0.3% per day for articles weighing less than 250 kgs. in weight and 0.2% per day for bulkier or heavier articles and these charges shall be payable before the rejected stores are removed.
7. Terms of Delivery:
7.1 Mode of dispatch should be by rail/road.
7.2 For despatch of material by Rail, suppliers should clearly quote-FOR Conditions i.e. station of dispatch or destination. The freight charges paid or to pay should be clearly indicated in the offer.
7.3 The firms who quote FOR Station of dispatch but freight up to the destination is borne by them should clearly state so in their offer. The claim for reimbursement of freight will be entertained only if they specifically indicate so in their tender, else it will be assumed that the firm is bearing the freight.
7.4 Transit Insurance for risk in transit should be arranged by the supplier, since risk in transport in all such cases rests with the supplier.
7.5 Risk in stores irrespective of FOR conditions shall rest with the supplier in terms of IRS Conditions of Contract Para 1501.
8. Advice of dispatch: Advice of despatch of articles for which acceptance has been made must be received by the Controller of Stores within the period specified for delivery. The Administration shall be at liberty to cancel the contract and / or reject any articles in respect of which the advice of despatch shall not have been received within the time specified.
9. Performance Guarantee: As & when required, for Machinery and Plant items and for items requiring specified performance, the Tenderer will be asked to give a Performance Guarantee (in the form of a Bank Guarantee in Proforma-F or instruments as applicable), to cover the performance of the item to be supplied. No separate consent will be asked from the Tenderers for the same.
29 10. Octroi exemption certificate:
The purchaser will not bear any octroi charges, and if required will issue octroi exemption certificate only. In the event of octroi exemption certificate not being honoured by the concerned municipal authority, and octroi charges become payable, the supplier will have to bear the Octroi charges. 11. Compliance of Environmental Management System.:-
11.1 During the course of manufacture and transportation of the stores, vendor shall comply to all applicable legislations of local pollution control authorities and Central Pollution Control Board. Suppliers who supply the items by Road will ensure to send Transport Emergency (TREM) card along with supply of following items. 1. Paint 2. Solvent 3. FRP Chemicals 4. Chemicals used in the CMT lab 5. Rexene 6. Foam Rubber 7. Epoxy Putty 8. Glass wool 9. Asbestos Mill Board. 10. Limpet Asbestos 11.CRPX Compound 12. Galvanized Compounds 13. Chromium Plated Compounds 14. Anodized Components 15. Powder coated components. 16. Adhesives used for pasting of PVC sheets, 17. PVC sheets, Plywood, Compreg Plywood, NFTC, MDF Boards and Enamel products..
11.2. Firm will ensure that eco-friendly materials are only used for packing avoiding usage of plastic materials. If usage of plastic materials is inescapable, the thickness of plastic material so used shall not be less than 20 microns.
11.3. Firm should use recyclable material as packing material.
12. Time Preference Order:
Tenderers will please note that in case it is decided to accept a higher price than the lowest tenderer in the interests of earlier delivery, the following clause shall be embodied in the purchase order :-
It should be noted that if a contract is placed on a higher tenderer as a result of the invitation to tender, in preference to a lower acceptable offer, in consideration of offer for earlier delivery, the contractor will be liable to pay to the government the difference between the contract and that of the lowest acceptable tenderer on the basis of final price, FOR/Destination including all elements of freight, sales tax, local taxes, duties and other incidentals in case of failure to complete the supplies in terms of such contract within the date of delivery specified in the tender and incorporated in the contract. This is in addition to and without prejudice to other rights under the terms of Contract.
13. Supply of inferior Quality items.
If in the opinion of the Purchaser or his representative, all or any of the articles supplied are not to the quality specified or required, they may either be rejected, or accepted at a price to be fixed by this Administration and this decision as to the price to be fixed shall be final and binding on both parties.
14. Contractor’s Responsibility.
The Contractor shall be solely responsible for the execution of the Contract in all respects in accordance with the Conditions of contract notwithstanding any approval which the Inspecting Officer may have given of material, or other parts of the work involved in the contract or of test, carried out either by the Contractor or by the Inspecting Officer.
30 15. Claims :
The Purchaser shall be entitled to retain the amount of any claim of the Purchaser against the Contractor whether liquidated or unliquidated arising out of the contract under reference or otherwise however and set off the same proportionate against any amount payable to the contractor under the contract under reference or otherwise howsoever without prejudice and in addition to the other rights of the purchaser to recover the amount of any such claim as aforesaid.
16. Formal agreement
Except as otherwise provided herein any arrangement or agreement, oral or written, abandoning, varying or supplementing this contract or any of the terms hereof shall be of no effect and shall not be valid or binding , on this Administration unless and until the same is endorsed on this Contract or incorporated in a formal agreement in writing and signed by the parties hereto.
17. Authorized person.
Unless otherwise provided in the contract, all notices to be given on behalf of the President of India and all other action to be taken on his behalf may be given or taken on his behalf by the General Manager of this Administration or anybody authorized by him to do so.
18. Arbitration :
Any dispute arising as part of this agreement shall be settled through discussions between the parties. In the event of any such question, dispute or difference arising under these conditions or in connection with this contract still subsists, the same shall be referred to the sole arbitration of a gazetted officer, to be appointed by the General Manager/ICF. The arbitrator, however will not be one of those who had an opportunity to deal with the matters to which the contract relates. The award of the arbitrator shall be final and binding on the parties to this contract. In case of a dispute, if the matter is referred to arbitration, the fee of the arbitrator shall be as decided/fixed by Arbitrator.
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31 (IV).SPECIAL CONDITIONS OF CONTRACT.
(A) OPTION CLAUSE:
(i) In terms of standard conditions annexed in IRS conditions of contract, the purchaser reserves the right to increase or decrease the order quantity by a quantity not exceeding 30% of the ordered quantity on the same price and terms and conditions during the currency of the contract such that the contractor has reasonable time / notice for executing such increase or decrease. However (+) 30% Option clause can be exercised even if the original ordered quantity is completed before the last date of delivery period, stipulated in the Purchase order ".
(ii) The Purchaser reserves the right to vary the ordered quantity by upto (+) 30% at any time, till final delivery date of the contract, by giving suitable delivery schedule for the enhanced quantity, even though the quantity ordered initially has been supplied in full before the last date of delivery period.
(iii) The Purchaser reserves the right to exercise (-) 30% Option Clause consequent to decrease in prices subsequent to the placement of contract. However a notice shall be served, by giving a reasonable opportunity to the contractor to unconditionally agree to accept such lower rates for the quantity unsupplied on the date of reduction/decrease of prices, or the (-) 30% quantity, whichever is less. In case of non-acceptance of the lower rate, the minus option shall be exercised to the extent required limited to 30 % ordered quantity or quantity outstanding whichever is less.
(B) SPECIAL CONDITIONS FOR PROCUREMENT OF M&P ITEMS :
1. Element of Freight for indigenous purchase (a) In case where the consignees are more (say more than 4 or so ), tenderers are required to quote for the FOR station of dispatch prices with an average freight for all consignees, which will be added to FOR station for dispatch price to get FOR destination prices (b) In case where the consignees are four or less, tenderers are required to quote FOR station of despatch price with actual freight for each individual consignee, which will be added to FOR station of dispatch price to get FOR destination prices for each individual consignee. 2. Timely Commissioning of M&P : In the event of contractor's failure to have M&P commissioned by the time or times respectively specified in the letter of acceptance or contract, purchaser may withhold, deduct or recover from the contractor as penalty, a sum @ 2 % (two percent ) of the price of M&P which the contractor has failed to commission as aforesaid for each and every month (part of a month being treated as a full month) during which the M&P may not have been commissioned, subject to an upper limit of 10% ( ten percent) of contract value. 3. Warranty : (i) Warranty will be as per IRS conditions of contract normally.Warranty period for M&P will be 24 ( twenty four) months from the date of commissioning and proving out of M&P. A maximum period of 2 (two) week will be allowed for attending and rectification of faults during the warranty period. (ii) Maximum down time during the warranty period will be 2 % (two percent) for on line M&P and 10% ( ten percent) for of line M&P calculated on quarterly basis.
32 (iii) A penalty of 0.5 % (Zero point five percent ) per week of the contract value will be levied for delay in response time for attending and rectification of faults beyond specified time during the warranty period as detailed above. (iv) Maximum penalty to be levied on account of warranty failure will be 5%(five percent ) of the contract value calculated during whole of warrantee period and after that if there is delay on the part of supplier, purchaser shall be entitled for encashment of WG Bonds. In such cases the bad performance of firm during the warranty period, the same should be recorded and circulated to all Railways. The same should be given due regard in deciding future orders on the firm and when evidence to the contrary is not available, the firm's offer may be even rejected.
4.Annual Maintenance Contract :
i) Tenderers are required to quote for post warranty Annual Maintenance for a period of five years after expiry of the warranty period of the M&P along with their offers. ii) Tenderers are required to mention such AMC schedule of such Annual periodic maintenance along with offers giving the charges for AMC maintenance schedule and other details of items to be used in such preventive maintenance. iii) The charges of Annual preventive maintenance schedule for five years along with the cost of items to be used in preventive maintenance schedule during these five years are payable to supplier and sum total of these charges would be included in the FOR destination price quoted for M&P for the purpose of comparative evaluation of offer. iv) Tenderers are required to give the cost of essential spares and service charges for each items of work of repair of M&P outside preventive maintenance contact. These charges will not be included in the price of M&P for the purpose of comparative evaluation of offers. v) The terms & conditions of AMC must clearly specify the maximum down time and maximum response time. vi) Tenderers who are OEM, must give undertaking for supply of spare parts for a period of expected life of the machine / equipment. Other tenderers must submit undertaking from OEM for supply of spare parts for a period of expected life of the machine / equipment.
5. Payment Terms
The standard payment terms subject to recoveries if any, under the liquidated damages clause and general condition of contract will be as under : (a) 80 % of the payment on proof of inspection certificate and Rail/Road Challan to be made within 30 days of receipt of documents as specified. (b) Balance 20% payment within 90 days after satisfactory installation / commissioning and proving test of M&P subject to submission of bank guarantee for an amount of 10% of contract value, as warranty security. Other terms and conditions for procurement of M&P remain unchanged. (c). special condition for supply and installation contracts. For Supply and Installation contracts, Firms should quote separate rates for Supply and Installation and accordingly separate taxes and duties for both in their offers, ie. 1. For supply element, the rate and applicable ED, Sales Tax and Freight etc., 2. For Installation, the rate and applicable percentage of service tax etc.
33 The suppliers should also comply the following clauses with respect to Factories Act :-
Contractors who are engaged in supply and installation contracts shall be registered with chief safety officer/shell and Furnishing as the case may be, before commencement of work. The Name, Sex, Age, Address and contact Number if any of the contract employee are to be furnished by the contractor for registration purposes.
Contractors employing more than 20 staff should obtain License from the Inspector of factories.
All contract staff should be suitably insured before being pressed into service.
34 (V) DECLARATION FORM
Note: Tenderers are advised to download this page, read it carefully and to sign the same manually. A scanned copy of the signed page is to be uploaded as an attached document for each tender.
1.0 I /We have read carefully all the documents attached with this tender (Tender Schedule containing, (I)General Information and Guidelines to E- tenderers for submission of electronic offers, (II) General Instructions to the tenderers, (III)General Conditions of Contract, (IV) Special Conditions of Contract, (V) IRS Conditions of Contract, (VI) Schedule of Requirements and Special Conditions for the tender and (VII) Declaration Form By digitally signing and submitting the offer, I /We accept all the conditions of the tender except the deviations (if any) notified.
1.1 I/We hereby tender for the supply of the Stores at the prices quoted therein in accordance with the conditions contained in the Tender Schedule, Techno – commercial offer form, and Financial offer form except the deviations (if any) notified.
(a) I/We have furnished the Cost of tender document and Earnest Money Deposit specified in the Notice Inviting Tender (NIT). (or) (b) I/We have attached correct/valid details for exemption/ non- payment of the same. ( For Sl.No.2.0, Please strike out (a) or (b) whichever is not applicable).
I/We further undertake to enter into a contract embodying the terms of this Tender documents , if required to do so.
3.1 If, I/We fail to furnish the Security deposit as called for in Clause 4.0 of the “General Instructions to the Tenderers”, or if I/We revise/withdraw the offer within its validity, I/We agree to forfeit the said Earnest Money Deposit by the Administration or to initiate remedial actions in accordance with the clauses stipulated in the permission for exemption/non- payment of Cost of tender document/Earnest Money Deposit.
( Signature of Tenderer/ Tenderers (or) (Signature of Authorised Signatory with Name and Designation) with Name and Designation.)
Name of the Firm :
Full Postal address and : Telephone No./Mobile.No. :
35
Proforma – A.
PERFORMANCE STATEMENT.
Tender no.______Date of Opening ______
Tenderer’s Name & Address______
Sl. Purchasing Order Brief Item Quantity Total Original Actual No Agency No & Description Value Delivery date of Date period Delivery
36 Proforma - B. PROFORMA FOR EQUIPMENT AND QUALITY CONTROL EMPLOYED BY THE MANUFACTURER.
Tender No...... Date of Opening ......
1. Name of the firm
2. Location 2.1. Postal Address (i) Head Office (ii) Works / Factory 2.2. Telephone No. (with STD code ) (i) Head Office (ii) Works/Factory 2.3. Telegraphic address & Telex / Fax/Mobile No./e.mail (i) Head Office (ii)Works / Factory
3. Description of Factory / Works (i) Total Land area : (in Sq. metres) (ii) Total Covered area : (in Sq. metres) (iii) Different sub-units (with details of covered / uncovered area etc.) (iv) Special features, if any :
4. No. of Personnel employed ( category-wise) (i) Managerial * (ii) Supervisory * (iii) Skilled artisans * (iv) Unskilled * The qualification may also be indicated.
5. General information – Technical 5.1 Description of different departments in the Factory/Works and function of each dept., along with an organizational chart. 5.2 Detailed description of machinery and Plant in each department (make and year of procurement / commissioning to be provided.) For special type of equipment, copy of pamphlets/ Write ups to be furnished so as to supplementthe description. 5.3 Production capacity of the quoted items (i) Per month (ii) Per year 5.4 List of other items, which the firm regularly manufactures and corresponding production capacity
6. Design Capability 6.1 Details of qualified personnel (indicating qualification and experience) 6.2 Other facilities available.
(contd…)
37 7. Manufacturing Process 7.1 Level of in-house facilities 7.2 Important items of Work done by outside Vendors 7.3 Brief details of manufacturing process relevant to the items quoted.
8. Quality Assurance Is the firm certified for ISO 9000 or equivalent ? if so, please give the certification details If firm is certified for ISO 9000 or equivalent, No further information on para 8 is required to be filled in. 8.1.1 If no, does the firm contemplate to obtain ISO 9000 certification ? what steps have been taken by the firm in that direction 8.2 Does the factory have an established Quality Assurance programme ? If yes, please enclose a copy of the write-up if not, what plans are there if any for setting it up ? 8.3 Details of Quality Assurance Organisation, Names of key personnel, their qualifications, designations and position in overall management structure ( explain with organisation chart, if necessary ) 8.4 Quality control testing Facilities and Laboratory equipment available. 8.5 Availability of gauges ( please give details ) 8.6 Calibration of laboratory / test equipment / gauges, indicated in para 8.4 and 8.5 above. (i) How is the calibration done ? (ii) Frequency of calibration done? (iii) System to ensure that calibration of above equipments does not fall overdue. (iv) Action taken on such calibration has fallen overdue. 8.7 Source of procurement of raw-materials, important bought-outs, and steps taken to ensure their quality. 8.8 Details of inspection / checks done on material during various stages of the above manufacturing process. 8.9 Have acceptable values for the parameters inspected during above stage checks been laid down ? If yes, the action taken if value of the parameter inspected does not meet the desired laid-down value. 8.10 System for documentation of the results of the above stage checks. 9. After-Sales-Service
9.1 Facilities Available at Works and Branch Offices. 9.2 Assessment of quality of service including Response Times.
Signature ......
Name ...... Designation ......
38 Proforma – C.
CONTACT DETAILS.
Annexure to Tender No. : ______Opened On : ______.
To be filled in by the Tenderer : ( Mandatory )
1. Name of the Firm ( In Block Letters ) : 2. Full Postal Address :
3. Telephone Nos. with STD Code /Mobile No. : 4. E - Mail : 5. Fax No. with STD Code : 6. Tenderer's Head Office Address :
7. Head Office Telephone Nos with STD Code : 8. Head Office Fax No. : 9. Name & Address of Proprietor / Partner / Director :
10. Name of contact person, Telephone No., Cell No.: who could be contacted in case of emergency. 11. Income Tax - Permanent Account No. : 12. Full address of IT Circle :
13. Full address of Excise Circle :
14. Electronic Fund Transfer ( EFT ) No. : if allotted by ICF 15. Bank A/C. No. : 16. Name of the Bank :
17. Bank's specific Code No. of the supplier :
DATE : Signature: Name of the Tenderer: Designation :
39 Proforma – D Proforma for Bank Guarantee bond for Earnest Money Deposit.
In consideration of the President of India acting through Controller of Stores/, Integral Coach Factory ( hereinafter called “ the Government”) having agreed to exempt M/s (firm’s name and address) (hereinafter called “ the said Contractor(s) ”) from the payment of Earnest Money Deposit in Cash towards tender No ………………………………..due on…………………….. ….for supply of……………………… We (bank’s name and address) hereby undertake to indemnify the Government on demand to the extent of Rs. …. to the Government on breach of any of the terms of the said tender by the said Contractor(s) M/s …………………….. We (bank’s name and address) do hereby undertake to pay the amounts due and payable under this Guarantee without any demur, merely on a demand from the Government stating that the amount claimed is due by way of breach of terms of the said tender by the said Contractor(s). Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the bank under this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not exceeding Rs. ______. We undertake to pay to the Government any money so demanded not with standing any dispute or disputes raised by the Contractor(s)/ Suppliers(s) in any suit or proceeding pending before any Court or Tribunal relating thereto our liability under this present being absolute and unequivocal. The payment so made by us under this Bond shall be valid discharge of our liability for payment there under and the Contractor(s)/ Supplier(s) shall have no claim against us for making such payment. We (bank’s name and address) further agree that the Guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the Government under the said tender have been fully paid and its claim satisfied or discharged or till Controller of Stores, Integral Coach Factory, Ministry of Railway certified that the terms and conditions of the said tender have been fully and properly carried out by the said contractor(s) accordingly discharges this guarantee. Unless demand or claim under this guarantee is made on us in writing on or before ______we shall be discharged from all liability under guarantee thereafter. We (bank’s name and address) further agree with the Government that the Government shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said tender and we shall not be relieved from our liability by reasons of any such variation or for any forbearance, act or omission on the part of the Government or any indulgence by the Government to the said Contractor(s) or for any such matter or thing whatsoever which under the law relating to sureties would but for this provision, have effect of relieving us. This Guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor(S)/ Supplier(S). We (bank’s name and address) lastly undertake not to revoke this Guarantee during its currency except with the previous consent of the Government in writing.
Signature, Name & address of witnesses :
1.
2.
40 Proforma-E
Proforma for Bank Guarantee Bond for Security Deposit
In consideration of the President of India acting through Controller of Stores, Integral Coach Factory/ FA & CAO, ICF ( hereinafter called “ the Government”) having agreed to exempt M/s.(firm’s name and address) ( hereinafter called “ the said Contractor(s)) ” from the demand under the terms and conditions of an Agreement/ Purchase Order no. ______dt______made between M/s.(firm’s name and address) and Controller of Stores, ICF for supply of (brief description of material to be supplied as per letter of acceptance) ( hereinafter called “ the said Agreement”) of Security deposit for the due fulfillment by the said Contractor(s) of the terms and conditions contained in the said Agreement, on production of Bank Guarantee for Rs. ______(Rupees ______only ).
We (bank’s name and address) (hereinafter called “ the bank”) at the request of (firm’s name and address) do hereby undertake to pay the government an amount not exceeding Rs. ______against any loss or damage caused to or suffered or would be caused to or suffered by the Government by reason of any breach by the said Contractor(s) of any of the terms and conditions contained in the said Agreement.
We (bank’s name and address) do hereby undertake to pay the amounts due and payable under this Guarantee without any demur, merely on a demand from the Government stating that the amount claimed is due by way of loss or damage cause to or would be caused to or suffered by the Government by reason of breach by the said Contractor(s) of any of the terms or conditions contained in the said Agreement or by reason of the Contractor(s) failure to perform the said Agreement. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the bank under this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not exceeding Rs. ______
We undertake to pay to the Government any money so demanded not with standing any dispute or disputes raised by the Contractor(s)/ Suppliers(s) in any suit or proceeding pending before any Court or Tribunal relating thereto our liability under this present being absolute and unequivocal. The payment so made by us under this Bond shall be valid discharge of our liability for payment there under and the Contractor(s)/ Supplier(s) shall have no claim against us for making such payment.
We (bank’s name and address) further agree that the Guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the Government under or by virtue of said Agreement have been fully paid and its claim satisfied or discharged or till Controller of Stores, ICF, Ministry of Railway certifies that the terms and conditions of the said agreement have been fully and properly carried out by the said contractor(s) accordingly discharges this guarantee. Unless demand or claim under this guarantee is made on us in writing on or before ______we shall be discharged from all liability under guarantee thereafter. (contd…)
41 We (bank’s name and address) further agree with the Government that the Government shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend title of performance by the said Contractor(s) from title to time or to postpone for anytime or from time to time any of the power exercisable by the Government against the said Contractor(s) and to forebear or enforce any of the terms and conditions relating to the said Agreement and we shall not be relieved from our liability by reasons of any such variation or extension being granted to the said contractor(s) or for any forbearance, act or omission on the part of the Government or any indulgence by the Government to the said Contractor(s) or for any such matter or thing whatsoever which under the law relating to sureties would but for this provision, have effect of relieving us.
This Guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor(S)/ Supplier(S).
We (bank’s name and address) lastly undertake not to revoke this Guarantee during its currency except with the previous consent of the Government in writing.
Dated the ______day of ______(Month & Year) For ( b a n k’ s n a m e a n d a d d r e s s ) (ZONAL MANAGER/ BRANCH MANAGER) Note: 1) Stamp paper used should be of appropriate value
Signature, Name & address of witnesses :
1.
2.
42 Proforma - F
Proforma for Performance Bank Guarantee
In consideration of the President of India acting through Controller of Stores, Integral Coach Factory / FA & CAO/Con, ICF ( hereinafter called “ the Government”) having agreed to exempt firm’s name and address) ( hereinafter called “ the said Contractor(s)) ” from the demand under the terms and conditions of an Agreement/ Purchase Order no. ______dt______made between firm’s name and address) and Controller of Stores, Integral Coach Factory for supply of (brief description of material to be supplied as per Purchase Order) ( hereinafter called “ the said Agreement”) of Security deposit for the due fulfillment by the said Contractor(s) of the Performance Guarantee Condition contained in the said Agreement, on production of Bank Guarantee for Rs. ______( Rupees ______only ). We (bank’s name and address) ( hereinafter called “ the bank”) at the request of firm’s name and address) (contractor(s)) do hereby undertake to pay the government an amount not exceeding Rs. ______against any loss or damage caused to or suffered or would be caused to or suffered by the Government by reason of any breach by the said Contractor(s) of any the terms or conditions contained in the said Agreement.
We (bank’s name and address) do hereby undertake to pay the amounts due and payable under this Guarantee without any demur, merely on a demand from the Government stating that the amount claimed is due by way of loss or damage caused to or would be caused to or suffered by the Government by reason of breach by the said Contractor(s) of any of the terms or conditions contained in the said Agreement or by reason of the Contractor(s) failure to perform the said Agreement. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this Guarantee. However, our liability under this Guarantee shall be restricted to an amount not exceeding Rs. ______.
We undertake to pay to the Government any money so demanded not withstanding any dispute or disputes raised by the Contractor(s)/ Suppliers(s) in any suit or proceeding pending before any Court or Tribunal relating thereto our liability under this present being absolute and unequivocal. The payment so made by us under this Bond shall be valid discharge of our liability for payment there under and the Contractor(s)/ Supplier(s) shall have no claim against us for making such payment. (contd…)
43 We (bank’s name and address) further agree that the Guarantee herein contained shall remain in full force and effect during the period that would be taken for the performance of the said Agreement and that it shall continue to be enforceable till all the dues of the Government under or by virtue of said Agreement have been fully paid and its claim satisfied or discharged or till Controller of Stores, ICF, Ministry of Railways certifies that the terms and conditions of the said Agreement have been fully and properly carried out by the said Contractor(s) and accordingly discharge this Guarantee. Unless, demand and or claim under this guarantee is made on us in writing on or before the ______We shall be discharged from all liability under this Guarantee thereafter.
We (bank’s name and address) further agree with the Government that the Government shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said Agreement or to extend time of performance by the said Contractor(s) from time to time or to postpone for anytime or from time to time any of the power exercisable by the Government against the said Contractor(s) and to forebear or enforce any of the terms and conditions relating to the said Agreement and we shall not be relieved from our liability by reasons of any such variation or extension being granted to the said contractor(s) or for any forbearance, act or omission on the part of the Government or any indulgence by the Government to the said Contractor(s) or for any such matter or thing whatsoever which under the law relating to sureties would, but for this provision, have effect of relieving us.
This Guarantee will not be discharged due to the change in the constitution of the Bank or the Contractor(S)/ Supplier(S).
We (bank’s name and address) lastly undertake not to revoke this Guarantee during currency except with the previous consent of the Government in writing.
Dated the ______day of ______(Month & Year)
For (bank’s name and address) (ZONAL MANAGER/ BRANCH MANAGER)
Note:
1. Stamp Paper used should be of appropriate value.
Signature, Name & address of witnesses :
1.
2.
44 Proforma – G
INTEGRAL COACH FACTORY, CHENNAI – 600 038.
OPTION FORM FOR RECEIVING PAYMENT THROUGH NEFT.
1. Name of the Firm : 2. Vendor Codes allotted by ICF : (If more than one vendor code, furnish all)
3 . Address :
4. Name of the Bank :
5. Branch :
6. Address of the Bank branch :
7. Account number : 8. Type of Account : 9. IFS Code of the Branch : 10. MICR code. of the Branch :
Signature of the authorised person of the Firm with seal & date.
Certified that the information furnished above are correct. Our branch is participating in the NEFT system.
Signature of the Banker with stamp.
Note: 1. Account number and IFS Code should be furnished exactly as appearing in the cheque book and the same may be verified with the Bank. 2. A cancelled cheque may be enclosed for verification.
45 Proforma - H
COMMERCIAL & FINANCIAL REQUIREMENTS TO BE SUBMITTED BY NEW SOURCES
Page 1 of 6
ANNEXURE- A
COMMERCIAL REQUIREMENTS FOR NEW SOURCES OF SUPPLY
1.0 Details of the Item Required as per tender :
1.1 Description : 1.2 Drawing No. : 1.3 UL No. : 1.4 Specification : 2.0 Tender No./Other Reference : 3.0 Vendor details 3.1 Name of the firm : Registered Office Address, Fax, e –Mail : Factory Address, Fax, e –Mail :
For clarifications, person to be contacted : 3.4.1 Name of the person 3.4.2 Address for communication : 3.4.3 Designation of the person : 3.4.4 Contact Phone/Fax No./e-Mail Address : 3.5 Hours of Factory Working : 3.6 List of items /Stores the firm is capable of manufacturing : 3.7 Foreign collaboration, If any(Furnish details) Commercial details (Attach Photo Copies) 4.1 Nature of Business : Manufacturer/Assembler/Dealer/Traders/Supplier
------Signature of authorised signatory of the firm & seal of firm
46 Page 2 of 6
4.2 Nature of Company : Proprietary / Partnership/Private Limited / Public Limited / MNC (An affidavit, as sworn in before a first class magistrate/ notary public must be submitted stating that self/wife/ husband or any other family members are already not figuring as partners in any firm/firms registered with ICF)
4.3 In case of Proprietary Company,Name, Address, Tele.No.of Proprietor : 4.4 In case of Partnership Co., Co. Name, : Address, Tele.No. of Partners 4.5 In case of Public/Private Ltd., : Co. Name, Address and Tele. .No. of Chief Executive Total Area of Factory ( in Sq. m.) Covered (in Sq.m.) : Uncovered (in Sq.m.) :
6.0 Registration Details ( Attach Photo Copies)
6.1 Is the Factory registered under Factory Act, If so Registration No. & Year :
6.2 Is the Factory registered with State Directorate of Industries as a SSI Unit :
In case of medium scale/Large scale Industry, Factory No. allotted by the Director General of Technical Development : 6.4 If the factory is registered with MSE for the tendered item, Regn.No. Date, Validity and items for which registered : 6.5 Certificate of Registration of Licence held under Act, If the firm comes under the scope of Industries : 6.6 Registered with CST/State Sales Tax Furnish Certificate No. and Date. : 7.0 Electric Power, Sanctioned and Installed (Enclose copy of latest three electricity bills) :
We confirm that the information furnished above is correct to the best of our knowledge.
------(Office Seal ) (Signature of authorised signatory of the firm) Place: Name: Date: Designation:
47 Page 3 of 6 ANNEXURE- B
FINANCIAL REQUIREMENTS FOR NEW SOURCES OF SUPPLY
1. Name of your Bankers :
2. Address of your Bankers :
3. The Annual turn-over and Profit/Loss for the last three years :
Turnover Profit/Loss Year (Rs.) (Rs.) 1 2 3
Note: Enclose Audit report in support of above information as mandatory document
We confirm that the information furnished above is correct to the best of our knowledge.
------( Office Seal ) (Signature of authorised signatory of the firm)
Place: Name:
Date: Designation:
48 Page 4 of 6
ANNEXURE- C
TECHNICAL REQUIREMENTS FOR NEW SOURCES OFSUPPLY
1.0. Manufacturing capacity as approved by the Government :
2.0 INFRASTRUCUTRE AVAILABLE FOR PRODUCTION (Enclose details)
2.1 Enclose a brief about various departments and their functions :
2.2 Enclose details of process of manufacture with relevant flow process chart :
2.3 Enclose details of Plant & Machinery with capacity, Year of installation & : make including measuring/testing instruments.(Declaration of Plant & Machinery must be attested by Notary public)
2.4 Enclose details of staff Employed ,state : qualification, experience and training undergone
2.5 Details on design & drawing facilities available :
2..6 Storage facilities for raw material, Work in Progress & finished goods :
2.7 In house power generating facilities : state the capacity available.
3.0 Infrastructure available for Inspection & Quality control (Furnish details)
3.1 Details of testing and measuring instruments including : Capacity, Accuracy of measurement and their calibration status.
3.2. Whether the factory obtained ISO-9000 certificate If so furnish the details or any plan for getting certified :
3.3. Does the factory have an established “Quality Assurance Plan” for similar : items and have you developed one for the said item. Please refer to the modal QAP enclosed for details to be attached/covered.
------Signature of authorised signatory of the firm & seal of firm
49 Page 5 of 6
3.4. Are you using “SQC” techniques in day to day applications :
3.5 Do you have an established staff training programme :
3.6 Plans for future expansion, diversification, infrastructure development etc. :
4 Sub-contracting (Furnish details)
4.1 Whether the firm manufactures complete details and sub assemblies in house or : sub contracts/ Buying from outside.
4.2 Name of sub contractors and content of work Sub-contracted, along with consent letter from Sub-contractor to be submitted :
4.3. The facilities and M&P available with Sub-contractors :
4.4 Enclose details regarding important vendors, vendor development and rating procedures : . 5.0 Whether the firm directly market their product or through Agency. If so furnish details:
6.0 In the Event of manufacturing special itemssuch as synthetic rubber : components, PVC etc. involving imported Raw material / Components the results of scrutiny of documentary evidence, in regard to availability of import icence, foreign exchange, post procurement from import sources with quantities etc. should be given.
7.0 Brief details of products supplied to Railways/ Govt. Dept / Govt. Undertakings for the last 3 years Sl.No. Description of items Supplied to / Consignee Qty Value Date of supply
------Signature of authorised signatory of the firm & seal of firm
50 Page 6 of 6 8.0 Principal customers ( Other than above ) for the last three years
Supplied to / Date of Sl.N0. Description of items Qty Value Consignee supply
9.0 List of orders on hand
Sl.No. Description of items Quantity Consignee’s Name & Orders Approx. value
We confirm that the information furnished above is correct to the best of our knowledge.
------
(Office Seal ) Signature of authorised signatory of the firm & seal of firm
Place: Name:
Date: Designation:
51