600 038. Stores Department Tender Schedule for E
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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 : 12th December 2013. (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 2 in the e-tenders available in the website. “Frequently Asked Questions”(FAQ) link available on Home page gives procedure for 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. 3 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 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.