Invitation of quotation for the procurement of goods & services

INDIAN VETERINARY RESEARCH INSTITUTEMUKTESWAR (KUMAON (UTTARAKHAND)FAX:05942-286347 TEL; 05942-286346/286052Tender Enquiry No. 3-8/2012-(K) Dated : the July, 2012.ToDear Sir,As per list enclosedRegisteredWe have a requirement of the goods & services as indicated below,tender for which will be opened at 3.00 PM hrs. on 20-8-2012 (date) and you areinvited to submit your most competitive quotation for the same. As the relevantdetails are given below:-i) Description of goods requiredAnd the required quantity: As enclosed in Annexure -1ii)Guiding specification and otherTechnical details : As enclosed in Annexure – 2iii)Terms of deliveryDelivery at site, viz;I.V.R.I., Mukteswar (Kumaon)iv) Delivery period for goods : within one months from the dateof the purchaser’s signing thecontract.v) Erection/installation and commissioning (if required, depending on thegoods ordered) are to be completed with fifteen days of delivery of thegoods at site.vi) Terms of Inspection by the purchaser’s representative :vii)Training of purchaser’s operator(s) for operating the goods ordered, as andif necessary.Operator(s) is/are to be trained for a period of one week at purchaser’spremises/supplier’s premises for successfully operating the goodspurchased. The training shall be completed byviii)Price structure:a) The tendered shall quoted for the complete requirement ofgoods & services and for the full quantity as shown against aserial number in the list of Requirements in Annexure-1.Unless otherwise specified in Annexure-1, the tenderers are,however, free not to quote against all the serial numbers1

mentioned in the list of Requirements (in case there are morethan one serial number in the List of Requirements).b) The rates and prices quoted shall be in Indian Rupees only.c) All duties, taxes and levies payable by the supplier under thecontract shall be included in the quoted price. The purchaserwill not pay any such duties, taxes and levies separately.However, Sales Tax and legally and contractually liveable,will be qauoted separately by indicating the nature and thecurrent rate of Sales Tax, as applicable at the time of quoting.The Sales Tax will paid extra at actual at the time of supply;provided the transaction of sale in legally liable to Sales Taxand the amount of the Sales Tax is contractually payable. Ifthe supplier in the quotation does not ask for Sales Tax extra,the same shall, not be paid even if it asks for the same at thelater date.d) The rates and prices quoted by the supplier shall be remainfirm and fixed during the currency of the contract and shallnot be subject to variation on any account, whatsoever,including statutory variations, if any. However, Sales Taxwill be paid extra as per provision under Clause vii© above.ix)Receipt of goods & Terms of payment:a) Payment terms for supply of goods includingerection/installation and commissioning (as and if applicable)immediately of receiving the goods ad site, the purchase willverify the quantities of the items supplied as specification asspecified in the delivery challan of the supplier and alsocheck for any superficial damage etc. in the goods so suppliedand issue a provisional receipt accordingly. If the goodssupplied do not require erection/installation andcommissioning at site, the purchaser, whthin three workingdays of the issue of the provisional receipt, will issueacceptance certificate (of the goods) to the supplier, providedthe goods supplied are acceptable in the terms of the contract.However, if the goods supplied also need erection/installationand commissioning, the purchaser will issue acceptancecertificate within two working days, after successfulerection/installation and commissioning. The supplier willthen send its invoice along with the purchaser’s acceptancecertificat4e and other accompanying documents to the payingauthority for payment. The paying authority will release thefull payment to the supplier as due in terms of the contract,within seven working days of receipt of supplier’s invoice,purchase’s receipt certificate and other accompanyingdocuments, provided the same are in order.While claiming reimbursement for Sales Tax, the suppliershall furnish the following certificate duly dated and signed,on its bill. “Certified that the goods on which Sales Tax hasbeen charged have not been exempted under the Central SalesTax Act or State Sales Tax Act or the rules made there underand the charges on account of the Sales Tax on these goods2

are correct under the provision of the Act or the Rule madethere under.Certified further that we are registered as dealers for thepurpose of Sales Tax in the State of …………………….Under registration number …………………. We furtherconfirm that the amount of Sales Tax shown in the billagainst this contract is correct in terms of above proviso.”b) Payment for training of purchaser’s operator(s), if applicable.After release of payment to the supplier as per sub-para (a)above and after successful completion of training of theoperator(s) in terms of the contract, the purchaser willimmediately issue a certificate to this effect to the supplier.The supplier will thereafter send its invoice for trainingcharges, along with the3 above certificate to the payingauthority. The paying authority will release the payment tothe supplier in terms of the contract within seven workingdays of the receipt of supplier’s invoice provided the invoiceand the accompanying documents are in order.x) Paying authority : Director, I.V.R.I., Mukteswar (Kumaon)xi)Liquidate Damage Clause:If any time during the performance of the contract, the supplier encountersconditions hindering timely delivery of the goods, the supplier shallpromptly inform the purchaser in writing the fact of the delay and thelikely duration of the same. After receipt of supplier’s communication, thepurchaser shall decide as to whether the cancel the contract for theunsupplied portion after the existing delivery period, or to extend thedelivery period suitably by issuing an amendment to the contract. If thesupplier fails to deliver, the goods and/or perform the services withing thecontractual delivery, period for reasons other than circumstances beyondsupplier’s contraol (which will be determined by the purchaser) and thepurchaser extends the delivery period, the purchase will also deduct fromthe contract price, as liquidated damages, a sum equivalent to 0.5% (halfper cent) of the delivered price of the delayed goods or unperformedservices for each weeks of delay or part thereof until actual delivery orperformance. The maximum limit of such deduction will, however, be10% (ten per cent) of the contract price of the delayed goods or services.Further, during such delayed period of supply and/or performance, thesupplier shall not be entitled to any increase in price and cost, whatsoever,on any ground. However, the purchaser shall be entitled to the benefit orany decrease in price and cost on any ground, whatsoever, of the goods &services, supplied during the period of delay.The purchaser’s letter (to the supplier, with copies endorsed to otherconcerned) extending the delivery period will be subject to the aboveconditions.xii) Warranty Clause: Minimum One year warranty.xii)Dispute Resolution Mechanism:If any dispute or difference arises between the purchaser and the supplierrelating to any matter concerted with the contract, the parties shall make3

every effort to resolve the same amicably by mutual discussion. However,if the parties fail to resolve the dispute or differences such mutualdiscussion within 30 days, either the purchase or the supplier may givenotice to the other party of its intention to refer the same to arbitration. Thearbitration shall commence thereafter. The arbitration shall be conductedby the sole arbitrator, who will be appointed by the Secretary, ICAR andthe procedure to be followed in this respect will be as per the IndianArbitration and Conciliation Act, 1996. The venue of the arbitration shallbe the place from where the contract is issue.2. You are also required to fulfil the following conditions and furnish the details asindicated in subsequent paragraphs.a) At the time of awarding the contract, the purchaser reserves the right toincrease or decrease by up to 25% the quantity of goods & services asspecified in the list of Requirements, without any change in the unit price orother terms & conditions.b) Please furnish a certified copy of your latest ITCC (Income Tax ClearanceCertificate).c) Pleased indicate if you are currently registered with any Govt. organisationand if registered, furnish all relevant details.d) Please state whether business dealings with you presently stand banned by anyGovernment organisation and, if so, furnish relevant details.e) A supplier shall not submit more than one quotation for the same set of goods.f) The supplier shall at all times indemnify the purchaser, at no cost to thepurchaser, against all third party claims of infringement of patent, trademarkor industrial design rights arising from the sue of the goods or any part thereof,with respect of the goods quoted by the supplier in its offer.g) The quotation(s) as well as the contract shall be written in English/Hindilanguage. All correspondence and other documents pertaining to thequotation(s) and the contract, which the parties exchange, shall also be writtenin English/Hindi.The quotation and all correspondence and documents relating to the quotationexchanged between the bidder and the purchase may also be written in Hindilanguage proved the same is accompanied by an English translation, in whichcase, for the purpose of interpretation of the quotation, the English translationshall govern.h) The contract shall remain valid for acceptance for a period not less than 120days after the specified date of opening of offers.3. The quotation shall be sealed in a envelope. The envelope shall be addressed to thepurchaser and it should also bear the tender enquiry No. and the words “DO NOTOPEN BEFORE * (*The time and date of opening of the tenders). This envelopeshould then be put inside another envelope. Which will also be duly sealed. Theouter envelop will bear the full address of the purchaser. The supplier must ensurethat its tender (i.e. quotation), duly sealed as above, reaches the purchaser at least onehour before the time and date of opening of tenders. The supplier may, at its choice,send the tender by regd. Post or by speed post. Alternatively, the supplier may alsohand delivery the tender to the purchase in which case the purchaser shall give thesupplier a receipt, indicating the time & date of receipt of the Tender.4

4. The tenders, which are received late by the purchaser will be ignored. Further, thepurchaser does not accept any liability and responsibility for the tenders in case thesame are not properly sealed & marked and/or sent as above.5. The tenders, which are received on time (as per para 3 above), will be opened atpurchaser’s office at 3.00 PM hours on 20-8-2012 (date). The purchase will open thetenders in the presence of the tenders’ duly authorised representatives, who choose toattend the tender opening.6. The purchaser will evaluate and compare the quotations which are substantiallyresponsive i.e. which are properly prepared & signed and meet the required terms,conditions, specification etc. The purchaser will award the contract to the supplierwhose quotation will be determined to be responsive and offering the best evaluatedprice.7. Notwithstanding the above, the purchaser reserves the right to accept or reject anyquotation or annul the tendering process and reject all quotations at any time prior toaward of the contract, without assigning any reason, whatsoever, and withoutincurring any liability or obligation whatsoever, to, the affected tenderer or tenders.8. Please submit your quotation accordingly. You shall sing all the pages of yourquotation. Your price quotation may be furnished in the format enclosed asAnnexure-3. You are also required to return the original tender enquiry (all thepages), as it is, duly signed by you on every page, for our record. You may retain aphotocopy of this tender enquiry for your record.Encl:- Annexures 1, 2 and 3.(Signature of the Purchaser)Name : ( J.S. RAWAT )Asstt.Adm.OfficerAddress : I.V.R.I., Mukteswar (Kumaon)Distt. Nainital (Uttrakhand)Telephone No. 05942-286052FAX No. 05942-2863475

Annexure – 1LIST OF REQUIREMENTSl. Description of goods and allied servicesNo.1. Theremal Cycler with accessoriesRamp rate Heating : Maximum 3.0ºC/Sec.Ra,[ rate pf Cooling: Maximum 2.0ºC/Sec.Block temp control range : 4-99.9ºCBlock temp accuracy : ±0.5ºCBlock temp uniformity : ±0.5ºCExaggerated shot : less than 0.5ºCHeated lid : 110ºCTemperature extension : maximum of ±9.9ºCTime extension : maximum of ±9.59ºCHeating cooling system : peltier elementSample capacity : 96x0.2 ml. tube/96 well plateDisplay : Blue/white dot matrix :LCDNo.of max program stored : 200 programsGRADIENT function : Range which can be set40-75ºC(temperature variance : 6-20ºC)Dimension : 260(w)x345(D)x260(H) mmWeight : 11.5 Kg. (System Weight)Power : 100-240V, 50/60Hz of AC/490WAccessories : 1) 1 KVA UPS, 30 min backupSpecial Instruction (if any)Please submit your tender separately against each item.AccountingunitQuantityOne6

Annexure – 2Specifications 7 other technical details of the items and services (shown inAnnexure – 1)7

Annexure – 3Page 1 of 2FORMATE OF PRICE QUOTATIONSl.No.Descriptionof goods &alliedservicesSpefications AmountingUnitQty.Quoted Unit Pricein Rs.In InFigures WordsTotalamountin Rs.Grand Total Cost : Rs.“Details of applicable Sales Tax to be paid extra and the current rate of the Same.”8

Annexure – 3Page 2 of 2We agree to supply the above goods & allied Services. We confirm that the same willmeet the description, specification and other technical details as required in the tenderenquiry.We confirm that we agree to all other terms & conditions of your tender enquiryincluding the terms of delivery, period of delivery and warranty provision.We have furnish all the information, as required in the tender enquiry and attached therelevant documents.(In case a tender desires to put some additio0nal/modified stipulations terms &conditions etc. the same may be clearly indicated)We confirm that our offer will remain valid for acceptance for ……………………..days after the date of opening of tenders.(Signature, name and designation of the authorized executive of the tendering firm)For and on behalf of(Name and address of the tendering firm)(Seal of the tendering Firm)Date :Place:Copy to:- Officer Incharge (Computer Unit), I.V.R.I., Izatnagar. Kindly publish theTender Enquiry through I.V.R.I. website.9