ST. ALBERT’S COLLEGE, ERNAKULAM

(Nationally accredited at A grade with CGPA 3.23; ISO 9001:2008 certified)

Banerji Road, Kochi – 682 018, Kerala, India.

Tel: +91-484-2391245, 2394225 Fax: +91-484-2391245

E-mail: , Web:

TENDER FORM

Sir,

I,…………………………...... of M/s………...... …….

……………………………………………………………………………………………………herebyagreetosupplytothe………………………………………………………of St. Albert’s College Ernakulam,inaccordancewiththetermsand conditionsstipulatedinthetenderform,theequipmenthereundernamedofthequalityorsortandatthe rate orprice hereunderspecified,ontheacceptance onthistender(RefNo...... ) by you. I remit Rs. …………. /enclose demand draftNo………………….dated…...……………for the sum of Rs……………………towards earnest money deposit to your credit which needs to be returnedtomeby youifthistenderisnotaccepted.

Sl. No. / Description / Qty / Rate / Total Cost

Totalcostinwords:...... …..…………………………………………......

Delivery:

Weconfirmthat thequotedpricesarefirmandinclusiveofalltaxesandduties(includingentrytax),freightand insurancefor supplyandinstallationatSt. Albert’s College Campus. Therewouldnotbeanypriceescalationduringthesupplyperiod.Wealsoconfirmthat wewillabidebyallthetermsandconditionsandwedonot haveanycounterconditions.

Yoursfaithfully,

SignatureoftheTenderer……………...... ………………….(Seal)

Place……………………………..

Date………………………………

TERMS AND CONDITIONS

  1. The latest model shall be quoted and certified.
  2. Tenders must be accompanied by earnest money deposit (1% of the total cost, rounded to the nearest `).Earnest money deposit is not required in the following cases:

a. Firms of established repute

b. Firms mentioned in para 27 (c) to (h) of Store Purchase Manual, Govt. of Kerala, 6th edition, 2007 reprint.

  1. The earnest money deposit of all unselected tenders will be refunded within a short time after the tenders are opened. EMD of the successful bidders will be refunded immediately after the successful installation of the instrument. No interest will be allowed on the earnest money remitted and no claim shall be entertained against the Principal, St. Albert’s College Ernakulam (herein after called ‘THE PRINCIPAL’) in respect of the same.
  2. The quoted price should include cost of the instrument, freight, insurance, customs duty, clearance charges, entry tax (if applicable at the time of installation), installation and commissioning.
  3. Payment terms:

Payment (100%) will be made after successful commissioning and acceptance by the end user.

  1. The tenderers should verify and make sure that the claims made by them against items towards Sales tax, customs duty, excise duty etc., are not more than those permissible under the provisions of the laws in force, and that they will refund any excess claims admitted in this respect.
  2. The offers should be kept open for a period of three months from the date of opening tenders. Acceptance of the offers will be intimated to the successful tenderers within that period. Tenderers will however, be given the option to keep their offers open for a further agreed period if there be any delay in intimating the acceptance.
  3. The installation should be done by the supplier free of cost.
  4. Delivery period: The equipment and its accessories should be completely supplied, installed and commissioned to the satisfaction of the ………………………………….. within 45 days from the date of supply order.
  5. Warranty: The entire equipment and its accessories should have comprehensive warranty of two years from the date of acceptance by the end user. If any spares are to be imported during warranty period, the cost, insurance, freight, customs duty and clearance charges should be given by the vendor.
  6. The rates of terms of AMC (both comprehensive and labour) for a minimum period of three years after the warranty period shall be clearly specified. Both comprehensive and labour AMC amounts will be taken into consideration for final selection.
  7. During warranty and AMC period, the vendor shall give an uptime guarantee of 95% or more.
  8. Training: In order to fully and optimally utilize the equipment, necessary on site training should be given to the ………………………………………….. free of cost
  9. Number of trained engineers available in Kerala and nearest service station shall be mentioned.
  10. Wherever options are called for in respect of specifications, the tenderer should induct all such options.
  11. The successful tenderer should execute an agreement for the fulfillment of the contract in the stamp paper in the model form given in Appendix –I, within fifteen days from the date of acceptance of the tender. The expenses incidental to the executing of agreement shall be borne by the successful tenderer.
  12. The specifications of the equipment are given below.

SPECIFICATIONS

Appendix I

Form of Contract Agreement

We, M/s…………………………………………………………………………………………. ……………………………………… (hereinafter referred to as “Supplier”) hereby contract and agree on the acceptance of our Tender by St. Albert’s College, Ernakulam (hereinafter referred to “Purchaser” ) in accordance with the conditions of contract stated below, the goods or materials hereunder named of the quality and of the sort and at the rate or price specified in the purchase order as Annexure ( )

Conditions of contract:

  1. This document on having been signed by both the parties shall constitute a binding contract between the parties and shall remain in force during the warranty period and a total of five years including the warranty period covering the annual maintenance. But in the event of any breach of agreement at any time on the part of the Supplier, the contract shall be determinable by the Purchaser without compensation to the Supplier. The contract may also put to an end at any time by the purchase upon giving seven days notice to the Supplier.
  2. The Supplier agrees to supply, install and commission the equipment detailed in the bid (after carrying out successfully all the tests prescribed by the Purchaser) at all inclusive price of Rs……………………..to the ……………………. Department before the specified date. The price offered is firm and is not subject to enhancement on any ground. The EMD furnished by the Supplier at the time of bid will be refunded immediately after the successful completion of the warranty period. No interest will be allowed on the earnest money remitted and no claim shall be entertained against the Purchaser in respect of the same.
  3. The price of the equipment as detailed at Annexure includes excise duty, customs duty, clearing and forwarding charges, surcharges, sales tax, freight, octroi, delivery up to the point, insurance, installation and commissioning and such other levies that may be applicable.
  4. The goods or materials are to be supplied under this contract are to be of the quality and of the sort mentioned in the purchase order at bid.
  5. The goods or materials are to be delivered at the purchaser without any extra cost in such quantities or numbers contained in the purchase order enclosed as commercial bid to this contract. Any amendments to the order in terms of quantities or delivery period etc. may be incorporated on a mutually agreed basis.
  6. Documents such as operation manuals and circuit diagrams and other relevant materials shall be provided by the supplier along with equipment free of cost.
  7. The goods sold under the agreement shall not be taken back. However, any replacement necessitated as part of warranty commitment shall be carried out by the Supplier and faulty parts/materials that arise out of such replacements shall be taken back by the Supplier within a reasonable time.
  8. If the supply, installation and commissioning of the system are not effected before ………… weeks from the date of purchase order, the Purchaser shall have the authority to cancel the order, to make any such action that will be deemed fit in the circumstances.
  9. In case of failure by the Supplier to deliver goods or materials demanded from them within the period specified for delivery or in case of goods or materials delivered by them not being of the stipulated quantity and specifications or in the case of goods or materials being delivered without a correct invoice in duplicate the Principal or any one duly authorized by him shall have power to reject any such goods or materials so rejected or not delivered unless the Supplier shall themselves forthwith supply others that shall be sufficient and satisfactory and any excess of cost so incurred by the Purchaser over the contract price together with all charges and expenses attending the purchase shall be recoverable by the Purchaser.
  10. Penalty will be levied at the rate of one percent per week on the total contract price if the delivery has not been completed in full within stipulated period, subject to force major conditions. Besides, such performance may entail black listing of the supplier.
  11. The Supplier shall supply only licensed versions of the software of the equipment.
  12. a. The materials or goods are to be guaranteed for a period of …………………months

after installation and commissioning against any manufacturing defect and bad workmanship. The warranty period of ………….. months will commence from the date of handing over the equipment after running on all system software and after carrying out successfully the tests prescribed by the ………………….(Purchaser) and installation in good working condition.

b. If any manufacturing or other technical defect is found within …………… months from the date of installation, commissioning and handing over the system to the Department/Section the same will have to be rectified or replaced free of cost by the Supplier.

c. During the warranty period, the Supplier agrees to arrange for a back up system at their cost, if due to manufacturing and other technical defects of equipment supplied, the systems are down and if it is not restored in working condition within 48 hours. Otherwise the Supplier shall be liable for penalty of 1% of the breakdown period of the total contact price.

  1. a. The life cycle for normal performance of the equipment is five years. The post

warranty annual maintenance charges (AMC) is applicable for the remaining period of the life cycle after the satisfactory completion of the warranty period offered by the vendor. The annual Maintenance Charges agreed to is Rs. ………… at the rate of ………….% per annum on the basic price of hardware excluding software, excise duty, sales tax etc.

b. The AMC is payable once in a year after the date of completion of the warranty period in advance against invoices/bills to be preferred by the vendor. The vendor agrees to provide comprehensive maintenance of the equipment, which shall include preventive maintenance and corrective maintenance at the location specified by the College. The maintenance shall also include replacement of all parts. The equipment which is down should be restored in good working condition within 48 hours. Otherwise the supplier shall be liable for penalty of 1% per week of the breakdown period on the total price of the system. The college reserves the right to terminate the maintenance contract in the event of unsatisfactory maintenance and claim damages for non-fulfillment of contract.

  1. Payment terms:

Payment (100%)will be released after successful commissioning and acceptance by the end user.

  1. The Supplier hereby agrees to get the refund of incentive, excise duty and proportionate sales tax from concerned authorities and pass it on to the Purchaser, if the Government or any other agency reduces the excise duty or sales tax or given incentive of any type retrospectively after supplying the equipment, failing which action will be taken to recover the balance amount from the Supplier under the revenue recovery act or any other relevant act.
  2. The supplier shall undertake to train adequate number of persons from the …………………….Department free of cost on the operation and use of equipment as per the training schedule to be worked out by mutual agreement.
  3. Neither the buyer nor the seller shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes, contingencies beyond their reasonable control such as:
  4. Natural phenomena including but not limited to earthquakes, floods and epidemics.
  5. Acts of any Government authority domestic or foreign including but not limited to war declared, or undeclared, priorities and quarantine restrictions.
  6. Accidents or disruptions including, but not limited to fire, explosions, breakdown of essential machinery or equipment, power and water shortages.
  7. The tender notice dated …27 – 7 – 2010….. is enclosed along with the enclosures. The detailed final offer of the Supplier and the purchase order at Annexure (1) respectively will form part of this contract. Wherever the offer conditions furnished by the Supplier are at variance with conditions of the contract or conditions stipulated in the purchase order, the latter shall prevail over the offer conditions furnished by the supplier.
  8. Unless otherwise provided in the agreement, any notice, request, consent or other communication given or required to be given hereunder shall be given by mailing the same by registered mail, postage prepaid, return receipt requested in the case of the Supplier to the Purchaser at their respective addresses and self forth above or with other addresses and to the attention of such other person or persons as may hereafter be designated by like notice hereunder and any such notice sent by post shall be deemed to have been served on the date when in the ordinary course of post, it would have been delivered at the addresses to which it was sent.
  9. Any notice to the Supplier shall be deemed to be sufficiently served, if given or left in writing at their usual or last place of abode or business.
  10. For legal purposes, the cause of will be deemed to have arisen in Kochi, Kerala state.
  11. The Supplier agrees that in the event of non-fulfillment or non-observance of any of the conditions stipulated in the contract, the supplier shall pay as penalty an amount equivalent to 10 (ten) percent of total value of contract or an amount equal to the actual loss incurred by the College whichever is greater.

For and on behalf of:

PURCHASER SUPPLIER

Witnesses:

1.

2.

INSTRUCTIONS TO TENDERERS REGARDING TENDER FORMS DOWNLOADED FROM INTERNET

  1. Tender file is to be down loaded from the internet and printout is to be taken on A4 size paper and details are to be entered by the tenderer at the various locations in the document.
  1. This tender document (in full) downloaded along with the various documents required to be submitted as per the tender conditions in a sealed cover duly super scribing with the name of the equipment, tender notice no. and date, should be submitted in the office as mentioned in the tender notice before the date and time stipulated in the tender document.
  1. The cost of tender document as indicated in the tender document will have to be deposited by the tenderer in the form of bank draft payable in favour of Principal, St. Albert’s College Ernakulam along with the tender document. This should be enclosed as a separate Demand Draft. A single demand draft for the cost of tender form and Earnest Money Deposit will not be accepted. Tender not accompanied with the demand draft towards the cost of the tender document will be summarily rejected.
  1. The earnest money deposit required for this supply as stipulated in the tender document also to be submitted separately.
  1. Tenderers are advised to download tender documents well in advance and submit the tender before the stipulated time. It is the responsibility of the Tenderer to check any correction or any modifications published subsequently in Website and the same shall be taken into account while submitting the tender. Tenderer shall download corrigendum (if any), print it out, sign and attach it with the main tender document. Tender document not accompanied by published corrigendum/s is liable to be rejected. The institution will not be responsible for any postal delays / delay in downloading of tender document from the internet.
  1. The tenderer may please note that the rate for items should be written in figures and in words. Each page of tender document should be signed by the tenderer.
  1. Tenderers are free to download tender document at their own risk and cost, for the purpose of perusal as well as for using the same as tender document for submitting the offer. Master copy of the tender document is available in the Department of Chemistry as mentioned in the tender document. After award of tender an agreement will be prepared based on the master copy of tender document available in the above mentioned department. In case, any discrepancy between the tender document downloaded from the internet and the master copy, latter shall prevail and will be binding on the tenderers. No claim on this account will be entertained.
  1. If any change/addition/deletion is made by the Tenderer the tender will be summarily rejected and full earnest money deposit will be forfeited.
  1. The following declaration should be given by the tenderer while submitting the tender:

Declaration

(a) I/we have downloaded the tender form from the internet site and I/we have not tampered / modified the tender forms in any manner. In case, if the same is found to be tampered / modified I/we understand that my/our tender will be summarily rejected and full earnest money deposit will be forfeited and the contract will be terminated at my/ our risk and cost.

(b) I/we am/are submitting a demand draft no. ______dated______issued by ______for Rs.______towards the cost of tender form.

Signature of Tenderer :

Date :

Address :

(seal)