BalmerLawrie & Co. Ltd

(A Government of India Enterprise)

CORE-8, 4th FLOOR, SCOPE COMPLEX, 7, LODHI ROAD, NEW DELHI - 110003

SINCE 1867 Website : balmerlawrie.com

(RegdOffice : 21, NetajiSubhas Road, Kolkata 700 001)

Ref: RHRNR/PAPER/16-17/0001Date :3 June, 2016.

To :

INVITATION OF ONLINE BIDS (TWO BID SYSTEM)

FOR SUPPLY OF A4 SIZE PHOTOCOPY PAPERS FOR FORTHCOMING ONE YEAR FROM THE FIRMS REGISTERED WITH MICRO SMALL AND MEDIUM ENTERPRISES (MSME) ONLY - PER MONTH ESTIMATED QUANTITY 250 REAMS

Online quotations (two bid system) are invited from the firms registered with Micro Small and Medium Enterprises (MSME) only for supply of A4 size Plain Photocopy Papers to the 8 different offices of BalmerLawrie & Co. Ltd. situated in Delhi/NCR. No manual bids will be accepted.

5.The BalmerLawrie & Co. Ltd (henceforth called BL) reserves the right to cancel the tender at any time /stage or relax/amend/withdraw any of the terms and conditions without giving any reason whatsoever. No inquiry, after submission of the quotation, shall be entertained.

6.The Terms & Conditions of the instant tendering process are given in Annexure-I. Technical bids are to be furnished as per the format given in Annexure – II (i) and Annexure – II (ii). Financial bids are required to be submitted as per the format given in Annexure- III. Technical specifications are available in Annexure – III.

7.Complete tender documents may be downloaded from BL’s e-procurement portal ( with effect from the date of publication of the tender notice. Further, any information or any issuance of corrigendum related to this tender will be available at BalmerLawrie website (

2.The detail of the rates quoted is to be submitted in the format given in Annexure-III in Indian Rupees. The scanned copy of the NSIC/MSMEregistration should be uploaded online in support of their claim to be exempted from submission of EMD. To ensure the supply of good quality photocopy paper, the bidders are also advised to enclose 100 no. of A4 sheets of photocopy papers indicating their specifications/quality/make name etc. in sealed cover for which the bidding firm has quoted their rate w.r.t. this Tendering process and to drop the same in the Tender Box place in the office of BalmerLawrie & Co. Ltd. Core- 8, 4thFloor, Scope Complex, 7 Lodhi Road, New Delhi- 110003. The TC will examine the quality of such papers and only after satisfying themselves, either at their own or after taking assistance/opinion of the designated labs etc., the financial bids would be opened of those bidders, who qualify at the Technical stage. The submission of online bids will start from03.06.2016and bids may be submitted any time before or on 17.06.2016at 2.00 pm. The Technical bids shall be opened by the Tender Opening Committee (TOC) on 17.06.2016at 4.00 pm at the office address given above.

3.All the necessary documents are required to be submitted online as per T&C mentioned at in Annexure – I of this tender notice. Any shortcoming in this regard may render the bid of the concerned bidder ineligible for consideration, without any further reference to the concerned bidder.

4.All the documents, required in support of eligibility criteria must be duly signed and be uploaded along with the bid documents. The bidder are advised, in their own interest, to submit required/ requisite papers/ documents and samples with their respective bids as per the specifications indicated in Annexure – II and Annexure – VI, failing which their bids may be treated as cancelled without any further reference to them, as already mentioned above.

Chief Manager [HR] NR BalmerLawrieCo.LtdCore-8, 4th Floor, Scope Complex, 7, Lodhi Road, New Delhi- 110003

Annexure – I

  1. Instruction to Bidders
  1. Bids received after the specified date and time will not be accepted in any case.
  1. If any bidder withdraws his bid, the matter will be brought to the notice of the MSME/NSIC so that necessary action could be taken against them by the concerned authorities.
  1. So far quality of the photocopy paper is concerned, sometimes it is noticed that the quality of papers supplied by some MSME firms has not been found at par to the major brands of this area. For the sake of guidance to the participating MSME/NSIC bidding firm, it is advised that the should quote the rate of photocopy papers per ream wise which must be compatible with the existing branded photocopy papers like JK, Century, Trident and Xerox etc., so that it could satisfy the needs of BL. The details regarding specification have been indicated in Annexure- III of this tender notice. The rate should strictly be quoted as per specifications only. Product of no other specification would be accepted. To ensure the supply of good quality photocopy paper, the bidders are also advised to enclose 100 no. of A4 size sheet of photocopy papers indicating their specifications/quality/make/name etc. in sealed cover for which the bidding firm has quoted their rate w.r.t. this Tendering process and to drop the same in the Tender Box placed at the above given office address. The TC will examinethe quality of such papers and only after satisfying themselves, either at their own or after taking assistance/opinion of the designated labs etc., the financial bids would be opened of those bidders, who qualify at the Technical stage. The bidders are also requested to upload copy of IS 14490:1997 certification (with 14 specifications) from MSME testing centrealongwith their bid.
  1. The bidders are advised, in their own interest, to quote their rates (exclusive of tax) as per specifications indicated in Annexure – III. Taxes will be paid extra as applicable.
  1. Eligibility Criteria

(i)The Registered Office or Branch Office of the Company/Firm/Agency should be located in Delhi/ NCR. The bidding Company/Firm/Agency should submit proof of its office address along with telephone number with the bid. Such participating firms must be registered with NSIC/MSME and a proof of such registration must be submitted online.

(ii)The Company/Firm/Agency should have its own Bank Account, TIN, PAN Card, VAT/ Sales Tax Registration. Duly self-attested copies of these documents and copy of latest income tax return should be submitted online alongwith the bid.

(iii)The bidder should submit duly signed certificate, stating that “they have carefully read the terms and conditions of the Tender and accepted all the provisions of the Tender Document”.

(iv)The bidder should submit an undertaking that the Company/Firm/Agency has not been blacklisted by BalmerLawrieCo.Ltd, any Ministry/Department/Organization the Central Government/State Government and any Public Sector Undertaking.

(v)The Company/Firm/Agency should have similar work experience with the Central Govt Ministry/Department/State Govt/PSUs etc. for at least two years.

(vi)The bidders should submit the documents stated above alongwith their bid, failing which their bid shall be treated as non-responsive.

  1. Earnest Money Deposit (EMD)

The scanned copy of the NSIC/MSME registration should be uploaded online in support of their claim to be exempted from submission of Earnest Money Deposit (EMD). If any bidder withdraws his bid, the matter will be brought to the notice of the MSME/NSIC so that necessary action could be taken against them by the concerned authorities.

  1. Bid Evaluation Criteria
  1. The Period of validity of bids shall be 90 days from the date of opening of bids.
  1. All the terms and conditions stipulated in the tender document shall be considered for selection of a firm. Specification has been indicated in the financial bid (in Annexure – III). The lowest bidder (i.e. L1) in this tendering process will be decided on the basis of the unit price quoted under Col. (4) of the financial bid proforma mentioned in Annexure – III, subject to the fulfillment of the Technical specifications as mentioned in Annexure-III. The taxes shall be paid extra as admissible.
  1. The Technical bid shall be opened by the Tender Committee on the scheduled date and time at BL’s above given address, in the presence of the representatives of the Company/Firm/Agency (bidder). In this regard, the financial bids would be opened of those bidders, who qualify at the Technical stage. All the bidders in person/their authorized representative (one only) must be present on the day for the reason as specified in the Technical Bid.
  1. Specific Terms and Conditions
  1. It may be born in mind that BL may not procure the entire requirement (as projected herein) at one go, in the sense that the total requirement may be procured in suitable quantities over a period of one year. And, the total actual requirement may also vary from the projected requirement depending on the circumstances. In fact, the rate contract arising out of the instant tendering process would remain valid for one year from the date of award of this contract, save in exceptional situations as mentioned herein after.
  1. Delivery:

The normal delivery period for supply of the photocopy papers would be a maximum of 5 working days from the date of supply order issued in each case. Supply should be strictly in accordance with the quality, specifications, dimensions, etc. given in the tender document in Annexure-III). The rate contract will be valid for a period of one year from the date of award of this contract.The contract would be extendable for further period and the same shall be done only on existing rates and terms, after having mutual discussions.

The selected firm would be required to deliver the goods at our 8 offices.The papers will be delivered at different locations in lots of 20 to 50 reams at a time(i.e. minimum 20 reams to maximum 50 reams in an order). The supply of the papers in different lots shall be made to our 8 under mentioned offices situated in Delhi/NCR:

1. SCOPE COMPLEX, CORE-8, GROUND FLOOR, 7, LODI ROAD, NEW DELHI

2. SCOPE COMPLEX, CORE-8, 4TH FLOOR, 7, LODI ROAD, NEW DELHI

3. 32-33, KUSHAL BAZAR, NEHRU PLACE, DELHI

4. KANCHENJUNGA BUILDING, 18, BARAKHAMBA ROAD, NEW DELHI

5. WEELDONE TCHPARK, 4TH FLOOR, SECTOR 48, SOHNA ROAD, GURGAON

6. LS GODOWN NO. 14, ACCAI TERMINAL, NEAR CUSTOM HOUSE, IGI AIRPORT NEWDELHI

7. SCOPE MEENAR, LAXMI NAGAR, DELHI

8. EIL BUILDING, BHIKAJI COMPLEX, NEW DELHI

The selected firm/vender would be required to deliver the goods at above mentioned 8 locations at their own cost.

VI.General Terms and Conditions

  1. The successful bidder shall submit the performance security at the rate of 5% of the value of contract in the form of a demand draft or bank guarantee in favourof BalmerLawrie & Co Ltd, New Delhi.
  1. PAYMENT: 100 % payment shall be released after supply & acceptance of material and submission of invoice along with specified documents by the vendor lot wise within 30 days.
  1. No revision of prices shall be entertained after bids have been opened.
  2. Prices shall remain firm without any variation till completion of contract i.e one year.
  3. Illustrative leaflets giving Technical details of items offered may be enclosed, wherever necessary.
  4. BalmerLawrie shall be under no obligation to accept the lowest or any other bid andshall have the right to accept or reject any bid in part or in full without assigning any reason whatsoever. It is under the discretion of the BL to cancel the tender at any time/stage or relax/amend/withdraw any of the term and condition contained in the tender documents, without assigning any reason, thereof.
  5. Late tenders are liable to be rejected. No enquiry after submission of the bid shall be entertained.
  1. Procedure of Arbitration:Any dispute or difference arising out of this Contract shall be referred for adjudication at Kolkata to a sole arbitrator to be appointed by the Chairman & Managing Director of BalmerLawrie & Co Ltd. The fees of the arbitrator, if any, shall be shared equally by both the parties.
  1. LIQUIDATED DAMAGES: It is clearly understood among the parties to the contract that time is the essence of the contract. Therefore, the delivery of the items specified in the Order should be made within the stipulated delivery period. Where work is done after the stipulated period, the Purchaser shall be under no obligation to accept the works/items. However, if accepted, Liquidated Damages at the rate of 0.5% per week of delay or part thereof shall be levied on the value of works delayed limited to 10% (excluding taxes) of the total contract value, without prejudice to any other relief or compensation due to the Purchaser under any other condition of the Purchase Order.
  2. EVALUATION:shall be done on Total Price (all inclusive) as given in price bid format

Annexure –II (i)

Bid for Photocopy Paper

Technical Bid (online)

1. / Name of Firm/Company (registered with MSME/NSIC)
2. / Nature of the concern:
(i.e. Sole Proprietor or Partnership firm or a Company or a Government Department or a Public Sector Organization)
3. / Full Address of Reg. Office
Telephone No.
Fax No.
E-Mail Address
4. / Registration No. of the firm/company with MSME/NSIC / Attach attested scanned copy of the Registration
5. / PAN No. / Attach attested scanned copy of the PAN Card
6. / Service Tax Registration No./ TIN No. / Attach attested scanned copy of the registration
7. / Certificate of satisfactory performance from the other Govt of India’sState/PSUs organization to whom the service was provided / Attach attested scanned copies of the appreciation letters from at least two such organizations to whom service has been provided
8. / Certificate- Not blacklisted etc. / Attach scanned Certificate

N.B. :-

(a)It may please be noted that the A4 size paper should meet IS-14490-1997 specifications. Certification copy of this (with 14 items specifications) from MSME testing centremay be uploaded alongwith the bid.For the sake of guidance to the participating MSME/NSIC bidding firm, it is advised that that they should quote the rates of photocopy papers per ream wise which must be compatible with the existing branded photocopy papers like JK, Century, Trident and Xerox etc., so that it could satisfy the needs of BL. The details regarding specification have been indicated in Annexure- III of this tender notice. The rate should strictly be quoted as per specifications only. Product of no other specification would be accepted. The particulars of the specification may please be seen in the Annexure-III indicating the Technical Specification.

(b)On the day of the opening of Technical Bids, every bidder/ their Authorized representative must be present at the time of the bid opening. To ensure the supply of good quality photocopy paper, the bidders are also advised to enclose 100 no. of A4 size sheet of photocopy papers indicating their specifications/quality/make/name etc. in sealed cover for which the bidding firm has quoted their rate w.r.t. this Tendering process and to drop the same in the Tender Box placed at the above given office address. The TC will examine the quality of such papers and only after satisfying themselves, either at their own or after taking assistance/opinion of the designated labs etc., the financial bids would be opened of those bidders, who qualify at the Technical stage. The bidders are also requested to upload copy of IS 14490:1997 certification (with 14 specifications) from MSME testing centrealongwith their bid.

(c)The financial bids of only those bidders would be opened who would qualify in the Technical Bidding stage, thereafter the L1 bidder will be chosen on the basis of rate quoted by all the bidder firms.

Signature of authorized person

Date: Name:

Place: Seal:

Annexure - II (ii)

Technical Bid

(DECLARATION)

  1. I, ………………………………………………….Son/Daughterof Shri………………………………Proprietor/Partner/Director/Authorized Signatory of …………………………………..and competent to sign this declaration and execute this tender document.
  1. I have carefully read and understood all the terms and conditions of the tender and hereby convey my acceptance of the same.
  1. The information / document furnished along with the above application are true and authentic to the best of my knowledge and belief. I / we, am / are well aware of the fact that furnishing of any false information / fabricated document would lead to rejection of my tender at any stage besides liabilities towards prosecution under appropriate law.

Signature of authorized person

Date: Name:

Place: Seal:

N.B. : The above declaration, duly signed and sealed by the authorized signatory of the Firm/ Company should be duly uploaded as a part of the Technical Bid.

Annexure-III

FINANCIAL BID

Sl. / Specification of Photocopy Paper / Total Procurement of Photocopy Paper during one year / Rate per Ream (Excluding Tax) / Percentage (%) of Applicable Tax / Total Cost of 3000 reams approx. Photocopy Paper
(1) / (2) / (3) / (4) / (5) / (6)
1. / Quantity- A ream of 500 sheets, Size- A4 (210x297 mm) Weight- 2.34kg, GSM- 75 gsm, with IS- 14490-1997. (Pl see the note (a) & (b) below the Technical Bid Annexure- II (i) for details in this regard). / 3000 Reams (Approx)

N.B. :-The financial bids would be opened only of those bidders, who qualify at the Technical stage. The lowest bidder (i.e. L-1) in this tendering process will be decided on the basis of the unit price quoted under Coi. (4) of the aforesaid table.

Date:Signature of Bidder:…………………….

Place:Full Name:…………………

Company’s/Firm’s Seal…………

Annexure -IV

Instruction for Online Bid Submission Instructions to the Bidders to submit the Bids online through the e-Procurment Portal OfBalmerLawrie ()

  1. The bidder would be required to register on the e-procurement market place and submit their bids online. No offline bids shall be entertained by the Tender Inviting Authority. The bidders shall submit their eligibility and qualification documents, Technical bid, Financial bid etc., in the standard formats prescribed in the Tender documents, displayed in eProcurement web site / or BL Web Site. The bidders shall upload the scanned copies of all the relevant certificates, documents etc., in support of their eligibility criteria / Technical bids in the eProcurement web site. However, bulky documents need not be scanned and uploaded but physical copy of the same should be sent to the Tender Inviting Authority office before the tender opening date. The bidder shall sign on the statements, documents, certificates, uploaded by him, owning responsibility for their correctness/authenticity.
  1. For registration and online bid submission bidders may contact HELP DESK of M/s C1 India Pvt., Ltd., or can register themselves online by logging in to the website The contact details are: HELPDESK NOS ARE OPEN BETWEEN 1000 HRS to 1830 HRS IST (MONDAY TO FRIDAY (Exclusions: BalmerLawrie HOLIDAYS). Please email your issues before your call helpdesk. This will help us serving you better. Contact Nos. and email IDs for BalmerLawrie helpdesk officers Name E-mail Phone Numbers Tuhin Ghosh: +91-8981165071, Tirtha Das: +91-9163254290, Ritabrata Chakraborty: +91-8697910411, UjjalMitra: +91-8986678058, Ravi Gaiwal: 022668656336.
  1. Digital Certificate Authentication: The bidder shall authenticate the bid with his Digital Certificate before submitting the bid electronically on eProcurement platform and the bids not authenticated by digital certificate of the bidder will not be accepted on the eProcurement platform. All the bidders who do not have Digital Certificates need to obtain Digital Certificate. They may contact Help Desk of C1 India Pvt Ltd as given above.
  1. Corrigendum: to tender The bidder has to keep track of any changes by viewing the addendum / corrigendum's issued by the Tender Inviting Authority on time-to-time basis in the eProcurement platform / BL Website. The Company inviting tender shall not be responsible for any claims / other issues arising out of this.

5. Bid Submission Acknowledgement The user should complete all the processes and required for bid submission. The successful bid submission can be ascertained once acknowledgement is given by the system through bid submission number after completing all the processes and steps. Tender Inviting Authority and C1 India Pvt. Ltd. will not be responsible for incomplete bid submission by users. Users may also note that the incomplete bids will not be saved by the system and are not available for the Tender Inviting Authority for processing. Before uploading scanned documents, the bidders shall sign on all the statements, documents, certificates uploaded by him, owning responsibility for their correctness / authenticity.