Instructions for submitting E Tender files.
- Departments has to submit a request addressing to the Director, CIRM .
- Visit the site ‘etenders.kerala.gov.in‘
- Following are the major files required.
- NIT (Notice inviting tender) – PDF Format
- BOQ (Bill of quantities) - Excel Format
- Tender Form / Tender document – PDF Format
- Preliminary Agreement / Form of Agreement – PDF Format
- E Payment Form – PDF Format
- ETender Data Sheet - Word Format
- It has to be noted that the Bid opening date must be given only after a minimum 3 working days from Bid submission closing date .
- OID- Other Important Documents.
Depending on the tender departments has to select the items shown below which has to be submitted by the bidder along with the tender document.
Other Important DocumentsSNo / Category / Sub Category / Sub Category Description / Format/File / Select
1 / Certificate Details / Affidavit regarding correctness of bid / Required in tender document in bidder file 1 /
Affidavit regarding No Near Relative working in department / Affidavit regarding No Near Relative working in department /
Bidders Address Format / Bidders Address Format /
Character Certificate / Character Certificate /
Excise registration Number / Excise registration Number /
Income Tax Certificate / Income Tax Certificate /
Labour License / Labour License /
Partnership Deed / Partnership Deed /
Permanent Account Number / Permanent Account Number /
Power of Attorney / Power of Attorney /
Registration Certificate / Registration Certificate /
Sales Tax/VAT / Sales Tax/VAT /
Service tax registration No / Service tax registration No /
2 / Financial Details / Access of Credit Facility issued by Bankers / Required in tender document in bidder file 1 /
Annual Turn over certificates from CA / Annual Turn over certificates from CA /
Annual Turn Over Details / Annual Turn Over Details /
Bankers Details / Bankers Details /
Payment Certificates / Certificates Certificates pertaining to only eligible year for bidcapacity, no tds certificates acceptable, those for which turnover uploaded for Civil Works only /
P/ L and Balance Sheet 2005-2006 / P/ L and Balance Sheet 2005-2006 /
P/ L and Balance Sheet 2006-2007 / P/ L and Balance Sheet 2006-2007 /
P/ L and Balance Sheet 2007-2008 / P/ L and Balance Sheet 2007-2008 /
P/ L and Balance Sheet 2008-2009 / P/ L and Balance Sheet 2008-2009 /
P/ L and Balance Sheet 2009-2010 / P/ L and Balance Sheet 2009-2010 /
P/L and Balance Sheet 2010-2011 P/L and Balance Sheet 2010-2011 / P/L and Balance Sheet 2010-2011 P/L and Balance Sheet 2010-2011 /
P/L and Balance Sheet 2011-2012 / P/L and Balance Sheet 2011-2012 /
Undertaking affidavit of bidder to invest minimum cash / Required in tender document in bidder file 1 /
3 / Litigation Details / Litigation Details / Litigation Details /
4 / Machinery Details / Machinery Details / Machinery Details /
Machinery Details 1 / Machinery Details 1 /
Machinery Lease/Hire agreement copy / Machinery Lease/Hire agreement copy /
5 / Man Power Details / Affidavit Details / Affidavit Details /
Details of Technical Manpower Details / Details of Technical Manpower Details /
Details of Technical Manpower-Other Schemes Details / Details of Technical Manpower-Other Schemes Details /
6 / Miscellaneous / Company profile / Company profile /
Laboratory Equipment Details / Laboratory Equipment Details /
Miscellaneous Docs / Miscellaneous Docs /
Tender documents / Tender documents /
Work Completed Certificate Copies / Work Completed Certificate Copies /
7 / Work Details / Existing Commitments Details / Existing Commitments Details /
Existing Work Order Commitment / Ongoing Work Order Details with percentage of work completed /
Principle place of Business / Proposed SubContractors Details /
Quantity of Work Done Details / Quantity of Work Done Details /
Works Completed Details / Works Completed Details /
Works for which Bids submitted Details / Works for which Bids submitted Details
- Depending on the nature of tender, additional documents such as drawing, documentation etc. can also be submitted as’ pdf ‘ file. in addition to the files mentioned above.
- All files regarding etender should be send to . Pendrives are not allowed.
- Concerned departments has to take necessary steps to publish tenders in newspapers through Dept. of Public Relations as per the university rules. Along with the matter the site address ‘etenders.kerala.gov.in ‘ should also be mentioned for tender reference.
- The same tender can also be viewed from university website ‘
- Kindly submit request for uploading tenders at CIRM before 5 days from the date of publishing the tender .
Detailed instructions with Example:
- NIT (Notice inviting tender) – PDF Format
The file NIT ( Notice Inviting Tender ) is the first file to upload which contains only a general description about the tender. A hard copy of this file (signed ) has to be submitted to CIRM.
Example:
ADVANCED CENTRE FOR ATMOSPHERIC RADAR RESEARCH COCHINUNIVERSITYOFSCIENCEANDTECHNOLOGY
No. CUSAT/ET/STR/07-a/2014-15
e-GovernmentProcurement (e-GP) NOTICEINVITINGTENDER
Tender NO:CUSAT/ET/STR/07-a/2014-15
The Advanced Centre for Atmospheric Radar Research, S T Radar Facility, Cochin UniversityofScienceandTechnology, Cochin-22invitesonlinebids.
1 / Name ofwork / Supply of Diesel generator2 / EstimateAmount / INR5,00,000/-
3 / Earnest MoneyDeposit (EMD) / INR5000/-
4 / TenderSubmission Fee / INR1000/- +VAT
5 / Period of completion / Two months
6 / Classification of Bidder / A /B /C/ D/ E
I /II /III /IV/ V /Others
7 / Tenderdocuments / Notice Inviting Tender,Tender form, BOQ,
E paymentform, Tender document
8 / Lastdateandtimeof submission by
on line / 05.07.2014,1.00(PM)
9 / DateandTimeofOpeningof
Tender / 09.07.2014,10.30(AM)
Tenderdocuments and tenderschedulemaybe downloadedfree ofcost from the e-GPWebsite submission feeofRs1000/- +VAT andEMD of Rs .5000/-Shouldberemittedonline.
All bid/ tender documents are to be submitted onlineonlyand in the designatedcover/envelopeon the e-GPwebsite.Technical bid andfinancial bid shall be submitted in the designated onlinecover.Tenders/ bids shall be acceptedonlythrough onlinemodeon the e-GPwebsite and no manualsubmission ofthe same shall be entertained.Late tenderswill not be accepted.
Submission fee are mentioned in the Form 83 document.
The bids shall be opened online at the office of the REGISTRAR, Cochin University of Science and Technology, in the presence of the Bidders/ their representatives who wish to attend at the above address. If the tender opening date happens to be on a holiday or non-working day due to any other valid reason, the tender opening process will be done on the next working day at same time and place.
Cochin University of Science and Technology will not be responsible for any error like missing of schedule data while downloading by the Bidder.
(For and on behalf of Cochin University of Science and Technology)
PROJECT DIRECTOR
ACARR, S T RADAR FACILITY
CUSAT, COCHIN – 682 022
- BOQ (Bill of quantities) - Excel Format
This is the file which contains details of items to purchase / details of work / estimation of work etc. For creating the file follow the steps given below.
- Visit the site ‘etenders.kerala.gov.in ‘. From the site select ‘ Downloads’.
- According to the nature of tender, select appropriate BOQ file and download .
- The downloaded BOQ file in Excel format can be edited according to the tender requirements.
- The downloaded file will be a protected file. To unprotect go to review in taskbar, select unprotect. A window asking password will appear. Here give “testing” as password. Then the file will be unprotected and now it will be able to edit.
- During editing the BOQ file, only the rows can be edited and unwanted rows can be deleted.
- Do not edit or delete the columns in the BOQ file.
- The serial numbers have to be given properly.
- After entering all details in BOQ file, verify the file and protect it, then save .
- For global tender BOQ multicurrency file has to be selected. If the file downloaded from the site do not work, please call to ITMISSION, Phn:2336006, Mob:9544594961
- Tender Form / Tender document – PDF Format
This file contains the complete details of the tender .The format of the tender shall be the format for open tenders prepared by departments according to the nature of tender.
This file has to be submitted in PDF format.
EXAMPLE:
INTERNATIONAL SCHOOL OF PHOTONICS
COCHIN UNIVERSITY OF SCIENCE AND TECHNOLOGY
COCHIN – 682 022
Ph: o484 – 2575848
Email:
TENDER REF No: CUSAT/ISP/HSPD/2014-15
TENDER DOCUMENT FOR SUPPLY OF HIGH SPEED PHOTODETECTOR
BID FORM
1. / Registered name of bidder2. / Address : / Office Address :
3. / Telephone / Land
Phone :
Mobile:
Email:
Fax :
INVITATION TO BID
1. / The International School of Photonics, Cochin University of Science and Technology invites e-tenders from reputed manufacturers/suppliers for supply of High Speed Photo detector with 400-870 nm, 40 GHz, FC single mode input & High Speed Photo detector with 500-1630 nm, 45GHz,FC single mode Input.2. / The bid shall be submitted along with technical specification and price details.
3. / Detailed terms and conditions as well as technical specifications are contained in the bidding document of the above work which is uploaded in the Kerala Government e-portal
a. / Tender reference No. / : / CUSAT/ISP/HSPD/2014-15
b. / Estimated Cost / : / 12 Lakhs
c. / Tender download / : / Can be downloaded from the Website
d. / EMD / : / 12,000/- (as NET transaction)
e. / Cost of tender form / : / 1000/- +VAT (as NEFT transaction)
f. / Document publish date / : / 15.10.2014
g. / Documents download start date / : / 15.10.2014
h. / Bid submission state date / : / 16.10.2014
i. / Bid submission closing date / : / 27.11.2014
j. / Bide Opening / : / 03.12.2014
k. / Time of completion / : / 1 (One) month
l. / Bid Validity / : / 90 days
Sd/-
Cochin DIRECTOR
15.10.2014
GENERAL TERMS & CONDITIONS
Tender for supply of High Speed Photo detector
The International School of Photonics and Cochin University of Science and Technology invites e-tenders from reputed manufacturers/suppliers for supply of High Speed Photo detector with 400-870 nm, 40 GHz, FC single mode input & High Speed Photo detector with 500-1630 nm, 45GHz,FC single mode Input. The items quoted should conform to the specification mentioned. The offer will be subject to the following terms and conditions:
1. / The bid shall contain detailed technical specifications, catalogues, client list with details of supply of similar equipment with value during the last 5 years, supply order in hand, major works completed and work in progress etc. Documents Establishing Bidders’ Eligibility and qualifications.2. / The Bidder shall furnish, as part of its bid, documents establishing the Bidder’s eligibility to bid and its qualification to perform the Contract if its bid is accepted. For the purpose of this bidder shall meet the following qualification criteria as a minimum.
a. / The bidder should be in business as a manufacturers/dealer of reputed make of items such as High Speed Photo detectors and related photonic devices.
b. / The bidder ‘s annual financial turnover in the same name and style during the last two years shall not be less than the probable amount of contract as specified in the Invitation to Bid.
3. / The bidders can submit the bid as a joint venture of two or more firms as partners and shall comply with following requirements.
a. / The bid, and in the case of successful bid the form of agreement, shall be signed so as to be legally binding on all the partners.
b. / One of the partners shall be nominated as being in-charge; and this authorization shall be evidenced by submitting a power of attorney signed by legally authorized signatories of all the partners.
c. / The partner in-charge shall be authorized to incur liabilities and receive instructions for an on behalf of any and all partners of the joint venture and the entire execution of the contract including payment shall be done exclusively with the partner in charge;
d. / All the partners of the joint venture shall be liable jointly and severely for the execution of the contract in accordance with the contract terms and a relevant statement to this effect shall be included in the authorization mentioned under (b) above as well as in the form of bid and the form of agreement (in case of the successful bid) ; and
e. / A copy of the agreement/memorandum entered in to by the joint venture partners shall be submitted with the bid.
f. / Experience, resources, men and machinery of each party to the joint venture will be taken into only to the extent of their participation for performing tasks under the joint venture agreement.
4. / The documentary evidence of the Bidder’s eligibility to bid shall be established to the Director’s, International School of Photonics satisfaction.
5. / Price Basis / : / The bidder shall quote their rates in the standard BOQ provided indicating the breakup details.
6. / Validity / : / The offer should remain valid for acceptance for a period of 60 (sixty) days from the date of opening of bids.
7. / Delivery / : / The High Speed Photo detector shall be delivered at the following address within one months from the date of receipt of order. However early delivery period will be appreciated.
The Director
International School of Photonics
Cochin University of Science and Technology
Cochin University P.O, Cochin – 682 022
8. / Guarantee / : / The supplier shall guarantee to repair/replace without any extra cost, the items supplied or part thereof, if found defective due to bad designing, workmanship or substandard material, within 12 months from the date of commissioning. The entire expenditure towards replacement/repair in this regard shall be borne by the supplier.
9. / Payment / : / Payment will be made by L.C.
10. / Bid Security ( Earnest Money Deposit)
10.1 / The Bidder shall furnish, as part of its bid, bid security for the amount as specified in the invitation for bid through ONLINE NEFT TRANSACTION as indicated in the E-tender notice.
10.2 / The bid security is required to protect the International School of Photonics against the risk of Bidder’s conduct, which would warrant the security’s forfeiture.
10.3 / The bid securities of the unsuccessful bidders shall be refunded as promptly as possible, but not later than 30 days after the expiry of the period of bid validity as prescribed in these documents through ONLINE NEFT TRANSACTION.
10.4 / The successful Bidder’s bid security will be discharged upon the Bidders Executing the Contract, pursuant to Clause 32, and furnishing the performance security, pursuant to clause 33.
10.5 / No interest shall be paid by International School of Photonics on the bid security furnished by the bidder.
10.6 / The bid security may be forfeited:
a. / If a Bidder withdraws its bid during the period of bid validity specified by the Bidder on the Bid Form; or
b. / In the case of successful Bidder, if the Bidder fails:
- To sign the contract
- To furnish performance security
11. / Agreement : / The successful bidder has to execute an agreement within 15 days of receipt of the order.
12. / Liquidated damage clause: In case the delivery of items is not made within the stipulated period, the supplier shall pay liquidated damage @ 1% (one Percent) per week of the order value, subject to a maximum of 10% of the order value.
TECHNICAL SPECIFICATION FOR HIGH SPEED PHOTO DETECTOR
- High speed photo detector with 400-870nm, 40GHz,FC Single Mode Input
Sl.No. / Component / Our requirement
Wavelength Range (nm) / 400-870
Bandwidth (-3 dB) / 40 GHz
Rise Time (ps) / 9
Output Impedance (Ω ) / 100
Optical Input / Single mode FC Demountable connector preferred
Output Connection / Desirable connection to Oscilloscope, (BNC connector) Spectrum analyser etc.
- High speed photo detector with 500-1630nm, 45GHz,FC Single Mode Input
Sl.No. / Component / Our requirement
Wavelength Range (nm) / 500-1630
Bandwidth (-3 dB) / 45 GHz
Rise Time (ps) / 9
Output Impedance (Ω ) / 50
Optical Input / Single mode FC Demountable connector preferred
Output Connection / Desirable connection to Oscilloscope, (BNC connector) Spectrum analyser etc.
Warranty, delivery, commissioning
Minimum 12 month warranty from the date of commissioning. Give separate quote if any extension of warranty after manufacturer warranty. The product should be delivered within 1 month from the date of purchase order given. Shipping, Delivery, Loading and Unloading, Commissioning - all should be included in the quote.
NOTE: ALL COMPONENTS OF SHALL BE OF REPUTED MAKE
- Preliminary Agreement / Form of Agreement – PDF Format
APPENDIX
FORM OF AGREEMENT
Preliminary agreement entered into on this ………………………………………………………
day of ………………………………… Two thousand and …………………… ……………….
between …………………………………………………………… …………..…………………
………………………………………………………………………………….. for arid on behalf
of the Cochin University of Science and Technology, Kochi -22, represented by the Registrar
(hereinafter called ‘The University’) of the one part and Sri…………………… ……………
……… .………………………………………………………………………………………
(hereinafter called the ‘The contractor’) of the other part and the execution of the Agreement as
well as for the execution of the work………………………………………………………………
………………………………………………………………………………………………………
WHEREAS the University, invited tenders for the work…………………………………………
………………………………………………………………………………………………………
(here enter the name of the work) by a notification No……………………………………………
dated…………………………………………..in the…………………………………………….
WHEREAS para 13 of the notice inviting tenders stated as follows:
Before commencing the work of within a week after the date when the acceptance of the
tender has been intimated to him the tenderer shall deposit a Sum sufficient to make up the
balance of 5 percent of the probable value of contract which together with the amount of earnest
money deposited shall be treated as security for the proper fulfillment of the same and shall
execute an agreement for the work in the University schedule form. If he fails to do this of in the
case of University contract maintaining a specified rate or progress (to be specified in each case
in the tender schedule) the earnest money and security deposit shall be forfeited to University and
fresh tender shall be called for or the matter otherwise disposed off. If as a result of such
measures due to the default of the tenderer to pay the requisite deposit sign contract or take
possession of the work any loss to University results the same will be recovered from him as
arrears of revenue but should it be a saving to University the original contractor shall have no
claim whatever to the difference. Recoveries on this of any other account will be recovered
from him as arrears of revenue but should it be a saving to University the original
Contractor shall have no claim whatever to the difference. Recoveries on this or any other
account will be made from the sum that may be due to the contractor on this or any other existing
contractor or under the revenue recovery Act of otherwise the University may decide.
NOW AND THEREFORE THESE PRESENTS WITNESS and it mutually agree as follows:
1. The terms and conditions for the said contract having been stipulated in the said tender form
to which the contractor was agreed, a copy of which is hereto appended which forms part of
this agreement, it is agreed that the terms and conditions stipu lated therein shall bind the
parties to this agreement except to the extend to which they are abrogated or altered by
express terms and conditions herein agreed to and in which respect of the excess provisions