Ministry of Home Affairs s1

DIRECTORATE GENERAL ASSAM RIFLES : SHILLONG-793011

OPEN TENDER NOTICE

VIII. 11011/21(b)/PRO/2016/ Dated, Shillong the 06 Sep 2016

1. Sealed tender are hereby invited in two bid system by Director General Assam Rifles, Laitkor, Shillong-793010 (Meghalaya) on behalf of the President of Indian Union from printing firm/authorised representatives for print and supply of Assam Rifles Six sheet Calendars at HQ DGAR, PRO Cell as per terms and conditions mentioned in Tender Notice No.VIII.11011/21(b)/PRO/2016/01 dated 06 Sep 2016. Tender papers are available on our website, www.assamrifles.gov.in

2. Pre Bid Conference will be held on 16 Sep 2016 at 1100 hours at this Directorate tender room.

3. Tenders will be received upto 1450 hours on 26 Sep 2016 and will be opened at 1500 hours on the same day.

Sd/- xx xx xx

(Rahul Josan)

Lieutenant Colonel

Public Relation Officer

for Director General Assam Rifles

MINISTRY OF HOME AFFAIRS

DIRECTORATE GENERAL ASSAM RIFLES: SHILLONG-11

Tender Notice No.VIII.11011/21(b)/PRO/2016/01 Dated, Shillong: 06 Sep 2016

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OPEN TENDER NOTICE

1. Sealed Tenders are hereby invited in Two Bid Systems i.e Technical and Cost Bid on behalf of The President of Indian Union from Printing Firms / Authorized dealers for printing and supply of 2,500 copies of Assam Rifles Six Sheet Calendar for the year 2017.

2. The items are required to be delivered at HQ DGAR, Room No 132 (PRO Cell), Laitkor, Shillong, (Meghalaya) on working days only by the firm under own arrangement.

Submission of Tender Documents

3. The following will be strictly adhered to while filling up the tender documents as given in Appendix ‘A’ to ‘D’:-

(a) Only the enclosed formats (Appendix ‘A’ to Appendix ‘D’) or their Photostat copies will be used. Companies / firms will affix their Company’s / Firm’s stamp in the space provided at the bottom of each sheet and authorised signatory of the Company / Firm must sign each page. Additional sheet, duly authenticated, may be attached to elucidate specifications or clarify a point.

(b) The cost to be indicated for each item should be the landed cost of the item at the consignee location as per para 2 inclusive of all taxes, levies, freight, and duties which will be quoted separately in Commercial offer.

(d) Incomplete quotation will be rejected.

(e) All quotations will be in sealed envelope.

(f) Technical and commercial offers/Cost bid will be submitted on specific format enclosed with this tender document in separate envelope marked “Technical Offer” and “Commercial Offer”. EMD will be submitted along with Technical offer.

4. Tenders will be submitted in two bid system Technical & Cost Bid in two different envelops/covers as per following details:-

(a) Technical Bid will consist of Appendix ‘A’ to Appendix ‘C’ which will contain the following:-

(i) Acceptance of terms and conditions by the vendor - Appendix-‘A’.

(ii) Certificate to be furnished by the vendor-Appendix-‘B’.

(iii) Specifications Required/Offered by the vendor - Appendix -‘C’.

(iv) Earnest money pledged in favor of Director General Assam Rifles.

(v) Photocopy of PAN Card.

(vi) Full name and status of the person signing the tender documents must be clearly mentioned in the tender.

(viii) Tenders duly completed alongwith tender fee Rs.100/- (Rupees one hundred only) in the form of Demand Draft/Postal Order in the name of ‘Establishment Officer, Directorate General Assam Rifles’ in open category (not to be crossed) must accompany the tender papers. Tender papers without tender fee will be rejected.

(ix) Latest Sales Tax clearance certificate from the competent authority as applicable.

(x) A Power of Attorney (if the tender is not signed by the actual tenderer or the tender is submitted on behalf of the firm).

Signature of the tendrer Contd…2/-

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(xi) Partnership Deed (as applicable) in case of partnership firm.

(xii) Financial Stability Certificate during the current financial year from any commercial bank recognised by Central /state govt or RBI. The FSC so submitted should not be less than fiv lakh value. Also copy of Bank Transactions of last financial year to be enclosed alongwith.

(xiii) All photocopy documents must be attested by Notary/Magistrate 1st class except original document.

(b) Commercial Bid will consist of appendix ‘D’ which will contain the following:-

(i) Commercial / Cost bid - Appendix ‘D’

(ii) The tenderer should quote his rates inclusive of all taxes, duties, discounts etc in the tender form.

(iii) Rate will not be indicate in the Technical Bid and if indicated then the tender will be termed as invalid.

(iv) Tenderers should quote the rates both in words and in figures in the tender form, failing which will render the tender invalid. The rates quotes in words will be treated as final and binding. All cutting/erasures have to be signed by the tenderer.

(v) Transparent cello tape should be affixed on the rates quoted and tenderers must sign across the tape without masking the figures of the rates quoted by the tenderers.

(vi) Cost bid of only those tenderers will be considered for opening whose technical bids are found in order by the Board of Officers.

(vii) All cuttings / amendments must be signed in full else the tender will become INVALID and will be rejected.

(viii) Firm should clearly indicate rates including additional charges if any. Conditional offers will be treated as vague and will not be accepted.

5. Rate. Tenderer must quote the rate in terms of per number and for given specification in Appendix ‘C’. The items will be delivered at the place mentioned at para 2 above. No extra charges over and above the quoted rate in any form will be borne by the Department. The rate quoted will be firm and final and will be valid for 90 days after the date of opening of tender and no amendment / alteration to the rate/rates quoted in the tender will be accepted at a later date. No representation will be entertained for change in traders’s name quoted or any other alteration in respect of any of the contracted articles / goods during the currency of the contract or any fresh duty or tax is levied or variation made in the existing freight charges.

6. Firms should clearly indicate additional charges, if any, which they intend to add as extra along with the present rates thereof. Offers with stipulations like “applicable” will be treated as vague and will be ignored and the tender will become invalid.

7. Earnest Money: The tender should be accompanied with earnest money of Rs. 6,000/- (Rupees six thousand) only for item duly pledged in favour of Directorate General Assam Rifles, Shillong. Earnest money should be valid for a period of 135 days, in any of the following forms issued by any commercial bank recognized by Central/ State Government or RBI:-

(a) Fixed Deposit/ Term Deposit Receipt/ Bankers Cheque/ Bank Guarantee.

(b) Non submission of above earnest money in full specified will render at tender invalid.

8. Forfeiture of BID Security (Earnest Money Deposit). The EMD of a tenderer will be forfeited, if the tenderer withdraws or amends its tender of impairs or derogates from the tender in any respect within the period validity of its tender. Further, if the successful tenderer fails to furnish the required performance security within the specific period, its EMD will be forfeited.

9. Release of earnest money. The earnest money of the successful tenderer will be refunded as soon as security money is furnished. In respect of unsuccessful tenderer, unless otherwise forfeited under Clause 7 above, the earnest money will be refunded on finalisation of contract.

Signature of the tendrer Contd…3/-

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10. Performance Guarantee/Security deposit.

(a) The Vendor shall furnish a performance Guarantee equal to ten percent (10%) of the total value of the contract within seven days on the receipt of supply order in any form mentioned below :-

(i) Bank Guarantee/ Banker’s cheque, FDR, in favour of the Director General Assam Rifles from any commercial bank recognised by Central/State Govt on RBI. Non submission of above earnest money in full specified will render a tender cancelled.

(b) The Security deposit will be valid for two months beyond the date of delivery of the calendars. In case of non-adherence to the delivery schedule as given in the Tender for all deliverables of the items/systems liquidated damages as given in the Tender will be deducted from this amount.

11. Forfeiture of security money. In the event of contractor failing to perform his part of the contract to the satisfaction of the department or in case he disregards any terms and conditions of tender notice/work order, the contractor shall be liable to any or all of the following actions at the discretion of the Director General Assam Rifles :-

(a) Forfeiture of security money in whole or part.

(b) Make good the loss caused to the Government through inability, neglect or delay to comply with any demand.

12. Release of security money. The security money will be released within 30 days after delivery unless otherwise forfeited to State under Clause 10 above.

13. Compensation. The successful tenderer will be intimated by a letter of acceptance of his/her/their tender by the Directorate General Assam Rifles. Till then no tenderer has any right to assume that his/her/their tender has been accepted and if any tenderer disregards this warning and makes any arrangements or ensure any expenditure in anticipation of issue of letter of acceptance, he/she/they will have no claim whatsoever for any compensation at a later stage.

14. Delivery period. Three weeks from the date of issue of supply order. Items will be delivered at HQ DGAR, Room No 132 (PRO Cell), Laitkor, Shillong, (Meghalaya) on working days only.

15. Inspection. The stores will be inspected by a board of officers at HQ DGAR as per existing procedure of HQ DGAR.

16. Payment. Payment will be made on clearance of bill from PAO (AR). Subject to delivery of items as per stipulated specifications. In this regard the decision of Director General Assam Rifles will be final and binding. No advance payment will be entertained in any circumstances.

17. Option Clause. Number of items / equipments may fluctuate on plus as well as minus side up to 10% of the ordered quantity during initial order only.

18. Fall Clause. If vendor undertakes identical works/supplies identical items in other ministries/ departments at the rates lower than the rates approved by the department, he will have to charge at those rates from this organization.

19. Lien in respect of claim in other contract. In case there is any demand against the supplier which cannot be recovered out of his dues or Bank Guarantee bond, the same shall be recoverable out of dues of any other contract he is carrying with any unit/formation under MHA.

20. Arbitration. In the event of any question dispute or difference arising under these conditions or any special conditions of contract, or in connection with this contract (except as to any matters the decision of which is specifically provided for by these special conditions ), the same shall be referred to the Sole Arbitration of the Director General Assam Rifles or some other person appointed by him. There will be no objection that the Arbitrator is a Government Servant, that he had to deal with the matters in which the contract is related or that in the course of his duties as Government Servant he has expressed views on all or any of the matters in dispute or difference. The award of the Arbitrator shall be final and binding on the parties to this contract. Further that all disputes arising out of the contract. Shillong Court shall have exclusive jurisdictions.

Signature of the tendrer Contd…4/-

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21. General. The tender should be submitted in accordance with the above Clauses failing which tender may be rejected at the discretion of Director General Assam Rifles. The Director General Assam Rifles also reserves the right to accept any tender in whole in a part, reject any tender or all tenderers without assigning any reasons whatsoever or to carry out negotiation with the tenderers in the manner considered suitable in the best interest of state. The approved tenderer will have to abide by all the terms and conditions of this tender notice and same will remain in force during the currency of the contract.

22. Liquidated Damages (LD). If the supplier fails to complete delivery within the delivery period of award of contract, then penalty at the rate of 0.5% per week or part there off subject to a maximum of 10% of the contract value shall be deducted from the suppliers bill. The DGAR reserves the right to cancel supply order in case of delay without assigning any reasons.

23. Method of Payment of (LD). The amount charged as liquidated damages shall be deducted by the customer from the amount due for payment to the vendor. If the amount of such LD exceeds the payments due to the vendor, the vendor shall within 30 (thirty) days make payment to the customer in full for final settlement of claims failing which the Bank Guarantee will be encased to make good the amount exceeding the payment due to the vendor.