National Institute Of

NATIONAL INSTITUTE OF
SCIENCE COMMUNICATION AND INFORMATION RESOURCES
(CSIR)

Tender/Bid Document for the Purchase of
Indigenous Printing Paper
from Indian Paper Mills

Imported Art Card/Paper

from Authorized Distributors/Dealers/Importers

(i) Last Date of Collecting Tenders : 01.03.2007

(ii) Last Date for Submission of Bids : 01.03.2007

(14.30 Hours)

(iii) Date of Opening of Technical Bids : 01.03.2007 (15.00 Hours)

(iv) Indicative Date of Opening of Financial Bids : 15.03.2007

(15.00 Hours)

Cost of Tender Document: Rs. 300/-

NATIONAL INSTITUTE OF SCIENCE COMMUNICATION
AND INFORMATION RESOURCES

Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi - 110 012

Bid/Tender Document No. …………………

Date of Issue ……………….

Name of the Firm: ...... ………………………

...... …

......

Important Notice

An incomplete offer and/or late bid is liable to be ignored. To aid the bidders in submitting complete offers, a checklist is included in the bid document (Annexure —0). The bidders must fill this and submit along with their offer in their own interest.

CONTENTS

Chapter—0
Invitation For The Bids/Tenders / 4
Chapter—1
Instructions To Bidders/Tenderers / 5
Chapter—2
Conditions of Contract / 11
Chapter—3
Schedule of Requirements / 18
Chapter--4
Specifications and other Technical Details
(Part-A; Part-B) / 19
Chapter—5
Price Schedule
(Part-A; Part-B) / 21
Chapter--6
Contract Agreement / 23
ANNEXURE – 0
Check List for Bid/Tender Submission / 25
ANNEXURE – 1
Important Instructions to Tenderers / 26
ANNEXURE – 2
Tender Form (Technical Bid) / 27
ANNEXURE – 3
Earnest Money Deposit Details
(Part-A; Part-B) / 30
ANNEXURE – 4
Bid Security Form (EMD) / 32
ANNEXURE – 5
Bid/Tender Form (Financial Bid) / 33
ANNEXURE – 6
Statement of Financial Deviations / 35
ANNEXURE – 7
Financial Bid Analysis / 36
ANNEXURE - 8
Proforma for Bank Guarantee for Performance Security / 37

Chapter—0

INVITATION FOR THE BIDS/TENDERS

Supply of Printing Papers

1. Sealed bids in three envelops, viz., Technical Bid, Financial Bid and Earnest Money Deposit (EMD), valid for 90 days are invited from the reputed Printing Paper Mills manufacturing high quality maplitho paper and the high quality art paper/card for the supply of various types of indigenous printing papers and from authorized distributors/dealers/importers for imported art card/paper, required by NISCAIR for the printing of their journals, books and magazines. All the respective contents, i.e. Technical Bid, Financial Bid and Earnest Money Deposit, should be submitted in three different envelopes duly sealed and clearly marking the type of content, bidder’s name & address on the top of the sealed envelopes.

2. The details of the printing papers required are given in Chapter—4. The terms & conditions governing the contract are given in Chapter—2. Those who are willing and are in a position to quote for supply in accordance with the requirements stated in the schedule can submit their tender to this office on prescribed Tender Form attached as Chapter—5. Important instructions are given in Annexure-1.

3. Bids, complete in all respect and addressed to the Director, NISCAIR, should reach at the following address latest by 14.30. hours on the due date & time.

NISCAIR Bookshop

National Institute of Science Communication

And Information Resources (CSIR)

Dr K.S. Krishnan Marg (Near Pusa Gate), New Delhi-110 012

Ph : 25843182; Fax : 25847062/25849949

4. The Technical Bids will be opened in the Conference Hall of NISCAIR on the same day
at 15.00. hours in the presence of bidders or their authorized representatives who choose to be present and whose EMD is found in order.

Chapter—1

INSTRUCTIONS TO BIDDERS/TENDERERS

1.1 Eligible Bidders

This invitation for bids is open to (i) Manufacturers of indigenous Printing Paper, having sufficient requisite facilities and production capacity of at least 30,000 (Thirty thousand) MT per annum for Maplitho and 8,000 (Eight thousand) MT per annum for coated paper/card (art paper/card) (Chapter—4; Part-A); and (ii) Authorized distributors/dealers/importers, who have supplied imported printing paper/art card worth more than Rs 40 lakhs to government departments/autonomous bodies/public sector undertakings, reputed printers & publishers in a financial year (Chapter—4; Part-B).

1.2 Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of its bid. NISCAIR will, in no case, be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process.

1.3 The Bidding Documents

1.3.1 The products required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids, the bidding documents include:

a) Instructions to bidders/tenderers

b) Schedule to tender and specifications/sizes of paper required

c) General terms & conditions of contract

d) Contract form

e) Tender/ bid form

f) Important instructions to tenderers

1.3.2 The bidder is expected to examine all instructions, forms, terms and conditions, specifications, schedule to Tender, and other documents before quoting. Failure to furnish all information required or submission of bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of its bid.

1.4 Preparation of Bids

The bids are to be submitted in the following three parts in separate sealed envelopes:

(a) Earnest Money Deposit (EMD)

(b) Technical Bid

1.4.1 EMD
Earnest Money Deposit of the requisite amount (given below) should be enclosed as per Annexure—3 (Part-A; Part-B) and Annexure—4. If the EMD is not received or is not in order, the technical bid will not be opened.

Earnest Money Deposit Amount

Type of Paper & Specifications / Earnest Money
Deposited
Group-I
Maplitho Printing Paper (white, surface sized)
/ Rs. 42,000/-
Group-II
Maplitho/Offset Printing Paper (white, surface sized, highbright)
/ Rs. 30,000/-
Group-III
Indian Art Paper (Glossy)
/ Rs. 25,000/-
Indian Art Card (Gloss) (150 sheets in a Pkt)
Imported Art Paper/Card
Imported Art Paper (Gloss and Matt):
(Prime Quality) / Rs. 2,25000/-
Imported Art Card (Gloss) (100 sheets in a Pkt):
(Prime Quality)

1.4.2 Technical Bid

The Technical bid prepared by the bidder shall be provided in the following Model Response Format:

Model Response Outline

(a) Standing of Bidder—For indigenous printing papers: Production capacity of at least 30,000 (Thirty thousand) MT per annum for Maplitho and 8,000 (Eight thousand) MT per annum for coated paper/card (art paper/card) (copy of the production capacity certificate(s) from the Excise Department may be enclosed).

For imported art card/paper: Authorized distributors/dealers/importers (copy of the certificates of distributorship/dealership/ authorization to import paper) who have supplied imported printing paper/art card worth more than Rs 40 lakhs to government departments/autonomous bodies/public sector undertakings, reputed printers & publishers (proof may be enclosed) in a financial year.

(b) Paper manufactured from virgin pulp based on wood and of the best quality and workmanship (certificate from the mill in this regard should be enclosed).

(c) Quality/physical appearance of paper samples. The samples enclosed should be of high quality and white in shade (Lab test report should be provided).

(d) Copies of the purchase order of Govt. Departments/Autonomous Bodies/Public Sector units/reputed printers & publishers for which the bidder is supplying/have supplied printing paper or having the similar type of contracts along with the certificate regarding the satisfactory performance of the contract.

(e) Copy of the audited balance sheet of the vendor for the previous year indicating the turnover.

(f) Documentation establishing bidders capabilities and qualifications to satisfy NISCAIR that the bidder will assume the total responsibility for the satisfactory execution of the contract.

(g) Level of agreement with the proposed terms and conditions.

(h) Copy of the Sales Tax Registration Certificate.

(i) Copy of the Importer’s Registration Certificate./Authorization to import/distributorship/dealership

(j) Copy of the PAN No.

1.4.3 Financial Bid

The financial bid shall indicate the unit price for each and every item indicated in the specifications.

(i) The bidders must quote their rates strictly as per the Price Schedule for Indian printing paper ( Tender Chapter—5; Part-A) and for Imported Art Card/Paper (Chapter—5; Part-B), in separate envelopes.

(ii) The prices quoted must be net per unit as shown in the Schedule and must include all charges for delivery at the Godowns of NISCAIR at Delhi or at any Press nominated by NISCAIR at Delhi/Noida/Ghaziabad/Faridabad.

(iii) The rate must be stated for each item separately both in words and figures. If there is discrepancy between the price quoted in word and figures the price whichever is the higher of the two will be treated as the bid price.

(iv) The price quoted by the tenderers should be exclusive of Sales Tax; the Sales Tax should be quoted separately.

(v) The prices once accepted by NISCAIR shall remain valid till the successful execution of the order and till supplies are fully effected and accepted or 6 months from the date of acceptance of tender whichever is later. NISCAIR shall not entertain any increase in the rates during the period. However, in the event there is a reduction or increase in Government levy/duties during the period of execution of the order, the rates shall be suitably adjusted with effect from the date notifying the said reduction or increase in the Government levy/excise duty.

(vi) Rates should be valid at least for 90 days from the date of opening of the technical bids.

1.4.4 Terms of Delivery

The delivery of STORE is required by the date(s) as specified in the Schedule (Chapter 3, Clause 3.2 III) to the Tender which shall be from the date of supply/purchase order. In case non-execution or part delivery by the stipulated date, the penalty @ 1% per week subject to maximum of 10% shall be imposed. Any further delay may invite cancellation of work order at bidder’s cost and risk including forfeiture of EMD/ PBG and additional penalty clause as mentioned in 2.7. However, if it is not possible for the successful tenderer to effect delivery by the date(s), the mills/tenderer should specify the date by which it can guarantee delivery.

1.4.5 Samples

Five (5) full sheets in size 23²×36²/30¢¢×40¢¢ (folded) or in the size as required in Chapter-4, as samples of each variety of STORE ITEMS quoted for, should be sent along with the tender duly stamped and signed indicating the following:

(a) The Mill’s/Distributor’s/Dealer’s/Importer’s name and address;

(b) GSM;

(d) Tender No.;

(e) Part No. (Group No.) against which the tender is submitted;

(f) Any other description; if necessary; and

(g) Lab test report of the sample supplies.

written clearly on them.

1.5 Submission of Bids

1.5.1 Sealing and Marking of Bids

(a) The bids shall be submitted in three separate sealed covers which shall be marked as “Technical Bid”, “Financial Bid” and “Earnest Money Deposit (EMD)”.

(b) The outer envelope containing Technical Bid, Financial Bid, and EMD shall be addressed to The DIRECTOR, NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES, Dr K.S. Krishnan Marg, New Delhi - 110 012.

(c) The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared late.

(d) Telex, cable or facsimile bids will be rejected.

1.5.2 Deadline for Submission of Bids

(a) Bids must be received by NISCAIR at the address given in Chapter 0 not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received up to the appointed time on the next working day.

(b) The Director, NISCAIR may, at his discretion, extend this deadline for submission of bids by amending the bid documents, in which case all rights and obligations of NISCAIR and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

1.5.3 Late Bids

Any bid received by NISCAIR after the deadline for submission of bids prescribed by the NISCAIR will be rejected and/or returned unopened to the bidder.

1.6 Bid Opening and Evaluation

1.6.1 Opening of Technical Bids

NISCAIR will open all technical bids in the first instance if the EMD is submitted as per requirement in the presence of bidders’ representatives, who choose to attend, at the time, on the date and at the place specified in the ‘Invitation for Bids’. The bidder or bidders’ representatives present there shall sign a register evidencing their attendance.

1.6.2 Clarification of Bids

(a) During evaluation of the bids, NISCAIR may, at its discretion, ask the Bidder for clarification of its bid. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted.

(b) No Bidder shall contact NISCAIR on any matter relating to its bid from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of NISCAIR, it should be done in writing.

(c) Any effort by a Bidder to influence NISCAIR in its decisions on bid evaluation, bid comparison or contract award decisions may result in rejection of the Bidder’s bid.

1.6.3 Evaluation of Technical Bid

(a) Prior to the detailed technical evaluation, NISCAIR will determine the substantial responsiveness of each bid to the Bidding Documents pursuant to Clause 1.4.2. For purpose of this Clause, a substantially responsive bid is one, which conforms to all the terms and conditions of the Bidding Documents without material deviations.

(b) A bid determined as not substantially responsive will be rejected by NISCAIR and may not subsequently be made responsive by the Bidder by correction of the non-conformity.

1.6.4 The bidders short-listed by NISCAIR based on evaluation of their technical bids may be called for detailed discussions with a team selected by NISCAIR for the purpose, at a specified date, time and venue, if needed.

1.6.5 Opening of Financial Bids

(a) NISCAIR will open the Financial Bids of only those bidders who have been found to be technically qualified for the supply of printing paper, pursuant to Clause 1.6.3.

(b) The Financial Bids of the technically qualified bidders shall be opened in the presence of their representatives, who choose to be present, on a specified date, time and venue.