REQUEST FOR PROPOSAL. for Empanelment of suppliers for Rate Contract of Printing & Stationery Items

Transcription

1 REQUEST FOR PROPOSAL for Empanelment of suppliers for Rate Contract of Printing & Stationery Items Indian Institute of Technology Bombay MMD, IIT Bombay Page No.1 o f 19

2 Table of Contents 1. SECTION 1 BID SCHEDULE 2. SECTION 2 ELIGIBILITY CRITERIA 3. SECTION 3 INSTRUCTIONS TO BIDDERS 4. SECTION 4 TERMS AND CONDITIONS 5. SECTION 5 COMMERCIAL BID 6. SECTION 6 ANNEXURES Annexure A1 : Declaration Regarding Clean Track by Bidder Annexure A2 : Declaration for Acceptance of RFP Terms and Conditions Annexure B1 : Bidder's Information Annexure B2 : Client's Details 7. SECTION 7 CHECK LIST MMD, IIT Bombay Page No.2 o f 19

3 RFP No. SECTION 1 BID SCHEDULE MMD/Stationery/RC/ RFP Date 11 th November 2014 Item Description Tender Type Last date & time of submission of Tender : Empanelment of suppliers for Rate Contract of Printing & Stationery Items Two Bid System : Tender should be submitted on the schedule with your covering letter in the enclosed form duly signed. Your quotation must be submitted in two envelopes Technical Bid and Commercial Bid superscribing on both the envelopes the tender no. and the due date and both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date 26 th December 2014 upto 1.00 p.m. Place of Submission Materials Management Division, IIT Bombay, Powai, Mumbai Opening Date & Time of tender 26 th December 2014 at 3.00 p.m. Place of Opening Tender Materials Management Division, IIT Bombay, Powai, Mumbai Tender Fees Earnest Money Deposit Tender Fee of Rs. 500/ (Rs. Five Hundred Only) in the form of Demand Draft in the favour of 'The Registrar, IIT Bombay' payable at Mumbai' to be submitted in Technical Bid. Earnest Money Deposit (EMD) of Rs. 25,000/ (Rs. Twenty Five thousand Only) in the form of Demand Draft in the favour of 'The Registrar, IIT Bombay' payable at Mumbai to be submitted in Technical Bid. Any Clarification Name : Deputy Registrar Dept : Materials Management Division,IIT Bombay drmm@iitb.ac.in Contact No. : MMD, IIT Bombay Page No.3 o f 19

4 SECTION 2 ELIGIBILITY CRITERIA Pre qualification criteria: 1. The Printing Supplier should have well established own printing unit and Stationery Supplier should have own Wholesale/Retail unit for a minimum period of 3 years Registration Certificate 2. The Bidder should have at least 2 years experience in printing/supplying stationery to Central/State Govt. Departments, PSUs, Banks. Self declaration 3. Bidder should have executed a minimum value of orders during last two financial years i.e. F. Y & F. Y : a. Printing Rs lakh b. Stationery Suppliers Rs lakh (Copy of Purchase orders to be submitted ). 4. The Bidder should have a minimum Annual Turnover during last two financial years i.e. F. Y & F. Y : a. Printing Rs. 10 Lacs b. stationery Rs. 5 Lacs (Copy of Audited Accounts to be submitted.) 5. The Bidder should not be currently blacklisted by any institution,bank in India and aboard. Self declaration Annexure A1 6. The Bidder should be accepted RFP terms & conditions Annexure A2 MMD, IIT Bombay Page No.4 o f 19

5 SECTION 3 INSTRUCTIONS TO BIDDERS SUBMISSION OF OFFER: 1. The Quotation MUST BE ENCLOSED IN A SEALED COVER superscribing Tender number / due date & should reach the undersigned on or before due date mentioned in the tender notice. If the quotation cover is not sealed, it will be rejected. 2. PRICE BID MUST BE SUBMITTED IN ENCLOSED PRICE BID FORMAT ONLY. 3. Tender should be dropped in the tender box kept in the office of concerned Department / Section or to Indenter. No tender is to be handed over to our staff personally unless otherwise specified. All communications are to be addressed to the undersigned only. In case due date happens to be holiday the tender will be accepted and opened on the next working day. 4. Quoting of Price (s) : Price quoted should be in Indian Rupees, free delivery at IIT Bombay Campus at site. 5. VAT/Other Govt. Taxes : Excise Duty (ED), other taxes, levies, like Service Tax (ST), Education Cess, etc., are to be indicated separately. BIDDER should mention Central and State Sales Tax/VAT Registration, PAN Number are to be necessarily indicated in the offer. 6. If Price bid is not quoted in PRICE BID as provided in Tender document then, IIT Bombay will Reject Bid along with forfeiting Earnest Money Deposit. CANCELLATION OF TENDER: 1. Not withstanding anything specified in this tender document, Purchaser / IIT Bombay in his sole discretion, unconditionally and without having to assigned any reasons, reserves the rights: a) To accept OR reject lowest tender or any other tender or all the tenders. b) To accept any tender in full or in part. c) To reject the tender offer not confirming to the tenders terms. d) To give purchase preference to Public Sector undertakings when applicable as per Govt. Policy/ Guidelines. VALIDITY OF THE OFFER : 180 Days from the date of submission of offer. TRANSFER AND SUBLETTING : The seller shall not sublet, transfer, assign or otherwise part with the acceptance to the tender or any part thereof, either directly or indirectly, without the prior written permission of the Purchaser. EVALUATION OF OFFER : 1. IIT Bombay evaluate technical and commercial acceptable offers on landed net Price basis. 2. Offer which deviates from the vital conditions (as illustrates below) of the tender shall be rejected: a) Non submission of complete offers. b) Receipt of offers after due date and time and or by / fax (unless specified otherwise). c) Receipt of offers in open conditions. 3. In case any BIDDER is silent on any clauses mentioned in this tender documents, IIT Bombay shall MMD, IIT Bombay Page No.5 o f 19

6 construe that the BIDDER had accepted the clauses as per the invitation to tender no further claim will be entertained. 4. No revision in the terms and conditions quoted in the offer will be entertained after the last date and time fixed for receipt of tenders. 5. In case of two bid system the date and time of Price Bid opening shall be intimated to technically qualifying bidders only. OTHER TERMS AND CONDITIONS II) All printing items must be embossed with the name IIT Bombay in bilingual i.e. Hindi and English. III) Please visit Progress Unit, Materials Management Division for samples. MMD, IIT Bombay Page No.6 o f 19

7 SECTION 4 TERMS AND CONDITIONS Award of Contract : 1. A panel of vendors/suppliers shall be selected for rate contract. 2. Empanelment of vendors will be matching L1 for the bidders who are L1+ 20%. 3. The Empaneled suppliers will be abide by all the Terms & Conditions of the Tender Document. 4. The qualified suppliers will be empaneled initially for the period of one year and maybe extended further for two years subject to annual revision, if their performance found satisfactory. 5. The Performance of the empaneled supplier's will be reviewed by committee during contract period and IITB reserve right to add or delete suppliers in rate contract based on performance if necessary without intimation. Earnest Money Deposit : 1. EMD of unsuccessful bidders will be returned within 30 days after the award of the contract. 2. For successful bidder, EMD will be converted to security Deposit and will be retained with IIT Bombay till the expiry / termination of rate contract without interest. 3. EMD of a tenderer will be forfeited, if the tenderer withdraws or amends its tender or derogates from the tender in any respect within the period of validity of its tender. Further, if the successful tenderer fails to furnish the required performance security within the specified period, its EMD will be forfeited. 4. If the quality of product and service provided is not found satisfactory, IIT Bombay reserves the right to cancel or amend the contract. Payment Terms : 100% Payment will be made within 30 days after delivery and acceptance. Payment will be made by RTGS. Delivery Schedule : Free delivery at IIT Bombay. Stationery items order should be executed within 10 days and Printing items order should be executed within 30 days from the date of issue of Purchase Order. Non availability of the stock should be informed in writing immediately. No part supply will be allowed. Defective items or items not as per given brands or samples, if any supplied must be taken back and be replaced with no additional cost. Penalty : Timely delivery is essence of the contract and hence if any consignment be delayed, liquidated damages at the rate 0.5% of the price of the delayed consignment, for each week or part whereof shall be levied and recovered subject to maximum of 5% of total purchase order value. Force Majeure : Force Majeure will be accepted on adequate proof thereof. MMD, IIT Bombay Page No.7 o f 19

8 SECTION 5 COMMERCIAL BID STATIONERY ITEMS A) XEROX, DUPLICATING, TYPING, LEDGER & BOND PAPER Sr. No. Description of Item Unit Rate (In Rs.) 1. JK Red A4 Copier Papers JK Red A4 copier Paper 500 sheets per ream (75 GSM) 2. Bellarpur Maplitho (White) Bellarpur T.A. Maplitho(white) 17.9 Kg. 24"+34" size 3. Ledger Paper Sudarshan chakra Brand Ladger Paper 11.7.Kg 17"*27" size, 4. Bellarpur Maplitho Bellarpur maplitho 21.3 kg. 23*36 size 5. A/4 Bilt Copy Power Xerox Paper Mill Pack 75 GSM, Size : 8 1/4" X 11 3/4" (2.3 kg) Copy power 500 sheets 6. A/4 Bilt Copy Power Xerox Paper Mill Pack 75 GSM, Size : 8 1/4" X 11 3/4" (2.3 kg) Copy power 500 sheets 7. A/4 Bilt Copy Power Xerox Paper Mill Pack 75 GSM, Size : 8 1/4" X 11 3/4" (2.3 kg) Copy power 500 sheets 8. A/3 Bilt Copy Power Xerox Paper Mill Pack 75 GSM Size: 11 3/4" X 15 1/4" (2.3 Kg) Copy Power 500 sheets per ream Per Ream Per Ream Per Ream Per Ream 25 Reams (Bulk Purchase Rate) 100 Reams (Bulk Purchase Rate) 500 Reams (Bulk Purchase Rate) Per Ream 9. A/4 TNPL Copier Paper Mill Pack Per Ream 10. A/3 TNPL Copier Paper Mill Pack Per Ream 11. A4 Size Executive Bond Paper Mill Pack 85 GSM Per Ream 12. A4 Size Executive Bond Paper Mill Pack 70 GSM Per Ream MMD, IIT Bombay Page No.8 o f 19

9 B) STEPLERS/ STEPLE PIN/ GEN CLIP/ PAPER PIN/ PUNCH MACHINE ETC. Sr. No. Description of Item Unit Rate (In Rs.) 1. Kangaroo Stapler No.10 Per No 2. Kangaroo Stapler HD 10D Per No 3. Kangaroo Stapler No. 24/6 Per No 4. Jumbo Stapler No. 24/6 (Big) Per No 5. Stapler Pin No. 10 (Kangaroo) Per No 6. Stapler Pin No. 10 (Max) Per No 7. Stapler Pin No. 24/6 (Max) Per No 8. Stapler Pin No. 24/6 (Kangaroo) Per No 9. Kangaroo Double Punch Machine Small Per No 10. Kangaroo Double Punch Machine Med Per No 11. Kangaroo Double Punch Machine Big Per No 12. Kangaroo Double Punch Machine DP 600 Per No 13. Plastic coated Gem Clip Box 28 mm (Classic or Rolex or equivalent) 14. Plastic coated Gem Clip Box 30 mm (Classic or Rolex or equivalent) 15. Binder Clips 25 mm (Gorilla/Music 555 or equivalent) 16. Binder Clips 32 mm (Gorilla/Music 555 or equivalent) 17. Binder Clips 41 mm (Gorilla/Music 555 or equivalent) Per Box Per Box Per Box Per Box Per Box C) PENCIL/ BALL PEN/ SKETCH PEN/ MARKER PEN ETC.ENVELOPE WHITE/BROWN/CLOTH ETC. Sr. No. Description of Item Unit Rate (In Rs.) 1. Natraj Pencil Box (10 Pencils in box) Per Box 2. Apsara Pencil Box Platinum (10 Pencils in box) Per Box 3. Natraj Plasto Pencil Eraser (10 in one Box) Per Box MMD, IIT Bombay Page No.9 o f 19

10 4. Apsara Non Dust Pencil Eraser (10 in one Box) Per Box 5. Bally/Plano Magic Line Pens or equivalent as per sample (20 Pens in 1 Box) 6. Hi Lighter Pen Set (Luxer, Faber Castle or equivalent) Per Box Per No 7. White Board Marker Pen Reynold Per No 8. Apsara Pencil Sharpner Per No 9. Fevistick Glue Stick 8 Gm Per No 10. Fevistick Glue Stick 15 Gm Per No 11. Correction Fluid bottle (Camlin or equivalent) Per No 12. Correction Pen (Camlin or equivalent) Per No 13. CD Marker (Camlin or equivalent) Per No 14. Permanent Marker(Camlin or equivalent) Per No D) ENVELOP WHITE/ BROWN/ CLOTH/ BOX FILES/ PLASTIC FOLDERS/ FOLDER WITH SLEEVES ETC. (These items will require printing of IITB Emblem in Bilingual material as per our sample) Sr. No. Description of Item Unit Rate (In Rs.) 1. White Envelopes 9 X 12.5 white envelope 9 X 12.5 (125 GSM) with IIT Emblem printing in Bilingual material as per our sample (Packing 100 X 2 in one packet with label) 2. Ledger Paper Laminated Envelopes 16 X 14 Ledger Paper Laminated Envelopes 16 X 14 (20 microns) 80 GSM paper with IIT Emblem printing in Bilingual material as per our sample (Packing 50 X 4 in one packet with label) 3. Ledger Paper Laminated Envelopes 9 X 12.5 Ledger Paper Laminated Envelopes 9 X 12.5 (20 microns) Expandable 80 GSM paper with IIT Emblem printing in Bilingual material as per our sample (Packing 100 X 2 in one packet with label) 4. Brown Envelope 9 X 12.5 Brown envelope 9 X 12.5 (140 GSM) with IIT MMD, IIT Bombay Page No.10 o f 19

11 Emblem printing in Bilingual material as per our sample (Packing 50 X 5 in one packet with label) 5. Seminar Pads Seminar pads Size 8.5 X 5.5 with printing rule (10 pages) 70 GSM and cover 100 GSM Buff cress cross paper with IIT Emblem printing in Bilingual material as per our sample. (Packing in 250 nos with label) 6. Office File Laminated with IIT Emblem printing in Bilingual material should be supplied as per our sample. (Packing 25nos in one packet with label) 7. Plastic Box Files With Heavy Duty Kangaroo clips with IIT Emblem printing in Bilingual material should be supplied as per our sample. (Packing 20nos in one packet) 8. Plastic Box Files With Heavy Duty Kangaroo clips with IIT Emblem printing in Bilingual material should be supplied as per our sample. (Packing 20nos in one packet) 9. Folder with sleeves 10 x 14 IIT Emblem printing in Bilingual material as per our sample. (Packing 10nos in one packet with label) 10. Institute Letterhead Institute Letterheads in Executive Bond A4 Size, 75 GSM with IIT Emblem printing in Bilingual material as per our sample. (Packing 500nos in one packet with label) 11. Plastic L Folder 12 1/4 x 8 3/4 with IIT Emblem printing in Bilingual material should be supplied as per our sample. (Packing 50nos in one packet with label) 12. Plastic L Folder 12 1/4 x 8 3/4 with IIT Emblem printing in Bilingual material should be supplied as per our sample. (Packing 50nos in one packet with label) 13. Ordinary Box Files With Heavy Duty Kangaroo clips with IIT Emblem printing in Bilingual material should be supplied as per our sample. (Packing 4nos in one packet with label) Per 100 No (Bulk Per 100 No (Bulk Per 100 No (Bulk Per 500 No (Bulk Per 100 No (Bulk MMD, IIT Bombay Page No.11 o f 19

12 14. Clipmax Clip Files Keny Brand with Heavy duty clips with IIT Emblem printing Bilingual material should be supply as per our sample. (Packing 100nos in one box) 15. White Envelopes White Envelopes 4.5 x 9.5 (125 GSM) with IIT Emblem printing in Bilingual material as per our sample (Packing 50 X 10 in one box with label) 16. Brown Envelopes Brown Envelopes 4.5 x 9.5 (75 GSM) with IIT Emblem printing in Bilingual material as per our sample (Packing 50 X 10 in one box with label) 17. RBS Files Plastic File size 14 x 10 with plastic spring dip with IIT Bombay emblem printing in Bilingual material 18. Pen with IIT Bombay emblem printing (As per sample) 19. Pen with IIT Bombay emblem printing (As per sample) 20. SPS Folder Button folder with IIT Bombay Emblem printing (As per sample) 21. Meeting Folder with IIT Bombay Emblem printing (As per sample) Per 100 No (Bulk Per 100 No (Bulk Per 100 No (Bulk Per 100 No (Bulk Per 100 No (Bulk E) MISC. ITEMS Sr. No. Description of Item Unit Rate (In Rs.) 1. Cello Tape Rolls 1/2 x 9 Mtrs. (Wonder make or equivalent) 2. Cello Tape Rolls 1/2 x 65 Mtrs. (Wonder make or equivalent) 3. Cello Tape Rolls 1 x 65 Mtrs. (Wonder make or equivalent) Per No Per No Per No 4. Black Board Duster (Deepak, Indian or equivalent) Per No 5. Dust Free White Chalk Box (Kores or equivalent) Per Box 6. Dust Free Color Chalk Box (Kores or equivalent) Per Box MMD, IIT Bombay Page No.12 o f 19

13 7. Post it Notes Size 76MM X 76MM X 100 Sheets (3 X 3 ) Per No 8. White Board Duster Per No 9. Steel Scissors Small (Kangaroo or equivalent) Per No 10. Steel Scissors Medium (Kangaroo or equivalent) Per No 11. Steel Scissors Big (Kangaroo or equivalent) Per No 12. Post It Pad 1.5 x 2 (3M Brand) Per No 13. Post It Pad 2 x 3 (3M Brand) Per No 14. Post It Pad 3 x 3 (3M Brand) Per No * Note: Quoted rate should be inclusive of all Taxes & levies Place : VAT Registration No : Date : TIN Registration No : Signature : Name : Office Address : Affix Rubber Stamp: MMD, IIT Bombay Page No.13 o f 19

14 COMMERCIAL BID OF PRINTING ITEMS Sr. No. Description of Item Unit Rate (In Rs.) 1. Posters Color Per Sq. Ft. 2. Posters Black & White Per Sq. Ft. 3. Posters A4 Color Per No. 4. Posters A4 Black & White Per No. 5. Posters A3 Color Per No. 6. Posters A3 Black & White Per No. 7. Posters A2 Color Per No. 8. Posters A2 Black & White Per No. 9. Flex Color Per Sq. Ft. 10. Banners Color Per Sq. Ft. 11. Banners Black & White Per Sq. Ft. 12. Banners A4 Color Per No. 13. Banners A4 Black & White Per No. 14. Banners A3 Color Per No. 15. Banners A3 Black & White Per No. * Note: Quoted rate should be inclusive of all Taxes & levies Place : VAT Registration No : Date : TIN Registration No : Signature : Name : Office Address : Affix Rubber Stamp: MMD, IIT Bombay Page No.14 o f 19

15 ANNEXURE A1 DECLARATION REGARDING CLEAN TRACK BY BIDDER Declaration of Clean Track Record (On Company / firm's Letterhead) To, The Deputy Registrar Materials Management Division Opp. VMCC, I.I.T. Bombay, Powai, Mumbai Sir, Re: RFP No. MMD/stationery/RC/ dated 11 th November, 2014 for Empanelment of Suppliers for Rate Contract of Printing & Stationery Items. I've carefully gone through the Terms & Conditions contained in the above referred RFP. I hereby declare that my company / firm is not currently debarred / black listed by any Government / Semi Government Organizations / Institutions in India or abroad. I further certify that I'm competent officer in my company / firm to make this declaration. Or I declare the following No. Country in which the company is debarred / blacklisted / case is pending Black listed / debarred by Government / Semi Government Organizations / Institutions Reason Since when and for how long (NOTE : In case the company / firm was blacklisted previously, please provide the details regarding Period for which the company / firm was blacklisted and the reason/s for the same) Yours faithfully (Signature of the Bidder) Printed Name Designation Seal Date : MMD, IIT Bombay Page No.15 o f 19

16 ANNEXURE A2 : DECLARATION FOR ACCEPTANCE OF RFP TERMS AND CONDITIONS To, The Deputy Registrar Materials Management Division Opp. VMCC, I.I.T. Bombay, Powai, Mumbai Sir, Subject : RFP No.MMD/stationery/RC/ dated 11 th November 2014 for Empanelment of Suppliers for Rate Contract of Printing & Stationery Items. I've carefully gone through the Terms & Conditions as mentioned in the above referred RFP document. I declare that all the provisions of this RFP are acceptable to my company. I further certify that I'm an authorized signatory of my company and am, therefore, competent to make this declaration. Yours faithfully, (Signature of the Bidder) Printed Name Designation Seal Date : Business Address : MMD, IIT Bombay Page No.16 o f 19

17 ANNEXURE B1 : BIDDER'S INFORMATION Details of the Bidders 1 Name of the Bidder 2 Address of the Bidder 3 Status of the Company (Public Ltd./ Pvt. Ltd.) 4 Details of the Incorporation of the Company Date: 5 Valid Sales Tax Registration No. 6 Valid Service Tax Registration No. 7 Permanent Account No. (PAN) 8 Name & Designation of the Contact person to whom all references shall be made regarding this tender Ref. Document 9 Telephone No. (with STD Code) 10 Address of the contact person 11 Fax No. (with STD Code) 12 Website MMD, IIT Bombay Page No.17 o f 19

18 ANNEXURE B2 : CLIENT DETAILS Subject : MMD / stationery / RC / dated 11 th November, 2014 for Empanelment of Suppliers for Rate Contract of Printing & Stationery Items. Details the Client details wherever available : Sr. No. Name of Organization Contact Person Name and Designation Contact Details with e mail Preferable time to contact Signature :. Name :. Designation :. Date :, Place :. MMD, IIT Bombay Page No.18 o f 19

19 SECTION 7 CHECKLIST The following items must be checked before the Bid is submitted: 1. Envelope A a) Demand Draft for Rs (Rs.Five Hundred only) towards cost of Bid document b) Demand Draft for Rs. 25, (Rs. Twenty five Thousand only) towards Earnest Money Deposit. c) Eligibility Criteria Responses (each pages duly sealed and signed by the authorized signatory) d) Annexure A1 Declaration Regarding Clean Track By Bidder e) Annexure A2 : Declaration for Acceptance of RFP Terms and Conditions f) Annexure B1 : Bidder's Information g) Annexure B2 : Client's Details f) Copy of this RFP document duly sealed and signed by the authorized signatory on every pages. 2. Envelop B a) Commercial Bid : (Price to be quoted in Indian Rupees INR) Your quotation must be submitted in two envelopes Technical Bid (Envelope A) and Commercial Bid (Envelope B) superscribing on both the envelopes the Tender no. and the due date and both these sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our Tender No. & Due Date. MMD, IIT Bombay Page No.19 o f 19