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OFFICE OF THE CONTROLLER OF DEFENCE ACCOUNTS,
RIDGE ROAD, JABALPUR, M.P. 482001
SHORT TENDER ENQUIRY
EDP/CDA/Stat/LTE/2014-15
Dated: 21/01/2015
Sub: - Limited Tender Enquiry for Procurement of Computer Stationery.
The CDA Jabalpur hereafter referred to as Customer, is interested in Purchase of
Computer Stationary. Please give your final offer as per items listed in Appendix 'A' (enclosed).
Your firm is hereafter referred to as vender in this document.
Submission of Tender Documents
1.
The following points will be strictly adhered to while filling up the tender
documents given in Appendix “A” and Appendix “B”: (a) Only the printout of formats enclosed or its Photostat copy will be used. Firms will
affix their firm's stamp in the space provided at the bottom of each sheet and
authorised signatory of the firm must sign each page. Additional sheets, duly
authenticated may be attached to elucidate specifications or to clarify a point. Any
additional conditions/ terms given by the vendors in the technical or commercial bids
will not be binding on this office.
(b) The costs to be indicated against each item in Appendix ‘A’ should be for the
destination, inclusive for all taxes, duties, levies, freight and also cost of testing, if any.
(c) Total cost for the full quantity to be supplied will be clearly indicated by the vendor.
(d) Samples (for the items mentioned in Appendix ‘A’), EMD, TIN registration certificate,
Certificate from the OEM and IT return will be kept in a separate envelop super
scribing ‘Technical Bid’ and Appendix ‘A’ and ‘B’ should be submitted in separate
envelope super scribing ‘Financial Bid’. All these envelop should be submitted in an
envelope marked "Offer for Computer Stationery for EDP Centre at CDA Jabalpur ".
(e) Vendors should invariably mention a single particular name of the paper mill/
brand on the sample they are providing for computer paper. Sample provided by
the vendor with their offer and supply made by the successful bidder must be of
the same paper mill/ brand, specification and quality. If any doubt arises
regarding paper mill/ brand, specification and quality of the paper at any stage,
the same may be got certified/ tested from authorized agency/ laboratory by this
office at the vendor’s cost.
(f) Incomplete quotations, quotations not accompanied by EMD will be rejected.
(g) Alteration, corrections if any in the tender/quotations should be countersigned.
2.
You are requested to indicate your ability to supply the same based on the terms and
conditions as given out in the succeeding paragraphs.
Firm’s Seal with Authorised Signatory
Page 1 of 7
3.
Delivery schedule: Details of delivery schedule are as under:
Delivery of all Computer stationery items would be required to be supplied within
10 Days from date of supply order.
4.
Delivery premises:a) Supplies will be made to the customer locations as specified in the following table:
Sl.
Location
1
CDA Jabalpur,
Ridge Road,
Jabalpur (M.P.)
2
5.
6.
PAO (ORs)
Corps of
Signals, Ridge
Road, Jabalpur
(M. P.)
3
PAO (ORs) JAK
Rifles, Sadar,
Jabalpur (M.P.)
4
PAO (ORs)
GRC, Sadar,
Jabalpur (M.P.)
5
PAO (ORs)
MRC, Saugor
(M.P.)
6
PAO (ORs)
AEC,
Pachmarhi
(M.P.)
Item
15x12xI (60 gsm)
15x12xIII (60 gsm)
10x12xII (60 gsm)
10x12xIII (60 gsm) with “CDA-JBP”
Water Mark
A4 Paper J. K. Copier Red (75 GSM)
15x12xIII (60 gsm)
10x12xIII (60 gsm)
Quantity
10000 Sheets
1500 Sheets
34000 Sheets
150000 Sheets
A4 Paper J. K. Copier Red (75 GSM)
700 Reams
15x12xIII (60 gsm)
10x12xII (60 gsm)
10x12xIII (60 gsm)
A4 Paper J. K. Copier Red (75 GSM)
15x12xIII (60 gsm)
10x12xIII (60 gsm)
A4 Paper J. K. Copier Red (75 GSM)
15x12xI (60 gsm)
15x12xIII (60 gsm)
10x12xII (60 gsm)
10x12xIII (60 gsm)
A4 Paper J. K. Copier Red (75 GSM)
3000 Sheets
3000 Sheets
4000 Sheets
90 Reams
2500 Sheets
4000 Sheets
70 Reams
3000 Sheets
5000 Sheets
5000 Sheets
6000 Sheets
30 Reams
A4 Paper J. K. Copier Red (75 GSM)
60 Reams
498 Reams
30000 Sheets
30000 Sheets
b) In case of any dispute, the decision of CDA Jabalpur will be binding for settlement.
Acceptance Testing: The specifications of the stationery should be in conformity with
the details provided by the customer in the supply order. The customer would issue an
acceptance certificate based on the recommendations of board of officers nominated by
the CDA, Jabalpur/ ACDA (EDP) on inspection and satisfaction. The date of issuing
the acceptance certificate would be deemed to be the date on which the warranty
commences.
Payment Terms: The payment terms are as under:
100 % Payment through Defence Cheque/ECS after duly acceptance of the stores by
the board of officers nominated by the CDA Jabalpur/ ACDA (EDP).
Firm’s Seal with Authorised Signatory
Page 2 of 7
7.
Earnest Money Deposit: EMD of Rs. 35,000/-(rupees thirty five thousand only) for
vendors quoting for stationery items. Earnest money will be deposited as Bank Demand
Draft/Bankers Cheque/FDR/BG in favour of The CDA, Jabalpur along with completed
tender documents. The validity of the EMD instrument should be beyond 45 days of
the validity period of the bid. Earnest Money will be returned to all except the tenderer
finally selected for undertaking the contract. For successful bidder it will be refunded
on receipt of Security deposit/ PBG.
8.
Liquidated Damages (LD): If the vendor fails to complete in full, all deliveries of
Stationery or fails to complete the implementation within the stipulated period, in
accordance with the supply order, the vendor shall pay to the Customer liquidated
damages, at the rate of half percent (0.5%) of the value of the undelivered stores, for
each completed week or part thereof, for delay up to a maximum of ten percent (10%) of
the value of the undelivered stores. Thereafter, the Customer will have the right to
terminate the supply order.
9.
Fall clause - If at any time, during the period till performance of supply Order placed
the Seller reduces the sale price, sells or offer to sell such stores to any
person/organization including the purchaser or any Deptt, of central Govt. or any
Department of the State Government or any Statutory undertaking of the Central or
state Government as the case may be at a price lower than the price chargeable under
the Supply Order, the vendor shall forthwith notify such reduction or sale or offer of
sale, the price payable under the Supply Order for the stores of such reduction of sale
or offer of the sale shall stand correspondingly reduced.
10.
Risk & Expense clause – If the stores or any installment thereof are not delivered
within the delivery period same will be procured from any other supplier as the case
may be. Any excess of the purchase price, cost of manufacturer, or value of any stores
procured from any other supplier as the case may be, over the supply order price
appropriate to such default or balance shall be recoverable from the vendor.
11.
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.
12.
Security Deposit: 10% of the complete cost of the supply order shall remain under
Security Deposit till a period of 60 days beyond the date of completion of contractual
obligation including warranty as performance guarantee. The vendor shall furnish a
Security Deposit equal to 10% of the total value of the contract within (30) thirty days
of the receipt of supply order.
Certificate from OEM: The vendor has to submit a certificate from the original
manufacturer/company
that
the
vendor
is
the
authorized
channel
partner/distributor/dealer/supplier of the manufacturer/company of a particular
product/item.
13.
Submission of Offers
14.
You are requested to put your offer in an envelope. The sealed envelope will be
addressed to with Label: (To be opened by addressee only)
Shri Taposh Bhadra,
SAO (EDP),
EDP Centre,
O/O the CDA, Ridge Road,
Jabalpur - 482 001 (M.P.)
Firm’s Seal with Authorised Signatory
Page 3 of 7
15.
Certificate to be signed and stamped by Authorised Signatory of the firm in the
format attached as Appendix "B".
16.
The Vendors should submit the copies of allotment of TIN registration certificate and
latest Income Tax Return submitted by them to the IT Department.
17.
The vendors should ensure that their bids are complete in all respects and include all
workable solution conforming to the specifications given. Vendors should clearly
mention the need for any guidance required for a workable solution in their Computer
stationery offers in case it has not been included in the specifications.
18.
Once the supply order is placed, it will be the Vendor's responsibility to make the
supply complete.
19.
An offer received incomplete or ambiguous is likely to be rejected at the discretion of
THE CDA, JABALPUR without recourse to further clarifications. THE CDA, JABALPUR
also reserves the right to seek clarifications with one or more vendors if considered
necessary and also not to accept any offer at all in case they are not reasonably priced.
20.
Any conditions/terms given in the supply of Computer Stationary by vendors will not
be binding on The CDA, Jabalpur. All the terms and conditions for the supply,
delivery, testing and acceptance, payment, warranty, penalty will be as given herein
and no change in any term or condition by the vendors will be acceptable. Alterations,
if the vendor should attest any, in the tender documents properly, failing which the
tender is liable to be rejected. Vendors will not make any assumptions while
submitting their bids. If required, clarifications will be sought prior to submission of
bids.
21.
The CDA, Jabalpur reserves the right to cancel the tender without assigning any
reason thereto.
22.
The validity of the Bid should be mentioned on the tender documents, and the same
should be minimum 90 days.
23.
Laws Governing the Contract:
a) This contract shall be governed by the laws of India currently in force.
b) The marking of all stores supplied must comply with the requirement of the Indian
Acts relating to trades and merchandise marks and of the rules made under such acts.
c) Jurisdiction of Courts: The court of the place from where the acceptance of the
tender has been issued shall alone have jurisdiction to decide any dispute arising out
of or in respect of the contract.
24.
Repeat Order: Repeat Supply Order may be placed with the approval of the CFA if
required, to the tune of 50% of the quantity within 6 months from the date of
completion of the supply against the previous order under the same rate, terms &
conditions.
25.
All disputes will be resolved by the competent authority at this end.
Firm’s Seal with Authorised Signatory
Page 4 of 7
26.
You are requested to send your best offer to Shri Taposh Bhadra, SAO, EDP
Centre, M.O. CDA Jabalpur, Ridge Road, Jabalpur - 482001 (MP) or deposit the
envelop in the Tender Box kept in the EDP Centre, O/O The CDA Jabalpur, Ridge
Road, Jabalpur by 11:00 hrs on or before 29/01/2015. Any offer received after
this date & time may be rejected at the discretion of THE CDA JABALPUR. The
bids will be opened on the same day at 15:00 hrs.
27.
The samples and technical offers will be evaluated first and then Commercial Bids
of successful Technical Bid will be opened. The tender will be evaluated taking
into account the samples and commercial offers both. Itemwise lowest – 1 (L-1)
will be decided.
28.
Please ensure that this is your best and final offer.
29.
Quantity of supply may vary at the discretion of the CFA.
30.
All other standard terms and conditions are applicable.
Yours truly,
Sd/(Taposh Bhadra)
SAO (EDP)
Firm’s Seal with Authorised Signatory
Page 5 of 7
Appendix “A”
COMPUTER STATIONERY
NOTE: Provide the details of all the items along with technical literatures. Failure to
provide details may render the Bid invalid. Deviation Statement of specification will be
provided along with the Bid for each item/all items.
Sl
No
1
2
3
4
5
6
Description
Qty.
15x12xI (60 gsm)
15x12xIII (60 gsm)
10x12xII (60 gsm)
10x12xIII (60 gsm)
with “CDA-JBP” Water
Mark
10x12xIII (60 gsm)
A4 Paper J. K. Copier
Red (75 GSM)
13000 Sheets
42000 Sheets
42000 Sheets
Cost per 1000
/ Per Ream
Total
150000 Sheets
44000 Sheets
1448 Reams of
500 Sheets each
Total Cost in Figures and in Words:
Vendors should invariably mention a single particular name of the paper mill/ brand
on the sample they are providing for computer paper. Sample provided by the vendor with
their offer and supply made by the successful bidder must be of the same paper mill/ brand,
specification and quality. If any doubt arises regarding paper mill/ brand, specification and
quality of the paper at any stage, the same may be got certified/ tested from authorized
agency/ laboratory by this office at the vendor’s cost.
Note: - In case of any doubts regarding specifications, requirements etc. clarification for
the same may be obtained from the undersigned on or before 28/01/15 between 9:30
Hrs to 15:30 Hrs. in the EDP Centre, CDA Jabalpur.
Firm’s Seal with Authorised Signatory
Page 6 of 7
APPENDIX
“B”
CERTIFICATE
1) The material once supplied will be subject to acceptance by the board of officers nominated
by CDA Jabalpur/ ACDA (EDP).
2) We confirm that we will abide by the delivery schedule as laid out in the Tender Enquiry.
3) We agree to payment of liquidated damages if any as given in the tender inquiry.
4) We confirm that we are the authorized channel partner/distributor/dealer/supplier of the
particular product/item.
Firm’s Seal
(Authorized Signatory of the Firm)
Date:
Firm’s Seal with Authorised Signatory
Page 7 of 7