Tender enquiry for fax machine

Government of India
Directorate General of Supplies & Disposals
(General Administration)
TENDER ENQUIRY
Dated: 24-04-2015
Tender No.
Tender Notice issued by
Tender to be opened on
F. No. D. 19016/2/2015-GA
Deputy Director (Admn)
05.05.2015 at 4.30 PM
1.
Duly
sealed
tenders
are
invited
for
Comprehensive
Annual
Service/Repairing/Maintenance of (CAMC) Fax machine installed in DGS&D Hqr. for a period of
one year from the date of award of CAMC.
Details of the Fax machines
Sharp make UX-B-30
Cannon L-140
Cannon-L-160
Sharp make FO-A650
HP officejet 6500 A plus
Quantity
11
02
02
03
01
2.
In case you are interested in undertaking the said work and have the capacity and
competence to perform it, you may please submit your lowest quotation in a sealed envelope
to Deputy Director (General Admn.), Directorate General of Supplies & Disposals, Jeevan Tara
Building, 5, Parliament Street, New Delhi-110001. The quotations in sealed cover should be
dropped in the “Tender Box” kept at the Reception of this office before 04.05.2015 . The cover
containing the quotation should be super scribed as under:
“F.No. D-19016/2/2015-GA; Quotation for CAMC of Fax Machine installed in DGS&D for the
year 2015-2016” Opening date 05.05.2015 at 4.30 PM ”
3.
A list of offices where such jobs have been undertaken with documentary proof of
having performed them satisfactorily may be furnished with the tender as required in
Annexure-II.
4.
Any Cutting/Overwriting/Erasing in the rates the tender shall be treated as invalid. The
tenderer should note that in case the bid submitted is not for the complete requirement as
given in tender enquiry, the same shall be liable for rejection.
5.
The tender should be accompanied by an Earnest Money Deposit (EMD) of Rs. 2000/(Rupees Two Thousand only) in the form of Demand Draft/Pay Order from a scheduled Bank
drawn in favour of DDO, DGS&D. In the absence of EMD the tender shall be rejected summarily.
The earnest money shall be refunded to the unsuccessful tenderers after finalization of the
Contract and to successful tenderer after submission of due performance security.
Contd/-
-2F. No. D. 13012/2/2012-GA
6.
Interested parties are requested to visit the site and inspect the machines before
quoting the rates by taking permission from General Admn., DGS&D Hqr on any working day
from 2.30-5.30 PM.
7.
Submission of tender will signify the acceptance of all terms and conditions of the
contract as above. It will not be obligatory for this office to accept the lowest quotation & no
explanation shall be given for the cause of rejection of quotation to any tenderer.
8.
This office reserves the right to reject/any/all tender (s) without assigning any reasons
whatsoever. Canvassing in any form will be considered as disqualification from award of
contract.
9.
Please also see Annexure -I for terms and conditions of the contract, Annexure -II to be
filled by the tenderer(s) giving their details. Annexure-III for details of rates for CAMC.
(R .C. Das)
Deputy Director (Admn)
For Directorate General of Supplies & Disposals
Tel. 45738331
I hereby accept all the terms and conditions mentioned above.
Date:
Signature of the Tenderer with seal
F. No. D – 19016/2/2015-GA
ANNEXURE-I
The CAMC shall be governed by the following terms and conditions:
i)
The term “maintenance” shall include keeping the machine(s) in perfect working condition at all time.
Maintenance also includes on-call corrective as well as periodic preventive maintenance service engineer
of the CAMC holder. Replacement/repair of any of the part of the fax machines during the currency of the
contract shall be at the exclusive risk, responsibility and the cost of the contractor.
ii)
The machines shall be inspected by the successful tenderer before being taken over for maintenance
under the “Maintenance Contract” and missing/non functional parts may be listed out and brought to the
notice of Deputy Director (Admn.), within two days of the award of contract, failing which the contractor
shall be deemed to have taken over the machines of this office complete in all respects.
iii)
A complaint should be attended within 24 hours excluding holidays. For regular and proper maintenance
of the machines, it shall be obligatory on the part of the contractor to depute sufficient number of
qualified machine/technician to this department on all working days and also on holidays/after office
hours, if found necessary by this office.
iv)
The firm shall also keep sufficient stock of items/spare parts which may be required for
replacement/repairing in the event of the machine(s) becoming non-functional or defective, during the
currency of the contract. The successful tenderer shall be fully responsible for supply and installation of
items / parts of genuine model.
v)
All tools for repair work will be provided by the tenderer at their own cost/labour.
vi)
The contractor shall be responsible for smooth and satisfactory working of the all machines.
vii)
It shall be obligatory on the part of the contractor to carry out repair/maintenance of machines under his
direct supervision and control and under no circumstances the work shall be assigned to sub-contractor.
viii)
The work shall be carried out in the premises of the Department. No cartage shall be paid for
transportation of any type of items to be taken to workshop for repairs etc. Written prior permission of
competent authority will be required before taking out such goods/items from the premises.
ix)
Consolidated contract will be given to a firm who is eligible in all respect. The L-1 firm shall be determined
on the basis of lowest rates which will be arrived at after multiplying the unit price (quoted) of items with
no. items (column “B” of Annexure-III) and adding up the price of all the items indicated in Annexure-III.
x)
The period of contract will be for one year from the date of award of contract. This office also reserves
the right to renew or extend the contract for three (3) months, taking into account the satisfactory
services rendered by the contractor during previous year. This can be further extended upto such
period(s) as deemed necessary with the consent of the contractor.
xi)
The tender should be accompanied by an Earnest Money Deposit (EMD) of Rs. 2,000/-(Rupees two
thousand only) in the form of Demand Draft/ pay Order from a scheduled bank drawn in favour of
DDO,DGS&D. In the absence of EMD the tender shall be rejected summarily. The earnest money shall be
refunded to the unsuccessful Tenderers after finalization of the contract. The successful bidder will have
to deposit a performance security equivalent to 10% of the total contract value in form of Fixed Deposit
Receipt (FDR) issued by a commercial / scheduled bank. The performance security should be furnished
within three weeks of awarding the contract with validity beyond 60 days of the expiry of the contract.
The FDR should be in acceptable form. Performance security would be released after satisfactory
completion of the contract and after adjusting the dues, if any.
xii)
The contractor shall be responsible for payment of wages/settlement of dues of workers engaged by the
firm as per prevailing labour/wages laws in force in NCT of Delhi and this office shall not be a party to any
dispute between the contractor and worker.
xiii)
The damage caused, if any, either to any machine or to any other property of the Government through
negligence or otherwise, shall be at the risk, cost and responsibility of the contractor. The financial or any
other loss suffered by the Government on this account shall be made good by the contractor and decision
of the Head of Department of DGS&D in this context shall be binding on the contractor.
xiv)
No advance payment will be made. Payment of the CAMC charges that depends solely on the
performance shall be made in three equal installments on production of bill pre receipted. The first
installment shall be paid only after successful completion of four months period of the Contract. Rest of
the installments shall be paid after completion of subsequent four months periods of legal or other right
on the contractor to proceed against this office in the event of payment getting delayed due to budgetary
and other unforeseen reasons.
xv)
The contractor shall be responsible for smooth and satisfactory working of the fax machines. If repair
works remain pending beyond reasonable time frame resulting non functioning of machine or in unusable
condition, a penalty of Rs. 100/- (Rupees one hundred) per day/ unit shall be imposed.
xvi)
In case the contractor fails to comply with the terms and conditions of the contract and if the contractor is
found to be incapable to do the job satisfactorily and within the reasonable time, it will be at the
discretion of this office to take any further action or to cancel the contract without assigning further
reasons. The successful contractor shall be required to do the work, during the entire period of one year
of CAMC as per the approved rates on the basis of the quotation. If for any reason, the firm is not able to
do so, the work shall be got done from some other firm from the open market at the cost of the
contractor and the expenditure incurred therein shall be recovered from the CAMC holder firm. If the
failure continues, this office may take action(s) viz. forfeiture of performance security, cancellation of
contract, blacklisting of firm etc. as deemed fit by this office against the firm.
xvii)
Any dispute arising out of the contract shall be referred to Sole Arbitration of any officer of DGS&D
appointed by DG(S&D) and the award of the Arbitrator shall be final and binding on both the parties. The
venue of the arbitration shall be New Delhi.
2.
The rates/charges shall be mentioned in figures and in words. There should not be any erasing or overwriting whatsoever.
3.
You are requested to read and understand the terms and conditions of the contract mentioned in the
foregoing paragraphs before sending your quotations, as no violation of the aforesaid terms and
conditions shall be permitted once the quotation is accepted by this office.
4.
The quotation will be opened at 4.30 PM on 05.05.2015 in Room No. 223 of Dir (M) & Chairman(TE)
DGS&D Hqr., Jeevan Tare Building, New Delhi.
(R.C.Das)
Deputy Director (General Admn)
I hereby accept all the terms and conditions mentioned above
Date:
Signature of the Tenderer with seal
F. No. D. 19016/2/2015-GA
ANNEXURE-II
PARTICULARS TO BE FURNISHED BY THE AGENCY
1.
Name of the firm/agency
:
2.
Address of the firm/agency:
3.
Name of the proprietor of the firm /agency:
4.
Telephone No. of firm /agency and Proprietor:
5.
Name of agency’s bank and Account no.:
6.
IFSC Code of Bank:
7.
Details of Ministry/Department in which the Agency had worked earlier as mentioned in
this Tender:S.
Name of the Ministry/Department
Year
Name/Contact no. of the
no.
(Attach copy of Contract)
Officers
of
Client
Ministry/Department
8.
TIN number of the agency:
PAN number of the agency:
9.
EMD’s Draft number, Date and name of the Bank:
10.
Copy of Registration of the contractor/firm under the Delhi Sales Tax Act/Delhi Value
Added tax(DAVT) Act 2004.
11.
Proof of registration of Service Tax.
This is certified that the above facts are true, complete and correct to the best of my
knowledge and belief. This is also certified that this Agency is not black listed by any
Government Department nor any criminal case is registered/pending against the
Agency/Firm or its owner/partner anywhere in India. It is certified that I/We have read and
understood the terms and conditions of the Tender Notice F. No. D. 19016/2/2015-GA dated
24.04.2015 and will abide by them till the completion of the contract period.
Dated:
Place:
(Signature of Proprietor)
Seal of the firm/Agency
F. No. D. 19016/2/2015-GA
ANNEXURE-III
QUOTATION- PROFORMA
Rates for Comprehensive Annual Maintenance contract of Fax Machines
S.No.
Items covered under
CAMC
1.
2.
3.
4.
5.
Sharp make UX-B-30
Cannon L-140
Cannon-L-160
Sharp make FO-A650
HP officejet 6500 A plus
No. of machines
Annual CMC
charges/machine(in
Rs.) inclusive of
applicable taxes
Total AMC
charges (in Rs.)
for the item
inclusive of all
taxes
11
02
02
03
01
Total Bid Price for item No. 1 to 5
Total Bid Price in words
(Taxes, if any, may be indicated clearly)
Signature of the Tenderer with seal