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INDIAN INSTITUTE OF TECHNOLOGY GANDHINAGAR Ground Floor, Block “A”, Vishwakarma Government Engineering College Campus

Visat-Gandhinagar Highway, Chandkheda, Ahmedabad – 382 424.Fax No. +91 79 23972583

Website: www.iitgn.ac.in

Notice Inviting Quotations

No. IITGN/ADMIN/WORK-CONVOCATION-14/2015-16/075 Date: - 27th

May, 2015

Subject: - Material Procurement, Stitching and Supply of Ceremonial Robes and Attire

for Convocation 2015 of IIT Gandhinagar

1.1 PREAMBLE

Indian Institute of Technology Gandhinagar (IIT Gandhinagar) invites technical & financial

sealed bids in the proforma as per Annexures I-V from the eligible & interested agencies for

“Material Procurement, Stitching and supply of Ceremonial Robes and Attire” for

Convocation- 2015 of IIT Gandhinagar on the following terms & conditions:

1.2 Eligibility of firms:

The bidder must have:

i) Valid PAN No.

ii) Experience and capability of stitching and supply with atleast one previous order of

costumes / dresses of similar nature(documentary evidence required)

iii) Bidder must submit his/her telephone no., mobile no, email and postal address for

easy communication.

1.3 Validity of quotation submitted:

Quotation should have validity of 90 days from the date of opening of the bid.

1.4 Deadline for supply of complete order lot

The deadline for supply of convocation attire will be 72 hours before designated day. The date

of convocation will be intimated to the vendor approximate 15 days in advance.

1.5 Quotations and documents to be sent to

Sealed quotation in prescribed proforma marked “Quotation for Material Procurement,

Stitching and Supply of Ceremonial Robes and Attire for Convocation – 2015 of IIT

Gandhinagar” must reach the following address latest by 03:00 pm on 16th

June 2015 to

Assistant Registrar (MM), IIT Gandhinagar, Vishwakarma Government Engineering College

Campus, Ground Floor, Block “A”, Visat-Gandhinagar Highway, Chandkheda,

Ahmedabad – 382424, Fax No. +91 79 2397 2583

The Bid (i.e. Techno-financial Offer) will be opened on 16.06.2015 at 05.00 PM at IIT

Gandhinagar Premises.

1.6 The date of the Convocation - 2015 of IIT Gandhinagar is 1st August, 2015.

2 GENERAL TERMS AND CONDITIONS FOR WORK/SERVICE(S): -

2.1 IIT Gandhinagar reserves the right to reject all or any of the quotation(s) and to split up the

requirements or relax any of the conditions without assigning any reason.

2.2 Any quotations received after the date and time specified in Section 1.5 will not be

accepted.

2.3 Canvassing in connection with Quotation is strictly prohibited and the quotations submitted

by the bidders who resort to canvassing are liable to be rejected.

2.4 If there happens to be a holiday on any date indicated in the quotation, the transaction shall

be performed on the next working day.

3 SPECIAL CONDITIONS

3.1 The approved vendor shall allocate a team of tailors and helpers (hereby referred to as

“Convocation Attire Support Team”), along with suitable fabric working machines to

enable last minute alterations, on the day of the convocation. The team shall be present at

IIT Gandhinagar campus at 7:00 AM on the day of convocation.

3.2 Each entity (Kurta, Pyjama and Robe) shall be ironed and seal-packed individually with

sizes (XS, S, M, L, XL, XXL) clearly visible from outside. Delivery shall be made in

boxes/cartons with each box containing entities categorized by sizes. The size and type of

entity shall also be mentioned on these boxes.

4 RATES AND PRICES

4.1 Bidders shall quote unit price in the prescribed proforma (Annexure-VI). Rates shall be

inclusive of all taxes including delivery / service at site including loading, unloading,

testing if any, dismantling, transportation of attire & team, food and other consumables for

the convocation attire support team etc. However, service tax shall be mentioned extra.

4.2 Median size to be assumed for costing is “XL” for Kurta-pyjama and “Large” for robes.

Refer to Annexure-V for sizing guide. Details of the sizes of individual attires will be

communicated to the approved vendor. Quantities of respective entities are specified in

Annexure-VI.

4.3 Incomplete bids will be summarily rejected. All corrections and alterations in the entries of

quotation papers will be signed in full by the bidder with date. No erasing or over-writing is

permissible.

4.5 Any other Terms & Conditions may please be indicated separately.

4.6 Any correction / alterations in the bid should be suitably countersigned and attested by the

bidder in the concerned place (s).

5 PLACE OF DELIVERY / SERVICE

Place of delivery / service shall be IIT Gandhinagar campus including its hired premises

unless otherwise specified. No additional freight or any other charges would be payable

towards transportation etc.

6 PAYMENT

Full payment will be made within ten working days after the date of convocation on receipt

of actual work/services.

7 Availability of Sample Robes

A sample of the robes and Kurta-pyjama will be available on display upon the request of

bidder till the date of closing of the tender. Interested bidders may contact Mr. Nitin

Shukla, Jr. Technical Officer, IIT Gandhinagar (Phone: +91-97376 32133) to make

arrangements to see the robes and Kurta-pyjama.

8 TERMINATION

In case of continued non-performance and inability to meet service requirements, this office

shall reserve the right to terminate the contract after giving a notice in writing.

9 MODIFICATION IN TERMS AND CONDITIONS

IIT Gandhinagar reserves the right to modify any terms / conditions at the time of

agreement.

I / We hereby declare and affirm that I / We have read and understood the terms and condition

of the contract.

Sign of bidder:

Date:

Name of the bidder:

Firm’s Name:

ANNEXURE- I

1. No tools, machines, fabric, manpower or otherwise required in the satisfactory

execution of contract shall be provided by IIT Gandhinagar. Vendor shall bring all

required resources on his / her own and nothing extra is payable on this regard.

2. Any damage to movable / immovable property while carrying out work shall be made

good by the vendor at its own cost and the site must be handed back neat and clean to

the satisfaction of IIT Gandhinagar.

3. The vendor / agency shall nominate a person with mobile telephone to receive the

instructions. This number and the person nominated will be available 24/7 to receive

calls and communications in the above regard. Another alternative telephone number of

the owner or his/her representative of the firm shall also be conveyed with email ID to

convey the instructions.

Sd/-

Assistant Registrar (MM)

ANNEXURE – II: Different Views of Student and Faculty Robes

Fabric 1

Fabric 2

Annexure – III: Fabrics to be used for Student and Faculty Robes and Kurta - Pyjama

Fabric 1 Fabric 2

Student robe

Cotton Satin

Mushru

Faculty robe

Ghicha Silk

Mushru

Faculty Kurta Student Kurta All Pyjamas

Khadi Silk

Khadi

Cotton (white)

ANNEXURE – IV : Measurement Specifications For Robes

Measurement specifications (in inches) for Student Robes

Measurement Small Medium Large

A 39 41 45

B 11 11 13 ½

C 156 164 180

D 6 ½ 7 ½ 8 ½

E 21 ½ 22 22 ½

F 6 ½ 7 ½ 8 ½

Measurement specifications (in inches) for Faculty Robes

Measurement Small Medium Large

A 35 37 ½ 44 ½

B 9 ¾ 9 ¾ 11

C 140 150 178

D 13 ½ 13 ¾ 14 ½

E 13 ½ 13 ¾ 14 ½

F 13 ½ 13 ¾ 14 ½

Annexure – V: Sizing charts for Kurta and Pyjama

All measurements are in inches

Men's Kurta Size

Measurements XS S M L XL XXL

1 Chest (body) 36 38 40 42 44 46

Ready Kurta Chest 42 44 46 48 50 52

2 Across Back (Shoulder) 16.5 17.5 18.5 19.5 20.5 21.5

3 Hip 40 42 44 46 48 50

4 Length of the Kurta 42 42 42 43 44 45

5 Sleeve Length 24 24 25 25 26 26

Men's Pyjama Size

Measurements XS S M L XL XXL

1 Waist (body) 30 32 34 36 38 40

Ready Pyjama Waist 36 38 40 42 44 46

2 Hip 40 42 44 46 48 50

3 Length of the Pyjama 43 43 43 45 45 46

Women's Kurta Size

Measurements S M L XL

1 Chest (body) 34 36 38 40

Ready Kurta Chest 38 40 43 45

2 Across Back (Shoulder) 14 14.5 15 15.5

3 Waist (body) 26 28 30 32

4 Hip (body) 36 38 40 42

Ready Kurta Hip 41 43 45 47

5 Length of the Kurta 42 42 43 43

6 Sleeve Length 21 22 23 23

Women's Chudidar Pyjama Size

Measurements S M L XL

1 Waist 26 28 30 32

2 Hip 34 36 38 40

3 Length of the Pyjama 52 52 54 54

ANNEXURE –VI: Specification of Quantities of All Entities and Proforma for Quoting

Bid Prices

Sr.

No. Item

Unit price

in Rs. Quantity

Total

Amount in

Rs.

1 Student Kurta + Pyjama 139

2 Student Robe 19

A Subtotal (for student’s convocation attire) [1 + 2]

3 Faculty Kurta + Pyjama 45

4 Faculty Robe 33

B Subtotal (for faculty’s convocation attire) [3 + 4]

Gross Total [A + B]in Rs.:-

Add: Service Tax (if any):-

Grand Total in Rs.:-

Note: Extra item(s), if any, shall be paid extra at mutually agreed rates.

Signature and date:

Name and mobile number:

Firm’s Name:

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