invitation to tender bel

BHARAT ELECTRONICS LIMITED

(A GOVERNMENT OF INDIA ENTERPRISE)

INVITATION TO TENDER

INSTRUCTIONS TO TENDERERS

FOR THE WORK

THE TRANSPORTATION OF THE MATERIAL FROM M/S BHARAT ELECTRONICS LIMITED ,GHAZIABAD TO THE VARIOUS SPECIFIED STATIONS WITHIN INDIA AND VICE VERSA AND ALSO TO CARRY OUT THE SAME SERVICES AT VARIOUS PLACES TO OTHER UNITS OF THE BEL LOCATED AT VARIOUS PLACES IN THE COUNTRY .

REGISTERED OFFICE:

“NAGAVARA RING ROAD, BANGALORE – 560 045”.

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BHARAT ELECTRONICS LTD.,BHARAT NAGAR POST, GHAZIABAD 201 010

NAME OF WORK : THE TRANSPORTATION OF THE MATERIAL FROM M/S BHARAT ELECTRONICS LIMITED ,GHAZIABAD TO THE VARIOUS SPECIFIED STATIONS WITHIN INDIA AND VICE VERSA AND ALSO TO CARRY OUT THE SAME SERVICES AT VARIOUS PLACE S TO OTHER UNITS OF THE BEL LOCATED AT VARIOUS PLACES IN THE COUNTRY .

INVITATION TO TENDER

File No 8503/DTDC/IGS/PC/BEL/GAD

Dated: 01-11-2011 / 23-11-2011

Dear Sir,

Ref: Tender Enquiry No : 8503/DTDC/IGS/PC/BEL/GAD

1.0 Bharat Electronics Limited, is a Govt. of India Enterprises under Ministry of Defence, Manufacturing Radars and sophisticated communication Equipments mainly for vital Defence sector.

2.0 B E L send and receive small, medium and big size packets to/from all over India and intend to appoint a courier Cargo Service agent for the same for a period of two years.

3.0 B E L does not guarantee any fixed quantum of work through out the contract period.

4.0 B E L reserves the right of placing parallel contract/ contracts simultaneously on another agent during the contract period.

5.0 B E L intends to appoint minimum two contractors for the above mentioned job and rate of L1 contractor will be offered to L2, if L2 contractor refuses to operate at L1 rate , L3 contractor will be offered L1 rate so on and so forth. 6.0 L1 will be given approx 70% work and L2 or L3 will be given balance work as per clause no 5 above.

7.0 The agent shall not sub contract our work to any other company ,agent or person.

8.0 The consignment entrusted to cargo agent /firm for transportations will be insured by BEL-GAD for transit risks but the cargo agent/firm must take a legal liability for professional indemnity policy for a limit of Rs2,00,000/- Valid for entire period.

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9.0 Please note that Cargo agent /firm has to submit a performance Bank Guarantee of Rs50,000/- with BEL –GAD valid for the entire contract period for satisfactory performance during the contract period.

10.0 No freight on value ( F.O.V.) shall be charged. Consignment of any value will be carried.

11.0 Please mention maximum dimension and weight that can be handled by you and also

maximum distance covered under Diplomat /ESS/O.D.A. etc.

12.0 Fill the quotation on the enclosed Annexure A1

13.0 The transporter will issue a Damage certificate for consignment if the consignment is delivered in damage condition. 14.0 READ CAREFULLY SPECIAL TERMS AND CONDITIONS BEFORE SUBMITTING THE QUOTES.GIVE COMPLIANCE TO ALL THE CLAUSE OF SPECIAL TERMS AND CONDITIONS..

15.0 Submit your offer duly filled and signed all the papers of tender documents in a sealed envelope super scribed the name of work on the envelope addressed to

The A G M ( MM CENTRAL ) BHARAT ELECTRONICS LIMITED P O BHARAT NAGAR GHAZIABAD -201012 (U.P.)

16.0 The sealed envelop should be submitted either in person to the MM tender box kept at Reception area of BEL GAD or by post at the address given above on or before

21-11-2011. / 05-12-2011

Thanking you,

Yours Truely,

For BHARAT ELECTRONICS LIMITED,

AGM (MM- CENTRAL)

Contact Phone No: 0120- 2774873

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NAME OF WORK : THE TRANSPORTATION OF THE MATERIAL FROM M/S BHARAT ELECTRONICS LIMITED ,GHAZIABAD TO THE VARIOUS SPECIFIED STATIONS WITHIN INDIA AND VICE VERSA AND ALSO TO CARRY OUT THE SAME SERVICES AT VARIOUS PLACES TO OTHER UNITS OF THE BEL LOCATED AT VARIOUS PLACES IN THE COUNTRY

SPECIAL TERMS AND CONDITIONS OF THE CONTACT

1.0 The Cargo engaged in the multi model transportation of the goods consignment entrusted to them , undertake the transportation of the same firm M/s Bharat Electronics Ltd , Ghaziabad to the various specified station(called Direct station and ODA stations) and vice versa as per the terms and condition. The CARGO also undertakes to carryout the same services at various places to other unit of B E L located at various places in the country.

2.0 The various specified station referred to ANNEXURES and the rates of transportation charges payable by B E L to the CARGO when such services are rendered are as per the schedule at Annexure A1.Direct Stations are listed, Diplomat stations are listed at Annexure A2, these are called outside delivery area (ODA) with tariff card, and for North East ,J&K and other remote area charges are in annexure A3.

3.0 The transportation of the consignment as described in clause 2.0 above shall be undertaken by the CARGO irrespective of the weight /volume /value of the consignment

3.1 The transportation includes loading , unloading ,door delivery and door collection.

3.2 The rates stipulated in the schedule to this contract are also inclusive of various operation viz loading and unloading materials (manual labour) irrespective of the value of the material both at the loading point and at the delivery point. The rates are also inclusive of any kind of payment the CARGO may have to incur enroute during the course of the journey whatsoever excepting octroi charges where applicable which will be reimbursed by the B E L subject to production of documentary proof of payment, Octroi charges shall be paid only with specific permission from consigner/ B E L .

3.3 The rate stipulated in the schedule to this contract are inclusive of operation such as collection / delivery of the consignment from B E L premises to the CONSIGNEES premises and no FOV (Freight on value) charges or demurrage charges are payable on our incoming or outgoing consignment.

3.4 INCOMING CONSIGNMENTS (FOD):

It is also the responsibility of the CARGO to book the consignment from other stations as per annexure of this contract for ultimate delivery at B E L premises at GHAZIABAD at the rate specified in rate schedule annexure , no other charges become payable on these consignments. The consignment booked from other station for the B E L against “To Pay” are to delivered and billed later which B E L will pay after submission of bill, provided documents are clear. All the incoming consignment which are booked without BEL Code will be delivered as per normal routine and agreement.

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3.5 TARPAULIN COVER : The CARGO shall cover the consignment loaded in the trucks with tarpaulin before leaving the loading point and shall take all precautions to protect the consignment from wind, rain etc.

3.6 VEHICLE DETAILS:: The CARGO at time of loading the consignment at the loading point shall clearly indicate in the goods consignment note, the truck (Vehicle) Registration No , time and

date of loading.

3.7 TRANSIT TIME & EXTRA CHARGES :The transit time is exclusive of pick up and delivery date for surface shipment only. For air shipment ,the transit time includes pickup and delivery date. The maximum period of delivery of all consignment entrusted to the CARGO for transportation shall be as per cargo transit schedule for direct station annexure A2 and for Extra Services Station (ESS)” outside delivery areas(ODA) given in annexure A3.

3.8 BELwill provide necessary documentation at the time of pickup of the consignment. However CARGO will provide the details of documentation required for the shipment in each area well in advance and communicate any change if required..For air freight charges in case of late delivery, surface freight charges will be paid .In case of any deduction from CARGO’s bill details will be indicated along with the voucher copy. However, this will be applicable only when delay in entirely on account of CARGO

3.9 PENALTY : 0.5% per day subject to maximum 10% (Ten percent) of freight value for late delivery after confirmed delivery date subject to other condition of this Contract.

3.10 ACKNOWLEDGMENT : The CARGO after delivering the consignment to the consignee at the

destination shall obtain clear acknowledgement from the consignee, with necessary rubber stamp signature on the consignee copy of the G C note / docket (POD COPY) .

3.11 The CARGO is primary responsibility is on time delivery, safety and security of the materials

entrusted for transportation .

3.12 The CARGO will ensure the pickup of item after receipt of intimation by e-mail/letter /fax/ Phone, from across various location in India within three days from the date of intimation In the event of failure to comply above without any valid reason , BEL reserve the right to ship the item through alternate modes and debit the difference in freight to CARGO.

3.13 OCTROI CHARGES:: BEL will provide Octroi exemption certificate to Cargo at the time of shipment. However if Octroi is applicable, CARGO will pay applicable octroi duty after it is confirmed by consignee, upto a maximum limit of Rs5000/= and bill the amount to BEL, will re imburse the same ,after receipt of documentary proof. For octroi value beyond Rs5000/= CARGO will intimate BEL the exact amount and BEL will pay the amount by a demand draft.

3.14 LOST P O D :In case the CARGO is unable to produce original consignee /POD copy, at the

time of billing , a letter or declaration by CARGO on Rs 10/-indemnity bond is to be enclosed alongwith original acknowledged copy of relevant G C Note/docket, which is to be certified by I/C (Stores) of BEL for freight payment.

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3.15 PERMIT COLLECTION: Whenever permit and special forms are not supplied by BEL for N E States including West Bengal, and extra three days are provided in the delivery time . The total days must be computed on the basis of days allowed as per annexure 2, plus 3 days after the collection of special form from consignee indicated on the docket or bill. All the offices of CARGO should be informed about this contract. For incoming material ,they shall lift material without Form 38. The form 38 will be provided at Delhi Hub of CARGO.

3.16 CENVAT COPY: All document relating to the consignment shall accompany the consignment under a separate identity, for traceability of the documents.

3.17 MONSOON PERIOD (JULY TO OCTOBER) : For surface delivery , One day will be added to the delivery transit time schedule during monsoon period i e July to October (Rain).

3.18 COOLING PERIOD : Cooling period for AIR Consignment is one day for over dimension consignment only (ODC) .

3.19 SERVICE TAX & TDS : No TDS will be deducted on production of exemption certificates,

However service tax will be paid as applicable.

3.20 F O V DELIVERY: NO F O V .will be charged , consignment of any value will be carried . In

case of any damage , loss or pilferage the CARGO will issue CERTIFICATE OF FACTS TO THE B E L and delivery certificate with in five days of the occurrence of incidence.

4.0 S L A - SURFACE /AIR

4.1 PICKUP:

- All the pickups will be arranged on daily basis from BEL premises. - Vehicle should report at 1430 Hrs for pickup in BEL. - The shipment should move on the same day . - The transit MIS current status should be shared with BEL. - All India pickup request from BEL will be addressed to concern location for one time pickup on the same day. - Proper handling instructions on the basis of shipment should be communicated to the pickup branch.

4.2 DELIVERY : - All incoming consignment should be picked on same day, as per request made by BEL. - To meet the delivery date, consignment should be monitored on daily basis and should be shared with BEL. - All incoming deliveries should be done on daily basis to BEL premises. - One dedicated delivery vehicle should reach BEL at 1230Hrs on daily basis. - Proper handling instructions on the basis of shipment should be communicated to delivery branch.

4.3 ODA PICKUP /DELIVERIES:- ODA pickup should be happen very next day on the basis of load & availability of vehicle.- ODA shipment MIS should be informed to BEL.

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- ODA delivery transit time for any location should be shared with BEL at the time of pickup only and a pre transit schedule should be shared with BEL for location mapped in to our system.

4.4 OFFNET / HILL AREAS PICKUP /DELIVERIES:- Any shipment pertaining to these locations should be addressed by one co coordinator and

coordinator will track and inform to BEL regarding the status- A pre alert mail should be sent to delivery location and a spot SLA should be shared with BEL.

5.0 CURRENCY OF THE CONTRACT 5.1 This Contract is valid for a period of two years , subject to review and mutual agreement .

5.2 OTHER BRANCHES /STATION LOCATION : It is also the responsibility of the CARGO to advice all their branches / station covered under the schedule to this contract for accepting the consignment for transportation ,as per the terms and condition of this contract , so that the BEL is not put to any inconvenience whatsoever. In case of any refusal to accept the material is found by the B E L and extra freight charges if any paid shall be recovered from the CARGO.

5.3 FREIGHT BILLS : All the payment shall be made by RTGS/NEFT in favor of CARGO after submitting of bills.Cargo will submit POD.All freight payment by cheque shall be addressed in favour of CARGO

5.4 GENUINE DELAY: In case of late deliveries , the CARGO shall indicate in the freight bill about the holidays /dates of delay to enable to compute No of days.

5.5 VOLUMETRIC CONSIGNMENTS: Chargeable weight of the consignment will be calculated on the basis of the gross weight or the volumetric weight,whichever is higher.Method of calculation of the volumetric weight will be 1 Cubic Feet = 7 Kg.

5.6 TERMINATION OF THE CONTRACT: This contract is terminable earlier than the stipulated period of the contract (refer to clause 4.1) aforesaid by either party by giving three months notice in writing to the other party.

5.7 On termination of the contract ,it is the responsibility of the CARGO to deliver all the consignments earlier entrusted to them (on hand) for transportation by B E L at the specified various stations etc. within three days of termination of the contract to the consignee at the ultimate destination. It is also the responsibility of the CARGO to advise all their Branch offices, to stop accepting the consignments for transportation, when once the notice of the contract is received. However , if during the intervening period, any consignments are accepted by CARGO for transportation, it will be the responsibility of the CARGO to deliver such consignment to the consignee at the ultimate destinations as per terms and conditions of the contract.

5.8 On expiry/ termination of the contract the CARGO will be responsible to undertake transportation of the consignments entrusted to the CARGO by the B E L on the same rates, terms and conditions of this contract, upto a maximum period of three months.

6.0 STATUTORY REQUIREMENTS: It will be the responsibility of the CARGO to transport the material entrusted to them in vehicle confirming to Government regulations , statutory requirements and fully licensed in that behalf. The B E L will not be liable for any such of the breach of the conditions aforesaid and also not be liable for any such action direct or indirect that

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may be instituted by any one or any other authority.

7.0 SECURITY DEPOSIT : The CARGO shall deposit as sum of Rs50000/-(Rupees fifty thousand only) non interest bearing with the CUSTOMER for satisfactory performance of this contract. This sum is liable to be forfeited by B E L in the event of breach of any of the conditions of this contract and when the performance of this contract by the CARGO is found to be not satisfactory.

8.0 INSURANCE :

8.1 The consignment entrusted to the CARGO for transportation will be insured by the B E L for transit risks. This does not dissolve the ultimate responsibility of the CARGO to ensure the safety and security of the materials entrusted to them for transportation for delivery to the consignee at the ultimate destination .

8.2 The CARGO shall be liable to pay B E L compensation for any loss, Damages, Non Delivery of the materials and short delivery of the materials after the consignments are entrusted to them for transportation to the consignee at the ultimate destination.

8.3 The CARGO shall provide NON DELIVERY /SHORT DELIVERY/ OPEN DELIVERY Certificate within two weeks of noticing such instances to B E L to enable them to lodge claim with the insurers.

8.3(a) The CARGO must take out a legal liability/professional indemnity policy for a minimum indemnity limit of Rs2,00,000/-(Rupees Two lakh only) for any one event. The CARGO agrees to ensure that the legal liability policy is current and continues to be in force during the validity of this contract..

8.3(b) The CARGO owners will not contract out the CARGO.

8.3(C) CARGO receipt issued by cargo owner should also contain original cargo consignment Note/Way Bill/Air Way Bill number and date. The cargo receipt shall be given to the customer within 15 days of the shipment.

8.3 (d) The CARGO shall comply with all the conditions as laid out by the Insurance Co. i.e. M/s New Assurance Co New Delhi / or any other insurance co, as Communicated to CARGO by BEL as indicated in S D P. policy.

9.0 The CARGO shall not sublet or assign this contract to any third party , firm or corp. without the specific approval of the B E L.

10.0 FORCE MAJURE: The performance of this contract is subject to standard Force majeure clause which covers Civil commotion, Sabotage, Floods , Explosion and act of Legislature due to which the performance under this contract is rendered impossible..

11.0 ARBITRATION: All dispute and differences arising out of this contract shall be decided at the sole absolute discretion of the Chairman Cum Managing Director of B E L whose decision shall be final and binding on the CARGO

12.0 JURISDICTION: Only Courts in GHAZIABAD city or areas where the course of action arises shall alone have jurisdiction to decide any dispute arising out of or in respect of this contract .

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NAME OF WORK: THE TRANSPORTATION OF THE MATERIAL FROM M/S BHARAT ELECTRONICS LIMITED ,GHAZIABAD TO THE VARIOUS SPECIFIED STATIONS WITHIN INDIA AND VICE VERSA AND ALSO TO CARRY OUT THE SAME SERVICES AT VARIOUS PLACE S TO OTHER UNITS OF THE BEL LOCATED AT VARIOUS PLACES IN THE COUNTRY .

ANNEXURE –A1

RATE SCHEDULE FOR DESK TO DESK CARGO SERVICES:

1- SURFACE RATES (Rs per Kg)

BEL Ghaziabad to Direct / Regular Services location from:

ZONE

RATE PER Kg

TRANSIT DAYS

EAST 14 8

WEST / CENTRAL 10 6

NORTH 8 3

SOUTH 14 9

NORTH EAST 18 12

2. SHIPMENT FROM ABOVE ZONE TO BEL GHAZIABAD

Same rates will be applicable.

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3. SHIPMENT FROM ONE ZONE TO ANOTHER ZONE :

Rates Per KG Zone Wise

ZONE PER KG TRANSIT

EAST RATE DAYS

WEST/CENTRAL RATE DAYS

NORTH RATE DAYS

SOUTH RATE DAYS

NORTH EAST RATE DAYS

EAST 8 10 14 14 18

WEST/ CENTRAL

10 8 10 12 18

NORTH 14 10 8 14 18

SOUTH 14 12 14 8 18

NORTH EAST

18 18 18 18 8

Transit Time Zone Wise.

ZONE TRANSIT EAST WEST/CENTRAL NORTH SOUTH NORTH

EAST

EAST 3 6 8 9 12

WEST/ CENTRAL

6 3 6 6 12

NORTH8 6 3 9 12

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SOUTH 9 6 9 3 12

NORTH EAST

12 12 12 12 3

4. SHIPMENT TO OTHER LOCATION ( ODA, HILL AND REMOTE AREA ) :

AS PER ANNEXURE (PER KG & PER KM)

5.0 VOLUMETRIC CONSIGNMENT :1 CFT =7 KG

6.0 MINIMUM CHARGES: 450 +S TAX

7.0 SPECIAL CONDITION =Handling Charges will be Extra as per Actual. for Heavy Shipment 8.0 OTHER CHARGES:

.- GCN CHARGES-200/-

- TO PAY /DOD/ COD/DACC-200/-

- OCTROI CHARGES 5% SERVICES CHARGE

9.0 FUEL ESCALATION CHARGES: (Surface if any)

Every 1 Rs increasing or deceasing 50% will be increasing or decreasing in the cost per KG.

10.0 AIR RATES :

BEL GHAZIABAD TO DIRECT /REGULAR SERVICES LOCATION FROM:

ZONE

RATE PER Kg

TRANSIT DAYS

EAST 60 24-48 hr

WEST / CENTRAL 55 24-48 hr

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NORTH 40 24-48 hr

SOUTH 60 24-48 hr

NORTH EAST 85 24 -48 hr

11.0 SHIPMENT FROM ABOVE ZONE TO BEL GHAZIABAD

Same Rates Will be applicable.

12.0 SHIPMENT FROM ONE ZONE TO OTHER ZONE :

ZONE PER KG

EAST RATE

WEST/CENTRAL RATE

NORTH RATE

SOUTH RATE NORTH EAST RATE

EAST 40 55 60 60 85

WEST/ CENTRAL 55 40 55 60 85

NORTH 60 55 40 60 85

SOUTH 60 60 60 40 85

NORTH EAST 85 85 85 85 40

ZONE PER KG TRANSIT

EAST DAYS

WEST/CENTRAL DAYS

NORTH DAYS

SOUTH DAYS NORTH EAST DAYS

EAST 2 3 2 3 4

WEST/ CENTRAL 3 2 2 2 4

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NORTH 2 2 2 3 4

SOUTH 3 2 3 2 4

NORTH EAST 4 4 4 4 2

13.0 SHIPMENT FROM BEL TO PORTBLAIR 85/- per Kg

14.0 SHIPMENT FROM ANY ZONE TO PORT BLAIR 85/- PER kg

15.0 SHIPMENT FROM PORTBLAIR TO BEL GHAZIABAD 85/- per kg

16.0 SHIPMENT FROM PORTBLAIR TO ANY ZONE 25/-per kg + As per air and surface rates matrix

17.0 FUEL ESCALATION CHARGES (AIR, IF ANY) as per AITA Norms

ANNEXURE A2

ZONES

WESTERN SECTORS : MAHARASHTRA ,GUJARAT, M P , DAMAN & GOA

SOUTHERN SECTORS : T.N. , KERALA, A.P. , PONDICHERY, KARNATAKA

EASTERN SECTORS : BIHAR,JHARKHAND,WEST BANGAL,ORISSA, CHATTISGARH.

NORTHERN SECTORS : DELHI, HP, PUNJAB,RAJASTHAN,HARYANA, UP, UTTRANCHAL , J&K.

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NORTH EAST SECTORS. : ASSAM, MIZORAM, NAGALAND, MANIPUR, TRIPURA, ARUNACHAL PRADESH, SIKKIM.

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NAME OF WORK : THE TRANSPORTATION OF THE MATERIAL FROM M/S BHARAT ELECTRONICS LIMITED ,GHAZIABAD TO THE VARIOUS SPECIFIED STATIONS WITHIN INDIA AND VICE VERSA AND ALSO TO CARRY OUT THE SAME SERVICES AT VARIOUS PLACE S TO OTHER UNITS OF THE BEL LOCATED AT VARIOUS PLACES IN THE COUNTRY .

ANNEXURE –A3

A: RATE FOR PLAIN AREAS

DISTANCE IN KMS (FROM NEAREST LOCATION)

UPTO 100 KG 101 AND ABOVE KG

UPTO 225 KMS 3000 6000

226 KMS TO 350 KMS 5000 7000

351 & ABOVE 8000 10000

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KMS

B: RATES FOR HILL AREAS – J&K , NORTH EAST , UTTRANCHAL & HIMACHAL PRADESH

DISTANCE IN KMS (FROM NEAREST LOCATION)

UPTO 100 KG 101 AND ABOVE KG

UPTO 40 KMS 1500 2000

41 KMS TO 100 KMS 2500 3500

101 & ABOVE KMS 5000 7000

C: OVER DIMENSION /WEIGHT SHIPMENT

(i) Surface Shipment

Any shipment (single box ) above L-10ft or B-5ft or H-6ft or weight 200kg and up L-15 ft or B-6ft or H-6ft or weight 2000kgs shall be considered ODC

Rates (Extra Handling charges) will be as For 201-500 KGS = Rs-------------------------800/--------- For 501-2000KGS.= Rs-------------------------2000/----------

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- For Surface if any single box measures more than L-15ft or B-6 ft or H-6ft or weight 2000Kgs than surface shipment will be higher 30-% of basic rates.

(ii) Air Shipment:

- Air shipment size : L- 210 Cms or B-95 Cms or H-95Cms or Weight 75 Kgs.

- Above this L/B/H & Weight shipment shall be considered ODC Air shipment

ODC Air shipment extra charges As per Actual Rates charges by BD %of basic rates

(D) EXPRESS DELIVERY CHARGES:

In these conditions, the service provider has to ensure the delivery of consignment within committed date, at the time of booking of consignment . The maximum delivery time shall be three days , excluding delivery for North East & J&K, where the maximum delivery time be –2-3--- days.

For express delivery of consignments extra charges 20 % of normal Charges In case of failure to execute express delivery, the payment will be made at 50%of normal charges.

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invitation to tender bel

Documents

proper handling

bharat electronics

bharat nagar

cargo agent

maximum delivery

bharat electronics

north east

transit risks