no.25-3/2012-admn., dated 20.11.2012 coastal aquaculture...
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No.25-3/2012-Admn., Dated 20.11.2012
COASTAL AQUACULTURE AUTHORITY
Government of India
Ministry of Agriculture
2nd
Floor, Shastri Bhavan Annexe
Chennai 600 006
-----
Tele fax: 044 - 2821 6552 /044 - 2821 3785
E mail: [email protected]
NOTICE INVITING TENDER
1 Sealed tenders are invited from manufacturers/authorised dealers of laboratory
equipments of International/National standard in the prescribed tender form under
two-bid system for supply, erection and commissioning of laboratory equipments viz.
Gas Chromatography with Mass Spectometer and Head Space Sampler
in the Coastal Aquaculture Authority, Chennai. The tender details/documents may be
purchased by Cash/Demand Draft forms may be obtained from Coastal Aquaculture
Authority, 2nd Floor, Shastri Bhavan Annexe, Chennai- 600006 for Rs.500/- (Rupees
Five hundred only.) or downloaded from our website www.caa.gov.in. Those bidders
downloading Tender document from website should deposit tender document fee of
Rs.500/- in the form of Demand Draft in favour of Coastal Aquaculture Authority
payable at Chennai along with technical bid.
2 Selection will be on basis of fulfillment of the eligibility criteria.
3 The Sealed tenders with separate Technical and Financial bids duly filled in the
prescribed Proforma may be addressed to the Member Secretary, Coastal
Aquaculture Authority, 2nd Floor, Shastri Bhavan Annexe, Chennai-600006, so
as to reach him latest by 17.30 hours on 31st December, 2012. The tender may be sent
by post to the above mentioned address or dropped in the Tender Box placed at CAA
office by the stipulated date and time.
5. The Technical bids shall be opened on 01st January, 2013 at 11.00 hours in the
Coastal Aquaculture Authority, 2nd Floor, Shastri Bhavan Annexe, Chennai-600 006,
in the presence of such tenderers or their authorized representatives who may wish to
be present.
6 The tenderers whose Technical bids are accepted will be informed about the date of
the opening financial bid.
7. Bids received after the closing date and time shall not be considered.
MEMBER SECRETARY
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Cost of Tender Document: Rs.500/-
Government of India
Ministry of Agriculture
COASTAL AQUACULTURE AUTHORITY
2nd
Floor, Shastri Bhavan Annexe
Chennai - 600 006
TENDER DOCUMENT
Supply and Installation of Equipment etc for establishment of water quality monitoring
laboratory at Coastal Aquaculture Authority
Sl.
No
Details
Date and Time
1 Date of issue of Tender Document
21.11.2012
2 Last Date and time for submission of Tender
Document
From 9.00 to 17.30 hours in all
working days till 31.12.2012
3 Date and time for opening of Technical Bids
11.00 hours on 01.01.2013
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CONTENTS OF TENDER DOCUMENT
Sl.
No
Description of contents
Page
Number
1 Notice inviting tender
1
2 Eligibility Criteria
4
3
Instructions to Bidders 5 to 9
4 Specification of equipment 10
5 Technical Bid Form A
11-13
6 Financial Bid Form B
14
7 Terms and Conditions
15 to 21
8 Manufacturers Authorization Form (MAF)
22
9 Declaration Form
23
10 Letter of authorization for attending bid opening
24
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Eligibility Criteria
The bidder will be considered for selection, only if the following conditions are fulfilled:
(a) The bidder should convey his acceptance to all the terms and conditions laid down by
CAA.
(b) The declaration in the prescribed proforma and Manufacturer Authorisation Form in case
of foreign Suppler given in this tender document should be duly filled in, signed and
submitted along with the technical bid. The above declaration, along with a copy of the
terms and conditions, duly signed and sealed in each page, by the authorized signatory of
the agency in token of acceptance of the terms and conditions should be enclosed with
Technical bid.
(c) The letter of authorization to sign the bid shall be indicated by written power of Attorney
and power of attorney should be submitted and executed on the non-judicial stamp paper
of appropriate value as prevailing in the State of Tamil Nadu and the same be attested by
a notary public or registered before Sub-Registrar of the states(s) concerned.
(d) Vendor in such similar line of business and having adequate experience in such similar
product may only submit the bids.
(e) The Technical bid should be accompanied by an Earnest Money Deposit (EMD) @ 5 %
of quoted rate in the form of Demand draft in favour of “COASTAL AQUACULTURE
AUTHORITY, Chennai .It will not carry any interest and should remain valid for a period
of 6 months from the date of issue of the bid invitation.
(f) Colour picture catalogues/ brouchers etc of the item should be attached with the
Technical Bid
(g) The bids should be submitted in the two bid format, viz., separate bids – Technical and
Financial, as per proforma given in this tender document and should put in a third sealed
envelope super scribed “Tender for supply of laboratory equipments to CAA”
(h) The vendor should be the original manufacturer of the equipment or authorized
supplier/representative in India. An Authorization letter from the respective manufacturer
of the equipment to this effect should be furnished compulsory as enclosed, without
which bid will be rejected. The offer should be submitted by manufacturer or their
exclusive agent with certificate of exclusivity.
Documents to be enclosed with technical bid:
a. Detailed specification of the equipment and its accessories
b. Current authorization letter of dealership from the principal company
c. List of quoted equipment sold by you in government organizations with full
address
d. EMD, Copy of registration certificates under Sales-Tax, VAT, Service Tax,
Excise & Customs Duty, Sales Tax/Income Tax Clearance Certificate, and
PAN Card, duly attested by a Gazetted Officer
e. Onsite Comprehensive and onsite Non-comprehensive Maintenance Charges
for extended warranty period
f. List of end users and copy of purchase orders especially to government
organisations
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Instruction to Bidders
1. FORMAT AND SIGNING OF BID:
The bidder shall prepare one complete set of originals of Technical bid and Financial bid
placed in separate covers.
1.1 The bid shall be typed or printed and all pages numbered consecutively and shall be
signed by the bidder or a person duly authorised to bind the bidder the contract.
1.2 The over writing / erasures in the bid made by the bidder shall be signed by the person
signing the bid.
1.3. The letter of authorization shall be indicated by written power-of-attorney accompanying
the bid. All pages of the original bid, except for un-amended printed literatures shall be
signed by the person or persons signing the bid. The bids submitted shall be sealed
properly.
1.4. (i) The power of Attorney should be submitted and executed on the non- judicial stamp
paper of appropriate value as prevailing in the concerned State and the same be
attested by a notary public or registered before Sub-Registrar of the states(s)
concerned.
(ii) The power Attorney be executed by a person who has been authorized by the Board
of Directors of the bidder in this regard, on behalf of the Company/Institution
/Body corporate.
(iii) In case of the bidder being a firm, the said power of Attorney should be executed
by all the partner(s) in favour of the said Attorney.
2. SUBMISSION OF BID:
THE COVER CONTAINING THE BIDS SHOULD BE SEALED WITH WAX.
The bids should be submitted in two covers. The first cover super scribed as “Technical Bid”
shall contain documents establishing bidders’ eligibility and bid security. The second cover
superscribed as “Financial Bid” shall contain the rates quoted by the contractor for each item
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shown in the schedule of requirement as per Section –V. Both the covers of “Technical bid”
and “Financial bid” should be sealed separately by the personal seal of the bidder.
Bid should be submitted duly sealed and addressed to The Member Secretary, Coastal
Aquaculture Authority, Second Floor, Shastri Bhawan Annexe, 26, Haddows Road,
Chennai – 600 006 on or before 17.00 hours of 31.12.2012 and should be dropped in
Tender Box kept in CAA.
Any Bid received after the deadline for submission of Bids shall be rejected and CAA is not
responsible for any Postal / Courier delay.
3. BID OPENING:
CAA shall open Technical Bid cover containing documents details in the presence of bidders
or their authorised representative who wish to be present at the time of opening of bids on
due date. Authorization letter to this effect shall be submitted by the bidder before they are
allowed to participate in bid opening. After scrutiny of the Technical Bid for its satisfactory
specification, the CAA will short list those who are eligible and the date of opening of
Financial Bid will be intimated later on. The Financial Bid will be opened only in those cases
who fulfils the eligibility conditions & furnish all documents as given in Technical Bid.
4. EVALUATION :
4.1 CAA shall evaluate the bids to determine whether they are complete, whether any
computational errors have been made whether documents have been properly signed and
whether bids are generally in order.
4.2 If there is a discrepancy between words and figures, the amount in words shall prevail and
be valid. Prior to detailed evaluation, CAA will determine the substantial responsiveness of
each bid to the bid document. A substantially responsive bid is one, which confirms to all the
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terms and conditions of bid documents without material deviation. A bid determined as
substantially non-responsive will be rejected by CAA.
4.3 CAA shall evaluate in detail and compare the substantially responsive bids and
comparison of bids shall be on the price of the services offered inclusive of all levies and
charges as indicated in the price schedule of the bid document.
4.4 Offer will be awarded to the agency whose offers have been found technically,
commercially and financially acceptable.
5. AWARD OF CONTRACT:
CAA shall consider placement of letter of intent to those bidders whose offers have been
found technically, commercially and financially acceptable. The bidder shall within 2 weeks
of issue of letter of intent, give his acceptance along with performance security.
6. SIGNING OF CONTRACT:
6.1 Signing of Agreement shall constitute the award of contract on the bidder.
6.2 Upon the successful bidder furnishing the Performance Security, the CAA shall discharge
its bid security in pursuant to clause 11.
7. ANNULMENT OF AWARD:
Failure of the successful bidder to comply shall constitute sufficient ground for the annulment
of the award and forfeiture of the bid security in which event CAA may make the award to
any other bidder at the discretion of CAA or call for new bids.
8. PERIOD OF VALIDITY OF BIDS:
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(i) The bid shall remain valid for 180 days after the date of opening of bids. A bid valid for a
shorter period shall be rejected by CAA as non-responsive.
(ii) A bidder accepting the request of CAA for an extension to the period of bid validity, in
exceptional circumstances, will not be permitted to modify his bid.
9. FORCE MAJEURE
9.1 If any time, during the continuance of this contract, the performance in whole or in part by
either party of any obligation under this contract is prevented or delayed by reason of any
war, or hostility, acts of the public enemy, civil commotion, sabotage, fires, floods,
explosions, epidemics, quarantine restrictions, strikes, lockouts or act of God (Hereinafter
referred to as events) provided notice of happenings, of any such eventuality is given by
either party to the other within 21 days from the date of occurrence thereof, neither party
shall be reason of such events be entitled to terminate this contract nor shall either party have
any claim for damages against the other in respect of such performance or delay in
performance under the contract shall be resumed as soon as practicable after such an event
may come to an end or cease to exit, and the decision of CAA as to whether the supplies have
been so resumed or not shall be final and conclusive, provided further that if the performance
in whole or part of any obligation under this contract is prevented or delayed by reason of any
such event for a period exceeding 60 days either party may, at his option terminate the
contract.
10. ARBITRATION:
10.1 In the event of any question, dispute or difference arising under the agreement or in
connection there with (except as to matter the decision to which is specifically provided
under this agreement), the same shall be referred to sole arbitration of Member Secretary,
CAA or any other person appointed by him. In case his designation is changed or his office is
abolished then in such case to the sole arbitration of the officer for the time being entrusted
whether in addition to the function of the Member Secretary or by whatever designation such
officers may be called (Hereinafter referred to as the said officer). In the event of such
Arbitrator to whom the matter is originally referred to vacates his office on resignation or
otherwise or refuse to do work or neglecting his work or being unable to act as Arbitrator for
any reasons whatsoever, the CAA, shall appoint another person to act as Arbitrator in the
place of outgoing Arbitrator and the person so appointed shall be entitled to proceed further
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with the reference from the stage at which it was left by the predecessor and that the award of
the arbitrator shall be final and binding on both the parties. Contractor will have no objection
in any such appointment that arbitrator so appointed is an employee of CAA or a Government
servant or that he has to deal with the matter to which the agreement relates or that in the
course of his duties as a CAA employee he has expressed his views on all or any of the
matters in dispute. The adjudication of such Arbitrator shall be governed by the provisions of
the Arbitrator and Conciliation Act 1996, or any statutory or re-enactment of or any rules
made thereof.
10.2 The venue of the arbitration proceedings shall be office of CAA, Chennai or such other place
as the arbitrator may decide.
10.3 The Arbitrator may from time to time with the consent of both the parties enlarge the time
frame for making and publishing the award. Subject to aforesaid arbitration and conciliation
Act 1996 and the rules made there under, any modification thereof for the time being in force
shall be deemed to apply to the arbitration proceeding under this clause.
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Specifications for Gas chromatograph with Mass spectrometer and
Headspace sampler
General:
The complete system should be supplied & supported by one vendor.
Guarantee for 10 years of support from the date of installation to be provided.
Training for instrument operations, method development and application to be
provided.
Columns, calibration standards & consumables for 3 years operation to be included
mentioning the list of items.
DB-5 , DB-624 , DB-1 , DB-WAX , DB-35 or equivalent capillary columns to be
quoted.
The complete system should have 3 years comprehensive warranty.
Gas chromatograph:
The GC should have 2 split / split less inlets and one Flame ionization detector. Oven
should have maximum ramps.
All gas flows has to be electronic control & settable from software.
Inlet should have optimum pressure accuracy & higher split flow range. Should be
capable to suit for all the dimensions of capillary columns.
FID should have best possible linear dynamic range & superior detection limits.
Auto Injector/sampler with minimum 15 vials capacity.
Mass spectrometer:
Should have both EI & CI modes of ionization with dual filaments for EI.
Mass range:
10 -1000.
Ionisation source & quadrapole should have facility to protect against any possible
contamination.
NIST 2011 library to be included.
The detector shall have capability to dis-associate neutral while detecting the ions.
Headspace sampler:
Pressure compensation or any equivalent technique.
Minimum 10 vials capacity.
Accessories:
All required Gas cylinders with regulators to be included.
10 KVA UPS with minimum 30 mts Backup.
Gas filter panel.
Branded Pc with LaserJet printer.
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TECHNICAL BID FORM (A)
1. Name of Bidding Firm
2 Full Address
(a) Telephone & Fax No.
E-Mail ID
3. Details of Earnest Money Deposit : (EMD)@ 5% of quoted rate
(a) D.D. / P.O. No. & Date
(b) Drawn on Bank
Branch
Address
(c) Valid upto
4. Give details of works awarded to the bidder by Government Departments /
Ministries during the last three years, as on 31.03.2012, in the following format:
Please attach copies of the works contracts.
Details of Departments /
Ministries along with
name, designation, address,
telephone and FAX
numbers of the concerned
Officer.
Items
supplied
Date of
Supply
Value of Contract
(Rs.)
A
B
C
6. Time required for supply /
installation / integration,
etc. of the items
7. Additional information, if
any
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(If the space provided in the above sheet is insufficient, the Technical Bid can be prepared on
any sheet, using the same format).
Signature of Owner/Managing Partner/Director
Date: Name:
Place: Company’s Seal :
Technical bid
The technical bid should also include the product literature, manual and a short description of
the product proposed to be supplied. Original Catalogue must be provided. All technical
specifications should be printed on the catalogue. Separate sheet will not be acceptable. List
of users is to be provided. Compliance statement is to be provided.
The bids received from vendors who do not have adequate experience in executing such similar product would be rejected and the Coastal Aquaculture Authority would offer no explanation. The Coastal Aquaculture Authority also reserves the right to request for proof of experience from vendors submitting the bids, in case it is required.
The bidders are required to adhere to tendering norms and no undue explanation, request for
change in due date of bid submission, etc. will be offered by the Coastal Aquaculture
Authority. Any request of any kind from the bidder before the bid submission due date
must be forwarded to the undersigned in writing. The Coastal Aquaculture Authority
(CAA) reserves the right to accept or reject the bidder’s request without offering any
explanation or reason for the acceptance or rejection. However, in case of any
change/amendment in the tender content, all bidders participating in the tendering process
would be informed in writing and sufficient time would be provided to adhere to such
change/amendment.
Technical and commercial bids should be submitted duly signed and stamped by the vendor’s
authorized signatory on or before 17.00 hours on 31st December, 2012. The bids should
be submitted in separate sealed envelopes clearly super scribing on the envelope “Technical
Bid for “Tender for supply of laboratory equipments to CAA as per Tender No:25-3/2012-
Admn, dated 20.11.2012” and “Commercial Bid for “Tender for supply of laboratory
equipments to CAA as per Tender No 25-3/2012-Admn. dated 20.11.2012” and address it
to Member Secretary, Coastal Aquaculture Authority, 2nd Floor, Shastri Bhavan
Annexe, Chennai - 600006, The tender may be sent by post to the above mentioned address
or dropped in the Tender Box placed at Coastal Aquaculture Authority office by the
stipulated date and time.
The Technical bid shall be opened at 11.00 hours on 01.01.2013 in the presence of the
authorized representatives of the Firms, who wish to be present at that time. The bidder
who’s Technical Bids is accepted will be informed about the date of the opening financial bid
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FINANCIAL BID FORM (B)
(If the space provided in the above sheet is sufficient, the Financial Bid can be prepared on
any sheet, using the same format.)
Signatures ----------------------------
Name in bold capitals ----------------------------
Name of the Bidding Firm ----------------------------
Company’s Seal: ----------------------------
Date: ----------------------------
Financial bid
Taxes if any should be explicitly stated in the Commercial Bid along with the delivery
schedule.
The bidders are required to submit the Commercial Bid strictly in the format specified above.
Commercial Bid received in any other format or without proper inputs will not be evaluated.
Sl.
No.
Particulars Size / specification Qty. Unit rate
(Rs.)
Total Rates
(Rs.)
1. Gas Chromatography with Mass
Spectometer and Head Space
Sampler
2. VAT / Service tax, etc. (please
indicate details of applicable
taxes)
3. Transportation & Delivery
Charges if any
4. Total:
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Terms and Conditions: -
Pricing & Negotiation:
1. The prices as quoted in the commercial bids would be considered as the final prices for evaluation. However, the Coastal Aquaculture Authority can further negotiate with the selected bidder for downward revision in the prices. In any case, upward revision in the price from what is quoted in the commercial bid will not be allowed.
Submission of Bids documents:
2. The technical and commercial bids submitted by the bidder must be in strict accordance with the formats stated in the tender document. In case the bids do not match the Coastal Aquaculture Authority’s standards, they may be rejected without any explanation for the same to the vendor.
3. The technical bid should strictly not carry any commercial information otherwise the
bids from the vendor would be summarily rejected. Colour picture catalogues/ brouchers/
pamphlets of the item should be attached with the Technical Bid.
4. After the submission of bids, no change in the content of the bid would be allowed. However the Coastal Aquaculture Authority at its discretion may request the bidder to provide additional inputs if required. In case of the bidder not being able to submit the additional input in writing on or before the date specified by the Coastal Aquaculture Authority, the bid received from the bidder would be rejected and no explanation would be offered to the bidder for the rejection.
5. The bids should strictly be submitted on or before the due date. No change in the due
date & time of submission of the bid will be allowed. Any bidder requesting to do so
will not be allowed to participate in the bidding process. Bids received after the specified
date and time for receipt of bids would not be entertained. Any enquiry after submission
of bids will not be entertained.
6. All entries in the tender forms should be legible and filled clearly. Any cutting in the Bid
Application must be signed by the authorized signatory. Tender incomplete in any form
are liable to be rejected outright. Conditional or incomplete bids will be rejected outright.
7. The declaration in the prescribed proforma given in the tender document should be
submitted along with the technical bid and should be put in the same envelope containing
the technical bid.
8. The tenderers shall submit the offer with in original copy of the tender documents duly
signed on each page. Item-wise rates indicating units can be offered on letter-head of the
firm.
Warranty & Guaranty:
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9. Bidder is required to provide onsite comprehensive warranty for a period of 3 years from the date of acceptance of the product by the Coastal Aquaculture Authority.
10. Warranty/Guarantee/after sales service should be properly given by the bidder.
11. Any defective/ unsatisfactory / inferior/ unsized stores should be replaced with a new one
at free of cost by the bidder. Coastal Aquaculture Authority has the right to reject any
received consignment in the case of defective/non qualitative/non as per
specification/non-satisfaction without any compensation.
12. Selected bidder is fully responsible even in the case of changes in the ownership of
firm/companies for the execution of contract until its tenure.
13. Selected bidder has to ensure availability of spare parts and service maintenance for at least ten years, on payment of cost, if applicable.
14. The tender shall specify after sales service facilities within the Guaranty/Warranty period. The warranty period will be extended for the period of the Instruments remain out of order during warranty period.
15. The period of standard warranty should be mentioned clearly with the price of the equipment. In addition to this, CMC charges for extended warranty period after the expiry if standard warranty period should be quoted separately.
16. The CAA may at his option, remove such defective materials at the seller’s expense in which event the seller shall, without any cost to the CAA and as promptly as possible, furnish and install proper materials, repaired or replaced materials shall be similarly guaranteed for a period of not less than 30 (thirty) months from the date of shipment.
17. In the event that the materials supplied do not meet the specifications and are not in accordance with the drawings, data sheets or the terms of this order, rectifications is required at site, the CAA shall notify to the seller giving full details of differences. The seller shall attend the site, within seven days of receipt of such notice to meet and agree with representative of the CAA the action required to correct the deficiency.
18. If the seller fails to attend meeting at site within the time prescribed above, the CAA shall immediately get the same rectified the work/materials and seller shall reimburse the CAA all costs and expenses incurred by the CAA in removing such trouble or defect.
Freight & Insurance
19. The freight and insurance of the equipments would have to be borne by the supplier till the equipments have been satisfactorily installed, commissioned and integrated at the Coastal Aquaculture Authority and the issue of acceptance certificate by the Coastal Aquaculture Authority is issued to that effect. Transshipment is permitted. Part shipment is not permitted.
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Payment:
20. By 100% irrevocable and confirmed letter of credit (LC) in case of abroad suppliers. In case of Indian supplier bill will be paid within twenty working days, only after successful supply & Instalation of Equipment for which the supplier should give full particulars of Banker including their IFSC/RTG code number.
a. Octroi/Entry Taxes will be paid at actuals on submission of original Octroi/Entry Tax receipts and an invoice towards such claim.
Taxes:
21. All payments will be released based on submission of separate invoices. The
bidder/vendor is required to quote VAT/ CST/ GST / Service Tax Registration Number
on the invoice submitted for payment. Without such information, no payment will be
released. PAN Number and or other tax registration numbers should be printed on the
bills raised by the successful bidder. Sales tax and other taxes, if any, may be claimed as
applicable and as per existing rule.
Supply:
22. The interim consignee will be M/s. Balmer Lawrie & Co Ltd., 628, Anna Salai,
Teynampet, Chennai – 600 018 (Dist), Tamil Nadu (State), India.
23. The supply of equipments should be done within thirty days from the date of purchase
order. The successful bidder will have to supply, install, test and commission the
equipments within 30 days from the date of placing the order at the place of ultimate
consignee, that is, Coastal Aquaculture Authority, Technical Section, 2nd
Floor, Radha
Mandram, No-52,EVK Sampath Salai, Vepery Chennai,600007. Contractor is fully
responsible from manufacturing to delivery of the consignment at the place of ultimate
consignee. Installation should be at free of cost by the selected bidder. Address of the
consignee for all correspondence is Member Secretary, Coastal Aquaculture Authority,
2nd Floor, Shastri Bhavan Annexe, Chennai-600 006 (Dist), Tamil Nadu (State), India.
24. In case of any manufacturing defect or damage during transit/Installation, the item /
component should be replaced with a new set, without any extra charges for the same.
25. Eligibility criteria for goods indicating any legal restrictions or conditions about the origin
of goods etc…, which may be required to be met by the successful bidder.
26. The bidder should indicate the time required for delivery / installation / integration of the
items.
27. Materials/ goods or parts should be tested by Regional Testing Laboratories in India/ by
any testing governmental laboratories in case of foreign countries, if possible, in respect
of quality.
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28. For propriety items, certificate to the effect that no other party is authorized to
manufacture and sell them or they are the sole selling agents may be furnished.
29. Contractor is solely responsible for supplying the qualitative and inspected consignment
as per the standards of BIS/ISBN/ISO etc., stores shall be entirely new, best quality,
currently manufactured and brand new.
30. Consignment should be securely and properly packed to withstand transport. Supplier is
fully responsible until the delivery of consignment to this office against from any loss/
damage/ leakage/ breakage/ shrinkage/ perishable/ evaporation/ deterioration. If
necessary, supplier should insure the consignment.
31. The details of supply order, addresses of interim consignee and ultimate consignee should
be shown on the cartoon.
32. The tenderer shall submit the pre-requisite information like civil works/Electrical details
etc. within 2 weeks from the date of receipt of order or establishment of letter of credit as
the case may be.
33. The manufacturer or their Indian representative will ensure a proper after sales service as
per our requirement from time to time, against the guarantee/warrantee clause as per the
terms and conditions agreed under negotiations would be provided at Authority without
fail. Any negligence on this account shall be the sole responsibility of foreign vendor and
the liability for compensation will be fixed up by the CAA, Chennai. A Comprehensive
offer of same for 5 years would be finalized before placement of order either on
comprehensive or semi/non-comprehensive basis (with or without
spare/consumables/Accessories including labour charges) by the CAA to the tune of 95%
uptime of equipment that AMC will be effective after expiry of warranty period.
Penalty for Delay:
34. For any delay in installation and commissioning of the equipments beyond the specified
period, Coastal Aquaculture Authority may charge penalty @ 0.5% of the order per week
or part thereof, subject to a maximum of 6%. In case, the amount equal to 6% of the order
value is deductible as penalty and the supplier is still unable to complete successful
Installation, the Coastal Aquaculture Authority reserves the right to cancel the order and
no payment will be made to the supplier.
Order Cancellation:
35. Coastal Aquaculture Authority reserves its right to cancel the order in the event of one or
more of the following situations:
a. Delay in delivery beyond the specified period.
b. Delay in installation beyond 04 weeks from the date of Purchase Order.
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36. Upon receipt of the said cancellation notice, the vender shall discontinue all works of the
purchase order and matters connected with it on its cost. CAA will not pay any amount for
any reason.
Repeated problems
37. If during the warranty period, any system as a whole or any subsystem has any failure on
two or more occasions in a period of 3 months, it shall be replaced by equivalent new
equipment or any alternative steps are to be taken which would serve the purpose to the
Coastal Aquaculture Authority.
Invoicing:
38. Any item additional to what is stated in the bill of material may be quoted as optional
item in the commercial bid. After completion of the contractual obligations, including
supply / installation / integration and commissioning of the items, the successful bidder
shall raise the bills, in triplicate.
39. Bill of Lading, Challans, Packing notes, Bill of Exchange etc., must be submitted to the
consignee sufficiently in advance of the actual arrival of stores at destination failing
which the contactor will be held responsible for any demurrage be incurred owing to
delay on the part of contractor and the amount of such charges will be deducted from bill.
40. The following negotiable documents one set each shall be forwarded to INDIAN
OVERSEAS BANK, PRINCE TOWERS, NO.53, COLLEGE ROAD,
NUNGAMBAKKAM, CHENNAI – 600 006 (DIST), TAMIL NADU (STATE), INDIA
as well to the interim consignee as detailed above.
i. Invoice with split up value of each item
ii. Air way bill addressed to the Banker at specified address above
iii. Certificate of origin
iv. Packing list
v. Pre-inspection certificate – by end user.37
41. The tenderer shall also confirm the Installation, Commissioning, Demonstration and
Training to the concerned of this Authority.
42. Order price shall remain firm and will not be allowed to revise for any reason whatsoever.
43. For indigenous goods the price should be on F.O.B basis inclusive of all levies and duties
wherever applicable which should be indicated clearly.
44. The rates of sales tax should be clearly indicated wherever chargeable. The CAA is not
eligible to issue neither ‘C’ nor ‘D’ Form.
45. Prices will be quoted on F.O.B as well as estimated CIP Chennai basis for imported
goods. No commission will be payable by CAA to the Indian Agency. The CAA
reserves the right to get their goods air-freighted/Sea freighted & air insured/marine
insured up to site.
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Legal aspects:
46. The decision of Coastal Aquaculture Authority is final.
47. The Member Secretary Reserves right to withdraw/relax any of the terms and condition
mentioned above so as to overcome any problem that may arise at a later stage.
48. The Member Secretary, reserves full authority to cancel, rejects, any / all offers, without
giving any reason. In this regard, no compensation will be given. The decision of
Member Secretary shall be final in this regard.
49. For all disputes, Jurisdiction is Chennai (Dist), Tamil Nadu (state), India only.
50. The tender submitting his tender would be deemed to have considered and accepted all
the terms and conditions. No Enquires, verbal or written shall be entertained in respect of
acceptance or rejection of the tender.
51. In the case of placement of purchase Order, the vendor (the tenders whose tender is
accepted) shall have to confirm the purchase order within 15 days from the date of the
dispatch of purchase order otherwise it will be deemed that offer is acceptable to the firm.
Notwithstanding any other provision, the terms & conditions and any other items given in
the Purchase order will be treated as binding with “Errors & omission Expected” basis.
However, if the supplier notices any mistake in the contentions of the order, he must
bring the same to the notice of the CAA and seek clarifications. Supplier will have to
bear the responsibility for failure to take this action.
52. The offer of the tenders shall remain valid for a period of 180 days from the date of
opening of the tender.
53. All goods or materials shall be supplied by the tenderers whose tender is accepted, strictly
in accordance with the specifications, drawings, data sheets, other attachments and
conditions stated any alterations of those conditions shall not be made without the consent
of the Authority in writing which must be obtained before any work against the order is
commenced. All material furnished by the seller pursuant to this order (irrespective of
whether engineering, design data or other information has been furnished, reviewed or
approved by the Authority) will be guaranteed to the best quality of their respective kind
(unless otherwise specifically authorized in writing by the Authority) workmanship and
materials, and to be of sufficient size and capacity and of proper materials so as to fulfill
in all respects with all operating conditions, If any, specified in this order.
54. Tenders hereby agree to all terms and conditions stipulated in N.I.T. and undertake to
sign the rate Contract or Supply order within the given days from the date of order failing
which Security shall be liable to forfeit.
Earnest Money Deposit & Security Deposit:
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55. The Technical bid should be accompanied by an Earnest Money Deposit (EMD) @ 5% of
quoted rate in the form of Demand Draft/Pay order from a commercial bank drawn in
favour of “COASTAL AQUALCULTURE AUTHORITY, payable at Chennai. The
EMD should be valid for a period of 6 months from the date of issue of the bid invitation.
In the absence of EMD, the tender shall be rejected summarily. The earnest money shall
be refunded to the unsuccessful bidders on or before the 30th
day after the award of
contract.
56. The EMD of the successful tenderer shall be retained as Performance Security Deposit.
The successful tenderer will deposit Performance Security 10% of value of the contract in
the form of a bank guaranty from a commercial bank in favour of “COASTAL
AQUALCULTURE AUTHORITY”, payable at Chennai till the period of completion of
all contractual obligation of the supplier including warranty period.
57. No bidder will be allowed to withdraw after submission of the bids; otherwise the EMD
submitted by the bidding firm would stand forfeited.
58. In case the successful bidder declines the offer of contract, for whatsoever reason(s), the
EMD submitted by the successful bidder would stand forfeited. In case the successful
bidder fails to render the required services, this office will have full authority to cancel
the order and forfeit the performance security. In case of breach of any terms and
conditions attached to this contract, the Performance Security Deposit of the agency will
be liable to be forfeited by CAA besides annulment of the contract.
59. In case the successful bidder fails to supply /Install the item(s), within the time as
specified in the bid form, this office will have full authority to cancel the order and forfeit
the performance surety amount.
60. In case of breach of any terms and conditions attached to this contract, the Performance
Surety Amount of the agency will be liable to be forfeited by this office besides
annulment of the contract.
61. EMD and Performance Security Deposit will not carry any interest amount for the period
retained by Coastal Aquaculture Authority.
62. In the case of not honouring the supply order, CAA will have the right to impose penalty
as deemed fir to resort to make purchase at the suppliers cost and risk may forfeit his
security to make purchase at the suppliers cost and risk.
In case the vendor requires any further information/clarification, they may contact the undersigned in writing on or before the submission due date & time.
Member Secretary
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Annexure II
MANUFACTURER’S AUTHORISATION FORM (MAF)
No.__________ dated ____________
To
__________________
__________________
___________________
We ___________________ who are established and reputable manufactures of
__________________________ having offices at ______________ and ________ do hereby
authorize M/S___________________(Name and address of Agent/Dealer) to offer their
quotation, negotiate and conclude the contract with you against the above invitation for
tender offer.
We hereby extend our full guarantee and warranty as per the terms and conditions of the
tender and the contract for the equipment and services offered against this invitation for
tender offer by the above firm.
Yours faithfully,
(Name) for and on behalf of M/s__________
(Name of manufacturers)
Note: This letter of authority should be on the letterhead of the manufacturing concern and
should be signed by a competent person of the manufacturer.
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DECLARATION FORM
1. I, __________________________________Son / Daughter of
2. Shri________________________________________ Proprietor / Partner / Director /
Authorized Signatory of M/s __________________________________ competent to
sign this declaration and execute this tender document;
2. I have carefully read and understood all the terms and conditions of the tender and are
fully acceptable to me;
3. The information / documents furnished along with the above application are true and
authentic to the best of my knowledge and belief. I / we, am / are well aware of the fact that
furnishing of any false information / fabricated document would lead to rejection of my
tender at any stage besides liabilities towards prosecution under appropriate law.
Signature of authorized person
Date: Full Name:
Place: Company’s Seal:
N.B.: 1. The above declaration, along with a copy of the terms and conditions, duly
signed and sealed in each page, by the authorized signatory of the agency in
token of acceptance of the terms and conditions should be enclosed with
Technical bid.
2. The Declaration can be made on Company letterhead using the same format.
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LETTER OF AUTHORISATION FOR ATTENDING BID OPENING
(To reach on __________ or before date of bid opening)
To,
The Member Secretary
Coastal Aquaculture Authority,
2nd
floor, Shastri Bhawan Annexe,
26, Haddows Road,
Nungambakkam,
Chennai – 600 006.
Subject: Authorization for attending bid opening on _ __ __ _____(date) in the Tender
of_____ _______ _____ ______ _____ _____ ______ ___ ____ ___
Dear Sir,
Following person is hereby authorized to attend the bid opening for the tender mentioned
above on behalf of ___________________________________ (Bidder).
Name Specimen Signature
I.
Alternate Representative
Name Specimen Signature
I.
Signature of Bidder
Or
Officer authorized to sign the bid
Documents on behalf of the bidder
NOTE:
1. Maximum of one representative will be permitted to attend bid opening. Alternate
representative will be permitted when regular representatives are not able to attend.
2. Permission for entry to the hall where bids are opened may be refused in case authorisation
as prescribed above is not received.