request for quotations (rfq)...bangalore. 3.1 the bid security should form part of the quotations...

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Request for Quotations (RFQ)

एयर कंडीशनर्स की आपूर्ति व उनकी स्थापना के लिए लनलवदा आमतं्रण

र्ूचना

Request for Quotations for supply and installation of Air Conditioners

Supply and Installation of Air Conditioners for NABARD

a) RFQ Ref.No. : NB.KA.RO / /Premises/Purchase of AC /17-18

b) Date of RFQ : 18/09/2017

c) Time and Last Date for Submission of Bids : 04 October 2017 up to 3.30 pm

d) Bid Security Value (EMD) : Rs. 18000/-

e) Time and Date of opening of Bids : 04 October 2017 at 4.30 pm

(This document contains 12 pages including the Title Page & Table of Content)

NABARD

National Bank for Agriculture and Rural Development (NABARD) invites sealed

quotations for supply & installations of 26 Air Conditioners , to be delivered at 22 District

HQ & Visiting Officers’Flat at Raheja Park, Magadi Main Road, Bangalore, (Karnataka )

as per details furnished in Annexure B

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Table of Contents 1 . Introduction ..................................................................................................................................... 3

2 . Scope of work ................................................................................................................................... 3 3 . Bid Security ...................................................................................................................................... 3

4 . Term of execution of work ............................................................................................................... 3 5 . Delivery Condition ............................................................................................................................ 4 6 . Offer /Quotations............................................................................................................................. 4 7 . Offer Validity Period ......................................................................................................................... 4 8 . Documents required to be submitted............................................................................................. 5 9 . Erasures or Alterations .................................................................................................................... 5 10. Price Composition ............................................................................................................................ 5 11. No Price Variations .......................................................................................................................... 5 12. Evaluation process ........................................................................................................................... 5

13. No commitment to accept lowest or any tender………………………..………………………..6 14. Right to alter quantities ................................................................................................................... 6 15. Payment Terms ................................................................................................................................ 6 16. Order cancellation ........................................................................................................................... 6 17. Confidentiality .................................................................................................................................. 6 18. Force Majeure .................................................................................................................................. 6

19. Indeminity ………………………………………………………………………………………….6

20. Dispute Resolution ........................................................................................................................... 7

21. Limitation of Liability ……………………………………………………………………..……….8 22. Right to Accept/Reject the Offer ..................................................................................................... 8 Annexure – A (Acceptance of Terms and Conditions) ............................................................................ 9 Annexure – B to B1 (Technical details and Locations for installation of ACs) ................................ 10-11 Annexure – C (Commercial Offer)/Price Bid ......................................................................................... 12 Annexure – D (Configuration of Desktop Computers under Buyback) ................................................. 13 Annexure – E (Manufacturer’s Authorization Form [MAF]) 14 Annexure – F (Letter of Indemnity and Undertaking) ......................................................................... 1

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1. Introduction 1.1 National Bank for Agriculture and Rural Development, a body corporate established under

the NABARD Act, 1981 having its Regional Office at 46, “NABARD TOWER”, K G Road, Bengaluru-560009, intends to procure 26 Air Conditioners of approved brand from dealers in Karnataka as per detail specifications and other requirement as mentioned in Annexure-B, to be delivered and installed at 22 District Head Quarters in Karnataka and at Visiting Officers’ Flats, Raheja Park Apartments, Magadi Main Road,Bangalore-560 079.

2. Scope of work

The scope of the work would involve: Supply and installation of 26 Air Conditioners, detail specifications of which is given in Annexure-B.

3. Bid Security (EMD)

The vendor shall furnish a Bid Security in the form of a Demand Draft / Pay Order for an amount of Rs. 18,000/-(Rupees Eighteen thousand only) in favour of NABARD payable at Bangalore.

3.1 The bid security should form part of the quotations submitted by the vendor. Failure to

comply with this condition, viz., non-submission of Bid Security amount mentioned above shall result in summary rejection of the tender offer.

3.2 The bid security of unsuccessful vendors shall be returned within two weeks after the

successful completion of the Bid Process. NO INTEREST is payable on such amount. 3.3 The bid security of successful vendor will be returned only upon the vendor's completion of

indicated scope of work. NO INTEREST would be payable on this amount. 4.5. The bid security shall be forfeited:

i. If a vendor withdraws his offer during the period of validity of the bid.

ii. If the successful vendor fails to execute the project within the stipulated time schedule. 4.6 If the vendor fails to deliver all the products ordered within the stipulated time schedule or

by the date extended by NABARD, it will be a breach of contract. In such case, NABARD may foreclose the aforesaid security without any notice.

4. Term of execution of work 4.1 The vendor shall deliver and complete the installation of all the devices within four (4)

weeks from the date of acceptance of the Purchase Order. Time is of the essence of contract.

5. Delivery Condition 5.1 One Air Conditioner each to be delivered at 22 District Head Quarters and 04 Air

Conditioners at Visiting Officers’ Flats, Raheja Park Apartments, Magadi Main Road in Bangalore as per address given in Annexure-B. The agency will ensure proper installation of all the air conditioners as per NABARD instructions.

5.2 The vendor may prepare three sets of Installation reports for each air conditioner and get it countersigned by NABARD representative. One copy to be submitted to NABARD at the time of Installation, one copy to be submitted along with the bill and one to be retained by the vendor.

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5.3 The products will be accepted by NABARD only after the completion of installation and due signing of the installation reports. The vendor shall insure the products against any damage arising due to transportation and handling at both vendor location as well as delivery location.

6. Offer/quotations: 6.1 The offer/quotation must be submitted in sealed covers, giving full particulars, addressed to

the Chief General Manager, National Bank for Agriculture and Rural Development, 46, “Nabard Towers”, K G Road, Bangalore-560009 and should be superscripted with “Quotation” for purchase of 26 Air Conditioners for the year 2017-18.

6.2 This RFQ can be downloaded from our website https://www.nabard.org/Tenders.aspx.

The document will be available on the website, till date of submission.

6.3 The envelop super scribed with the name of the tender should be dropped in the tender box located in 4th floor, A-Wing of the NABARD Regional Office, 46, “NABARD TOWER”, K G Road, Bangalore-560009 by 4th October up to 3.30 pm.

6.4 It must be noted that unsealed tenders and / or tenders not accompanied by EMD shall be rejected.

6.5 The quotation shall not include any conditions whatsoever. In case any conditions are

included in the tender, the same shall be taken into consideration and the tender in such cases is liable to be rejected.

6.6 Complete details must be mentioned. Comments like “Yes”, “Complied”, “OK” may lead to

rejection of the offer. 6.7 The agency must be registered and complying with all statutory requirements. 6.8 The agency must be registered with GST authority and must have valid GST number.

7. Offer Validity Period

The offer should remain valid for a minimum period of 90 days from the last date of opening of the tenders. NABARD reserves the right to request the vendors for extension of offer validity.

8. Documents required to be submitted: The bid should comprise of the following;

i. Acceptance of Terms and Conditions (Refer Annexure – A). ii. Organisational profile.

iii. Photocopies of relevant documents / certificates as proof in support of various

information submitted in aforesaid annexures and other claims made by the vendor. These should be filed separately and properly indexed for easy reference. The vender should quote actual specification being offer in Annexure B.

iv. Applicable Bid security (Pl. refer Clause 3), in the form of a demand draft or pay order

favouring National Bank for Agriculture and Rural Development, payable at Bangalore.

v. Letter from the principal vendor certifying that the vendor is an Authorised

https://www.nabard.org/Tenders.aspx

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Reseller/Dealer.

9. Erasures or Alterations 9.1 Technical details and commercial quotes must be completely filled up and should be typed

neatly. Handwritten information will not be accepted. The corrections or alterations, if any should be authenticated. In the case of the corrections / alteration not properly authenticated, the offer will be liable for rejection.

10. Price Composition 10.1 The prices should be quoted only in Indian Rupees. 10.2 The prices should be inclusive of all taxes, duties, local levies, etc. 10.3 Unit Price as well as the total cost must be quoted in words and figures. In case of any discrepancy, unit price quoted in words will be considered for computation of total cost. 10.4 Estimated cost: Rs9.10 lakh, @Rs35000/per unit including GST/other charges (all inclusive)

11. No Price Variations

11.1 The commercial offer shall be on a fixed price basis. No upward revision in the prices

would be considered during the offer validity period.

12. Evaluation process 12.1 Only offers received on or before the stipulated date and time for responding to the RFQ will

be considered for evaluation. 12.2 Technical offers will be evaluated on the basis of compliance with technical specification,

other terms and conditions stipulated in the RFQ. Commercial offers of only those vendors, who qualify in the technical evaluation, would be considered.

12.3 NABARD reserves the right to reject any or all offers under any of the following

circumstances:- i. Bid security fee is not submitted ii. Offer is incomplete and / or not accompanied by all stipulated documents

iii. Offer is not in conformity with the terms and conditions stipulated in this document

and letter as per Annexure A is not submitted.

13. No commitment to accept lowest or any tender

13.1 NABARD shall be under no obligation to accept the lowest or any other offer received in response to this RFQ and shall be entitled to reject any or all offers without assigning any reason whatsoever.

14. Right to alter quantities 14.1 NABARD will be free to either reduce or increase the quantity to be purchased on the same

terms and conditions. NABARD reserves the right to alter quantities. 14.2 NABARD also reserves the right to place further / repeat order at the special rates offered.

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15. Payment Terms

i. No payment will be made in advance.

ii. The payment would be released on successful delivery and installation of the products against submission of Bill Invoice, delivery Challan and Installation reports.

iii. The EMD will be released upon completion of order in all respect including delivery & installations at all locations as per the order, supply and registration of manufacturer warranty for Air Conditioners supplied.

iv. All payments will be made electronically. The vendor must submit complete bank details i.e. account name, number bank and branch name, IFSC code of the branch along with the invoice. A copy of the PAN card of the agency should also be submitted.

16. Order Cancellation

16.1 If the vendor fails to deliver all the products ordered within the stipulated time schedule or by the date extended by NABARD, it will be a breach of contract. In such case, NABARD reserves the right to cancel the order without assigning any reason therefor and may foreclose bid security amount without any notice.

17. Confidentiality

17.1 Any publicity by the vendor in which the name of NABARD is to be used should be done only

with the explicit written permission of NABARD. The vendor should not disclose the

technical / commercials offered to NABARD and also the terms & conditions to any other

third party without prior written permission of NABARD.

18. Force Majeure 18.1 In case either party is prevented from performing any of its obligations due to any cause

beyond its control, including but not limited to act of God, fire, flood, explosion, war, action or request of governmental authority, systemic breakdown, failure of electricity supply, accident and labour trouble, the time for performance shall be extended until the operation or such cause has ceased, provided the party affected gives prompt notice to the other party of any such factors or inability to perform and resume performance as soon as such factors disappear or are circumvented. Decision of NABARD in this regard shall be final and shall not be questioned in arbitration or other legal proceedings.

19. Indemnity 19.1 The vendor shall indemnify NABARD against all claims in respect of patent rights, design,

trademarks of name or other protected rights in respect of the required licenses and from against all claims, demands proceedings, damages, costs, charges and expenses whatsoever in respect thereof or in relation thereto. The vendor shall defend all actions arising from such claims, before any such infringement and receive their permission to proceed, and shall himself pay all royalties, license fees, damages, costs and charges of all and every sort that may be legally incurred in respect thereof.

20. Dispute Resolution 20.1 All disputes and differences of any kind whatsoever, arising out of or in connection with this

Agreement or in the discharge of any obligation arising under this Agreement (Whether during the course of execution of the order or after completion and whether before or after termination, abandonment or breach of the Agreement) shall be resolved amicably.

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20.2 In case of failure to resolve the disputes and differences amicably within 30 days of the

receipt of notice by the other party, then such unsettled dispute or difference shall be referred to arbitration by sole arbitrator mutually agreed in accordance with the Arbitration and Conciliation Act, 1996. If no agreement is arrived at within 30 days from the date of notice as to who shall be the sole arbitrator, then the sole arbitrator shall be appointed as hereinafter provided.

20.3 In case vendor raises a dispute and the same is referred to arbitration, NABARD shall send to

vendor a list of three names of persons who shall be presently unconnected with NABARD or vendor. Vendor shall, on receipt of the names as aforesaid, select any one person so named to be appointed as sole arbitrator and communicate his name to NABARD within 30 days of receipt of the names. Vendor shall thereupon without delay appoint the said person as the sole arbitrator. If vendor fails to select the person as sole arbitrator within 30 days of receipt of the panel NABARD shall be entitled to appoint one of the persons from the panel as sole arbitrator and communicate his name to vendor. If the person so appointed is unable or unwilling to act or refuses his appointment or vacates his office due to any reason whatsoever, another person shall be appointed by NABARD from the above list of persons.

20.4 In case NABARD raises a dispute and the same is referred to arbitration, vendor shall send to

NABARD a list of three names of persons who shall be presently unconnected with vendor or NABARD. NABARD shall, on receipt of the names as aforesaid, select any one person out of the panel of three so named to be appointed as sole arbitrator and communicate his name to vendor within 30 days of receipt of the names. Vendor shall thereupon without delay appoint the said person as the sole arbitrator. If NABARD fails to select the person as sole arbitrator within 30 days of receipt of the panel, vendor shall be entitled to appoint one of the persons from the panel as sole arbitrator and communicate his name to NABARD. If the person so appointed is unable or unwilling to act or refuses his appointment or vacates his office due to any reason whatsoever, another person shall be appointed by vendor from the above list of persons.

23.4 The Arbitration shall be governed by the Arbitration and Conciliation Act, 1996 as in force

and as amended from time to time. Where the parties appoint an Arbitrator, as per the procedure mentioned hereinabove, the award of the Arbitrator shall be final and binding on the parties. It is hereby agreed that in all disputes referred to the Arbitration, the Arbitrator shall give a separate award in respect of each dispute or difference in accordance with the terms of reference and the award shall be a reasoned award. It is hereby agreed that the Arbitrator shall not have powers to order any interim measures whatsoever during the course of arbitration.

23.5 The fees, if any, of the Arbitrator shall initially be paid in equal proportion by each of the

parties. The cost of the reference and of the award including the fees, if any, of the Arbitrator shall be directed to be finally borne and paid by such party or parties to the dispute in such manner or proportion as may be directed by the Arbitrator as the case may be in the award.

23.6 All disputes arising out of or in any way connected with this Agreement shall be deemed to

have arisen at Bangalore only and Courts in Bangalore only shall have jurisdiction to determine the same.

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21. Limitation of Liability

The maximum average liability of the vendor will be to the extent of the purchase order value. All indirect and consequential damages under this agreement are excluded except for the warranties and representations expressly stated herein.

22. Right to Accept/Reject the Offer 22.1 NABARD reserves the right to accept or reject any offer submitted in response to this RFQ

and to annul the process at any time prior to placing of purchase order, without thereby incurring any liability to the affected vendor or any obligation to inform the affected vendors of the grounds for NABARD’s action.

--END--

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Annexure – A

(Acceptance of Terms and conditions)

(Letter on the vendor’s letterhead)

To The Chief General Manager National Bank for Agriculture and Rural Development ”Nabard Towers” 46 K G Road, Bangalore - 560009.

Dear Sir,

Sub: RFQ for Purchase of 26 Air Conditioners

With reference to the above RFQ, having examined and understood the instructions, terms and conditions forming part of the RFQ, we hereby enclose our offer for the supply of Air Conditioners as detailed in your above referred RFQ.

2. We further confirm that the offer is in conformity with the terms and conditions as mentioned in the RFQ. We have enclosed our bid as per the format indicated in the RFQ.

3. We also confirm that our offer remains valid for 90 days from the last date of submission. We also understand that NABARD is not bound to accept the offer either in part or in full and that it has right to reject the offer in full or in part without assigning any reasons whatsoever.

4. We furnish here under the details of Demand Draft / PO submitted towards RFQ document fees and bid security.

Bid Security Details

RFQ Ref.No. and Date

DD / PO No.

Date

Name of the Issuing Bank

Name of the Branch

Amount

Yours faithfully, Authorised Signatories (Name & Designation, seal of the

firm) Date:

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Annexure -B

Details of the Air Conditioners

Sr.No. Particulars Details Actual specification

being offered by the

vendor

1 Nos of AC to be purchased 26

2 Make Blue Star, Voltas, LG, Hitachi

or equivalent make

3 Capacity 1.5 ton

4 Power supply 230V, Single phase 50 Hz

5 Warranty 1 Year on Product and 5 Year

on compressor with extended

warranty of 01 Year

6 Type of AC Split type

7 Type of condenser unit Condenser unit with copper coil

8 Voltage stabilizer (4KVA) Reputed make like V.Guard etc

(inclusive of cost)

9 Standard installaton Inclusive of cost

10 Star Rating 5 star and above

Annexure-B1

Details of District where the AC unit is to be supplied & installed

Sr.No. Name of District Sr.No. Name of District

1 Bagalkote 12 Hassan

2 Ballari 13 Haveri

3 Belagavi 14 Kalaburgi

4 Bidar 15 Kodagu

5 Chamarajanagar 16 Mandya

6 Chikkamagluru 17 Mysuru

7 Chitradurga 18 Raichur

8 Dakshina Kannada 19 Shivamogga

9 Davanagere 20 Tumakuru

10 Dharwad 21 Uttara Kannada

11 Gadag 22 Vijayapura

23 04 Nos of ACs to be installed in Visiting Officers’Flat at Raheja Park, Magadi

Main Road, Bangalore-560 079

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Annexure-C

BILL OF QUANTITIESE

1. Estimated cost :Rs9.10 lakh

2. Name of the agency :

3. Permanent Address :

4. Local Address :

5. Name of the contact Person:

6. Telephone No. ……………….Mobile No……………….

7. Email id :

Sr.

No.

Make and Model of Split

type AC

Capacity (ton) Star rating of

AC

Rate per unit

(Rs) inclusive

of

GST/applicable

charges

Total amount

(Rs) for 26

Split type ACs

inclusive of

GST/applicable

charges

1

2 Total in figures

3 Total in words:

Note: Price quote for New Air Conditioners is inclusive of all taxes, duties, transportation, loading,

unloading, packing, carting, forwarding, freight charges, transit insurance cover services for installation

and commissioning at specified locations of NABARD, Karnataka Regional office, Bangalore.

Authorised Signatories

(Name & Designation, seal of the firm)