Tender for Procurement of Beds

Tender Enquiry No: IITJMU/SW/SP-071/2019-20 Dated: 30.03.2020

IIT Jammu Jagti, PO Nagrota,

NH-44, Jammu - 181 221 J&K, India
procurement@iitjammu.ac.in,
ar.sw@iitjammu.ac.in (For Technical Query)
 Notice Inviting Quotation (E-Procurement Mode)

Sub: Notice Inviting Tender for procurement of Beds for Hostel at IIT Jammu

Indian Institute of Technology Jammu invites tenders from reputed Manufacturers/ Authorized Dealers
/Tenderer for procurement of above-mentioned item.

All interested vendors are requested to send their bid for supply of the above item as per detailed
technical specifications given below and Price Bid as per BOQ. Hard copies in spiral binding of all
the documents submitted in the online technical bid are to be submitted physically at the
address mentioned below: Tender Box, 104-South Block IIT Jammu Jagti, PO Nagrota, NH-44,
Jammu -181221 J&K, India. They should reach before the date of opening of the technical bids.
The envelope should be clearly marked “Technical Bid for procurement of Beds” and this may
not contain any price information. The Important information related to tender are as follows:

Date of Issue/Publishing 30.03.2020 (16:00 Hrs)

Document Download/Sale Start Date 30.03.2020 (16:00 Hrs)
Document Download/Sale End Date 20.04.2020 (16:00 Hrs)
Last Date and Time for
Uploading of Bids 20.04.2020 (16:00 Hrs)

Last Date and Time for

receipt of queries 08.04.2020 (16:00 Hrs)

Date & Time of Opening of

Technical Bids 22.04.2020 (14:00 Hrs)

Date of Opening of Commercial

will be informed later
Bids
EMD Rs. 18,000/- (Rupees Eighteen Thousand Only)
Bank details are as under:
Bank Name: State Bank of India
Branch: Nagrota (J&K)
181221
Account Holder: Indian Institute of Technology
Jammu Account No. 37289408176
IFSC: SBIN0003938
MICR: 180002014
(This is mandatory that UTR Number is provided)
Performance Security 10%
Warranty 03 years
No. of Covers (1/2/3/4) 02
90 days (From last date of opening of tender)
Bid Validity days
Email Address procurement@iitjammu.ac.in
ar.sw@iitjammu.ac.in (For Technical Query)
2. Instructions to Bidders
Instructions for Online Bid Submission
Department of Expenditure has issued the directive to publish the tender document on the Central
Public Procurement Portal (URL:http://eprocure.gov.in/eprocure/app). The bidders are required to
submit soft copies of their bids electronically on the CPP Portal using valid Digital Signature
Certificates. Below mentioned instructions are meant to guide the bidders for registration on the
CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online
on the CPP Portal. For more information, bidders may visit the CPP Portal
http://eprocure.gov.in/eprocure/app. Tender document can also be downloaded from IIT Jammu
Website (www.iitjammu.ac.in/)

2.1 Registration Process

a) Bidders to enroll on the e-Procurement module of the portal http://eprocure.gov.in/eprocure/app
by clicking on the link “Click here to Enroll”. Enrolment on the CPP Portal is free of charge.
b) The bidders to choose a unique username and assign a password for their accounts. Bidders are
advised to register their valid email address and mobile numbers as part of the registration
process. These would be used for any communication from the CPP Portal.
c) Bidders to register upon enrolment their valid Digital Signature Certificate (Class II or Class III
Certificates with signing key usage) issued by any Certifying Authority recognized by CCA
India with their profile.
d) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible
to ensure that they do not lend their DSCs to others which may lead to misuse. Foreign bidders
are advised to refer “DSC details for Foreign Bidders” for Digital Signature requirements on the
portal.
e) Bidder then logs in to the site through the secured login by entering their user ID / password and
the password of the DSC / eToken.

2.2 Tender Documents Search

a) Various built in options are available in the CPP Portal to facilitate bidders to search active
tenders by several parameters. These parameters include Tender ID, organization, location, date,
value, etc.
b) There is also an option of advanced search for tenders, wherein the bidders may combine a
number of search parameters such as organization name, form of contract, location, date, other
keywords etc. to search for a tender published on the CPP Portal.
c) Once the bidders have selected the tenders they are interested in; they may download the
required documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’
folder. This would enable the CPP Portal to intimate the bidders through SMS / e-mail in case there
is any corrigendum issued to the tender document.
d) The bidder should make a note of the unique Tender ID assigned to each tender, in case they
want to obtain any clarification / help from the Helpdesk.

2.3 Bid Preparation

a) Bidder should take into account any corrigendum published on the tender document before
submitting their bids.
b) Please go through the tender advertisement and the tender document carefully to understand
the documents required to be submitted as part of the bid.
c) Please note the number of covers in which the bid documents have to be submitted, the
number of documents - including the names and content of each of the document that need
to be submitted. Any deviations from these may lead to rejection of the bid.
d) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the
tender document / schedule and generally, they can be in PDF / XLS / RAR / DWF formats.
Bid documents may be scanned with 100 dpi with black and white option.
 e) To avoid the time and effort required in uploading the same set of standard documents
which are required to be submitted as a part of every bid, a provision of uploading such
standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has been
provided to the bidders. Bidders can use “My Space” area available to them to upload such
documents. These documents may be directly submitted from the “My Space” area while
sub- mitting a bid, and need not be uploaded again and again. This will lead to a reduction
in the time required for bid submission process

2.4 Bid Submission

a) Bidder to log into the site well in advance for bid submission so that he/she upload the bid
in time i.e. on or before the bid submission time. Bidder will be responsible for any delay
due to other issues.
b) The bidder to digitally sign and upload the required bid documents one by one as indicated
in the tender document.
c) Bidder to select the payment option as “on-line” to pay the tender fee/ EMD wherever
applicable and enter details of the instrument.
d) A standard BOQ format has been provided with the tender document to be filled by all the
bidders. Bidders to note that they should necessarily submit their financial bids in the pre-
scribed format and no other format is acceptable.
e) The server time (which is displayed on the bidders’ dashboard) will be considered as the
standard time for referencing the deadlines for submission of the bids by the bidders, open-
ing of bids etc. The bidders should follow this time during bid submission.
f) All the documents being submitted by the bidders would be encrypted using PKI encryption
techniques to ensure the secrecy of the data, which cannot be viewed by unauthorized per-
sons until the time of bid opening.
g) The uploaded tender documents become readable only after the tender opening by the
authorized bid openers.
h) Upon the successful and timely submission of bids, the portal will give a successful bid
submission message & a bid summary will be displayed with the bid no. and the date &
time of submission of the bid with all other relevant details.
i) Kindly add scanned PDF of all relevant documents in a single PDF file of compliance sheet.

2.5 Assistance to Bidders

a) Any queries relating to the tender document and the terms and conditions contained therein
should be addressed to the Tender Inviting Authority for a tender or the relevant contact
person indicated in the tender.
b) Any queries relating to the process of online bid submission or queries relating to CPP Por-
tal in general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for the
helpdesk is 1800 233 7315.

2.6 General Instructions to the Bidders

1. The tenders will be received online through portal https://eprocure.gov.in/eprocure/app. In
the Technical Bids, the bidders are required to upload all the documents in .pdf format.
2. Possession of Valid Class II/III Digital Signature Certificate (DSC) in the form of smart card
Token in the company’s name is a prerequisite for registration and participating in the bid submission
activities through https://eprocure.gov.in/eprocure/app. Digital Signature Certificates can be obtained from
the authorized certifying agencies, details of which are available in the web site
https://eprocure.gov.in/eprocure/app under the link `Information about DSC’. Bidders are advised to follow
the instructions provided in the `Instructions to the Bidders for the e- Submission of the bids online through
the Central Public Procurement Portal for e-Procurement at https://eprocure.gov.in/eprocure.
 Indian Institute of Technology
Jammu Jagti, PO Nagrota, NH-44
Jammu-181221

3. Invitation for Tender Offers

Indian Institute of Technology Jammu invites online Bids (Technical bid and Commercial bid) from
eligible and experienced OEM (Original Equipment Manufacturer) OR OEM Authorized Dealer for
procurement of Beds for Hostel at IIT Jammu (warranty period as stated at “Schedule”) on site
comprehensive warranty from the date of receipt of the material as per terms & conditions specified in
the tender document, which is available on CPP Portal http://eprocure.gov.in/eprocure/app

3.1. TECHNICAL SPECIFICATION:

S.No Item Item Specification Qty

Warranty: 3 Years 147
Height of Bed in mm (+/-10mm): 400 mm. Nos.
Size of support members in mm (+/-5mm) :25 X 25 mm
Overall length of bed in mm (+/-10 mm): 1900
Overall Width of bed in mm (+/-10 mm): 900
Size of square hollow section +/-(mm): 25 mm X 25 mm
Material of head Board-Support section m s square tube of 25.4
mm X1.0 mm thick
Thickness of support panel (in mm) :1.2 mm
Thickness of Hollow section in structure (mm) :1.2 mm
01 Beds Support Panel for placement of mattresses: m s hollow box
square section.
Thickness of mattress panel +/-(mm) : 12 mm
Number of support members: 04
Shape of headboard: Rectangular
Head Board – With
Structure of metal bed frame including legs and head structure-
M S hollow rectangular/ Square Section.
Colour of bed (steel frame) – Gray
Finish of head board- Powder coating
Min powder coating thickness (Micron)-60 micron

4. TERMS & CONDITIONS

4.1 Due date: The tender has to be submitted online on or before the due date. The offers received after
the due date and time will not be considered.

4.2 Preparation of Bids: The offer/bid should be submitted in two bid systems (i.e.) Technical bid and
financial bid. The technical bid should consist of all technical details along with commercial terms
and conditions. Financial bid should indicate item wise price for the items mentioned in the technical
bid. Financial Bids to be submitted in BOQ format. The Technical bid and the financial bid should
be submitted Online.

4.3 EMD (if applicable): The Bidder should submit an EMD in the form of NEFT/RTGS from any of
the Commercial Banks in the name of “Indian Institute of Technology Jammu” payable at Jammu.
The Technical Bid without EMD would be considered as UNRESPONSIVE and will not be
accepted. The EMD will be refunded without any interest to the unsuccessful Bidders after the award
of contract. Refer to Schedule (at page 2 of this document) for its actual place of submission.
 NSIC / MSME registered bidders must submit copy of valid NSIC / MSME Registration
Certificate for exemption of EMD & Tender fee.

4.4 Refund of EMD: The EMD will be returned to unsuccessful tenderers only after the Tenders
are finalized. In case of successful Tenderer, it will be retained till the successful and complete
installation of the equipment.

4.5 Opening of the tender: The online bid will be opened by a committee duly constituted for this
purpose. Online bids (complete in all respect) received along with EMD (if any) will be opened as
mentioned at “Annexure: Schedule” in presence of bidder’s representative if available. Only one
representative will be allowed to participate in the tender opening. Bid received without EMD (if
present) will be rejected straight way. The technical bid will be opened online first and it will be
examined by a technical committee (as per specification and requirement). The financial offer/bid
will be opened only for the offer/bid which technically meets all requirements as per the
specification, and will be opened subsequently for further evaluation.

4.6 Acceptance/ Rejection of bids: The Institute reserves the right to reject any bid not fulfilling the
eligibility criteria.

4.7 Eligibility Criteria:

The Tenderer should meet the following minimum pre-qualification eligibility criteria:
(i) Tenderer should be the manufacturer / authorized dealer. Letter of Authorization from
original equipment manufacturer (OEM) specific to the tender should be enclosed.
(ii) The tenderers must be in existence as a manufacturer for hostel furniture at least since
last 5 Years ending last day of the month previous to the one in which applications are
invited.
(iii) Experience should be in the name of the tendering firm/company and not in subsidiary
as associate firm/ company/group of firm/companies.
(iv) Experience of having successfully completed works at Central Government
Department/State Government Department /Central Autonomous Body/Central Public
Sector undertaking/State Autonomous Body/State Public Sector undertaking as detailed
below during the last 5 Years ending last day of the month previous to the one in which
applications are invited: -
 Two similar purchase order each costing not less than the amount equal to 50% of
the estimated cost put to tender
Or
 One purchase order of the amount equal to estimated cost put to tender.
Completion Certificate as given above of similar nature should be provided. Similar work
means: Manufacturing, supply & installation of furniture consisting of hostel furniture, office
tables, executive tables with common area seating furniture, conference room furniture, etc.
Documentary evidence is required to be produced. Joint venture (JV)/ Consortium are not
permitted.
(ii) The bidder shall qualify based on the following eligibility criteria-
S.No Basic Specific Requirement Documents Required Page number of
Requirement the supporting
document

1. Legal Entity The bidder should be a Copy of certificate(s) of

company / registered firm. incorporation / Registration

Authorization Letter
Bidder shall have to be the
OEM or an agency
authorized by
OEM.

3. Sales in India The bidder's annual Document from the OEM /

turnover from sales and bidder clearly specifying
support services of these year wise sales of items in
in India should be at least
India
be 0.15 Crore per year
during last 5 years. The
OEM should have ready
to supply in one shot in
specific time.
4. Tax registration The Bidder should have a Copies of relevant Valid
and clearance registered number of GSTIN clearance certificate
GSTIN PAN No. / TIN Number
Income Tax / PAN /GSTIN/
TIN number.
5 Blacklisting A bidder who is A Self Certified letter as
blacklisted from any other given in the Annexure
Govt. Institution not
eligible to participate in
this project while under
sanction by IIT Jammu.
Similarly, at the time of
bidding, the firms black-
listed/debarred in
participating in any
procurement activities for
fraudulent or corrupt
practices by any State or
Central Government or
UT in India are not
allowed to bid.
6 Service Support  Service Support center Copy of Business deed
Centre should be available at
Jammu from the side of
successful bidder to
facilitate and monitor
warranty/guarantee
service provided.

7 Experience in  Minimum Five year of Executed supply order

implementation experience in /experience certificate.
and management implementation of Proof of completion of at
of such projects/
similar work including least two multi-locations
schemes
supplying and furniture supply or other
installation project. similar work worth of
minimum as mentioned in
pre- qualification eligibility
criteria in this bid
document.
Manufacturing Facilities and Certifications: -

a. Manufacturing Facilities: - The Bidder should have own manufacturing/fabrication, machinery &
infrastructure facilities. The agency should possess valid license for establishment of manufacturing
facilities from respective authorities (Furnish the copy of documentary evidence)
b. In House testing facility: Bidder should have preferably in house testing facility for furniture (furnish
copy of documentary evidence),
c. Certifications: - Bidder should be member of BIFMA (Furnish copy of the valid certificate)
d. Quality management system as per International Standard 45001:2018, ISO 9001:2015, ISO
50001:2011, 14001:2015 the bidder shall furnish copy of the certificate.
e. Manufacturer should have Green guard or equivalent certification,
f. Company should have own Office and Service Centre in J & K (Provide proof- GST Certificate)
g. Bidder should have PAN India Presence (Minimum 5 offices spread uniformly across India)

Agencies not meeting the eligibility criteria shall be summarily rejected.

4.8 Performance Security: The supplier shall require to submit the performance security in the form of
irrevocable bank guarantee issued by any commercial bank for an amount which is stated at the
“Schedule” of the tender document within 15 days from the date of receipt of the purchase order/LC
and should be kept valid for a period of 60 days beyond the date of completion of warranty period.

4.9 Force Majeure: The Supplier shall not be liable for forfeiture of its performance security, liquidated
damages or termination for default, if and to the extent that, it’s delay in performance or other failure
to perform its obligations under the Contract is the result of an event of Force Majeure.
(i) For purposes of this Clause, "Force Majeure" means an event beyond the control of the Supplier and
not involving the Supplier's fault or negligence and not foreseeable. Such events may include, but are
not limited to, acts of the Purchaser either in its sovereign or contractual capacity, wars or revolutions,
fires, floods, epidemics, quarantine restrictions and freight embargoes.
(ii) If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing of
such conditions and the cause thereof. Unless otherwise directed by the Purchaser in writing, the
Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical,
and shall seek all reasonable alternative means for performance not prevented by the Force Majeure
event.

4.10 Risk Purchase Clause: In event of failure of supply of the item/equipment within the stipulated
delivery schedule, the purchaser has all the right to purchase the item/equipment from the other source
on the total risk of the supplier under risk purchase clause.

4.11 Packing Instructions: Each package will be marked on three sides with proper paint/indelible ink, the
following:
(i) Item Nomenclature
(ii) Order/Contract No.
(iii) Country of Origin of Goods
(iv) Supplier’s Name and Address
(v) Consignee details
(vi) Packing list reference number

4.12 Delivery and Documents:

Delivery of the goods should be made within a maximum of 31 days from the date of placement of
purchase order. Within 24 hours of shipment, the supplier shall notify the purchaser and the insurance
company by cable/telex/fax/e mail the full details of the shipment including contract number, railway
receipt number/ AAP etc. and date, description of goods, quantity, name of the consignee, invoice etc.
The supplier shall mail the following documents to the purchaser with a copy to the insurance
company:
 (i) 4 Copies of the Supplier invoice showing contract number, goods' description, quantity
(ii) unit price, total amount;
(iii) Insurance Certificate if applicable;
(iv) Manufacturer's/Supplier's warranty certificate;
(v) Inspection Certificate issued by the nominated inspection agency, if any
(vi) Supplier’s factory inspection report; and
(vii) Certificate of Origin (if possible by the beneficiary);
(viii) Two copies of the packing list identifying the contents of each package.
(ix) The above documents should be received by the Purchaser before arrival of the Goods (except
where the Goods have been delivered directly to the Consignee with all documents) and, if not
received, the Supplier will be responsible for any consequent expenses.

4.13 Liquidated Damages (L.D):

If a supplier fails to execute the order in time as per the terms and conditions stipulated therein, it will
be open to the purchaser to recover liquidated damages for delay in delivery and installation from the
supplier at the rate 0.5% of the value of the order per week subject to a maximum of 10% of the total
order value. The L.D charges can be increased in case of gross violation of the Purchase Order terms
as decided by the Director of the Institute.

4.14 Prices: The price should be quoted in net per unit (after breakup) and must include all packing and
delivery charges. The offer/bid should be exclusive of taxes and duties, which will be paid by the
purchaser as applicable. However, the percentage of taxes & duties shall be clearly indicated. The
price should be quoted without custom duty and excise duty, since IIT Jammu is exempted from
payment of Excise Duty and is eligible for concessional rate of custom duty. Necessary certificate will
be issued on demand.

4.15 Progress of Supply: Wherever applicable, supplier shall regularly intimate progress of supply, in
writing, to the Purchaser as under:
(i) Quantity offered for inspection and date;
(ii) Quantity accepted/rejected by inspecting agency and date;
(iii) Quantity dispatched/delivered to consignees and date;
(iv) Quantity where incidental services have been satisfactorily completed with date;
(v) Quantity where rectification/repair/replacement effected/completed on receipt of any
communication from consignee/Purchaser with date;
(vi) Date of completion of entire Contract including incidental services, if any; and
(vii) Date of receipt of entire payments under the Contract (In case of stage-wise inspection, details
required may also be specified).

4.16 Resolution of Disputes: The dispute resolution mechanism would be as follows:

(i) In case of Dispute or difference arising between the Purchaser and a domestic supplier
relating to any matter arising out of or connected with this agreement, such disputes or difference shall
be settled in accordance with the Indian Arbitration & Conciliation Act, 1996, the rules there under
and any statutory modifications or re-enactments thereof shall apply to the arbitration proceedings.
The dispute shall be referred to the Director, Indian Institute of Technology (IIT) Jammu and if he is
unable or unwilling to act, the sole arbitration of some other person appointed by him willing to act
as such Arbitrator. The award of the arbitrator so appointed shall be final, conclusive and binding on
all parties to this order.
(ii) In the case of a dispute between the purchaser and a Foreign Supplier, the dispute shall be
settled by arbitration in accordance with provision of sub-clause (i) above. But if this is not acceptable
to the supplier then the dispute shall be settled in accordance with provisions of UNCITRAL (United
Nations Commission on International Trade Law) Arbitration Rules.
(iii) The venue of the arbitration shall be the place from where the order is issued.
10
4.17 Applicable Law: The place of jurisdiction would be Jammu (J&K)

4.18 Right to Use Defective Goods

If after delivery, acceptance and installation and within the guarantee and warranty period, the
operation or use of the goods proves to be unsatisfactory, the Purchaser shall have the right to continue
to operate or use such goods until rectifications of defects, errors or omissions by repair or by partial
or complete replacement is made without interfering with the Purchaser’s operation.

4.19 Transfer and Subletting: The supplier shall not sublet, transfer, assign or otherwise part with the
acceptance to the tender or any part thereof, either directly or indirectly, without the prior written
permission of the Purchaser.

4.20 Supplier Integrity

The Supplier is responsible for and obliged to conduct all contracted activities in accordance with the
Contract using state of the art methods and economic principles and exercising all means available to
achieve the performance specified in the contract.

4.21 Installation & Demonstration

The supplier is required to do the installation and demonstration of the equipment / item within One
weeks of the arrival of materials at the IIT Jammu, site of installation, otherwise the penalty clause
will be the same as per the supply of materials.

In case of any damage to equipment and supplies during the carriage of supplies from the origin of
equipment to the installation site, the supplier has to replace it with new equipment/supplies
immediately at his own risk. Supplier will settle his claim with the insurance company as per his
convenience. IIT Jammu will not be liable to any type of losses in any form.

4.22 Warranty:
(i) Warranty period shall be (as stated at “Schedule “of this tender) from date of installation of Goods
and acceptance at IIT Jammu. The Supplier shall, in addition, comply with the performance and/or
consumption guarantees specified under the contract. If for reasons attributable to the Supplier, these
guarantees are not attained in whole or in part, the Supplier shall at its discretion make such changes,
modifications, and/or additions to the Goods or any part thereof as may be necessary in order to attain
the contractual guarantees specified in the Contract at its own cost and expense and to carry out further
performance tests. The warranty should be comprehensive on site. (ii)The Purchaser shall promptly
notify the Supplier in writing of any claims arising under this warranty. Upon receipt of such notice,
the Supplier shall arrange to repair or replace the defective goods or parts within 3 days free of cost in
IIT Jammu. The Supplier shall take over the replaced parts/goods at the time of their replacement. No
claim whatsoever shall lie on the Purchaser for the replaced parts/goods thereafter. The period for
correction of defects in the warranty period is 03 days. If the supplier having been notified fails to
remedy the defects within 03 days, the purchaser may proceed to take such remedial action as may
be necessary, at the supplier’s risk and expenses and without prejudice to any other rights, which the
purchaser may have against the supplier under the contract.
(iii) The warranty period should be clearly mentioned. The maintenance charges (AMC) under
different schemes after the expiry of the warranty should also be mentioned. The comprehensive
warranty will commence from the date of the satisfactory installation/commissioning of the equipment
against the defect of any manufacturing, workmanship and poor quality of the components.
(iv) After the warranty period is over, Annual Maintenance Contract (AMC)/Comprehensive
Maintenance Contract (CMC) up to next two years should be started. The AMC/CMC charges will
not be included in computing the total cost of the equipment.

11
4.23 Governing Language
The contract shall be written in English language. English language version of the Contract shall govern
its interpretation. All correspondence and other documents pertaining to the Contract, which are
exchanged by the parties, shall be written in the same language.

4.24 Applicable Law

The Contract shall be interpreted in accordance with the laws of the Union of India and all disputes
shall be subject to place of jurisdiction.

4.25 Notices
(i) Any notice given by one party to the other pursuant to this contract/order shall be sent to the
other party in writing or by cable, telex, FAX or e mail and confirmed in writing to the other party’s
address.
(ii) A notice shall be effective when delivered or on the notice’s effective date, whichever is
later.

4.26 Taxes
Suppliers shall be entirely responsible for all taxes, duties, license fees, octroi, road permits, etc.,
incurred until delivery of the contracted Goods to the Purchaser. However, GST in respect of the
transaction between the Purchaser and the Supplier shall be payable extra, if so stipulated in the order.

4.27 Duties
IIT Jammu is exempted from paying custom duty under notification No.51/96 (partially or full) and
necessary “Custom Duty Exemption Certificate” can be issued after providing following information
and Custom Duty Exemption Certificate will be issued to the shipment in the name of the Institute, no
certificate will be issued to third party:
a) Shipping details i.e. Master Airway Bill No. and House Airway No. (if exists)
b) Forwarder details i.e. Name, Contact No., etc.
IIT Jammu is exempted from paying Excise Duty and necessary Excise Duty Exemption Certificate
will be provided for which following information are required.
(i) Quotation with details of Basic Price, Rate, Tax & Amount on which ED is applicable.
(ii)Supply Order Copy
(iii) Performa-Invoice Copy.

4.28 Payment:
(i) For Indigenous supplies, 100% payment shall be made by the Purchaser against delivery, inspection,
successful installation, commissioning and acceptance of the equipment at IIT Jammu in good
condition and to the entire satisfaction of the Purchaser and on production of unconditional
performance bank guarantee as specified in Clause 4.8 of tender terms and conditions.
(ii) GST Deduction at source as per Order/ notification of the Govt.
(iii) GST No of IIT Jammu is 0IAABTI4921M1ZT
(iv) HSN/SAC No of the items must be clearly mentioned in the quotation along with GST No.
(v) As per Notification No. 45/2007- Central Tax (Rate) dated 14.11.2017 and 47/2017-Integrated
Tax (Rate) dated 14.11.2017, issued by Ministry of Finance, IIT Jammu will avail 5% GST rate, on
the items, as mentioned in the Notification.

4.29 User list: Brochure detailing technical specifications and performance, list of industrial and
educational establishments where the items enquired have been supplied must be provided. (Ref.
Annexure-III)

4.30 Manuals and Drawings:

(i) Before the goods and equipment are taken over by the Purchaser, the Supplier shall supply operation
12
 and maintenance manuals. These shall be in such details as will enable the Purchaser to operate,
maintain, adjust and repair all parts of the works as stated in the specifications.
(ii) The Manuals shall be in the ruling language (English) in such form and numbers as stated in the
contract.
(iii) Unless and otherwise agreed, the goods equipment shall not be considered to be completed for the
purposes of taking over until such manuals and drawing have been supplied to the Purchaser.

4.31 Application Specialist: The Tenderer should mention in the Techno-Commercial bid the availability
and names of Application Specialist and Service Engineers in the nearest regional office. (Ref. to
Annexure-III)

4.32 Site Preparation: The supplier shall inform to the Institute about the site preparation, if any, needed
for the installation of equipment, immediately after the receipt of the purchase order. The supplier
must provide complete details regarding space and all the other infrastructural requirements needed
for the equipment, which the Institute should arrange before the arrival of the equipment to ensure its
timely installation and smooth operation thereafter.
The supplier may visit the Institute and see the site where the equipment is to be installed and may
offer his advice and render assistance to the Institute in the preparation of the site and other pre-
installation requirements.

4.33 Spare Parts

The Supplier may be required to provide any or all of the following materials, notifications, and
Information pertaining to spare parts manufactured or distributed by the Supplier. Such spare parts as
the Purchaser may elect to purchase from the Supplier, providing that this election shall not relieve the
Supplier of any warranty obligations under the Contract; and In the event of termination of production
of the spare parts; Advance notification to the Purchaser of the pending termination, in sufficient
time to permit the Purchaser to procure needed requirements; and following suctermination, furnishing
at no cost to the Purchaser, the blueprints, drawings and specifications of the spare parts, if requested.
Supplier shall carry sufficient inventories to assure ex-stock supply of consumable spares. Other spare
parts and components shall be supplied as promptly as possible but in any case within six months of
placement of order.

4.34 Defective Equipment / item: If any of the equipment /item supplied by the Supplier is found to be
substandard, refurbished, un-merchantable or not in accordance with the description/specification or
otherwise faulty, the committee will have the right to reject the equipment or its part. The prices of
such equipment shall be refunded by the Supplier with 18% interest if such payments for such
equipment have already been made. All damaged or unapproved goods shall be returned at sup-
pliers cost and risk and the incidental expenses incurred thereon shall be recovered from the sup-
plier. Defective part in equipment, if found before installation and/or during warranty period, shall
be replaced within 7 days on receipt of the intimation from this office at the cost and risk of sup-
plier including all other charges. In case supplier fails to replace above item as per above terms &
conditions, IIT Jammu may consider "Banning" the supplier.

4.35 Termination for Default

(i) The Purchaser may, without prejudice to any other remedy for breach of contract, by written
notice of default sent to the Supplier, terminate the Contract in whole or part:
a. If the Supplier fails to deliver any or all of the Goods within the period(s) specified in the order,
or within any extension thereof granted by the Purchaser; or
b. If the Supplier fails to perform any other obligation(s) under the Contract.
c. If the Supplier, in the judgment of the Purchaser has engaged in corrupt or fraudulent practices in
competing for or in executing the Contract.
(ii) For the purpose of this Clause:
13
 a. “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to
influence the action of a public official in the procurement process or in contract execution.
b. “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement
process or the execution of a contract to the detriment of the Borrower, and includes collusive practice
among Tenderer (prior to or after bid submission) designed to establish bid prices at artificial non-
competitive levels and to deprive the Borrower of the benefits of free and open competition;’”
(iii) In the event the Purchaser terminates the Contract in whole or in part, the Purchaser may procure,
upon such terms and in such manner, as it deems appropriate, Goods or Services similar to those
undelivered, and the Supplier shall be liable to the Purchaser for any excess costs for such similar Goods
or Services. However, the Supplier shall continue the performance of the Contract to the extent not
terminated.

4.36 Compliancy certificate: This certificate must be provided indicating conformity to the technical
specifications. (Annexure-I)

4.37 Genuine Pricing: Vendor is to ensure that quoted price is not more than the price offered to any other
customer in India to whom this particular item has been sold. Copy of the latest price list for the
quoted item, applicable in India, must be enclosed with the offer (particularly to IIT/Institutes and
other Government Organization).

4.38 Comparison of Bids

1. To evaluate a Price Bid, the Purchaser shall only use all the factors, methodologies and criteria
defined below. No other criteria or methodology will be used. The price bids shall be evaluated on
the basis of final landing cost which shall be arrived as under:

(a) For Goods manufactured within India

i) The price of the goods quoted Ex-works
ii) GST which will be payable on the goods if the contract is awarded.
iii) The charges for inland transportation, insurance and other local services required for delivering
the goods at the desired destination as specified in the price schedule form.
iv) The installation, commissioning and training charges including any incidental services, if any

4.43 Award of Contract

IIT Jammu shall award the contract to the eligible bidder whose technical bid has been accepted and
determined as the lowest evaluated commercial bid based on the above criteria. However, IIT
Jammu reserves the right and has sole discretion to reject the lowest evaluated bid. If more than one
bidder happens to quote the same lowest price, IIT Jammu reserves the right to decide the criteria
and further process for awarding the contract, decision of IIT Jammu shall be final for awarding the
contract.

14
 ANNEXURE-I
COMPLIANCE STATEMENT TO TECHNICAL SPECIFICATIONS

S.No Item Item Specification Compliance

(Yes/ NO)
01 Beds Warranty: 3 Years
Height of Bed in mm (+/-10mm): 400 mm.
Size of support members in mm (+/-5mm) :25 X 25 mm
Overall length of bed in mm (+/-10 mm): 1900
Overall Width of bed in mm (+/-10 mm): 900
Size of square hollow section +/-(mm): 25 mm X 25 mm
Material of head Board-Support section m s square tube of
25.4 mm X1.0 mm thick
Thickness of support panel (in mm) :1.2 mm
Thickness of Hollow section in structure (mm) :1.2 mm
Support Panel for placement of mattresses: m s hollow box
square section.
Thickness of mattress panel +/-(mm) : 12 mm
Number of support members: 04
Shape of headboard: Rectangular
Head Board – With
Structure of metal bed frame including legs and head
structure- M S hollow rectangular/ Square Section.
Colour of bed (steel frame) – Gray
Finish of head board- Powder coating
Min powder coating thickness (Micron)-60 micron

15
 ANNEXURE-II
<< Organization Letter Head >>
DECLARATION SHEET

We, hereby certify that all the information and data

furnished by our organization with regard to these tender specifications are true and complete to the
best of our knowledge. I have gone through the specifications, conditions and stipulations in details
and agree to comply with the requirements and intent of specification.

This is certified that our organization has been authorized (Copy attached) by the OEM to participate in
Tender. We further certify that our organization meets all the conditions of eligibility criteria laid down
in this tender document. Moreover, OEM has agreed to support on regular basis with technology /
product updates and extend support for the warranty.

We, further specifically certify that our organization has not been Black Listed/De Listed or put to any
Holiday by any Institutional Agency/ Govt. Department/ Public Sector Undertaking in the last three
years.

The prices quoted in the financial bids are subsidized due to academic discount given to IIT Jammu.

NAME & ADDRESS OF

THE Vendor/ Manufacturer / Agent
Phone
Fax
E-mail
Contact Person Name
Mobile Number
TIN Number
PAN Number
(In case of on-line payment of Tender Fees)

UTR No. (For Tender Fee)

(In case of on-line payment of EMD)

UTR No. (For EMD)

(Signature of the Tenderer)

Name:

Seal of the Company

16
 ANNEXURE-III

LIST OF GOVT. ORGANIZATION/DEPARTMENT.

List of Government Organizations for whom the Tenderer has undertaken such work during
last five years (must be supported with copies of work / purchase orders received from Industry
/ Educational / Research Institution etc.

Name of the organization Name of Contact Person Contact No.

Name of application specialist who have the competency to handle and support the quoted
product during the warranty period.
Name of the organization Name of Contact Person Contact No.

Signature of Tenderer
Name:
Designation:
Organization Name:
Contact No.:

17
 ANNEXURE- IV

MANUFACTURERS' AUTHORIZATION FORM

[The Tenderer shall require the Manufacturer to fill in this Form in accordance with the
Instructions indicated. This letter of authorization should be on the letterhead of the
Manufacturerandshouldbesignedbyapersonwiththeproperauthoritytosigndocuments that
are binding on the Manufacturer.
Date: [insert date (as day, month and year) of Bid Submission]

Tender No.:[insert number from Invitation for Bids]

To:[insert complete name and address of Purchaser]

WHEREAS

We [insert complete name of Manufacturer], who are official manufacturers of [insert type of goods
manufactured], having factories at [insert full address of Manufacturer’s factories], do hereby
authorize [insert complete name of Tenderer] to submit a bid the purpose of which is to provide the
following Goods, manufactured by us [insert name and or brief description of the Goods], and to
subsequently negotiate and sign the Contract.

We hereby extend our full guarantee and warranty in accordance with Clause 4.23 of the Terms and Conditions,
with respect to the Goods offered by the above firm.

Signed:[insertsignature(s)ofauthorizedrepresentative(s)oftheManufacturer] Name:
[insert complete name(s) of authorized representative(s) of the Manufacturer] Title: [insert
title]

Duly authorized to sign this Authorization on behalf of: [insert complete name of Tenderer]

Dated on day of , [insert date of signing]

18
 ANNEXURE-V
MANDATE FORM FOR ELECTRONIC FUND TRANSFER/RTGS TRANSFER

Date: / /

The Registrar

Indian Institute of Technology Jammu

Sub: Authorization for release of payment / dues from Indian Institute of Technology Jammu through Electronic
Fund Transfer/RTGS Transfer.
1. Name of the Party/Firm/Company/Institute:
2. Address of the Party:
City
Pin Code

E-Mail ID
Mob No:
Permanent AccountNumber
3. Particulars of Bank
Bank Name Branch Name
Branch Place Branch City
PIN Code Branch Code
MICR No
(9 Digit number appearing on the MICR Bank of the Cheque supplied by the Bank, Please attach a Xerox
copy of a cheque of your bank for ensuring accuracy of the bank name , branch name and code number)
IFS Code:(11 digit alphanumeric code)

Account Type Savings Current Cash Credit

Account Number:

DECLARATION

I hereby declare that the particulars given above are correct and complete. If any transaction delayed and
not effected for reasons of incomplete or incorrect information I shall not hold Registrar, Indian Institute of
Technology Jammu responsible. I also undertake to advise any change in the particulars of my account to
facilitate updating of records for purpose of credit of amount through NEFT/RTGS Transfer.
Place:
Date:

Signature & Seal of the Authorized Signatory of the Party

Certified that particulars furnished above are correct as per our records

Bankers Stamp: Date:

Signature of the Authorized Official from the Bank

N.B: Please fill in the information in CAPITAL LETTERS, computer typed; please TICK wherever it is
applicable.

19
 ANNEXURE VI
Covering Letter
(Required on the Letter head of the Bank)

To
Indian Institute of Technology Jammu
Jagti, PO Nagrota, NH-44, Jammu -181221 (INDIA)

Dear Sir / Madam,

Guarantee Number
Date of Issue
Guarantee Amount
Date of Expiry
Date of Claim
Applicant Name:

We confirm having issued/ Extended the captioned Bank Guarantee in your favour on behalf of our
above named constituent and the same signed by the officers of the bank.

Yours faithfully,

Authorized Signatory

Name
Email id

(Signed and Stamped)

20
 FORMAT FOR PERFORMANCE BANK GUARANTEE
(To be typed on Non-judicial stamp paper of the value of Indian Rupees of One Hundred)
(TO BE ESTABLISHED THROUGH ANY OF THE NATIONAL BANKS (WHETHER SITUATED AT JAMMU OR OUTSTATION)
WITH A CLAUSE TO ENFORCE THE SAME ON THEIR LOCAL BRANCH AT JAMMU OR ANY SCHEDULED BANK (OTH- ER
THAN NATIONALISED BANK) SITUATED AT JAMMU. BONDS ISSUED BY CO-OPERATIVE BANKS ARE NOT ACCEPTED.)

To,
Indian Institute of Technology Jammu,
Jammu-181221

India

LETTER OF GUARANTEE

WHEREAS Indian Institute of Technology Jammu, Jammu (Buyer) have invited Tenders vide Tender
No……………………………………………………dt………………………………….for purchase of
........................................................ and whereas the said tender document requires that any eligible
successful tenderer (seller) wishing to supply the equipment /machinery etc. in response thereto shall
establish an irrevocable Performance Guarantee Bond in favor of “Indian Institute
of Technology Jammu,” in the form of Bank Guarantee for
Rs................................ and valid till Three years + 60 days grace period from the date of issue of
Performance Bank Guarantee may be submitted within 21 (Twenty-One) days from the date of acceptance
as a successful tenderer.

NOW THIS BANK HEREBY GUARANTEES that in the event of the said tenderer

(seller) failing to abide by any of the conditions referred in tender document / purchase order / performance
of the equipment / machinery, etc. this bank shall pay to Indian Institute of Technology, Jammu on demand
and without protest or demur Rs ........................ (Rupees......................................).

This bank further agrees that the decision of Indian Institute of Technology, Jammu (Buyer) as to whether
the said Tenderer (Seller) has committed a breach of any of the conditions referred in ten- der document /
purchase order shall be final and binding.

We, .......................................... (name of the bank & branch) hereby further agree that the guarantee
herein contained shall not be affected by any change in the constitution of the Tenderer (Seller) and/ or
Indian Institute of Technology Jammu, Jammu(Buyer).
Notwithstanding anything contained herein:

1. Our liability under this Bank Guarantee shall not exceed Rs. ......................... (Indian Rupees on-
ly).

2. This Bank Guarantee shall be valid up to ..........................(date) and

3. We are liable to pay the guaranteed amount or any part thereof under this bank guarantee
only and only if Institute serve upon us a written claim or demand on or before .................(date).

21
This Bank further agrees that the claims if any, against this Bank Guarantee shall be enforceable at
our branch office at ........................................ situated at .............................. (Address of local
branch).

Yours truly,

Signature and seal of the guarantor:

Name of Bank:

Address:

Date:

Instruction to Bank: Bank should note that on expiry of Guarantee Period, the Original Guarantee
will not be returned to the Bank. Bank is requested to take appropriate necessary action on or after
expiry of bond period.

22
Online Bid Submission: BID SUBMISSION
The Online bids (complete in all respect) must be uploaded online in two Envelopes as explained below -
Envelope – 1
(Following documents to be provided as single PDF file)
Sl.
No. Documents Content File Type

1. Technical Compliance as per Annexure – I Technical .pdf

literature/ leaflets and complete specifications of quoted
model(s) along with commercial terms and conditions
2. Copy of GST Certificate And PAN. .pdf
3. Non Blacklisting of Supplier on Non-Judicial Stamp paper .pdf
Technical
Bid as per Annexure – II
4. Reference Purchase Order copy. List of Govt. Organization/ .pdf
Dept. as per Annexure-III
5. Manufacturer’s Authorization Letter as per Annexure-IV .pdf
6. Mandate Form for Electronic Fund Transfer / RTGS Transfer .pdf
as per Annexure-V
7. UTR No. of payment of EMD. In case of exemption from .pdf
submission of Bid security, proof of registration with
NSIC/MSME.
8. The tenderer shall submit the copy of the tender document and .pdf
addenda thereto, if any, with each page should be signed and
stamped to confirm the acceptance of the entire term &
conditions of the tender.
9. The tenderer viz. the Indian Agents and / or the foreign firms .pdf
should furnish a certificate that the rates quoted by the
tenderer are not more than those quoted to any other
Institution in India or aboard during the last one year, with
supporting documents.
10. Financial statements with net profit, duly audited / certified .pdf
by Chartered Accountant (CA) of the last three financial years
along with the copies of Income Tax Return (ITR) must be
enclosed with the technical bid
11. Document w.r.t. Eligibility Criteria .pdf

23
 Envelope – 2
Sl. File Type
TYPES Content
No.
1. Financial
Price bid as per BOQ format given only. .XLS
Bid

FINANCIAL BID (PRICE-BID): The Financial Bid (Price Bid) shall be submitted in electronic form only in
conformity with the tender specifications on the portal only by the time & date as specified in NIT. The
financial cover shall contain price bid in the enclosed “Price Bid format” i.e. in BOQ format. Submission of
the Financial Bid (Price Bid) by any other means shall not be accepted by the Institute in any
circumstances. In case, if any cell is left blank and no rate is quoted against any of the item(s) by the
Bidder, rate of such item(s) shall be treated as “0” (Zero) and considered included in the cost of the bid
and no separate claim whatsoever will be entertained on this account. Online submission of the bid will
not be permitted on the portal after expiry of submission time and the Bidder shall not be permitted to
submit the same by any other mode.

24
 Annexure IX
Financial Bid (Un-Priced Financial Bid)
Quotation Ref No. Date:

Sr.
Item Description with Make n Model Qty Unit Price GST % Total Cost
No.

To be filled only in the To be filled only To be filled only

.xls file in the .xls file in the .xls file

1 Main item

1.1 Beds 147

Date: Signature of Bidder

Place: Name:
Designation: Address:

25