tender form - South East Central Railway

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Open Tender in sealed envelope and in prescribed form are invited for and on ... details are also available on the website www.secr.indianrailways.gov.in from.
ISO 9001:2008

Q910346601.01

(

)

(0771 2252999)

TENDER NOTICE FOR PUBLICATION IN NEWS PAPERS Open Tender in sealed envelope and in prescribed form are invited for and on behalf of president of India by Dy. Chief Material Manager (Sales), South East Central Railway, Raipur C.G. 01 02 03 04 05 06 07 Sl.No Tender No. Name of Approx Earnest Cost of Completion the Work Tender Money Tender period Value Deposit Form 01 CDMS/G/GSD/ Photocopy 2,50,000/- 5000/- In Cash 12 Months R/Hiring/Xerox of A-4 Rs. from the / TN/2013/01 Single/Both 1000/date of Dt. 21.09.2013 and A-3 acceptance single Side By Post Rs. 1500/08. Date from which Tender form : During working hours days from 01.10.2013 to 14.11.13 Will be available in the office of Dy.CMM/S/GSD/Raipur 09. Tender Box available : From Date 01.10.2013 , 10.00 Hrs at GSD/Raipur. 10. Date and Timing of Closing : Dt. 15.11.2013 at 15.00 Hrs. Tender. 11. Date and Timing of Opening : Dt. 15.11.2013 at 15.30 Hrs. Tender 12. Validity offer : 90 to 120 days from the date of opening of the offer. 13. The Tender details are also available on the website www.secr.indianrailways.gov.in from the date 01.10.2013 AMM/SY/GSD/Raipur For Dy.CMM/GSD/Raipur

SOUTH EAST CENTRAL RAILWAY TENDER FORM:TENDER NOTICE No.:- CDMS/G/GSD/R/Hiring/Xerox/TN/2013/01

Date 21.09.2013.

STORES DEPARTMENT GSD/Raipur OFFICE OF THE Dy. CHIEF MATERIALS MANAGER, RAIPUR (C.G.) POST – W.R.S COLONY, PIN – 492008, PHONE No. 0771-2252999, FAX No. 0771-2252335.

TENDER FORM FOR HIRING OF 01 (One No.) XEROX MACHINE WITH USB / PARALLEL PORT FACILITY FROM PC ATTACHMENT TENDER NOTICE No.:- CDMS/G/GSD/R/HIRING/XEROX/TN/2013/01 APPROXIMATE TENDER VALUE:- Rs. 2,50,000/-(Rupees Two Lakhs Fifty Thousand only) TENDER CLOSING DATE AND TIME :- 15.11.2013 at 15:00 Hrs. TENDER OPENING DATE & TIME :- 15.11.2013 at 15:30 Hrs. PLACE:- GSD/RAIPUR COST OF TENDER FORM :- Rs. 1000/- (In Cash). COST OF TENDER FORM :- Rs. 1500/- (By Registered post).

Dy.CMM(S)/GSD/Raipur For & on behalf of president of India Page 1 of 14

SOUTH EAST CENTRAL RAILWAY TENDER FORM No.:TENDER NOTICE No:- CDMS/G/GSD/R/Hiring/Xerox/TN/2013/01 Date 21.09.2013

Office of the Dy. Chief Material Manager General Stores Depot, SECR, Raipur.

TOP SHEET TENDER TO BE OPENED ON:- 15.11.2013 NAME OF WORK:- Installation and operation of Photocopier machine Model NP-4050 with P.C. attachment port (Parallel & USB Port) or Similar with USB/Parallel port facility from P.C. attachment for Photocopying of A-4 size single & Both sides & A-3 size single side as and when required for a period of one years at the office of the Dy. CMM, GSD, Raipur. APPROXIMATE TENDER VALUE:- Rs. 2,50,000/- (Rupees Two Lakhs Fifty Thousand Only) Issued to: M/s ………………………………………………… Address: ……………………………………………………… ……………………………………………………… ……………………………………………………… COST OF TENDER FORM:- Rs. 1000/- (Rupees One Thousand only) in cash. Rs. 1500/- (Rupees One Thousand Five Hundred only) by registered post. Money Receipt No. ………………………. Dt. ………….. For Rs. ………………. Rupees …………………………………………………………… Deposited with ……………………………………………

(a) The tender should be accompanied with earnest money of Rs. 5,000 (Rupees six thousand only). (b) Tenders with contractor’s condition are liable to be rejected.

Dy. Chief Material Manager Gneral Stores Depot S.E.C.Rly. Raipur. For & on behalf of president of India Page 2 of 14

TENDER FORM No:TENDER NOTICE No.:- CDMS/G/GSD/R/Hiring/Xerox/TN/2013/01

Date 21.09.2013.

INSTRUCTION TO TENDERERS REGARDING TENDER FORMS DOWNLOADED FROM INTERNET 1.

Tender document is to be down loaded from the Internet and print out is to be taken on an A4 size paper and details are to be entered by the tendered at the various locations in the document. It is advisable that the downloaded tender document to be printed through high quality printers only. Submission of Xerox or photocopy of tender document is prohibited.

2.

This tender document (in full) down loaded from website along the various documents required to be submitted as per the tender conditions in a sealed cover duly subscribing with the name of the work, tender notice No. and date, submission of tender downloaded from the internet etc and the same should be dropped in the tender box kept in the office of Dy.CMM/GSD/Raipur before the date and time stipulated in the tender document.

3.

The cost of tender document as indicated in the tender document will have to be deposited by the tenderer in the form of bank draft payable in favour of FA&CAO/SECR along with the tender document. This should be enclosed as a separate Demand Draft. A single demand draft for the cost of tender form and Earnest Money Deposit will not be accepted. Tender not accompanied with the demand draft towards the cost of the tender document will be summarily rejected.

4.

The Earnest Money Deposit required for this as stipulated in the tender document also to be submitted separately.

5.

Tenderers are advised to download tender documents well in advance and submit the tender before the stipulated time. It is the responsibility of the tender to check any correction or any modifications published subsequently in website and the same shall be taken into account while submitting the tender, tenderer shall download corrigendum (if any), printout, sign and attach it with the main tender document. Tender document not accompanied by published corrigendum/s is liable to be rejected. The Railway will not be responsible for any postal delays/delay in downloading of tender document from the Internet.

6.

The tenderer may please note that the rate for items should be written in figures and in works by black or blue ballpoint pen only. Each pages of tender document should be signed by the tenderer.

7.

Tenderers are free to download tender document at their own risk and cost for purpose of perusal as well as for using the same as tender document for submitting the offer. Master copy of the tender document is available in the office of the Dy.CMM(S)/GSD/Raipur. After award of agreement will be prepared based on the master copy of the tender document available in the above-mentioned office. In case, any discrepancy between the tender document downloaded from the Internet and the master copy, latter shall prevail and will be binding on the tenderer/s, no claim on this account will be entertained.

8.

If any change/addition/deletion is made by the Tenderer/Contractor and the same is detected at any stage even after the award of the tender, full earnest money deposit will be forfeited and the contract will be terminated at his/their risk and cost. The tenderer is also liable to be banned from doing business with Railways and /or prosecuted.

9.

The following declaration should be given by the tenderer while submitting the tender. Declaration a) I/We have downloaded the tender form from the Internet site www.secr.gov.in and I/We have not tampered /modified the tender forms in any manner. In case, if the same is found to be tampered/modified I/We understand that my/ our tender will be summarily rejected and full earnest money deposit will be forfeited and I/We am /are liable to be banned from doing business with Railways and /or prosecuted. b)

I/We submitting a demand draft No. ____________dt___________ issued by ______________________________For Rs.___________ towards the cost of tender form. Signature of tenderer Date: Address: Dy.CMM(S)/GSD/Raipur

For & on behalf of president of India

Page 3 of 14

South East Central Railway TENDER NOTICE No: - CDMS/G/GSD/R/Hiring/Xerox/TN/2013/01 Date 21.09.2013. Sealed Tenders on prescribed forms are invited by the Dy.CMM(S)/SECR/GSD/Raipur for and on behalf of President of India for execution of under mentioned work in GSD/Raipur of South East Central Railway on or before 15.00 Hrs on Dt. 15.11.2013 from the contractors having experience in similar nature of works: Sl. Tender Name of work Approx. Earnest Completion Cost of Date of No Notice Value Money Period Tender opening . No: form 1 No.CDMS Installation and 01 years Rs. /G/GSD/ operation of Rs. Rs. 5,000/- from the 1000/-In 15.11.2013. R/Hiring/ Photocopier 2,50,000/date of person & Xerox/TN machine issue of Rs. 1500//2013/01 (Model NP-4050 acceptance by with USB Parallel letter registered port facility from post P.C. attachment or Similar) for photocopying of A-4 size single and both sides & A-3 size single side as and when required for a period of One year at the office of the Dy.CMM(S)/ GSD/Raipur

1. Tender form can be obtained on written application from the office of the Dy. Chief Material

Manager/GSD /S.E.C.Rly/Raipur on production of money receipt of Rs.1000/-(non-refundable& chargeable to Allocation No. Z-652-99) per set with Divl. Cashier, S. E.C Railway/Raipur in favour of FA & CAO/SEC Railway payable at Raipur. Challan form for the purpose of depositing the cost of tender form can be obtained from office of Dy.CMM(S)/GSD/Raipur duly signed. Tender Document will also be available on the website www.secr.gov.in. from 01.10.2013. The same can be down loaded and can be used as tender form, but the cost of tender form should be accompanied in the form of Demand Draft in favour of FA & CAO/SEC Railway payable at Raipur or the cost of tender form may be remitted with Divisional Cashier SEC Railway, Raipur and money receipt should be attached with tender form. The cost of tender form in any other form is not acceptable under any circumstances, and offer will be summarily rejected. Separate demand draft may be given for cost of tender form and also for EMD as single DD for both the tender documents is not acceptable. The purchaser may operate option clause for ± 25%. 2. The separate sealed Tender papers can be dropped in the tender box available for the purpose in the office of the Dy. Chief Material Manager/GSD/SECR/Raipur up to 15:00hrs on 15.11.2013 and will be opened in public in the office of Dy.CMM(S)/GSD/Raipur at 15:30hrs of the same date as mentioned above. Tender received after 15.00 hrs on 15.11.2013 will not be considered.

Dy.CMM(S)/GSD/Raipur For & on behalf of president of India Page 4 of 14

3. Tender received in this office by Registered post only at or before 15:00hrs on 15.11.2013 will be

dropped in the tender box before closure. The Railway Administration will not be responsible for any postal delay to those tenderers who send their tenders by registered post. The Railway Administration has reserved the right to modify and cancel the tender at any stage without assigning any reasons thereof. Tenderers interested in sending tender documents through registered post should clearly mention “Tender for hiring of Xerox machine” and tender due date on the top of the cover. Our full address is as follows Office of the Dy. Chief Material Manager(S), General Stores Depot, S.E.C. Railway, P.O. WRS colony, Raipur 492008 (C.G.) 4. In case any of the days herein mentioned above is declared a holiday or bund, on any account the said date shall automatically be substituted by the date of next working day. 5. The tender form is not transferable. 6. Earnest Money can be deposited in cash with the Divl. Cashier/ S.E.C.Railway/ Raipur (and deposit receipt shall be attached with the tender document before dropping) or it may be deposited in the form of Bank Deposit such as FDR, STDR, TDR and DD (drawn on Nationalized or Scheduled Bank), etc. duly pledged in favour of FA & CAO/S.E.C. Railway payable at Raipur or any of the forms as mentioned in latest amendment to general conditions of contract (works), will be acceptable. Bank Guarantee Bonds and permanent Earnest Money Deposit are not acceptable. 7. T

Tender unaccompanied by the requisite Earnest Money in any acceptable form specified above will be in no circumstances entertained and summarily rejected. 8. T This Tender Notice is also available on the Website of S.E.C. Railway viz www.secr.gov.in 9. Every tenderers is expected to conduct their survey at the site of works personally before dropping the tender.

(P.Sethi)

Dy. Chief Material Manager General Stores Depot, S.E.C.Rly, Raipur For & on behalf of president of India Copy to: i) COS/SECR/BSP for their kind information please. ii) DRM/BSP, NGP, for information please. iii) Dy.CVO/SECR/BSP for kind information please. iv) Dy.FA&CAO/R for information. He is requested to depute Accounts Officer on the date of opening of tender at GSD/Raipur. v) Divl. Cashier/S.E.C.Rly/R for information and necessary action. vi) NOTICE BOARD. vii) PRO/Raipur for its publication (at least in three newspaper one month before the date of opening) in important newspapers (At least any one of dailies of Raipur, Bilaspur & Nagpur) including one National daily. The original of newspapers (Not Photocopy) in which the tender notice is published may please the furnished to this office for record.

(P.Sethi )

Dy. Chief Material Manager General Stores Depot, S.E.C.Rly, Raipur For & on behalf of president of India Page 5 of 14

Tender Notice No: - CDMS/G/GSD/R/Hiring/Xerox/TN/2013/01

Date 21.09.2011.

CHECK LIST OF ITEMS TO BE COMPLIED BY TENDERES 1.

Submission of tender in Railway‟s form duly signed in ink by the tenderer at every page to signify that the tenderer has read and understood the contents and conditions of tender. 2. Partnership deed, if any, constitution of firm and copies of connected legal documents. 3. Full and clear postal address. 4. Earnest money in prescribed form of FDR/Demand Draft / Cash deposit :a) Validity of FDR/DD should be minimum for a period of 6 months. b) To be hypothecated to /drawn in favour of ----------------------------------. Validity of the tender offer is 90 days from date of opening of tender.

Corrections, if any, to be attested by the Tenderer with signature and stamp. Note :- The above checklist is not exhaustive. The Tenderer must go through carefully the entire booklet and submit the tender complying with all the conditions / provision / instructions mentioned therein irrespective of the fact that they have been highlighted in the check list or not.

Dy.CMM(S)/GSD/Raipur For & on behalf of president of India

Page 6 of 14

TENDER FORM (FIRST SHEET)

Tender No. – CDMS/G/GSD/R/Hiring/Xerox/TN/2013/01 Name of the work

:

Date 21.09.2013.

Installation and operation of Photocopier machine (with USB/Parallel port facility for P.C. attachment) for Photocopying of A-4 Size Single and A-4 size Both sides & A-3 size single side as and when required Model NP4050 with P.C. attachment port (Parallel & USB port) or Similar for a period of one year at the office of the Dy.CMM(S)/GSD/Raipur.

To The President of India Acting through the Dy. Chief Material Manager, General Stores Depot, S.E.C. Railway/Raipur I/We have read the various conditions to tender attached hereto and agree to abide by the said conditions. I/We also agree to keep this tender open for acceptance for a period of 90 (Ninety) days from the date fixed for opening the same and in default thereof. I/We will be liable for forfeiture of my/our “Earnest Money”. I/We offer to do the work for South East Central Railway, at the rates quoted in the attached schedule and hereby bind myself/ourselves to complete the work in all respects within 12 (Twelve) months from the date of issue of letter of acceptance of the tender. I/We also hereby agree to abide by the General Conditions of Contract corrected up-to latest correction slips and to carry out the work according to the special conditions of Contract and Specifications of materials and works as laid down by Railway in the annexed Special Conditions/Specifications and the South East Central Railway General conditions of contract and standard specifications part-IV corrected up-to latest correction slips. A sum of Rs. 5,000/- as specified in tender notice is herewith forwarded as Earnest money. The full value of the earnest money shall stand forfeited without prejudice to any other right or remedies in case my/our tender is accepted and if: -

(a)

I/We do not execute the contract documents within seven days after receipts of notice issued by the Railway that such documents are ready, and

(b)

I/We do not commence the work within fifteen days after receipt of orders to that effect.

Until a formal agreement is prepared and executed, acceptance of this tender shall constitute a binding contract between us subject to modifications, as may be mutually agreed to between us and indicated in the letter of acceptance of my/our offer for this work.

Yours faithfully, Signature of Witness. With Name & Address

Signature of the Tenderer (s) Address:

Dy.CMM(S)/GSD/Raipur For & on behalf of president of India Page 7 of 14

TENDER FORM (SECOND SHEET) Description of work.

Installation and operation of Photocopier machine with USB/Parallel Port Facility from P.C. attachment for photo-copying of A-4 size single and both sides & A-3 size single side as and when required (Model No: NP-4050 with P.C. attachment port Parallel & USB or Similar) for a period of One year at the office of the Dy.CMM(S)/ GSD/Raipur

Type of Photo copy paper A- 4 size (Single Side) A- 4 size (Both Sides) A- 3 size (Single Side)

No. of Copies for one years 1,06,909 Copies 1,11,445 Copies 20,163 Copies

Approximate value

Earnest Money to be deposited.

71,629.00 1,49,336.00 29,035.00

Total Value Rs.

2,50,000/-

Rs.5,000/-

1. Instruction to tenderers and conditions of tender: -The following documents form part of Tender contract: (A) Tender forms- first sheet and second sheet. (B) Special conditions /Specifications (enclosed). (C) Schedule of approximate quantities (enclosed annexure „A‟)

(D) General conditions of contract and standard specification for materials and works as laid down in part –III & IV of the schedule of Rates of South East Central Railway, as amended/ corrected up to correction slips mentioned in first sheet of tender form, copies of which can be obtained from the office of the Dy.Chief Material Manager, South East Central Railway, Raipur on payment. (E) Schedule of Rates, Part-I and general condition of contract and standard specification as amended/ corrected up to correction slip as mentioned in first sheet of tender sheet of tender form, copies of which be seen in the office of Dy.Chief Material Manager and obtained from the COS, South East Central Railway, Raipur.

2. The Tenderer (s) shall quote his/their rates as a percentage above of below the schedule of rates of the South East Central Railway as applicable except where he/they are required to quote item rates and must tender for all the items shown in the schedule of approximate quantity attached, the rates must be quoted only in the space provided. Rates and condition quoted if any in separate sheet will be summarily rejected. The quantities shown in the attached schedule are given as a guide and are approximate only and are subject to variation according to the needs of Railway. The Railway does not guarantee work under each item of the schedule.

3. Tenders containing erasures and /or alterations of the tender documents are liable to be rejected .Any correction made by the Tenderer (s) in his/their entries must be attested by him/them.

4. The works are required to be completed within a period of 12 Months from the date of issue of acceptance or till total quantity is exhausted whichever as earlier.

Dy.CMM(S)/GSD/Raipur For & on behalf of president of India Page 8 of 14

5. Earnest Money: - (a) The tender must be accompanied by a sum of 2% of contact value i.e. Rs.5,000/-as Earnest money deposited in cash of in any of the forms as mentioned in regulation of tenders and contracts for the guidance of the Engineers and contractors, failing which the tender will not be considered. (b) The tenderer (s) shall keep the offer open for a minimum period of ninety days from the date of opening of the tender, it is understood that the tender documents has been sold /issued to the tenderer (s) and the Tenderer (s) is /are permitted to tender in consideration of the stipulation on his/their part that after submitting his/their tender subject to the period being extended further if required by mutual agreement from time to time, he will not resile from his offer or modify the terms and condition thereof in a manner not acceptable, should the tenderer fail to observe of comply with the foregoing stipulation , the amount deposited as Earnest Money for the due performance of the above stipulation shall be forfeited by the Railway. (c) If the tender is accepted, the amount of Earnest money will be retained and adjusted as security deposit for the due and faithful fulfillment of the contract. This amount of security deposit shall be forfeited if the tenderer (s) /contractor (s) fail to execute the agreement within 07 days after receipt of notice issued by the Railway that such documents are ready or to commence the work within 15 days after receipt of the orders to that effect.

(d) The Earnest Money of the unsuccessful tenderer (s) will save as here-in-before provided be Returned back to the unsuccessful tenderer (s) within a reasonable time but the railway shall not be responsible for any loss or depreciation that may happen to the security for the due performance of the stipulation to keep the offer open for the period specified in the tender documents or to the Earnest Money while in their procession nor be liable to pay interest thereon. (6) Rights of the Railway to deal with tender: - The authority for the acceptance of the tender will rest with the Railway. It shall not be obligatory on the said authority to accept the lowest tender or any other tender and no tender (s) shall demand any explanation for the cause of rejection of his /their tender not the Railway undertake to assign reasons for declining to consider or reject any particular tender or tenders.

(7) If the tenderer (s) deliberately gives/give wrong information in his/their tender or creates/ create circumstances for the acceptance of his/ their tender, the Railway reserves the right to reject such tender at any stage.

(8) If the tender expires after the submission of his/ their tender or after the acceptance of his/ their tender, the Railway shall deem such tender cancelled, if a partner of a firm expires after the submission of their tender or after acceptance of their tender, the Railway shall deem such tender as cancelled, unless the firm retain its character.

(9) Tenderer’s credentials: - Documents testifying tenderer‟s previous experience and

financial status be produced along- with the tender or when desired by the competent authority of the South East Central Railway. Tenderer (s) who has/have not carried out any so far on this Railway and who is/ are not borne on the approved list of the contractor of South East Central Railway should submit along with his/ their tender credentials to establish. (i) His capacity to carry out the works satisfactorily. (ii) His Financial status supported by Bank reference and other documents. (iii) Certificates duly attested and testimonial regarding contracting experience for the type of job for which tender is invited with list of works carried out in the past. Tender must be enclosed in a sealed cover super scribed Tender No. CDMS/G/GSD/R/Hiring/Xerox/TN/2013/01 and must be deposited in special box allotted for the purpose in the office of Dy. Chief Material Manager(S)/GSD/Raipur not later than 15.00 Hr. on 15.11.2013. The tender will be opened at 15.30 hours on the same day. The tender papers will not be sold after 12: 00 hours on 15.11.2013. Dy.CMM(S)/GSD/Raipur For & on behalf of president of India Page 9 of 14

(10) Non-compliance with any of the condition set forth there in above is liable to result in the tender being rejected.

(11) Execution of Contract Documents: - The successful ternderer(s) shall be required to execute an agreement with president of India acting through the South East Central Railway for Carrying out the work according to general conditions of contract. Special conditions / Specifications annexed to the tender and specifications for work and materials as laid down in general Condition of contract and standard specifications, part-IV of South East Central Railway as amended/corrected up- to correction slip mentioned in tender form (first sheet).

(12) Partnership deeds, Power of Attorney etc: - The tenderer shall clearly specify whether the tender is submitted on his own or on behalf of a partnership concern. If the tender is submitted on behalf of a partnership concern. He should submitted the certified copy of partnership deed along with the tender and authorization to sign the tender documents on behalf of partnership firm if these documents are not enclosed along with tender document the tender will be treated as having been submitted by individual signing the tender documents. The railway will not be bound by any power of attorney granted by the tenderer of by changes in the composition of the firm made subsequent to the execution of the contract. It may, however, recognise such power of attorney and changes after obtaining proper legal advice, the cost of which will be chargeable to the contractor.

(13) The tenderer whether sole proprietor, a limited company or a partnership firm if they want to act through agent or individual partner (s) should submit along with by a notary public or by magistrate in favour of the specific person whether he/they be partner (s) of the firm or any other person specifically authorizing him/them to submit the tender, sign the agreement receive money, witness measurements, sign measurement books compromise, settle relinquish any clam(s) preferred by the firm and sing “No clam certificates: and refer all or any disputes to arbitration.

(14) Employment/ Partnership etc. of Retired Railway Employees: (a) should a tenderer be a retired engineer of the Gazetted rank or any other Gazetted officer working before his retirement and whether in the executive of administrative capacity or whether holding a pension able post of not in the material management department of any of the Railways owned and administered by the president of India for the time being , or should a tenderer being partnership firm have as one of its partners a retired engineer or retired Gazetted officer as aforesaid ,or should a tenderer being an incorporated company have any such retired engineer or retired officer as one of its Directors, or should a tender have in his employment any retired engineer or retired Gazetted officer as aforesaid the full information as to the date of retirement of such Engineer or Gazetted officer from the said service and in case where such engineer or officer had not retired from Government service at least 1 year prior to the date of submission of the tender as to whether permission for taking such contract or if the contractor be a partnership firm or an incorporated company to become a partner or Director as the case may be, or to take the employment under the contractor has been obtained by the tenderer or the Engineer or officer ,as the case may be from the president of India or any officer duly authorized by him in this behalf, shall be clearly started in wiring the time of summation the tender, Tenders without the information above referred to or a statement to the effect that no such retired engineer or retired Gazetted officer is so associated with the tenderer ,as the case may be, shall be rejected.

(b) Should a tenderer or contractor being an individual on the list of approved contractors, have a relative (s) or in the case of partnership firm or company or contractors one or more of his shareholder (s) or a relative(s) of the share holders employed in Gazetted capacity in the Material Management Department of the south east central Railway, the authority inviting tenders shall be informed of the fact at the time of submission of tender, failing which the tender may be disqualified /rejected or if such fact subsequently comes to light , the contract may be rescinded in

accordance with the provision of clause 62 of the general conditions of contract. Dy.CMM(S)/GSD/Raipur For & on behalf of president of India Page 10 of 14

RATE SHEET Description of the work: Installation and operation of Photocopier machine (with USB/Parallel port facility for P.C. attachment) for Photocopying of A-4 Size Single and A-4 size Both sides & A-3 size single side as and when required (Model NP-4050 with P.C. attachment port Parallel & USB or Similar) for a period of one year at the office of the Dy.CMM(S)/GSD/Raipur Tender Notice No: - CDMS/G/GSD/R/Hiring/Xerox/TN/2013/01 Date of opening: 15.11.2013 Approximate Tender Value: Rs.2,50,000/Earnest Money: Rs. 5,000/Sl N.

Description of work

1.

Installation and operation of Photocopier machine with USB/Parallel Port Facility from P.C. attachment for photo-copying of A-4 size single and both sides & A-3 size single side as and when required (Model NP-4050 with P.C. attachment port Parallel & USB or Similar for a period of One year at the office of the Dy.CMM(S)/ GSD/Raipur

2. 3.

Type of Photo copy paper

Approx Nos. of Copy

Rate Per Copy

Departmental Value

Rate to be Quoted in Figures and Words

A-4 (Single side)

1,06,909 Copies

0.67

71,629.00

-

A- 4 size (Both Side)

1,11,445 Copies

1.34

1,49,336.00

-

A- 3 size (Single Side)

20,163 Copies

1.44

29,035.00

-

Rs. 2,50,000/-

……………… % above/below or at par with department rate (in figures) ……………… percent above/below or at par with department rate (in words)

Total-

2,38,517 Copies

Note: A-4 Single side, both side and A-3 Single side rates should be quoted in figures and words. Rate quoted anywhere else bifurcated rates or rates for individual items will not be considered .Any special condition quoted will not be considered and the offer with special condition will summarily be rejected. Dy.CMM(S)/GSD/Raipur For & on behalf of president of India

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SPECIAL CONDITIONS OF CONTRACT 1. Photocopy machine to be installed at GSD/Raipur should be of approved make (Canon or equivalent) having a minimum speed of 50 copies per minute. 2. The rate quoted above will be inclusive of total consumable for the machine to be installed like toner, development, drum, drum cleaning blade, web roll, lamps etc. as per the requirement. 3. The rate quoted above will be inclusive of total maintenance along with complete spares. 4. The Tenderers shall be completely responsible for safe running of the machine. Railway will not be responsible for any loss, damage, repairs, maintenance or accident to the machine. Contractor will be fully responsible for any damage caused to the machine by any reason and the cost of repairs has to be borne by him. 5. The rate quoted above will be inclusive of all charges, levies and taxes by the local / state or central government. 6. Electricity, electric connection & meter will be provided by the railway however electricity charges will be borne by the contractor as per actual consumption based on commercial charges likely to change from time to time. 7. Machine supplied under this contract will be lifted by the contractor after the expiry of the contact and no extra payment will be made for the same. 8. The quoted rates are firm and no price variation will be accepted for any increase in the price of paper or any other commodities during the currency of the contract. 9. If the machine installed becomes out of order for any reason, an alternative machine of equivalent quality will be temporarily made available to the railway within 4 hours of giving information, falling which a penalty of Rs. 500/- per day will be imposed. 10. Total number of copies for one years should be maintained with the operator as per Annexure „A‟. This quantity is only approx and mini./max. no. of copies is not guaranteed. 11. Photocopier paper will be supplied by the contractor and paper for the photocopy used should be 75 Gsm. white and number of photocopies made by the machine will be accounted for separately. The payment will be made against submission of monthly bills by the contractor. 12. The manpower for operating the machine will be provided by the contractor at its own cost. 13. The quantity mentioned in the tender schedule is approximate and the actual quantity is liable to be on either higher side or lower side (± 25%). 14. The successful bidder shall submit a Performance Guarantee (PG) in the form of an irrevocable bank guarantee amounting to 5% of the contract value after the letter of acceptance has been issued, but before signing of the agreement. The agreement should normally be singed within 15 days after the issue of LOA and the Performance Guarantee shall also be submitted within this time limit. The P.G. should be valid up to 30 months from the date of contract. 15. Security deposit for each work should be 5% of the contract value. This is in addition to P.G. 16. The Performance guarantee and Security deposit shall be released after the physical completion of the work based on the „Completion Certificate‟ issued by competent authority stating that the contractor has completed the work in all respects satisfactory. 17. Contract shall be for 1 year. However, Railway reserves the right to terminate the contract with one month‟s notice without assigning any reason. 18. It is the responsibility of the contractor to ensure reasonably good quality photocopy every time, failing which payment shall not be made and in addition, it shall be treated as violation of the contract.

Dy.CMM(S)/GSD/Raipur For & on behalf of president of India Page 12 of 14

19. If the service of firm found unsatisfactory or the standby equipments are not provided timely, during the contractual period railway will be at freedom to enter into a fresh contract at the risk and cost of the defaulting firm and /or the contract will be terminated and security deposit will be forfeited within one month notice. No claim by the firm whatsoever, will be entertained 20. Tenderers must mention Make/Model of the Xerox machine in their tender. 21. Three log book should be maintained for A-4 size single side, A-4 size both sides & A-3 size single side & counter no. details. Format for A-4 size & A-3 size Xerox. Sl.No.

Date

Description of document

No. of copies

Section

Signature of CDMS /Ch.O.S.

Counter no. Closing no. at the day end B

No. of Copies

Format for counter no. Registration Sl.No.

Date

Counter no. Starting no. at the start of Xerox A

(B-A)

22. The machine is required to be operated from 8.00 AM to 5.00 PM on all working days. If required the machine shall also be operated beyond working hours holidays/Sundays. 23. Machine, Manpower and all consumables including paper shall be provided by the contractor as per the prescribed specification. 24. Railway does not guarantee the minimum/maximum nos. of copies. 25. Payment to the photocopy services provider should be made as per the no. of photocopies made duly certified by the officer of concern departments whose specimen signature should be provided to accounts office for verification during internal check for making payment. 26. In the event of any dispute, The matter shall be referred to sole arbitrator appointed by the Railways and decision of the arbitrator shall be final and binding on both the parties as specified in GCC clause.

Dy.CMM(S)/GSD/Raipur For & on behalf of president of India

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Annexure “A” Estimated quantity of photocopy for one year

Type of Photo copy paper

Nos. of Copies

A-4 Size (Single side) A-4 Size (Both sides) A-3 Size (Single side) Total:-

1,06,929 Copies 1,11,445 Copies 20,163 Copies 2,38,517 copies

Dy.CMM(S)/GSD/Raipur For & on behalf of president of India

End of Tender Document

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