Open Tender for printing and dispatch of NIRC NEWSLETTER ... Tender for printing and dispatch of...
Transcript of Open Tender for printing and dispatch of NIRC NEWSLETTER ... Tender for printing and dispatch of...
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NORTHERN INDIA REGIONAL COUNCIL of
THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA (ICAI)
TENDER
FOR
PRINTING & DISPATCH OF
NORTHERN INDIA REGIONAL COUNCIL (NIRC) NEWSLETTER
Part I (Technical & Commercial Conditions)
Name of Bidder: ____________________________________________________
Address: _____________________________________________________________
_______________________________________________________________
Date of Issue of Tender: 30th
May, 2015
Last Date of Submission: 12th
June, 2015 at 04.00 P.M.
NORTHERN INDIA REGIONAL COUNCIL of
THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA
H.O.: “ICAI Bhawan’, Indraprastha Marg, New Delhi - 110 002
Regional Office: ‘ICAI Bhawan’, 5th
Floor, Annexe Building, Indraprastha Marg,
New Delhi - 110002
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INDEX
Part – I
Technical & Commercial Conditions
Description Page Nos.
Notice Inviting Tenders (Press)
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Notice Inviting Tenders (Website) 4-5
Documents to be attached 6
Section – I : Instructions to Bidders 7-11
Section – II : Eligibility Criteria 12-13
Section – III : General Conditions of Contract (GCC)
14-18
Section – IV : Special Conditions of Contract (SCC) 19-21
Annexure I: Job Specification and Scope of work 22
Section – V : Technical Evaluation Proforma 23-26
PART-II
Financial Bid
Description Page Nos.
Schedule of Rates 27-28
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NOTICE INVITING TENDERS (PRESS)
NORTHERN INDIA REGIONAL COUNCIL of THE INSTITUTE OF CHARTERED
ACCOUNTANTS OF INDIA
H.O.: “ICAI Bhawan’, Indraprastha Marg, New Delhi - 110 002
R.O.: ‘ICAI Bhawan’, 5th
Floor, Annexe Building, Indraprastha Marg,
New Delhi - 110002.
TENDER FOR PRINTING & DISPATCH OF MONTHLY NIRC NEWSLETTER
ICAI invites sealed tenders from the reputed, experienced and authorised printers for
printing & dispatch of NIRC NEWSLETTER in size of 267mm x 203mm. The last date
for submission of the sealed bids is 12th
June, 2015 up to 4.00 P.M. The tender document
along with detailed terms and conditions is available at NIRC website i.e. www.nirc-
icai.org
Deputy Secretary,
NIRC of ICAI
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NOTICE INVITING TENDERS (Website)
NORTHERN INDIA REGIONAL COUNCIL of
THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA
H.O.: “ICAI Bhawan’, Indraprastha Marg, New Delhi - 110 002
R.O.: ‘ICAI Bhawan’, 5th
Floor, Annexe Building, Indraprastha Marg,
New Delhi - 110002.
TENDER FOR PRINTING & DISPATCH OF MONTHLY NIRC NEWSLETTER
NIRC of ICAI invites sealed tenders in Two- bid system (Technical bid and Financial
bid in two separate covers) from reputed and experienced Printers for Printing &
Dispatch of the NIRC NEWSLETTER.
1. Scope of Work : As above
2. Issue of Blank Tender : Tender forms can be downloaded from the
website of Northern India Regional Council
of The Institute of Chartered Accountants of
India (ICAI) i.e. www.nirc-icai.org.
3. Cost of tender : Rs.500/- ( Rupees Five Hundred Only) (non- refundable) in the form of Pay Order/
Demand Draft, in favour of ‘NIRC of ICAI’
payable at New Delhi, to be attached with
the Tender.
4. Submission of Tender : Sealed tender with one set of photocopy of
all the documents including both Part I and
Part II shall be submitted in Sealed Cover
as per instructions to Tenderers on or before
12th
June, 2015 up to 4.00 pm.
5. Opening of Tender : The Technical bids shall be opened in the
presence of the authorized representative of
the tenderers who may choose to be present
at 4.30 P.M. on 12th
June, 2015.
6. Validity : Tender shall be valid for a period of three
months for acceptance from the last date of
submission of the tender document.
7. Earnest Money Deposit : Earnest Money Deposit (EMD) of
Rs.1,00,000/- (Rupees One lakhs only) shall
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be paid along with the sealed tender by way
of DD issued by a scheduled Bank in favour
of “NIRC OF ICAI” payable at New
Delhi
8. Amount in words : Bidder shall write the financial bid rate
amount in numbers and in words. In case of
any discrepancy, amount in words shall be
considered as final and binding.
9. Overwriting : Over writing must be avoided. In case of
overwriting, the same shall be signed by the
authorised Bidder/ Tenderer at each place.
10. Stamp & Sign : The Bidder shall Stamp and sign the Tender
in places indicated.
11. TDS (Income Tax) : As Applicable
Note:-
1. NIRC of ICAI reserves all rights, to reject any tender / bid at any time, any stage
and/or fully or partly or whole process and/or for particular contractor and also
reserves all rights at any time to add, alter, modify, change, edit & delete any item
and/or condition at any stage and/or time or vary all or any of these terms and
conditions or replace fully or partly for whole process and/or for particular
contractor or vary all or any of these terms and conditions or replace without
assigning any reasons whatsoever. In this regard the decision of NIRC of ICAI
shall be final and binding on all the participants/bidders.
2. NIRC of ICAI reserves the right to reject any or all tenders / bids without
assigning any reason whatsoever.
3. Canvassing in any form in connection with tender is strictly prohibited and the
tender submitted by a Tenderer who resorts to canvassing is liable to be rejected.
4. NIRC of ICAI or its representatives shall not entertain any bidder during the
period of the selection of Contractor is in process.
5. NIRC of ICAI reserves the right to verify the particulars furnished by the tenderer
/ bidder, independently.
6. In no case, the request of bidder for change or modification in any terms and
conditions related to payment shall be entertained.
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DOCUMENTS TO BE ATTACHED/ CHECK LIST
The bidder shall submit the following documents:
1. D.D. of prescribed amount for Earnest Money Deposit as specified herein.
2. DD of the prescribed amount towards Cost of Tender Form.
3. Sample Paper Sheets (at least two sheets duly signed & stamped with the
nomenclature, gsm, mill name and any other specification).
4. Copy of all the details and documents relating to eligibility conditions (as per the
eligibility conditions mentioned at Section-“II”.
5. General/Technical Information about the bidder as per Section –V.
6. Part-1-Technical Bid and Part-2- Financial Bid duly signed & stamped and
each Part is sealed in two separate envelopes, duly super scribed “Technical
Bid” & ‘Financial Bid” and both kept in third envelope duly sealed and
super scribed “TENDER FOR NIRC NEWSLETTER”.
7. All relevant document/s mentioned in the Section – IV of the tender document.
8. Any other relevant document, Bidder desires to submit.
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SECTION – I
INSTRUCTIONS TO BIDDERS
1.0 TENDER DOCUMENTS, CLARIFICATION AND ADDENDUM
1.1 TENDER DOCUMENT
1.1.1 Complete set of Tender Documents can be downloaded by the bidder from NIRC
OF ICAI website www.nirc-icai.org. Bidder shall submit the Tender Documents
duly signed and stamped on each page of tender in token of his acceptance along
with his bid.
1.1.2 Bid shall remain valid for three months from the last date of submission of bid.
1.2 CLARIFICATION REQUESTS BY BIDDER
1.2.1 Although the details presented in this Tender Documents consisting of conditions
of contract, scope of work and technical specifications have been compiled with
all reasonable care, it is the Bidder’s responsibility to ensure that the information
provided is adequate and clearly understood.
1.2.2 Bidder shall examine the Tender documents thoroughly in all respect.
1.2.3 Any failure by Bidder to comply with the aforesaid requirement shall not absolve
the Bidder from liability, even subsequent to award of contract, from performing
the work in accordance with the tender Documents.
1.3 AMENDMENT OF TENDER DOCUMENT
1.3.1 NIRC of ICAI may, for any reason whether at its own initiative or in response to
the clarification requested by the prospective Bidder, issue amendment in the
form of addendum during the Bidding period and subsequent to receiving the
bids. Any addendum thus issued shall become part of Tender document and
Bidder shall submit ‘original’ addendum duly signed and stamped in token of his
acceptance.
1.3.2 For addendum issued during the Bidding period, Bidder shall consider the impact
in his Bid. For addendum issued subsequent to receiving the Bids, Bidder shall
follow the instructions issued along with addendum with regard to submission of
impact on quoted price/revised price, if any.
1.4 CONFIDENTIALITY OF DOCUMENT
1.4.1 Bidder shall treat the Bidding document and contents thereof as confidential.
2.0 EARNEST MONEY DEPOSIT
2.1 The bid shall be accompanied by Earnest Money Deposit (EMD) , interest free,
for the amount indicated in ‘Notice Inviting Tender’ in the form of a Demand
Draft drawn on any Nationalized/Scheduled Bank in favour of ‘NIRC of ICAI’
payable at New Delhi.
2.2 If the bidder, after submission, revokes his bid or modifies the terms and
conditions thereof during the validity of his bid except where NIRC of ICAI has
given opportunity to do so, the earnest money deposited by Bidder shall, in such
case, be forfeited.
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2.3 NIRC of ICAI may, at any time, cancel or withdraw the invitation to bid /Tender
process without assigning any reason and the earnest money deposited by Bidder
shall be refunded accordingly.
3.0 SCHEDULE OF RATES
3.1 The schedule of Rates shall be read in conjunction with all other sections of
Tender documents.
3.2 The rates quoted by the bidder shall be firm and fixed for the period of the
tendered works, unless stated otherwise. The rates quoted by the Bidder shall
include all taxes, duties & levies including Service Tax and any cess thereon.
3.3 Rates must be filled in the Financial Bid enclosed hereto as part of Tender
document. If quoted in separate typed sheets and any variation in description is
noticed, the bid is liable to be rejected. In any case, bidder shall be presumed to
have quoted against the description of work and the same shall be binding on the
bidder.
3.4 Rates quoted shall be in Indian Rupees Only.
3.5 Bidder shall quote rates both in figures as well as in words
4.0 SUBMISSION OF BID
4.1 The Technical and Financial bids should be submitted in two separate sealed
envelopes clearly mentioning as under:
“Part -I: Technical Bid for Tender for Printing and Dispatch of NIRC
NEWSLETTER” and
“Part – II: Financial Bid for Printing and Dispatch of NIRC
NEWSLETTER”.
Both the sealed envelopes to be put into another envelope and it should be
superscribed as “Tender for Printing and Dispatch of NIRC
NEWSLETTER”, failing which NIRC of ICAI shall assume no responsibility
for the misplacement or premature opening of the bid.
i) PART-I TECHNICAL PART (BID)
This part shall contain technical bid. Technical bid disclosing prices shall be
summarily rejected.
4.2 The following information/copies of the documents have to be attached:
a) Composition of the firm – Full particulars (whether contractor is an individual,
or a partnership firm, or a company etc.) of the composition of the firm of
contractors in detail should be submitted along with name(s) and address(es) of
the partners, copy of the Articles of Association, in case the bidder is a company
/Power of Attorney/any other relevant document.
b) Work experience & completion of similar works during the specified period
– Copies of the detailed work orders indicating date of award, value of awarded
work, time given for completing the work, etc. and the corresponding completion
certificates indicating actual date of completion and actual value of executed
similar works should be enclosed as proof of the work experience.
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c) Creditworthiness of the Tenderer and its turnover during the specified
period – Balance sheets of last 3 years shall be enclosed.
d) Name(s) & address (es) of the bankers of the Tenderer and their contact
details.
f) Attested Copy of PAN
Technical part shall comprise the attachments, specifying attachment serial number
arranged in the order as follows:
a) Demand Draft of prescribed amount for Earnest Money as specified.
b) Demand Draft of the prescribed amount towards cost of tender form.
c) Sample Paper Sheets (at least two sheets duly signed & stamped with the
nomenclature, gsm, mill name and any other specification) and enclose all
relevant documents and details relating to Eligibility Conditions.
d) Any other relevant document, Bidder desires to submit.
ii) PART-II FINANCIAL (RATE) BID
a) Priced commercial Part shall contain rates as per the prescribed format.
b) No stipulation, deviation, terms & conditions, presumption, basis etc. shall be
stipulated in Price part of bid. NIRC of ICAI shall not take cognizance of any
such statement and may at their discretion reject such price bids.
c) Bidders are advised NOT to mention Rebate/Discount separately, either in the
Rate format or anywhere else in the offer. In case bidder(s) intend to offer any
Rebate/Discount, they should include the same in the item rate(s) itself under the
Rates and indicate the discounted unit rate(s) only.
d) In case, it is observed that any of the bidder(s) has/have mentioned
Discount/Rebate separately, the same shall not be considered for evaluation.
However, in the event of the bidder emerging as the lowest bidder, the
Discount/Rebate offered by the bidder shall be considered for Award of Work and
the same shall be conclusive and binding on the bidder.
5.0 DATE, TIME & PLACE OF SUBMISSION
5.1 The sealed quotations are to be submitted on the business letterhead of the bidder
duly stamped and signed and dated on each page. Details/supporting documents
wherever applicable, if attached with the quotation should be duly authenticated
by the bidder. No over writings shall be accepted unless authenticated with full
signature of the bidder.
The sealed envelope duly superscribed “Tender for Printing and Dispatch of
NIRC NEWSLETTER” should be addressed to and sent at the address given
below either by registered post/speed post / or by dropping in the tender box,
placed Reception at the 5th
Floor of the Annexe Building of the NIRC of ICAI.
The sealed quotations should reach us on or before 12th
June, 2015 by 04.00 P.M.
MAILING ADDRESS:
The Deputy Secretary,
Northern India Regional Council OF ICAI
5TH
Floor, Annexe Building
ICAI Bhawan,
10
I.P. Marg,
New Delhi – 110002.
5.2 Quotations received after the stipulated date and time shall not be entertained. The
NIRC of ICAI shall not be liable for any postal delays whatsoever and quotations
received after the stipulated time/date are liable to be rejected summarily without
giving any reason.
5.3 In case of incomplete submissions, NIRC of ICAI shall be under no obligation to
give the bidder an opportunity to make good such deficiencies and NIRC of ICAI
may at its discretion treat such bids as incomplete and not consider for further
evaluation.
6.0 BID OPENING AND EVALUATION
6.1 OPENING OF TECHNICAL BID 6.1.1 On the date and time mentioned in ‘Notice Inviting Tender’, Part-I i.e. Technical
Part shall be opened in the presence of the authorized representative of the
Tenderers who may choose to be present
6.1.2 In the event, the specified date of bid opening is declared a holiday for NIRC of
ICAI, the bid shall be opened on the next working day at the specified time and
location.
6.2 CLARIFICATION & ADDITIONAL INFORMATION
During evaluation, NIRC of ICAI may request Bidder for any clarification on the
bid, additional or outstanding documents. Bidder shall submit all additional
documents in original. However, seeking clarification shall be on sole discretion
of NIRC of ICAI.
6.3 BID EVALUATION CRITERIA
6.3.1 Bid is the responsibility of Bidder and no relief or consideration can be given for
errors and omissions made by the Bidder inadvertently or advertently. Bid with
incomplete information is liable for rejection.
6.3.2 In the first stage, technical bids shall be evaluated as per the requirements
specified in the tender documents and thereafter the financial bids of the
technically qualified bidders shall be opened.
6.3.3 Non-submission of details / documents as per Para (4.2.) above may lead to
rejection of Bid.
6.4. DETERMINATION OF RESPONSIVENESS
6.4.1 Prior to the financial evaluation of Bids, NIRC of ICAI shall determine whether
each Bid is substantially responsive to the requirements of the Bidding document.
6.4.2 For the purpose of this clause, a substantially responsive bid is one, which
conforms to all the terms and conditions and specifications of the bidding
document without material deviation or reservation. A material deviation or
reservation is one which affects in any substantial way the scope, quality, or
performance of the works or which limits in any substantial way, inconsistent
with the Tender document, NIRC of ICAI’s rights or contractor’s obligation.
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6.4.3 If a Bid is not substantially responsive to the requirements of the Bidding
documents, it may be rejected by NIRC of ICAI.
6.5 UNSOLICITED POST BIDDING MODIFICATIONS
6.5.1 Bidders are advised to quote strictly as per terms and conditions of the bidding
document and not to stipulate any deviations/exceptions. Once quoted, the Bidder
shall not make any subsequent changes, whether resulting or arising out of any
technical/commercial clarifications sought on any deviations or exceptions
mentioned in the Bid. Any proposal for price change is likely to render the Bid
liable for rejection.
6.5.2 Performance of Bidder on work executed/under execution shall be taken into
consideration before selecting the Bidder/opening of his price bid.
6.6 OPENING OF FINANCIAL (RATE) PART OF BID
The Financial Rate part of only those bidders, whose bids are considered
technically acceptable, shall be opened.
6.7 Any effort by Bidder to influence NIRC of ICAI processing of Bid or award
decisions may result in rejection of such Bids.
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SECTION – II
ELIGIBILITY CRITERIA
General Eligibility
This invitation to respond to the Tender is open to such qualified and reputed printers
which are registered and have their registered office in India.
The eligible entities must be incorporated and registered under the Indian Companies
Act, 1956 or The Partnership Act, 1932 or under relevant law.
The parent company of any subsidiary company, which is seeking qualification on the
financial strength of its parent company, would have to give a written undertaking that it
would bear all financial or contractual liabilities of the subsidiary with regards to this
tender and the subsidiary has been authorized by them to submit the tender for and on
their behalf.
The parent company of any subsidiary company, which is seeking qualification on the
technical strength of its parent company, would have to give a written undertaking that its
technical capabilities/ resources would be available to the subsidiary company as and
when required for the completion of the subject contract.
Along with the General Eligibility criteria, bidder has to satisfy the following criteria
also.
1. The bidder should be an authorised printer and not merely a trader.
2. The bidder should enclose a copy of Quality Certificate from a recognized
Institution for their products. The bidder shall have preferably Quality assurance
certification like ISO 9001, ISI/BIS/CE/FDA certification, etc., attested copies of
the same are to be produced with the tender.
3. The bidder should have valid registration No. of SST /CST / VAT, Service Tax,
TIN and PAN No. (Copies to be enclosed).
4. The bidder should have average annual turnover of at least Rs. 1.5 Crores during
last three financial years pertaining to printing business only. Copies of the P&L
Account and Balance Sheet duly certified by Chartered Accountant must be
enclosed with the tender.
5. In case if any bidder/empanelled vendor is already rejected by NIRC of ICAI on
grounds of poor performance or for providing false information advertently or
inadvertently during the tender process in the past, their bid is liable to be
rejected.
6. The bidder shall have minimum three years of experience of printing for
recognised Institutions/Universities. (Copies of at least two Purchase Orders
received from such Institutions during the last three years should be enclosed).
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7. Printer/Bidder should have the experience of Printing, safekeeping and distribution
of various publications. Printer should provide a list of titles printed and
distributed for consideration of NIRC of ICAI along with suitable samples.
8. Printer/bidders should have a secured storage facility to stock paper for at least 4
issues. Place should be owned by the bidder and must be paper storage friendly.
9. The Printer/Bidder should have offices in Delhi/NCR or ready to open an office for
liaising with the Institute in Delhi/NCR.
10. The Printer/Bidder should have its own Printing Press and have Factory License
and Press Declaration (Attested copies to be attached with Technical Bid.)
11. There should be proper Insurance Cover for both, i.e., Plant/Machinery and the
Premises as well as existing stored stocks. (Attested copy of valid Insurance Policy
in full to be attached).
The Printer/Bidder should have at least the following infrastructure:
a. One center stitch Flow line with automated binding capacity of appx 50
thousand copies per day In-house; but preference will be given to a printer who
has more than one center stitcher with more capacity.
b. Minimum 1 CTP & complete prepress house for digitals & proofing including
image setter.
c. In house designing for Designing of cover and lay outing for text matter
d. Own FTP server facility for exchange of data in a secured manner with high
speed net connectivity
e. Suitable Power backup for running the whole press and all operations.
f. Capability of address printing, sorting and handing over to postal department as
per posting schedule. The Work can be outsourced by the printer to a reputed
mailing agency, if the requisite infrastructure is not available with them.
(The above eligibility criteria shall be certified by the Tenderer on their letterhead and
documentary proofs to be enclosed wherever required).
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SECTION – III
GENERAL CONDITIONS OF CONTRACT (GCC)
1. EARNEST MONEY AND PERFORMANCE SECURITY AMOUNT
1.1 Each Bidder shall furnish earnest money of Rs.1,00,000/- ( Rupees One Lakhs
Only ) through a Demand Draft / Pay Order drawn in favour of “NIRC of ICAI”
payable at New Delhi. The earnest money shall be released to the unsuccessful
Bidders without any interest thereon after finalisation of tender process.
1.2 The EMD of the successful tenderer shall be converted into performance security
deposit and shall be retained for the entire period of contract. The Contractor shall
not be entitled to any claim or receive any interest on the amount of performance
guarantee/security deposit. In addition to the above, additional performance
security for Rs. 1 lac in the form of bank guarantee shall also be submitted within
7 days of award of the work/issue of Letter of Intent to cover any loss or damage
caused to or suffered by NIRC of ICAI due to acts or omission by the Contractor
or any failure on the part of Contractor in fulfilment of terms and conditions of
the tender and conditions contained in the Agreement to be executed between
NIRC of ICAI and the contractor within 7 days from the award of work/issue of
Letter of Intent. The bank guarantee shall be valid up to three months after the
expiry of contract period.
1.3 Security Deposit/Performance Security is liable to be forfeited in case of failure of
successful bidder to supply the materials within the stipulated period/supply of
material which is not as per the contract or on breach of terms and conditions of
the contract.
2.1 The Tender form should be filled in English and legible entries to be made by
hand/typed. Any Tender in which there is overwriting or erasure is liable to be
rejected. All corrections should be attested with Bidder’s dated initials as many
times as the corrections occur. Tenders which propose any alteration in the work
specified in the Tender or in the time allowed for carrying out the work or which
contains any condition of any kind shall be rejected.
2.2 Each page of the Tender Documents shall be signed by the person or persons
submitting the Tender in token of his/their having acquainted himself/themselves
with the Conditions of Contract, Special Condition, etc. as laid down. Any tender
with any of the documents not so signed shall be rejected.
3. No alteration, which is made by the bidder in the Tender, shall be recognized. If
any such alterations are made or any special conditions are attached, the tender is
liable to be rejected.
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4. NIRC of ICAI’S RIGHT TO ACCEPT OR REJECT A BID
4.1 NIRC of ICAI reserves the right to accept a Bid other than the lowest and to
accept or reject any Bid in whole or part, or to annul the bidding process or to
reject all Bids with or without notice or reasons. Such decisions by NIRC of ICAI
shall bear no liability whatsoever consequent upon such decisions. Conditional
tenders shall be rejected.
4.2 NIRC of ICAI shall not be obliged to furnish any
information/clarification/explanation to unsuccessful/rejected bidders as regards
non acceptance of their bids. Except for refund of EMD, NIRC of ICAI may not
correspond with the unsuccessful bidder.
5. AWARDING OF WORK
5.1 NIRC of ICAI reserves the right to sub-divide the work mentioned in the Tender,
among two or more Contractors at its own discretion and the Contractors shall
have to execute the orders for part of the work placed with them at the quoted
rates. NIRC of ICAI also reserves the right to increase or decrease the quantities
and even omit any items of work after the order is placed and the Contractor shall
execute the same without claiming anything extra for the same. In this context the
rates quoted for each item must be self supporting and relevant.
5.2 On receipt of intimation from NIRC of ICAI of the acceptance of his/their
Tenders, the successful bidder shall take steps to enter into a formal agreement
within seven days from the acceptance. The cost of necessary stamp paper for
execution of the agreement shall be borne by the successful bidder.
5.3 There will be no guarantee for any minimum volume of business and the same is
dependant on adherence & response to NIRC of ICAI queries from time to time
and performance of the selected bidder on the order given i.e. performance in
timely deliveries.
6 MODIFICATION OF ORDERS
NIRC of ICAI may, at any time, during the period of the contract may
increase/decrease the quantities of the items as mentioned in order, without
creating any liability of NIRC of ICAI for compensation on any grounds,
whatsoever due to this change. In such a case, the Contractor shall perform the
service in the increased/decreased quantity at the same contract rates within the
time stipulated.
7. SUB – LETTING OF ASSIGNMENTS
The Contractor shall not assign the contract/supply order to any other agency in
whole or in part, to perform its obligations under the Contract, without the prior
written consent of NIRC of ICAI.
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8. TERM
Time is the essence of this contract. The contractor shall take all necessary steps
to complete the work within the timeframe given in the Delivery Schedule. The
contract shall be valid initially for a period of three years but no increase in rates
shall be there during the period; NIRC of ICAI shall evaluate the performance of
services of the Contractor and if the services are found satisfactory, NIRC of ICAI
reserves the right to extend the contract for another two years on the terms and
conditions and rates mutually agreed by both the parties.
9. TERMINATION OF CONTRACT
9.1 The Contractor shall provide the material and the related services as per the Scope
of Work in terms of the quality standards as described in the terms and conditions
of tender. The quality of material shall be outstanding and strictly as per the
standard described specifically in the tender document and any deviation on
account of quality of material/services shall give right to NIRC of ICAI to
terminate the contract forth with. In addition to any other rights or remedy
available to NIRC of ICAI, NIRC of ICAI may terminate the contract, at its
option in whole or part in case of any of the following violations by the
Contractor :-
9.1.1 The Contractor refuses to supply all or any of the material and related services
which the Contractor is required to render under the Contract, or refuse to render
the same within the time or in the manner or otherwise according to the Contract;
9.1.2 The Contractor supplies the material which is of sub-standard quality and /or not
as per the original contract; unsatisfactory service or failure of the Contractor to
meet the time Schedules or variation in the Quality of paper.
9.1.3 The Contractor becomes incapable of or unable to perform the Contract; death or
dissolution of Contractor or commencement of liquidation or winding up
proceedings or appointment of a Receiver or insolvency of the Contractor ;
9.1.4 Contractor assigns or sub-lets the work under the contract without the prior
written permission from NIRC of ICAI;
9.1.5 If at any time, it is found that any of the information/document provided by the
Contractor is false;
In all the above cases, the contract shall be terminated by giving 30 days advance written
notice to the Contractor and Performance Security Deposit submitted by the Contractor
shall be forfeited. However, the termination notice may be revoked provided the
Contractor rectifies the drawbacks/defaults within notice period to the satisfaction of the
NIRC of ICAI. No consequential damages shall be payable to the Contractor in the event
of such termination.
9.1.6 Either party may terminate the contract by giving 60 days advance written notice
without assigning any reason.
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10. INDEMNITY
That the Contractor shall keep NIRC of ICAI indemnified against all actions, suits and
proceedings and any costs, charges, expenses, loss or damage incurred, suffered, caused
to/sustained by NIRC of ICAI by reason of any default or breach or lapse or negligence
or non-observance of any rules, regulations, laws, byelaws etc. or non-performance or
any non- payment by/on behalf of the Contractor.
11. ARBITRATION In case of any dispute or difference arising in relation to meaning or
interpretation of the work order/agreement/contract under this tender, the matter shall be
mutually sorted by both the parties and only in the event of there being no resolution, the
matter shall be referred to Arbitration. Each party shall nominate one arbitrator and the
two nominated arbitrators shall nominate a Presiding Officer. In case of difference
between the two arbitrators, the matter shall be referred to the Presiding Officer for
resolution. The arbitration shall be conducted in accordance with the provisions of the
Arbitration and Conciliation Act, 1996. The seat of arbitration shall be at New Delhi and
the language of arbitration shall be English. The award of the arbitrator shall be final and
binding.
12. JURISDICTION
Subject to the above arbitration agreement clause, any dispute between the parties arising
out of or in connection with the contract shall be subject to the exclusive jurisdiction of
the Courts at Delhi only.
13. STATUTORY COMPLIANCE
The Bidder/Contractor shall be responsible for complying with all the applicable
laws/bye laws/regulations in force from time to time and shall bear all statutory liabilities
with respect to the workers/personnel engaged by it for performance of the Contract. The
Contractor shall also obtain all necessary permissions/ certificates/ NOCs for execution
of the work on behalf of NIRC OF ICAI from the statutory/Government bodies.
14. INSPECTION/REJECTION
NIRC OF ICAI reserves the right to inspect the work at any time on any day at the
premises of the Contractor and point out the defects noticed, if any and the Contractor
shall have to rectify all such defects immediately.
15. LIQUIDATED DAMAGES
In case of non-completion of the work within the stipulated period/variation in the quality
of material supplied/unsatisfactory services, variation in GSM of the Paper or other
parameters of the paper, NIRC OF ICAI reserves the right to recover liquidated damages
in terms of clause 13 of Special Conditions of Contract.
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16. INSURANCE
The Contractor shall purchase Insurance policy covering all perils for stock and
transit of entire ordered quantity of the NIRC NEWSLETTER, at its own cost, equivalent
to the amount of work for at least three issues (months) from the date of commencement
of work.
17. FORCE MAJEURE
In case the performance of the Contract is delayed due to an act of God, abnormally bad
weather, or earthquake or floods or similar calamities, serious loss or damage by fire or
civil commotion, local combination of workers strike or lockout or non-availability of
material or any other cause which is as per the absolute discretion of NIRC OF ICAI is
beyond Contractor’s control and if any such force majeure condition herein mentioned
occurs and continues for a period exceeding 15 days, the Parties hereto undertake to sit
together and devise for expeditious and proper performance of the obligations of the
Parties under this Contract.
18. CONFIDENTIALITY
Nothing shall be disclosed by any bidder to any other person not officially concerned
with such process until the bidding process is over. The undue use by any Bidder of
confidential information related to the process may result in rejection of its Bid. Except
with the prior written consent of NIRC OF ICAI, the Bidder(s) and their personnel shall
not at any time communicate/divulge to any person or entity any confidential information
acquired in the course of the Contract.
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SECTION-IV
SPECIAL CONDITIONS OF CONTRACT (SCC)
Northern India Regional Council of The Institute of Chartered Accountants of
India has been bringing out a monthly Newsletter for Chartered Accountants (members
fraternity). NIRC NEWSLETTER comprising of 20 pages including cover. The total
circulation of the NEWSLETTER stands above at nearly 45,000 copies presently.
The pages of the Newsletter may vary from 16-24 pages. However the Tender
should be submitted for 20 pages Newsletter. The cost of 4 Pages should be submitted
separately in the tender.
The NIRC NEWSLETTER is fully four colour.
The posting dates for the NEWSLETTER are 11th
to 12th
of same month. The matter for
printing would be delivered to the printer between 3rd
to 6th
of the same month in a
phased manner. The printer should ensure that the posting/mailing is completed within
the time frame for each issue.
The specifications and other details are as follows:
1. The finished size of NIRC NEWSLETTER will be 267 mm x 203 mm.
2. The cover is printed on imported art card of 110 GSM.
3. There will be 20 inner pages that are to be printed on:
(a) 90 GSM Map litho or
(b) 90 GSM LWC Gloss/Matt or
(Printer must submit sample/s of paper of each variety, mentioning there upon
name of paper and mill along with GSM with stamp of the printer and technical
specifications sheet from the Mill.)
4. The total print quantity may vary from month to month.
5. The printing press will be responsible for all pre-press work including page-
setting, inserting graphics, setting tables, equations, showing a number of proofs,
making corrections, etc. The press should have their own infrastructure for the
same. They should also preferably possess an image setter and other related
infrastructure.
6. All the operational activities right from giving the text matter to payment of bill
shall be governed by NIRC OF ICAI.
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7. NIRC OF ICAI may ask printer to provide DTP operator for finalization of
matter at NIRC OF ICAI premises for which no extra payment will be made to
the printer.
8. The responsibility of printing individual addresses on the NIRC NEWSLETTER
will also rest with the printer. The work can be outsourced by the printer to a
reputed mailing agency, if the requisite infrastructure is not available with them.
9. The printer will also process the mailing data provided by the NIRC OF ICAI.
The work will involve merging different files and sorting them pin-code wise.
Bundles of NIRC NEWSLETTER shall be made according to different pin-
codes. Cases where pin-codes are missing, sorting shall be done city-wise and
different bundles are made.
10. The printer will send the bundles of NIRC NEWSLETTER, on the scheduled
mailing dates, in bags to the 'bulk' mailing department of the post office for
distribution. In addition, specified number of copies will also be sent to the
office in NIRC or any other place as desired by NIRC.
11. No advance shall be paid. The payment shall be made by NEFT/RTGS one
month after the receipt of the bills.
12. The NEWSLETTER should be dispatch in polythene cover.
13. LIQUIDATED DAMAGES
13.1 In the event of non-completion/posting of NIRC NEWSLETTER within the
stipulated time/delivery schedule, NIRC OF ICAI reserves the right to recover
liquidated damages from the contractor to the extent the extra cost is demanded by the
concerned Post Office where from NEWSLETTER is dispatched.
13.2 GSM variation on text and cover paper should not be more than + 2.5 % on
average of minimum 10 samples of the particular work order and 5% of the single
paper sample. GSM testing may be done by any recognised lab. If the variation
exceeds the aforesaid limit, NIRC OF ICAI reserve the right to recover liquidated
damages from the contractor upto 5% of ordered value.
13.3 If any type of printing error or binding error or usage of low quality of raw
material such as ink etc. is found in the final printed NIRC NEWSLETTER, NIRC
OF ICAI may impose penalty. The amount of penalty will be decided by NIRC of
ICAI.
The decision of NIRC OF ICAI shall be final and binding on the contractor in respect
of clauses 13.1, 13.2 and 13.3 as mentioned herein above.
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14. The successful bidder shall be required to provide Bank (Performance)
Guarantee for Rs. One lakh only within 7 days of award of work/issue of Letter
of Intent by NIRC OF ICAI.
15. The rates quoted should be inclusive of all taxes and any other charges,
which should be final to be paid.
16. There will be an Agreement, signed by both the parties, for three years and the
offered rates shall remain unchanged for the period of contract and no upward
escalation in prices shall be allowed on ground like hike in paper prices, raw
material, diesel prices, increase in foreign currency etc.; with an option to extend
it further for two years on mutual acceptance/negotiation.
17. Open files of Cover and text to be submitted to NIRC OF ICAI in CD/DVD after
printing for keeping in records.
18. It may be noted that 70% & 30% weightage shall be applicable respectively for
Technical Bid and Commercial Bid (Quotation).
19. Any other information/innovation, which you may like to add in support of your
bid, which may be attached with the ‘Technical Bid’.
In order to facilitate, the ‘Basic Job Specifications & Scope of Work’ are enclosed as
Annexure-I which may be perused. You are requested to send your quotation, in the form
of “Technical Bid” & Financial Bid complete in all respects as required, for the subject
job in hard copy as well as compulsorily in soft copy in the form of separate CDs duly
signed and stamped as per the ‘Check List’ at ‘Documents to be attached’.
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ANNEXURE - I
BASIC JOB SPECIFICATIONS AND SCOPE OF WORK
(A) Job Specifications:
(1) Print Order : 45,000 Approximate (likely to increase over time)
(2) Size : 267 mm x 203 mm.
(3) Pages : 20 approx.
(4) Paper : Text in either of (subject to final approval)
(a) 90 GSM Map litho or
(b) 90 GSM LWC Gloss/Matt or
(5) Cover : In 110 GSM Art Card
(6) Print Matter : All in 4 Colours
(7) Binding : Centre Stitch
(8) Postage : To be borne by NIRC OF ICAI at actual
(9) Mailing : At actual as per concessions provided by the postal
Department on 11th
to 12th
of every month
In case of exigency, NIRC OF ICAI may change the date of
posting after due approval from concerned Post Office.
(10) Period of Contract : Minimum three years with no rate change with an option
to extend for another two years on mutual acceptance.
(B) Scope of Work on monthly basis:
(a) Cover designing- layout & text designing.
(b) High-Speed Printing.
(c) Conversion into PDF/CD and providing soft copies to NIRC OF ICAI.
(d) Labelling and insertion
(e) Sorting of envelopes pin code wise & franking. Transportation and dispatch in
Coordination with Postal Department.
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Section –V
Technical Evaluation Proforma
S.No. Requirement
1 About Organisation
(a) Public/Listed/Private
(b) Year of Incorporation
( c) Board of Directors/
(Organization Structure)
2 Financial Position
Turnover in Cr.(For 3 years)
Copy of ITR certificates for the
past 3 years to be attached
Name of Banker
3 Presence in Indian Market
(a) National/International Presence
with Registered Office and other
facilities in India
(b) Total No. of clients
(c ) List of Clients
4 Experience and Capabilities
(a) No of titles of Professional
related publications/CDs
(b) Similar Projects handled
5 Insurance
Insurance cover for Premises to be
used for storing ICAI stocks (copy
to be attached)
Insurance cover for all NIRC OF
ICAI stocks which will be with
vendor
6 Infrastructure
(I) Office
Offices in Delhi/its satellite towns
Ready to open an office in Delhi
(II) Secured Warehouse
(a) Facility Availability
(b) Space
( c )Storage rack system and no. of
units
(d) Total capacity
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(e) Inward-Outward system
support
(III) Power Backup/Generators
7 Mailing and Distribution
Facility
(a) Details of Franking Machine
(b) Availability of Post Office
within Vendor’s premises
8 Technical specifications
(a) Creative and DTB set up
(i) number of people working
--creative
--DTP
(ii) number of PCs
(iii) Software availability
(iv) Measuring Unit
-- maximum possible pages in
DTP per day
-- experience of DTP team
(b)Facility of typesetting in Hindi,
English and other languages
( c) Number of expert operators
for typesetting and designing
(d) Pre-Press
(i) High resolution scanning
facility
(ii) Detail of scanning facility
(iii) Number of PCs
(iv) Softwares used for colour
creations and designing
(e) Positive Making unit
(i) Machine details
(ii) Capacity per day
(f) Computer to Place facility
(g) Plate making
(i) Digital or manual
(ii) Machine details
(iii) Capacity per day
(iv) Type of plates used
(v) Plate brand
(h) Pasteup
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(i) Positives, if used (with 8
pages)
(ii) Manual pasted forms or
single piece
(i) Printing Machines
(i) Sheet Fed
- Machine details
- Total Units
- Total capacity of no. of
forms produced in 24 hrs.
(ii) Web Fed
- Machine details
- Total Units
- Total capacity of no. of forms
produced in 24 hrs.
(j) Folding
(i) Machine details
(ii) Total units
(iii) Capacity per day
(k) Binding
(i) Centre printing
- Machine details
- Total Units
- Capacity per day
(ii) Perfect Binding
- Machine details
- Total Units
- Capacity per day
(l) Cutting Machine
(i) Automatic or online with
binding unit
(ii) No. of machines
(iii) Capacity of each machine
(m) Kiting
(i) No. of people working in the
process
(n) Carton packing
(i) Shrink wrapping facility
(ii) Capacity
(o) Strapping
(i) No. of machines
(ii) Automatic or manual
(iii) Capacity of each machines
(p) Details of – finishing line
(i) Automatic Shrink Wrapping
Machine
(ii) Manual Shrink Wrapping
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Signature of the Proprietor/Director/Managing Director/Partner
Place Name
Date Designation
Seal
Machine
(q) Reporting
(i) No. of people
(ii) Database management
systems used to report to client on
daily basis
(r) Availability of colour
processing facility
(s) Availability of remote digital
proofing and Web approval
system
(t) In-house digital output
facility
(u) Positive outputting capacity
per day
9 Logistics
(a) Annual tie-ups with
courier/transport
(b) Transit time destination-wise
(c) Monitoring system to track
shipment
(d) List of vendors for sourcing
and procuring paper
10 Attested copy of Factory Licence and Press Declaration also to be
attached
11 Technical Evaluation Proforma duly filled, signed and stamped should be
sealed in an envelope and super scribed “PART-1-TECHNICAL BID”
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NORTHERN INDIA REGIONAL COUNCIL of
THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA (“ICAI”)
NEW DELHI
TENDER
FOR
PRINTING & DISPATCH OF
NORTHERN INDIA REGIONAL COUNCIL (NIRC) NEWSLETTER
Part – II (Financial Bid)
Name of Bidder: ____________________________________________________
Address: _____________________________________________________________
_______________________________________________________________
Date of Issue of Tender: 30th
May, 2015
Last Date of Submission: 12th
June, 2015 at 04.00 P.M.
28
Name of the Company
CASE I - Printing and Other Tasks as per Annex I (When paper will be procured by the Printer)
CASE IV - Printing and Other Tasks as per Annex I (When paper will be procured by the Printer)
70 GSM Map Litho 65 GSM LWC Gloss/Matt
Cost for Printing 20 pages 110 GSM Art Paper
Cost of printing every additional 4 pages
Cost for Printing 16 pages + 4 cover pages on 110 GSM Art Paper
Cost of printing every additional 4 pages
Signature of the Proprietor/ Director/ Managing Director/Partner
Place
Name
Date
Designation
Seal