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REGIONAL OFFICE : PUDUCHERRY

EMPLOYEES’ STATE INSURANCE CORPORATION

MINISTRY OF LABOUR & EMPLOYMENT,

GOVERNMENT OF INDIA

ESIC Complex, Bouvankare Street,

Puducherry – 605 004

_________________________________________________________________________________________

No. 55-D-11-12-01-09-Genl.Misc.V Dated: 14.01.2021

NOTICE INVITING TENDER FOR SUPPLY OF PRINT HEAD FOR HP PRINTER OFFICEJET PRO 276DW MFP

Sl.No Description Particulars

1 Name of the Work Supply of Print-head for HP Printer Officejet Pro 276DW MFP

2 Tender Value Rs. 3,85,000 /- (Rupees Three Lakhs Eighty Five

Thousand Only) 3 Period for submission of e-Tender

form 14.01.2021 to 05.02.2021 up to 15.00 Hrs

4 Date & Time of Opening e-Tender 09.02.2021 @ 10.00 Hrs

5 Bid Security / Earnest Money to be deposited

EMD Rs. 7700/-(Rupees Seven Thousand Seven Hundred Only)

6 Performance Security / Security Deposit Money

A sum equivalent to 3% of bid value or Rs.11550/- whichever is higher

-Sd- REGIONAL DIRECTOR

SECTION 1.

TENDER INVITATION

The Additional commissioner & Regional Director, ESI Corporation, Puducherry is inviting E-

tender under two bid system (OR) manual/offline tender from reputed

manufacturers/distributors/dealers/firms who satisfy the Pre-Qualification Criteria specified

below, for Supply of Print-Head for the HP printer as per the specification given in Section 6.

1.1 Preamble: -

a) Bidders are advised to study the Bid document carefully. Online Submission of bids shall be

deemed to have been done after careful study and examination of the bid document with full

understanding of its implications. Offers prepared in accordance with the procedures

enumerated in Section-2 should be submitted online through Central Public Procurement

Portal (CPPP) website: https://eprocure.gov.in/eprocure/appin two bid system ((i.e) Technical

Bid and Financial Bid) not later than the date and time specified in the Schedule for Invitation to

Bid under Clause 1.2.

Prospective Bidders are advised to follow the instructions provided in the “General

Instruction to Bidders” under Section-2 for e-submission of the bids online through CPPP for e-

Procurement at https://eprocure.gov.in/eprocure/app. Bid documents may be scanned with

100 dpi with black and white option which helps in reducing size of the scanned document.

Prospective Bidders are also advised to go through “General Terms and Conditions” under

Section-3.

b) The interested bidders may submit their e-tender through online at Central Public Procurement

Portal (CPP) https://eprocure.gov.in/eprocure/app. In addition to e-tender which has to be filed

online, the bidders are also required to submit hard copies of Tender documents (As Per Annexure C)

duly completed, signed in all the pages by the authorized signatory along with requisite documents/

forms, as mentioned in the tender document and submit the same with the covering letter in a sealed

envelope duly superscibed with “ Tender for Supply of Print-head for HP Printer Officejet Pro

276DW MFP” and should be sent either by post or can be dropped in the Tender Box kept at the

Regional Office, ESI Corporation, No. 89/2, Bouvankare Street, ESIC Complex, Mudaliarpet,

Puducherry-605 004 on or before 05/02/2021. For all practical purposes, the e-tender only shall be

considered final for evaluation and the hard copy of tender documents would be scrutinized only in

case of any dispute.

(Or)

May download Tender From, Technical and Financial Bid Formats from ESIC website

http://www.esic.nic.in”. The detailed terms and conditions of the Tender are also given in the

said website. The duly filled tender forms comprising Technical and Financial bid (each in

separate cover superscribed as “Technical Bid for Supply of Print-head for HP Printer

Officejet Pro 276DW MFP” and “Financial Bid for Supply of Print-head for HP Printer

Officejet Pro 276DW MFP”), along with the relevant documents/certificates may be put in one

sealed cover and dropped in the Tender Box kept at the Regional Office, ESI Corporation, No. 89/2,

Bouvankare Street, ESIC Complex, Mudaliarpet, Puducherry-605 004 on or before 05/02/2021.

Note: ESIC shall not be responsible for non-submission of bid documents due to any reasons whatsoever. c) Bidder who has downloaded the tender documents from Central Public Procurement Portal

(CPPP) website https://eprocure.gov.in/eprocure/app , shall not tamper/modify the tender

form including downloaded price bid template, in any manner. In case if the same is found to be

tampered/modified in any manner, tender will be completely rejected and EMD, if any, would

be forfeited and bidder is liable to be banned from doing business with ESIC.

d) Prospective bidders are advised to visit CPPP website

https://eprocure.gov.in/eprocure/appat least 3 days prior to closing date of submission of

tender for any corrigendum / addendum/ amendment.

e) The eligibility criteria specified under Section 3.6 for the bidders should be fulfilled for

consideration of the financial bid.

1.2 Schedule for Invitation to Bid: -

1 Name & address of the Department Regional Office, ESI Corporation, No.89/2, Bouvankare Street, ESIC Complex, Mudaliarpet, Puducherry-605004

2 Closing Time & Date for receipt of online bids

On or before 05/02/2021 (15.00 Hrs.)

3 Name of the Contact Person for any clarification

Branch Officer, General Branch, Regional Office, ESI Corporation, Puducherry –605004 Phone: -0413-2357642

4 Date till which the bid should be valid 120 days from the date of opening of Technical bid

1.3 Important Dates:-

Sl.No. Activity Date and Time 1 Release / Issue of Tender document 14/01/2021

2 Start date & time for submission of Bids 14/01/2021

3 End date & time for submission of Bids 05/02/2021 @ 3.00 PM

4 Opening of online Technical Bids 09/02/2021 @ 10.00 AM

5 Opening of online Financial Bids After evaluation of Technical Bids

SECTION 2.

GENERAL INSTRUCTION TO BIDDERS

2.1 Procedure for Submission of Online Bids on CPP Portal: -The bidders are required to submit

soft copies of their bids electronically on the CPP Portal, using valid Digital Signature

Certificates. All the pages of the bid being submitted must be signed and sequentially numbered

by the Bidder irrespective of nature of content of the documents before uploading. All the files

mentioned should be in “.pdf” format. The instructions given below are meant to assist the

bidders in registering on the CPP Portal, prepare their bids in accordance with the

requirements and submitting their bids online on the CPP Portal.

More information useful for submitting online bids on the CPP Portal may be obtained at:

“https://eprocure.gov.in/eprocure/app”

2.2 Registration: -

a) Bidders are required to enroll on the e-Procurement module of the Central Public

Procurement Portal (https://eprocure.gov.in/eprocure/app) by clicking on the link `Online

Bidder Enrolment’. Enrolment on the CPP Portal is free of charge.

b) As part of the enrolment process, the bidders will be required to choose a unique username

and assign a password for their accounts.

c) Bidders are advised to register their valid email address and mobile numbers as part of the

registration process. This will be used for any communication from the CPP Portal.

d) Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (DSC) (Class II or Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India with their profile. List of the Certifying Authority who provide DSC is available on CPP Portal under the link “https://eprocure.gov.in/eprocure/app?component=%24DirectLink&page=DSCInfo&service=direct&session=T” else visit the tab “Information about DSC” in the home page of CPP Portal e) 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.

f) Bidder shall login to the site through secured login by entering their user ID / password and

with the DSC/e-Token.

2.3 Searching for tender documents:-

a) There are various search options built in the CPP Portal, to facilitate bidders to search active

tenders by several parameters. These parameters could include Tender ID, organization name,

location, date, value, etc. 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.

b) 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.

c) 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.

2.4 Preparation of bids: -

a) Bidder should take into the account any corrigendum published on the tender document

before submitting their bids.

b) Bidder should go through the tender advertisement and the tender document carefully to

understand the documents required to be submitted as part of the bid. 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.

c) 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.

d) 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

submitting a bid, and need not be uploaded repeatedly. This will lead to a reduction in the time

required for bid submission process.

2.5 Submission of bids: -

a) Bidder should login to the site well in advance for bid submission so that he/she uploads the

bid in time i.e. on or before the bid submission time. Bidder will be sole responsible for non-

submission of bids in due time.

b) The bidder has to digitally sign and upload the required bid documents one by one as

indicated in the tender document.

c) Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable

and enter details of the instrument / scan copy.

d) Bidder should prepare the EMD as per the instructions specified under section 3.15 of

tender document. The details of the Demand Draft, physically sent, should tally with the details

available in the scanned copy and the data entered during bid submission time. Otherwise the

uploaded bid will be rejected.

e) Bidders are requested to note that they should necessarily submit their financial bids in the

format provided and no other format is acceptable. If the price bid has been given as a standard

BOQ format with the tender document, then the same is to be downloaded and to be filled by all

the bidders. Bidders are required to download the BoQ file, open it and complete the white

colored (unprotected) cells with their respective financial quotes and other details (such as

name of the bidder). No other cells should be changed. Once the details have been completed,

the bidder should save it and submit it online, without changing the filename. If the BoQ file is

found to be modified by the bidder, the bid will be rejected.

f) 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, opening

of bids etc. The bidders should follow this time during bid submissions.

g) All the documents being submitted online by the bidders would be encrypted using PKI

encryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by

unauthorized persons until the time of bid opening. The confidentiality of the bids is maintained

using the secured Socket Layer 128-bit encryption technology. Data storage encryption of

sensitive fields is done. Any bid document that is uploaded to the server is subjected to

symmetric encryption using a system generated symmetric key. Further this key is subjected to

asymmetric encryption using buyers/bid opener’s public keys. Overall, 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 (i.e. after Clicking “Freeze Bid Submission”

in the portal), 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) The bid summary has to be printed and kept as an acknowledgement of the submission of the

bid. This acknowledgement may be used as an entry pass for any bid opening meetings.

2.6 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 Portal

in general may be directed to the 24x7 CPP Portal Helpdesk. The contact number for the

helpdesk is 0120-4200462.

SECTION 3.

GENERAL TERMS AND CONDITIONS:-

3.1. The bids can be submitted only as single party and consortium of bidders shall not be

entertained.

3.2. The bidders are required to submit soft copies of their bids electronically on the CPP Portal,

using valid Digital Signature Certificates before the due date and time.

3.3. In the event of the withdrawal / revocation of tenders by bidder within the valid period of

the offer, the earnest money shall be forfeited. The earnest money will however, be returned to

the bidder whose tender is not accepted. The earnest money deposited by the bidders shall not

carry any interest whatsoever. EMD of the unsuccessful bidders shall be returned after award of

the contract to the successful bidder. No correspondence/request for withdrawal of the same

shall be entertained before the award of the contract to the successful bidder.

3.4. Any deviation from ESIC's guidelines shall be clearly indicated in technical bid itself.

However, ESIC, Regional Office, Puducherry reserves all the rights to accept or reject the

proposed solution without assigning any reason whatsoever thereof.

3.5. All tenderers are requested to read the tender document carefully including the terms and

conditions, procedures to fill the e-tender format and tender assessment criteria.

TENDER DOCUMENT CONSISTS OF THE FOLLOWING:-

i. Eligibility Criteria

ii. Instructions to Tenderers

iii. General Terms and conditions

iv. Terms and conditions of the tender

v. Tender Evaluation Criteria

vi. Schedule of requirement of items with specifications

vii. Brief description of firm (Annexure –A)

viii. Declaration (Annexure –B)

ix. Checklist (Annexure-c)

x. Evaluation of Financial Bid (Annexure-D)

xi. BoQ

3.6. ELIGIBILITY CRITERIA

Firms to be eligible should fulfill the following conditions:-

i. The bidder should have experience of at least 01 (ONE) years in supply of Print Head or in

business of the items specified in “Section-6”and documentary evidence must be submitted in

support thereof with the tender.

ii. The Bidder/firm should be continuously in this business for the last One year.

iii. Bidder(s) participating in Tender must have annual turnover of Rs. 10,00,000/-(Rupees Ten

Lakhs) for last three consecutive Financial years[ 2017-18, 2018-19 and 2019-20].

iv. The tenderer should not be blacklisted/deregistered currently by any Govt./PSU/

Autonomous Body.

v. The bidder shall have valid registration or trade license to carry/supply the items in

question.(Shops and Establishment Registration or Registered under certain enactment or any

other certificate issue by government or Government Agency)

vi. The bidder should have PAN and GST No.

vii. The bidder should have Bank Account in any of the Nationalized Banks/ Scheduled

Banks.(In case of Ltd./Pvt. Ltd./Partnership Firm, the PAN and Account shall be in the name of

the Firm/Company and in case of Individual Ownership, the PAN and Account may be in the

name of Owner.

viii. As per Govt. Norms, No ESIC Employee and their Relative are eligible for participation in

the tender.

3.7. The technical bids of bidders, qualifying the bidder eligibility criteria shall be considered

for further evaluation.

3.8. DOCUMENTS / CERTIFICATES TO BE UPLOADED: -

The bids prepared by the bidder shall comprise of:

(i) Technical Bid: -

a) Brief description of the tenderer (Annexure-A(Form A, Form B & Form C)); Declaration (Annexure-B) and Check list (Annexure-C) must be uploaded in technical bid

b) Scanned Copies of the PAN/GST Number should be uploaded along with the bid.

c) Copies of Income Tax Return for 3 years [2017-18, 2018-19, 2019-20]

d) Audited Balance Sheet with details of turnover /Proof of annual turnover for last 3

consecutive financial years certified by Chartered Accountant.

e) Proof of experience / Work orders.

f) Details of Bank Account

g) Details of Registration of firm/ Trade license Documents.

h) Scanned copy of EMD/ Proof of Exemption from EMD. In addition to online submission, the

sealed cover containing D.D. for EMD of Rs. 7700/-(Rupees Seven Thousand Seven Hundred

only) should be sent either by post or can be dropped in the Tender Box kept at the Regional Office, ESI

Corporation, No. 89/2, Bouvankare Street, ESIC Complex, Mudaliarpet, Puducherry-6050 on or before

the stipulated date and time mentioned in the document. The envelope shall be super-scribed

as “E-Tender for SUPPLY OF PRINT HEAD OF HP PRINTER OFFICEJET PRO 276DW MFP”.

i) Each page of the Tender and all its annexure shall be signed and stamped by authorized

representative of tenderer in token of acceptance of the terms and conditions laid under the

Tender Document and the same shall be uploaded. Original documents shall be submitted for

verification as and when required, failing which the bids are liable to be rejected.

j) No page should be removed /detached from the tender document.

N.B. All the documents attached with the bid must be legible and self-attested .Any overwriting

or ‟ cutting” which is unavoidable shall be signed by the authorized signatory.

(ii) Financial bid: -

a) Price Bid of quoted item as per BOQ [.xls format]. The rates should be inclusive of

packing charges, Logistics Charges, installation charges and all other charges as

applicable. No other charges shall be paid apart from the rates quoted in BoQ.

b) For Financial Bid (BoQ) to be filled online and offline as per the Annexure D. If any

mismatch found in the rate quoted, the BoQ will only be taken for consideration.

3.9. STATUTORY AND OTHER REGULATIONS: -vendor shall comply with all the statutory

requirements/ norms issued by the Govt. from time to time.

3.10. RESERVES THE RIGHT

Any Corrigendum to this tender will be notified through the aforesaid websites only, at any time

prior to the last time and date for receipt of bids, ESIC, may, for any reason, at its own initiative,

modify the Bid Document by an amendment. The amendment will be notified in thee-

Procurement website, which will be binding on all bidders. In order to provide prospective

Bidders reasonable time in which to take the amendment into account in preparing their bids,

ESIC may, at its discretion, extend the last date for the receipt of Bids

3.11. REJECTION OF INCOMPLETE AND CONDITIONAL TENDERS

The incomplete and conditional tenders will be rejected. Quoting unrealistic rates will be

treated as disqualification.

3.12. NON TRANSFERABILITY

This tender is nontransferable.

3.13. PREPARATION OF BIDS

The offer prepared by the bidder and all correspondence and documents relating to the bid

exchanged by the bidder and the purchaser shall be written in English.

3.14. BID PRICE

i. The rates/prices should be quoted in Indian Rupees only. Quoting of rates in any other format

will not be acceptable.

II. The price of the Print-Head shall be quoted total price (inclusive of all taxes and levies).

III. No kind of Tax or duty or other levies/transport charges/ Cartage charges/ labour charges,

insurance charges reimbursed/paid/borne by this Corporation and no kind of exemption

certificate will be issued.

IV. A bid submitted with an adjustable price quotation will be treated as non-responsive and

will be rejected.

V. Bidders desiring to offer discount shall quote the same in Financial Bid. [BoQ]

3.15. BID SECURITY/EARNEST MONEY DEPOSIT (EMD)

i. EMD of Rs. 7700/-[Rupees Seven Thousand Seven Hundred Only] in the form of Demand Draft

from any scheduled Bank drawn in favour of “ESIC Fund A/c No.1”, Payable at Puducherry in a

sealed cover super-scribed as “EMD of Bid for supply of Print Head of HP Officejet Pro 276 dw

MFP ”, must reach at Regional Office, ESI Corporation, No. 89/2, Bouvankare Street, Mudaliarpet

Puducherry-605004 on or before 05/02/2021 at 3.00 PM failing which the tender is liable to

be rejected out rightly.

ii. EMD shall remain valid for a period of 45 days beyond the final validity period of bid.

iii. A bid received with Bid Security (EMD) not submitted in the manner prescribed will be

rejected and the EMD shall be returned to the bidder.

iv. Bids with EMD for lesser amount/EMD not submitted in the manner prescribed will be

summarily rejected and the EMD if any, returned to the bidder.

v. The submission of EMD/Proof for exemption from EMD is compulsory for all the Bidders.

vi. EMD of the unsuccessful bidder will be discharged / returned to them within 30 days after

finalization and award of the contract without any interest.

vii. EMD of the successful bidder will be returned on remittance of the full amount of the

performance guarantee.

3.16. THE BID EMD SHALL BE FORFEITED

i. The bidder withdraws his bid during period of bid validity specified in the bid document

ii. In the case of successful bidder, the bidder fails to:

a. Non- Acceptance of work order.

b. Non completion of work within the stipulated time period mentioned in the bid/work

order

3.17. PERIOD OF VALIDITY OF BIDS

The bid shall remain valid and open for acceptance for a period of 120 days from the last date

fixed for receiving the same. A bid valid for a shorter period shall be rejected by the ESIC as

non-responsive.

3.18. DEADLINE FOR SUBMISSION FOR BIDS.

I. Bids must be submitted either online or offline on or before the prescribed date and time (i.e)

05/02/2021 by 15.00Hrs

II. No bids will be received /accepted after the expiry of the prescribed date and time for

submission of the bids.

III. The Regional Director, Regional Office, Puducherry may, at his discretion, extend the

deadline for submission of bids through the issuance of an amendment for the reasons

mentioned therein in which case all rights and obligations of the ESIC and bidders previously

subject to the deadlines shall thereafter be subject to the new deadline as extended.

IV. The responsibility for submission of the bids in time would rest with the bidder.

3.19. BID OPENING AND EVALUATION

a) Tender committee shall examine/evaluate the technical bids to determine whether they-

(i) Fulfill the eligibility criteria, (ii) submitted the requisite documents (iii) meet the terms and

conditions specified, (iv) complied with all the instructions of the NIT including the

corrigendum/addendum. For the purpose of this clause a substantially responsive bid is one

which conforms to all the terms and conditions of the bid document without material deviation.

b) The financial bid(s) of technically qualified bidders shall only be opened. However, the

bidder can authorize their representative for witnessing the opening of the bids. Opening of

Financial Bid will be intimated to the technically qualified bidders through email provided in

the tender document.

c) Prior to financial evaluation, ESIC will determine the substantial responsiveness of each bid

to the bid document. For the purpose of this clause, a substantially responsive bid is one which

conforms to all the terms, conditions and specifications of the bid documents without any

deviation or reservation. The determination of bids responsiveness shall be based on the

contents of the bid itself without any recourse to extrinsic evidence.

d) A bid determined as substantially non responsive will be rejected by the ESIC and shall not,

subsequent to the bid opening, be made responsive by the bidder by correction of the non-

conformity or otherwise.

e) ESIC shall shortlist those who are eligible and filed substantially responsive technical bids for

opening of financial bids. The financial bids of unsuccessful bidders would not be opened.

f) ESIC may waive any minor infirmity or non-conformity or irregularity in a bid which does not

constitute a material deviation, provided such waiver does not prejudice or affect the relative

ranking of any bidder.

g) Two sealed covers containing the Technical and Financial Bids separately inside a single

sealed should be dropped in the Tender Box kept at Ground Floor, E.S.I. Corporation, Regional

Office, No.89/2, Bovankare Street, Mudaliarpet, Puducherry-605 004 along with a separate cover

containing EMD latest by 15.00 Hours on 05/02/2021 which will be opened at 10.00 Hours on

09/02/2021.

3.20. AWARD CRITERIA:

The contract shall be awarded with the approval of the competent authority to the bidder

whose bid has been determined to be eligible and to be substantially responsive to the bid

documents and who has offered the lumpsum lowest rate for which bids are called provided

further that the bidder has the capability and resources effectively to carry out the contract

works. Rates quoted by MSEs shall be evaluated as per the Public procurement Policy for Micro

and Small Enterprises(MSEs) order, 2012. Failure of the successful bidder to comply with the

requirement shall constitute sufficient ground for the annulment of the award and forfeiture of

the bid security in which event the purchaser may make the award to any other bidder at the

discretion of Purchaser or call for new bids.

3.21. RIGHT TO ACCEPT/REJECT ANY OR ALL BIDS:

Additional Commissioner & Regional Director, Regional Office, ESIC, Puducherry reserves the

right to accept or reject any bid including the lowest and to annul the bidding process and reject

all bids, at any time prior to award of contract, without thereby incurring any liability to the

affected bidder or bidders or any obligations to inform the affected bidder or bidders of the

grounds for the said action. If a firm after award of the contract violates any of the terms and

conditions fails to honor its bid without sufficient grounds and within reasonable time it shall

be liable for blacklisting for a suitable period. EMD/Performance Security shall be forfeited.

3.22. Arbitration:

In the event of any question, dispute or difference arising under these conditions or any special

conditions of the contract, or in connection with this contract, except as to any matter the

decision of which is specially provided for\by these on the special conditions, the same shall be

referred to the sole arbitration as appointed by the Tender Inviting Authority. It will be no

objection that the arbitrator is a Govt. servant, that he had to deal with the matter to which the

contract relates for that in the course of his duties as a Govt. servant he had expressed views on

all or any of the arbitration dispute or difference. The award of the arbitrator shall be final and

binding on the parties to the contract, it is a term of this contract:-

i. If the arbitrator be Additional Commissioner & Regional Director, ESIC, Regional Office,

Puducherry in the event of his being transferred to vacating his office by resignation or

otherwise, it shall be lawful for his successor in office either to proceed with the reference

himself or to appoint another person as arbitrator, OR In the event of his becoming unable to

act for any reason, it shall be lawful for Additional Commissioner & Regional Director, ESIC,

Regional Office, Puducherry to appoint another person as arbitrator.

ii. If the arbitrator be a person appointed by the Additional Commissioner & Regional Director,

ESIC, Regional Office, Puducherry: In the event of his denying, neglecting or refusing to act

being unable to act, for any reason, it shall be lawful for the Additional Commissioner &

Regional Director either to proceed with the reference himself or to appoint another person as

arbitrator in place of the outgoing arbitrator.

a. Subject as aforesaid the Arbitration Act, 1940 and the rules there under and any statutory

modifications thereof for the time being in force shall be deemed to apply to the arbitrator

proceeding under this clause. Work under the contractor shall, if reasonable possible continue

during the arbitration proceeding and no payment due to payable by the purchaser shall be

withheld on account of proceedings. The venue of arbitration shall be at Puducherry. For the

purpose of the contract including arbitration proceedings there under, Additional

Commissioner & Regional Director, ESIC, Regional Office, Puducherry, shall be entitled to

exercise all the rights and powers of the purchase

3.23. Jurisdiction: The disputes, legal matters, court matters, if any shall be subject to

Puducherry, India jurisdiction only.

3.24. Force Majeure: ESIC may consider relaxing the requirements, as specified in this

document, if and to the extent that, the performance or other failure to perform its obligations

under the contract is the result of a Force Majeure. Force Majeure is defined as an event of effect

that cannot reasonably be anticipated such as acts of God (like earthquakes, floods, storms etc.),

acts of states / state agencies, the direct and indirect consequences of wars (declared or

undeclared), hostilities, national emergencies, civil commotion and strikes at successful

Bidder’s premises or any other act beyond control of the bidder.

3.25. Canvassing in connection with tender is strictly prohibited. No enquiry shall be made by

the bidder(s) during the course of evaluation of the tender, till final decision is conveyed to the

successful bidder.

SECTION 4 :

TERMS AND CONDITIONS OF THE TENDER :-

4.1. APPLICATION

The general conditions shall apply in contracts made by the ESIC for the procurement of Goods.

4.2. STANDARDS

4.2.1. The goods supplied under this contract shall conform to the standards

prescribed/specifications mentioned there against the goods in the financial bid

4.2.2. The material shall be supplied in original packing from the manufacturer clearly

indicating manufacturing date, expiry date & price etc.

4.3. PERFORMANCE GUARANTEE

4.3.1 PSD to the extent of 3% of the contract amount (i.e. total cost of the items inclusive of all

costs/taxes etc.), will have to be deposited within 7 days of receipt of the communication of the

selection of the bid.

4.3.2 PSD shall be in the form of Demand Draft from a scheduled Bank drawn in favour of “ESIC

Fund Account No.1” payable at Puducherry.

4.3.3 The PSD should remain valid for a period of Sixty days beyond the date of completion of

warranty/guarantee obligation, if any.

4.3.4 PSD can be withheld or forfeited in full or in part incase the supply order is not executed

satisfactorily within the stipulated period.

4.3.5 If the successful bidder fails to submit the PSD along with the unconditional letter of

acceptance within the stipulated period, the ESIC reserves the right to forfeit the Earnest Money

Deposit and cancel the purchase contract.

4.3.6. PSD will be discharged after a period of sixty days beyond completion of the supplier’s

performance obligations including any warranty obligations under the contract.

4.4. DELIVERY, LIQUIDATED DAMAGES.

4.4.1. Time is the essence of this work order. All the indented items specified under Section-5

should be supplied within a maximum period of 15days from the date of receipt of the

communication of the selection of the bid.

4.4.2. In case, if the bidder whose items shall not be satisfactory in accordance with the

specifications, ESIC shall be at liberty to cancel the entire order or call for new bids.

4.4.3. If the ESIC, at its sole discretion, decides to accept the delayed supply of the items,

liquidated damages will be at 0.25% per week or part thereof for the delayed quantum of

supply subject to a maximum of 10% of the contract value. The amount of damages so

calculated shall be deducted at the time of making any payment after successful completion of

supply of the said item and the cost of transportation and other cost there on shall be borne by

the bidder.

4.4.4. The Inspection Team of ESIC, RO, Puducherry shall inspect the items on receipt to

examine whether the items supplied are in conformity with the standards specified. In case, the

Inspection Team rejects the consignment, the supplier has to arrange for replacement on his

own cost, within 10 days of receipt of intimation, failing which the cost of the defective/faulty

items as per the BoQ submitted by the bidder shall be deducted from the total bill.

4.4.5. The decision of the ESIC in regard to cancellation of the Order, levy of liquidated damages

and forfeiting any Security Deposit shall be final.

4.4.6. ESIC reserves the right to blacklist a bidder for a suitable period in case he fails to honor

his bid without sufficient grounds

4.5. MODE OF PAYMENT

4.5.1. Payment against Bill/Invoice shall be released only after execution of the supply order

and the quality of the items are found to the satisfaction of the ESIC. Payment will be made

direct to the supplier through ECS/RTGS/NEFT only.

4.5.2. No request for any other mode of payment other than the above shall be entertained. No

advance payment will be made in any case.

4.5.3. No payment will be made for goods rejected at the site on testing.

4.6. CHANGE IN QUANTITY : The quantity specified under Section-5 may vary, if needed.

4.7. PENALTY FOR SUBSTANDARD/INFERIOR QUALITY

4.7.1. If it is found that items are fake or of substandard quality and not conforming to the

required specifications, the firm, will not have to replace the fake/substandard items with

genuine ones but they will also be liable to be blacklisted

4.7.2. If the selected bidder/firm does not supply the items/does not make available within the

stipulated period as may be indicated by the ESIC, the ESIC reserves the right to arrange the

supply from another firm and the difference of cost, if any, will be recovered from Performance

Security deposit (PSD) by issuing notice and necessary action for Blacklisting the firm will also

be taken.

4.8. Code of Integrity-No official of a procuring entity or a bidder shall act in contravention of

the codes which includes-

(i) Prohibition of-

(a) Making offer, solicitation or acceptance of bribe, reward or gift or any material benefit,

either directly or indirectly, in exchange for an unfair advantage in the procurement process or

to otherwise influence the procurement process;

(b) Any omission, or misrepresentation that may mislead or attempt to mislead so that financial

or other benefit may be obtained or an obligation avoided;

(c) Any collusion, bid rigging or anti-competitive behavior that may impair the transparency,

fairness and the progress of the procurement process;

(d) Improper use of information provided by the procuring entity to the bidder with an intent

to gain unfair advantage in the procurement process or for personal gain;

(e) Any financial or business transaction between the bidder and any official of the procuring

entity related to tender or execution process of contract; which can affect decision of the

procuring entity directly or indirectly.

(f) Any coercion or any threat to impair or harm, directly or indirectly, any party or its property

to influence the procurement process;

(g) Obstruction of any investigation or auditing of a procurement process;

(h) Making false declaration or providing false information for participation in a tender process

or to secure a contract;

(ii) Disclosure of conflict of interest;

(iii) Disclosure by the bidder of any previous transgressions made in respect of the provision of

sub-clause (i) with any entity in any country during the last three years or of being debarred by

any other procuring entity.

4.9. STATUTORY AND OTHER REGULATIONS The bidder shall comply with all the statutory

obligations of the Government of India / State Governments and local authorities applicable and

the ESIC shall not be liable for any action under the statutes applicable due to non-compliance

of statutory obligations by the Printer.

SECTION-5:

SPECIAL TERMS AND CONDITIONS

a) The firm/ company must be registered as a firm or as a company with the HP. The Bid

will not be considered and will be summarily rejected if the firm/company is not

authorized by HP.

b) The firm should be an authorized supplier of the intended goods. A certificate in this

regard shall accompany the Bid.

c) The goods shall be supplied within fifteen (15) days of issue of Purchase Order. The

installation /commissioning of the spare must be done by the supplier.

d) No advance payment would be made.

e) The ordered quantity of Printer head can increase or decrease as per the requirement of

office.

f) The Supplier should supply the OEM product only and compatible/Used/repaired parts

of any other brand from any other source are strictly not acceptable.

g) The Agency must provide maximum period of manufacturer warranty as provided by

the OEM.

h) The rate quoted should be inclusive of all taxes, duties and levies. Bids with

overwriting/cutting in quoted rates would not be considered.

SECTION –6:

SCHEDULE OF REQUIREMENT OF ITEMS WITH SPECIFICATIONS:-

Sl. No.

Printer Model Spare required No. of Qty Required

1

HP Officejet Pro 276DW MFP

PRINT HEAD

35

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REGIONAL OFFICE : PUDUCHERRY

EMPLOYEES’ STATE INSURANCE CORPORATION

MINISTRY OF LABOUR & EMPLOYMENT,

GOVERNMENT OF INDIA

ESIC Complex, Bouvankare Street,

Puducherry – 605 004

EVALUATION OF FINANCIAL DETAILS ANNEXURE “C”

To, The Additional Commissioner cum Regional Director, ESI Corporation, Regional office, Puducherry.

Dear Sir,

1. I/We …………………………………………………………………………………. submitted the quotation for Tender No.

………………………………………… for supplying HP Printer head for Model No. Officejet Pro 276 dw as Regional

office Puducherry.

2. I/we thoroughly examined, understood and accepted terms and conditions given in the Tender document,

failing which my quotation will be rejected out rightly.

3. I/We hereby offer to supply the printer head at the following rates.

Sl. No.

Item Description Qty

BASIC RATE In Figures To be entered by the

Bidder in

Rs. P

GST Amount

in

Rs. P

TOTAL AMOUNT Without Taxes

in Rs. P

TOTAL AMOUNT With

Taxes

in Rs. P

TOTAL AMOUNT In Words

1 Printer Head (Model No. Hp Office Jet Pro 276 dw)

35

Total in figures The Rate Quoted above is inclusive of packing charges, Logistics Charges, installation charges and all other charges as applicable Date____________Place___________

(Signature of Authorized Person)

Name:-

Name of Firm/Company/Agency:- Phone No.:- Email :-

Note: 1. Income tax/TDS will be deducted on the amount payable at the prevailing rate. 2. Cutting/overwriting/use of white fluid or Pencil is not allowed in this Tender Quotation. 3. Rates should be quoted in figures and words without any errors, overwriting or corrections and should include all applicable taxes etc., in case of any discrepancy between the amount mentioned in numbers and words, the amount mentioned in words shall prevail.

Annexure –“A”

TECHNICAL BID

FORM-A

S.No. Particulars Details 1 Name of the Tendering Firm/Company

2 Complete Address for Correspondence with Name & Mobile No. of contact person with e-mail ID

Form B CHECKLIST

S.No. Particulars Documents submitted Yes/no

1 Copy of Certificate of registration/incorporation of the agency

2 Copy of Trade license as may be applicable

3 Copy of Income Tax Registration Certificate/PAN and GST

4 Audited Balance Sheet with details of turnover /Proof of annual turnover for last 3 consecutive financial years certified by Chartered Accountant

5 Copies of Income Tax Return for 3 years [2017-18, 2018-19, 2019-20]

6 Proof of experience / Work orders

7 Scanned copy of EMD/ Proof of Exemption from EMD. In addition to online submission, the sealed cover containing D.D. for EMD of Rs. 7700/-(Rupees Seven Thousand Seven Hundred only)

8 Details of Bank Account

Annexure –”B”

DECLARATION

1. I / We further agree to complete the whole work in 15 days from the date of issue of

purchase order.

2. With reference to the Print Head being supplied /quoted to you vide our Invoice

No/Quotation No/Order No. Cited above, We hereby undertake that all the Print head

supplied shall be original/ new Components only, from respective OEMs of the products

and that no refurbished/duplicate/ second hand components/parts/ assembly are being

used or shall be used

3. We hereby undertake to produce the certificate from our OEM supplier in support of

above undertaking at the time of delivery/installation. It will be our responsibility to

produce such letters from our OEM supplier’s at the time of delivery or within a

reasonable time.

4. In case of default and we are unable to comply with above at the time of delivery or

during installation, we agree to take back the Print Head without demur, if already

supplied and return the money if any paid to us by you in this regard.

5. We........................also take full responsibility of both Parts & installation as per the content

even if there is any defect by our Authorized Service Centre/ Reseller/SI etc.

Authorized Signatory:

Name :

Designation :

Place :

Date :