tender document - cdfdcdfd.org.in/tender/tender-clg.pdf · tender document for clearing and...

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PART-I

TECHNICAL BID

TENDER DOCUMENT

FOR

Clearing and forwarding of Import / Export Consignments at Air Cargo Complex, Hyderabad and Other Cities

TENDER # CDFD/PUR/CLG/2014

CDFD

Centre for DNA Fingerprinting and Diagnostics

Bldg.7, Gruhakalpa, Nampally, Hyderabad 500 001 (Telangana) India

Signature of the Bidder

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CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS (An Autonomous Institute of Department of Biotechnology, Ministry of Science and Technology, Govt. of India)

Bldg.7, 2nd Floor, Gruhakalpa, Nampally, Hyderabad 500 001 (TELANGANA) India Website:www.cdfd.org.in

NOTICE INVITING TENDER

TENDER NOTICE NO.CDFD/PUR/CLG/2014 11.07.2014 Sealed tenders in two bid systems (Part-I: Technical Bid and Part-II: Price Bid) are invited on behalf of and by the Director, CDFD for appointing Clearing and Forwarding Agents to clear the imported and exported Consignments at Air Cargo Complex, Hyderabad and other cities depending on the requirements. 1. Details of Tender:

i. Cost of the Tender Documents: Rs.500/- (Rupees Five Hundred Only) through DD in favour of Director, CDFD, Hyderabad.

ii. Earnest Money Deposit (EMD) of Rs.20,000/-( Rupees Twenty Thousand only ) payable in the form of DD

favouring Director, CDFD, Hyderabad.

2. Interested eligible bidders may download the complete bidding documents from our Website(http://www.cdfd.org.in) from 12.07.2014 to 01.08.2014 (back to back printing). All such downloaded tender documents should be accompanied by a non-refundable DD for Rs.500/- (Rupees five hundred only) towards the cost of bidding documents. The cost of bidding documents should be paid by DD in favour of Director, CDFD, Hyderabad and no other mode of payment will be accepted. This amount should be paid by a separate Draft without including it in the Bid Security / Earnest Money Deposit amount.

3. Tenders shall be submitted in 2-PARTS: 1) PART-I :Technical Bid 2) PART-II :Price Bid

Technical Bid (PART-I) of the Tender must contain the documents as indicated at Clause No:7 of Instructions to Bidder, Chapter-1.

Price Bid (PART-II) of the Tender shall contain only the Price Schedule as per the Price Schedule Format (both in words and figures). The Bidder should ensure that the Prices are mentioned only in the Price Bid and nowhere in the Technical Bids.

Due Date for Receipt of Tenders: 01.08.2014 @ 2.00pm

Opening of Technical Bids : 01.08.2014 @ 2.30pm

If the above stated opening or closing date(s) happens to be Govt. holiday(s)/BANDH, the submission/opening of the tender will be on the next working day as per the time scheduled.

4. Bidder shall seal the Technical Bids and Price Bids in two separate envelops duly marked / super-scribed as “Technical Bid (Part-I)” and “Price Bid (Part-II)” – Tender No:CDFD/PUR/EQP/2014-15/IND6831 DUE ON 01.08.2014 at 2.00pm.

The above two separate sealed covers, one containing the Part-I Technical Bid along with the EMD and the other containing, the Price Bid (Part-II ) shall be kept together in another Cover which should also be sealed and super-scribed as above and addressed to the Director, Centre for DNA Fingerprinting and Diagnostics, Bldg. No.7, Gruhakalpa,5-4-399/B, Nampally, Hyderabad-500001. .

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5. The sealed cover duly super-scribed with Tender No. CDFD//PUR/CLG/2014 Due on 01.08.2014 containing Technical Bid (Part-I) and Price Bid (Part-II) along with the relevant documents should be dropped in the Sealed Tender Box kept at the Purchase Section, Gruhakalpa, on or Before 2.00PM of 01.08.2014. The Tender document at any cost should not be handed over to any persons.

6. Tenders submitted without EMD/Tender document cost will be rejected. Tenders received after due date and time will not be entertained. Institute is not responsible for any postal delay. CDFD does not take any responsibility for loss of Tender in transit sent by courier or any postal delays, Tenders received after the due date and time will be summarily rejected. Incomplete or conditional tenders are liable for rejection.

7. This Notice Inviting Tender (N.I.T) shall form part and parcel of the Tender Document. 8. The Bidder shall sign all the pages of the tender document and other document submitted by him along with the tender. 9. The Agent should be licensed under the provisions of the applicable law and engaged in the similar business for the last 5

years 10. Those Agents who are rendering similar services to any R & D Institutes, Universities and other reputed Private Sector

will only be considered. 11. Conditional offers will be liable for rejection. 12. CDFD does not bind itself to accept the lowest or any other tender and reserves the authority to reject any or all tenders

without assigning any reason. All the tenders, in which any of the prescribed conditions are not fulfilled or incomplete, in any respect, are liable to be rejected.

13. Scope of Work: Clearing and Forwarding of the imported and exported consignments from Air Cargo Complex,

Hyderabad, Delhi, Mumbai and Chennai or any other places depending on the requirement. Depending on the requirements, the Bidder is required to pick up the consignments from all over the World and door deliver at CDFD Stores.

Sd/- I/c – Stores & Purchase

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CHAPTER 1

INSTRUCTIONS TO BIDDER

GENERAL INSTRUCTIONS:

1) Director, Centre for DNA Fingerprinting and Diagnostics, Hyderabad, will receive Tenders in respect of the services mentioned in the Tender document.

2) Tenders received after the date and time fixed for receipt of Tenders are liable to be rejected. CDFD takes no

responsibility for delay, loss or non-receipt of Tender documents sent by Post. Telex / Telegraphic / Fax/ email offers will not be accepted.

3) Director, CDFD is not bound to accept lowest or any Tender or to assign reasons for non- acceptance of any Tender. 4) The bidder shall not be entitled to claim any costs, charges, expenses incidental to or incurred by him through or in

connection with his submission of Tender, even if the Director, CDFD decides to withdraw or cancel the Tender. 5) Unsealed Tenders, unsigned Tenders, incomplete Tenders, or Tenders otherwise considered defective are liable to be

rejected. 6) Director, CDFD reserves the right to accept the Tender either in whole or in part and the prices quoted by the bidder shall

be deemed to hold good even if the Tender is accepted in part by the Director, CDFD. 7) Documents to be enclosed with the Technical Bid:

i) Detailed quotation along with terms and conditions. ii) Copy of Price Bid without indicating the prices. iii) EMD / Bid Security iv) Tender Document Cost Demand Draft for Rs.500/- v) Photocopies of Registration and other Licenses from IATA/ FIATA vi) Membership Certificate Form vii) List of Overseas Associates viii) Details of Transport vehicles owned / under lease with vehicle No., RC copy, fitness copy. ix) Testimonials / Work certificates from any 3 clients. x) List of Clients and photocopies of Orders and Performance Certificates xi) Financial Statements duly indicating the turnover, along with certified copies of IT Returns. xii) Declaration by the Bidder for Non-blacklisting by any Central / State Government Department. xiii) Local Office Details. xiv) Copy of ISO Certificate xv) Proof of having Cold storage facility at the Bidder’s Premises. xvi) Copy of Multi Model Transport Operator (MTO) Certificate / Certificate of Registration (MTO License) issued by

D.G. Shipping

QUALIFICATION CRITERIA : 8) The Bidder should have valid consolidation & Custom House Agent (CHA) Licence in their own name (single name).

Copy of valid CHA license duly attested by the Custom Officer must be submitted with the technical bid.


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9) The Bidder should be a member of International Air Transport Association (IATA) or International Federation of Freight

Forwarders Associations (FIATA). Copy of membership’s certificates must be enclosed with technical bid. 10) The Bidder should have overseas associates operating in all the major exporting countries of the world (list of such

associates / agents along with their names, address, contact person, telephone nos., fax nos. & e-mail ids to be submitted with Technical Bid (Part-I). Bidder should have associates in the following countries:-

Australia, Austria, Bangladesh, Belgium, Brazil, Canada, China, Denmark, Finland, France, Germany, Holland (The Netherlands), Hong Kong, Ireland, Italy, Japan, Malaysia, New Zealand, North Korea, Singapore, South Korea, Spain, Sweden, Switzerland, Taiwan, UAE, UK and USA.

11) The Bidder must have water proof covered transport vehicle either owned or on lease / hired basis within Hyderabad and

Secunderabad limits for the entire duration of the contract. Documentary evidence to establish the same needs to be submitted along with the Technical Bid (Part-I).

12) The Bidder should be in the similar business for the past 5 years continuously and providing the Custom House Agent

Services to the Government / Semi Government Institutions / Large Private Organisations. 13) Atleast three (03) latest satisfactory work completion / experience certificates issued from the firm(s) to whom the

services were rendered by the Bidder indicating the period of service and total number of consignment(s) cleared during the contract period, to be enclosed with the technical bid.

14) The Bidder should furnish a list of their clients with special reference to Govt. / Educational / Research Institute and R&D

Departments indicating their complete postal addresses along with details of telephone / fax number, name & designation of the person to whom the Institute may contact for information.

15) Annual turnover of the Bidder for each of the last three financial years shall not be less than 05 (five) Crore. Financial

statements with net profit, duly audited / certified by Chartered Accountant (CA) for the last three financial years along with the copies of Income Tax Return (ITR) must be enclosed with the technical bid.

16) The Bidder should not have been debarred or blacklisted by any Central / State Government Departments of India. 17) The Bidder should have a local office at Hyderabad for a minimum period of 2-3 years and proof of the evidence should

be attached along with the Technical Bid. 18) The Bidder should be an ISO Certified Agency.

19) The Institute reserves the right to reject any or all tenders, wholly or partly or close the tender at any stage prior to award

of contract without assigning any reason whatsoever.

20) The Bidder shall submit the copy of the tender document and addenda thereto, if any, with each page of this document signed and stamped to confirm the acceptance of entire terms & conditions of the tender by the Bidder. The bid of any Bidder(s) who has not complied with one or more of the conditions of eligibility criteria and / or fail to submit the required documents as required / or mentioned in tender document are liable to be summarily rejected.

21) The Bidder should have cold storage facility at his office / godown to store the perishable chemicals cleared during late hours so that the chemicals are not perished even though it is delivered on the next working day.

22) The Bidder should have valid Registration Certificate as multimodel Transport Operator (MTO) issued by Director General, Shipping, Govt. of India.


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Tender Preparation Cost:

23) The Bidder shall solely bear all costs associated with the preparation and submission of the bid. The Institute shall in no case be responsible or liable for such costs, regardless of the conduct or outcome of the tender process. In no case such costs shall be reimbursed by the Institute.

24) Any person signing a Tender shall submit documentary evidence that his signature on the Tender, submitted by him, is

legally binding upon himself, his firm. 25) If it is detected that the person so signing the Tender has no authority to do so, the Director, CDFD may, without

prejudice to other civil and criminal remedies, not consider the Tender and hold the signatory liable for all costs and damages.

EARNEST MONEY DEPOSIT [EMD / BID SECURITY (BS)]: 26) BID SECURITY / EARNEST MONEY DEPOSIT (EMD): The Bidder shall furnish, as part of its bid, a bid security

(BS)/ Earnest Money Deposit (EMD) for an amount of Rs.20,000/- (Rupees twenty thousand only) The bid security shall be in one of the following forms at the bidders’ option:

a. A bank guarantee issued by a Nationalized/Scheduled bank (Refer to Annexure-B) provided in the bidding

documents and valid for 45 days beyond the validity of the bid; or b. A Banker’s cheque or demand draft in favour of Director, CDFD, payable at Hyderabad.

27) The Bid Security should be submitted in its original format. Copies shall not be accepted.

28) The Bid Security of unsuccessful bidder will be discharged /returned as promptly as possible but not later than 15 days after the expiration of the period of bid validity or placement of order whichever is later.

29) The successful Bidder's Bid Security will be discharged upon the Bidder furnishing the performance security.

30) The firms registered with DGS&D & NSIC, if any, are exempted from payment of BS provided such registration includes the item they are offering which are manufactured by them and not for selling products manufactured by other companies.

31) The bid security may be forfeited:

a. If a Bidder withdraws or amends or impairs or derogates its bid during the period of bid validity specified by the Bidder; or

b. In case of a successful Bidder, if the Bidder fails to furnish Performance Security within 21 days from the date of

contract.

32) PERFORMANCE SECURITY : Within 21 days of receipt of the Work Order, the Supplier shall furnish Performance Security amounting to Rs.20,000/- (twenty thousand) in the form of Demand Draft / Bank Guarantee to be valid for 60 days after the contract period. The proceeds of the performance security shall be payable to the Purchaser as compensation for any loss resulting from the Supplier's failure to complete its obligations under the Contract.


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33) The Performance security shall be in one of the following forms: I) A Bank guarantee issued by a Nationalized/Scheduled bank located in India as per the ANNEXURE-C. II) The Performance security may also be in the form of Banker’s cheque or Account payee demand draft in favour of

Director, CDFD, Hyderabad

III) The performance security will be discharged by the Purchaser and returned to the Supplier not later than 60 days following the date of completion of the Supplier's performance obligations under the Contract.

MANNER, METHOD AND PLACE FOR SUBMISSION OF TENDERS: 34) Tenders shall be submitted in 2-PARTS:

PART-I Technical Bid PART-II Price Bid

• Technical Bid (PART-I) of the Tender must contain the documents as indicated in Clause No:7 of Chapter 1,

Instructions to Bidders.

• Bidder shall seal the Technical Bids and Price Bids in two separate envelops duly marked / super scribed as Technical Bid (PART-I) and Price Bid (Part-II) – Tender No.:CDFD/PUR/CLG/2014 DUE ON : 01.08.2014 at 2.00pm.

• Price Bid (PART- II) of the Tender shall contain only the prices (both in words and figures). The Bidder should ensure that the Prices are mentioned only in the Price Bid and nowhere in the Technical Bids.

• The above two separate sealed covers, one containing the Technical Bid (PART-I) along with the EMD, cost of Bidding Document and other documents listed at Clause No:7 of” Instructions to Bidder” and the other containing, the Price Bid (PART-II) shall be kept together in another Cover which should also be sealed and super-scribed with following details:

• TENDER NO:CDFD/PUR/CLG/2014 DUE ON 01.08.2014 AT 2.00PM. And a statement “Do not open before 01-08-2014 @ 2.00pm.”

• This Envelope should be addressed to : The Director, Centre for DNA Fingerprinting and Diagnostics, Bldg.7,

Gruhakalpa, Nampally, MJ Road, Hyderabad – 500001. And should be dropped in the Sealed Tender Box kept at the Purchase Section, Gruhakalpa on or before 2.00PM of 01.08.2014. The Tender document at any cost should not be handed over to any persons.

• If the outer envelope is not sealed and marked as indicated above, the Purchaser will assume no responsibility for the bid’s misplacement or premature opening or any other consequences arising out of it.

• The Bidder is required to go through all the Terms & Conditions of the Tender document and sign all the pages as

token of acceptance of having read the Terms and Conditions and accepted the same.


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TENDER OPENING:

35) THE TENDERS WILL BE OPENED AT 2.30 P.M. on 01.08.2014 IN THE PRESENCE OF THE BIDDERS OR THEIR REPRESENTATIVE WHO WISH TO BE PRESENT.

All queries/clarifications prior to submission of Tender shall be addressed to: The I/C Stores & Purchase, Centre for DNA Fingerprinting and Diagnostics, Building No. 7, Gruhakalpa Campus, M.J.Road, Nampally, Hyderabad-500 001..

36) The Tenders should be kept valid for acceptance for a period of 60 (sixty) calendar days from the Tender due date.

37) LATE BIDS: Any bid received by the Purchaser after the deadline for submission of bids prescribed by the Purchaser will

be rejected. Such tenders shall be marked as late and not considered for further evaluation. It will be returned to the bidders in their original envelope without opening.

DISQUALIFICATION OF TENDERS:

Tenders are liable for rejection if they are not in line with the terms and conditions of this tender notice.

Conditional Bids will be liable for rejection or may not be considered.

Incomplete tenders /tenders without EMD or without the cost of Bidding documents and other supporting documents will be liable for rejection.

Fax or e-mail tender documents /bids will be rejected.

Submission of Single Bid as against Two Bid System or Quotes submitted in Email/fax will be rejected.

The Bidder should ensure that the prices are mentioned only in the Price Bid (Part II) and nowhere in the Technical Bid.

38) FRAUD AND CORRUPTION: The purchaser requires that the bidder’s suppliers and contractors observe the highest standard of ethics during the procurement and execution of such contracts. In pursuit of this policy, the following are defined:

“Corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of a public official in the procurement process or in contract execution; “Fraudulent practice” means a misrepresentation or omission of facts in order to influence a procurement process or the execution of a contract; “Collusive practice” means a scheme or arrangement between two or more bidders, with or without the knowledge of the purchaser, designed to establish bid prices at artificial, noncompetitive levels; and “Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the procurement process or affect the execution of a contract.

39) The purchaser will reject a proposal for award if it determines that the Bidder recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the Contract in question.


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TERMINATION OF THE CONTRACT 40) The contract is valid for one year from the date of award. This may be renewed for a further period of one year with the

consent of both the parties. 41) The contract can be terminated by CDFD on the following contingencies.

• Failure to adhere to the contract terms. • For committing breach of the contract terms


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CHAPTER 2

DETAILED TERMS AND CONDITIONS

42) Scope of Work: Institute is importing various Research Equipments, Instruments, Chemicals, Cell Cultures, Spares, and other special type of materials, including perishable chemicals etc. for its use from various countries. A Custom House Agent (CHA) is required to arrange the pickups, third party Inspections if required safe handling of the consignment(s) and forwarding it from abroad to India on behalf of Institute.

43) If the Bidder has quoted the validity shorter than the required period, the same will be treated as unresponsive and it may

be rejected. In case the Bidder withdraws, modifies or changes his offer during the validity period, the tender is liable to be rejected and the earnest money deposited shall be forfeited without assigning any reason thereof. The Bidder should also be ready to extend the validity, if required, without changing any terms, conditions etc. of their original tender.

44) The CHA shall be required to arrange the clearance of all the Institute consignment(s) from the various agencies

involved at the Airport / Port / Post Office, whether the consignment(s) come under their own console or from others consoles, safe handling and dispatch / delivery of the same to the Institute.

45) The CHA should get the said consignment(s) released within the stipulated time in order to avoid demurrage and other

unwanted charges and deliver the same at the required destination in safe and sound condition. In case the delay is attributable to CHA, the demurrage and charges shall be recovered from the agent.

46) The CHA shall be required to arrange the export and re-import of the equipment(s) for repairing etc. as and when it

becomes necessary. 47) Tender Evaluation: The Institute will evaluate the entire tender(s), strictly on the basis of the terms & conditions

incorporated in the tender enquiry document and terms, conditions etc. as stipulated by the Bidder(s) in their tender to determine whether these are compliance in all respects, as specified in the tender enquiry document.

48) During the evaluation / scrutiny of the tenders, at any stage, if it is found that any of the Bidder(s) terms and conditions

are not in compliance with tender enquiry Institute may if required seek the clarification within the specified target time and if the Bidder fails to reply / or not agree / accept the terms and conditions, their tender will be treated as unresponsive and it is liable for rejection.

Evaluation of the proposals shall be done in two stages as: 49) The Institute will evaluate all the proposals to determine whether these are complete in all respects as specified in the

tender documents. Evaluation of the proposals shall be done in two stages as:

(a) Stage – I (Technical Evaluation): ��Institute will examine all the tender(s) to determine whether they qualify the essential pre-qualification criteria, whether Bidder has submitted the EMD & Tender fee with technical bid, whether all the documents as mentioned / or required in the tender to be submitted with technical bid, are submitted, whether all the documents are in prescribed format and has been properly signed & stamped and whether the Bids are completed and generally in order.

(b) The Bidder(s) who will not qualify or conditional tender are to be treated as unresponsive and it may be rejected. After evaluation of the technical bid(s), list of the qualifying Bidder(s) shall be made. Short-listed Bidder(s) shall be informed for the date, time and place of the opening of financial bid(s) and they may depute their representative(s) to attend the opening of financial bid(s) on the scheduled date & time. The financial bid(s) of the only technically qualified Bidder(s) will be opened.


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Stage – II (Financial Evaluation): 50) The financial bid(s) shall be evaluated on the basis of the rates offered in the Price Bid. If the Bidder happens to be

lowest in one area/ item / service, CDFD may evaluate the overall cost for the entire work and the lowest rates as partial assignment cannot be made due to technical issues.

51) Award of the Contract: After due evaluation of the financial bid(s), the Institute will award the contract to the lowest

evaluated responsive Bidder (hereinafter referred to as the “Agent”). The Institute reserves the right to cancel contract, in case the services are not found upto the mark with / without prior notice.

52) Commencement of Contract: The Agent shall commence the work within not more than 10 days from the receipt of

the order. 53) The Agent shall arrange to pick up the consignment(s) duly packed as per the instructions given in the Purchase Order

from supplier go-down on Ex-Works basis, arrange the third party Inspection (as required / instructed) and carry consignment(s) safely to India and issue cargo arrival intimation by e-mail / fax along with the invoice and Air Way Bill to be sent in original to the Institute. The agent is solely responsible for safe handling of the consignment(s) until it is being delivered to the Institute. The Agent will take insurance for 110% of the value of consignment for all type of risks and damages during transit.

54) The Agent has to arrange insurance from Ware house to ware house insurance for all shipments booked under their console. No extra charges will be paid by the Institute for the insurance coverage.

55) The agent will take utmost care to protect the consignment(s) against damage, pilferage and mixing. In case of urgency

the consignment(s) should be brought by first available flight to India. 56) Since we are issuing custom clearance contract for Air, Sea and Air Post Parcel, it is expected that the Agent will also be

entrusted to the same agency or their associate having facility for consolidation so that the problems like delay in getting cargo arrival notices, AWB / BL, invoice are eliminated and the Bill of Entry is prepared immediately on the same day of arrival of goods and submitted to customs to avoid any delay.

57) The agency must have the facility for storing the consignment(s) which could not be transported to the Institute, as

soon as the custom clearance is made. In case the item has to be kept in safe storage (as per the requirements), such facility should be provided / arranged at their own cost. Institute will not pay / reimburse any amount for such storage.

58) The Agent shall prepare all the documents for clearance of consignment(s) on the basis of documents provided by the

Institute and submit to the respective agencies, custom authorities, airport authorities, airlines port agencies and shipping lines etc.

59) Customs clearance of imported consignment(s) from Airport Authority of India (AAI) / Indian Container Depot (ICD) /

Foreign Courier Post Offices. ��Customs clearance of all the consignment(s) like delicate type of equipments, instruments and other special type of materials, including perishable chemicals.

• Receipt of documents relating to custom from the Institute.

• Custom clearance of the consignment(s) including its all stages.

• Obtaining non-delivery certificate / short landing certificate / damage certificate in case of materials are short delivered by

Airport Authority of India (AAI), or airlines and lodging of claims with them immediately on behalf of the Institute.

• Arranging insurance survey at airport /AAI in case of damages to the consignment(s) and get the damage certificate.


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• Immediate Dispatch / Delivery of consignment(s) to the Institute after custom clearance. To identify the consignment(s) of negative / banned listed items from day to day purchase orders issued by the Institute and advise the Institute accordingly and submit the list to the Institute on demand.

• Any other job in connection with the clearance of goods from Custom.

• Clearance of intimation Post Parcels from Custom / Foreign Post Office & delivery to the Institute.

• Clearance of consignment(s) from Inland Container Depot (ICD) / Container Freight Station (CFS) in India and dispatch

the same to the Institute and distribution of the same to individual Indenter, Centre for DNA Fingerprinting and Diagnostics, Hyderabad.

60) Consolidation of the consignment(s) being imported from throughout the world:

• Complete monitoring and supervision of the movement of the consignment(s) from the date of order / letter of credit (LC) and regular feedback on the progress of order to the Institute. In case of Pre-Alert/Advance shipping document is not received before landing of the consignment(s), the delay in clearance will be on the part of Agent and the respective amount of demurrage shall be recovered from the bill. The Institute shall not be liable to pay any amount on account of demurrage charges.

• To provide timely information (pre-alert) regarding dispatches and other relevant information.

• To facilitate specialized packing from all kinds of materials as per the International Air Traffic Association (IATA)

specifications and international packing standards.

• Transportation of special project materials voluminous and heavy packages, dangerous and hazardous materials including (Radioactive Materials)

• Prompt communication through telephone, tele-fax and e-mail etc., to ensure quick clearance.

• Any other services needed regarding consolidation from time to time.

• Exports to various countries:

• Export of certain items for repairs, which will be re-imported after repairs.

• Export of equipments for replacement and completion of the paper work.

61) All procedural documentation work with custom will be required to be undertaken by the agency. The Agent should take

care of the paper work of the export documents for repaired or replacement materials. 62) On the receipt of the consignment(s), the firm shall be required to submit a clear copy of Master Air Way Bill (MAWB),

House Air Way Bill (HAWB), Cargo Arrival Notice (CAN), Commercial Invoice & packing list for Bank Release Order (BRO).

63) The Agent shall be responsible for the smooth transition of the all the Import / Export consignment(s) in all

circumstances, whether it may be for Import or Export of the consignment(s). In the event of non-availability of any relevant document(s), if the consignment(s) incur demurrage or penalty due to negligence of the Agent. The Agent shall solely responsible for the losses and bear all such demurrage or penalty.

64) Payment of the demurrage charges, if any resulting due to late collection of the documents / delayed action and fails to

get the consignment(s) cleared within stipulated time, the same will be borne by the Agent.


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65) Incoming or outgoing consignment(s) should be insured by the Agent on door to door basis, if required by the Institute. However, in case of any delay, penalty may be imposed by the Institute for the damage or loss occurs due to negligence on the part of the Agent, the Agent will be held solely responsible for the same.

66) Pre-shipment advises must be intimated well in advance in working hours (48 hours prior to the shipment). The Agent

should give the detailed prior information(s) of the consignment(s) to be shifted to the Institute. 67) The consignment(s) after clearance from airport should be delivered immediately. In case of perishable items, it should

be delivered immediately within minimum required period with proper arrangements. The perishable consignment(s) should be cleared immediately on landing and clearance process for such consignment(s) should begin well in advance. In case a perishable consignment(s) is damages due to insufficient Dry Ice, during clearance & transportation upto Institute, the Agent shall be requested to refill the Dry Ice before Customs clearance and also during transit to ensure the sustainability of the chemicals.

68) Any kind of loss or damage to the consignment(s) will be Agent responsibility for recoupment. However necessary

documents on this account are to be prepared by the Agent and shall be signed by the Institute in the capacity of consignee / importer.

69) The Agent will be required to pay all the charges occurred during the transaction of the consignment(s); on submission

of documentary proof in original, the same will be reimbursed by the Institute after verification, as per the agreement. The bill should be submitted within 15 days from the date of handing over of the consignment(s).

70) Advance amount for Custom Duty: The Institute will provide advance amounting to Rs.5,00,000/- (Rupees Five Lakhs only) towards Customs Duty purpose against submission of an equivalent Bank Guarantee valid till the contract period. The Bidder is expected to recoup the same duly submitting the TR6 Challans once the amount is reaching to the minimum amount of Rs.50,000/-. CDFD will process for recouping this advance from time to time after receipt of the above details and it is the responsibility of the Bidder to pay the duty amount on time during the process of recoupment.

71) No payment will be made, if the consignment(s) is in damaged condition both externally or internally. However, the

payment will be released only after the amount recouped from the insurance company. The Institute shall not bear / pay any demurrage charges on account of any delay in clearance attributable to clearing agent or their freight forwarder. It will be the responsibility of the Agent to provide the damage certificate to the Institute, in case of damaged consignment(s).

72) The Agent shall adhere to;

a) That the weight for the purpose of Airfreight shall be the “chargeable weight” of the consignment(s). b) That the weight for the purpose of clearance from the Airport will be the “Gross weight” of the consignment(s). c) That proper dimension should be mentioned in Air Way Bill in terms of Cms / Inches / odd dimension etc. in

import as well as export documents. 73) The Agent shall charge the freight charges on the basis of discount offered on the IATA rates. The IATA rates from

respective country of import / export should be considered as the reference while offering discount on Forwarding / Consolidation rates. Under no circumstances should these rates be more than those specified in the latest IATA tact book. The consignment(s) should be shipped in the first available console of any airline.

74) The Bidder in the schedule of rates should offer a single standard / flat discount on IATA rates which should be in

percentage‟ only, applicable for all countries and all weight slabs. The offers of the parties will be evaluated on the basis of the percentage of discount and not on individual rates for weight slabs. Offers / bids with discounts subject to any conditions imposed by the Bidder or in any other format will be rejected.


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75) The shipment should be taken on Ex-Works basis to CIF/CIP Hyderabad. Bidder(s) are requested to quote the discount

adjusting other charges, if any as no other charges except freight, fuel & security surcharges will be paid on Ex-Works consignment(s).

76) The Agent should issue the Delivery Order without waiting for the BRO when the consignment is booked under their console. CDFD will submit the BRO once it is received from the Banker. This will avoid demurrage charges.

77) Presently CDFD is importing the material on CIF/CIP basis depending on the order terms. In such cases, the

CHA is to clear the consignment at Airport Customs Authorities at Hyderabad. Depending on the order terms, the Exchange rate of foreign currency for the purpose of calculation of freight charges will be based of the selling market rates established by the Reserve Bank of India for similar transactions as on that date.

78) If any damages / pilferage / theft / shortage occurs during the transportation, loading and unloading under custody of

your freight forwarder / your custody after taking delivery from AAI, the Agent shall be responsible for the total loss and the same shall be recovered from the Agent. This will be as per IATA rules. If the same is found during the course of customs clearance the same must be got recorded on the Bill of Entry. Copy of which will be provided to the Institute.

79) Unloading and distribution of consignment(s) at the Institute will be the Agent responsibility and unloading should be

made in the presence and supervision of the Institute staff. Only Insurance approved transporters i.e. the transporters should have documentations as per the approved norms of insurance company, be engaged in order to avoid any problem on occurrence of any untoward incidence.

80) The Agent shall be required to contact this office immediately after receiving telephone / e-mail message for the

collections of relevant documents. 81) No advance payment shall be given for the consignment(s) except for customs duty component.. 82) Successful Bidder will have to execute bond / agreement as may be mutually agreed upon.

1. No increase in rates will be entertained during the tenure of the contract. 2. Income tax as applicable will be deducted at source from the bill of the Firm.

83) Arbitration: In case of any dispute or difference arising out of or in connection with the tender conditions / job order

and Contract, the Institute and the Contractor will address the dispute / difference for a mutual resolution and failing which, the matter shall be referred for arbitration to a sole Arbitrator to be appointed by the Institute.

84) The Arbitration shall be held in accordance with the provisions of the Arbitration and Conciliation Act, 1996 and the

venue of arbitration shall be at Hyderabadonly. The decision of the Arbitrator shall be final and binding on both the parties.

85) Force Majeure: 86) Any delay due to Force Majeure will not be attributable to the Agent. 87) Jurisdiction: The courts at Hyderabadalone will have the jurisdiction to try any matter, dispute or reference between

parties arising out of this tender / contract. It is specifically agreed that no court outside and other than the Hyderabad Court shall have jurisdiction in the matter.


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88) In case the clearing of the perishable cargo is delayed due to reasons beyond his control, then the Clearing Agent is

requested to replenish the dry ice depending on the requirement to ensure that the chemicals are not perished. Any charges incurred for this purpose may be reimbursed by CDFD on production of supporting bills.

89) In case of orders on Ex-works / FOB basis, the agent is requested to pick up the consignment from the door step of the

exporter and to be door delivered at CDFD stores. The Agent is required to take care of all the expenses like Freight, Insurance charges and Handling charges etc relating to the import of cargo. The charges will be reimbursed by CDFD on production of proof.

90) The Agent is requested to clear and deliver the material with in 48 hours from the date of collection of documents from

CDFD. Any loss due to negligence / late clearance will have to be reimbursed to CDFD up on claim. No request for increase in rates will be entertained for one year from the date Of award of Contract.

91) Payment: 100% payment shall be made to the agent within 30 days from the date of submission of Invoice with all the

supporting documents.. Agents are requested to submit two copies of invoices along with the Security and Stores Section endorsed Delivery Challan Copy.


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CHAPTER 4

PRICE SCHEDULE FORMAT

PART-II PRICE BID

TENDER DOCUMENT

FOR

Clearing and forwarding of Import / Export Consignments at Air Cargo Complex, Hyderabad and Other Cities

TENDER # CDFD/PUR/CLG/2014

CDFD

Centre for DNA Fingerprinting and Diagnostics

Block-7, Gruhakalpa, Nampally, Hyderabad 500 001 (TELANGANA) India


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PART II Price Bid

PRICE SCHEDULE

PRICE-BID (PART-II)


1 Agency Service Charges (Air Cargo)

a) For General Cargo - __ ____% on CIF/CIP value subject to the min. of _______/- per consignment

b) For Perishable Cargo - _______% on CIF/CIP value subject to the min. of ________/- per consignment

2 Customs EDI Charges

3 Delivery Order Charges / Fees

4 Customs Open Examination & Re-packing

5 Loading & unloading Charges

Rs._______/- min. subject to max. of Rs._______/- per kg

6 Delivery charges at CDFD

Rs. ____/- per Package

7 Service Tax

8 Transportation charges

Upto 50kgs – Rs. ____/- 51Kgs to 250kgs – Rs. ______/- 250kgs to 500kgs – Rs. _____/- above 500 Kg____

9 Menzies (Custodian of Customs Charges

10 Documentation Charges

11 Freight

12 Discount on the standard IATA Tarrif for Freight

13 Insurance coverage charges booked in own console

14 Other Charges if any

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CHAPTER 5

CONTRACT FORM

Order No:_________

REF:CDFD/PUR/CLG/

Date:

Dear Sirs

Reference: Dated

Sub : Clearance of Foreign Consignments at Air Cargo Complex, Hyderabad. FOR CLEARING & FORWARDING OF IMPORT CONSIGNMENTS AT HYDERABAD AIRPORT (FOR AIR SHIPMENTS)

1 Agency Service Charges (Air Cargo) a) For General Cargo - __ ____% on CIF/CIP value subject to the min. of _______/- per consignment

b) For Perishable Cargo - _______% on CIF/CIP value subject to the min. of ________/- per consignment

2 Customs EDI Charges

3 Delivery Order Charges / Fees

4 Customs Open Examination & Re-packing

5 Loading & unloading Charges

Rs._______/- min. subject to max. of Rs._______/- per kg

6 Delivery charges at CDFD

Rs. ____/- per Package

7 Service Tax

8 Transportation charges

Upto 50kgs – Rs. ____/- 51Kgs to 250kgs – Rs. ______/- 250kgs to 500kgs – Rs. _____/- above 500 Kg____

9 Menzies (Custodian of Customs Charges

10 Documentation Charges

11 Freight

12 Discount on the standard IATA Tarrif for Freight

13 Insurance coverage charges booked in own console

14 Other Charges if any

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TERMS & CONDITIONS

1. Payment terms: 30 days from the date of receipt of your bill, with complete supporting documents.

2. Validity of the Contract: one year. 3. Intimation regarding arrival of shipment should be sent to CDFD well in advance.

4. After receiving the clearing documents from CDFD, the material should be cleared within 48 hours time and deliver it at CDFD, stores.

5. In case of any problems in clearing, the same may be brought to the notice of CDFD immediately.

6. If the consignment is perishable, proper care should be taken to preserve it in cold storage with sufficient Dry Ice. Any dry ice charges are incurred, the

same may be reimbursed by CDFD, on production of relevant bills.

7. Freight charges, if any, should be paid by the Successful Bidder. which will be reimbursed by CDFD after receiving bills supported by necessary vouchers. This is not applicable to CIP / CIF basis consignments.

8. Rs.5,00,000/- would be deposited by CDFD with the Successful Bidder for making payment of Customs Duty against submission of equivalent Bank

Guarantee. Relevant vouchers in support of payment of the customs duty should be submitted to CDFD, immediately after the payment is made. This amount should not be used for any other purpose. Fresh advance will be considered after giving the account for the previous advance.

9. In case any information regarding clearance of the consignments is required by CDFD, Successful Bidder would provide it as early as possible.

10. Any changes on a/c of Govt. levies if any, in the above rates are to be put up to CDFD and after its approval only to be charged accordingly.

11. Delivery of the perishable shipment after office hours. In such cases, please inform us well in advance, so that arrangements may be made by CDFD for

receiving such perishable chemicals after office hours and during holidays.

12. Any loss due to the negligence / late clearance will have to be reimbursed to CDFD upon claim.

13. Please provide a detailed quote for Clearance of Export Material and for clearance of material from ICD, Hyderabad and other places on case to case basis for approval.

The Director, CDFD reserves the right to reject / cancel the Work Order / Contract in full or part any time without assigning any reason whatsoever with one month’s notice if deemed fit. A duplicate copy of this letter must be returned to this office immediately duly acknowledged in token of your acceptance of contract terms and Conditions.

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CHAPTER 6 OTHER FORMATS

a. Bid Covering Letter - (Annexure-A) b. Bid Security Form / Earnest Money Deposit Form (Annexure – B) c. Performance Security Form - (Annexure-C)

BID COVERING LETTER - Annexure-A

[The Bidder shall type this Form on their Letter Head and enclose this along with Technical Bid (Part-I).]

To:

Director Centre for DNA Fingerprinting and Diagnostics Bldg.7, Gruhakalpa, 5-4-399/B, Nampally, HYDERABAD – 500 001 Dear Sir, Sub : Submission of Tender for appointment of __________ Ref : Your Tender No:____________

a) We have examined and have no reservation to the Bidding documents including addenda if any.

b) Our Bid shall be valid for from the date fixed for the bid submission dealine and it shall ……

c) If our Bid is accepted, we commit to obtain the Performance Security in accordance with the Clause No:___ of Chapter___ for due performance of the Contract.

d) We declare that we have read the entire terms and conditions of this Tender Document and are fully agreeable to the terms and conditions mentioned therein.

Signature of the Bidder with Seal

Name:

Duly authorized to sign the bid for and on behalf of:

Dated on ____________ day of __________________, _______

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BID SECURITY / EARNET MONEY DEPOSIT FORM – Annexure-C

Whereas ________________________________________________________ (hereinafter called the tenderer”) has submitted their offer dated ___________________________________________ for the supply of _______________________________________________________(hereinafter called the tender”)Against the purchaser’s tender enquiry No._________________________________ KNOW ALL MEN by these presents that WE _______________________________of ________________________________________ having our registered office at_________________________________are bound unto _____________________(hereinafter called the “Purchaser”)In the sum of _______________________________________________________ For which payment will and truly to be made to the said Purchaser, the Bank binds itself, its successors and assigns by these presents. Sealed with the Common Seal of the said Bank this ______________day of ____________20__________.

THE CONDITIONS OF THIS OBLIGATION ARE:

i. If the tenderer withdraws or amends, impairs or derogates from the Tender in any respect within the period of validity of this tender.

ii. If the tenderer having been notified of the acceptance of his tender by the Purchaser during the period of its validity:

1. If the tenderer fails to furnish the Performance Security for the due Performance of the contract.

2. Fails or refuses to accept/execute the contract.

WE undertake to pay the Purchaser up to the above amount upon receipt of its first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the amount claimed by it is due to it owing to the occurrence of one or both the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force up to and including 45 days after the period of tender validity and any demand in respect thereof should reach the Bank not later than the above date.

(Signature of the authorized officer of the Bank)

Name and designation of the officer

Seal, name & address of the Bank and address of the Branch

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PERFORMANCE SECURITY FORM –Annexure-C

To

(Name of Purchaser)

WHEREAS ________________________________________________________

(name and address of the supplier) ((hereinafter called “the Supplier”)has undertaken, in pursuance of contract No. _____________________dated_______to supply (description of goods and services) ((hereinafter called “the Contract”).

AND WHEREAS it has been stipulated by you in the said contract that the supplier shall furnish you with a bank guarantee by a scheduled commercial recognized by you for the sum specified therein as security for compliance with its obligations in accordance with the contract;

AND WHEREAS we have agreed to give the supplier such a bank guarantee;

NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the supplier, up to a total of _________________________________ ____________________________________(amount of the guarantee in words and figures), and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the contract and without cavil or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the supplier before presenting us with the demand.

We further agree that no change or addition to or other modification of the terms of the contract to be performed there under or of any of the contract documents which may be made between you and the supplier shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification.

This guarantee shall be valid until the _____day of ________,20______.

(Signature of the authorized officer of the Bank)

Name and designation of the Officer

Seal, name & address of the Bank and address of the Branch.