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The Automotive Research Association of India (Research Institution of the Automotive Industry with the Ministry of Heavy Industries & Public Enterprises, Govt. of India)

Regd. Office: S. No. 102, Vetal Hill, Off Paud Road, Kothrud, Pune – 411038 (India), Postal Address: P. B. No. 832, Pune – 411 004 (India), Tel.: +91-20-3023 1660 / 62 / 63 / 64,

Fax: +91-20-3023 1104, Mobile: +91-9423012498, Email: [email protected], Website: www.araiindia.com

Tender Enquiry Ref#: IMPC-2502-PC-902-CQ-799 Date (MM-DD-YYYY): 4/21/2015

The Automotive Research Association of India (ARAI), Pune, an autonomous research

institution of Automotive Industry with the Ministry of Heavy Industries & Public Enterprises,

Govt. of India. ARAI, Pune would like to procure the following equipment / avail service for.

The Technical Specifications are given in Chapter 6: Schedule of Requirements /

Specifications and Allied Technical details are appended herewith.

• Item: CARRYING OUT INAUGURATION FUNCTION OF I&C CENTRE, NASHIK-

MAHARASHTRA

• Tender Enquiry No: IMPC-2502-PC-902-CQ-799

• Due Date (MM-DD-YYYY) & Time: On or before 5/12/2015 & 5:00:00 PM (For submission of Bids)

• Opening of Technical Bids: 5/13/2015 & 3:00:00 PM Date (MM-DD-YYYY) & Time

Prospective Bidders may download this Tender Documents and submit their offers to

Automotive Research Association of India (ARAI), S. No. 102, Vetal Hill, Off Paud Road,

Kothrud, Pune – 411038 (India)




I N D E X

Chapter 1 Invitation for bids

Chapter 2 Instructions to bidders

Chapter 3 Conditions of contract

Chapter 4 Price Schedule (commercial bid)

Chapter 5 Checklist

Chapter 6 Schedule of requirements, specifications and allied technical details




CHAPTER-1. INVITATION FOR BIDS

1. Automotive Research Association of India (ARAI), Pune invites sealed tenders for

CARRYING OUT INAUGURATION FUNCTION OF I&C CENTRE, NASHIK- MAHARASHTRA. The Technical Specifications are given in Chapter 6: Schedule of Requirements / Specifications and Allied Technical details appended herewith.

2. The Bidders are requested to give detailed tender in their own forms in two Bids i.e Part -I : Technical Bid.

Part -II : Commercial Bid.

3. Contact for information:

Automotive Research Association of India (ARAI), Pune S. No. 102, Vetal Hill, Off Paud Road, Kothrud, Pune – 411038 (India) Fax: +91-3023 1104, Website : www.araiindia.com Technical contact: J.V. Bhalerao Tel : +91-020-3023 1642 Email: [email protected] Commercial contact: Mr. S.E. Medane, General Manager, Purchase Department Tel : +91-020-3023 1660, Mobile: +91-9423012498 Email: [email protected]

4. This tender document can be downloaded.

5. Supply means: “Supply, Installation, Commissioning and satisfactory demonstration of

the whole system and training”. If any charges extra are payable for Installation, Commissioning and training, the same should be specified in the commercial offer.

6. Submission of Bids : (i) Place : Purchase Section of ARAI, Pune -411 038, India. (ii) Date (MM-DD-YYYY) and Time : On or before 5/12/2015 & 5:00:00 PM of Submission (iii) Date (MM-DD-YYYY) and Time : 5/13/2015 & 3:00:00 PM

of opening Technical Bid ARAI, Pune will not be responsible, for submission / delivery of quotation at wrong places other than the Purchase Section of ARAI, Pune -411 038, India

7. Two Bid System: The two bid system should be followed for this tender. In this system the bidder must submit his offer in two separate sealed envelopes. Both the technical bid and commercial bid envelopes should be securely sealed and stamped separately and




clearly marked as “Envelope No.1 – Technical Bid” and “Envelope No.2 – Commercial Bid” respectively. Both the sealed envelopes should be placed in a third larger envelope. The main envelope which will contain both the bids should be super scribed with our Tender Enquiry No. IMPC-2502-PC-902-CQ-799 due on Date (MM-DD-YYYY) 5/12/2015 and to be submitted to the address given below so as to reach on or before Date (MM-DD-YYYY) & Time 5/12/2015 & 5:00:00 PM.

The Director, Automotive Research Association of India (ARAI) S. No. 102, Vetal Hill, Off Paud Road, Kothrud, Pune – 411038 (India) Tel.: +91-20-3023 1660 / 62 / 63 / 64

The envelopes must be super-scribed with the following information:

Tender Reference Number Due Date Name of the Vendor

Envelope No. 1 : Shall contain “Technical Bid”

The technical offer should not contain any price information.

The Technical Bid must be submitted in an organized and structured manner. No brochures/leaflets etc. should be submitted in loose form. Please indicate page nos. on your quotation eg. If the quotation is containing 25 Pages, please indicate as 1/25, 2/25, 3/25…..25/25.

The Instructions to the Bidders as follows:

(i) Tenders, which are submitted without following the two bid offer system, will summarily be rejected.

(ii) The technical bid should contain commercial terms with reference to the tender. (iii) The technical offer should be complete to indicate that all products and services

asked-for are quoted. Each page of the bid and cutting/corrections shall be duly signed and stamped by the bidder. Unsigned Tenders will also be rejected. Failure to comply with this requirement may result in the bid being rejected.

(iv) The purpose of certain specific conditions is to get or procure best equipment/service etc. The opinion of Technical Committee shall be the guiding factor for technical short listing.

(v) The import license is covered under OGL policy of 2007 -2012. (vi) If the bid is for branded makes, authorization letter from principals clearly

indicating that the vendor is the competent authority to sell and provide services towards the items mentioned in the scope of supply given in this tender document.

(vii) Copy of LST/CST/WCT No. PAN No. and TIN No. allotted by the concerned authorities. If registered with the National Small Industries Corporation, the registration number, purpose of registration and the validity period of registration and a copy of DGS&D registration wherever it is applicable should also be provided in Technical Bid.




(viii) A copy of the Un-priced Commercial Bid. (Please see Chapter 4 – Price Schedule)

(ix) List of deliverables / Bill of materials and services. (x) Compliance sheet with any deviation with reference to the terms and

specifications and justification for deviation request. (xi) In case of Foreign quote, the address of Principal’s / Manufacturer’s and their

Banker’s details should be furnished. (xii) Indicate the names of the Indian reputed Organizations where you have supplied

similar equipment and may attach the satisfactory performance report of the equipment from user Organization.

(xiii) The item should be supplied with manuals and the manuals including technical drawings should be complete in all respects to operate the system without any problem.

(xiv) Duly filled in checklist as per Chapter 5 should be submitted along with the Technical Bid.

(xv) Documentation: The bidder shall provide one copy of instruction, operation / maintenance and servicing manual of the system in ENGLISH in hard copy / soft copy. Wherever called for calibration certificates issued by accredited laboratory under ISO 17025, along with results with valid traceability to national / International calibration standards shall be provided.

Bid documents should be submitted as per the above sequence with Index page and page numbers (including technical literature). Each page of the bid should be signed & stamped in original. Unsigned bids will not be considered for evaluation.

Envelope 2 : shall contain “Commercial Bid”:

(i) Commercial Bid should be submitted in the format enclosed. (ii) Price schedule complete in all respects with proper seal and signature of

authorized person. It should also contain the Comprehensive AMC charges for post warranty period as per the terms of the tender. The optional and any other essential items / accessories required for the maintenance of the equipment for the next five years should also be specified in the offer separately. Discount offered should be mentioned clearly in the commercial bid only.

(iii) Cost of all the items should be mentioned clearly and individually in the Commercial Offer only.

(iv) The taxes (viz: CST, VAT, ST, ED, etc. may be shown separately). 8. Date (MM-DD-YYYY) of opening the Technical Bids.

Technical Bids will be opened on– 5/13/2015 at 3:00:00 PM at:

Purchase Department Automotive Research Association of India (ARAI) S. No. 102, Vetal Hill, Off Paud Road, Kothrud, Pune – 411038 (India) Tel.: +91-20-3023 1664




The Technical bids will be opened in the presence of the bidders on the specified time and date. Bidders / Agents who have responded to the tender only will be allowed to be present. Two members from ARAI Technical Committee and One member from ARAI-Purchase Department will witness the bid opening.

The technical bids will be evaluated to shortlist the eligible bidders. The commercial bids of only the short listed bidders shall be considered for further processing.

Bidders whose technical offer is found acceptable and meeting the eligibility requirements as specified in this tender will be informed about the date and time of the opening of the commercial bid. Note:

(i) Please do not insert ‘Commercial Bid” (prices quoted) in the technical bid envelope. If the price quoted is submitted with technical bid the tender will be rejected.

(ii) No camera mobiles / mobiles are allowed during tender opening.

9. Opening of Commercial Bids

(i) ARAI will open commercial bids of only the short listed bidders, in the presence of the bidders or their authorized representatives, who choose to attend the commercial bid opening and minimum three members of ARAI procurement committee constituted by Director, ARAI, Pune. The Date and Time of opening the Commercial Bid will be intimated only to pre-qualified and technically acceptable Bidders for the item at a later date. The representatives of short listed firms only will be allowed for commercial bid opening.

(ii) The bidder’s representative who is present shall sign an attendance register as a proof of having attended commercial bid opening. The bidder shall signed the envelope as bid document individually.

(iii) The bidder’s name, bid prices, discounts, will be announced at the time of opening.

Evaluation:

The lowest bidder will be decided after working out cost of ownership in terms of cash outflow of equipment and five years of operation from the date of satisfactory commissioning of equipment. The cost of ownership will be worked out considering following cost elements: (i) C&F (Cost and Freight), (Insurance is responsibility of ARAI). (ii) Applicable taxes and duties. (iii) Cost of warranty service for two years from the date of commissioning of

equipment. (iv) Cost of consumables required for the operation required for the five years with

stipulated working hours / no. of tests. (v) Cost of Comprehensive AMC required for 3rd, 4th and 5th years of operation.




(vi) While comparing between Foreign and Indian supplier, the addition of all the charges upto ARAI, Pune viz: Applicable Custom Duty to ARAI, Clearing Charges, Transport, etc will be considered.

(vii) Installation, Commissioning and Training cost may be shown separately.

For overseas, supplier with foreign currency payment, the exchange parity rate as declared by RBI on date of opening of the bids will be considered for the purpose to arrive for cost. PO shall be placed to the supplier as per quote of foreign currency to the supplier. Custom clearance and Mumbai-Pune transportation are responsibility of ARAI.

The successful bidder will be placed order for supply, installation and commissioning, training of equipment / system / tendered, as per payment terms mentioned. The consumable and spares required for three years post warranty usage will be placed after successful completion of warranty period as per the rates quoted in the commercial bid.

The bid can be submitted in person or through post/courier (ARAI will not be responsible for delayed / late quotations submitted / sent by Post / Courier etc. resulting in disqualification/ rejection of any bid) so as to reach ARAI on or before the due date and time. Fax / E-mail tenders will not be considered unless it is asked for. The bidders’ authorized representative can attend the bid opening.

10. The request for extension of due date should be avoided. 11. No sub-contracting is allowed with regard to installation, commissioning, training,

warranty maintenance and after sales service. This is the sole responsibility of the Principals’ / their authorized agents.

12. The Director, ARAI, Pune reserves the right to accept the offer in full or in parts or reject

summarily or partly.




CHAPTER-2 : INSTRUCTIONS TO BIDDERS

Delivery Period / Timeliness: The bidder shall specify the delivery schedule along with the installation, commissioning and acceptance testing at site. Installation & Commissioning: The bidder shall carry out installation after the receipt of the equipment at ARAI within the time frame. Locations for the Supply / Services:

CARRYING OUT INAUGURATION FUNCTION OF I&C CENTRE, NASHIK- MAHARASHTRA covered by this document is required to be supplied and installed at ARAI, Pune. 1. Eligible Criteria:

1.1 This invitation for bids is open to all bidders who are in the business of supply & maintenance services or bidders who are in business of similar nature.

1.2 For Branded items, only the authorized distributors / dealers / resellers are eligible to bid. In this case, the authorization certificate to this effect, issued by principals should be submitted along with the Technical Bids

1.3 ARAI, Pune reserves the right to award / reject the order to any particular bidder without assigning any reason thereof.

1.4 Bidders should QUOTE strictly in accordance with the requirements. 1.5 Bidders shall adhere to the procedure and processes laid down in this document

and shall follow fair and ethical practices of trade 1.6 Based on the list of installations provided by the bidder, ARAI, Pune will have its

option to obtain details of the equipment, their performance, after sales services etc. for evaluation of the tender, directly from the concerned Labs. / Scientists etc

1.7 The tenders must be clearly written or typed without any cancellations / corrections or overwriting.

1.8 The makes / brand and name and address of the manufacturer, Country of Origin, Country of Shipment and currency in which rates are quoted are to be mentioned.

1.9 Firms which have already supplied similar equipment to ARAI, Pune and have not completed required installation / commissioning / after sales service / warranty replacements etc. such firms offers will not be considered for further evaluation and no enquiries thereafter will be entertained.

1.10 Conditional Offers will not be considered. 1.11 ARAI, Pune will not provide any accommodation / transportation for the

engineers / representatives for attending installation, commissioning and demonstration work. It is the absolute responsibility of the Principal Supplier / Indian Agent to make their own arrangements.

1.12 The authorized person who signs the tender is required to indicate his e-mail ID, Mobile No. and also general e-mail ID for easy and faster communication.




2. Amendment of Bidding Documents

2.1 At any time prior to the deadline for submission of bids, ARAI, Pune may, for any reason, whether on its own initiative or in response to the clarification request by a prospective bidder may modify the bid document.

2.2 All prospective bidders who have downloaded the bidding document may visit ARAI, Pune website www.araiindia.com for amendments / modifications, if any, which will be binding on them.

3. Amalgamation / Acquisition etc.:

In the event the Manufacturer/Supplier proposes for amalgamation, acquisition or sale of its business to any firm during the contract period, the Buyer / Successor of the Principal Company are liable for execution of the contract and also fulfillment of contractual obligations i.e. supply, installation, commissioning, warranty, maintenance / replacement of spares accessories etc. while submitting your bid, you may confirm this condition.

4. Period of validity of bids

4.1 Bids shall be valid for a period of 90 days from the date of opening the Technical bid.

4.2 ARAI, Pune may ask for the bidder’s consent to extend the period of validity. Such request and the response shall be made in writing only. A bidder agreeing to the request for extension will not be permitted to modify his bid.

4.3 Bid evaluation will be based on the bid prices without taking into consideration the above corrections.

SUBMISSION OF BIDS

5. Deadline for submission of Bids

5.1 Bids must be received by ARAI, Pune before the time & date at address specified in the tender. In the event of specified date for the submission of bids being declared as a holiday for ARAI, Pune, the bid-closing deadline will stand extended to the next working day. No communication is required in such cases.

5.2 In the event of holiday on due date 5.3 ARAI, Pune, may extend this deadline for submission of bids, this will suitably be

notified. 6. Late Bids

ARAI, PUNE will not be responsible:

6.1 For delayed / late quotations submitted / sent by post / courier etc. 6.2 For submission / delivery of quotations at wrong places other than the Purchase

Department of ARAI, Pune. 6.3 Fax / E-mail / Telegraphic / Telex tenders will not be considered. 6.4 Any bid inadvertently received by ARAI, Pune after the deadline i.e. due date &

time for submission of bids, will not be accepted and returned unopened to the bidder.




AWARD OF CONTRACT

7. Award Criteria

7.1 ARAI, Pune shall award the contract to the eligible bidder whose bid has been determined as the lowest evaluated commercial bid.

7.2 If more than one bidder happens to quote the same lowest price, ARAI, Pune reserves the right to award the contract to more than one bidder or any bidder

8. Purchaser’s Right to vary Quantities at the time of Award

8.1 ARAI, Pune reserves the right at the time of award of Contract to increase or decrease the quantity of items specified in the Schedule of Requirements without any change in price or other terms and conditions.

8.2 Firms which have already supplied similar equipment to ARAI, Pune and have not completed required installation / commissioning / after sales service/ warranty replacements etc. such firms offers will not be considered for further evaluation and no enquiries thereafter will be entertained.

9. Interpretation of the clauses in the Tender Document / Contract Document:

In case of any ambiguity / dispute in the interpretation of any of the clauses in this Tender Document, Director, ARAI, Pune’s interpretation of the clauses shall be final and binding on all parties.




CHAPTER -3 : CONDITIONS OF CONTRACT

1. Price

Price Indication: In case of overseas supply, bidder shall quote both FOB price at the nearest port of shipment and CIF price to the Port of arrival (Mumbai). Bidder shall specify the mode of transportation (Air / Sea). Local Taxes:

1.1 For Indigenous Supplies: Local taxes / duties / surcharges e.g. : sales, excise,

service, VAT, octroi or any other applicable shall be mentioned separately. The supplier is responsible of payment of all taxes, duties / surcharges / levies. The supplier shall provide, upon request, authenticated copies of challan as an evidence of payments of such levies to concerned authorities.

1.2 For Imported Supplies: Import customs duty and customs clearance charges, if any, for goods / material will be to ARAI’s account.

1.3 For Services: The tax amount under Tax-Deducted-at- the Source (TDS) for the services provided in India by overseas as well as indigenous service provider, shall be deducted from the payment due and a certificate to this effect for this TDS shall be issued by ARAI.

1.4 The price quoted shall be considered firm and no price escalation will be permitted.

1.5 Bidder may bid in Foreign Currencies on behalf of their Principals or in INR. The conversion rate for this purpose may be referred from web site www.x-rates.com

1.6 The quotation should be only in Indian Rupees for indigenous items. In case of foreign quote, the vendors may quote their rates in Indian Rupees as well as in Foreign Currency.

In case of foreign currency bids, the price criteria should be on FOB and C&F basis. The mode of transport may also be indicated ( The consignment having weight above 1500 kg preferred by sea freight charges otherwise air freight charges may be submitted )

1.8 Packing, forwarding, freight, insurance and commissioning charges, if any extra may be quoted separately in Commercial Bid.

1.9 In case of INR bids the price criteria should be on F.O.R., ARAI, PUNE. Govt. Levies like central excise duty, sales tax, octroi, WCT etc., if any, shall be paid at actual rates applicable on the date of delivery. Rates should be quoted accordingly giving the basic price, Central Excise Duty, VAT/ Central Sales Tax etc., if any. Please note that ARAI is exempted from payment of Excise duty vide

Govt. Notification No.10/97-Central Excise dated 1st

March,1997. Excise Duty Exemption is applicable for research work only.

1.10 ARAI, PUNE is exempted from payment of Custom Duty vide Govt. Notification

No.51/96-Customs dated 23rd

July, 1996. However as per the Govt. of India

further notification No.24/2002-Customs dated 1st

March, 2002 notification No.19/2006Customs dt. 01.03.2006 Custom Duty is levied on all import meant for ARAI, PUNE. The custom clearance and custom duty as applicable is responsibility of ARAI

1.11 Bidders may also bid for High Sea sales. 1.12 The actual Sales Tax Percentage (without Form “C”) if any, should be specified.




1.13 Please provide TIN no. of the firm along with the CST/WCT No. allotted by the concerned authorities in your quotation.

2. Bank Charges

All Bank charges inside India, including opening of LC, to ARAI, Pune Account and outside India to Beneficiary’s Account only. In case the bidder seeks confirmation of LC such confirmation charges are to the Beneficiary’s account. This may please be noted and confirmed.

3. Performance Benchmarks

The technical evaluation committee needs to be provided with an evaluation system to carry out performance benchmarks.

4. Pre-installation :

The Bidder has to state in detail the Electrical Power / UPS requirements, floor Space, head room, foundation needed and also to state whether Air-conditioned environment is needed to house the system and to run the tests. i.e. pre-installation facilities required for installation may please be intimated in the technical bid. Subsequently, before the consignment lands in ARAI, Pune the bidder shall confirm that the pre-installation requirements are sufficient for installation of the equipment. In other words the bidder should continuously monitor the pre-installation requirements and see that everything is ready before the consignment is taken to the site for installation.

5. Installation:

5.1 Bidder shall be responsible for installation / demonstration wherever applicable and for after sales service during the warranty and thereafter.

5.2 Installation demonstration to be arranged by the supplier free of cost and the same is to be done within 30 days of the arrival of the equipment at site.

5.3 After successful installation what will be the minimum down time of equipment/instrument in case of breakdown. If the identified firm or person fails to put the system into working condition what is the further alternative course of action suggested by you to adhere to minimum down time.

5.4 Installation drawings and Infrastructure requirements: The bidder shall provide two sets of installation drawings which should include all infrastructural requirements for effective functioning of the system.

6. Warranty / Support:

6.1 The bidder shall guarantee that all material, components used are in strict compliance with agreed requirements and specifications and the same shall be free from any manufacturing defects. The bidder shall guarantee that all materials and components shall be repaired or replaced as the case may be at its own cost in case found to be defective within a period of 24 months from the satisfactory commissioning at site

6.2 The defects, if any, during the guarantee/warranty period are to be rectified free of charge by arranging free replacement wherever necessary. This includes cost,




insurance, freight, custom duty, octroi, local taxes if any should be borne by the beneficiary or his agent. A clear confirmation should be given for this item.

6.3 The warranty on the associated software should cover providing of upgraded version/s, if any, released during the warranty period free of cost.

6.4 The bidder shall assure the supply of spare parts after warranty is over for maintenance of the equipment supplied if and when required for a period of five years from the date of supply of equipment on payment on approved price list basis.

6.5 The equipment must be supported by a Service Centre manned by the principal vendor’s technical support engineers. The support through this Centre must be available 24 hours in a day, seven days a week and 365 days a year. Also it should be possible to contract the Principal’s vendor support Centre on a toll free number/web/mail.

6.6 An undertaking from the manufacturer is required in this regard stating that they would facilitate the bidder on regular basis with technology / product updates & extend support for the warranty as well.

6.7 The vendor will have to arrange for all the testing equipment & tools required for installation, testing & maintenance etc.

6.8 The principal vendor must have a local logistics support by maintaining a local spares depot in the country of deployment of the equipment. This is to ensure immediate delivery of spares parts from Principal Vendor of equipment to its channel partner/system integrator.

6.9 Details of onsite warranty, agency who shall maintain during warranty and undertake Annual Maintenance Contract / Comprehensive Service Maintenance Contract beyond warranty shall be given in the offer. In case of foreign quote, the Indian Agent who shall maintain during warranty and AMC beyond warranty shall be given in the Technical Offer.

7. Annual Maintenance Contract:

7.1 The bidder shall quote for:

7.1.1 Comprehensive AMC inclusive of spares for next three years (3rd, 4th & 5th) after the expiry of warranty period of 2 years.

7.1.2 AMC on visit basis and Spares Recommended spares and their cost for subsequent operations for 3rd, 4th & 5th year valid for that period.

7.2 No sub-contracting will be allowed for installation or maintaining system/ equipment / instrument during or after warranty period.

7.3 Mention the charges for comprehensive maintenance contract separately in Commercial bid (for post warranty period).

8. Indemnity

The vendor shall indemnify, protect and save ARAI, Pune against all claims, losses, costs, damages, expenses, action suits and other proceeding, resulting from infringement of any law pertaining to patent, trademarks, copyrights etc. or such other statutory infringements in respect of all the equipments supplied by him.

9. Freight & Insurance:




Indigenous: The equipments to be supplied will be insured by the vendor against all risks of loss of damage from the date of shipment till such time it is delivered at ARAI, Pune site in case of Rupee transaction.

10. Payment:

10.1 For Indigenous Bidders 40% advance payment with Advance Bank Guarantee (ABG) of equal

amount against Purchase Order acceptance. 40% payment against delivery at site, or 60 % after the acceptance of

consignment and submission of Performance Bank Guarantee (PBG) of 10% amount valid for 24 months from the date of Acceptance where installation and commissioning is not a part of P.O.

In case the supplier does not opt for 40% advance against ABG, he shall get 80% (in case of Installation & commissioning requirements) or 100% payment (in case of Installation & commissioning not required ) on submission of Performance Bank Guarantee of 10% amount valid for 24 months.

Remaining 20% on successful installation, commissioning and acceptance at site and submission of Performance Bank Guarantee of 10% amount valid for 24 months from the date of Acceptance.

The PBG may not be required for goods of revenue category, spare parts, computer peripherals and products whose performance can’t be evaluated objectively e.g. window AC, sensors, computers.

10.2 For Overseas Bidders

For order value up to US$ 15,000/- or equivalent, site draft or wire transfer of 100% amount. Bank charges by ARAI’s bank to ARAI account and bank charges by supplier’s bank to the supplier’s account.

Irrevocable LC will be opened for 100% value. 90% payment released against the dispatch documents and 10% on successful installation, commissioning and acceptance test at site and submission of performance bank guarantee of 10% amount valid for 24 months from the date of acceptance.

100% through irrevocable LC for order value above US$ 15,000/- or equivalent wherever installation is not applicable.

The PBG may not be required for goods of revenue category, spare parts, computer peripherals and products whose performance can’t be evaluated objectively e.g. window AC, sensors.

11. Penalty for delayed Services / Liquidated Damages:

Penalty: Every week of delay in scheduled delivery period shall attract a penalty of 0.5% of Purchase Order value with a maximum ceiling of 5 %. The term “Delivery” for the application of this clause defined as follows. Counting of delivery period shall start from: Date of Order Acceptance : for payment term “ after delivery”, Date of L.C. / Wire transfer : for overseas suppliers, Date of release of advance : for payment term “ advance”,




End of the delivery period shall be considered as: Date of delivery at supplier’s work: for delivery term as “Ex works “, Date of Delivery at ARAI premises: for delivery term as “Door delivery”, Date of Cargo Arrival Note (CAN) at Indian Port: for delivery term as “CIF “, Date of Airway bill / Bill of lading at delivery Port: for delivery term as “FOB/FCA “, However, any delay due to ARAI about pre-acceptance and Design Approval shall not be considered for calculating delay period. Liquidated Damages: If installation & commissioning is delayed beyond 4 (four) weeks of agreed completion date, due to bidder’s non-excused fault, every week of delay will attract a liquidated damage of 0.5% of purchase order value with a maximum ceiling of 5% in addition of penalty, if applicable. ARAI, Pune reserves the right to cancel the order in case of excessive delay.

12. Jurisdiction

Disputes concerning procurements of ARAI shall be subject to the jurisdiction of competent courts in Pune or the Mumbai High Court.

13. Security Deposit (Applicable for Purchases above 1 crore): Successful bidder shall deposit a Security Deposit of 5% of the purchase order value by Demand Draft / Wire Transfer along with Order acceptance before opening the Letter of Credit that shall be refunded after successful installation and acceptance at site. For any breach of contract, this amount shall be liable to be forfeited.

14. Right to Modify the Scope and Scrap the Process: ARAI reserves the right to amend,

alter, modify, and amplify the specifications or quantum of procurement at any time before orders are finally placed on the selected bidder. ARAI also reserves the right to scrap the entire process of procurement at any stage before the orders are placed on the bidder(s) without assigning any reason.

15. Users List: The bidder shall provide a list of users along with name and contact address

of person responsible where similar system has been supplied. 16. All layouts, designs, drawings, calculations generated under this contract shall be owned

by ARAI. ARAI shall not be obliged to return any of the above to bidder at any time 17. The acceptance of above terms and conditions shall be confirmed by the bidder along

with technical bid. 18. Installation drawings and Infrastructure requirements: The bidder shall provide two sets

of installation drawings which should include all infrastructural requirements for effective functioning of the system.

19. Force Majeure




ARAI, Pune may consider relaxing the penalty and delivery requirements, as specified in this document, if and to the extent that the delay, in 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, the direct and indirect consequences of wars (declared or undeclared) hostilities, national emergencies, civil commotion and strikes at successful Bidder’s premises.

20. Arbitration

All disputes of any kind arising out of supply, commissioning, acceptance, warranty maintenance etc. shall be referred by either party (ARAI, Pune or the bidder) after issuance of 30 days notice in writing to the other party clearly mentioning the nature of dispute to a single arbitrator acceptable to both the parties. The venue for arbitration shall be ARAI, Pune, India. The jurisdiction of the courts shall be Pune, Maharashtra, India.




CHAPTER 4 : PRICE SCHEDULE

Tender Enquiry Ref#: IMPC-2502-PC-902-CQ-799

Format for Commercial Bid (mandatory requirement)

BOQ for Inauguration programme of I & C Centre at Nasik Sr. No.

Particulars Size Qty. Rate per unit/sq ft

Amount in Rs.

Out Side Area of Pendol

1

Supply & Installation of temporary Main gate & Entrance Box Arch:- Box Structure + Strar flex print mount on MS Frame.

25'x18' 2

2 Flags:- 12' high pipe with cloth flags logo printed

3'x4' 40

Main Ceremony Pendol

1 Supply Installation of MS structured Water proof pendol. Excavation will not be allowed on site.

150'x110' 1

2 Carpet 16500 sq ft 1 3 3 seater Sofa with white covering 50 4 Cousin Chairs with white covering 400

5 Existing Shed covering 200

running ft 1

6 Stand Fans 25 7 Coolers 20 8 Pathway Carpet for all venue 4200 sq ft 1 9 1' high Riser for Video cameras 15'x15' 1

10 Extra side covring 200

running ft 1

Stage

1

Stage:- MS structured 5ft high stage with carpet & 2 Stair steps for accomodating 12 persons on Dias. No digging for excavation will be allowed.

40'x20' 1

2 VIP Chairs 10 3 Dies Table with white cloth & freel 5'x2.5' 4

4 Inauguration lamp (samai) with all needful

1

5 Podium 1

6 Flower decoration & Rangoli for stage.

1

7 Podium branding 2'x4' 1




8 Backdrop:- Star flex print mount on MS frame

40'x12' 1

9 "D" Barricade 100

running ft 1

Food Area

1 Water proof pendol with wooden structure , but no digging allowed for any support on floor surface.

35'x100'=1, 30'x80'=1

2

2 Carpet 5900 sqft 1 3 Servise Tables with covring 45 4 Stand Fans 10

5 Side Covring 450

running ft 1

Vehicle Testing Shed & Admin

Building

1 Flower Decoration for both building 2 2 Rangoli 3 LED Par Lights 60

4 Draping at Testing shed 400

running ft 1

Food A Lunch (depend on menu) 550 B Breakfast (depend on menu) 50 Other Requirement 1 LED Screen (5mm) 20'x10' 2 2 42" Plasma for Guest 42" 4

3 Sound:- 4+2 mic, best quality sound for 500 people

4 Stage Lights 5 Lights Power Points 6 Generator Vans of 125 KV 2

7 Video Shooting & Photography:- 4 Cameras for video & 2 for photo shoot

4 hrs

8 Signage (parking, vip, press etc.) 15 9 Comperer 1

10 Volunteers / Promoters :- Male/Females

15

11 Security guards 20 12 House keeping 8 13 Memento 12 14 Flower Bouquet 12 15 Invitation cards 500

16 Press Kit:- notepad, pen, folder, press note

50




17 Badges 500 18 Movable toilets 19 Water bottles 1500

20 Miscellaneous :- Plants, Name plate, extra material etc.

21 Creative Design Charges ( arch, backdrop, memonto, invitation, signag ect,) suitable for stage.

22 Event Cordination fees 23 Fire tender 24 Doctor & Ambulance

25 Permissions etc required to execute programme.

Total

NOTE ‐ Supply , Installation of all above facilities must be of good quality, the colour combinations should be of approved quality, all the installations should be ready one day before the programme date conveyed, trials

should be shown to ARAI personals. The installed material must be removed in 2 days time after completion of programme. Billing will be as per actual measurements & actual consumption.

## RATE SHOULD VALID FOR 3 MONTHS ##

Basic Cost of the SERVICES / Installation and commissioning at ARAI site Service wise break-up as per Technical Specifications to be attached separately.

Service Tax [ %]

Transportation upto ARAI site Rs.

Local Body Tax (LBT) for supplies from outside PMC limits [ %]

Total INR

D - Ordering Information

Sr. No.

Particular Details

D1 Order to be placed on:

(Supplier Name, Detail Address (City, Pin Code, State, Country), Phone and Email)

D2 Delivery period in days

D3 Mode of Transport in case of Import

(By SEA / By AIR)

D4 Supplier’s bank details:

Signature & Stamp of the Tenderer




CHAPTER – 5 : Checklist: Eligibility Criteria for Bidders


Bidders to indicate whether the following are enclosed by striking out the non-relevant option.

(a) Two separate bids duly filled in and signed in sealed

envelopes (i) Technical (ii) Commercial ( Yes / No )

(b) Undertaking that the successful bidder agrees to give a

Performance Bank Guarantee. ( Yes / No )

(c) Authorization letter from Principals enclosed ( Yes / No )

(d) Self Attested copy of Sales Tax Registration certificate

(CST/VAT etc) as applicable ( Yes / No )

(e) Agreements / Purchase orders / Completion

certificates, if any, from the clients for whom similar

supply has been made by the bidder

( Yes / No )

(f) Copy of PAN No. allotted by the concerned authorities ( Yes / No )

(g) A copy of the Un-priced Commercial bid ( Yes / No )

(h) List of deliverables as per Chapter-5 ( Yes / No )

(i) LD clause agreeable. ( Yes / No )

(j) Supply of spares for 5 years ( Yes / No )

(k) Amalgamation/Acquisition: Successor agreeable to

fulfill the contractual obligations. ( Yes / No )

(l) Acceptance of warranty period and Free replacements

during warranty period ( Yes / No )





IMPORTANT NOTICE

Right to Modify the Scope and Scrap the Process: ARAI reserves the right to amend, alter,

modify, and amplify the specifications or quantum of procurement at any time before orders are

finally placed on the selected bidder. ARAI also reserves the right to scrap the entire process of

procurement at any stage before the orders are placed on the bidder(s) without assigning any

reason.

Jurisdiction: Disputes concerning procurements of ARAI shall be subject to the jurisdiction of

competent courts in Pune or the Mumbai High Court.

I agree to all terms and conditions mentioned in the tender document of the ARAI, Pune

Signature & Stamp of the Tenderer




CHAPTER 6

SCHEDULE OF REQUIREMENTS, SPECIFICATIONS & ALLIED TECHNICAL DETAILS

BOQ for Inauguration programme of I & C Centre at NasikSr. No.

Particulars Size Qty. Technical

Compliance Out Side Area of Pendol

1

Supply & Installation of temporary Main gate & Entrance Box Arch:- Box Structure + Strar flex print mount on MS Frame.

25'x18' 2

2 Flags:- 12' high pipe with cloth flags logo printed 3'x4' 40

Main Ceremony Pendol

1 Supply Installation of MS structured Water proof pendol. Excavation will not be allowed on site.

150'x110' 1

2 Carpet 16500 sq ft 1 3 3 seater Sofa with white covering 50 4 Cousin Chairs with white covering 400

5 Existing Shed covering 200

running ft 1

6 Stand Fans 25 7 Coolers 20 8 Pathway Carpet for all venue 4200 sq ft 1 9 1' high Riser for Video cameras 15'x15' 1

10 Extra side covring 200

running ft 1

Stage

1

Stage:- MS structured 5ft high stage with carpet & 2 Stair steps for accomodating 12 persons on Dias. No digging for excavation will be allowed.

40'x20' 1

2 VIP Chairs 10 3 Dies Table with white cloth & freel 5'x2.5' 4

4 Inauguration lamp (samai) with all needful

1

5 Podium 1




6 Flower decoration & Rangoli for stage.

1

7 Podium branding 2'x4' 1

8 Backdrop:- Star flex print mount on MS frame

40'x12' 1

9 "D" Barricade 100

running ft 1

Food Area

1 Water proof pendol with wooden structure , but no digging allowed for any support on floor surface.

35'x100'=1, 30'x80'=1

2

2 Carpet 5900 sqft 1 3 Servise Tables with covring 45 4 Stand Fans 10

5 Side Covring 450

running ft 1

Vehicle Testing Shed & Admin

Building

1 Flower Decoration for both building 2 2 Rangoli 3 LED Par Lights 60

4 Draping at Testing shed 400

running ft 1

Food A Lunch (depend on menu) 550 B Breakfast (depend on menu) 50 Other Requirement 1 LED Screen (5mm) 20'x10' 2 2 42" Plasma for Guest 42" 4

3 Sound:- 4+2 mic, best quality sound for 500 people

4 Stage Lights 5 Lights Power Points 6 Generator Vans of 125 KV 2

7 Video Shooting & Photography:- 4 Cameras for video & 2 for photo shoot

4 hrs

8 Signage (parking, vip, press etc.) 15 9 Comperer 1

10 Volunteers / Promoters :- Male/Females

15

11 Security guards 20 12 House keeping 8 13 Memento 12 14 Flower Bouquet 12




15 Invitation cards 500

16 Press Kit:- notepad, pen, folder, press note

50

17 Badges 500 18 Movable toilets 19 Water bottles 1500

20 Miscellaneous :- Plants, Name plate, extra material etc.

21 Creative Design Charges ( arch, backdrop, memonto, invitation, signag ect,) suitable for stage.

22 Event Cordination fees 23 Fire tender 24 Doctor & Ambulance

25 Permissions etc required to execute programme.

Total