E-Tender Notice

Director, CSIR-NPL invites online e- tenders under two bid systems (Technical & Price bid) from the reputed Custom House cum Consolidation Agent for award of Contract in r/o providing of the following services as under: SN. Tender No. Brief Description of Services EMD (Rs)

01 14-VI/CHA(926)2018 PB /T-145 Award of Contract in r/o of providing services of Custom House Clearance cum Consolidation Agent services (CHA)

50,000/-

Interested parties may download the Tender Documents along with detailed terms and conditions directly from CPP Portal https://www.etenders.gov.in/app and NPL website http://www.nplindia.org [under links of Tenders/Pre-indent gTender notifications] and in CPP Portal under link https://etenders.gov.in/app for free of cost & submit the same along with above prescribed EMD. However, EMD may be deposited with us offline and copy of the same may be uploaded along with technical bid. Last date of receipt of tenders is 14th March, 2019 up to 04.00 PM (IST). The Date of opening of technical bids is 15th March, 2019 at 3.00 PM, (IST) onwards . Further corrigendum/amendments, if any, will be posted in NPL website: http://www.nplindia.org and CPP Portal under link https://etenders.gov.in . Vendors/ Contractors can express their related concerns at the following e-mail address: spo@nplindia.org

Stores and Purchase Officer

For Director, CSIR-NPL

CSIR - NATIONAL PHYSICAL LABORATORY (Council of Scientific & Industrial Research)

Dr. K. S. Krishnan Marg, Pusa, New Delhi -110 012. Tele Fax: +91 11 45608645, Fax: +91 11 45609310

Emails: spo@nplindia.org Mahesh.kr@nplindia.org

CSIR - NATIONAL PHYSICAL LABORATORY (Council of Scientific & Industrial Research)

Dr. K.S. Krishnan Marg, Pusa, New Delhi-110012 [INDIA]

Tele-: 91-11-45608645 : 91-11-45609310

Email: spo@nplindia.org Website: http://www.nplindia.org

Dated: February 13, 2019

TENDER DOCUMENT FOR E- TENDER

(GENERAL TERMS & CONDITIONS INCLUDING INSTRUCTIONS TO BIDDERS AND CONDITIONS OF CONTRACT)

On line e- tenders in under two bid systems are invited on behalf of Director, CSIR-NPL, New Delhi from the reputed Custom House cum Consolidation Agent for awarding contract of agent for consolidation and custom clearance of consignments of import/export shipments through air, sea and foreign post office for CSIR-NPL, New Delhi -110012 for THREE years. 1. SCOPE OF WORK: Following jobs shall fall under the scope of the Consolidation-cum-Clearance Contract: A) Customs clearance of imported consignments from IAAI/ICD/Foreign Post Office.

i) The clearance of precious and delicate type of equipments, Instruments and other special type of materials, etc. - Custom clearance of the consignment including all the stages of customs clearance - Obtaining Non-delivery certificate/short landing certificate in the case of materials are

short delivered by IAAI, or airlines and lodging of claims with them immediately on behalf of NPL.

- Arranging insurance survey at airport/IAAI in case of damages to the consignment. - Immediate delivery of consignment at NPL Delhi after custom clearance.

ii) Any other job in connection with the clearance of goods from Customs iii) Clearance of IPP Parcels from customs/Foreign Post Office, New Delhi iv) Clearance of consignments from ICD Delhi/Patparganj or Customs at Mumbai. v) Clearance and delivery of consignment under temporary imports/ATA carnet/warranty

repair/replacement etc. for further exporting to another country. vi) The service provider will ensure that correct nomenclature and the HS

CLASSIFICATION AS PER EXTANT ITC/CUSTOMS NOTIFICATION is mentioned in the BILL OF ENTRY. The correct product code (HS) verified and DUTY FREE items as per Customs Tariff Act cleared without delay. CSIR-NPL is eligible for levy of concessional Custom duty vide notification no.: 51/96 dt. 23rd July 1996 as amended from time to time.

B) Consolidation of the consignments being imported from all over the world:

i) Complete monitoring and supervision of the movement from the date of order/LC and regular feed back on the progress of order to NPL.

ii) In case the same is not received before landing of the consignment the delay in clearance will be on the part of Agent and the respective amount of demurrage will be recovered from the bill. NPL will not pay any amount on account of demurrage charges unless specific reason.

iii) To provide timely information (pre-alert) regarding dispatches and other relevant information to NPL.

iv) To facilitate specialized packing from all kinds of materials as per the IATA specifications and international packing standards.

v) Transportation of special projects materials voluminous and heavy packages, sensitive and hazardous materials.

vi) Extensive communication through telephone, tele-fax and E-mail etc. vii) Any other service needed regarding consolidation from time to time.

C) Exports to various countries:

i) Export of defective/damaged items to the countries of Import. ii) Export of consignment Imported temporarily for inter comparison. iii) Export of items for repair, calibrations and other scientific work.

2. ELIGIBILITY CRITERIA: Quotations of only those Bidders who shall fulfill the Eligibility Criteria and submit the necessary

documents with quotation as mentioned below shall be considered: i) The quoting firm and overseas counterparts should have valid IATA membership. ii) CHA License must be minimum 3 year old or more in the name of the quoting firm only. iii) Firm should also be registered with the Indian Customs as consol Agent. Sister concern/

Authorized Party certificate will not be acceptable. iv) Consolidator/CHA must be registered in Custom House. v) The Bidder should have facility for custom clearance at Mumbai and Delhi, both for sea & air

cargo and also for foreign post office. The bidder who don’t have such facility will be rejected outright.

vi) The Bidder should have successfully executed at least two similar freight forwarding and custom clearance work during the last three years in any CSIR Labs./Instt. OR Govt. Department/PSUs. Documentary evidence/certificate about satisfactory performance of the work with those organizations may also be enclosed with their complete mailing addresses and telephone numbers.

vii) Earnest Money Deposit in the form of Bank Guarantee (As per format enclosed as ANNEXURE- ‘A’) or DD/ FDR or Bank Draft of a scheduled bank pledged in the name of Director, NPL, New Delhi valid for minimum 180 days from the date of opening of the tender for the required amount as mentioned in the tender must be submitted along with the technical bid and photocopy of the same enclosed with the price bid. EMD of the unsuccessful bidders shall be refunded without any interest at the earliest after finalization of the contract. The party must therefore, submit a pre-receipted Bill in triplicate along with the quotation (in case of EMD sent in form of Bank Draft) to enable us to refund their EMD. The bid security /EMD may be forfeited if a bidder withdraws or amends or impairs or derogates its bid during the period of bid validity

viii) Hand written and unsigned quotations & quoted rates beyond given format if uploaded in portal will lead to rejection. Quotation should be printed and uploaded on official letter head duly signed by authorized person/officer of the company.

ix) The firms whose contract was blacklisted/ terminated for whatever reasons by the Govt Deptt/ PSUs/ CSIR Laboratories/ Autonomous Bodies during the last three years, their offers will not be considered for evaluation.

x) Bidders will have to submit code of Integrity duly filled, signed as per Annexure-II on official letter head.

3. CRITERIA FOR EVALUATION OF BIDS:

Three formats for quoting the rates are attached as Format –I, Format II-A, Format -IIB. The rates must be quoted as per the enclosed formats only in the following manner. Otherwise, the offer shall be rejected:

(a) Airfreight charges (Format II-B): The forwarders charge the freight charges on the basis of

IATA rates which are fixed by IATA. These rates for different slabs from different countries have been given in the IATA Rate Sheet enclosed herewith with this tender document. The parties must offer a single discount on these rates which should be “in percentage (%) only”

for all countries, irrespective of weight, shape, size, volume or dimension of the consignment i.e. General/Voluminous/ODC/hazardous etc.(on Format II-B). The offer of the parties for IATA rates will be evaluated on the basis of the percentage of discount and not on individual rates.

(b) The parties must offer a single amount (in fixed amount) in Indian Rupee (INR) against

format II-A i.e. “For import clearance by Air ,Sea and FPO) and for Export charges. If rates are quoted in percentage or by other way it will not be considered. If Zero or 100% discount for services in any format is offered the bid will be disqualified.

(c) The parties must offer in percentage (%age) only for insurance part for format II-C.

(d) The parties should cover the component of fuel and security/war surcharges and all other

charges in the discount offered. No separate charges will be paid on account of fuel and security surcharges etc.

(e) Offering of discounts in different parameters for different countries, sizes, shapes (voluminous

and ODC, etc.) of consignment will disqualify the offer. (f) No other payment except the discounted rates of IATA, CC Fee and a Govt. levy shall be made

to the Party. (g) Clearance Charges: The rates must be quoted according to the format only; otherwise

quotation will be ignored/rejected. DO charges on consignment coming under consolidation of the contracted firm shall not be payable. DO charges for other consolidation will be paid at actual against original receipt.

(h) The tenderer(s) must have its own arrangements of warehousing, insurance, pick-up and delivery by road within the country and also in the exporting country.

(i) Work shall be awarded to a party who shall be lowest evaluated in consolidation rates i.e. highest discount offering firm but overall lowest in both air consolidation and clearance charges of air-freighted consignments subject to fulfillment of other conditions of the tender.

4. CONTRACTUAL OBLIGATIONS: The following obligations are also applicable and same must be fulfilled by the firm :-

I. The names of the country and airports given in the format are tentative. However,

import/export can be from/to any country of world. The IATA rates and discounts as per contract shall be applicable in all such cases also.

II. On receipt of Consignment at the Indian port the firm has to submit a clear copy of MAWB, HAWB, CAN and Commercial Invoice of goods for Bank Release Order. However, no consignment should be delayed for want of BRO.

III. Consolidator or his counterpart will be responsible for the safety of the cargo in all

circumstances and handling complete and proper papers whether it may be for import or export consignment. In the events of non availability of invoice or other relevant papers if a consignment incurs demurrage or penalty, the consolidator/CHA shall be solely responsible.

IV. Freight charges will be paid in India in Indian Rupees as per our agreement/contract on the

basis of HAWB rates after receipt of consignment at NPL in out-wardly good condition and full quantity of packages after custom clearance. Payment of airfreight charges shall be made on the basis of exchange rates mentioned on Bill of Entry which shall be provided by the Clearing Agent with the Bill.

V. In case of Ex-Works Shipment, the charges like inland freight/handling/transportation/pickup

etc shall be reimbursable to CHA, subject to prior approval from NPL on case to case basis and on production of supporting vouchers.

VI. Pre-shipment advice must be intimated well in advance. A weekly statement showing consignments shipped during last week and the proposed shipment during the next week should be submitted invariably.

VII. Consignments must be cleared from Customs within free days by the consolidation cum

clearing agent. The documents to this effect should be collected from NPL forthwith or in advance. The objective of consolidation cum clearance contract is to eliminate the demurrage charges. The quoted party should undertake that they will not allow any demurrage to incur in any circumstances.

VIII. Unless confirmed by NPL in writing, no demurrage charges shall be paid to the Agent.

Therefore, the Agent has to ensure that all documents required for clearance are obtained from NPL, well in advance.

IX. Shipment will be made from the nearest International Airport of the supplier. However, if the location of the counterpart of consolidator is far from the location of our supplier, NPL shall have the option to get the consignment shipped through supplier/other means. The consignment will be handed over by the supplier to the consolidator at the nearest airport for onward shipment to India (Delhi). Only airfreight charges shall be payable to the consolidator from the departure international airport to the final destination i.e. Delhi in India in FOB cases.

X. The successful bidder will have to submit a Performance Bank Guarantee (PBG) for Rs.

5,00,000/- (Rupees Five Lakh only) from a nationalized bank as security, which should be valid at least for 39 months (Three years of contract + Three months) from the date of contract. The same PBG will be refunded/ returned after completion of 39 months. No interest would be paid on PBG. Director, NPL will have the discretion to order for the forfeiture of deposit for any breach of the Contract.

XI. The rates should hold good during the currency of contract. However, if the rates are reduced by

IATA, the benefit of the same may be passed on to NPL immediately.

XII. The offer must accompany name and complete address of all associates of consolidators located in different countries along with telephone, telex, fax and e-mail numbers of contact persons.

XIII. The successful bidder shall handle sophisticated and valuable consignment, hence the bidder shall have to furnish a performance fidelity guarantee bond valid for 40 months for an amount of 5, 00,000/- (Rupees Five Lacs only) in favour of Director, NPL, Delhi to safeguard the interest of NPL in the event of any loss to NPL due to any act of omission and commission by the successful bidder.

XIV. The successful bidder will have to give an undertaking that no consignment of NPL will be

detained/withheld by them before or after the clearance under any circumstances.

XV. The Custom House Agent (CHA) shall have to intimate NPL about the duty assessment timely so that the customs duty can be arranged well in advance. Any delay in intimating NPL about the duty assessment shall be to the account of CHA. Any difference between advance & at actual towards Custom Duty , difference will be paid by the agent at the time of clearance on our behalf. In case of excess payment of duty to IAAI refund shall be recovered from IAAI by the agent himself on behalf of NPL. In case any duty is assessed as nill later on by custom that particular case duty amount should be refunded to us within 15 days of transmission of duty by NPL.

XVI. The consignment after clearance from airport should be delivered & unloaded free of cost upto

200 kg boxes at our Stores on same day. Vendors may offer indicative rates for loading/ unloading for weighing more than 200 Kgs. separately. However, the same will not be

evaluated for financial comparison. The Loading/unloading of heavy consignments where Crane is essentially required will be arranged by CHA and charges will be paid at actual basis. In case, it is felt that the cargo may reach NPL beyond office hours in that case advance intimation shall be furnished to keep the premises open. Alternatively the CHA shall keep the cargo in safe custody in their stores which have to be insured against fire, theft and other risks so as to indemnify NPL for any loss.

XVII. In case the cargo is received in shortage/damaged condition/short landing cargo no payment

shall be released to the bidder till NPL receives the complete consignment/insurance claim. In all such cases the bidder is required to file “Shortage” or “Damage” or “Not Found” or “Not Traceable” claim with the insurance company.

XVIII. NPL is exempted from payment of Customs Duty as per notification No.51/96-Customs dated 23rd July 1996 as amended from time to time. The bidder has to ensure clearance of the all consignments under the above notification. Bill of entry should be filed immediately or within 24 hours of landing the consignment in Indian port whether it is under console or others.

5. GENERAL TERMS AND CONDITIONS::

1. The Rate Contract(s) shall be valid for three years subject to annual review of performance of CHA.

2. VALIDITY OF OFFER: The prices must be valid at least for a period of 180 days from the date of opening of bids. No changes in prices will be acceptable in any condition after opening of tender till the validity of the offer or execution of the order whichever is later.

3. The bidder should not indulge in any corrupt, fraudulent, collusive, coercive practices during the

entire process of work and execution of contract. 4. Before the deadline for submission of the bid, NPL reserves the right to modify the bidding

document and to extend or not to extend the date of submission. 5. Conditional tenders will be summarily rejected. 6. A bidder may withdraw, substitute, or modify its bid after it has been submitted by sending a

written notice signed by the authorized signatory before the date of submission of the bid. Any re-submission or modification in the bid should be submitted before the date & time of submission of bid as originally conveyed in the invitation of bid. In case of above, first envelope marked “WITHDRAWAL” shall not be opened, but returned to the Bidder subject to submission of valid authorization to request the withdrawal. In case of substituted and modified bid, only the substituted bids and modified bids will be opened subject to production of authorization from the bidders.

7. No bid may be withdrawn, substituted or modified in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified by the Bidder on the Bid Form or any extension thereof.

8. Under Two-Bid -Tender System, on line quotation/offers should be submitted/uploaded in two part “Techno-Commercial bid” and “Price Bid”.

9. Quotation should be submitted directly by the original custom house cum consolidation agent. Quotation should be addressed to Director, CSIR-National Physical Laboratory, Dr. K. S. Krishnan Marg, New Delhi -110 012.

10. Quotations should be uploaded on line tender but before scheduled date and time. 11. Amount quoted in the quotation must be mentioned in figure and words. If any

discrepancies found in the figure and words amount, then the amount mentioned on lower side be entertained and work awarded on the lower side quoted amount. In case of

discrepancy in writing the discount portion, the higher percentage of discount will be considered.

12. Techno-Commercial Bid online will be opened on scheduled date and time. 13. No amendment in quotation is acceptable after opening of quotation. 14. Payment will be released to the firm only after the receipt of material in NPL Stores and also the

receipt of Pre-receipted bill in duplicate addressed to Director, NPL Delhi along with the relevant documents as a proof for which payment has to be charged by the firm.

15. Bidders are requested to submit off line Earnest Money Deposit for Rs. 50,000/- (Rupees Fifty Thousand only) in the form of crossed Demand Draft/FDR/Pay Order/Bank Guarantee of any recognized nationalized bank in favour of Director, National Physical Laboratory, New Delhi uploading a copy of the same on line bid. EMD of un-successful bidders will be refunded within 30 days after awarding contract and EMD of successful bidder will be refunded within 30 days after the receipt of Security Guarantee. No interest would be paid on the EMD.

17. GST shall be paid as applicable. However, GST registration number of CHA and TIN Number may be clearly mentioned in the quotation and bills also. All billing should clearly be shown as Taxable, non-taxable value, GST component and applicable TDS percentage etc.

18. DISPUTE SETTLEMENT: The Purchaser and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract.

If, after twenty-one (21) days, the parties have failed to resolve their dispute or difference by such mutual consultation, then either the Purchaser or the Supplier may give notice to the other party of its intention to commence arbitration, as hereinafter provided, as to the matter in dispute, and no arbitration in respect of this matter may be commenced unless such notice is given. Any dispute or difference in respect of which a notice of intention to commence arbitration has been given in accordance with this Clause shall be finally settled by arbitration. Arbitration may be commenced prior to or after delivery of the Goods under the Contract.

The dispute settlement mechanism/arbitration proceedings shall be concluded as under: (a) In case of Dispute or difference arising between the Purchaser and a CHA relating to any

matter arising out of or connected with this agreement, such disputes or difference shall be settled in accordance with the Indian Arbitration & Conciliation Act, 1996, the rules there under and any statutory modifications or re-enactments thereof shall apply to the arbitration proceedings. The dispute shall be referred to the Director General, Council of Scientific & Industrial Research and if he is unable to unwilling to act, to the sole arbitration of some other person appointed by his willing to act as such Arbitrator. The award of the arbitrator so appointed shall be final, conclusive and binding on all parties to this order.

(b) In the case of a dispute between the Purchase and a CHA/its counterpart , the dispute shall be settled by arbitration in accordance with provision of sub-clause (a) above. But if this is not acceptable to the CHA or its counterpart then the dispute shall be settled in accordance with provisions of UNCITRAL (United Nations Commission on International Trade Law) Arbitration Rules.

The venue of the arbitration shall be the place from where the contract is issued. Notwithstanding any reference to arbitration herein, (a) The CHA shall continue to perform their respective obligations under the contract unless they

otherwise agree; and (b) The purchase shall pay the Supplier any monies due the Supplier.......

19. FRAUD AND CORRUPTION. The purchaser requires that bidders, contractors and consolidators, if any, observe the highest standard of ethics during the procurement and execution of such contracts. In pursuit of this policy, (a) The terms set forth below are defined as follows:

(i) “Corrupt practice” means the offering, giving, receiving, or soliciting, directly or in directly, of anything of value to influence the action of a public official in the procurement process or in contract execution;

(ii) “Fraudulent practice” means a misrepresentation or omission of facts in order to influence a procurement process or the execution of a contract;

(iii) “Collusive practice” means a scheme or arrangement between two or more bidders, with or without the knowledge of the Borrower, designed to establish bid prices at artificial, noncompetitive levels; and

(iv) “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;

(b) 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;

20. The Director, NPL reserves the right to relax/discrete any term or condition of the tender at in time

without assigning any reason in the interest of CSIR. The Director also reserves the right to accept or reject any or all the tenders received without assigning any reason.

21. The Director, NPL reserves the right to terminate the contract with one month prior notice at any

time without assigning any reason. 22. All terms used in the Tender Document will have the meaning as described in INCOTERMS-2015.

23. Insurance for all (Import and Export) consignments will be arranged by CHA preferably against

an open policy in favour of The Director NPL New Delhi. 24. If any clarification except to enquire about annual quantum of import, weight, size, frequency of

consignments etc. is required for submission of Tender Document, please contact to under signed.

Sd/- (Stores and Purchase Officer )

FORMAT- I

FORMAT/QUESTIONNAIR FOR COMPLIANCE OF TERMS AND CONDITIONS

Sl. No.

ITEM/ CLAUSE YES/ NO/ Remarks

1. Whether the rates have been quoted as per the formats enclosed with our tender document without any deviation.

2. Whether the copy of valid permanent custom license in the name of bidder is enclosed with your quotation.

3. Whether the quoting firm or its associates have valid IATA membership and copy of certificate has been submitted.

4. Is quoting firm registered with Indian custom house as a consol/clearing agent? 5. Whether the quoting party has executed at least two similar freight forwarding and custom

clearance work during the last three years in any CSIR Lab. or Govt. Deptt./PSU. Is documentary evidence/certificate about satisfactory performance of the work with these organization enclosed with their complete mailing addresses and telephone numbers.

6. Whether the bidder has submitted off line EMD of ` 50,000/- in the form of DD/ FDR or Bank

Draft/ Bank Guarantee of scheduled nationalized bank and uploaded a copy of the same with the online technical bid as per at annexure ‘A’. Please specify: The form of EMD (DD/FDR/BDraft/ PBG:………………… No.: ………………………………………… Date: …………………… amount: ………………

7. Whether the list including name and complete address of all associates located in different countries along with telephone/fax/e-mail enclosed?

8. Whether the quoting firm has the facility for custom clearance at Mumbai or Delhi or both for sea and air cargo & foreign post office?

9. Do you agree to submit Performance Fidelity Guarantee Bond for an amount of Rs. 5.00 Lacs valid for 40 months?

10. Have you attached “Undertaking By The Bidder” as per Annexure-C on the firm’s letter head?

11. Whether all the pages have been page numbered?

12. Whether quotation has been signed and designation & name of signatory mentioned.

13. Do you agree to settle the issue as per the terms of Clause -18 of tender documents?

Price bids of only those firms will be opened, who fulfill our terms & conditions. We hereby agree to abide of all other terms and conditions of the tender document.

Signatures of the authorized signatory___________

Name of the signatory ________________________

Designation _________________________________

Seal of the quoting firm _______________

Dated:___________

FORMAT II-A

FORMAT FOR SUBMITTING PRICE BID

1. For Imports Clearance By Air, Sea And Foreign Post Office:

S. No.

Name of Job Work Quoted Charges only in fix and single amount in Indian Rupees

1. A. Clearance of air-freighted consignments including all the stages of clearance like collection of documents from NPL, collection of delivery order from carriers, DO charges of air lines./ forwarder, customs clearance of consignments including customs documentation, customs examination sealing/strapping etc. and delivery/transportation of consignment at NPL of any volume/weight of consignment with loading/unloading and use of crane etc. (No separate rate for the above item of clearance should be given.

No additional charges other than those quoted in fixed amount shall be considered).

B. All statutory charges shall be payable at

actual against a proper receipt. C. DO Charges on other than console

consignment will be paid on actual. D. DO charges shall not be paid on

consignments arriving under consolidation of the party.

2. Clearance of sea-freighted consignment at ICD Delhi or Mumbai including all stages of clearance and delivered the same to NPL warehouse.

3. Clearance of air-parcel post from foreign post office including the delivery of parcel at NPL

2. For Export Charges by Air:

Sl. No.

Name of Job Work Quoted Charges (in fix amount) in Indian Rupees

1.A. Export of consignments by air including customs documentation customs examination, sealing and opening of packages, preparation of shipping bill s and AWB, stamp & amendment of shipping bills if required, and collection of documents & packages from NPL and transportation up to airport of loading including insurance. Export Freight shall be payable at actual basis against HAWB.

B. Export of consignments through courier including insurance.

Export freight at actual against HAWB as supporting voucher shall be payable if services are utilized, (But bidder has to accept it if interested).

Note:

(1) The rates must be quoted in the above format only. (2) All Statutory charges including airfreight & post charges shall be paid at actual against

proper receipts. (3) Rates should be included with all charges in i.e. NET .

Date:………………….. Place:………………….

(Signatures of the authorized signatory)

Name and Designation of the signatory

Seal of the quoting firm

That All bidders are requested to offer single discount applicable both for import/export of shipments ( i.e. to & fro) all over countries in the shape of %age on C&F Value of goods likewise Format- II (A&B) of our tender on below format with the offer:

FORMAT –II-C

Sr. No: Name of Job/Work Charges in Percentage 110% of C&F value of goods with all risks cover

1. Insurance in cases of Ex-Works shipment upto NPL Stores

2. Insurance in cases of FOB/FCA/FAS etc . where applicable from airport to NPL Stores

3. Insurance on CIF/CIP cases from Indian airport to NPL Stores

Stores & Purchase Officer

FORMAT II-B FORMAT FOR SUBMITTING PRICE BID

IATA RATES SHEET

Single Discount (%) to be quoted for Air freight charges as per following IATA rates.

Name of country

Airport Min (-) 45 (+) 45 (+)100 (+) 300 (+) 500 (+) 1000

USA New York (US$) Los Angles

Sanfrancisco Chicago

125.00 175.00 175.00 175.00

15.55 19.94 16.94 19.68

11.95 15.17 15.60 18.60

10.36 14.95 14.85 14.95

9.42 13.28 13.30 14.39

9.07 12.67 12.66 14.30

9.07 11.97 12.53 13.73

UK Heathrow (Pound) 58.00 6.11 6.11 2.96 2.76 2.43 2.43 Germany Frankfurt (Euro) 76.69 4.09 4.09 2.56 2.30 2.17 2.17

Japan Tokyo (JPY) 11500.0 1610.00 1370.00 1200.00 1040.00 1040.00 1040.00 Netherlands Amsterdam (Euro) 68.07 7.82 7.82 3.05 2.83 2.71 2.71

France Paris (Euro) 80.03 9.10 9.10 3.64 3.27 3.15 3.15 Canada Montreal (CAD) 185.00 18.47 14.14 12.14 11.08 10.63 10.63

Singapore Singapore(SGD) 75.00 9.75 7.31 7.31 7.31 7.31 7.31 Switzerland Zurich (CHF) 120.00 17.25 10.85 5.40 4.55 4.30 4.20

Italy Milan(Euro) 67.14 4.86 4.86 3.19 3.19 1.91 1.91 Hongkong Hongkong (HKD) 190.00 30.39 22.79 22.79 22.79 22.79 22.79

Sweden Stockholm (SEK) 750.00 33.00 27.00 21.00 21.00 21.00 21.00 Australia Melbourne(AUD)

Sydney 120.00 350.00

7.50 24.50

5.65 24.50

3.85 23.50

2.70 23.50

2.30 23.00

2.30 23.00

Austria Vienna (Euro) 71.95 11.12 8.39 8.39 8.39 8.39 8.39 Belgium Brussels (Euro) 66.93 6.07 6.07 3.00 2.70 2.55 2.55

Denmark Copenhegan (DKK) 670.00 29.00 26.00 18.00 18.00 18.00 18.00 Taiwan Taipai (TWD) 1281.00 181.00 136.00 136.00 136.00 136.00 136.00

Malaysia Kualalumpur (MYR) 75.00 9.95 7.47 7.47 7.47 7.47 7.47 Korea Seoul (KRW) 39300.00 8260.00 6200.00 5370.00 5370.00 5370.00 5370.00

Thailand Bangkok (THB) 800.00 86.00 65.00 65.00 65.00 65.00 65.00 Mauritius Mauritius(MUR) 1500.00 152.40 115.00 52.90 52.90 52.90 52.90

Lativia, Rus Lativia (LVL) 47.73 5.36 4.28 2.79 2.60 2.50 2.50 Percentage of discount offered on above rates. Only SINGLE discount in %age should be quoted irrespective of countries sizes, slabs, type (ODC & voluminous, etc.) and inclusive of fuel & security surcharges etc.

In Figures

In words

Note: 1. No exchange rate in any case shall be applicable. Discount should be given duly considering above …….. To the best of our knowledge the rates given in above table are the IATA rates. Date_____________

Signatures of the authorized signatory with date Name and Designation of the signatory

Seal of the quoting firm

Annexure-‘A’

BID SECURITY FORM

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 …………………………………………… . . .. . . . . . ..

(Name of bank) of ……………………….. …………… (Name of country), having our registered office at

………………………………………………………………….. . . . . . . . . . . . . . . . . . . . (Address of bank)

(Hereinafter called the “Bank”), are bound unto … …… ……………………………………………… …

(Name of purchaser) (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 THESE OBLIGATIONS ARE:

1. If the tenderer withdraws or amends, impairs or derogates from the tender in any respect within the

period of validity of this tender. 2. If the tenderer having been notified of the acceptance of his tender by the Purchaser during the

period of its validity. 3. If the tenderer fails to furnish the Performance Security for the due Performance of the contract. 4. 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 Purchase will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions. The guarantee shall remain in force up to and including forty five (45) days after the period of the bid 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

Annexure-‘B’

VENDOR’S DECLARATION FORM

[The interested vendor shall fill in this form and should submit along with tender document without fail. This should be done on the letter head of the firm]

1. Vendor’s Legal Name :

2. Vendor’s actual or intended Country of Registration :

3. Vendor’s Legal Address in Country of Registration :

4. Vendor’s Authorized Representative Information Name : Designation : Address : Telephone/Fax numbers : Email Address :

5. Please provide following details in reference of

firm, as applicable TIN NO. : PAN NO. : TAN NO. : 6. Bank Account /RTGS Information

Name & Address of the Account Holder : Bank Account No. : Bank Account Type : Name of Bank & Branch Address : IFSC Code : MICR No. :

(Authorized Signatory) Name and Designation of the signatory

Seal of the quoting party

Annexure-‘C’ UNDERTAKING BY THE BIDDER

(On the Letter Head of the Bidder)

01. We agree that the consignments after clearance from airport by us will directly be delivered to the

premises of CSIR-NPL Stores, Delhi immediately. In case of perishable item, it will be delivered within minimum time with necessary temperature control arrangements. The services will not be sub contracted to any other agency.

02. We agree to pay the re-imbursable customs duty to the tune of Rs. 5,000/- for small value

consignments at the time of clearance from airport / seaport. We shall submit bill along with the paid Challan for reimbursement of customs duty paid.

03. We undertake to ensure that correct nomenclature and HS classification as per extant

ITC/Customs notifications is mentioned in the Bill of Entry and the correct product Code (HS) is verified and duty free items as per Customs Tariff Act is cleared without duty.

04. We agree that we shall not claim any demurrage charge , if paid by us at the time of

clearance due to delay in our part. The shipments arranged by us and further, no consignment of CSIR-NPL will be detained or withheld by us before or after customs clearance under any circumstances.

05. We agree that the house Airway bill number and date and master Airway bill number

and date will be intimated to the importer sufficiently in advance prior to, arrival of the consignment under our consolidation.

06. We agree that we shall collect necessary documents required for clearing of

consignments by deputing our representative to CSIR-NPL, Delhi as and when required on a daily basis or in advance.

07. We agree that we shall submit the House Airway Bill, Copy of Master Airway Bill,

Customs Signed Invoice, Bill of Entry both importer copy and Exchange Control copy, along with our bills.

08. We shall prepare and submit consolidated bill towards airfreight bill, clearance charges bills

strictly in accordance with the approved rates. Under no circumstances airfreight rates charged by us, shall exceed those specified in the latest issue of IATA Text Book less the discount.

09. We agree to accept the Exchange Rate adopted for the assessment of Custom Duty on the date

of filing Bill of Entry (Import) for the purpose of calculation of airfreight charges. 10. In case the cargo received is damaged / short landed, then we shall not claim any payment till

CSIR-NPL receives the insurance claim. In such cases, shortage/damage/not found/not traceable notice would be lodged by us with the airport authorities, insurance companies and obtain necessary certificate from the Airline/ Port authorities for necessary claim with the concerned authorities under intimation to CSIR-NPL and also arrange for deputing the insurance surveyor.

11. During inland transportation, any loss/damage is our sole responsibility. In such cases, we shall

provide loss/damage certificate immediately and lodge claim with insurance company and pursue till settlement and further we shall also be responsible and accountable for proper safety, care, handling and storage of goods while in our custody and during transit..

12. As we shall handle sophisticated and valuable consignment, we shall furnish a Fidelity Bond of Rs. 5.00 Lakhs in favour of Director, CSIR-NPL to safeguard the interest of CSIR-NPL in the event of any loss to CSIR-NPL due to any act of Omission and Commission by us. The fidelity bond would be valid for the contract duration. Director, CSIR-NPL will have the discretion to order for the forfeiture of deposit for any breach of contract.

13. We undertake to submit Performance Fidelity Bond for a value of Rs. 5.00 Lakh (Rupees Five

Lakhs Only) valid for 40 (forty) months from the date of Contract, which can be invoked if required.

14. We undertake to transport the consignments through an approved mode as per Carriers Act. 15. We undertake that we shall not involve or associate ourselves in any corruptive, fraudulent,

coercive or unethical practices while performing our obligations under this Contract. 16. We unconditionally accept all the terms and conditions of this Tender. Place : …………………… Date : ……………………

Signatures of the authorized signatory with date

Name and Designation of the signatory

Seal of the quoting firm

ANNEXURE – II

Format for declaration by the Bidder for Code of Integrity & conflict of interest

(On the Letter Head of the Bidder)

Ref.No: __________________________ Date: _________________

To, ______________________________ ______________________________ (Name & address of the Purchaser)

Sir,

With reference to your Tender No.________________ dated _____________ I/We hereby declare that we shall abide by the Code of Integrity for Public Procurement against this tender i.e. Goniophotometer and have no conflict of interest.

The details of any previous transgressions of the code of integrity with any

entity in any country during the last three years or of being debarred by any other Procuring Entity are as under:

a. b. c.

We undertake that we shall be liable for any punitive action in

case of transgression/ contravention of this code.

Thanking you,

Yours sincerely,

Signature (Name of the Authorized Signatory

Company)

1.3 Code of Integrity 1.3.1 The bidders/suppliers should sign a declaration about abiding by the Code of Integrity for

Public Procurement in bid documents. In case of any transgression of this code, the bidder is not only liable to be removed from the list of registered suppliers, but it would be liable for other punitive actions such as cancellation of contracts, banning and blacklisting or action in Competition Commission of India, and so on.

1.3.2 Code of integrity for Public Procurement: The Purchaser as well as bidders, suppliers,

contractors and consultants should observe the highest standard of ethics and should not indulge in the following prohibited practices, either directly or indirectly, at any stage during the procurement process or during execution of resultants contracts: “corrupt practice”: making offers, solicitation or acceptance of bribe, rewards or gifts or any material benefit, in exchange for an unfair advantage in the procurement process or to otherwise influence the procurement process or contract execution;

“fraudulent practice”: any omission or misrepresentation that may mislead or attempt to mislead so that financial or other benefits may be obtained or an obligation avoided. This includes making false declaration or providing false information for participation in a tender process or to secure a contract or in execution of the contract;

“anti-competitive practice”: any collusion, bid rigging or anti-competitive arrangement, or any other practice, coming under the purview of the Competition Act, 2002, between two or more bidders, with or without the knowledge of the purchaser, that may impair the transparency, fairness and the progress of the procurement process or to establish bid prices at artificial, non-competitive levels;

“Coercive practice”: harming or threatening to harm, persons or their property to influence their participation in the procurement process or affect the execution of a contract;

“conflict of interest”: participation by a bidding firm or any of its affiliates that are either involved in the consultancy contract to which this procurement is linked; or if they are part of more than one bid in the procurement; or if the bidding firm or their personnel have relationships or financial or business transactions with any officials of purchaser who are directly or indirectly related to tender or execution process of contract; or improper use of information obtained by the (prospective) bidder from the purchaser with an intent to gain unfair advantage in the procurement process or for personal gain; and

“Obstructive practice”: materially impede the purchaser’s investigation into allegations of one or more of the above mentioned prohibited practices either by deliberately destroying, falsifying, altering; or by concealing of evidence material to the investigation; or by making false statements to investigators and/or by threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or by impeding the purchaser’s Entity’s rights of audit or access to information;

1.3.3 Obligations for Proactive disclosures:

i. The purchaser as well as bidders, suppliers, contractors and consultants, is obliged under Code of Integrity for Public Procurement to suo-moto proactively declare any conflicts of interest (coming under the definition mentioned above – pre-existing or as and as soon as these arise at any stage) in any procurement process or execution of contract. Failure to do so would amount to violation of this code of integrity; and

ii. The bidder must declare, whether asked or not in a bid document, any previous

transgressions of such a code of integrity with any entity in any country during the last three years of being debarred by any other Procuring Entity. Failure to do so would amount to violation of this code of integrity;

iii. To encourage voluntary disclosures, such declarations would not mean automatic

disqualification for the bidder making such declarations. The declared conflict of interest would be evaluated and mitigation steps, if possible, taken by the purchaser. Similarly, voluntary reporting of previous transgressions of Code of Integrity elsewhere may be evaluated and barring cases of various grades of debarment, an alert watch may be kept on the bidder’s actions in the tender and subsequent contract.

1.3.4 Punitive Provisions:

Without prejudice to and in addition to the rights of the Purchaser to other penal provisions as per the bid documents or contract, if the Purchaser comes to a conclusion that a (prospective) bidder/supplier, directly or through an agent, has violated this code of integrity in competing for the contract or in executing a contract, the purchaser may take appropriate measures including one or more of the following:

i) If his bids are under consideration in any procurement: a) Forfeiture or encashment of bid security; b) Calling off of any pre-contract negotiations; and c) Rejection and exclusion of the bidder from the procurement process.

ii) If a contract has already been awarded a) Cancellation of the relevant contract and recovery of compensation for

loss incurred by the purchaser;

b) Forfeiture or encashment of any other security or bond relating to the procurement;

c) Recovery of payments including advance payments, if any, made by the

purchaser along with interest thereon at the prevailing rate. iii) Provisions in addition to above:

a) Removal from the list of registered suppliers and banning/debarment of the bidder from participation in future procurements of the purchaser for a period not less than one year;

b) In case of anti-competitive practices, information for further processing

may be filed under a signature of the Joint Secretary level officer, with the Competition Commission of India;

c) Initiation of suitable disciplinary or criminal proceedings against any

individual or staff found responsible.