1.      

For and on behalf of the Governor J&K State, sealed tenders are invited from original manufacturers only  affixing revenue stamp worth Rs 5/- duly sealed with sealing wax and stamp of the tenderer, for the supply, Installation, successful commissioning of  MOBILE CARGO & VEHICLE SCANNING SYSTEM ( complete) as per following specifications;-

2.      

Tender document is available and can be downloaded from our WEBSITE  www.jandkpolice.org.

3.      

The tenders shall be submitted in English language only. The tender shall be neatly arranged; plain and legible, type written with consecutively numbered pages is solid binding. They should not contain any terms and conditions, printed or otherwise, which are not applicable to tender.

INSERTIONS, POSTSCRIPTS, ADDITIONS AND ALTERNATIONS SHALL NOT BE RECOGNISED UNLESS CONFIRMED BY THE TENDERER'S SIGNATURE.

4.      

Tenders must be submitted in duplicate in two parts (technical Bid and commercial/Price Bid,) in separate sealed covers, super scribing on them the technical Bid or Price Bid and should be forwarded in single envelop conspicuously super scribing on the top of the cover with NIT No and tender for Cargo & Vehicle Scanning system. Tenderers should ensure that both the bids (Technical as well as price) are exactly identical in all respects except for the entry in price/rates/ values etc. columns which are to be left blank in technical bid.

Tender should be complete in all respects and should include all accessories, Toolings and comprehensive onsite warranty for one year;-

(i)          Technical Bid. ( should include the detailed and comprehensive technical offer, Catalogues, Literature, Pamphlets, delivery period, validity of offer  (should be as asked for in NIT), terms & conditions, list of customers, copy of NIT duly signed and stamped by the tenderer etc.(Also a Soft copy in (CD). Tender Fee of Rs 5000.00 or USD 125.00 for Foreign and Security deposit amount, as asked for in the tender document, shall also be enveloped with the Technical bid.

(ii)        Commercial Bid should indicate cost of the equipment, all other leviable Duties (including custom duty/ custom clearance charges, packing, forwarding, freight, Insurance), Taxes, Installation & commissioning, Onsite training charges, etc. (Calculations of all duties/taxes to be indicated separately.

5.      

If tenderer finds it necessary to submit his prices in currencies other than Indian Rupee Currency, he should also give the rupee equivalent indicating the exchange rate adopted. The currency in which payments have to be effected shall be clearly mentioned in the tender against each item. However, calculations shall be made on the basis of exchange rate of foreign currency in Indian rupee, as applicable on the opening/finalization of price bid.

6.      

Tender should be properly sealed and addressed to DIG (Admn) C/O Director General of Police, J&K Jammu/Srinagar. The tenders may be sent by registered post well in time or delivered personally which ever is convenient to the tenderer. No telegraphic tender shall be accepted.

7.      

8.      

EXPERTISE;

i.                    The Tenderer should submit a list of customers (along with Supply Order copies) to whom similar equipments have been successfully supplied by him during the last five years.

ii.                  Annual turnover; Annual turnover, Year wise, of the firm for last 5 years should be indicated.

iii.                The contractor should also indicate the facilities of after-sales service available in India for his equipment.

iv.               The offer should conform to the technical and general specifications.

v.                 Any deviations from the specifications should be clearly brought out by the contractor in his offer justifying the reasons for deviations.

vi.               The offer should be complete in all respects along with supporting documents and technical literature/original catalogues.

vii.             Training; Tenderer should also impart adequate training to Operation & Maintenance staff of purchaser at the consignee's end during commissioning of Equipment.

viii.           Delivery; Equipment has to be delivered in India (F.O.R consignee’s Premises in J&K state i.e. Police Central Store Jammu/Srinagar). The tenderer shall quote his best and earliest delivery so that equipment is available at site at the earliest. The time schedule for the delivery of the equipment should be indicated suitably in the tender. The safe delivery is the responsibility of the tenderer and contractor should make all necessary arrangements for this. Any transit / handling damages will be to contractor’s account which will have to be made good free of cost by contractor.

ix.               BAR CHART; Tenderer will submit a BAR CHART in this regard showing detailed activities for consideration of the purchaser.

9.      

Name of Agent in India through whom delivery will be arranged and payment received and who, when so required, will arrange for the tests/survey, delivery, training etc as specified in the contract, shall be mentioned in the tender (Technical bid).

10.            

LEGAL CAPACITY

The tenderer shall satisfy the purchaser that he is competent and authorised to submit tender and/or to enter into a legally binding contract with the purchaser. To this effect, any person giving a tender shall render documentary evidence that his signature on the tender submitted by him is legally binding upon himself and his firm or company as the case may be.

AUTHORITY OF PERSON SIGNING DOCUMENTS:

A person signing the tender form or any document forming part of the contract on behalf of another shall be deemed to warranty that he has authority to bind such offer and if, on enquiry, it appears that the person so signing had no authority to do so the purchaser may without prejudice to other civil and criminal remedies cancel the contract and hold the signatory liable for all cost and damages.

FINANCIAL CAPACITY :

The tenderer shall produce satisfactory proof that he is financially in a position to fulfil the contractual obligations offered to be undertaken by him. In the case of Indian tenderer the tenderer shall also submit the income tax clearance certificate or Income Tax returns for the year 2006-07 duly accepted by the concerned authority, along with the tender.

NO CLAIM FOR COMPENSATION FOR SUBMISSION OF TENDER:-

The tenderer whose tender is not accepted shall not be entitled to claim any costs, charges, expenses of and incidental to or incurred by him through or in connection with his submission of tender.

11.            

The intending tenderer/s will have to send the EMD only in shape of CDR / FDR equivalent to 2% of the total value of the contract or Rs.1,00,0000/- (in lump sum) which ever is less pledged to DIG (Admn) PHQ J&K, with the tender offer, failing which the tender shall be liable for rejection.

12.            

The tender fee should accompany the tender offer in the shape of a crossed demand draft favouring Chief Accounts Officer PHQ, J&K. The tender fee is not refundable and the same will be deposited in to Govt. Treasury under Head 0055-Police tender fee for the year 2008-09. The tender offer will not be considered without tender fee.

13.            

The rates etc., quoted against this NIT shall be valid till 31.03.2009. The rates so quoted should be inclusive of all leviable duties, taxes etc to the point of delivery and F.O.R. destination i.e. Police Central Stores, Jammu/ Srinagar. The firms quoting their rate for any other destination as asked for in the NIT shall be liable for rejection. No escalation of rates will be allowed during the validity period of NIT. The successful tenderer shall have to make the supplies within the stipulated period as would be mentioned in the supply order.

14.            

The suppliers shall guarantee satisfactory performance of the Equipment for a period of 12 months from the date of successful commissioning at site and shall under take to rectify any defect including replacement of defective parts resulting from faulty design, poor workmanship etc. during the guarantee period free of charge. They should undertake to provide regular after-sales services including supply of spares as and when required. Also they should quote separately their charges for annual service contract after the guarantee period The firm shall have to give live demonstration/detailed power point presentation of the product at PHQ (if required). The firm shall also be liable for free installation/commissioning and on site training. The firm shall also provide expected life of the product. A certificate that items quoted are complete and no additional accessory/ies are required shall be furnished with the tender. Certificate regarding quoted rates are minimum as applicable to Govt. departments should be furnished.

15.            

The successful tenderer shall have to enter into an agreement on prescribed proforma ( not later than 20 days of the issue of supply order)  with the Department for due performance of the contract and execute the supply within the period as would be specified in the supply order, by this hqrs.

16.            

The tenderer is required to furnish an authenticated copy of all the required tax clearance certificates (alongwith the tender offer or at the time of payments) for the current year or for previous financial year. Income Tax in India shall be borne by the contractor. The contractor will be Responsible to furnish Income Tax declaration and file returns with respective Income Tax Act. In the case of non resident companies, they must produce a clearance certificate from the income tax Authorities failing which deduction at the rate of 10% shall be made out of every bill of contractor to cover liability under the Indian Income Tax Act from all payments made to such non-resident companies. This rate of deduction shall continue unless a proper clearance from the Income Tax Authorities is furnished to the purchaser. Foreign bidders may please note that Income Tax may be levied on erection and commissioning charges in India as per prevailing Government Rules. The PHQ shall be at liberty to put to scrutiny, verification etc. such documents so furnished by the successful tenderer.

17.            

The quantity indicated in the Tender Notification is tentative and this Headquarters reserves absolute rights to change the same without any prior notification upto the validity of rate contract of this NIT.

18.            

The authority/authorities reserve absolute powers to reject or accept any tender or part thereof without assigning any reason and without any legal obligations. Any clause incorporated in the tender (contradicting the NIT) in any way shall make such offer liable for rejection.

19.            

Copies of tender can be had on any working day (during office hours) from AIG (Prov/Wel) Police Headquarters J&K Jammu or SSP J&K CID Cell, 2- Kotla Lane, New Delhi.

       DIG (Admn)

For Director General of Police,

J&K-Jammu.

1.       

The tenders should be submitted by original manufacturers of the equipment only.

2.       

The rate/s tendered should (both in words and figures) be F.O.R. Central Store, Zewan, Srinagar/ Central Store, Gulshan Ground Jammu;

3.       

No conditional tender will be accepted/ entertained. It will be summarily rejected. No other condition than those mentioned (in the terms set-forth will be entertained;

4.       

MODE OF PAYMENT

Our terms of payment shall be after the equipment is received, installed and successfully commissioned. However the Tenderers must note that in case of payments through LC the LC shall not be opened more than Three Months prior to the date of Delivery. Further for opening of LC obtaining of valid export license, by the tenderer, is a must.

STANDARD PAYMENT TERMS

 80% of value of FOB consignment (excluding E&C charges) which is to be paid through LC will be paid against inspection and acceptance for dispatch and other necessary documents.

FOR RS. PAYMENT: 80% of value of consignment (excluding E&C) shall be paid after the equipment is received, accepted and brought on stocks, by consignee. In case of both Indian & Foreign payments balance 20% of value of machine and complete erection & commissioning charges shall be paid after successful erection & commissioning of Equipment and performance prove out at Police Hqrs J&K.

No advance payments will be made.

5.       

The tender must be accompanied by the earnest money as clearly specified, only in the form of CDR/FDR (separately for each Annexure) from a Nationalized/ Scheduled Bank, pledged in the name of DIG (Admn.) PHQ. No Cash/Cheque or demand draft/postal order will be entertained. The earnest money in the case of unsuccessful tenderer shall be refunded after final acceptance of the contract/rate where as in the case of successful tenderers it

will be adjusted towards the security money (required to be deposited) for due performance of the agreed contract, performance warranty period;

6.       

The successful tenderers shall have to draw an agreement on non judicial paper of Rs 100 (as per specimen) and deposit Security @ 10% of the value of the supply order for the due performance of the contract. The security Money will be refunded after satisfactory completion of the agreed contract to the entire satisfaction of this Hqrs. No interest shall be paid by the department on such deposits. The charges on stamps etc. (cost of documents in totality) shall be borne by the supplier while executing the agreement;

7.       

SIGNING OF CONTRACT AGREEMENT :

On the tender being accepted by the purchaser, if so required by it at its option, an agreement in respect of the contract will be signed and executed by and between the purchaser and the successful tenderer.

8.       

INITIAL INSPECTION/PRE-DESPATCH INSPECTION :

Pre-dispatch inspection of the Equipment at firm’s premises will be carried out by the authorised representative/s of purchaser. However, as per the discretion of the purchaser, the inspection may be delegated to the contractor /third party by purchaser and in that case the contractor / third party shall furnish to the purchaser certificate of inspection as per relevant standard and correctness of equipment as per the relevant national/equivalent, international standard.

9.       

JOINT INSPECTION AT CONSIGNEE'S PREMISES :

On receipt of Equipment at consignee's end, the contractor should depute technical representative for joint inspection within 3 days from receipt of request from purchaser to ensure correctness of material received as per the supply order/firm's invoices etc.

10.  

FINAL INSPECTION:

The equipment after erection and commissioning by the contractor will be finally inspected by the purchaser at site and cleared if found acceptable after 30 days operation.

11.  

PRICE NEGOTIATIONS:

There will be no price negotiations if rates received for technically acceptable offers are considered reasonable.

12.  

The purchaser reserves the right to issue amendments to tender documents to clarify, amend, modify, supplement or delete any of the conditions, clauses or items stated in the documents enclosed with this invitation to tender. Each amendment issued shall form a part of the original tender.

13.  

The packing must be such that it is able to withstand the vagaries of weather, shipping and roughest, of handling by port labour, cranes and forklifts etc. The contractor will be responsible for internal damages if any, when outwardly there is no damage to the equipment.

THE SAFE DELIVERY IS THE RESPONSIBILITY OF THE CONTRACTOR.THE CONTRACTOR SHOULD DESPATCH THE STORES DULY INSURED.INSURANCE CHARGES WILL BE BORNE BY THE CONTRACTOR.

14.  

Remittance charges (Bank Commission) on payment made to the firms will be borne by the suppliers. The charges of stamp etc. shall be paid by the supplier while executing the agreement;

15.  

The approved supplier shall be deemed to have fully understood the conditions, specifications, size, patterns, make etc. of the item/s etc. to be supplied and in case of any doubt may seek clarification;

16.  

As soon as the acceptance of the tender is communicated to the successful tenderer, the contract shall be binding on him. The earnest money of the tenderer who backs out or withdraw his tender or fails to abide by it after acceptance thereof is communicated/ posted to him shall be forfeited besides other penal remedies that may be available to the Govt. of the J&K under the law for the time being in force in the State of J&K;

17.  

If after the registration/placement of orders/execution of the agreement and formally depositing the security money, the tenderer backs out or fails to supply the goods, the security deposited will also be forfeited besides any other remedy, that may be available to the department under the law for the time being in force in the State;

(a)-

The formal deed incorporating the terms of the contract will be executed by the successful tenderer immediately. Failure to execute such bond/deed shall not however prevent the contract from being enforced against him. Any loss sustained by the Govt. as a result of re-tendering the contract shall be recovered from the defaulter, besides other penal measures;

(b)-

Any sum of money payable or due to the supplier including deposits returnable to him shall be appropriated by the purchaser / Government and set off against any claim of the Govt. / purchaser as first charge, if so required;

(c)-

Equipment shall be delivered (as per instructions in supply order) either at Police Central store, Gulshan Ground, Gandhi Nagar, Jammu or Police Central Store, Zewan, Srinagar in perfect condition. The supplier if he so desires may insure the goods against loss of theft, destruction, damages by the natural calamity loss by exposure to weather or other wise viz. war rebellion, riot etc. The insurance charges will have to be borne by the supplier and the department shall not be required to pay such charges if incurred;

(d)-

If the successful tenderers fails to supply the goods of the prescribed specification or fails to deliver the goods within the stipulated period as specifically mentioned in the supply order, the department shall be at liberty to arrange supplies by re-tendering or other wise. The purchase officer may give twenty days notice to the approved supplier in writing to make supplies good.  To complains of failure/negligence or contravention the purchasing officer shall be lawfully entitled to forfeit the Earnest money/security money deposited by the supplier to make good the loss sustained or excess cost incurred by the state in arranging of the supplies and other remedies that may be available to the department, under the law for the time being in force in the state;

18.  

Queries/clarifications of all nature, if any that may arise should be referred by the tenderer to the signatory at the following address: DIG (Admn) C/O Director General of Police J&K Jammu/Srinagar. Tel Nos; 0091-0191-2459255 upto 30.04.2008 and  thereafter on 0091-0194-2481848.

All tenderers are requested to take special note of the above instructions and observe these;

INSTRUCTIONS;

1.    The offer should be in two bid systems wherein (a) Technical bid b) commercial/price bid should be submitted in sealed covers, forwarded in a single envelope. CONSPICUOUSLY SUPERSCRIBED ON TOP OF THE COVER with Tender Enquiry number.

2.    Technical offer will be opened on the specified TOD.

3.    Commercial bid will be opened at a later date subject to acceptance of technical offer.

4.    Your offer should be submitted in duplicate valid upto 31.03.2009.

5.    Delivery period, validity, terms & conditions of offer, list of customers, literature, Pamphlets, performance report should be covered in technical bid of your offer.

6.    Price, Tax and duties break up should be separately and clearly specified.

7.    Copy of tender document with specifications should be signed by the tenderer and returned, duly signed and sealed in the technical bid, in token of having accepted terms & conditions & specifications etc laid there under.

8. Rate quoted shall be typed both in figures and words. Hand written rates and hand  made corrections of the quotations will not be accepted and such offers are liable to be rejected

19.  

All the disputes or differences arising out of or in connection with the present contract, including the cases connected with the validity of the present contract or any part thereof, shall be settled by bilateral discussions.

20.  

All legal proceedings arising out of any dispute between the parties hall have to be instituted in the Courts situated in Jammu and Srinagar and not elsewhere;

21.  

The successful tenderers shall arrange supplies within the period mentioned in the supply orders. The period of delivery and validity can however be extended, at absolute discretion of this Hqrs. provided sufficient reasons/justification are given by the supplier in such individual cases;

22.  

The contract/supply order can be repudiated at any time if the supplies are not made according to satisfaction of the department. It shall be at the absolute discretion of the Department to ask for replacement in lieu of rejected supplies and the vender can not demand same as a matter of right, though he can make a representation to the effect.

23.  

The suppli