1. The tenders should be submitted in properly sealed
envelope in two parts one part containing rate offer/earnest money and
other part containing sample/s affixed with sealing wax and seal of
the firm;
2. The rate/s tendered should (both in words and figures)
be F.O.R. Central Store, Gulshan Ground
Jammu/
Central Store, Zewan, Srinagar;
3. Tenders should be filled in clearly and with one ink. No
cuttings/alterations/ over-writings should be made in the tender.
Correction, if any, be done clearly and properly initialled. No
telegraphic/ conditional tender shall be accepted.
4. 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;
5. The tender must be accompanied by the earnest money as
clearly specified, only in the form of CDR/FDR from a Nationalized/
Scheduled Bank, pledged in the name of IGP(Hqrs.) 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
and deposit Security @ 5% of the value of the supply order or Rs.
50000/- (in lump Sum) which ever is less 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
Headquarters. 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. Payment shall be made by the purchasing officer against
each consignment delivered inspected, accepted and properly brought on
stock in the concerned stock registers of the Department. No advance
payment shall be made;
8. 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.
9. The approved supplier shall be deemed to have fully
understood the conditions, specifications, size, patterns, make etc.
of the article/s etc. to be supplied and in case of any doubt may seek
clarification;
10. As soon as the acceptance of the tender is communicated
to the successful tenderers, 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.
11.(a) 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 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;
(b)- 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;
(c)- 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.
(d)- Goods 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
duly packed in wooden case/s 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;
(e)- 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 fifteen days notice to the
approved supplier in writing to make supplies good. In case of
complaints / failure/negligence or contravention, the purchasing
officer shall be lawfully entitled to retain any supply, the balance
(which may be due to contractor/vendor etc) or forfeit the amount of
the 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;
12. 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;
13. 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;
14. 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.
15. The tenderer has to mention in his offer the minimum
onsite warranty of the product. Training, handling, operational manual
should be supplied with each equipment. The stores supplied should be
strictly in accordance with the approved sample, which can be seen by
the intending tenderers in the central stores Jammu/Central Stores
Srinagar;
16. The supplier shall not sublet the contract or any part
thereof to any other agency;
17. The quality of the material supplied should conform with
the approved sample/snd the specification mentioned in the supply
order;
18. The tenderer should sign each page of the tender and at
the end;
19. The decision of the accepting authority shall be final as
to the quality of stores and shall be binding on the supplier. In case
the articles supplied are not according to the approved sample they
shall be rejected and made good by the replacement. The loss caused as
per rejection/replacement of the supplies shall be entirely borne by
the supplier. The rejected articles shall be lifted by the supplier
within one week from the date of information of the rejection. The
department shall in no case be responsible for any loss or damage that
may occur to the rejected stores while these are in the premises;
20. The suppliers shall be responsible for the proper packing
of the supplies so as to avoid damage under normal conditions of
transport by Sea, Rail Road or Air and deliver the material in good
condition to the consignee at the destination. In the event of any
loss damage, breakage, leakage or shortage, the supplier shall be
liable to make good the loss and shortage found at the time of
checking/inspection of material by the consignee. No extra cost on
such account shall be admissible.
21. The payees receipt should be in machine number;
22. The rates quoted shall remain in force up to 30.06.2009;
23. The Department reserves the right to add to/ suitably
modify the terms and conditions (without prior notification) as per
exigencies and hence above should not be construed as all inclusive.
