1.   

For and on behalf of the Governor J&K State, sealed tenders are invited from original manufacturers, approved authorised dealers and registered firms, affixing revenue stamp worth Rs 5/- duly sealed with sealing wax and stamp of the tenderer, for the supply of various items as specified in Annexure “A”” of this NIT.

2.   

The tenders should be properly sealed and addressed to IGP (Hqrs) C/O Director General of Police, J&K Jammu/Srinagar. The tender envelops should be super scribed “TENDER FOR NIT NO.04 of 2008 (Annexure “A”) as the case may be. The tenders may be sent by post well in time or delivered personally which ever is convenient to the tenderer. No telegraphic tender shall be accepted.

3.   

The tender offers alongwith specification/s duly accepted by tenderer shall be received by Police Headquarters J&K upto 24.04.2008 1500 hours at Jammu and upto 19.05.2008 1500 hours at Srinagar. The tenders received after the expiry of prescribed period will not be entertained.

4.   

The tenders will be opened on 22.05.2008 at 1100 hours at Police Headquarters J&K Srinagar in presence of intending tenderers who may choose to be present. In case of unforeseen circumstances, the date of opening will be next working day.

5.   

The intending tenderer/s will have to send the Earnest Money only in shape of CDR / FDR equivalent to 2 % of the total value of the contract or Rs.50, 000/- (in lump sum) which ever is less pledged to IGP (Hqrs.) PHQ J&K Srinagar with the tender offer, failing which the tender shall be liable for rejection. However, J&K Govt. rules with regard to furnishing of EMD in respect of SSI units (Registered) shall be applicable in letter and spirit. The Government/ Semi Govt. or similar other concerns, claiming exemption from the payment of EMD shall have to append duly authenticated orders, certificate etc. from competent authority supporting their claims.

6.   

The tender fees has been fixed at as Rs. 1000/- which should accompany the tender offer in the shape of a crossed demand draft favouring Chief Accounts Officer PHQ, J&K payable at Srinagar. The tender fee is not refundable and the same will be deposited in the Govt. Treasury under Head 0055-Police tender fee for the year 2008-09. The tender offer will not be considered without tender fees. However the Govt. /Semi-Govt. concerns of the J&K State claming exemption should append authenticated orders, certificates etc. issued by competent authority in support of their claim.

7.   

The local SSI units as per current Govt. rules are required to pay only 50% of the amount of prescribed earnest money or Rs.5000/- which ever is lower. However, the permanent SSI unit registration certificate duly authenticated shall have to be furnished with the tender by the SSI units. In absence of the said certificate, benefits of the SSI units will not be allowed.

8.   

The rates etc., quoted against this NIT shall be valid till 31^st March,  2009. The rates so quoted should be inclusive (calculation to be shown separately) of all liveable duties, taxes, State entry tax, VAT, Custom duty (Amount and %age of custom duty to be indicated against each item, if applicable), toll tax, freight. Insurance, Octroi etc. to the point of delivery and F.O.R. destination i.e. Police Central Stores, Gulshan Ground Jammu and Zewan Srinagar, Kashmir. The firm 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 i.e.  upto 31.03.2009. The successful tenderer shall have to make the supplies within the stipulated period as would be mentioned in the supply order. The rates quoted should be written both in figures and words and free from over writings, cuttings and alterations

9.   

Minimum onsite warranty of the product should be given alongwith Make & Model.

10.              

The successful tenderer shall have to enter into an agreement on prescribed proforma (not later than 10 days of the issue of supply order)  with the Department for due performance of the contract.

11.              

The tenderer is required to furnish an authenticated copy of Sales Tax/ VAT clearance certificates (alongwith the tender offer or at the time of payments) for the current year or for previous financial year. The PHQ shall be at liberty to put to scrutiny, verification etc. the STCC so furnished by the successful tenderer.

12.              

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

13.              

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.

14.              

Copies of terms and conditions can be had on any working day (during office hours) from AIG (Prov/Transport) Police Headquarters J&K, Srinagar or DIG of Police Offices Jammu-Kathua Range, Jammu or SSP J&K CID Cell, 2 Kotla Lane, New Delhi. The NIT is also available on Website www.jandkpolice.org  

1.      

The tenders should be submitted in properly sealed envelope affixed with sealing wax and seal of the firm;

2.      

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

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 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 (Annexure) 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, installed 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 item/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.  

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;

(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)-

Goods shall be delivered (as per instructions in supply order) either at Police Central store, Gulshan Ground, Gandhi Nagar, Jammu or Zewan Srinagar duly packed in wooden case/s or Cartons 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 fifteen 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 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 the 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 Jammu. Rate of AMC for comprehensive AMC shall also be quoted in the tender offer;

16.  

The supplier shall not sublet the contract or any part thereof to any other agency;

17.  

The tenderer should sign each page of the tender and at the end;

18.  

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;

19.  

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;

20.  

A copy of the NIT duly signed and stamped by the intending tenderer shall be enclosed with his tender offer in token of having fully understood the specifications and terms & conditions of the NIT.

21.  

The payees receipt should be in machine number;

22.  

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;