request for quotation - gailtenders.ingailtenders.in/writereaddata/tender/tender for rc for a4 size...

REQUEST FOR QUOTATION

TO,GAIL WEBSITE VENDORIndiaVendor Code - 101019938

RFQ No.: GAIL/ND/09/0033/3200056993/C&P/20024866 Dated : 06.10.2009

Kind Attn : Mr/Ms

Dear Sir/Madam,GAIL (India) Ltd. invites you to submit your offer in sealed envelope superscribing RFQ No. & Due date for thefollowing services in complete accordance with enquiry documents/attachments:

Name of work : Rate Contract for supply of A4 size Copier Paper

Bid Due Date & Time : 27.10.2009 at 14:00 HrsOpening of Bids on : 27.10.2009 at 15:00 Hrs (In case of Two Bid system

tender,unpriced bids shall be opened.)Validity of Offer Upto : 26.02.2010.

Bids complete in all respects should reach office of Incharge (C&P), GAIL (India) Ltd., at the above addresson or before 14.00 hrs of the scheduled date. Bids received after the due date and time are liable to be rejected.

GAIL reserves the right to accept or reject any or all tenders received at its absolute discretion without assigningany reason whatsoever.

Thanking You,

Yours truly,For & on behalf ofGAIL (India) Ltd.

(Authorised Signatory)

TENDER FOR RATE CONTRACT FOR A4 SIZE COPIER PAPER of 46

Tender No.: ND/09/0033

SCHEDULE OF RATES Out. lev.Item No. Service Description Qty. UOM Rate Amount

ITEM 00001 PAPER,XEROX,A4 10,000 REAMS PLEASE QUOTE IN Plant : 1010,Corporate Services - New Delhi SOR AT THE END OF TENDER Quotation Item 00000 Total Value : (INCLUDING TAXES) XXXXXXXXXXXXXXXXXX TOTAL QUOTATION VALUE : (INCLUDING TAXES) XXXXXXXXXXXXXXXXXXXXX


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RFQ No.:GAIL/ND/09/0033/3200056993/C&P/20024866Date:06.10.2009RFQ Due on : 27.10.2009 at 14:00 Hrs ISTTender Opening Date : 27.10.2009 at 15.00 Hrs IST

Sl. No MatCode UOM QTY Unit Price Description (in figures & words)

------------------------------------------------------------1 9305301049 EACH 10,000 PLEASE QUOTED IN ATTACHED

PAPER,XEROX,A4 SCHEDULE OF RATES (SOR)PAPER,XEROX,SIZE: A4

Supply of A4 size, 75 Gsm, copier paper in packets of 500 sheets of following brands :-JK Copier/ Century Copier/ Andhra Millennium Copier/ BILT Copy Power/ ITC Paperkraft orequivalent.Paper should have following features:1. Compatible with all types of photocopying systems2. Suitable for both side printing3. Trouble free performance in any type of printing machine, office printer, Inkjet and Laserjetand all modern printers.4. Long lasting whiteness5. Superior photo imaging6. Crisp image formation7. Crisp & Brighter colour impression

Total Quantity may vary by approx. 20%. Exact quantity and delivery period shall becommunicated as and when required. Paper shall be supplied over a period of one year as perrequirement of GAIL. Material must be delivered within seven calender days from the date ofintimation for supply.

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EMD Details : Rs. 30,000.00 (Rupees Thirty Thousand Only) in form of DD / Bank Guarantee in favour ofGAIL (India) Limited, payable at New Delhi.

REQUEST FOR QUOTATION (Cont.)


____________________________________________________________

RFQNo:GAIL/ND/09/0033/3200056993/C&P/20024866


Instruction to Bidders : GAIL (India) Ltd., New Delhi, invites you to submit your bid under two bid system,for the captioned items, in complete accordance with enquiry documents/attachment.

YOU ARE REQUESTED TO GO THROUGH THE TENDER DOCUMENT IN DETAILS BEFORESUBMITTING THE OFFER.

TENDERS MUST BE SUBMITTED / DESPATCHED SO AS TO REACH THIS OFFICE ON ORBEFORE SCHEDULED TIME i.e. 14.00 HRS. ON 27/10/2009.

1. The bidder is required to submit their offer / Quotation in two bid system through registered post /courier at following address:

To,Manager (C&P)GAIL (India) Limited,#246, GAIL Bhawan,16, Bhikaiji Cama PlaceNew Delhi - 110 066

2. Validity of Bid: Bids should be valid for minimum Four (04) months from the final due date of bidopening.

3. Specification for Paper:Bidder shall submit offer only for following short listed make/brands of paper:-JK Copier/ Century Copier/ Andhra Millennium Copier/ BILT Copy Power/ ITC Paperkraft or equivalent.

Paper should have following features:1. Compatible with all types of photocopying systems2. Suitable for both side printing3. Trouble free performance in any type of printing machine, office printer, Inkjet and Laserjet and all modern printers.4. Long lasting whiteness5. Superior photo imaging6. Crisp image formation7. Crisp & Brighter colour impression

4. Evaluation Methodology:

Offer(s) received from short listed bidders to whom enquiry has been issued as well as through web sitewho meet the BEC criteria and found responsive (i.e. the bidders who have quoted exactly as per ourrequirement and terms and conditions including compliance to rejection criteria), shall be taken intoconsideration for evaluation & award.

5. Submission of Bid:

Un-priced and priced part of bid must be submitted in separate sealed envelopes in following two parts;

(i) PART-I - TECHNICAL AND UN-PRICED COMMERCIAL PART:This part shall contain:


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RFQNo:GAIL/ND/09/0033/3200056993/C&P/20024866


a) Documentary proof to meet BEC criteria.b) Technical and commercial terms and conditionsc) All tender documents along with General Purchase Condition (GPC) duly signed and stamped on allpages as a token of acceptance of all terms & conditons,d) Blank (SOR) Schedule of Rates i.e. without any price, duly Signed and Stamped.

The envelope shall have following information clearly written on the outside of the envelope, failing whichGAIL will assume no responsibility for the misplacement or premature opening of the bid.

PART-I - TECHNICAL AND UN-PRICED COMMERCIAL PART:Name of Work :_______________________________________Bidding document No. ________________________________Due date & time of Opening : ________________________From : [Name & Address of Bidder]:___________________

(ii) PART-II SEALED PRICED COMMERCIAL PART:This part shall contain only the price of quoted item and no other terms and conditions are to be enclosed.

The envelope shall have the following information clearly written on outside of the envelope, failling whichGAIL will assume no responsibility for the misplacement or premature opening of the bid.

PART-II - PRICED PARTName of Work : _______________________________________Bidding document No : ________________________________From :[Name & Address of Bidder]:_____________________This part of bid will be submitted in original only.

(iii) All the above two parts shall be kept in another one big envelope superscribing with Tender Numberand bid opening date.

Bids complete in all respect must reach this office not later than 1400 hrs on the notified date of closing ofthe tender.

Bidders are advised in their own interest to ensure that their bids reach this office well before the closingdate and time of the tender as the bids received after the closing date and time of the tender will not beconsidered. The Bidder is required to submit the bid along with their covering letter under letter headdisclosing the name and designation of authorized person signing the bid, complete postal address of firm /company, telephone no., fax no., e-mail etc.

Please confirm that you have received the tender document and will be quoting for the tender items/jobs asper exhibit 'B'. In case you are not quoting for the same, please return complete set of tender documentsalong with reasons for not quoting.

GAIL reserves the right to accept or reject any or all bids received, at its absolute discretion, withoutassigning any reason whatsoever.

Micro/Small/Medium Enterprises:

The bidders are required to confirm whether the enterprise is a Micro/ Small/ Medium enterprises along


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RFQNo:GAIL/ND/09/0033/3200056993/C&P/20024866


with documents from the appropriate authority:

"We confirm that we are a Micro/ Small/ Medium Enterprises under the MSMED Act 2006." (Please strikeoff whichever status is not applicable).

Further, with respect to Micro and Small enterprises, the MSMED Act defines the term 'supplier' asenterprises which have filed a memorandum with the authority specified by the respective StateGovernment.

If you are a Micro/ Small enterprise and have filed a memorandum with the specified authority, pleaseconfirm the following:

"We are a supplier within the definition of section 2 (n) of the MSMED Act __________(Yes/ No)."

If the response to the above is 'Yes', please provide us a copy of the Entrepreneurs Memorandum (EM) filedwith the authority specified by the respective State Government."

You may depute your authorized representative along with authorization letter to attend tender opening ondue date.

Please sign and submit all pages of this RFQ including General Purchase Conditions (GPC) duly signedalong with the offer as a token of acceptance.

6. REJECTION CRITERIA :

Please note that this is a zero deviation tender. Bidders are advised to strictly confirm compliance to tenderconditions and not to stipulate any deviation / conditions in their offer. Further, please also note that any bidwith deviation / stipulations / modification to the following terms and conditions of the tender documentmay be considered non-responsive and shall be liable for rejection:

a) Firm Priceb) Scope of Supplyc) Make/Brand & Article No.d) Price Schedulee) Delivery / Completion Schedulef) Period of Validity of bidg) Price Reduction Scheduleh) Arbitration / Resolution of Disputei) Force Majurej) Applicable Lawsk) Any other condition specially mentioned in the tender documents elsewhere that non-compliance of the clause lead to rejection of the bid.

Subsequent to bid submission, GAIL may not seek any confirmations / clarifications/documents and anybid(s) not in line with tender conditions shall be liable for rejection. Therefore, Bidders are also requested tosubmit the documents / confirmations strictly as per tender conditions.

Any change in the substance of the bid after due date of submission of tender (unless sought by GAIL) willnot be considered.


____________________________________________________________

RFQNo:GAIL/ND/09/0033/3200056993/C&P/20024866


Price Basis : The quoted Rates shall be as per SOR and shall includea. Price of Paperb. All Taxes & duties as applicable at the time of submission of bids.

The price of Paper shall include all the charges for supply as well as distribution/transportation to GAILBhawan, B.C. Place, New Delhi. GAIL shall not pay any other charges. The bidder is to quote the ratesaccordingly.

'C' Form: GAIL shall not issue Form 'C' or any concessional form. The bidder must quote their price strictlyin price schedule format on FOT site basis.

Delivery/Completion Schedule : Duration of contract shall be one year from the date of issue of PurchaseOrder. Material will be supplied during the contract period as per requirement of GAIL.

Terms of delivery : DOOR DELIVERY BASIS, FREIGHT PRE-PAID, THROUGH ROADTRANSPORT / AIR CARGO / COURIER SERVICE ETC. (PREFERABLY BY BANK APPROVEDTRANSPORTERS. TRANSIT INSURANCE SHALL BE ARRANGED BY YOU AT NO EXTRA COSTTO GAIL.

Consignee Address : Manager (C&P),GAIL (India) Limited,GAIL Bhawan,16, Bhikaiji Cama Place,New Delhi 110066.

Terms of payment : 100% Payment will be released within 15 days after receipt and acceptance ofmaterial by the Executive-in Charge(EIC).

ALL PAYMENTS SHALL BE RELEASED THROUGH E-BANKING DIRECTLY TO YOUR BANKACCOUNT. THIS WOULD ALSO BE APPLICABLE FOR REFUND OF EMD/SECURITY DEPOSIT.

FOLLOWING DOCUMENTS ARE TO BE SUBMITTED FOR E-PAYMENT:1. A REQUEST LETTER FROM SUPPLIER ON LETTER-HEAD2. STATEMENT OF ACCOUNT FROM THE CONCERNED BANK3. COPY OF CANCELLED CHEQUE SHOWING ACCOUNT NO. AND OTHER DETAILS.

PLEASE ADVISE YOUR BANK ACCOUNT NO. IN ANY BRANCH OF SBI / ICICI BANK / HDFCBANK WHICH HAS E-BANKING FACILITY. IN CASE BIDDER DOES NOT HAVE ACCOUNT INABOVE MENTIONED BANK, PLEASE CONFIRM THAT PAYMENT SHALL BE ACCEPTEDTHROUGH E-BANKING CHANNELS OF ABOVE REFERRED BANKS IN THE EVENT OF RECEIPTOF ORDER FROM GAIL.


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RFQNo:GAIL/ND/09/0033/3200056993/C&P/20024866


Warranties : As per GAIL's General Conditions of Purchase, enclosed herewith.

Price Reduction Schedule : APPLICABLE AS PER GAIL GPC (ENCLOSED). 0.5% PER WEEK ORPART THEREOF SUBJECT TO MAXIMUM 5% OF TOTAL ORDER VALUE (INCLUDING TAXES)FOR THE DELAYED PERIOD. DATE OF DESPATCH WILL BE CONSIDERED AS DATE OFDELIVERY FOR THIS PURPOSE.

FOR THE PURPOSE OF THIS CLAUSE, EACH DELIVERY INSTRUCTION WILL BE CONSIDEREDSEPERATELY FOR APPLICATION OF PRS.

Performance Bank Guarantee : 10% OF CONTRACT VALUE, AS DETAILED IN THE TENDERDOCUMENT. PERFORMANCE BANK GUARANTEE SHALL REMAIN VALID FOR A PERIOD OFTHREE MONTHS BEYOND THE PERIOD OF CONTRACT.

Detailed Desc./Drg./Sample etc : Forms & Formats, General Conditions of Purchase.

General Conditions of Contract : General Conditions of Purchase are attached herewith.


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RFQNo:GAIL/ND/09/0033/3200056993/C&P/20024866


Bid Evaluation Area : Any bidder who meets the following Bid Evaluation Criteria (BEC) may submittheir bid:

Bid Evaluation Criteria (BEC)

2.2.1. TECHNICAL CRITERIA

2.2.1.1The bidder shall be Manufacturer or Authorized dealer/ Authorized distributor for the brand of Paperbeing quoted. The Bidder should submit an attested copy of the Authorised dealership Certificate issued bythe manufacturer. In case of manufacturer, self certification for the same may be submitted.

2.2.1.2The bidder must have executed at least one single order of minimum value of Rs. 7.5 lacs during thelast 5 (five) years prior to the final due date of opening of the un-priced bid. The bidders are required tosubmit attested copies of work orders and completion / execution certificates.

2.2.2 FINANCIAL CRITERIA

2.2.2.1The Annual Turnover of the Bidder should not be less than Rs. 7.5 lacs in any of the preceding threefinancial years i.e. F.Y. 2006-07, 2007-08, 2008-09. Bidders are also required to fill the requisite details inthe enclosed Format F3-A.

2.2.2.2The Net worth and Return on Equity of the Bidder should be positive as per last audited financialstatement i.e. for FY 2008-09. Bidders are also required to fill the requisite details in the enclosed FormatF3-B.

2.2.2.3The bidder should have minimum Working Capital of Rs. 1.50 lacs as per the last audited financialyear 2008-09. If the bidder's working capital is inadequate, the bidder should supplement this with abidder's bank, having net worth not less than Rs. 100 Crores, letter confirming the availability of line ofcredit for at least Rs. 1.50 lakhs as per the format enclosed as F3-C. Bidders are also required to fill therequisite details in the enclosed Format F3-B.

Bidders are required to submit copies of Audited Balance Sheet and P&L Account for the relevant period insupport of meeting the financial criteria.

All the above documents for meeting experience as well as financial criteria of BEC are required to beattested by Notary Public/ Gazetted Officer/ Officer of Public Sector Enterprises.

Any bidder who meets the above Bid Evaluation Criteria (BEC) and wishes to quote against this tender maydownload the bidding document from GAIL's website (www.gailonline.com) and submit theBid complete in all respect as per terms & conditions of Tender Document, on or before the due date of bidsubmission.

An undertaking (by the bidders who quotes by down loading the tender from web site) that "The contents ofthe Tender Document have not been modified or altered by M/s ________________ (Name of the bidderwith complete address). In case, it is found that the tender document has been modified / altered by thebidder, the bid submitted by the M/s ________________ (Name of the bidder) shall be liable forrejection".


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RFQNo:GAIL/ND/09/0033/3200056993/C&P/20024866


Techno-Comm Bid Evaluation : PRICE EVALUATION METHODOLOGY OF BID

Price Bid shall be evaluated on total quoted value which includes all the items mentioned under the heading"Schedule of Rates", including Services and Material.

Bidders are requested to quote for all the items as per SOR.

COMPARISON OF BIDS

GAIL will evaluate and compare only the bids which are techno-commercially qualified.

Arithmetical errors will be rectified on the following basis:-

If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unitprice and quantity the unit price shall prevail and the total price will be corrected. If there is a discrepancybetween the total amount and the sum of total prices, the sum of the total prices shall prevail and the totalbid amount will be corrected.

Bids will be evaluated after taking into consideration, the total quoted value by each bidder.

The evaluated price of the bidders shall include total price inclusive of all taxes, duties, levies etc. asapplicable under this contract.

Comparison of Bids will be on the basis of overall lowest cost to GAIL for all the items clubbed together.

Purchase preference to Central Government Public Sector Undertakings shall be allowed as perGovernment instructions in vogue.

Important : 1. Percentage of Taxes, Duties, P&F, Freight charges etc. of quoted basic price should be clearly mentionedin the quotation.2. Please go through the General Purchase Conditions (GPC) enclosed as Annexure. Deviations to GPCshall liable for rejection of your offer.3. Please submit Catalogue/Specification Details, Test Certificates/Traceability Certificate for accuracyalong with your quotation.

Yours truly,For and on behalf ofGAIL ( India ) Ltd.

(Authorized signatory)


Delivery Schedule ................................................Offer validity for: 90 days/120 days/180 daysPayment Terms ......................................................

____________________________________________________________Format for Details of Terms & Conditions to be Filled By Vendor

Price Basis: Ex-Works.............................. FOT Site of Plant..................

Offer Ref . & Date .................................................Telephone No ........................................................Fax No. ................................................................E-Mail ....................................................................

1. Discount % on basic Unit price, if any ....................................................................................................................................................................................................................................................................................

2. Packing & Forwarding, if applicable........................................................................................................................................................................................................................................................................................

3. Excise Duty % (if applicable)..................................................................................................................................................................................................................................................................................................

4. LST/CST (with/without concessional Form), if applicable...........................................................................................................................................................................

5. Freight, if applicable ..............................................................................................................................................................................................................................................................................................................

6. Other Charges, if any................................................................................................................................................................................................................................................................................................................

Signature of Vendor with Office Seal


RFQNo.:GAIL/ND/09/0033/3200056993/C&P/20024866


ACKNOWLEDGEMENT CUM CONSENT LETTER(Within 7 days of receipt of Bidding document, Bidder shall acknowledge the receipt and confirm his intention to Bid against the enquiry/tender through e-mail to [email protected] by filling up the this Format.) To, Manager (C&P) GAIL (India) Ltd. New Delhi SUBJECT: TENDER NO: ___________________________________________________Dear Sir, We hereby acknowledge receipt of a complete set of bidding document along with enclosures for subject item/work. We undertake that the contents of the above bidding document shall be kept confidential and further that the drawings, specifications and documents shall not be transferred and that the said documents are to be used only for the purpose for which they are intended.

A) We intend to bid as requested for the subject item/work and furnish following details with respect to our quoting office: (i) Postal Address with PIN Code : ………………. ………………. (ii) Telephone Number : ……………… (iii) Telefax Number : …………….. (iv) Contact Person : …………….. (v) E-mail Address : …………….. (v) Mobile Number : ……………..

B) Details of Contact person: (i) Postal Address with PIN Code : ………………. ………………. (ii) Telephone Number : ……………… (iii) Fax Number : …………….. (iv) Contact Person : …………….. (v) E-mail Address : …………….. (vi) Mobile Number : …………….

C) We are unable to bid for the reasons given below and we are returning back the entire set of bidding documents. Reasons for non-submission of bid: Agency’s Name : …………………….. Signature : …………………….. Name : …………………….. Designation : …………………….. Date : …………………….. Seal/Stamp :


mailto:[email protected]

TENDER FOR RATE CONTRACT

FOR SUPPLY OF

A4 SIZE COPIER PAPER

DO NOT OPEN – THIS IS A QUOTATION TENDER NO. : GAIL/ND/09/0033/3200056993/C&P/20024866 ITEM : RATE CONTRACT FOR SUPPLY OF A4 SIZE COPIER PAPER DUE DATE : 27 OCTOBER 2009 UPTO 14.00 HRS IST FROM: TO: M/s.

MANAGER(C&P), CABIN # 246, GAIL (INDIA) LIMITED, 16, BHIKAIJI CAMA PLACE, R.K. PURAM, NEW DELHI 110066 (INDIA)

(TO BE PASTED ON THE OUTER ENVELOPE CONTAINING THREE ENVELOPES

OF PART-I, PART-II AND PART-III OF BIDS)


UN-PRICE BID

DO NOT OPEN – THIS IS A QUOTATION

TENDER NO. : GAIL/ND/09/0033/3200056993/C&P/20024866 ITEM : RATE CONTRACT FOR SUPPLY OF A4 SIZE COPIER PAPER DUE DATE : 27 OCTOBER 2009 UPTO 14.00 HRS IST FROM: TO: M/s.


(TO BE PASTED ON THE ENVELOPE CONTAINING UN-PRICE BID I.E. PART-I)


PRICE BID

DO NOT OPEN – THIS IS A QUOTATION



(TO BE PASTED ON THE ENVELOPE CONTAINING PRICE BID I.E. PART-II)


BID SECURITY DO NOT OPEN – THIS IS A QUOTATION



(TO BE PASTED ON THE ENVELOPE CONTAINING BID SECURITY I.E. PART-III)


FORMS AND FORMATS


F-1

BIDDER’S GENERAL INFORMATION

To GAIL(INDIA) LIMITED, 16, BHIKAIJI CAMA PLACE, R.K. PURAM, NEW DELHI 110066 (INDIA)

1-1 Bidder Name:

1-2 Number of Years in Operation: ___________________________________________

1-3 Registered Address: ___________________________________________ ___________________________________________

___________________________________________ 1-4 Operation Address if different from above: ___________________________________________ ___________________________________________ 1-5 Telephone Number ___________________________________________

(Country Code) (Area Code) (Telephone Number) 1-6 E-mail address & Web Site ____________________________________________

1-7 Telefax Number ____________________________________________

(Country Code) (Area Code) (Telephone Number)

1-8 ISO Certification, if any {If yes, please furnish details}

(SIGNATURE OF BIDDER WITH SEAL)


F-2

BID FORM


Dear Sir,

After examining/reviewing the Bidding Documents for------------------------------including technical specifications, drawings, General and Special Purchase Conditions and schedule of rates etc. the receipt of which is hereby duly acknowledged, we, the undersigned, pleased to offer to execute the whole of the Job of …………… and in conformity with, the said Bid Documents, including Addenda Nos. ____________.

We confirm that this bid is valid for a period of four (4) months from the date of opening of Techno-Commercial Bid, and it shall remain binding upon us and may be accepted by any time before the expiration of that period.

If our bid is accepted, we will provide the performance security equal to 10% (ten per cent) of the Contract Price, for the due performance with in fifteen days of such award.

Until a final Agreement is prepared and executed, the bid together with your written acceptance thereof in your notification of award shall constitute a binding Agreement between us.

We understand that Bid Document is not exhaustive and any action and activity not mentioned in Bid Documents but may be inferred to be included to meet the intend of the Bid Documents shall be deemed to be mentioned in Bid Documents unless otherwise specifically excluded and we confirm to perform for fulfilment of Agreement and completeness of the Work in all respects within the time frame and agreed price.

We understand that you are not bound to accept the lowest priced or any bid that you may receive.

SEAL AND SIGNATURE

DATE:

Duly authorized to sign bid for and on behalf of ____________________________________

(SIGNATURE OF WITNESS)

WITNESS NAME:

ADDRESS:


F-3

LIST OF ENCLOSURES To GAIL(INDIA) LIMITED, 16, BHIKAIJI CAMA PLACE, R.K. PURAM, NEW DELHI 110066 (INDIA) Dear Sir, We are enclosing the following documents as part of the bid: 1. Power of Attorney of the signatory to the Bidding Document. 2. QA/QC Manuals for ---------------------- 3. Health Safety and Environment (HSE) Policy and HSE Manual 4. Document showing annual turnover for the last three years such as annual

reports, profit and loss account, net worth etc. along with information as sought in enclosed format F-3A

5. Organisation chart of the bidder and the structure assigned for execution of the work under this bid.

6. Methodology of execution of work 7. Execution schedule with interlinking of various activities 8. copy of Bidding Documents along with addendum/corrigendum no. .. duly

signed and sealed on each page, in token of confirmation that Bid Documents are considered in full while preparing the bid and in case of award, work will be executed in accordance with the provisions detailed in Bid Documents.

(SEAL AND SIGNATURE OF BIDDER)


F-3A

Annual Turnover

Each Bidder must fill in this form Annual Turnover data for the last 3 financial years:

Financial Year Amount (INR)

F.Y. 2008-09

F.Y. 2007-08

F.Y. 2006-07

1. The information supplied should be the Annual Turnover of the bidder 2. A brief note should be appended describing thereby details of turnover as per

audited results.

SEAL AND SIGNATURE OF THE BIDDER


F-3B

Financial Situation Bidder’s Legal Name : Date : Tender No. :

Each Bidder must fill in this form

FINANCIAL DATA FOR LAST AUDITED FINANCIAL YEAR 2008-09

Description Financial Year

Amount (INR)

1. Current Assets

2. Current Liabilities

3. Working Capital (1-2)

4. Net Worth Owners funds (Paid up share capital and Free Reserves & Surplus)

5. Profits before taxes

6. Return on Equity (5/4) X 100 1. Attached are copies of the audited balance sheets, including all related notes

and income statement for the last Audited Financial year, as indicated above, complying with the following conditions :

• All such documents reflect the financial situation of the bidder and not sister or

parent companies. • Historic financial statements must be audited by a certified accountant. • Historic financial statements must be complete, including all notes to the

financial statements. • Historic financial statements must correspond to accounting periods already

completed and audited (no statement for partial periods shall be requested or accepted).

SEAL AND SIGNATURE OF THE BIDDER


F-3C

FORMAT FOR CERTIFICATE FROM BANK IF BIDDER’S WORKING CAPITAL IS INADEQUATE

(To be provided on Bank’s letter head)

Date:

To

GAIL (India) Limited

16, Bhikaiji Cama Place

New Delhi

Dear Sir,

Certified that M/s ………………………………. (name of the bidder with address) is an existing customer of our Bank.

It is confirmed that against tender no. ................................... dated ………… for ……………………………………..(Name of the job) M/s ………………………….. (name of the Bank with address) confirms availability of line of credit to M/s ………………… (name of the bidder) for at least an amount of Rs. 17.60 lacs.

It is also confirmed that the net worth of the Bank is more than Rs. 100 Crores.

Yours truly

for ……………………………

(Authorized signatory)

Name of the signatory :

Designation :

Stamp


F-4

PROFORMA FOR BANK GUARANTEE FOR EARNEST MONEY DEPOSIT/ BID SECURITY (To be stamped in accordance with the Stamp Act) Ref............... Bank Guarantee No......... Date...................... To GAIL(INDIA) LIMITED, 16, BHIKAIJI CAMA PLACE, R.K. PURAM, NEW DELHI 110066 (INDIA) Dear Sir(s), In accordance with Letter Inviting Tender under your reference No___________ M/s.______________________________ having their Registered / Head Office at _________________________(hereinafter called the Tenderer) wish to participate in the said tender for _________________________________________________________________ As an irrevocable Bank Guarantee against Earnest Money for the amount of ______________ is required to be submitted by the Tenderer as a condition precedent for participation in the said tender which amount is liable to be forfeited on the happening of any contingencies mentioned in the Tender Document. We, the ____________________________________ Bank at_____________________________ having our Head Office ________________________________________________________ (Local Address) guarantee and undertake to pay immediately on demand without any recourse to the tenderers by GAIL (India) Ltd., the amount________________ ____________________ without any reservation, protest, demur and recourse. Any such demand made by GAIL, shall be conclusive and binding on us irrespective of any dispute or difference raised by the Tenderer. This guarantee shall be irrevocable and shall remain valid upto ____________ [this date should be 6 months after the date finally set out for closing of tender]. If any further extension of this guarantee is required, the same shall be extended to such required period on receiving instructions from M/s.__________________________________________________________________________ whose behalf this guarantee is issued. In witness whereof the Bank, through its authorised officer, has set its hand and stamp on this ___________day of ____________200 __at____________. WITNESS: (SIGNATURE) (SIGNATURE) (NAME) (NAME) Designation with Bank Stamp (OFFICIAL ADDRESS) Attorney as per Power of Attorney No.________ Date:________________________


INSTRUCTIONS FOR FURNISHING BID-GUARANTEE

BANK GUARANTEE

1. The Bank Guarantee by bidders will be given on non-judicial stamp paper as per stamp duty applicable. The non-judicial stamp paper should be in the name of the issuing bank. In case of foreign bank, the said banks guarantee to be issued by its correspondent bank in India on requisite non-judicial stamp paper.

2. The expiry date as mentioned in bid document should be arrived at by adding 2 months to the date of expiry of the bid validity unless otherwise specified in the Bid Documents.

3. The bank guarantee by bidders will be given from bank as specified in ITB

4. A letter from the issuing bank of the requisite Bank Guarantee confirming that said bank guarantee /all future communication relating to the Bank Guarantee shall be forwarded to the Employer at its address as mentioned at ITB.

5. Bidders must indicate the full postal address of the bank along with the bank’s E-mail/ Fax/. From where the earnest money bond has been issued.

6. If a bank guarantee is issued by a commercial bank, then a letter to Employer confirming its net worth is more than Rs. 1,000,000,000/- (Rupees one hundred crore) or equivalent.


F-4A

FORMAT FOR LETTER OF CREDIT FOR BID SECURITY To, (Beneficiary) GAIL(INDIA) LIMITED, 16, BHIKAIJI CAMA PLACE, R.K. PURAM, NEW DELHI 110066 (INDIA) ___________________ ___________________ Irrevocable and confirmed Letter of Credit No…………………………………… Amount : Rs./US$ Validity of this Irrevocable : …………………………………………(in India) Letter of Credit (2 months beyond validity of offer) Dear Sir, You are here by authorized to draw on………………….. (Name of Applicant with full address) for a sum not exceeding……………………available by your demand letter (draft) on them at sight drawn for…………………..Rs./US$ accompanied by a certificate by GAIL (India) Ltd., with the Tender No. duly incorporated therein, that one or more of the following conditions has/have occurred, specifying the occurred condition(s) :

(i) The bidder withdraws its Bid during the period of Bid validity or any extension thereof duly agreed by the Bidder.

(ii) The Bidder varies or modifies its Bid in a manner not acceptable to GAIL (India) Ltd. during the period

of bid validity or any extension thereof duly agreed by the Bidder. (iii) The Bidder, having been notified of the acceptance of its Bids, (a) Fails or refuses to execute the supply order/contract

(b) Fails or refuses to furnish the Contract Performance Security within 30 days before expiry of bid Security.

(c) Fails to accept arithmetic corrections as per tender conditions. 2. This Irrevocable Letter of Credit has been established towards Bid Security Tender No………………for

………………..(item) 3. We hereby guarantee to protect the Drawers, Endorsers and bonafide holders from any consequences which

may arise in the event of the non-acceptance or non-payment of Demand Letter (draft) in accordance with the terms of this credit.

4. This Credit is issued subject to the Uniform Customs and Practices for Documentary Credits (1993 Revised)

International Chamber of Commerce brochure No. 500. 5. Please obtain reimbursement as under : …………………………………………. 6. All foreign as well as Indian bank charges will be on the account of M/s

………………………………………………………(Applicant) FOR……………………….. Authorised Signature (Original Bank) Counter Signature


F-5 LETTER OF AUTHORITY

PROFORMA FOR LETTER OF AUTHORITY FOR ATTENDING AND SUBSEQUENT NEGOTIATIONS/CONFERENCES

No. Date:


Dear Sir,

We _____________________________________ hereby authorize following representative(s) to attend un-priced bid opening and price bid opening and for any other correspondence and communication against above Bidding Document:

1) Name & Designation _______________________ Signature _________________

2) Name & Designation _______________________ Signature _________________

We confirm that we shall be bound by all commitments made by aforementioned authorised representatives.

Yours faithfully,

Signature

Name & Designation

For and on behalf of

Note: This letter of authority should be on the letterhead of the bidder and should be signed by a person competent and having the power of attorney to bind the bidder.

Not more than two persons are permitted to attend techno –commercial un-priced and price bid opening.


F-6

NO DEVIATION CONFIRMATION To GAIL(INDIA) LIMITED, 16, BHIKAIJI CAMA PLACE, R.K. PURAM, NEW DELHI 110066 (INDIA)

Dear Sir,

We understand that any deviation/exception in any form may result in rejection of bid. We, therefore, certify that we have not taken any exceptions/deviations anywhere in the bid and we agree that if any deviation/exception is mentioned or noticed, our bid may be rejected.

(SEAL AND SIGNATURE OF BIDDER)


F-7

CERTIFICATE


Dear Sir,

If we become a successful bidder and pursuant to the provisions of the Bidding Documents award is given to us for ----------------------------- for one or more Warehouses the following certificate shall be automatically enforceable:

“We agree and acknowledge that the Employer is entering into the Agreement solely on its own behalf and not on behalf

of any other person or entity. In particular, it is expressly understood and agreed that the Government of India is not a

party to the Agreement and has no liabilities, obligations or rights there under. It is expressly understood and agreed that

the Employer is authorised to enter into Agreement, solely on its own behalf under the applicable laws of India. We

expressly agree, acknowledge and understand that the Employer is not an agent, representative or delegate of the

Government of India. It is further understood and agreed that the Government of India is not and shall not be liable for

any acts, omissions, commissions, breaches or other wrongs arising out of the Agreement. Accordingly, we hereby

expressly waive, release and forego any and all actions or claims, including cross claims, VIP claims or counter claims

against the Government of India arising out of the Agreement and covenants not to sue to Government of India as to any

manner, claim, cause of action or things whatsoever arising of or under the Agreement.”

Seal and Signature of Bidder


F-8

DETAILS OF SIMILAR WORK DONE DURING PAST FIVE YEARS

Description of the work

Location of the work

Full Postal Address and phone nos of Client & Name of Officer-in-Charge

Value of Contract

Date of Commence-ment of Work

Scheduled Completion Time (Months)

Date of Actual Completion

Reasons for delay in project completion, if any

Note: Copies of Letter of awards and completion certificate for the above works to be enclosed.

The Work completed earlier than three years need not be indicated here

The list of work, not of similar nature need not be indicated here

Failing to comply aforementioned instructions may lead to rejection of bid.

SEAL AND SIGNATURE OF BIDDER


F-9

PRESENT COMMITMENTS OF THE BIDDER

Full Postal Address and phone nos of Client & Name of Officer-in-Charge

Description of the Work

Date of Commencement of Work

Scheduled Comp. Period

%Age Comp. as on Date

Expected Date of Completion

Remarks

Note: This list must be a full list of all type of works in hand.

SEAL AND SIGNATURE OF BIDDER


F-10 PROFORMA OF BANK GUARANTEE FOR CONTRACT PERFORMANCE SECURITY

(ON NON-JUDICIAL PAPER OF APPROPRIATE VALUE) To GAIL(INDIA) LIMITED, 16, BHIKAIJI CAMA PLACE, R.K. PURAM, NEW DELHI 110066 (INDIA) Dear Sirs, M/s __________________________________________________________________ have been awarded the work of ___________________________________________________________ for GAIL ( INDIA) LTD. , 16, Bhikaiji Cama Place, R.K. Puram, NEW DELHI. The Contracts conditions provide that the CONTRACTOR shall pay a sum of Rs._____________ (Rupees as full Contract Performance Guarantee in the form therein mentioned. The form of payment of Contract Performance Guarantee includes guarantee executed by Nationalized Bank, undertaking full responsibility to indemnify GAIL ( INDIA) LTD. , in case of default. The said_______________________________________________ has approached us and at their request and in consideration of the premises we having our office at ______________________________ have agreed to give such guarantee as hereinafter mentioned. 1. We ___________________________________________________________________ hereby undertake and

agree with you that if default shall be made by M/s__________________________________ in performing any of the terms and conditions of the tender or in payment of any money payable to GAIL ( INDIA) LTD. we shall on demand pay without any recourse to the contractor to you in such manner as you may direct the said amount of Rupees _____________________________ only or such portion thereof not exceeding the said sum as you may from time to time require.

2. You will have the full liberty without reference to us and without affecting this guarantee, postpone for any time or

from time to time the exercise of any of the powers and rights conferred on you under the contract with the said _____________________________________ and to enforce or to forbear from endorsing any powers or rights or by reason of time being given to the said __________________________ which under law relating to the sureties would but for provision have the effect of releasing us.

3. Your right to recover the said sum of Rs.____________________________________

(Rupees_______________________________________) from us in manner aforesaid will not be affected or suspended by reason of the fact that any dispute or disputes have been raised by the said M/s.___________________________ and/or that any dispute or disputes are pending before any officer, tribunal or court.

4. The guarantee herein contained shall not be determined or affected by the liquidation or winding up dissolution or

changes of constitution or insolvency of the said but shall in all respects and for all purposes be binding and operative until payment of all money due to you in respect of such liabilities is paid.

5. This guarantee shall be irrevocable and shall remain valid upto______________ If any further extension of this

guarantee is required, the same shall be extended to such required period on receiving instruction from M/s.___________________________________________________ on whose behalf this guarantee is issued.

6. The Bank Guarantee’s payment of an amount is payable on demand and in any case within 48 hours of the

presentation of the letter of invocation of Bank Guarantee. Should the banker fail to release payment on demand, a penal interest of 18% per annum shall become payable immediately and any dispute arsing out of or in relation to the said Bank Guarantee shall be subject to the jurisdiction of Delhi Courts.

7. We have power to issue this guarantee in your favour under Memorandum and Articles of Association and the

undersigned has full power to do under the Power of Attorney dated ___________ granted to him by the Bank. Yours faithfully, ___________________________Bank By its Constituted Attorney Signature of a person duly authorised to sign on behalf of the Bank.


INSTRUCTIONS FOR FURNISHING CONTRACT PERFORMANCE SECURITY

1. The Bank Guarantee by successful bidder(s) will be given on non-judicial stamp paper as per stamp duty applicable. The non-judicial stamp paper should be in name of the issuing bank. In case of foreign bank, the said bank guarantee to be issued by its correspondent bank in India on requisite non-judicial stamp paper and place of bid to be considered as Delhi.

2. The bank guarantee by bidders will be given from bank as specified in ITB.

3. A letter from the issuing bank of the requisite Bank Guarantee confirming that said bank guarantee and all future communication relating to the Bank Guarantee shall be forwarded to Employer

4. If a bank guarantee is issued by a commercial bank, then a letter to Employer and copy to Consultant confirming its net worth is more than Rs. 1,000,000,000/- (Rupees one hundred crore). or its equivalent in foreign currency along with a documentary evidence.


F - 11

BIDDER’S CONFIRMATION Bidder’s Name M/s ............................. TENDER No................................ Offer Ref................................ This Questionnaire duly filled in should be returned along with each copy of Un-priced Bid. Clauses confirmed hereunder should not be repeated in the Bid. --------------------------------------------------------------------------------------------------------------------------- S. No. Description Bidder's Confirmation --------------------------------------------------------------------------------------------------------------------------- 1. Confirm that the offer shall remain valid for acceptance up to 4 months from Final Bid Due Date/Date of Opening of Bids.

2. Confirm that quoted prices shall remain firm till completion of Job.

3. Please confirm that prices are quoted in INR only

4. Confirm acceptance of Completion period as per requirement Specified in TENDER (to be reckoned from date of Fax of Intent)

5. Confirm that documents listed/sought in tender have been submitted.

6. Confirm acceptance of Price Reduction Schedule (PRS) for delay in completion beyond contractually agreed completion schedule as specified in the TENDER.

7. Confirm that in case of delay in completion beyond

contractual completion date the invoice shall be submitted for the amount duly reduced to the extent of PRS against each phase.

8. Confirm acceptance of relevant Terms

of Payment as specified in the TENDER. [Payment terms indicated in TENDER do not provide for any advance payment to be made to the bidder(s)].


--------------------------------------------------------------------------------------------------------------------------- S. No. Description Bidder's Confirmation --------------------------------------------------------------------------------------------------------------------------- 9. Confirm that Contract Performance Bank Guarantee

(CPBG)/ Security Deposit for 10% of order/contract value shall be furnished within 15 days of Fax of Intent, valid for 3 months beyond the expiry of Guarantee/Warranty period or Contract Period as per terms of TENDER.

10. Confirm acceptance in toto of the Terms & Conditions

contained in- i) Instructions to Bidders

ii) General Conditions of Contract (GCC). iii) Special Conditions of Contract (SCC)

iv) Specs./Scope of work v) All other commercial documents/ attachments

of TENDER. 11. Confirm that all Bank charges associated with Bidder’s

Bank shall be borne by Bidder. 12. Please confirm whether you are a Micro or Small or Medium Enterprise Yes / No as per MSME Development Act 2006 If Yes, submit copy of requisite documents from appropriate authorities. BIDDER CONFIRMS THAT IN CASE OF CONFLICTING VERSION OF VARIOUS TERMS & CONDITIONS AT DIFFERENT PLACES, THE CONFIRMATION FURNISHED AS ABOVE SHALL BE CONSIDERED OVER-RIDING AND FINAL AND ANY OTHER DEVIATION INDICATED ELSEWHERE SHALL BE TREATED AS REDUNDANT.

Signature ________________________ Name ________________________ Designation ________________________ Office Stamp ________________________ Tel No. ________________________ Fax No. ________________________

_______________


CHECK LIST FOR SUBMISSION OF DOCUMENTS Bidder is requested to fill this check list and ensure that all detail / documents have been furnished as called for in the Bidding Document along with duly filled in, signed & stamped checklist with each copy of the “Un-priced bid (Part-I)”. Please tick the box and ensure compliance:

1.0 EMD of requisite amount is submitted in the form of DD/BG from any scheduled bank as mentioned in RFQ.

Submitted in the form of DD/BG DD No. ___________ Dated __________ Drawn on ___________________

BG No. ___________ Dated __________ Valid up to (06 months from the due date of opening of bid) ___________________

2.0 Submission of documents as per tender 3.0 Validity of offer is up to four (04) months from the final date of opening of Techno-

commercial part. Yes

4.0 Power of Attorney in favour of person who has signed the offer in stamp paper of appropriate

Value. Submitted

5.0 Partnership Deed in case of partnership firm and Articles of Association in case of limited company. Submitted

6.0 Copy of the P. F. Registration certificate issued by the P. F. Authorities.

Submitted: P. F. No:_________________________

7.0 Copy of ESIC certificate Submitted ESIC no:_________________________

8.0 Original bidding document along with blank (un-priced) copy of price bid (Schedule

of Rates) and addendum / corrigendum, if any. All pages / documents are stamped and signed by the authorized signatory of the bidder towards acceptance of terms and conditions of the tender: Submitted

9.0 No deviation confirmation in the proforma enclosed submitted 10.0 Copy of blank Schedule of rates (i. e. without prices) duly Signed & Stamped. 11.0 COPY OF PAN CARD & SERVICE TAX REGISTRATION CERTIFICATE

SIGNATURE & NAME OF BIDDER : _____________________________


PROFORMA FOR CONTRACT AGREEMENT

LOA No. GAIL / dated -----------

Contract Agreement for the work of ----------------- of GAIL (INDIA) Ltd. made on ------

---- between (Name and Address)------------- , hereinafter called the “CONTRACTOR”

(which term shall unless excluded by or repugnant to the subject or context include its

successors and permitted assignees) of the one part and GAIL (INDIA) LIMITED

hereinafter called the “EMPLOYER” (which term shall, unless excluded by or

repugnant to the subject or context include its successors and assignees) of the other

part.

WHEREAS

A. The EMPLOYER being desirous of having provided and executed certain work

mentioned, enumerated or referred to in the Tender Documents including Letter

Inviting Tender, General Tender Notice, General Conditions of Contract, Special

Conditions of Contract, Specifications, Drawings, Plans, Time Schedule of

completion of jobs, Schedule of Rates, Agreed Variations, other documents has

called for Tender.

B. The CONTRACTOR has inspected the SITE and surroundings of WORK specified

in the Tender Documents and has satisfied himself by careful examination before

submitting his tender as to the nature of the surface, strata, soil, sub-soil and

ground, the form and nature of site and local conditions, the quantities, nature and

magnitude of the work, the availability of labour and materials necessary for the

execution of work, the means of access to SITE, the supply of power and water

thereto and the accommodation he may require and has made local and independent

enquiries and obtained complete information as to the matters and thing referred to,

or implied in the tender documents or having any connection therewith and has

considered the nature and extent of all probable and possible situations, delays,

hindrances or interferences to or with the execution and completion of the work

to be carried out under the CONTRACT, and has examined and considered all

other matters, conditions and things and probable and possible contingencies, and

generally all matters incidental thereto and ancillary thereof affecting the


execution and completion of the WORK and which might have influenced him in

making his tender.

C. The Tender Documents including the Notice Letter Inviting Tender, General

Conditions of Contract, Special Conditions of Contract, Schedule of Rates, General

Obligations, SPECIFICATIONS, DRAWINGS, PLANS, Time Schedule for

completion of Jobs, Letter of Acceptance of Tender and any statement of agreed

variations with its enclosures copies of which are hereto annexed form part of this

CONTRACT though separately set out herein and are included in the expression

“CONTRACT” wherever herein used.

AND WHEREAS

The EMPLOYER accepted the Tender of the CONTRACTOR for the provision and the

execution of the said WORK at the rates stated in the schedule of quantities of the work

and finally approved by EMPLOYER (hereinafter called the "Schedule of Rates") upon the

terms and subject to the conditions of CONTRACT.

NOW THIS AGREEMENT WITNESSETH AND IT IS HEREBY AGREED AND

DECLARED AS FOLLOWS:-

1. In consideration of the payment to be made to the CONTRACTOR for the WORK

to be executed by him, the CONTRACTOR hereby covenants with EMPLOYER

that the CONTRACTOR shall and will duly provide, execute and complete the

said work and shall do and perform all other acts and things in the CONTRACT

mentioned or described or which are to be implied there from or may be

reasonably necessary for the completion of the said WORK and at the said times

and in the manner and subject to the terms and conditions or stipulations

mentioned in the contract.

2. In consideration of the due provision execution and completion of the said

WORK, EMPLOYER does hereby agree with the CONTRACTOR that the

EMPLOYER will pay to the CONTRACTOR the respective amounts for the

WORK actually done by him and approved by the EMPLOYER at the Schedule

of Rates and such other sum payable to the CONTRACTOR under provision of

CONTRACT, such payment to be made at such time in such manner as provided

for in the CONTRACT.


A N D 3. In consideration of the due provision, execution and completion of the said

WORK the CONTRACTOR does hereby agree to pay such sums as may be due

to the EMPLOYER for the services rendered by the EMPLOYER to the

CONTRACTOR, such as power supply, water supply and others as set for in

the said CONTRACT and such other sums as may become payable to the

EMPLOYER towards the controlled items of consumable materials or towards

loss, damage to the EMPLOYER'S equipment, materials construction plant and

machinery, such payments to be made at such time and in such manner as is

provided in the CONTRACT.

It is specifically and distinctly understood and agreed between the EMPLOYER

and the CONTRACTOR that the CONTRACTOR shall have no right, title or

interest in the SITE made available by the EMPLOYER for execution of the

works or in the building, structures or work executed on the said SITE by the

CONTRACTOR or in the goods, articles, materials etc., brought on the said SITE

(unless the same specifically belongs to the CONTRACTOR) and the

CONTRACTOR shall not have or deemed to have any lien whatsoever charge

for unpaid bills will not be entitled to assume or retain possession or control of

the SITE or structures and the EMPLOYER shall have an absolute and

unfettered right to take full possession of SITE and to remove the

CONTRACTOR, their servants, agents and materials belonging to the

CONTRACTOR and lying on the SITE.

The CONTRACTOR shall be allowed to enter upon the SITE for execution of

the WORK only as a licensee simpliciter and shall not have any claim, right,

title or interest in the SITE or the structures erected thereon and the

EMPLOYER shall be entitled to terminate such license at any time without

assigning any reason.

The materials including sand, gravel, stone, loose, earth, rock etc., dug up or excavated from the said SITE shall, unless otherwise expressly agreed under this CONTRACT, exclusively belong to the EMPLOYER and the CONTRACTOR shall have no right to claim over the same and such excavation and materials should be disposed off on


account of the EMPLOYER according to the instruction in writing issued from time to time by the ENGINEER-IN-CHARGE.

In Witness where of the parties have executed these presents in the day and the year first

above written.

Signed and Delivered for and on Signed and Delivered for and

on behalf of EMPLOYER. on behalf of CONTRACTOR.

GAIL (INDIA) LIMITED (NAME OF CONTRACTOR) _______________________________ ____________________________

_______________________________ ____________________________

Date :___________ Date :____________

Place:___________ Place:____________

IN PRESENCE OF TWO WITNESSES 1.___________________________ 1________________________

___________________________ ________________________

___________________________ ________________________

___________________________ ________________________

2.___________________________ 2________________________

___________________________ ________________________ __________________________ ________________________

___________________________ ________________________


GAIL (INDIA) LIMITED NEW DELHI

GENERAL PURCHASE CONDITIONS

1. Consignee: C & P In-charge, GAIL (India) Ltd, GAIL Bhawan, 16, Bhikaiji Cama Place, R.K. Puram,

New Delhi 110066. Any expenditure and/or demurrage incurred in respect of a wrong delivery shall be recovered from supplier.

2. Quotation, duly sealed & superscribed with the tender/enquiry no., bid opening date and the words

‘QUOTATION – DO NOT OPEN’, should this office on or before 1400 hrs on the due date of opening along with samples, if required, failing which your offer will not be considered. Quotations received late are liable to be rejected. Quotations will be opened on the due date at 1500 hrs in the presence of tenderers/authorized representatives of tenderers, who may intend/like to participate. Quotations received late by post or other means are liable to be rejected.

3. Local Sales Tax and Central Sales Tax registration Nos. must be mentioned in the quotation. 4. Rate should be given according to unit mentioned in NIT and no alternative unit will be considered. 5. Offers subject to prior sale will not be considered. 6. Revised offer or post-bid modification of offer after the opening date will not be considered. 7. The required quantities at the time of placement of order can be changed upto ± 25% of the quantities

specified in enquiry. 8. Price /Purchase Preference: Price/Purchase preference shall be applicable as per Govt.

rules/guidelines in vogue.

9. Price Reduction Schedule for delayed delivery: In case of delivery of equipment/materials or delay in completion, total contract price shall be reduced by ½% (half percent) of the total contract price per complete week of delay or part thereof subject to a maximum of 5% (five percent) of the total contract price. In case of delay in delivery on the part of Seller, the invoice shall be reduced proportionately for the delay and payment shall be released accordingly. In the event the invoice value is not reduced proportionately for the delay, the PURCHASER may deduct the amount so payable by SELLER from any amount falling due to the SELLER or by recovery against performance guarantee.

Both the Seller and Purchaser agree that the above percentages of price reduction are genuine pre-estimates of the loss/damage which the Purchaser would have suffered on account of delay/breach on the part of Seller and the said amount will be payable on demand without there being any proof of the actual loss/or damage caused by such breach/delay. Decision of the Purchaser in the matter of applicability of price reduction shall be final and binding on the Seller.

10. (a) Quotation/bids should accompany Earnest Money Deposit (EMD) IF INDICATED IN NIT, in the

form of (a) Bank Draft / Banker’s cheque in favour of ‘GAIL (India) Limited, payable at New Delhi or (b) Bid bond valid for a period of three months beyond bid validity. Quotations without EMD/Bid Bond are likely to be rejected.

However, no earnest money will be necessary for - Purchases from PSU’s & Firms registered with NSIC provided they are registered upto the monetary limits for the items indented against the tender

(b) EMD/Bid bond shall be forfeited, if the bidder –

i) Withdraws bid/changes quoted rates/modifies terms and conditions of the bid, without the consent of GAIL within bid validity period including extension thereof

ii) Fails to accept the order iii) Fails to submit the Contract cum Equipment Performance Bank Guarantee (CPBG) /

Security Deposit pursuant to placement of order

(c) EMD of unsuccessful bidders will be released on finalisation of order. (d) EMD of successful bidder shall be adjusted towards Security deposit or shall be released on

submission of CPBG/SD

(e) The EMD/SD/CPBG is to be issued by following bank/financial institution. TENDER FOR RATE CONTRACT FOR A4 SIZE COPIER PAPER of 46

(i) Bank Guarantees towards bid security from any Indian scheduled bank or a branch of

an international bank situated in India and registered with Reserve Bank of India as scheduled foreign bank in case of Indian bidder and from any reputed international bank or Indian scheduled bank in case of foreign bidder may be accepted. However, other than the nationalized Indian bank, the banks whose BG are furnished, must be commercial bank having net worth in excess of Rs 100 crores and a declaration to this effect should be made by such commercial bank either in the bank guarantee itself or separately on a letter head.

(ii) Similarly bank guarantee towards performance may be accepted from any Indian scheduled bank or branch of an international situated in India in case of Indian bidder as well as foreign bidder. However, other than the Nationalised Indian banks, the banks whose BG are furnished, must be commercial bank having net worth in excess of Rs 100 crores and a declaration to this effect should be made by such commercial bank either in the bank guarantee it self or separately on a letter head.

(iii) Guarantee towards bid security/contract and equipment performance payment may also be acceptable from all India level public financial institutions on case to case basis meeting the following criteria :

(a) The institution is an all India level public financial institution. (b) It should be rated AAA of any rating agency like CRISIL. (c) The institutions should be authorized by way of law/its memorandum to

issue such guarantee.

11. Performance Guarantee (CPBG): In case the basic order value exceeds Rs 1.0 (One) lakh, the seller shall within 15 days after the receipt of order, furnish Performance Guarantee in the form of Bank Guarantee/irrevocable Letter of Credit to GAIL, in the format provided in the bidding documents, for an amount equivalent to 10% of the basic value of contract. The proceeds of the Performance Guarantee shall be appropriated by GAIL as compensation for any loss resulting from the Seller’s failure to complete his obligations under the contract without prejudice to any rights or remedies the purchaser may be entitled to as per the terms and conditions of the contract. The performance guarantee shall be denominated in the currency of the contract. The performance guarantee shall be valid for the duration of 90 days beyond the expiry of Warrantee/Guarantee period. The Bank Guarantee will be discharged by GAIL not later than 6 months from the date of expiration of the Seller’s entire obligations, under the contract.

12. When stores are rejected by the consignee, the same will be intimated to the supplier with the details of

such rejected stores as well as the reason for their rejections and that the material will be lying at the consignee’s premises at the risk and cost of supplier. The supplier will also be called upon either to remove the materials or to give instructions as to their disposal within 14 days and in the case of dangerous/infested and perishable materials within 48 hrs, failing which the consignee will either return the materials to the supplier on freight to pay or otherwise dispose them off at the supplier’s risk and cost. The consignee will also intimate the concerned paying authority, quantity of the material so rejected so as to recover the freight charges from the supplier. The purchaser shall also be entitled to recover handling and stores charges for the period during which the rejected stores are not removed @ 5% of the stores for each month or part of a month till the rejected stores are finally disposed off.

13. Warranty :

The supplier shall warrant that everything to be furnished hereunder shall be free from all defects and faults in material, workmanship and manufacture and shall be of the highest grade and consistent with the established and generally accepted standards of the materials of the type offered and in full conformity with the specifications drawings or samples, if any, and shall if operable, operate, properly. This warranty shall survive inspection of payment for and acceptance of the goods but shall expire 12 months from the date of commissioning / operations or 24 months from the date of despatch, whichever is earlier.

14. It should be noted that if an order is placed on a higher tenderer as a result of this tender, in preference

to the lowest acceptable offer, in consideration of an earlier delivery, the supplier will be liable to pay to GAIL the difference between the ordered rate and the rate quoted by the lowest acceptable tenderer in case he fails to complete the supply in terms of such order within the date of delivery specified in the tender and incorporated in the order. This is without prejudice to other rights under terms of order.

15. Limitation of Liability: Notwithstanding anything contrary contained herein, the aggregate total liability

of Seller under the agreement or otherwise shall be limited to 100% of order price. However, neither party shall be liable to the other for any indirect and consequential damages, loss of profits or loss of production


16. 50% of ordered quantity may be reordered on the same rates, terms & conditions during the delivery period including any extension thereof or within six months from the date of original supply order, whichever is later.

17. Termination of Contract: The PURCHASER may, without prejudice to any other remedy for breach of

contract, by written notice of default sent to the Seller, terminate the contract in whole or part –

a) If the Seller fails to deliver any or all of the goods within the time period/(s) specified in Contract; or

b) If the Seller fails to perform any other obligation(s) under the Contract and c) If the seller, in either of the above circumstances, does not cure his failure within a period

of 30 days (or such longer period as the Purchaser may authorize in writing) after receipt of the default notice from the Purchaser

In the event the Purchaser terminates the contract in whole or part, the Purchaser may procure, upon such terms and in such manner as it deems appropriate, goods similar to those undelivered and the Seller shall be liable to the Purchaser for any excess costs for such similar goods. However, the Seller shall continue performance of the Contract to the extent not terminated. In case of termination of contract herein setforth except under conditions of FORCE MAJEURE and termination after expiry of contract, the vendor shall be put under holiday [i.e. neither any enquiry will be issued to the party by GAIL (India) Ltd.. against any type of tender of tender not their offer will be considered by GAIL against any ongoing tender(s) where contract between GAIL and that particular vendor (as a bidder) has not been finalized] for a period of three years from the date of termination by GAIL (India) Ltd. to such vendor. The Purchaser may at any time, terminate the contract by giving written notice to the Seller, without compensation to the Seller, if the Seller becomes bankrupt or otherwise insolvent, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Purchaser.

18. FORCE MAJEURE : Shall mean and be limited to the following –

(a) War / Hostilities (b)Riot or Civil Commotion (c) Earthquake, flood, tempest, lighting or other natural disasters (d) Restrictions imposed by the Government or other statutory bodies which prevents or delays the execution of the Contract by the Seller The Seller shall advise Purchaser/Consultant by a registered letter duly certified by the local Chamber of Commerce or statutory authorities, the beginning and end of the above causes of delay within seven (7) days of the occurrence and cessation of such Force Majeure conditions, In the event of delay lasting over one month, if arising out of causes of Force Majeure, Purchaser reserves the right to cancel the Contract and the provisions governing termination stated under Article 20 above shall apply.For delays arising out of Force Majeure, the Seller shall not claim extension in completion date for a period exceeding the period of delay attributable to the causes of Force Majeure and neither Purchaser nor Seller shall be liable to pay extra costs provided it is mutually established that Force Majeure conditions did actually exist. Seller shall categorically specify the extent of Force Majeure conditions prevalent in their works at the time of submitting their bid and whether the same have been taken into consideration or not in their quotations. In the event of any Force Majeure conditions, the Seller or the Purchaser shall not be liable for delays in performing their obligations under this order and the delivery dates will be extended to the Seller without being subject to price reduction for delayed deliveries, as stated elsewhere.

19. FALL CLAUSE (i) The price charged for the stores supplied under the contract/ supply order by the supplier shall

in no event exceed the lowest price at which the supplier or his agent/principal/dealer, as the case may be, sells the stores or offer to seek stores of identical description to any person / organizations including the purchaser or any department of the Central Govt. or any Deptt. of a State Govt. or any Statutory Undertaking of the Central or State Govt. as the case may be, during the currency of the supply order.

(ii) If at any time during the said period the supplier or his agent/principal/dealer, as the case may

be, reduces the sale price, sells or offers to sell such stores to any persons/ organizations including the purchaser of any Deptt. of Central Govt. or any Deptt. of a State Govt. or any Statutory Undertaking of the Central or State Govt. as the case may be, at a price lower than the price chargeable under the order, he shall forthwith notify such reduction or sale or offer of sale to the Purchase Authority who has issued this order and the price payable under the order for the materials supplied after the date of coming into force of such reduction or sale or offer of sale stand correspondingly reduced. The above stipulation will, however, not apply to: (a) Exports by the Contractor/Supplier or (b) Sale of goods as original equipment at prices lower TENDER FOR RATE CONTRACT FOR A4 SIZE COPIER PAPER

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than the prices charged for normal replacement (c) Sale of goods such as drugs which have expiry dates.

(iii) The Supplier shall furnish the following certificate to the concerned Paying Authority alongwith

each bill for payment for supplies made against this supply order: "I/We certify that there has been no reduction in sale price of the items/goods/materials of description identical to the stores supplied to the GAIL under the order herein and such items/goods/materials have not been offered/sold by me/us to any person/organization including the purchaser or any Deptt. of Central Govt. or any Deptt. of a State Govt. or any Statutory Undertaking of the Central or State Govt. as the case may be upto the date of bill/during the currency of the order whichever is later, at a price lower than the price charged to GAIL under the order, except for quantity of stores categories under sub-clauses (a), (b) and (c) of sub para (ii) above, of which details shall be furnished by the supplier.

20. ARBITRATION

All disputes, controversies, or claims between the parties (except in matters where the decision of the Engineer-in-Charge is deemed to be final and binding) which cannot be mutually resolved within a reasonable time shall be referred to Arbitration by sole arbitrator.

The Purchaser [GAIL (I) Ltd.] shall suggest a panel of three independent and distinguished persons to the other party (Bidder/Contractor/Supplier/Buyer as the case may be) to select any one among them to act as the sole Arbitrator. In the event of failure of the other party to select the Sole Arbitrator within 30 days from the receipt of the communication suggesting the panel of arbitrators, the right of selection of sole Arbitrator by the other party shall stand forfeited and the owner shall have discretion to proceed with the appointment of the sole Arbitrator. The decision of the owner on the appointment of Sole Arbitrator shall be final and binding on the parties.

The award of the Sole Arbitrator shall be final and binding on the parties and unless directed/awarded otherwise by the Sole Arbitrator, the cost of arbitration proceedings shall be shared equally by the PARTIES. The arbitration proceeding shall be in English language and the venue shall be at New Delhi, India. Subject to the above, the provisions of (Indian) Arbitration & Conciliation Act, 1996 and the rules framed there under shall be applicable. All matters relating to this contract are subject to the exclusive jurisdiction of the Courts situated in the State of Delhi (India).Seller may please note that the Arbitration & Conciliation Act 1996 was enacted by the Indian Parliament and is based on United Nations Commission on International Trade Law (UNCITRAL model law), which were prepared after extensive consultation with Arbitral Institutions and centers of International Commercial Arbitration. The United Nations General Assembly vide resolution 31/98 adopted the UNCITRAL Arbitration rules on 15 December, 1976. The parties shall continue to fulfill their respective obligations under the CONTRACT during the tendency of any such proceedings and no payment due or payable to the Seller shall be withheld on account of such proceedings.


REQUEST FOR QUOTATION

TO,GAIL WEBSITE VENDORIndiaVendor Code - 101019938

RFQ No.: GAIL/ND/09/0033/3200056993/C&P/20024866 Dated : 06.10.2009

Kind Attn : Mr/Ms

Dear Sir/Madam,GAIL (India) Ltd. invites you to submit your offer in sealed envelope superscribing RFQ No. & Due date for thefollowing services in complete accordance with enquiry documents/attachments:

Name of work : Rate Contract for supply of A4 size Copier Paper

Bid Due Date & Time : 27.10.2009 at 14:00 HrsOpening of Bids on : 27.10.2009 at 15:00 Hrs (In case of Two Bid system

tender,unpriced bids shall be opened.)Validity of Offer Upto : 26.02.2010.

Bids complete in all respects should reach office of Incharge (C&P), GAIL (India) Ltd., at the above addresson or before 14.00 hrs of the scheduled date. Bids received after the due date and time are liable to be rejected.

GAIL reserves the right to accept or reject any or all tenders received at its absolute discretion without assigningany reason whatsoever.

Thanking You,

Yours truly,For & on behalf ofGAIL (India) Ltd.

(Authorised Signatory)


Tender No.: ND/09/0033

SCHEDULE OF RATES Out. lev.Item No. Service Description Qty. UOM Rate Amount

ITEM 00001 PAPER,XEROX,A4 10,000 REAMS Plant : 1010,Corporate Services - New Delhi Quotation Item 00000 Total Value : (INCLUDING TAXES) TOTAL QUOTATION VALUE : (INCLUDING TAXES)

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