PETROTECH 2014 Secretariat Document for Supply of Delegate Kits...PETROTECH – 2014 Secretariat 9th Floor, ... Lakh and a sample P U foam strolley bag, ... to ONGC or a bank guarantee

PETROTECH – 2014 Secretariat 9

th Floor, Jeevan Bharati Tower – II, 124-Indira Chowk,

New Delhi – 110001, India Phone: +91-11-23301170/23312607, Fax +91-11-23315207

No. PETROTECH-2014/Delegate Kits/1 18.10.2013 To, ________________ ________________

SUB : INVITATION TO BID UNDER TWO BID SYSTEM FOR SUPPLY OF BAGS

Oil and Natural Gas Corporation Limited, (ONGC), on behalf and for the benefit of Petrotech Society, (a non-profit organization registered under the Societies Registration Act 1860 to work for the development of Oil & Gas Industry, organize meetings, seminars, exhibitions etc., promote research and undertake other activities for the development of Oil and Gas Industry, with its registered office at 601-603, 6th Floor-Tolstoy House, Tolstoy Marg, New Delhi 110001) invites sealed bids under two bid system from eligible bidders for supply of 3500 nos. of PU Foam Conference strolley bags for distribution to delegates of PETROTECH 2014 being organised at India Exposition Mart Ltd, Greater Noida. The above bags are to be supplied on or before 26/12/2013. Further details of tender are given below:- 1. Earnest Money Deposit / Bid Bond (Bank Guarantee) : Rs 1 lakh to be submitted through Demand Draft payable to ONGC or Bank Guarantee issued by any nationalized / scheduled banks valid upto 28/12/2013 as per format enclosed appendix-1 2. Bid validity upto : 30 days from the date of opening of Techno-commercial bid 3. Security Deposit/ Performance of Bank Guarantee: i) Value : 10% of supply order value ii) Validity : The PBG should be valid till 28/02/2014 The value of stamp paper for the bidders who are furnishing EMD and PBG (in case of successful bidders) in the form of Bank Guarantees: Non-judicial stamp paper of the value of Rs. 100/= 4. Correspondence:

Convenor, PETROTECH – 2014 Petrotech Secretariat Oil & Natural Gas Corporation Limited (ONGC) Jeevan Bharati Tower II, 9th Floor, Room No 2 124, Indira Chowk New Delhi – 110001, India Ph: +91-11-23301170, +91-11-23312607 Fax: +91-11-23315207 Email: [email protected]




5. The tender documents consists of: a) Specifications Annexure- 1 b) “General Terms & Conditions” as per Annexure-2 c) Price Format at Annexure-3 d) Bid Evaluation methodology at Annexure-4 6. Closing date/time for tender submission: 1400 hrs of Indian Standard Time (IST) on 28/10/2013

7. Submission of Tender : The Bids along with all supporting documents in triplicate and Earnest Money Deposit (EMD) for Rs 1 Lakh and a sample P U foam strolley bag, as per approved design, should be submitted in double sealed envelope by the due date and time to: Convenor, PETROTECH – 2014 Petrotech Secretariat Oil & Natural Gas Corporation Limited (ONGC) Jeevan Bharati Tower II, 9th Floor, Room No 2 124, Indira Chowk, New Delhi – 110001, India Ph: +91-11-23301170,+91-11-23312607 Fax: +91-11-23315207 Email: [email protected] The envelope should be marked “Supply of PU foam Conference Strolley bag for Petrotech-2014”. The technical and financial bids should be kept in two separately sealed envelopes inside the main envelope and super-scribed as ‘Technical bid’ and ‘Price Bid’ respectively. The technical bids shall be evaluated first as per Bid Evaluation Criteria and the price bids of only short listed bidders shall be opened and considered. 8. Enquiries Requests for further information or clarification of requirements may be directed to Convener, PETROTECH - 2014 (contact details above) Please note that we reserve the right to advise all parties issued with the tender, of further information/clarification of tender requirements resulting from any enquiry by any party. Offers sent without prescribed Earnest Money Deposit and sample bag as per approved design will be ignored straightway.

Yours faithfully

A. Kumaria Convener, Petrotech-2014




Annexure-1

Specification of the bag

1. Italian PU Foam bag (thickness of foam 0.8 gauge, two tone) with dimension - Height 17.5 inch

x length 12 inch x width 7 inch

2. Color: Two tone Tan with abrasive finish

3. One pocket (12 inch x 10.5 inch) with flap (6 inch x 10.5 inch) on the front of the bag. The flap

to have two Velcro strips inside for pasting

4. Two separators (for laptop and files) inside the bag with zip (Y2K Zip size 8 nos and Sun Brand

Hooks) going all around the separator

5. Back button trolley (metal with metallic silver finish) and plastic handle

6. Bag will have cloth pasted and machine stitched inside with Tafta Silk inside the front pocket

and the two separators.

7. Double Rear Strap (2 inches wide and 16 inches long) with 2/3rd length Italian foam and 1/3rd

length 1 inch plastic cloth strap of matching color.

8. Acrylic base (Black color) with two rear wheels ( 2 inch diameter) in 9 inch x 3 inches acrylic

plate

9. Acrylic stand (Black color) – 7.5 inches x 1 inch plate with two corner stands of height 1.5 inch

10. A name tag with a detachable strap with branding of PETROTECH-2014 on one side and

provision of a transparent window for inserting visiting card/nametag on the other side.

11. Max weight (when empty) – 2 kgs.

12. Total Quantity required – 3500 nos.

A sample of the bag is available in PETROTECH Secretariat. The bidder is requested to see the

sample and familiarize with the size, quality, colour & other specifications of the sample available

in PETROTECH Secretariat prior to submission of bid.




Annexure-2 GENERAL CONDITIONS

1. Your rate should clearly specify whether it is inclusive of Sales Tax and Excise Duty. If the information is

not given, your rate will be taken as inclusive of all taxes / duties / packing / delivery charges. 2. Rate should be given according to the approved design and no other alternative will be considered. 3. The Bidder should submit Earnest Money Deposit (EMD) of Rs 1 lakhs by way of Demand Draft payable

to ONGC or a bank guarantee valid till 28/12/2013 ( as per format enclosed) along with the bid .

4. Quotations will be opened on 28/10/2013 at 15.00 Hrs. You may send your representative to be present at the time of opening the quotation.

5. Your offer should be delivered to this office in sealed cover by 14.00 Hrs. on due date of opening of

quotation. 6. Supply is required to be completed by 26.12.2013. 7. The validity of the offer should be upto 28/11/2013 in respect of this tender. In the absence of period of

validity being mentioned in your offer, it will be assumed that your offer conforms to the validity asked for in this inquiry.

8. Offers without firm prices will not be considered. 9. Offers submitted after the prescribed date and time will not be considered. 11. WARRANTIES AND GUARANTEES 11.1 MATERIALS AND WORKMANSHIP Supplier shall fully warrant that the stores supplied under the order shall be new and of first quality

according to the specifications and shall be free from defects (even concealed fault, deficiency in design, Materials and Workmanship).

12. REJECTION 12.1 If ONGC / Petrotech Secretariat finds that the goods supplied are not in accordance with the approved

sample, specifications and other conditions stated in the order or are received in damaged condition (of which matter ONGC / Petrotech Secretariat will be the sole judge), ONGC / Petrotech Secretariat shall be entitled to reject the whole of the goods or the part as the case may be and intimate to the supplier the rejection without prejudice to the ONGC / Petrotech Secretariat other rights and remedies to recover from the supplier any loss which ONGC / Petrotech Secretariat may be put to, also reserving its right to forfeit the security deposit/performance bond if any made for the due fulfillment of the contract. The goods shall be removed by the supplier and if not removed within 14 days of the date of communication of the rejection ONGC / Petrotech Secretariat will be entitled to dispose off the same on account and at the risk of the supplier and after recovering the storage charges at the rate of 5% of the value of goods for each month or part of a month and the loss and expenses if any caused to the ONGC / Petrotech Secretariat, pay balance to the supplier.




13. REPLACEMENT 13.1 Rejected goods should be removed and replaced within 2 days of the date of communication of rejection. 14. SUB-LETTING AND ASSIGNMENT: 14.1 The contractor shall not, save with the previous consent in writing of the Purchase Authority, sublet,

transfer or assign the contract or any part thereof or interest therein or benefit or advantage thereof in any manner whatsoever. Provided nevertheless that any such consent shall not relieve the contractor from any obligation, duty or responsibility under the contract.

15. BREAKAGE/SHORTAGE 15.1 Claim in respect of breakage/shortages in any case shall be preferred on the supplier within two days

from the date of receipt of stores by the consignee which shall be replaced/made good by the supplier at his own cost. All risk of loss or damage to the material shall be upon the supplier till it is delivered to the purchaser/consignee.

16. SECURITY DEPOSIT / PERFORMANCE BOND / CONTRACT SECURITY

The successful bidder, within 15 days of receipt of order / letter of intent, will be required to send security deposit in the form of Bank Draft (or in lieu thereof Performance Bond, in the form of Bank Guarantee as per ONGC’s standard proforma) @ 10% of supply order value.

17. CANCELLATION OF SUPPLY ORDER:

17.1 Time and date of delivery shall be the essence of the contract. If the contractor/supplier fails to deliver to the Petrotech-2014 Secretariat, or any installment thereof within the period fixed for such delivery in the schedule or any time repudiates the contract before the expiry of such period, the purchaser may, without prejudice to any other right or remedy available to him, to cancel the contract/supply order or a portion thereof by serving prior notice to the contractor/supplier and invoke the security deposit.




Annexure-3

Price Format Bid No.____________________ Bidder’s Name ___________________ Due Date of opening _____________ Bidder’s quotation no. ______________ Date of validity of quotation _________

Sl. No.

Description of Stores

Qty. reqd.

Unit Rate per unit FOR destination

Total Price FOR destination

Signature (Seal of bidder)

Note : (1) The prices should be inclusive of taxes and duties and all charges for delivery at designated location (Delhi/NCR). (2) Valid Sales Tax Registration must be indicated on the offer. (3) The rate should be quoted in words as well in figures.




Annexure-4

Bid Evaluation Criteria:

The supplier will be selected through open tender (two bid system) with the

following qualification criteria as part of technical bid:

1. Average Turnover of the bidder for the last two financial years should be Rs. 50

lakhs or above (Enclose last two years Income Tax Return / audited financial

accounts along with copy of Pan No.)

2. The bidder should be a manufacturer of PU foam conference /s trolley bags. In

case the bidder is not a manufacturer he should furnish backup authority letter

from the concerned manufacturer authorizing him to quote on their behalf

against this tender.

3. The bidder should have at least three years' experience in manufacturing /

supplying PU foam conference / strolley bags. Copy of purchase order along with

proof of execution for each of the three years is to be given as evidence.

4. The bidder should have successfully completed at least one work order of 1000

conference / strolley bags within the last three years. He should submit

documentary proof with purchase orders and proof of supply (i.e copy of delivery

challan /invoice, etc.) .

Note: For the purpose clause no. 3 & 4 above, the period reckoned shall be the

period prior to the date of opening of the techno-commercial bid.

5. The bidder should submit a certificate stating that he or his authorized

representative has physically inspected the sample and familiarized himself with

the size, quality, colour & other specifications of the sample available at the

PETROTECH-2014 Secretariat. The bidder will have to submit a sample strolley

bag conforming to the approved sample along with the bid.




6. The bidder should confirm to comply with the delivery latest by December 26,

2013.

7. Bidder should submit Earnest Money Deposit (EMD) of Rs. 1 lakhs in the form of

Demand Draft payable to ONGC.

Special Instructions

1. Price bids of only those bidders will be opened who qualify the Bid Evaluation

Criteria.

2. The selected bidder will be asked to submit Security Deposit in the form of Bank

Draft payable to ONGC / Performance Bank Guarantee of 10 % of order value

within 7 days of issuance of LOI for supply of delegate kits.

3. Delivery schedule: The 3500 nos. of bags will have to be supplied to PETROTECH-

2014 Secretariat before or on December 26, 2013 and will be accepted only after

physical inspection.

4. The tenders would be evaluated as per bid evaluation criterion and tenders found

suitable would be short listed. Financial bids of only shortlisted bidders will be

opened and considered.




Proforma of Bank Guarantee towards Bid Security in lieu of EMD

BID BOND

Ref. No Bank Guarantee No.

Dated

To,

Convener- Petrotech-2014,

Oil & Natural Gas Corporation Ltd.

Corporate-MM, Scope Minar,

Delhi -110092, India.

Dear Sirs,

1. Whereas Oil & Natural Gas Corporation Ltd. incorporated under the Companies Act, 1956, having its

registered office at Jeevan Bharti, Tower-II, 124, Indira Chowk, New Delhi - 110001 - India and one of

its offices at IDT Campus, Dehradun (hereinafter called `ONGC' which expression shall unless repugnant

to the context or meaning thereof include all its successors, administrators, executors and assignees) on

behalf of Petrotech-2014 has floated a Tender No.---------------- and M/s ……………………… having

Head/Registered office at …………………………………….. (hereinafter called the 'Bidder' which

expression shall unless repugnant to the context or meaning thereof mean and include all its successors,

administrators, executors and permitted assignees)have submitted a bid Reference No……….. and

Bidder having agreed to furnish as a condition precedent for participation in the said tender an

unconditional and irrevocable Bank Guarantee of Indian Rupees (in figures) ……………(Indian Rupees (in

words) ……………… only) for the due performance of Bidder's obligations as contained in the terms of the

Notice Inviting Tender (NIT) and other terms and conditions contained in the Bidding documents supplied

by ONGC which amount is liable to be forfeited on the happening of any contingencies mentioned in said

documents.

2. We (name of the bank) ……………, registered under the laws of …………… having head/registered office

at …………… (hereinafter referred to as "the Bank" which expression shall, unless repugnant to the context or

meaning thereof, include all its successors, administrators, executors and permitted assignees) guarantee

and undertake to pay immediately on first demand by ONGC, the amount of Indian Rs. (in figures)

…………………(Indian Rupees (in words) …………….. only) in aggregate at any time without any demur and

recourse, and without ONGC having to substantiate the demand. Any such demand made by ONGC shall be

conclusive and binding on the Bank irrespective of any dispute or difference raised by the Bidder.

3. The Bank confirms that this guarantee has been issued with observance of appropriate laws of the country of

issue.

4. The Bank also agree that this guarantee shall be irrevocable and governed and construed in accordance with

Indian Laws and subject to exclusive jurisdiction of Indian Courts of the place from where tenders have been

invited.




5. This guarantee shall be irrevocable and shall remain in force upto ………….. which includes thirty days

after the period of bid validity and any demand in respect thereof should reach the Bank not later than the

aforesaid date.

6. Notwithstanding anything contained hereinabove, our liability under this Guarantee is limited to Indian

Rs. (in figures) ………………. (Indian Rupees (in words) ……………. only) and our guarantee shall remain

in force until 31.12.2013

Any claim under this Guarantee must be received by us before the expiry of this Bank Guarantee. If no

such claim has been received by us by the said date, the rights of ONGC under this Guarantee will cease.

However, if such a claim has been received by us by the said date, all the rights of ONGC under this Guarantee

shall be valid and shall not cease until we have satisfied that claim. In witness whereof, the Bank, through its

authorised officer, has set its hand and stamp on this ……….. day of ……… at ………..

(Signature)

Full name, designation and official

address (in legible letters) with Bank

stamp.

Attorney as per Power of

Attorney No………….

Dated ……………

WITNESS NO. 1

(Signature)

Full name and official address (in legible

letters)

WITNESS NO. 2

(Signature)


letters)




Proforma of Bank Guarantee towards Performance Security in lieu of security deposit.

PERFORMANCE GUARANTEE

Ref. No. _______________________________ Bank Guarantee No …………….

Dated ……………………..

To,

Convener- Petrotech-2014,

Oil & Natural Gas Corporation

Corporate-MM,

Scope Minar, Delhi

Dear Sirs,

1. In consideration of Oil & Natural Gas Corporation Limited, incorporated under the Companies Act, 1956,

having its Registered Office at Jeevan Bharti, Tower-II , 124, Indira Cowk, New Delhi-110001, India and one

of its offices at IDT Campus, Dehradun (hereinafter referred to as `ONGC', which expression shall, unless

repugnant to the context or meaning thereof, include all its successors, administrators, executors and assignees),

on behalf of Petrotech-2014, having entered into a contract No………………… dated ……………

(hereinafter called 'the Contract' which expression shall include all the amendments thereto) with M/s

………………….having its registered/head office at ………………(hereinafter referred to as the 'Contractor')

which expression shall, unless repugnant to the context or meaning thereof include all its successors,

administrators, executors and assignees) and ONGC having agreed that the Contractor shall furnish to ONGC a

performance guarantee for Indian Rupees ……………… for the faithful performance of the entire contract.

2. We (name of the bank) …………… registered under the laws of …………… having head/registered office

at ……………… (hereinafter referred to as "the Bank", which expression shall, unless repugnant to the

context or meaning thereof, include all its successors, administrators, executors and permitted assignees) do

hereby guarantee and undertake to pay immediately on first demand in writing any /all moneys to the extent

of Indian Rs. (in figures) …………….. (Indian Rupees (in words) ……………. without any demur,

reservation, contest or protest and/or without any reference to the Contractor. Any such demand made by ONGC

on the Bank by serving a written notice shall be conclusive and binding, without any proof, on the bank as

regards the amount due and payable, notwithstanding any dispute(s) pending before any Court, Tribunal,

Arbitrator or any other authority and/or any other matter or thing whatsoever, as liability under these

presents being absolute and unequivocal. We agree that the guarantee herein contained shall be irrevocable and

shall continue to be enforceable until it is discharged by ONGC in writing. This guarantee shall not be

determined, discharged or affected by the liquidation, winding up, dissolution or insolvency of the Contractor

and shall remain valid, binding and operative against the bank.

3. The Bank also agrees that ONGC at its option shall be entitled to enforce this Guarantee against the Bank

as a principal debtor, in the first instance, without proceeding against the Contractor and notwithstanding any

security or other guarantee that ONGC may have in relation to the Contractor's liabilities.

4. The Bank further agrees that ONGC shall have the fullest liberty without our consent and without affecting in

any manner our obligations hereunder to vary any of the terms and conditions of the said contract or to extend

time of performance by the said Contractor(s) from time to time or to postpone for any time or from time to

time exercise of any of the powers vested in ONGC against the said Contractor(s) and to forbear or enforce

any of the terms and conditions relating to the said agreement and we shall not be relieved from our liability

by reason of any such variation, or extension being granted to the said Contractor(s) or for any forbearance, act




or omission on the part of ONGC or any indulgence by ONGC to the said Contractor(s) or any such matter or

thing whatsoever which under the law relating to sureties would, but for this provision, have effect of so relieving

us.

5. The Bank further agrees that the Guarantee herein contained shall remain in full force during the period that

is taken for the performance of the contract and all dues of ONGC under or by virtue of this contract have

been fully paid and its claim satisfied or discharged or till ONGC discharges this guarantee in writing,

whichever is earlier.

6. This Guarantee shall not be discharged by any change in our constitution, in the constitution of ONGC or that

of the Contractor.

7. The Bank confirms that this guarantee has been issued with observance of appropriate laws of the

country of issue.

8. The Bank also agrees that this guarantee shall be governed and construed in accordance with Indian

Laws and subject to the exclusive jurisdiction of Indian Courts of the place from where the purchase order has

been placed.

9. Notwithstanding anything contained herein above, our liability under this Guarantee is limited to

Indian Rs (in figures) ………….. (Indian Rupees (in words) ……………) and our guarantee shall remain

in force until 31.03.2014 .

Any claim under this Guarantee must be received by us before the expiry of this Bank Guarantee. If no

such claim has been received by us by the said date, the rights of ONGC under this Guarantee will cease.

However, if such a claim has been received by us within the said date, all the rights of ONGC under this

Guarantee shall be valid and shall not cease until we have satisfied that claim.

In witness whereof, the Bank through its authorised officer has set its hand and stamp on this

…………. day of ………….. 20………… at ……………..

(Signature)

Full name, designation and official address

(in legible letters) with Bank stamp.

Attorney as per Power of

Attorney No………………..

Dated …………….

WITNESS NO. 1

(Signature)


letters)

WITNESS NO. 2

(Signature)


letters)




INSTRUCTIONS FOR FURNISHING PERFORMANCE GUARANTEES

1. The Bank Guarantee will be given on non-judicial stamp paper/franking receipt as per stamp duty applicable

at the place from where the purchase order has been placed (refer Invitation for Bids). The non-judicial stamp

paper/franking receipt should be either in name of the issuing bank or the contractor.

2. The Bank Guarantee by Indian contractor will be given from Nationalized/ Scheduled Banks only.

PETROTECH 2014 Secretariat Document for Supply of Delegate Kits...PETROTECH – 2014 Secretariat 9th Floor, ... Lakh and a sample P U foam strolley bag, ... to ONGC or a bank guarantee

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