Transcript
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NORTHERN INDIA REGIONAL COUNCIL of

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA (ICAI)

TENDER

FOR

PRINTING & DISPATCH OF

NORTHERN INDIA REGIONAL COUNCIL (NIRC) NEWSLETTER

Part I (Technical & Commercial Conditions)

Name of Bidder: ____________________________________________________

Address: _____________________________________________________________

_______________________________________________________________

Date of Issue of Tender: 30th

May, 2015

Last Date of Submission: 12th

June, 2015 at 04.00 P.M.

NORTHERN INDIA REGIONAL COUNCIL of

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA

H.O.: “ICAI Bhawan’, Indraprastha Marg, New Delhi - 110 002

Regional Office: ‘ICAI Bhawan’, 5th

Floor, Annexe Building, Indraprastha Marg,

New Delhi - 110002

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INDEX

Part – I

Technical & Commercial Conditions

Description Page Nos.

Notice Inviting Tenders (Press)

3

Notice Inviting Tenders (Website) 4-5

Documents to be attached 6

Section – I : Instructions to Bidders 7-11

Section – II : Eligibility Criteria 12-13

Section – III : General Conditions of Contract (GCC)

14-18

Section – IV : Special Conditions of Contract (SCC) 19-21

Annexure I: Job Specification and Scope of work 22

Section – V : Technical Evaluation Proforma 23-26

PART-II

Financial Bid

Description Page Nos.

Schedule of Rates 27-28

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NOTICE INVITING TENDERS (PRESS)

NORTHERN INDIA REGIONAL COUNCIL of THE INSTITUTE OF CHARTERED

ACCOUNTANTS OF INDIA

H.O.: “ICAI Bhawan’, Indraprastha Marg, New Delhi - 110 002

R.O.: ‘ICAI Bhawan’, 5th

Floor, Annexe Building, Indraprastha Marg,

New Delhi - 110002.

TENDER FOR PRINTING & DISPATCH OF MONTHLY NIRC NEWSLETTER

ICAI invites sealed tenders from the reputed, experienced and authorised printers for

printing & dispatch of NIRC NEWSLETTER in size of 267mm x 203mm. The last date

for submission of the sealed bids is 12th

June, 2015 up to 4.00 P.M. The tender document

along with detailed terms and conditions is available at NIRC website i.e. www.nirc-

icai.org

Deputy Secretary,

NIRC of ICAI

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NOTICE INVITING TENDERS (Website)

NORTHERN INDIA REGIONAL COUNCIL of

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA

H.O.: “ICAI Bhawan’, Indraprastha Marg, New Delhi - 110 002

R.O.: ‘ICAI Bhawan’, 5th

Floor, Annexe Building, Indraprastha Marg,

New Delhi - 110002.

TENDER FOR PRINTING & DISPATCH OF MONTHLY NIRC NEWSLETTER

NIRC of ICAI invites sealed tenders in Two- bid system (Technical bid and Financial

bid in two separate covers) from reputed and experienced Printers for Printing &

Dispatch of the NIRC NEWSLETTER.

1. Scope of Work : As above

2. Issue of Blank Tender : Tender forms can be downloaded from the

website of Northern India Regional Council

of The Institute of Chartered Accountants of

India (ICAI) i.e. www.nirc-icai.org.

3. Cost of tender : Rs.500/- ( Rupees Five Hundred Only) (non- refundable) in the form of Pay Order/

Demand Draft, in favour of ‘NIRC of ICAI’

payable at New Delhi, to be attached with

the Tender.

4. Submission of Tender : Sealed tender with one set of photocopy of

all the documents including both Part I and

Part II shall be submitted in Sealed Cover

as per instructions to Tenderers on or before

12th

June, 2015 up to 4.00 pm.

5. Opening of Tender : The Technical bids shall be opened in the

presence of the authorized representative of

the tenderers who may choose to be present

at 4.30 P.M. on 12th

June, 2015.

6. Validity : Tender shall be valid for a period of three

months for acceptance from the last date of

submission of the tender document.

7. Earnest Money Deposit : Earnest Money Deposit (EMD) of

Rs.1,00,000/- (Rupees One lakhs only) shall

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be paid along with the sealed tender by way

of DD issued by a scheduled Bank in favour

of “NIRC OF ICAI” payable at New

Delhi

8. Amount in words : Bidder shall write the financial bid rate

amount in numbers and in words. In case of

any discrepancy, amount in words shall be

considered as final and binding.

9. Overwriting : Over writing must be avoided. In case of

overwriting, the same shall be signed by the

authorised Bidder/ Tenderer at each place.

10. Stamp & Sign : The Bidder shall Stamp and sign the Tender

in places indicated.

11. TDS (Income Tax) : As Applicable

Note:-

1. NIRC of ICAI reserves all rights, to reject any tender / bid at any time, any stage

and/or fully or partly or whole process and/or for particular contractor and also

reserves all rights at any time to add, alter, modify, change, edit & delete any item

and/or condition at any stage and/or time or vary all or any of these terms and

conditions or replace fully or partly for whole process and/or for particular

contractor or vary all or any of these terms and conditions or replace without

assigning any reasons whatsoever. In this regard the decision of NIRC of ICAI

shall be final and binding on all the participants/bidders.

2. NIRC of ICAI reserves the right to reject any or all tenders / bids without

assigning any reason whatsoever.

3. Canvassing in any form in connection with tender is strictly prohibited and the

tender submitted by a Tenderer who resorts to canvassing is liable to be rejected.

4. NIRC of ICAI or its representatives shall not entertain any bidder during the

period of the selection of Contractor is in process.

5. NIRC of ICAI reserves the right to verify the particulars furnished by the tenderer

/ bidder, independently.

6. In no case, the request of bidder for change or modification in any terms and

conditions related to payment shall be entertained.

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DOCUMENTS TO BE ATTACHED/ CHECK LIST

The bidder shall submit the following documents:

1. D.D. of prescribed amount for Earnest Money Deposit as specified herein.

2. DD of the prescribed amount towards Cost of Tender Form.

3. Sample Paper Sheets (at least two sheets duly signed & stamped with the

nomenclature, gsm, mill name and any other specification).

4. Copy of all the details and documents relating to eligibility conditions (as per the

eligibility conditions mentioned at Section-“II”.

5. General/Technical Information about the bidder as per Section –V.

6. Part-1-Technical Bid and Part-2- Financial Bid duly signed & stamped and

each Part is sealed in two separate envelopes, duly super scribed “Technical

Bid” & ‘Financial Bid” and both kept in third envelope duly sealed and

super scribed “TENDER FOR NIRC NEWSLETTER”.

7. All relevant document/s mentioned in the Section – IV of the tender document.

8. Any other relevant document, Bidder desires to submit.

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SECTION – I

INSTRUCTIONS TO BIDDERS

1.0 TENDER DOCUMENTS, CLARIFICATION AND ADDENDUM

1.1 TENDER DOCUMENT

1.1.1 Complete set of Tender Documents can be downloaded by the bidder from NIRC

OF ICAI website www.nirc-icai.org. Bidder shall submit the Tender Documents

duly signed and stamped on each page of tender in token of his acceptance along

with his bid.

1.1.2 Bid shall remain valid for three months from the last date of submission of bid.

1.2 CLARIFICATION REQUESTS BY BIDDER

1.2.1 Although the details presented in this Tender Documents consisting of conditions

of contract, scope of work and technical specifications have been compiled with

all reasonable care, it is the Bidder’s responsibility to ensure that the information

provided is adequate and clearly understood.

1.2.2 Bidder shall examine the Tender documents thoroughly in all respect.

1.2.3 Any failure by Bidder to comply with the aforesaid requirement shall not absolve

the Bidder from liability, even subsequent to award of contract, from performing

the work in accordance with the tender Documents.

1.3 AMENDMENT OF TENDER DOCUMENT

1.3.1 NIRC of ICAI may, for any reason whether at its own initiative or in response to

the clarification requested by the prospective Bidder, issue amendment in the

form of addendum during the Bidding period and subsequent to receiving the

bids. Any addendum thus issued shall become part of Tender document and

Bidder shall submit ‘original’ addendum duly signed and stamped in token of his

acceptance.

1.3.2 For addendum issued during the Bidding period, Bidder shall consider the impact

in his Bid. For addendum issued subsequent to receiving the Bids, Bidder shall

follow the instructions issued along with addendum with regard to submission of

impact on quoted price/revised price, if any.

1.4 CONFIDENTIALITY OF DOCUMENT

1.4.1 Bidder shall treat the Bidding document and contents thereof as confidential.

2.0 EARNEST MONEY DEPOSIT

2.1 The bid shall be accompanied by Earnest Money Deposit (EMD) , interest free,

for the amount indicated in ‘Notice Inviting Tender’ in the form of a Demand

Draft drawn on any Nationalized/Scheduled Bank in favour of ‘NIRC of ICAI’

payable at New Delhi.

2.2 If the bidder, after submission, revokes his bid or modifies the terms and

conditions thereof during the validity of his bid except where NIRC of ICAI has

given opportunity to do so, the earnest money deposited by Bidder shall, in such

case, be forfeited.

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2.3 NIRC of ICAI may, at any time, cancel or withdraw the invitation to bid /Tender

process without assigning any reason and the earnest money deposited by Bidder

shall be refunded accordingly.

3.0 SCHEDULE OF RATES

3.1 The schedule of Rates shall be read in conjunction with all other sections of

Tender documents.

3.2 The rates quoted by the bidder shall be firm and fixed for the period of the

tendered works, unless stated otherwise. The rates quoted by the Bidder shall

include all taxes, duties & levies including Service Tax and any cess thereon.

3.3 Rates must be filled in the Financial Bid enclosed hereto as part of Tender

document. If quoted in separate typed sheets and any variation in description is

noticed, the bid is liable to be rejected. In any case, bidder shall be presumed to

have quoted against the description of work and the same shall be binding on the

bidder.

3.4 Rates quoted shall be in Indian Rupees Only.

3.5 Bidder shall quote rates both in figures as well as in words

4.0 SUBMISSION OF BID

4.1 The Technical and Financial bids should be submitted in two separate sealed

envelopes clearly mentioning as under:

“Part -I: Technical Bid for Tender for Printing and Dispatch of NIRC

NEWSLETTER” and

“Part – II: Financial Bid for Printing and Dispatch of NIRC

NEWSLETTER”.

Both the sealed envelopes to be put into another envelope and it should be

superscribed as “Tender for Printing and Dispatch of NIRC

NEWSLETTER”, failing which NIRC of ICAI shall assume no responsibility

for the misplacement or premature opening of the bid.

i) PART-I TECHNICAL PART (BID)

This part shall contain technical bid. Technical bid disclosing prices shall be

summarily rejected.

4.2 The following information/copies of the documents have to be attached:

a) Composition of the firm – Full particulars (whether contractor is an individual,

or a partnership firm, or a company etc.) of the composition of the firm of

contractors in detail should be submitted along with name(s) and address(es) of

the partners, copy of the Articles of Association, in case the bidder is a company

/Power of Attorney/any other relevant document.

b) Work experience & completion of similar works during the specified period

– Copies of the detailed work orders indicating date of award, value of awarded

work, time given for completing the work, etc. and the corresponding completion

certificates indicating actual date of completion and actual value of executed

similar works should be enclosed as proof of the work experience.

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c) Creditworthiness of the Tenderer and its turnover during the specified

period – Balance sheets of last 3 years shall be enclosed.

d) Name(s) & address (es) of the bankers of the Tenderer and their contact

details.

f) Attested Copy of PAN

Technical part shall comprise the attachments, specifying attachment serial number

arranged in the order as follows:

a) Demand Draft of prescribed amount for Earnest Money as specified.

b) Demand Draft of the prescribed amount towards cost of tender form.

c) Sample Paper Sheets (at least two sheets duly signed & stamped with the

nomenclature, gsm, mill name and any other specification) and enclose all

relevant documents and details relating to Eligibility Conditions.

d) Any other relevant document, Bidder desires to submit.

ii) PART-II FINANCIAL (RATE) BID

a) Priced commercial Part shall contain rates as per the prescribed format.

b) No stipulation, deviation, terms & conditions, presumption, basis etc. shall be

stipulated in Price part of bid. NIRC of ICAI shall not take cognizance of any

such statement and may at their discretion reject such price bids.

c) Bidders are advised NOT to mention Rebate/Discount separately, either in the

Rate format or anywhere else in the offer. In case bidder(s) intend to offer any

Rebate/Discount, they should include the same in the item rate(s) itself under the

Rates and indicate the discounted unit rate(s) only.

d) In case, it is observed that any of the bidder(s) has/have mentioned

Discount/Rebate separately, the same shall not be considered for evaluation.

However, in the event of the bidder emerging as the lowest bidder, the

Discount/Rebate offered by the bidder shall be considered for Award of Work and

the same shall be conclusive and binding on the bidder.

5.0 DATE, TIME & PLACE OF SUBMISSION

5.1 The sealed quotations are to be submitted on the business letterhead of the bidder

duly stamped and signed and dated on each page. Details/supporting documents

wherever applicable, if attached with the quotation should be duly authenticated

by the bidder. No over writings shall be accepted unless authenticated with full

signature of the bidder.

The sealed envelope duly superscribed “Tender for Printing and Dispatch of

NIRC NEWSLETTER” should be addressed to and sent at the address given

below either by registered post/speed post / or by dropping in the tender box,

placed Reception at the 5th

Floor of the Annexe Building of the NIRC of ICAI.

The sealed quotations should reach us on or before 12th

June, 2015 by 04.00 P.M.

MAILING ADDRESS:

The Deputy Secretary,

Northern India Regional Council OF ICAI

5TH

Floor, Annexe Building

ICAI Bhawan,

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I.P. Marg,

New Delhi – 110002.

5.2 Quotations received after the stipulated date and time shall not be entertained. The

NIRC of ICAI shall not be liable for any postal delays whatsoever and quotations

received after the stipulated time/date are liable to be rejected summarily without

giving any reason.

5.3 In case of incomplete submissions, NIRC of ICAI shall be under no obligation to

give the bidder an opportunity to make good such deficiencies and NIRC of ICAI

may at its discretion treat such bids as incomplete and not consider for further

evaluation.

6.0 BID OPENING AND EVALUATION

6.1 OPENING OF TECHNICAL BID 6.1.1 On the date and time mentioned in ‘Notice Inviting Tender’, Part-I i.e. Technical

Part shall be opened in the presence of the authorized representative of the

Tenderers who may choose to be present

6.1.2 In the event, the specified date of bid opening is declared a holiday for NIRC of

ICAI, the bid shall be opened on the next working day at the specified time and

location.

6.2 CLARIFICATION & ADDITIONAL INFORMATION

During evaluation, NIRC of ICAI may request Bidder for any clarification on the

bid, additional or outstanding documents. Bidder shall submit all additional

documents in original. However, seeking clarification shall be on sole discretion

of NIRC of ICAI.

6.3 BID EVALUATION CRITERIA

6.3.1 Bid is the responsibility of Bidder and no relief or consideration can be given for

errors and omissions made by the Bidder inadvertently or advertently. Bid with

incomplete information is liable for rejection.

6.3.2 In the first stage, technical bids shall be evaluated as per the requirements

specified in the tender documents and thereafter the financial bids of the

technically qualified bidders shall be opened.

6.3.3 Non-submission of details / documents as per Para (4.2.) above may lead to

rejection of Bid.

6.4. DETERMINATION OF RESPONSIVENESS

6.4.1 Prior to the financial evaluation of Bids, NIRC of ICAI shall determine whether

each Bid is substantially responsive to the requirements of the Bidding document.

6.4.2 For the purpose of this clause, a substantially responsive bid is one, which

conforms to all the terms and conditions and specifications of the bidding

document without material deviation or reservation. A material deviation or

reservation is one which affects in any substantial way the scope, quality, or

performance of the works or which limits in any substantial way, inconsistent

with the Tender document, NIRC of ICAI’s rights or contractor’s obligation.

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6.4.3 If a Bid is not substantially responsive to the requirements of the Bidding

documents, it may be rejected by NIRC of ICAI.

6.5 UNSOLICITED POST BIDDING MODIFICATIONS

6.5.1 Bidders are advised to quote strictly as per terms and conditions of the bidding

document and not to stipulate any deviations/exceptions. Once quoted, the Bidder

shall not make any subsequent changes, whether resulting or arising out of any

technical/commercial clarifications sought on any deviations or exceptions

mentioned in the Bid. Any proposal for price change is likely to render the Bid

liable for rejection.

6.5.2 Performance of Bidder on work executed/under execution shall be taken into

consideration before selecting the Bidder/opening of his price bid.

6.6 OPENING OF FINANCIAL (RATE) PART OF BID

The Financial Rate part of only those bidders, whose bids are considered

technically acceptable, shall be opened.

6.7 Any effort by Bidder to influence NIRC of ICAI processing of Bid or award

decisions may result in rejection of such Bids.

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SECTION – II

ELIGIBILITY CRITERIA

General Eligibility

This invitation to respond to the Tender is open to such qualified and reputed printers

which are registered and have their registered office in India.

The eligible entities must be incorporated and registered under the Indian Companies

Act, 1956 or The Partnership Act, 1932 or under relevant law.

The parent company of any subsidiary company, which is seeking qualification on the

financial strength of its parent company, would have to give a written undertaking that it

would bear all financial or contractual liabilities of the subsidiary with regards to this

tender and the subsidiary has been authorized by them to submit the tender for and on

their behalf.

The parent company of any subsidiary company, which is seeking qualification on the

technical strength of its parent company, would have to give a written undertaking that its

technical capabilities/ resources would be available to the subsidiary company as and

when required for the completion of the subject contract.

Along with the General Eligibility criteria, bidder has to satisfy the following criteria

also.

1. The bidder should be an authorised printer and not merely a trader.

2. The bidder should enclose a copy of Quality Certificate from a recognized

Institution for their products. The bidder shall have preferably Quality assurance

certification like ISO 9001, ISI/BIS/CE/FDA certification, etc., attested copies of

the same are to be produced with the tender.

3. The bidder should have valid registration No. of SST /CST / VAT, Service Tax,

TIN and PAN No. (Copies to be enclosed).

4. The bidder should have average annual turnover of at least Rs. 1.5 Crores during

last three financial years pertaining to printing business only. Copies of the P&L

Account and Balance Sheet duly certified by Chartered Accountant must be

enclosed with the tender.

5. In case if any bidder/empanelled vendor is already rejected by NIRC of ICAI on

grounds of poor performance or for providing false information advertently or

inadvertently during the tender process in the past, their bid is liable to be

rejected.

6. The bidder shall have minimum three years of experience of printing for

recognised Institutions/Universities. (Copies of at least two Purchase Orders

received from such Institutions during the last three years should be enclosed).

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7. Printer/Bidder should have the experience of Printing, safekeeping and distribution

of various publications. Printer should provide a list of titles printed and

distributed for consideration of NIRC of ICAI along with suitable samples.

8. Printer/bidders should have a secured storage facility to stock paper for at least 4

issues. Place should be owned by the bidder and must be paper storage friendly.

9. The Printer/Bidder should have offices in Delhi/NCR or ready to open an office for

liaising with the Institute in Delhi/NCR.

10. The Printer/Bidder should have its own Printing Press and have Factory License

and Press Declaration (Attested copies to be attached with Technical Bid.)

11. There should be proper Insurance Cover for both, i.e., Plant/Machinery and the

Premises as well as existing stored stocks. (Attested copy of valid Insurance Policy

in full to be attached).

The Printer/Bidder should have at least the following infrastructure:

a. One center stitch Flow line with automated binding capacity of appx 50

thousand copies per day In-house; but preference will be given to a printer who

has more than one center stitcher with more capacity.

b. Minimum 1 CTP & complete prepress house for digitals & proofing including

image setter.

c. In house designing for Designing of cover and lay outing for text matter

d. Own FTP server facility for exchange of data in a secured manner with high

speed net connectivity

e. Suitable Power backup for running the whole press and all operations.

f. Capability of address printing, sorting and handing over to postal department as

per posting schedule. The Work can be outsourced by the printer to a reputed

mailing agency, if the requisite infrastructure is not available with them.

(The above eligibility criteria shall be certified by the Tenderer on their letterhead and

documentary proofs to be enclosed wherever required).

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SECTION – III

GENERAL CONDITIONS OF CONTRACT (GCC)

1. EARNEST MONEY AND PERFORMANCE SECURITY AMOUNT

1.1 Each Bidder shall furnish earnest money of Rs.1,00,000/- ( Rupees One Lakhs

Only ) through a Demand Draft / Pay Order drawn in favour of “NIRC of ICAI”

payable at New Delhi. The earnest money shall be released to the unsuccessful

Bidders without any interest thereon after finalisation of tender process.

1.2 The EMD of the successful tenderer shall be converted into performance security

deposit and shall be retained for the entire period of contract. The Contractor shall

not be entitled to any claim or receive any interest on the amount of performance

guarantee/security deposit. In addition to the above, additional performance

security for Rs. 1 lac in the form of bank guarantee shall also be submitted within

7 days of award of the work/issue of Letter of Intent to cover any loss or damage

caused to or suffered by NIRC of ICAI due to acts or omission by the Contractor

or any failure on the part of Contractor in fulfilment of terms and conditions of

the tender and conditions contained in the Agreement to be executed between

NIRC of ICAI and the contractor within 7 days from the award of work/issue of

Letter of Intent. The bank guarantee shall be valid up to three months after the

expiry of contract period.

1.3 Security Deposit/Performance Security is liable to be forfeited in case of failure of

successful bidder to supply the materials within the stipulated period/supply of

material which is not as per the contract or on breach of terms and conditions of

the contract.

2.1 The Tender form should be filled in English and legible entries to be made by

hand/typed. Any Tender in which there is overwriting or erasure is liable to be

rejected. All corrections should be attested with Bidder’s dated initials as many

times as the corrections occur. Tenders which propose any alteration in the work

specified in the Tender or in the time allowed for carrying out the work or which

contains any condition of any kind shall be rejected.

2.2 Each page of the Tender Documents shall be signed by the person or persons

submitting the Tender in token of his/their having acquainted himself/themselves

with the Conditions of Contract, Special Condition, etc. as laid down. Any tender

with any of the documents not so signed shall be rejected.

3. No alteration, which is made by the bidder in the Tender, shall be recognized. If

any such alterations are made or any special conditions are attached, the tender is

liable to be rejected.

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4. NIRC of ICAI’S RIGHT TO ACCEPT OR REJECT A BID

4.1 NIRC of ICAI reserves the right to accept a Bid other than the lowest and to

accept or reject any Bid in whole or part, or to annul the bidding process or to

reject all Bids with or without notice or reasons. Such decisions by NIRC of ICAI

shall bear no liability whatsoever consequent upon such decisions. Conditional

tenders shall be rejected.

4.2 NIRC of ICAI shall not be obliged to furnish any

information/clarification/explanation to unsuccessful/rejected bidders as regards

non acceptance of their bids. Except for refund of EMD, NIRC of ICAI may not

correspond with the unsuccessful bidder.

5. AWARDING OF WORK

5.1 NIRC of ICAI reserves the right to sub-divide the work mentioned in the Tender,

among two or more Contractors at its own discretion and the Contractors shall

have to execute the orders for part of the work placed with them at the quoted

rates. NIRC of ICAI also reserves the right to increase or decrease the quantities

and even omit any items of work after the order is placed and the Contractor shall

execute the same without claiming anything extra for the same. In this context the

rates quoted for each item must be self supporting and relevant.

5.2 On receipt of intimation from NIRC of ICAI of the acceptance of his/their

Tenders, the successful bidder shall take steps to enter into a formal agreement

within seven days from the acceptance. The cost of necessary stamp paper for

execution of the agreement shall be borne by the successful bidder.

5.3 There will be no guarantee for any minimum volume of business and the same is

dependant on adherence & response to NIRC of ICAI queries from time to time

and performance of the selected bidder on the order given i.e. performance in

timely deliveries.

6 MODIFICATION OF ORDERS

NIRC of ICAI may, at any time, during the period of the contract may

increase/decrease the quantities of the items as mentioned in order, without

creating any liability of NIRC of ICAI for compensation on any grounds,

whatsoever due to this change. In such a case, the Contractor shall perform the

service in the increased/decreased quantity at the same contract rates within the

time stipulated.

7. SUB – LETTING OF ASSIGNMENTS

The Contractor shall not assign the contract/supply order to any other agency in

whole or in part, to perform its obligations under the Contract, without the prior

written consent of NIRC of ICAI.

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8. TERM

Time is the essence of this contract. The contractor shall take all necessary steps

to complete the work within the timeframe given in the Delivery Schedule. The

contract shall be valid initially for a period of three years but no increase in rates

shall be there during the period; NIRC of ICAI shall evaluate the performance of

services of the Contractor and if the services are found satisfactory, NIRC of ICAI

reserves the right to extend the contract for another two years on the terms and

conditions and rates mutually agreed by both the parties.

9. TERMINATION OF CONTRACT

9.1 The Contractor shall provide the material and the related services as per the Scope

of Work in terms of the quality standards as described in the terms and conditions

of tender. The quality of material shall be outstanding and strictly as per the

standard described specifically in the tender document and any deviation on

account of quality of material/services shall give right to NIRC of ICAI to

terminate the contract forth with. In addition to any other rights or remedy

available to NIRC of ICAI, NIRC of ICAI may terminate the contract, at its

option in whole or part in case of any of the following violations by the

Contractor :-

9.1.1 The Contractor refuses to supply all or any of the material and related services

which the Contractor is required to render under the Contract, or refuse to render

the same within the time or in the manner or otherwise according to the Contract;

9.1.2 The Contractor supplies the material which is of sub-standard quality and /or not

as per the original contract; unsatisfactory service or failure of the Contractor to

meet the time Schedules or variation in the Quality of paper.

9.1.3 The Contractor becomes incapable of or unable to perform the Contract; death or

dissolution of Contractor or commencement of liquidation or winding up

proceedings or appointment of a Receiver or insolvency of the Contractor ;

9.1.4 Contractor assigns or sub-lets the work under the contract without the prior

written permission from NIRC of ICAI;

9.1.5 If at any time, it is found that any of the information/document provided by the

Contractor is false;

In all the above cases, the contract shall be terminated by giving 30 days advance written

notice to the Contractor and Performance Security Deposit submitted by the Contractor

shall be forfeited. However, the termination notice may be revoked provided the

Contractor rectifies the drawbacks/defaults within notice period to the satisfaction of the

NIRC of ICAI. No consequential damages shall be payable to the Contractor in the event

of such termination.

9.1.6 Either party may terminate the contract by giving 60 days advance written notice

without assigning any reason.

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10. INDEMNITY

That the Contractor shall keep NIRC of ICAI indemnified against all actions, suits and

proceedings and any costs, charges, expenses, loss or damage incurred, suffered, caused

to/sustained by NIRC of ICAI by reason of any default or breach or lapse or negligence

or non-observance of any rules, regulations, laws, byelaws etc. or non-performance or

any non- payment by/on behalf of the Contractor.

11. ARBITRATION In case of any dispute or difference arising in relation to meaning or

interpretation of the work order/agreement/contract under this tender, the matter shall be

mutually sorted by both the parties and only in the event of there being no resolution, the

matter shall be referred to Arbitration. Each party shall nominate one arbitrator and the

two nominated arbitrators shall nominate a Presiding Officer. In case of difference

between the two arbitrators, the matter shall be referred to the Presiding Officer for

resolution. The arbitration shall be conducted in accordance with the provisions of the

Arbitration and Conciliation Act, 1996. The seat of arbitration shall be at New Delhi and

the language of arbitration shall be English. The award of the arbitrator shall be final and

binding.

12. JURISDICTION

Subject to the above arbitration agreement clause, any dispute between the parties arising

out of or in connection with the contract shall be subject to the exclusive jurisdiction of

the Courts at Delhi only.

13. STATUTORY COMPLIANCE

The Bidder/Contractor shall be responsible for complying with all the applicable

laws/bye laws/regulations in force from time to time and shall bear all statutory liabilities

with respect to the workers/personnel engaged by it for performance of the Contract. The

Contractor shall also obtain all necessary permissions/ certificates/ NOCs for execution

of the work on behalf of NIRC OF ICAI from the statutory/Government bodies.

14. INSPECTION/REJECTION

NIRC OF ICAI reserves the right to inspect the work at any time on any day at the

premises of the Contractor and point out the defects noticed, if any and the Contractor

shall have to rectify all such defects immediately.

15. LIQUIDATED DAMAGES

In case of non-completion of the work within the stipulated period/variation in the quality

of material supplied/unsatisfactory services, variation in GSM of the Paper or other

parameters of the paper, NIRC OF ICAI reserves the right to recover liquidated damages

in terms of clause 13 of Special Conditions of Contract.

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16. INSURANCE

The Contractor shall purchase Insurance policy covering all perils for stock and

transit of entire ordered quantity of the NIRC NEWSLETTER, at its own cost, equivalent

to the amount of work for at least three issues (months) from the date of commencement

of work.

17. FORCE MAJEURE

In case the performance of the Contract is delayed due to an act of God, abnormally bad

weather, or earthquake or floods or similar calamities, serious loss or damage by fire or

civil commotion, local combination of workers strike or lockout or non-availability of

material or any other cause which is as per the absolute discretion of NIRC OF ICAI is

beyond Contractor’s control and if any such force majeure condition herein mentioned

occurs and continues for a period exceeding 15 days, the Parties hereto undertake to sit

together and devise for expeditious and proper performance of the obligations of the

Parties under this Contract.

18. CONFIDENTIALITY

Nothing shall be disclosed by any bidder to any other person not officially concerned

with such process until the bidding process is over. The undue use by any Bidder of

confidential information related to the process may result in rejection of its Bid. Except

with the prior written consent of NIRC OF ICAI, the Bidder(s) and their personnel shall

not at any time communicate/divulge to any person or entity any confidential information

acquired in the course of the Contract.

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SECTION-IV

SPECIAL CONDITIONS OF CONTRACT (SCC)

Northern India Regional Council of The Institute of Chartered Accountants of

India has been bringing out a monthly Newsletter for Chartered Accountants (members

fraternity). NIRC NEWSLETTER comprising of 20 pages including cover. The total

circulation of the NEWSLETTER stands above at nearly 45,000 copies presently.

The pages of the Newsletter may vary from 16-24 pages. However the Tender

should be submitted for 20 pages Newsletter. The cost of 4 Pages should be submitted

separately in the tender.

The NIRC NEWSLETTER is fully four colour.

The posting dates for the NEWSLETTER are 11th

to 12th

of same month. The matter for

printing would be delivered to the printer between 3rd

to 6th

of the same month in a

phased manner. The printer should ensure that the posting/mailing is completed within

the time frame for each issue.

The specifications and other details are as follows:

1. The finished size of NIRC NEWSLETTER will be 267 mm x 203 mm.

2. The cover is printed on imported art card of 110 GSM.

3. There will be 20 inner pages that are to be printed on:

(a) 90 GSM Map litho or

(b) 90 GSM LWC Gloss/Matt or

(Printer must submit sample/s of paper of each variety, mentioning there upon

name of paper and mill along with GSM with stamp of the printer and technical

specifications sheet from the Mill.)

4. The total print quantity may vary from month to month.

5. The printing press will be responsible for all pre-press work including page-

setting, inserting graphics, setting tables, equations, showing a number of proofs,

making corrections, etc. The press should have their own infrastructure for the

same. They should also preferably possess an image setter and other related

infrastructure.

6. All the operational activities right from giving the text matter to payment of bill

shall be governed by NIRC OF ICAI.

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7. NIRC OF ICAI may ask printer to provide DTP operator for finalization of

matter at NIRC OF ICAI premises for which no extra payment will be made to

the printer.

8. The responsibility of printing individual addresses on the NIRC NEWSLETTER

will also rest with the printer. The work can be outsourced by the printer to a

reputed mailing agency, if the requisite infrastructure is not available with them.

9. The printer will also process the mailing data provided by the NIRC OF ICAI.

The work will involve merging different files and sorting them pin-code wise.

Bundles of NIRC NEWSLETTER shall be made according to different pin-

codes. Cases where pin-codes are missing, sorting shall be done city-wise and

different bundles are made.

10. The printer will send the bundles of NIRC NEWSLETTER, on the scheduled

mailing dates, in bags to the 'bulk' mailing department of the post office for

distribution. In addition, specified number of copies will also be sent to the

office in NIRC or any other place as desired by NIRC.

11. No advance shall be paid. The payment shall be made by NEFT/RTGS one

month after the receipt of the bills.

12. The NEWSLETTER should be dispatch in polythene cover.

13. LIQUIDATED DAMAGES

13.1 In the event of non-completion/posting of NIRC NEWSLETTER within the

stipulated time/delivery schedule, NIRC OF ICAI reserves the right to recover

liquidated damages from the contractor to the extent the extra cost is demanded by the

concerned Post Office where from NEWSLETTER is dispatched.

13.2 GSM variation on text and cover paper should not be more than + 2.5 % on

average of minimum 10 samples of the particular work order and 5% of the single

paper sample. GSM testing may be done by any recognised lab. If the variation

exceeds the aforesaid limit, NIRC OF ICAI reserve the right to recover liquidated

damages from the contractor upto 5% of ordered value.

13.3 If any type of printing error or binding error or usage of low quality of raw

material such as ink etc. is found in the final printed NIRC NEWSLETTER, NIRC

OF ICAI may impose penalty. The amount of penalty will be decided by NIRC of

ICAI.

The decision of NIRC OF ICAI shall be final and binding on the contractor in respect

of clauses 13.1, 13.2 and 13.3 as mentioned herein above.

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14. The successful bidder shall be required to provide Bank (Performance)

Guarantee for Rs. One lakh only within 7 days of award of work/issue of Letter

of Intent by NIRC OF ICAI.

15. The rates quoted should be inclusive of all taxes and any other charges,

which should be final to be paid.

16. There will be an Agreement, signed by both the parties, for three years and the

offered rates shall remain unchanged for the period of contract and no upward

escalation in prices shall be allowed on ground like hike in paper prices, raw

material, diesel prices, increase in foreign currency etc.; with an option to extend

it further for two years on mutual acceptance/negotiation.

17. Open files of Cover and text to be submitted to NIRC OF ICAI in CD/DVD after

printing for keeping in records.

18. It may be noted that 70% & 30% weightage shall be applicable respectively for

Technical Bid and Commercial Bid (Quotation).

19. Any other information/innovation, which you may like to add in support of your

bid, which may be attached with the ‘Technical Bid’.

In order to facilitate, the ‘Basic Job Specifications & Scope of Work’ are enclosed as

Annexure-I which may be perused. You are requested to send your quotation, in the form

of “Technical Bid” & Financial Bid complete in all respects as required, for the subject

job in hard copy as well as compulsorily in soft copy in the form of separate CDs duly

signed and stamped as per the ‘Check List’ at ‘Documents to be attached’.

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ANNEXURE - I

BASIC JOB SPECIFICATIONS AND SCOPE OF WORK

(A) Job Specifications:

(1) Print Order : 45,000 Approximate (likely to increase over time)

(2) Size : 267 mm x 203 mm.

(3) Pages : 20 approx.

(4) Paper : Text in either of (subject to final approval)

(a) 90 GSM Map litho or

(b) 90 GSM LWC Gloss/Matt or

(5) Cover : In 110 GSM Art Card

(6) Print Matter : All in 4 Colours

(7) Binding : Centre Stitch

(8) Postage : To be borne by NIRC OF ICAI at actual

(9) Mailing : At actual as per concessions provided by the postal

Department on 11th

to 12th

of every month

In case of exigency, NIRC OF ICAI may change the date of

posting after due approval from concerned Post Office.

(10) Period of Contract : Minimum three years with no rate change with an option

to extend for another two years on mutual acceptance.

(B) Scope of Work on monthly basis:

(a) Cover designing- layout & text designing.

(b) High-Speed Printing.

(c) Conversion into PDF/CD and providing soft copies to NIRC OF ICAI.

(d) Labelling and insertion

(e) Sorting of envelopes pin code wise & franking. Transportation and dispatch in

Coordination with Postal Department.

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Section –V

Technical Evaluation Proforma

S.No. Requirement

1 About Organisation

(a) Public/Listed/Private

(b) Year of Incorporation

( c) Board of Directors/

(Organization Structure)

2 Financial Position

Turnover in Cr.(For 3 years)

Copy of ITR certificates for the

past 3 years to be attached

Name of Banker

3 Presence in Indian Market

(a) National/International Presence

with Registered Office and other

facilities in India

(b) Total No. of clients

(c ) List of Clients

4 Experience and Capabilities

(a) No of titles of Professional

related publications/CDs

(b) Similar Projects handled

5 Insurance

Insurance cover for Premises to be

used for storing ICAI stocks (copy

to be attached)

Insurance cover for all NIRC OF

ICAI stocks which will be with

vendor

6 Infrastructure

(I) Office

Offices in Delhi/its satellite towns

Ready to open an office in Delhi

(II) Secured Warehouse

(a) Facility Availability

(b) Space

( c )Storage rack system and no. of

units

(d) Total capacity

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(e) Inward-Outward system

support

(III) Power Backup/Generators

7 Mailing and Distribution

Facility

(a) Details of Franking Machine

(b) Availability of Post Office

within Vendor’s premises

8 Technical specifications

(a) Creative and DTB set up

(i) number of people working

--creative

--DTP

(ii) number of PCs

(iii) Software availability

(iv) Measuring Unit

-- maximum possible pages in

DTP per day

-- experience of DTP team

(b)Facility of typesetting in Hindi,

English and other languages

( c) Number of expert operators

for typesetting and designing

(d) Pre-Press

(i) High resolution scanning

facility

(ii) Detail of scanning facility

(iii) Number of PCs

(iv) Softwares used for colour

creations and designing

(e) Positive Making unit

(i) Machine details

(ii) Capacity per day

(f) Computer to Place facility

(g) Plate making

(i) Digital or manual

(ii) Machine details

(iii) Capacity per day

(iv) Type of plates used

(v) Plate brand

(h) Pasteup

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(i) Positives, if used (with 8

pages)

(ii) Manual pasted forms or

single piece

(i) Printing Machines

(i) Sheet Fed

- Machine details

- Total Units

- Total capacity of no. of

forms produced in 24 hrs.

(ii) Web Fed

- Machine details

- Total Units

- Total capacity of no. of forms

produced in 24 hrs.

(j) Folding

(i) Machine details

(ii) Total units

(iii) Capacity per day

(k) Binding

(i) Centre printing

- Machine details

- Total Units

- Capacity per day

(ii) Perfect Binding

- Machine details

- Total Units

- Capacity per day

(l) Cutting Machine

(i) Automatic or online with

binding unit

(ii) No. of machines

(iii) Capacity of each machine

(m) Kiting

(i) No. of people working in the

process

(n) Carton packing

(i) Shrink wrapping facility

(ii) Capacity

(o) Strapping

(i) No. of machines

(ii) Automatic or manual

(iii) Capacity of each machines

(p) Details of – finishing line

(i) Automatic Shrink Wrapping

Machine

(ii) Manual Shrink Wrapping

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Signature of the Proprietor/Director/Managing Director/Partner

Place Name

Date Designation

Seal

Machine

(q) Reporting

(i) No. of people

(ii) Database management

systems used to report to client on

daily basis

(r) Availability of colour

processing facility

(s) Availability of remote digital

proofing and Web approval

system

(t) In-house digital output

facility

(u) Positive outputting capacity

per day

9 Logistics

(a) Annual tie-ups with

courier/transport

(b) Transit time destination-wise

(c) Monitoring system to track

shipment

(d) List of vendors for sourcing

and procuring paper

10 Attested copy of Factory Licence and Press Declaration also to be

attached

11 Technical Evaluation Proforma duly filled, signed and stamped should be

sealed in an envelope and super scribed “PART-1-TECHNICAL BID”

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NORTHERN INDIA REGIONAL COUNCIL of

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA (“ICAI”)

NEW DELHI

TENDER

FOR

PRINTING & DISPATCH OF

NORTHERN INDIA REGIONAL COUNCIL (NIRC) NEWSLETTER

Part – II (Financial Bid)

Name of Bidder: ____________________________________________________

Address: _____________________________________________________________

_______________________________________________________________

Date of Issue of Tender: 30th

May, 2015

Last Date of Submission: 12th

June, 2015 at 04.00 P.M.

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Name of the Company

CASE I - Printing and Other Tasks as per Annex I (When paper will be procured by the Printer)

CASE IV - Printing and Other Tasks as per Annex I (When paper will be procured by the Printer)

70 GSM Map Litho 65 GSM LWC Gloss/Matt

Cost for Printing 20 pages 110 GSM Art Paper

Cost of printing every additional 4 pages

Cost for Printing 16 pages + 4 cover pages on 110 GSM Art Paper

Cost of printing every additional 4 pages

Signature of the Proprietor/ Director/ Managing Director/Partner

Place

Name

Date

Designation

Seal