SECTION – I GENERAL INSTRUCTIONS TO BIDDERS (GIB)/ बोलीदाताओं के ललए सामान्य निदे श

India Meteorological Department, Shivajinagar, Pune – 411 005

Tender Enquiry (TE) No. CRS/SID/PUD/9016 (CPPP)/0719/02 Dated: 09.07.2019

SECTION – I GENERAL INSTRUCTIONS TO

BIDDERS (GIB)/ बोलीदाताओं के ललए सामान्य निदे श

Note: The bidder shall submit their bid as per Scope of the RFP document.

1. Introduction
The Purchaser has issued this TE documents for purchase of goods/stores/articles and
related services as mentioned in “Request for Proposal (RFP)”, which also indicates, inter
alia, the required stores, delivery schedule, terms and place of delivery etc. This section
(“General Instructions to Bidders”) provides the relevant information as well as instructions
to assist the prospective Bidders in preparation and submission of tenders.
Bidders shall have to agree/accept all the terms and conditions of tenders including
payment terms etc. Acceptance shall be unconditional and bidders shall have no claim
and right in future on their terms if any.
2. Language of Tender
The tender submitted by the Bidder and all subsequent correspondence and documents
relating to the tender exchanged between the Bidder and the purchaser, shall be written in
English language.
3. Eligible Goods and Services
All goods and related services to be supplied under the contract shall have their origin in
India or any other country with which India has not banned trade relations. The term
“origin” used in this clause means the place where the goods are mined, grown, produced,
or manufactured or from where the related services are arranged and supplied.
4. Tendering Expense
The Bidder shall bear all the costs and expenditure incurred and/or to be incurred by them
in preparation, and uploading their tender including attending the pre-bid conference and or
arranging demonstration of Product/Services or Field trials that may be deemed necessary
by the Purchaser. The bidders are required to submit their complete system at IMD, Pune

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SECTION – I GENERAL INSTRUCTIONS TO BIDDERS (GIB)/ बोलीदाताओं के ललए सामान्य निदे श

for field trials and technical evaluation for a period of at least 15 days. All features
mentioned in this tender enquiry document shall be demonstrated by the bidder during field
trial.
5. Pre-bid conference
Pre-bid conference shall be held as per NIT schedule so as to provide an opportunity to the
participating bidders to interact with IMD with regard to various tender provisions/clauses,
before the bids are submitted. Bidders should depute their authorized representative for
pre-bid meeting. In case, due to the points/doubts raised by the prospective bidders, needs
to be modified, and then the same will be considered for modification. After pre-bid
conference, tender conditions will be frozen. No change will be permissible after opening
of Bids. Clarification needed, if any, may be sent before commencement of pre-bid
meeting. No reply in this regard shall be sent to individual bidders. Pre-Bid minutes shall
be uploaded on eProcurement portal at https://eprocure.gov.in/eprocure/app
6. Regular visit of website:
Prospective bidders are advised to see IMD website at
http://www.imdpune.gov.in/Links/tenders/tender_main.html & CPP portal at
https://eprocure.gov.in/eprocure/app on regular basis for any change in NIT schedule,
amendment / corrigendum in Tender Document (T.E.) including technical requirement and
pre-bid minutes etc.
7. Amendments to TE documents
At any time, prior to the deadline for submission of tenders, the purchaser may, for any
reason deemed fit by it, modify the TE documents by issuing suitable amendment(s) to it.
The amendment will be uploaded on IMD website and CPP portal. In order to provide
reasonable time to the prospective Bidders to take necessary action in preparing their
tenders as per the amendment, the purchaser may, at its discretion extend the deadline for
the submission of tenders and other allied time frames, which are linked with that deadline.
Prospective bidders are advised to visit/see https://eprocure.gov.in/cppp/ on regular basis
for any change in NIT schedule, amendment / corrigendum in Tender Document including
technical requirement.
8. Documents Comprising the Tender:
The Two Bid System, i.e. “Techno – Commercial Bid” and “Price Bid” prepared by the
Bidder shall comprise the followings:
I. Techno - Commercial Tender (Un priced Tender)
The following documents are to be furnished by the Bidder along with their Technical
Bid.
Bidder shall upload following documents on CPP PORTAL
https://eprocure.gov.in/eprocure/app
(i) Registration certificate of bidding firm with government body in their country.
Credential/ document shall be attached.
(ii) Checklist section (as per Annexure-I) properly filled and signed.
(iii) Scanned copy Earnest Money Deposit (EMD) in the form of BG. Original EMD in
physical form shall be submitted to Purchase Section of IMD, Pune on or before
closing of bids submission date.
(iv) Documentary evidence for fulfillment of Eligibility /Qualification criteria(s).

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SECTION – I GENERAL INSTRUCTIONS TO BIDDERS (GIB)/ बोलीदाताओं के ललए सामान्य निदे श

(v) Copy of agreement between bidding firm in India and their foreign principal
indicating precise relationship between them and their mutual interest in this tender
must be furnished along with their technical bid.
(vi) Tender terms & Conditions Acceptance Form (as per Annexure-II) duly signed. (i.e.
Bidder has agreed to all the terms & condition of tender enquiry document).
(vii) Technical Bid. List of deliverables (un-priced/without price) with make & model
etc. This should be exactly same as attached in price bid.
Note: Indian firm (Supplier /Integrator /Distributors/ Distributors /Stockiest etc.) offering
imported stores in response to this tender enquiry shall quote in INR only. No foreign
exchange shall be released by IMD, Pune and also no payment shall be made to their
foreign principal. If the bidder is OEM of foreign origin then they should bid through their
Indian Representative only in INR.
II. Price Bid
If BoQ is uploaded on CPP portal then bidders shall submit financial bid only
through uploaded BoQ file in MS Excel format.
(i) All pages of the price bid should be page numbered, indexed and signed with
company/firm seal by authorized signatory.
(ii) Price Bid shall be preferred as per format given in Annexure-2 of RFP.
(iii) List of deliverables, costing, of each and every item, sub items offered in
bidder’s technical bid, shall be done with all breakup prices.
(iv) The Bidder shall indicate on the Price Schedule specifying all components (main
units and sub units etc. of each item) of prices shown therein including the unit
prices and total tender prices of the goods (H/w & S/w), services, packing,
inland transportation/freight/insurance to the sites, VAT, Service tax, GST
etc. against the requirement.
(v) Wherever, the Purchaser’s invitation to tender calls for installation and
commissioning or supervision of installation and commissioning of the
instrument/equipment by the Bidder, the Bidder must clearly and separately
quote the prices for the supply of the stores and the charges and the terms for
installation and commissioning or supervision of installation and commissioning
as the case may be. The charges towards installation and commissioning should
not be included in the price of the stores.
(vi) The Supplier shall bear all the Income-tax liability as per rates prevailing at
the time of undertaking the job in accordance with the Income-tax Act in force in
India.
(vii) AMC shall be only for the maintenance of stores (equipment and software only)
therefore prospective bidders are advised to quote AMC charges accordingly and
specifically. It should not be quoted in terms of percentage of project as
consumable, transportation, warranty; installations, training etc. are not covered
under AMC. Price bids shall not be accepted if AMC charge quoted in
percentage.
(viii) In case any charges not mentioned in the price bid, it will be treated as all the
charges are free of cost for that item.
(ix) Indian vendor shall quote prices on F.O.R destination (sites of consignee) basis
and Payment to Indian supplier shall be paid into Indian rupees only.
(x) The Indian bidder supplying imported goods shall quote only in Indian Rupees if
purchase order to be placed to them. It is the responsibility of Indian firm to pay

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SECTION – I GENERAL INSTRUCTIONS TO BIDDERS (GIB)/ बोलीदाताओं के ललए सामान्य निदे श

custom duty etc. IMD shall not be responsible for custom clearance. Prices
quoted by the Bidder shall remain firm and fixed during the currency of the
contract.
(xi) Indian Supplier/ Integrator/ Distributor/ Stockiest shall quote in INR only even
for imported stores.
(xii) Statutory levies, taxes and duties etc., if any, chargeable on the goods are
payable on actual basis as applicable.
(xiii) If there is a discrepancy between the amount expressed in words and figures, the
amount in words shall prevail.
Note: Price bid shall prima-facia be rejected in case of any deviation from the technical bid
of the bidder and found that any fact concealed or hided in price bid/technical bid.
9. Signing and uploading of Tender
Bidder shall upload their proposal ONLINE through CPP Portal at
https://eprocure.gov.in/eprocure/app as manual bids shall not be accepted. The tender shall
not contain any erasure or overwriting, except as necessary to correct any error made by the
Bidder and, if there is any such correction; the same shall have signature of the person(s)
signing the tender.
10. Alteration and Withdrawal of Tender
No tender should be withdrawn after the deadline for submission of tender and before
expiry of the tender validity period. If a Bidder withdraws the tender during this period, it
will result in forfeiture of the earnest money furnished by the Bidder.
11. Opening of Tenders
The purchaser will open the online tender at the specified date and time and at the specified
place as indicated in the NIT. In case the specified date of tender opening falls on / is
subsequently declared a holiday or closed day for the purchaser, the tenders will be opened
at the appointed time and place on the next working day. Authorized representatives of the
Bidders, who have submitted tenders on time may attend the tender opening, provided they
bring with them letters of authority from the corresponding Bidders. Two Bid system will
be as follows. The Technical Bids are to be opened in the first instance, at the prescribed
time and date. These Tenders shall be scrutinized and evaluated by the competent
committee/ authority with reference to parameters prescribed in the TE document.
Thereafter, in the second stage, the Price Bids of technically qualified Bidders only shall be
opened online for further scrutiny and evaluation on a date notified after evaluation of the
techno commercial tender.
12. Scrutiny and Evaluation of Tenders
I. Unresponsive bids:
The tenders will be scrutinized to determine whether they are complete and meet the
essential and important requirements, conditions etc. as prescribed in the TE document. The
tenders are liable to be treated as non – responsive and will be summarily ignored if
followings are not provided along with technical bids.
(i) Registration certificate of bidding firm with government body in their country.
Credential/document not attached.
(ii) Tender is unsigned.
(iii) Checklist (Annexure-I) not enclosed.

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SECTION – I GENERAL INSTRUCTIONS TO BIDDERS (GIB)/ बोलीदाताओं के ललए सामान्य निदे श

(iv) Tender Acceptance Form (Annexure-II) not duly signed and stamped. (i.e. all the
terms & conditions of tender document are acceptable. Original Letter shall be
enclosed in technical bid.
(v) Tender validity is shorter than the required period.
(vi) Required EMD has not been provided unless exempted.
(vii) Bidder has not agreed to give the required performance security.
(viii) Copy of agreement of bidding firm from India with its foreign principal with the
precise relationship between them and nature of services which would be available
from bidding firm in India. Copy of this agreement must be attached with the
tender.
II. Technical Evaluation
Tenders shall be scrutinized and evaluated by the committee constituted by competent
authority with reference to parameters prescribed in the TE document.
Minor Informality/Irregularity/Non-Conformity:
If during the preliminary examination, the purchaser finds any minor informality and/or
irregularity and/or non-conformity in a tender, the purchaser may waive the same
provided it does not constitute any material deviation and financial impact and, also,
does not prejudice or affect the ranking order of the Bidders. Wherever necessary, the
purchaser will convey its observation on such „minor‟ issues to the Bidder asking the
Bidder to respond by a specified date. If the Bidder does not reply by the specified date or
gives evasive reply without clarifying the point at issue in clear terms, that tender will be
liable to be ignored.
III. Financial evaluation
Thereafter, in the second stage, the Price Bids of technically qualified Bidders only shall be
opened online for further scrutiny and evaluation on a date notified after evaluation of the
techno commercial tender.
The purchaser shall evaluate the technically qualified financial bids for deciding lowest
bidder (L-1) on the basis of ultimate landing cost.
The ultimate/landing cost in respect of store is arrived at by considering following below
elements including AMC, Warranty, and Extended Warranty cost and etc. if any unless
these are optional requirements.
1. Basic price
2. Excise duty (if applicable)
3. As per prevailing taxes imposed by Govt. of India
4. Insurance, freight and transportation of goods up to sites.
5. Comprehensive AMC/AMC, warranty and Extended warranty etc.
13. Packing and Marking
The packing for the goods to be provided by the supplier should be strong and durable
enough to withstand, without limitation, the entire journey during transit including
transshipment (if any), rough handling, open storage etc. without any damage, deterioration
etc.
14. Inspection, Testing and Factory acceptance test (FAT)
The purchaser/consignee reserve the right to inspect goods at factory site/supplier site
before their dispatch if required and mentioned in technical requirement (RFP) section.

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SECTION – I GENERAL INSTRUCTIONS TO BIDDERS (GIB)/ बोलीदाताओं के ललए सामान्य निदे श

Goods accepted by the purchaser/consignee and/or its inspector at initial inspection and in
final inspection in terms of the contract shall in no way dilute purchaser/consignee right to
reject the same later, if found deficient in terms of the warranty clause of the contract.
Purchaser will not undertake any Pre-dispatch inspection, unless mentioned, for imported
stores in the supplier’s country of origin and equipment will be sent to the supplier on the
basis of supplier own inspection at the premises and guarantee and warranty. The
equipment will be accepted subject to final inspection and test on commissioning and
before handing over the equipment to consignee.
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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

SECTION – II GENERAL CONDITIONS OF

CONTRACT (GCC) / अिुबंध की सामान्य शतें

1. Bidders shall have to agree/accept all the terms and conditions of tenders including
payment terms etc. Acceptance shall be unconditional and bidders shall have no
claim and right in future on their terms if any.
2. Whenever there is any conflict between the provision in the GCC regards to specific
Para under this section and that in the “RFP” “List of requirements/ technical
specifications”, the provision contained in the RFP shall prevail and have an over -
riding effect. Any Special instructions as per “RFP-List of requirements/ technical
specifications” section will also apply for this purchase. The conditions (like
qualification criteria, delivery schedule, mode of delivery & sites of delivery etc.)
mentioned in “RFP-List of requirements/ technical specifications section” will also
apply for this purchase.
3. Alternative Tenders
Alternative Tenders are not permitted. However, the Bidders can quote alternate models
meeting the tender specifications of same manufacturer with single EMD.
4. Tender Validity
The tenders shall remain valid for acceptance for a period of 180 days (one hundred eighty
days) after the date of tender opening, prescribed in the TE document.
5. Purchaser’s Right to accept any tender and to reject any or all tenders
The purchaser reserves the right to accept in part or in full any tender or reject any tender
without assigning any reason or to cancel the tendering process and reject all tenders at any
time prior to award of contract, without incurring any liability, whatsoever to the affected
Bidder or Bidders.
6. Price preference
Price preference shall be given to Micro and Small Industries registered for stores and
services specified in this tender document with National Small Industries Corporation
or any other government agencies as per the latest guidelines/orders from Government of
India. Purchase preference and quantity etc shall be decided as per the Government of
India orders. The Bidders shall have to attach valid registration certificate as OEM. Micro
and small Enterprises are exempted for submitting fees/cost towards tender document and
submission of earnest money deposit (EMD) also known as security deposit. However
Micro and small Enterprises are not exempted for performance security. Micro and small
Enterprises shall have to furnish performance security if purchase order is placed to them.
There is no relaxation in this regard.
7. Eligibility & Qualification criterion for Bidders:
Firms in given below category are eligible to participate in tender subject to registration
of the firm with government bodies as per act /rules in their country and also fulfil of
other specific qualification criteria, terms and conditions mentioned in technical
requirement section and tender enquiry document also.
(i) Original Equipment Manufacturer (OEM).

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

(ii) Original Software Company (OSC), who developed the main application software.
(iii) Authorized Supplier from Original Equipment manufacturer (OEM) /Developer of
main application software company (OSC) etc. The Bidder shall have to submit
authorization certificate from OEM /OSC etc. that they will provide service
support after sale.
(iv) Integrators/ Authorized dealer/ Supplier/ subsidiary/ Distributors/ Stockiest having
full back to back maintenance support agreement for hardware & software from
OEM & OSC etc.
(v) The complete name and address of the bidding firm in India and its permanent
income tax account number (PAN) as allotted by the Indian Income Tax authority
must be submitted.
(vi) India Supplier /Integrator /Distributors /stockiest etc. for imported stores shall
quote in INR only & no payment shall be made to their foreign principal.
8. Earnest Money Deposit (EMD)
The Bidder shall furnish along with its tender, earnest money for an amount as shown in
the tender notice. The earnest money is required to protect the purchaser against the risk of
the Bidder’s unwarranted conduct.
The Bidders who are registered as OEM on Tender submission date with Directorate
General of Supplies & Disposals or with National Small Industries Corporation, New
Delhi, shall be eligible for exemption from EMD. Micro and small Enterprises specified
by Ministry of Micro, Small & Medium Enterprises (MoMSME) are exempted from
earnest money deposit (EMD). EMD is also known as security deposit.
The EMD shall be furnished in Bank Guarantee (BG) (as per Annexure-IV)) from any
commercial bank doing government business. Bank Guarantee issued from the foreign
banks must be authenticated by STATE BANK OF INDIA or any other Nationalized
Bank of India.
The clause “release of BG requires clearance certificate from Purchaser i.e. The,
Head CR&S, IMD, Pune must be mentioned in issued BG by Bank.
The earnest money shall be valid for period of sixty (60) days beyond the validity period of
the tender.
Refund of EMD: Unsuccessful Bidders‟ earnest money will be returned to them without
any interest, after expiry of the tender validity period. Successful Bidder’s earnest money
will be returned without any interest, after receipt of performance security from the Bidder.
Forfeit of EMD: Earnest money of a Bidder will be forfeited, if the Bidder withdraws or
amends its tender or impairs or derogates from the tender in any respect within the period
of validity of its tender or if it comes to notice that the information/documents furnished in
its tender is incorrect, false, misleading or forged without prejudice to other rights of the
purchaser. The successful Bidder’s earnest money will be forfeited without prejudice to
other rights of Purchaser if supplier fails to furnish the required performance security
within the specified period.
Firm shall have to extend the validity of EMD if extension of tender validity is agreed on
the request of purchaser in exceptional cases.
9. Performance Security:

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

a) Successful bidder shall submit performance security within thirty (30) days from
date of dispatch of supply order/award of contract by the purchaser or within twenty-
one (21) days from the receipt of supply order by the supplier whichever is earlier.
b) The purchaser may consider annulment/cancellation of supply order/ award of
contract if performance security not received in stipulated time.
c) There is no relaxation/exemption in submitting of performance security.
d) The supplier, shall furnish performance security to the purchaser for an amount
equal to ten percent (10%) of the total value of the contract excluding AMC if any,
valid up to sixty (60) days beyond the warranty period.
e) Performance Security shall be furnished by foreign supplier (participated
directly in the tender) including indigenous components to be taken by their
representative.
f) The AMC service provider shall furnish performance security to the purchaser for an
amount equal to five per cent (5%) of the total value of the AMC Value, valid up to
sixty (60) days after the date of completion of all contractual obligations by the
supplier/service provider.
g) Performance Security has to be submitted irrespective of its registration NSIC
etc. Performance security is not relaxed to any supplier/service provider.
Submission of Performance Security is must for all suppliers/service providers.
h) It shall be in the form of Bank Guarantee drawn/issued by a commercial bank doing
government business in the prescribed form in favour of the purchaser. In the event
of any amendment issued to the contract, the supplier shall, within twenty-one (21)
days of issue of the amendment, furnish the corresponding amendment to the
Performance Security (as necessary), rendering the same valid in all respects in
terms of the contract, as amended. Foreign Bidders may submit performance security
in the form of Bank Guarantee. Bank Guarantee issued from the foreign banks
must be authenticated by STATE BANK OF INDIA or any other Nationalized
Bank of India.
i) The purchaser will release the Performance Security without any interest to the
supplier/ service provider on completion of the supplier’s all contractual obligations
including the warranty obligations & after receipt of performance security for AMC
(if applicable). The supplier shall submit pre-receipt for obtaining back their
security.
10. Terms of Delivery
Goods shall be delivered by the supplier in accordance with the terms of delivery specified
in the RFP. Generally, it is F.O.R destination. Suppliers should not deliver the goods
without any valid delivery period. Purchaser shall not be held responsible for anything
(payment and loss of stores etc.) if stores supplied without any valid delivery period as
purchaser reserve the right to reject the delivery and terminate the supply order.
11. Delivery schedule
As per section under RFP-List of Requirements.
Date, on which all the stores as per supply order have been delivered to the consignee shall
be treated as final date of delivery of stores for calculating liquidated damages etc.
12. Force Majeure
Force Majeure means an event beyond the control of the supplier and not involving the
supplier’s fault or negligence and which is not foreseeable. Such events may include, but
are not restricted to, acts of the purchaser either in its sovereign or contractual capacity,

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

wars or revolutions, hostility, acts of public enemy, civil commotion, sabotage, fires,
floods, explosions, epidemics, quarantine restrictions, strikes, lockouts, and freight
embargoes. If there is delay in performance or other failures by the supplier to perform its
obligation under its contract due to event of a Force Majeure, the supplier shall not be held
responsible for such delays/failures. If a Force Majeure situation arises, the supplier
shall promptly notify the purchaser in writing of such conditions and the cause thereof
within twenty-one days of occurrence of such event. Unless otherwise directed by the
purchaser in writing, the supplier shall continue to perform its obligations under the
contract as far as reasonably practical, and shall seek all reasonable alternative means for
performance not prevented by the Force Majeure event. If the performance in whole or in
part or any obligation under this contract is prevented or delayed by any reason of Force
Majeure for a period exceeding sixty days, either party may at its option terminate the
contract without any financial repercussion on either side. There may be a Force Majeure
situation affecting the purchase organization only. In such a situation the purchase
organization shall take up with the supplier on similar lines as above for further necessary
action.
13. Warranty
The warranty shall be Onsite warranty. All stores to be supplied should be free from all
defects and faults in material workmanship and manufacture. They should be of the highest
grade and consistent with the established and generally accepted standards for material of
the type used and in full conformity with the specifications, drawings, or samples and shall,
if operable, operate properly. The Seller shall be bound to furnish a clear written
warranty regarding the same. The Seller will be required to replace them free of cost
inclusive of all freight and handling charges. The supplier shall provide warranty certificate
from the OEM for the goods along with date of manufacturing of stores/products.
The supplier shall take over the replaced parts/goods after providing their replacements and
no claim, whatsoever shall lie on the purchaser for such replaced parts/goods thereafter.
Custom charges if any, for Re-export/re-import of defective parts/repaired parts or replaced
parts to the foreign supplier country for repairs etc. shall be borne by supplier only.
Transportation cost and Octroi etc., for sending defective parts for repairs and sending back
repaired or replaced one to IMD site(s), shall be borne by supplier itself.
Other condition under warranty clause of RFP section shall also be applicable.
14. Penalty clause/Liquidated damages clause (LD) for delayed stores &
Services:
1. The supplier shall deliver the goods and perform the services (like installation &
commissioning etc) under the contract within the time schedule specified by the
purchaser in the “List of requirements/ technical specifications” section and as
incorporated in the contract. The delivery date, unless delivery is divided, on which
all the items/stores/materials/services etc as per supply/purchase order are delivered
shall be taken into account for penalty/LD purpose.
The purchaser shall, without prejudice to other rights and remedies available to the
purchaser under the contract, deduct as penalty/liquidate damage from the contract
price a sum equivalent to 0.5% (half percent) per week of delay or part thereof on
delayed supply of goods and/or delayed services subject to a maximum of 10% of
the contract price of delayed items.
L/D shall not be imposed under force majeure conditions.

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

Once the maximum is reached purchaser may also consider followings: (i)
Forfeiture of its performance security and (ii) Termination of the contract for
default.
Note: The supplier shall not be held responsible for delay in delivery of stores and
their installation for the following reasons:
(a) Delay in providing Entry permits/Road Permits (if required) to the supplier by
the consignee.
(b) Delay in providing proper site(s) by the consignee to the supplier. Site is not
ready in all respect (i.e. all civil & electrical at site completed) for installation
of stores.
(c) Delay in providing No Objection Certificate (N O C) required from any other
government agency/agencies.
(d) Communication facility required for project to be provided to the supplier by
the consignee if it is not the responsibility of supplier.
(e) Any other reason for which supplier is not responsible.
2. (a) Penalty/Liquidated damages shall be calculated on the purchase/contract price
including the element of sales tax, excise duty, service tax etc. mentioned in the
price bids.
(b) Custom duty shall not be taken for the purpose of Penalty/LD calculations.
3. The supplier shall not be held responsible for any delay in custom clearance by
purchaser, handing over proper site by consignee and any other delay in part of
consignee/purchaser if responsible. These periods shall not be counted in LD. The
supplier shall not dispatch the goods after expiry of the delivery period. The
supplier is required to apply to the purchaser for extension of delivery period and
obtain the same before dispatch. In case the supplier dispatches the goods without
obtaining an extension, it would be doing so at its own risk and no claim for
payment for such supply and / or any other expense related to such supply shall be
against the purchaser. The supplier shall inform to the purchaser (Purchase
Section, O/o the Head, CR&S, IMD, Pune) directly in writing about these
delays on part of IMD.
15. Award Criteria and Tolerance Clause
The purchase order /supply order shall be awarded to the eligible responsive tender
evaluated as the most economical, technically qualified and suitable to the requirements
subject to the availability of funds. The purchaser reserves the right to increase or decrease
the quantity of required goods up to plus minus fifteen percent (+ - 15%) till the placement
of supply/purchase order or contract without any change in the terms & conditions and
prices quoted by the Bidders.
16. Modification of contract
If necessary, the purchaser may, by a written order given to the supplier at any time during
the period of the contract, amend the contract by making alterations and modifications
within the general scope of contract. If the supplier doesn’t agree to the adjustment made
by the purchaser, the supplier shall convey its views to the purchaser within fifteen (15)
days from the date of receipt of the amended / modified contract from the purchaser.

17. Taxes and Duties in India

(a) Duty and Local Taxes:
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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

As per prevailing taxes imposed by Govt. of India.

Normally materials to be supplied to Govt. Department against Govt. contracts are
exempted from levy of town duty, Octroi duty, terminal tax and other levies of local
bodies. The local Town/Municipal Body regulations at times, however, provide for
such exemption only on production of such exemption certificate from any authorized
officer. Contractors should ensure that stores ordered against contracts placed by this
office are exempted from levy of town duty/Octroi duty, Terminal tax or other local
taxes and duties. Wherever required, they should obtain the exemption certificate from
the indenter /consignee concerned, to avoid payment of such local taxes or duties. The
supplier shall pay the Octroi, entry tax etc. if exemption certificate not agreed by local
authorities and same may be got reimbursed from purchaser on proof of payments.
Supply of Road Permits by the indenter /consignees: In all such cases where the
requirement of Road Permit for entry of goods into a particular State is mandatory, the
following provisions shall be strictly followed: -.
(i) The supplier shall request the indenter /consignee for providing Road permit/ Way
bill within 10 days of the receipt of the Supply order. The supplier shall furnish all
the necessary information and documents in this regard to Indenter/consignee.
(ii) On receipt of the above request from the supplier, the indenter/consignee concerned
shall arrange to provide the Road permit/Way Bill in the prescribed form to the
supplier within a maximum period of two weeks so that the same reaches the
supplier before the dispatch of the stores. However, in cases where the Road
permit/Way Bill is issued on proof of actual invoice of the material, the consignee
shall arrange to provide the Road permit/Way Bill from appropriate authorities
within a maximum period of 5 days from the receipt of invoice. (c) The supplier
shall pay the local charges/taxes (Octroi etc.) if exemption certificate not agreed by
local authority and same will be reimbursed by purchaser on submission of receipt.
The supplier shall not be held responsible for any delay in supply due to non-
supply/delayed supply of Road permit.
(b) Income Tax and service tax etc.
Tax deducted at source (TDS) shall be done before making payment to the suppliers as
per existing law of Ministry of Finance, Govt. of India in force. The bidders (foreign as
well as Indian Bidders) may visit website of Income Tax Department of India for
details of Tax Liabilities, Rules, and Procedures etc. The bidders shall have to provide
their Permanent Income Tax Number (PAN) and TAN. Firm may also mention the
applicable rates of TDS as per DTAA with India. Copy of same may also be enclosed.
Foreign vendor shall have to mention the details of establishment in India if any.
18. Terms and Mode of Payment
Payment Terms: Payment, as per term mentioned below, shall be made subject to
recoveries, if any, by way of liquidated damages /penalty clause /TDS or any other
charges as per terms & conditions of contract if not specified elsewhere in the
document.
1. Cases where installation & Commissioning is to be done by bidder
Seventy percent (70%) of contract value of stores after receipt of goods at sites in
case of domestic goods and balance 30% payment towards stores after their successful
installation and acceptance at site.
(i) 100% payments towards services like FAT, Training, SAT, Installation &
commissioning charges etc. if any after their executions and completions.
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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

(ii) Necessary documents must be submitted for the release of payments.

(iii) In case of Indian Bidders, the following documents shall be submitted:
a) Three copies of supplier’s invoice showing contract number, goods
description, quantity, unit price and total amount.
b) Consignee Receipt Certificate in original issued by the authorized
representative of the consignee
c) Copies of delivery challan identifying contents of each package.
d) Inspection certificate by the nominated Inspection agency, if any.
e) Insurance Certificate.
f) Final Acceptance Report from consignee.
2. Cases where installation and commissioning are not to be done by bidder.
(i) 100% payment after satisfactory test and acceptance of the system at each
location.
(ii) No advance payment shall be made.
3. The supplier shall send its claim for payment in writing, when contractually due,
along with relevant documents etc., duly signed with date, to respective consignees.
4. Bills/invoices must be submitted separately for stores and services.
5. The bidder shall submit particulars of his bank account required for making
payments. (a) Account Number (b) Bank Name (c) Branch Name (d) Address (e) IFS
code (f) MICR No. (g) Telephone No.(h) SWIFT code etc.
19. Fall Clause
The bidder undertakes that it has not supplied/is not supplying similar products/systems or
subsystems at a price lower than that offered in the present bid in respect of
Ministry/Department of the Government of India or Public Sector Unit (PSU) and if it is
found at any stage that similar products/systems or subsystems was supplied by the
BIDDER to any Ministry/Department of the Government of India or Public Sector Unit
(PSU) at a lower price, then that very price, with due allowance for elapsed time, will be
applicable to the present case and difference in the cost would be refunded by the BIDDER
to the BUYER (India Meteorological Department) or it will adjusted from their bills, if the
contract has already been concluded.
20. Termination of tender/contract by the Purchaser
From the time of submission of tender to the time of awarding the contract, if a Bidder
needs to contact the purchaser for any reason relating to this tender enquiry and / or its
tender, it should do so only in writing.
In case a Bidder attempts to influence the purchaser in the purchaser’s decision on scrutiny,
comparison & evaluation of tenders and awarding the contract, the tender of the Bidder
shall be liable for rejection in addition to appropriate administrative actions being taken
against that Bidder, as deemed fit by the purchaser.
The purchaser, without prejudice to any other contractual rights and remedies available to
it (the purchaser), may, by written notice of default sent to the supplier, terminate the
contract in whole or in part, if the supplier fails to deliver any or all of the goods or fails to
perform any other contractual obligation(s) within the time period specified in the contract,
or within any extension thereof granted by the purchaser. In the event of the purchaser
terminates the contract in whole or in part, the purchaser may procure goods and/or
services similar to those cancelled, with such terms and conditions and in such manner as it
deems fit and the supplier shall be liable to the purchaser for the extra expenditure, if any,
incurred by the purchaser for arranging such procurement. If the supplier becomes

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

bankrupt or otherwise insolvent, the purchaser reserves the right to terminate the contract
at any time, by serving written notice to the supplier without any compensation,
whatsoever, to the supplier, subject to further condition that such termination will not
prejudice or affect the rights and remedies which have accrued and / or will accrue
thereafter to the purchaser.
21. Arbitration clause:
If dispute or difference of any kind shall arise between the purchaser and the supplier in
connection with or relating to the extension of contract, the parties shall make every effort
to resolve the same amicably by mutual consultations. If the parties fail to resolve their
dispute or difference by such mutual consultation within twenty-one days of its occurrence,
then, unless otherwise provided in the “List of requirements/ technical specifications”
section either the purchaser or the supplier may give notice to the other party of its
intention to commence arbitration, as hereinafter provided the applicable arbitration
procedure will be as per Indian Arbitration and Conciliation Act, 1996. In the case of a
dispute or difference arising between the Purchaser/ Consignee and all suppliers relating to
any matter arising out of or connected with the contract, such dispute or difference shall be
referred to the sole arbitration of an officer, appointed to be the arbitrator by the Head,
Climate Research and Services, India Meteorological Department, Pune. The award of the
arbitrator shall be final and binding on the parties to the contract. Each party shall bear its
own cost. Venue of Arbitration: The venue of arbitration shall be the place from where
the contract has been issued, i.e. O/o the Head, CR&S, IMD, Shivajinagar, Pune. The
contract shall be interpreted in accordance with the laws of India.

22. The following special conditions shall be applicable in addition to above standard
terms and conditions.
(i) The purchaser reserves the right to conclude one or more than one rate contract for
the same item;
(ii) The purchaser as well as the supplier may withdraw the rate contract by serving
suitable notice to each other. The prescribed notice period is generally fifteen days;
(iii) The purchaser has the option to renegotiate the price with the lowest quoted
bidder.
(iv) In case of emergency, the purchaser may purchase the same item through ad hoc
contract with a new supplier;
(v) The purchaser and the authorized users of the rate contract are entitled to place
online supply orders up to the last day of the validity of the rate contract and,
though supplies against such supply orders will be effected beyond the validity
period of the rate contract, all such supplies will be guided by the terms &
conditions of the rate contract,
(vi) The rate contract will be guided by “Fall Clause” (vide S.No. 19)
23. Period of Rate Contract: As per RFP.
24. Criteria for award of Rate Contract: As per RFP document.
25. Renewal of Rate Contracts: It should be ensured that new rate contracts are made
operative right after the expiry of the existing rate contracts without any gap for all rate
contracted items. In case, however, it is not possible to conclude new rate contracts due
to some special reasons, timely steps are to be taken to extend the existing rate contracts
with same terms, conditions etc. for a suitable period, with the consent of the rate
contract holders.

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

Annexure-I

CHECKLIST
S. N Activity Compliance Page No.
Yes/ No/ NA of your bid
1 Is Firm Registration certificate from Government bodies in
their country attached with technical bid?
(i) Have you enclosed EMD (Bank Guarantee) of required
amount?
(ii) Is the EMD submitted by firm other than participating
firm? If yes, then bid is likely to be ignored.

(iii)Is Registration certificate from NSIC/Government bodies

on SSI attached for relaxation of EMD?

(iv)EMD shall be valid for 240 days.

3. Have you kept validity of your bid as per the TE document?
4. Have you enclosed Tender Terms & Conditions Acceptance
Form duly filled and signed (i.e. terms and conditions are
acceptable) with original set of tender? Tenders may be ignored
if not signed.
5. Have you enclosed clause-by-clause compliance statement for
the “List of requirements/ technical specifications” section?
6. Have you submitted copy of the last purchase order(s) and end
user certificate?
7. Is tender Submitted by an OEM?
Is tender Submitted by an integrator Agent/ Dealer/ Supplier/
Distributor/ Stockiest etc. of OEM? Whether Back-to-back
support agreement with equipment manufacturer and software
developer company attached?
8. (i) Permanent Account No. of bidding firm with proof.

(ii) Is sales & service tax /GST number with registration

certificate attached?

9. Name of the firm who quoted the price

10. Name of tender currency given in which order to be placed?
11. Name of the supplier with complete address to whom supply
order to be placed to be submitted on company’s letter head in
original from authorized signatory.

(Name & Signature with date and firm/company seal)

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

Annexure-II Tender Terms & Conditions Acceptance Form

(For all the terms & conditions of tender document are acceptable to Bidder)

To
The Head, Climate Research and Services,
India Meteorological Department,
Shivajinagar, Pune – 411 005.

Ref: TE document No. CRS/SID/PUD/9016 (CPPP)/0318/01 dated _________

I/We, the undersigned have examined the above mentioned TE document, including
amendment/corrigendum No. __________, dated ________ (if any), the receipt of which is
hereby confirmed. We now offer to supply and deliver the goods and services in
conformity with your above referred document.
If our tender is accepted, we undertake to supply the goods and perform the services
(Installation & commissioning etc.) as mentioned in tender document with the delivery
schedule specified in the “RFP- List of requirements / technical specifications”.
I/We further confirm that, if supply / purchase order is placed to firm, we shall provide
performance security of required amount in an acceptable form for due performance of the
contract.
I/We agree to keep our tender valid for acceptance as required in tender document or for
subsequently extended period, if any, agreed to by us. I/We also accordingly confirm to
abide by this tender up to the aforesaid period and this tender may be accepted any time
before the expiry of the aforesaid period. I/We further confirm that, until a formal contract
is executed, this tender read with your written acceptance thereof within the aforesaid
period shall constitute a binding contract between us.
I/We further understand that you are not bound to accept the lowest or any tender you may
receive against your above-referred tender enquiry.
We confirm that we do not stand deregistered/banned/blacklisted by any Govt. Authorities.
I/We confirm that we fully accept and agree to all the terms and conditions specified in
above mentioned TE document, including amendment/ corrigendum etc. if any.

(Signature with date and seal of the company)

(Name and designation)

Duly authorized to sign tender for and on behalf of Bidder

Note: 1. Firm/company shall use its own printed letter head for issuing this certificate.
2. Acceptance shall be unconditional.

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

Annexure – III

MODEL BANK GUARANTEE FORMAT FOR FURNISHING EMD

(Format only)
Whereas …………………………………………………………………………………….
(hereinafter called the “Bidder”)
has submitted their offer dated ………………………….……………………………… for
the supply of …. ………………………………………………………………………..
(hereinafter called the “tender”)
against the purchaser’s tender enquiry No. ………………………………………………
KNOW ALL MEN by these presents that WE.…………………………………………...
of ……………………………………………. having our registered office at
……………………………………………………………. are bound unto ………………
(hereinafter called the “Purchaser)
in the sum of …………………………………………………………………………….…
for which payment will and truly to be made to the said Purchaser, the Bank binds itself, its
successors and assigns by these presents. Sealed with the Common Seal of the said Bank
this…………… day of …………….20……
THE CONDITIONS OF THIS OBLIGATION ARE:
(1) If the Bidder withdraws or amends, impairs or derogates from the tender in any respect
within the period of validity of this tender.
(2) If the Bidder having been notified of the acceptance of his tender by the Purchaser
during the period of its validity.
(3) If the Bidder fails to furnish the Performance Security for the due performance of the
contract.
(4) If the Bidder fails or refuses to accept/execute the contract.
WE undertake to pay the “The, Head, Climate Research and Services, India Meteorological
Department, Pune”, up to the above amount upon receipt of its first written demand,
without the Purchaser having to substantiate its demand, provided that in its demand the
Purchaser will note that the amount claimed by it is due to it owing to the occurrence of
one or both the two conditions, specifying the occurred condition or conditions.
This guarantee will remain in force up to and including 60 days after the period of tender
validity and any demand in respect thereof should reach the Bank not later than the above
date.
Bank Guarantee issued with the tender enquiry reference No. CRS/SID/PUD/9016 (CPPP)
/0719/02 Dated 09.07.2019

(Signature of the authorized officer of the Bank)

………………………………………………………….
Name and designation of the officer
………………………………………………………….
Seal, name & address of the Bank and address of the Branch

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 SECTION – II GENERAL CONDITIONS OF CONTRACT (GCC) / अिुबंध की सामान्य शतें

Annexure-IV

Note: If BoQ is uploaded on CPP portal then bidders shall submit financial bid
only through uploaded BoQ file in MS Excel format.
If BoQ is not uploaded on CPP portal then instructions given below shall be
followed.

PRICE SCHEDULE (Financial Bid format)

S. Name of Quantity Make Base Applicable Unit Total

N Item/Store & price taxes & duties Price price
Model 5+6 (3x7)
(1) (2) (3) (4) (5) (6) (7) (8)

Store Components (hardware & Software etc.)

Services components

Total Tender price in figure and in words:

Note/instruction:
1. The bidder shall use their own letter head for quoting the prices.
2. Price shall be preferred in above format.
3. The names of each stores/items offered in technical proposal must be mentioned with
make & Model including services etc. if any. The deliverables list attached with
financial bid must be exactly same as per the technical bids.
4. Charges, if any, for inland (within the India) Transportation /freight/insurance of stores
shall be mentioned. In case not mentioned, it is treated as free of cost.
5. If there is a discrepancy between the unit price and total price THE UNIT PRICE shall
prevail.
6. All applicable taxes must be mentioned against each item. Rate of each applicable tax
must be mentioned in price bid. If taxes not mentioned, then it is treated that price
quoted is inclusive of taxes.
7. Costing for each and every items and sub items which is offered in technical bid shall
be done with all breakups. Charges for FAT, Trainings, installation, SAT and other
services etc. are to be mentioned clearly in price bid.
8. Price Bid (in excel format excluding note/instruction) shall be uploaded on
eprocure.gov.in
Signature of Bidder___________________
Seal of the Bidder____________________

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REQUEST FOR PROPOSAL (RFP) DOCUMENT / प्रस्ताव निवेदि दस्तावेज

REQUEST FOR PROPOSAL (RFP)

DOCUMENT / प्रस्ताव निवेदि दस्तावेज

FOR

“Procurement of Serial to Ethernet

Converters”
100 Numbers

July 2019

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REQUEST FOR PROPOSAL (RFP) DOCUMENT / प्रस्ताव निवेदि दस्तावेज

Request for Proposal document

for
“Procurement of Serial to Ethernet
Converters”

Government of India
O/o the Head, Climate Research and Services (Surface
Instruments Division),
India Meteorological Department,
Shivajinagar, Pune-411005

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 REQUEST FOR PROPOSAL (RFP) DOCUMENT / प्रस्ताव निवेदि दस्तावेज

1. Introduction
India Meteorological Department (IMD) is a responsible for providing aviation
meteorological services. In order to provide these services IMD has
commissioned various aviation meteorological instruments at airports across the
country. The aviation meteorological instruments are being maintained by O/o the
Head, CR&S (SI) in coordination with MWOs, AMOs and AMSs. This tender
enquiry is for procurement of Serial to Ethernet Converter Units for Digital Current
Weather Indication Systems (DCWIS)and DIWE at different airports.
Bidders must submit one pair of Converter with accessories within 10 days
of closing of tender for technical evaluation at the Electronics Laboratory,
Surface Instruments Division, Office of the Head, Climate Research and
Services, Shivajinagar, Pune – 411 005. No separate communication in this
regard will be done.
2. Scope of work
a) Supply of Serial to Ethernet Converter Units (List of deliverables is given in
Para 10 of RFP document).
b) Delivery of Serial to Ethernet Converter Units at Stores Section, office of
the Head, CR&S, Shivajinagar, IMD, Pune.
c) Warranty for period of one year from the date of test and acceptance by the
consignee for all Serial to Ethernet Converter Units.
3. Specifications
Serial to Ethernet converters should convert data from RS232/422 to Ethernet &
Vice Versa. The Serial to Ethernet converter is required to accept data from
digitizer of DCWIS over RS232/422 and convert the data to Ethernet. This
converted data will be transmitted through Wireless Communication Modem. At
the receiver end, the data received over Ethernet from Wireless Communication
Modem should be converted to RS232/422 to feed Data Acquisition System of
DCWIS

3.1. The Serial to Ethernet converter Specifications

a) Ethernet port with Mac Id.
b) Level shifters for Ethernet port.
c) For Ethernet port, there should be RJ45 Socket with status indicating
LED’s.
d) Configurable via web console.
3.1.1. Ethernet Interface
Number of Ports 1
Speed 10/100 Mbps, auto MDI/MDIX
Connector 8-pin RJ45
Magnetic
Isolation 1.5 kV built-in
Protection
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 REQUEST FOR PROPOSAL (RFP) DOCUMENT / प्रस्ताव निवेदि दस्तावेज

3.1.2. Serial Interface

Number of Ports 1
Serial Standards RS-232/422/485
DB9 male (male to female convertor
Connector
spare)/serial cable included.
Serial Line
15 kV ESD protection for all signals
Protection
3.1.3. Serial Communication Parameters
Data Bits 5, 6, 7, 8
Stop Bits 1, 1.5, 2
Parity None, Even, Odd, Space, Mark
Flow Control RTS/CTS, XON/XOFF
Baudrate 150 bps to 230.4 kbps
3.1.4. Physical Characteristics
Housing Metal
3.1.5. Environmental Limits
Operating
0 to 55°C (32 to 131°F)
Temperature
Storage
-40 to 75°C (-40 to 167°F)
Temperature
Ambient Relative
5 to 95% (non-condensing)
Humidity
3.1.6. Power Requirements
Input Voltage 9 to 30 VDC
3.1.7. Warranty 1 years
4. Delivery Schedule
Delivery of Serial to Ethernet Converter Units shall be done at the Stores Section,
office of the Head, CR&S (SI), IMD, Shivajinagar, Pune- 411005 through single
consignment within 30 days from the date of placement of supply order.
5. Test and Acceptance
Serial to Ethernet Converter Units will be tested in Electronics laboratory, O/o the
Head, CR&S (SI), IMD, Pune. The test and acceptance shall be conducted by
officers nominated by the consignee. The supplier should be able to integrate the
Serial to Ethernet Converter Units with other equipment’s of Digital Current
Weather Instrument System.
6. Warranty
The supplier/OEM shall provide warranty of one year after test and acceptance of
Serial to Ethernet Converter Units. If within a warranty period any Serial to
Ethernet Unit becomes defective, it shall be brought by IMD to Electronics
Laboratory, O/o the Head, CR&S (SI), IMD, Shivajinagar, Pune and same will be
informed to the supplier. The supplier shall collect these Serial to Ethernet
Converter Units from IMD, Pune and repair them within fifteen (15) days from the
date on which the faults are communicated by IMD without any additional cost to
the purchaser. The supplier shall be responsible for to and fro shipping charges if
defective Serial to Ethernet Converter Units is required to be sent to OEM for
repair.
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 REQUEST FOR PROPOSAL (RFP) DOCUMENT / प्रस्ताव निवेदि दस्तावेज

7. Terms and Conditions

a. Bidders must submit one pair of Converters with accessories within 10 days of
closing of tender for technical evaluation. No separate communication in this
regard will be done.
b. If the successful bidder fails to supply / deliver the Serial to Ethernet
Converter Units as per delivery schedule, IMD has the right to re-tender after
giving adequate notice to the supplier. In such case, earnest money deposit /
performance security deposit will be forfeited
8. Bidder Qualification Criteria
The bidder must be Original Equipment Manufacturer (OEM) of Serial to Ethernet
Converter Units or authorized representative of OEM (a copy of authorization letter
from OEM shall be enclosed with technical bid).
During the last 2 years the bidder/OEM must have sold at least 100 Nos. serial to
ethernet convertors.
9. Documents to be submitted by the supplier
A document containing make & model, serial number, date of manufacturing
for Serial to Ethernet Converter Units should be submitted
10. List of deliverables
Note: Unpriced (without revealing the prices) list of deliverables clearly
mentioning make and model being offered shall be enclosed with technical
bid failing which bid is liable to be rejected.
No Qty Unit Price (in Rs)
Total
Name of deliverable Base Applicable
Make Model Price
item/store Price taxes and
(in Rs)
duties
1 Serial to Ethernet 100
Converter Units
2 Power Adaptor 100
3 Serial DB9 cable (1 m 100
length)
4 RJ45 Ethernet cable 100
(1m length)
5 DB9 Male-Female 100
converter
6 Document and software 100
CD
7 Transportation charges One
consignment

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