1

CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS (An autonomous Centre of the Department of Biotechnology)

Ministry of Science & Technology, Govt. of India)

Office Block: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Telephone Exchange,

Uppal, HYDERABAD – 500 039.(Telangana) India Tel. No. 040 2720 9489/97, Fax. No. 040 2720 9490

Website:www.cdfd.org.in

NOTICE INVITING TENDER

TENDER NOTICE NO. PUR/CART/HP/2016 07.10.2016 Sealed tenders are invited on behalf of and by the Director CDFD, from manufacturer / authorized distributor for

entering in to Annual Rate Contract basis for supply of HP Cartridges and Toners on Price List basis with

discount offered for the HP Make Printers. 1. Details of Tender:

Cost of the Tender Documents: Rs.500/- (Rupees Five Hundred Only) through DD in favour of Director, CDFD, Hyderabad.

2. Interested eligible bidders may download the complete bidding documents from our

Website(http://www.cdfd.org.in) from 14.10.2016 onwards (back to back printing). All such

downloaded tender documents should be accompanied by a non-refundable DD for Rs.500/- (Rupees

five hundred only) towards the cost of bidding documents. The cost of bidding documents should be

paid by DD in favour of Director, CDFD, Hyderabad and no other mode of payment will be accepted. 3. Due Date for Receipt of Tenders: 07.11.16 @ 6.00pm

4. Opening of Bids : 08.11.2016 @ 11.00 am at Committee Room, Uppal Campus

5. If the above stated opening or closing date(s) happens to be Govt. holiday(s)/BANDH, the

submission/opening of the tender will be on the next working day as per the time scheduled. 6. This Notice Inviting Tender (N.I.T) shall form part and parcel of the Tender Document.

7. The tenderer shall sign all the pages of the tender document and other documents submitted by him

along with the tender. 8. The tender shall be submitted in single Tender Basis. The sealed cover duly super-scribed with Tender

No. PUR/CART/HP/2016 Due on 07.11.2016 containing Tender along with the relevant documents

should be dropped in the Sealed Tender Box kept at the Purchase Section, Uppal, on or before 6.00PM

of 07.11.2016. The Tender document at any cost should not be handed over to any persons.

9. Tenders submitted without Tender document cost will be rejected. Tenders received after due date and

time will not be entertained. Institute is not responsible for any postal delay. CDFD does not take any

responsibility for loss of Tender in transit sent by courier or any postal delays, Tenders received after

the due date and time will be summarily rejected. Incomplete or conditional tenders are liable for

rejection. 10. Prices quoted should be up to CDFD Stores, Tuljaguda Complex, Opp: M.J.Market, Nampally,

Hyderabad.

11. The material will not be supplied by you on less than the Rate Contract prices to any other govt.

Institution. If the same is found, the proportionate recoveries will be made.

2

12. CDFD does not bind itself to accept the lowest or any other tender and reserves the authority to reject

any or all tenders without assigning any reason. All the tenders, in which any of the prescribed

conditions are not fulfilled or incomplete, in any respect, are liable to be rejected. 13. The item supplied should be certified by the supplier to be of HP make and genuine product and

procured from the Manufacturer. 14. The Director, CDFD reserves the right to accept or reject any or all the proposals in full or in part

without assigning any reason.

Sd/-

I/c – Stores & Purchase

3

TENDER DOCUMENT

FOR

Supply of HP Cartridges and Toners.

TENDER # PUR/CART/HP/2016

CDFD CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS

(An autonomous Centre of the Department of Biotechnology) Ministry of Science & Technology, Govt. of India)

Office Block: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Telephone Exchange,

Uppal, HYDERABAD – 500 039. (Telangana) India Tel. No. 040 2720 9489/97, Fax. No. 040 2720 9490

Website: www.cdfd.org.in

Signature of the Bidder

4

CHAPTER - I INSTRUCTIONS TO BIDDERS

1. The Bidder should be licensed under the Provisions of the applicable law. 2. Only those Vendors who are direct suppliers / authorized dealers, who have been successfully supplying to R

& D Institutions / Universities etc., will be considered. 3. The Vendors should produce valid copy of the authorization letter along with the Tender.

4. The Bidder should be in the similar business for the last three (3) financial years.

5. The Vendor should submit a photocopy of the latest Income Tax returns.

6. Director, Centre for DNA Fingerprinting and Diagnostics, Hyderabad will receive Tenders as in the Tender

Document. 7. Tenders received after the due date and time fixed for receipt of Tenders shall be liable for summarily

rejected. CDFD shall not be responsible for delay, loss or non-receipt of Tender documents sent by Post.

Telex / Telegraphic / Fax/ email offers will not be accepted. 8. Director, CDFD is not bound to accept lowest or any Tender or to assign reasons for non- acceptance of any

Tender in full or part thereof. 9. The bidder shall not be entitled to claim any costs, charges, expenses incidental to or incurred by him

through or in connection with his submission of Tender, even if the Director, CDFD decides to withdraw or

cancel the Tender. 10. Unsealed Tenders, unsigned Tenders, incomplete Tenders, or Tenders otherwise considered defective are

liable to be rejected. 11. Director, CDFD reserves the right to accept the Tender either in whole or in part and the prices quoted by

the bidder shall be deemed to hold good even if the Tender is accepted in part by the Director, CDFD. 12. Vendors should be able to deliver small quantities at short notice for emergency situations. 13. Any person signing a Tender shall submit documentary evidence in the form of an authorization letter from

the firm (in Original) that his signature on the Tender, submitted by him, is legally binding upon himself and

his firm. 14. If it is detected that a person so signing the Tender has no authority to do so, the Director, CDFD may,

without prejudice to other civil and criminal remedies, not consider the Tender and hold the signatory liable

for all costs and damages. 15. The bidder should have local office in Hyderabad and operating from the last (3) years.

16. The bidder should have Warehouse / Godown space owned / hired by him and the proof to be enclosed with

the tender. 17. Tenders shall be submitted in single Tender basis.

18. MANNER, METHOD AND PLACE FOR SUBMISSION OF TENDERS: Tenders shall be made in favour of: The Director,

CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS

Office Block: Hostel & Residential Complex,

Opp. Uppal Water Tank, Beside BSNL Telephone Exchange,

Uppal, HYDERABAD – 500 039.

Signature of the Bidder

5

DULY SUPERSCRIBED WITH THE TENDER NO. PUR/CART/HP/2016 DUE ON 07.11.2016 at

6.00 PM.

AND SHOULD BE DROPPED IN THE SEALED TENDER BOX KEPT AT THE PURCHASE

SECTION AT OFFICE BLOCK: Hostel & Residential Complex, Opp. Uppal Water Tank, Beside BSNL Telephone Exchange, Uppal, HYDERABAD – 500 039. Tel. No. 040 2720

9497/489, Fax. No. 040 2720 9490 ON OR BEFORE 6.00 PM OF 07.11.2016.

THE TENDER DOCUMENT AT ANY COST SHOULD NOT BE HANDED OVER TO ANY

PERSON(S). 19. Please enclose the following documents with the Tender.

a) Tender Document each page duly signed by the Bidder as token of acceptance. If any minor

deviation is proposed by the bidder the same must be clearly indicated and enclosed as deviation list

as Annexure but Tenders with significant deviations list may be liable for rejection.

b) All necessary copies of Registration / licenses etc.

c) Valid Authorization Letter

d) Soft Copy of Manufacturer’s Catalogue Prices ( CD or Pendrive)

e) Photocopies Latest Income Tax Returns

f) Photocopy of VAT/TIN/CST Registration Certificates

g) Photocopies of proof of Local Office, godown space, Purchase Order copies.

20. Your offer should mention clearly the Discount Offered with all the supply conditions, delivery period

etc. The material must be supplied with in stipulated period / validity of supply order. In case of delay in

supply from the side of supplier, a penalty of 0.5% per week of order value will be charged for delayed

period at maximum of 10% percent. In case of any breach of contract the order can be cancelled by

CDFD due to breach of contract by the supplier. It will also affect the future business dealings with such

suppliers. The supplies will be accepted maximum in two lot baring exceptional case. Payment will be

made after complete supply as per our purchase order.

21. No request for increase in prices will be entertained for one year from the date of entering into the rate

contract.

22. Force Majeure clause is acceptable to us.

23. Conditional offers will be liable for rejection.

24. The prices should be FOR CDFD inclusive of packing & forwarding. If ex-works / go down prices are

quoted, then packing & forwarding documentation, freight and insurance charges must be specifically

mentioned separately. CDFD is an exempted R & D Institute under Customs / Excise duty Notification

No.51/96 dated 23.07.1996 and No.10/97, dated 01.03.1997 respectively. Hence Custom Duty / Excise

Duty should be shown separately. Sale Tax / other Govt. levies will be paid at actual and prevailing

rates of Excise duty and Sales tax etc. may be mentioned separately. No other charges other than those

mentioned clearly in the quotation will be paid. The Bidders are requested to quote Customs Bounded

Ware House Prices or High Seas Sale prices, if applicable.

25. Acknowledgement of the Order: The supplier should forward the order acknowledgement immediately

confirming the rates, pack size, catalogue numbers, and description of material, taxes etc. after receiving

the Purchase Order. Any changes will be incorporated by issuing suitable amendments.

Signature of the Bidder

6

26. If no acknowledgement is submitted by the firm within (3) days from the date of receipt of the order. It

is presumed that there is no mistake in the ordered items and you will supply the material at the earliest.

27. The supplier is requested to deliver the ordered material at CDFD Stores, Tuljaguda Complex, Opp:

M.J.Market, Hyderabad. The supplier is requested to bring three copies of Delivery Challans

mentioning the description of the material. The material should be first verified at Security Section and

Stores Section obtaining the acknowledgements for having delivered the material. A copy the duly

acknowledged Delivery Challan should be enclosed to the Bill for effecting the payment. 28. Payment: 100% payment shall be made to the supplier within (30) days after receipt and acceptance of

material in good condition. To facilitate timely payment, the suppliers are requested to submit two

copies of invoices drawn in the name of Director, CDFD along with the Security and Stores Section

endorsed Delivery Challan Copy as per our purchase order duly pre-receipted by affixing one Rupee

Revenue Stamp or followed by an advance stamped receipt otherwise the bills will not be admitted for

payment. 29. The supplier must ensure that the utility of the products (i.e. expiry date) must be minimum of 6months

to be reckoned from the date of delivery at CDFD stores. 30. One set of printed pricelist of the Manufacturer to be provided along with the Tender. C.D. of your price

list in PDF form to be submitted later. 31. All Disputes subject to Hyderabad jurisdiction only.

32. TENDER OPENING: THE TENDERS WILL BE OPENED AT 11.00 A.M. on 08.11.16 IN THE PRESENCE OF THE BIDDERS OR THEIR REPRESENTATIVE WHO WISH TO BE PRESENT.

33. The evaluation of the bids will be conducted by CDFD at which time the bidders must be prepared to

make a presentation on their bids, if asked to do so by CDFD. 34. All queries/clarifications prior to submission of Tender shall be addressed to:

The I/c - Stores & Purchase, CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS

Office Block: Hostel & Residential Complex,

Opp. Uppal Water Tank, Beside BSNL Tele phone Exchange,

Uppal, HYDERABAD – 500 039. 35. DELIVERY: The items as per the purchase order shall be delivered at CDFD Stores, within oneweek

Tuljaguda, Opp: M.J.Market, Nampally, Hyderabad – 500 001 during working hours. 36. PRICE: TENDERERS SHOULD FOLLOW THE PRICE SCHEDULE FORMAT as per the

tenderdocument. 37. The prices shall remain firm and fixed for one year from the date of award.

38. Please indicate the various Taxes / Duties as applicable in the Price Schedule.

39. PAYMENT TERMS: 30 days credit against supply of full Quantity as per Purchase Order

onsubmission of Invoices with DC copy as per the Purchase Order terms. 40. VALIDITY OF TENDER: The Tenders should be kept valid for acceptance for a period of 60(sixty)

calendar days from the Tender due date.

Signature of the Bidder

7

41. TERMINATION OF THE CONTRACT: The contract is valid for one year from the date of

award.This may be renewed for a further period of one year with the consent of both the parties. 42. The Bidder should furnish a list of their clients with special reference to Govt. / Educational / Research

Institute and R&D Departments indicating their complete postal addresses along with details of

telephone / fax number, name & designation of the person to whom the Institute may contact for

information 43. Fall Clause: The material will not be supplied by you on less than the Rate Contract prices to anyother

govt. Institution. If the same is found, the proportionate recoveries will be made and also Rate Contract

is liable to be cancelled. In the event of decrease of above rates the same may be charged to CDFD

accordingly. 44. No requests for increase in prices will be entertained for one year from the date of entering into the rate

contract. 45. The contract can be terminated by CDFD on the following contingencies.

• Failure to supply the material in time

• For committing breach of the contract terms

46. DECLARATION: The bidder should give a declaration in the following format:

I/We_____________________________________________________________ have read the entire

terms and conditions of this Tender document and we are fully agreeable to the terms and conditions

mentioned herein.

Signature of the Bidder With seal

8

CHAPTER -II

PRICE SCHEDULE

Sl.No. Description Price Discount% TAX / VAT

Note: The Bidder may attach the manufacturer’s price list duly signed and affixing the stamp.

The Bidder may use the above format or the same details may be typewritten in the letter head of the Bidder and

submit it along with Tender.

Signature of the Bidder

9

CHAPTER III

CONTRACT FORMAT Ref: PUR/CART/HP/2016 Date:

To

Dear Sirs,

Sub: Award of Annual Rate Contract for supply of Cartridges & Toners of HP make____ Ref:

We are pleased to award the Annual Rate Contract for supply of Cartridges & Toners of HP Make for the

period from to on the following terms and conditions. Terms & Conditions: 1. Period of the Rate Contract: The Rate Contract is valid from ________ to ___________.

2. Prices : As per the enclosed Price List.

3. The supplies are to be made by M/s. ________________ who has been authorized by you.

4. Acknowledgement of the Order: The supplier should forward the order acknowledgement

immediatelyconfirming the rates, pack size, catalogue numbers, and description of material, taxes etc after

receiving the Purchase Order. Any changes will be incorporated by issuing suitable amendments. 5. Taxes: CDFD is an exempted R & D Institute under Customs / Excise Duty Notification No.51/96

dated23.07.1996 and No.10/97 dated 01.03.1997 respectively for the purpose of availing exemption. Hence,

Custom Duty / Excise Duty should be shown separately to extent the benefit of exemption. Sales Tax / other

Govt. levies will be paid at prevailing rates as indicated above. However, change in the rates of Sales Tax /

CST etc if any will be admitted upon products of relevant notification to the extent. Packing / Forwarding /

Insurance Charges will be borne by you. No other charges will be payable. 6. The rate of VAT/CST should be clearly indicated where chargeable. This Institute is not eligible to issue C

or D Form. However the concessional rate of Central Sales Tax admissible to research institutes on purchase

of scientific equipments from certain States is applicable to this Institute. 7. Please ensure that your Invoice(s) declares Sales tax Certification viz. “Certified that the goods on which

sales Tax has been charged have not been exempted under the Central Sales Tax Act, or the State Sales Tax

Act, or the rules made there-under the charges on account of Sales Tax on these goods are correct under the

provisions of the relevant Act or the rules made there-under”. Sales tax ‘C’ Form is not applicable. Form of

Certificate is applicable. 8. Delivery: The supplier is requested to deliver the ordered material within one week at CDFD

Stores,Tuljaguda Complex, M.J.Road, Hyderabad at no additional transport cost OR as indicated in the

Purchase Orders, that would be placed against this rate contract. The supplier is requested to bring three

copies of Delivery Challans mentioning the description of the material as per order. The material should be

first got verified at Security Section and delivered at Stores Section after obtaining the acknowledgements

for having delivered the material. A copy the duly acknowledged Delivery Challan having security

endorsement should be enclosed to the Bill for affecting the payment. Please ensure that material of

perishable in nature should be supplied with appropriate packing quantity of dry ice / gel so that

10

sustainability of material remains till the same are deliver and accepted by the users. Charges if any, on this

account will be paid at actual as per the Bill, if found reasonable at the discretion of Director, CDFD. 9. The material must be supplied with in stipulated period / validity of supply order placed against this Rate

Contract. In case of delay in supply from the side of supplier, a penalty of 0.5% per week of order value will

be charged for delayed period subject to a maximum of 10% percent. In case of any breach of contract by the

supplier the order can be cancelled by CDFD. It will also affect the future business dealings with such

suppliers. The supplies will be accepted maximum in two lot baring exceptional cases. Payment will

however be made after complete supply as per our purchase order. 10. Part supply and payment shall not be accepted until and unless it is supported by convincing reasons.

11. Payment: 100% payment shall be made to the supplier within (30) days after acceptance of

materialdelivered in good condition. To facilitate timely payment, the suppliers are requested to submit two

(2) copies of invoices drawn in the name of Director, CDFD along with the Security and Stores Section

endorsed Delivery Challan Copy as per our purchase order duly pre-receipted by affixing one Rupee

Revenue Stamp or followed by an advance stamped receipt otherwise the bills will not be admitted for

payment. 12. Rejected Material: All rejected material will be required to be taken back by the firm immediately and

replaced with right material at their own cost. 13. Any free items as part of the special offer are to be supplied alongwith the order as free items.

14. The item supplied should be certified by the supplier to be of genuine quality/make and procured from the

authorized stockist / dealer / Manufacturer. 15. No request for increase in prices will be entertained for one year from the date of entering into the rate

contract. 16. The supplier must ensure to supply the material preferably of the latest batch of production and shall have

minimum of 6 months to be reckoned from the date of delivery at CDFD stores. 17. Force Majeure: The supplier or their authorized distributor / dealer / Stockiest will be free from liabilityto

execute the supply order in the event of production being stopped due to reasons beyond their control, such

as due to riots, strikes, civil commotion’s shortages of materials, natural calamity and Government restriction

etc. 18. Fall Clause: The material will not be supplied by you on less than the Rate Contract prices to any othergovt.

Institution. If the same is found, the proportionate recoveries will be made and also Rate Contract is liable to

be cancelled. In the event of decrease of above rates the same may be charged to CDFD accordingly.

19. Jurisdiction: All Disputes are subject to Hyderabad jurisdiction only.

20. 2 Hard Copies of price list of Manufacturer should be submitted within 10 days on receipt of this

communication. The Director, CDFD reserves the right to reject / cancel the contract in full or part any time during currency of

the Rate Contract without assigning any reason whatsoever and the decision of the Director, CDFD will be final

and binding. A Duplicate copy of this letter must be returned to this office immediately duly acknowledged in token of

your acceptance of rate contract terms. Thanking you

Yours sincerely,

Copy to: (Authorized Distributor/ Dealer)

11

CHAPTER IV

OTHER FORMATS

a. Bid Form (Bid Covering Letter) - (Annexure-A) b. Manufacturers’ Authorization Form - (Annexure B)

BID FORM (BID COVERING LETTER) - Annexure-A

[The Bidder shall type this Form on their Letter Head and enclose this along with Technical Bid (Part-

I).] To: The Director, CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS

Office Block: Hostel & Residential Complex,

Opp. Uppal Water Tank, Beside BSNL Tele Exchange,

Uppal, HYDERABAD – 500 039. We, the undersigned, declare that: a) We have examined and have no reservations to the Bidding Documents, including Addenda (if

any) b) We offer to supply in conformity with the Bidding Documents and in accordance with the Delivery

Schedules specified in the tender Document c) Our bid shall be valid for from the date fixed for the bid submission deadline, and it shall remain

binding upon us and may be accepted at any time before the expiration of that period; d) We understand that this bid, together with your written acceptance thereof included in your

notification of award/placement of Order, shall constitute a binding contract between us. e) We understand that you are not bound to accept the lowest evaluated bid or any other bid that you

may receive. Signed:

Name:

Duly authorized to sign the bid for and on behalf of:

Dated on ____________ day of __________________, _______

12

MANUFACTURERS' AUTHORIZATION FORM (Annexure-B)

No: Dated:_____________ The Director, CENTRE FOR DNA FINGERPRINTING AND DIAGNOSTICS

Office Block: Hostel & Residential Complex,

Opp. Uppal Water Tank, Beside BSNL Tele Exchange,

Uppal, HYDERABAD – 500 039. Dear Sir:

We _____________________________________ who are established and reputed manufacturers

having factories at __________________ (address of factory) do hereby authorize M/s. (Name and address of

Agent) to submit the Rate Contract proposal, negotiate and receive the Annual Rate Contract from you against

your Tender No._____________dtd.______________.

We hereby extend our full guarantee and warranty as per the Terms and Conditions of the above

Tender for the goods and services offered by the above firm.

Yours faithfully,

(Name)

(Name of manufacturers)

Note: This letter of authority should be on the letterhead of the manufacturer and should be signed by a person

competent and having the power of attorney to bind the manufacturer.