TENDER DOCUMENT FOR SUPPLY OF DRUM/CARTRIDGE/DEVELOPER: 2014-15 Rural Electrification Corporation Limited (REC), a Government of India Enterprise, invites ‘Sealed Bids’ from firms for supply of Drum/Toner/Cartridge/Developer of Fax/Multifunction fax machine etc. The bidder shall be required to quote rates as per specifications indicated in the Annexure-II. Micro & Small Enterprises The following facilities are extended to Micro & Small Enterprises registered with National Small Industries Corporation:i) Issue of Tender Sets free of cost ii) Exemption from payment of Earnest Money iii) Waiver of Security Deposit up to the monetary limit for which the unit is registered; AND In case the participating MSMEs quoted price within the bond of L1+15% by allowing such MSME to supply up to 20% of the tendered value by bringing down their price to L-1 price. Out of this 20% , minimum 4% shall be purchased from MEMEs owned by SC/ST, the quantity fixed for MSMEs shall be equally distributed among them as under:a) In case there is one bidder from MSME owned by General/SC/ST and its rates are within 15% of the L-1 price, then the entire 20% of the quantity shall be allocated to the said MSME owned by General/ SC/ST provided the firm is agreed to lower their price at L-1 price. b) In case there are four bidders from MSMEs and out of these four, one belongs to SC/ST, and their rates are within 15% of the L-1 price, then the 20% of the quantity shall be equally allocated to all four MSMEs including MSMEs owned by SC/ST provided all are agreed to lower their price at L-1 price. c) In case there are nine bidders from MSMEs and out of these nine, one belongs to SC/ST and their rates are within 15% of the L-1 price, then the 4% quantity shall be allocated to MSMEs owned by SC/ST and balance 16% of the quantity shall be equally allocated to other eight MSMEs provided all are agreed to lower their price at L-1 price.

1. The sealed bid shall be signed by a person duly authorized on behalf of the bidder Organization and shall be sent to:The DGM (Administration), Rural Electrification Corporation Limited, Core-4, SCOPE Complex, NEW DELHI – 110 003. 2. The bids are to be sent in one main cover super scribed as ‘bids for supply of Toner/Cartridge etc. The main cover will contain two separate covers – one for Technical Bid as per Annexure-I super scribed as Technical Bid and the second sealed cover as per Annexure II super scribed as Financial Bid.

3. The bids will be received up to __15 Hrs____ on ___15.05.2014______. Non-receipt of the bids by the stipulated time/date will disqualify the bidder from the tendering process. The technical bids will be opened in the presence of representatives of the firms on the same day at __16 Hrs____. The date of opening of financial bids of qualified bidders will be intimated separately after evaluation of technical bids either telephonically at the available contact number or through letter depending upon the situation. 4. Earnest Money (EMD) of Rs.5,000/- should accompany the Technical bid documents. The EMD shall be paid in the form of Demand Draft/Banker Cheque from a Nationalized bank/Scheduled bank in favour of Rural Electrification Corporation Limited, New Delhi. Any bid not accompanied by valid EMD shall be deemed to be invalid and will be rejected by REC. The EMD shall be forfeited: a) b) c)

5.

If the bidder withdraws his bid during the period of bid validity. In the case of successful bidder, if he fails to furnish the required performance guarantee fee within the specified time limit. The EMD of successful bidder shall be discharged after submission of the P.G and EMD of unsuccessful bidders will be returned after award of contract.

The bid shall remain valid for a period of 3 months from the date of opening of the bid.

6. Period of Contract The contract will initially be for a period of one year extendable, for two more years on year to year basis for a maximum of one year at a time subject to satisfactory performance of the contractor. During the contracted period each year, no increase in rates will be allowed and contract once accepted would not be permitted to be withdrawn during the period without sufficient cause. It may be noted that grant of the first extension and second extension will be at the discretion of the REC and the contractor will have no rights, whatsoever, to claim extension on the basis of the performance of his firm in the respective preceding period. 7. Rates and prices Bidders should quote item-wise Rates/Prices in the prescribed Performa Annexure-II. Incomplete bids will summarily be rejected. All corrections and alterations in the entries will be signed in full by the bidder with date. No erasing or over-writings are permissible. The bidders are required to quote the prices for supply of Toner / cartridge etc. in the Format at Annexure-II. 8. Terms of payment Payment will be released within 15 days after satisfactory delivery of Toner / cartridge etc. and receipt of bill. 9. Estimated value of Contract The exact value of the contract cannot be specified as it depends upon the usage. However the estimated contract value will be around Rs. 5 Lacs for year.

10. Scope of Work The details of machine for which Drum, Developer, Toner and Cartridges are to be supplied as given of Annexure-II. The Rates to be approved on the basis of quotations will be valid for the whole of the period of contract and no upward revision will be allowed during the period of contract under any circumstances. It will be the responsibility of the successful tenderer to supply Toner, Drum cartridges etc. within a day or two from the date of placing the order by the concerned staff of Admn. Division either telephonically or by the email. 11. Eligibility Conditions i)

The bidder should be an authorized dealer/distributors of any of the companies i.e. HP/ Panasonic/Sharp/Xerox,Moratek,Booster for supply of toner, Cartridges, Drum, Developer etc.

ii) Should have experience of supplying Toner/Drum/Cartridge to at least three Govt. Deptt/PSU//Pvt.Ltd/Firms etc for last three years.( 2010-11, 2011-2012,2012-13) iii) Should have annual turnover of at least 10 lacs or average turnover of at least 30 lacs for the last three years (2010-11, 2011-12,2012-13) iv) Must have Sales tax / VAT Registration No. / Certificate v) Must have Service Tax / TIN Number 12. Evaluation of Bids The following procedure will be adopted for evaluation of bids:i) The technical bid will be evaluated first. ii) The financial bid will be evaluated only if, the tenderer’s technical bid is found to be satisfactory in all respects by the tender committee. The tenderer will have no rights whatsoever to insist that his financial bid be evaluated in the event of the tender committee having rejected his technical bid as unsatisfactory. 13. Performance Guarantee i) The successful bidder shall furnish a performance guarantee as per format at Annexure–III for an amount 50,000 , within 10 calendar days from the date of acceptance of the bid for due and proper fulfillment of contract. ii) EMD of successful bidder shall be discharged after receipt and acceptance of such Performance Guarantee. iii) The performance guarantee provided by the successful bidder may be in the form of a bank guarantee from a Nationalized Bank (as per format given in Annexure-III) should be valid for the period of 60 days beyond the initial contract of one year. iv) In case successful bidder/supplier fails to furnish the performance guarantee within the 10 days from receipt of work order, 10% of the work order value will be withheld for the period of the guarantee/warranty. 14. ARBITRATION i)

If any dispute or difference of opinion arises between parties concerning the terms of agreement or their respective rights, responsibilities, or liabilities, then the parties shall meet and try to settle these amicably. If the parties fail to reach an amicable settlement within a reasonable time, the dispute, doubt or difference of opinion shall be referred to arbitration of a sole arbitrator to be nominated by the CMD, REC. The decision of the arbitrator shall be conclusive, final and binding on both the parties. The jurisdiction of the court will be Delhi.

ii) No alternative offer shall be considered. iii) REC reserves the right to cancel/withdraw this invitation for bids without assigning any reason for such decision. Such decision will not incur any liability whatsoever on the part of REC consequently. iv) REC reserves the right to accept/reject any bid and to cancel the bidding process at any time and reject all bids, at any time prior to placement of order, without thereby incurring any liability. 15. FORCE MAJEURE i)

In the event of either party being rendered unable by Force Majeure to perform any obligation required to be performed by them under the contract, the relative obligation of the party affected by such Force Majeure shall be suspended for the period during which such cause lasts. ii) The term “Force Majeure” as employed herein shall mean acts of God, War, Civil Riots, Fire directly affecting the performance of the Contract, Flood and Acts and Regulations of respective government of the two parties, namely REC and the Contractor. iii) Upon the occurrence of such cause and upon its termination, the party alleging that it has been rendered unable as aforesaid thereby, shall notify the other party in writing, the beginning of the cause amounting to Force Majeure as also the ending of the said clause by giving notice to the other party within 72 hours of the ending of the cause respectively. If deliveries are suspended by Force Majeure conditions lasting for more than 2 (two) months, REC shall have the option of canceling this contract in whole or part at his discretion without any liability at his part. iv) Time for performance of the relative obligation suspended by Force Majeure shall then stand extended by the period for which such cause lasts. 16. APPLICABLE LAW AND JURISDICTION All matters connected with this shall be governed by the Indian law both substantive and procedural, for the time being in force and shall be subject to the exclusive jurisdiction of Indian Courts at Delhi. 17. Others Terms and Conditions i) It may be noted that all products supplied be original and no compromise on quality would be made. In case it is found at some stage that the quality is inferior, the contract is likely to be cancelled and firm will be blacklisted. ii) The Rates should be inclusive of delivery charges to REC, Corporate Office at Scope Complex. The rates should be quoted according to the specifications given as per AnnexureII. The rates of sales tax/VAT etc., if chargeable should be mentioned clearly and separately. iii) In case the contractor fails to supply the requisite items in time of dishonors, the contact in any way, the contract awarded shall be liable for outright cancellation/termination, without assigning any reasons thereof, and the Performance Guarantee invoked. The REC is free to entrust the job to any other firm/party at the risk and expenses of the defaulting contractor. In this connection, decision of the DGM (Admn) shall be final and binding on the contractor. iv) No advance payment will be made under any circumstance v) The REC reserves the right to accept or reject any or all the quotations, without assigning any reason thereof. The REC also reserves the right to renew the contract on the same terms and conditions for such period(s), as it may deem necessary, taking into account, the performances of the contractor during the currency of the contract. vi) Technical bid in Annexure-I & Financial Bid in Annexure-II is required to be filled up completely. REC reserves the right to terminate the contract at any time without assigning any reason. vii) The bidders (Small Scale Units) who are registered with National Small Scale Industries Corporation under “single point Registration Scheme" are exempted from payment of EMD and waived from Security Deposit up to the monetary Limit for which the unit is registered. The SSI unit desirous of claiming above concessions should submit their latest NSIC certificate and documents in respect of their monetary limit and financial capability duly certified by NSIC.

viii) The item supplied should conform to standard specification. The payment shall be made after receipt/acceptance of goods in good condition as per prescribed specification. ix) The tendered should sign on all the pages of tender documents before submission of tender. x) The taxes admissible under the Rules/Law shall be deducted from the bills of the Contractor. xi) No alternative/conditional offer shall be considered. xii) REC reserves the right to annul the bidding process at any time prior to award of contract including rejection of any or all bids after the same have been received, without thereby incurring any liability to the affected bidder or any obligation to inform the affected bidder/s on the ground of REC’s action. xiii) REC reserves the right to accept/reject any bid and to cancel the bidding process at any time and reject all bids, at any time prior to placement of order, without thereby incurring any liability. xiv) Any clarification on the documents may be obtained from:Smt. Renu Mittal, DGM (Administration), Rural Electrification Corporation Limited, Core-4, SCOPE Complex, NEW DELHI – 110 003. Telephone No: 24363613

Shri Brijesh Kakra Assistant Manager (Admn.) Rural Electrification Corporation Limited, Core-4, SCOPE Complex, NEW DELHI – 110 003. Telephone No: 43091516

ANNEXURE-I

TECHNICAL BID 1. Name of the Firm 2. Regd. Address

______________________ ______________________

3. Contact person`s Name& Designation (I) Address (II) Tel. No. Landline ____________ 4. Email ID

_____________________ __________________________ Mobile___________________

__________________

5. Type of Firm (Please tick) Propriety/Partnership/Limited Company/Cooperative Society 6. Pan No. (essential, )

______________

7. Vat No./Tin No/Sales Tax No. (essential)

_____________

8. TIN No. / Service Tax No. (essential)

______________

9. Experience in the field during the last 3 yrs. (Essential) Should have experience of supplying Toner, Drum, Cartridges, Developers etc. to at least three Govt. Deptts. / PSU / Pvt. Ltd. / Firm for the last three years (10-11, 11-12, 2012-13) Please submit copies of the documentary evidence i.e. receipts challans, or copies of invoice or satisfactory job completion certificate from the clients specifying no. and value of the order. _____________________________________ enclosed (Pl specify). 10. Financial turnover of the bidder should be at least Rs 10 lacs per year during last three years or average turnover for last three years for Rs. 30 lacs (essential)

2010-11________________ 2011-12_________________ 2012-13________________ Please enclose copy of documentary evidence (audites balance sheet / P&L A/c / Annual Report / Certificate from competent authority) 11. EMD (to be enclosed with the Technical Bid) a) Amount b) D.D. No. c) Bank

Rs. 5,000/________________________ ________________________

Signatures of authorized signatory Name_____________________ Designation________________ Seal:

ANNEXURE-II FINANCIAL BID

SI.No. Name of the Item 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

Drum KX-MB-772 Panasonic Toner KX-MB-772 Panasonic Toner-8020 Panasonic Developer-8020 Panasonic Drum-MFX-1200 Moratek Toner-MFX-1200 Moratek Drum-AR-5520-D Sharp Toner-AR-5520-D Sharp Developer-AR-5520-D Sharp Toner-DN-5020-Xerox Developer-DN-5020-Xerox Drum-AR-M-201 Sharp Toner-AR-M-201 Sharp Developer-AR-M-201 Sharp Toner-M-1522F H.P. Laser Jet Toner-Faser-3100 Xerox Drum-2280 Brother T.N. Toner-2280 Brother T.N. Drum-Ricoh Toner-Ricoh

21 22

Toner – Xerox-3220 Toner – Xerox 5745

Rate

Tax, If any Total

The terms & conditions contained in the tender document area acceptable to me / us.-

Signatures of authorized signatory Name_____________________ Designation________________ Seal:

ANNEXURE-III

FORM FOR PERFORMANCE BANK GUARANTEE (To be furnished on award of Contract/Work) To M/s Rural Eectrification Corporation Ltd Core-4, Scope Complex, Lodhi Road New Delhi-110003

WHEREAS……………………… (Name and address of Contractor) (Hereinafter called “the Contractor” or “Supplier”) has undertaken, in pursuance of Contract/Work No………………….. dated………………… to execute supply of Toner, Cartridge, Drum, Developer as per tender for REC. AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish you with a Bank Guarantee by a Nationalized Indian Bank for the sum specified therein as Security for compliance with his obligations in accordance with the Contract/Work. AND WHEREAS we have agreed to give the Contractor such a Bank Guarantee. NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of the Contractor, upto a total of ……………….. (amount of guarantee) Rupees…………………… (in words), such sum being payable in the types and proportions of currencies in which the Contract price is payable, and we undertake to pay you, upon your first written demand, and without cavil or argument, any sum or sums within the limits of ……………. (amount of guarantee) as aforesaid without your needing to prove or to show grounds or reasons for your demand for the sum specified therein. We hereby waive the necessity of your demanding the said debt from the contractor before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the Contract or of the Services to be performed there under or of any of the Contract documents which may be made between you and the Contractor shall in any way release us from any liability under this Guarantee, and we hereby waive notice of any such change, addition or modification. This Guarantee shall be valid until 60 days from the date of expiry guarantee/warranty period i.e_________(Date)

Signature and seal of the Guarantor………………………. Name of Bank…………………………………………….. Address…………………………………………………… Date……………………………………………………….