NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR)
(CSIR)
Bid/Tender Document for
Packing & despatch (Job work)
( i ) Last Date of collecting tender: 15.09.2006
(ii) Last date of submission of bids : 18.09.2006
Time : 14 .30 Hrs
(ii) Date of Opening of Bids : 18.09.2006
Time: 15.00 Hrs
cost of bid document : Rs300/ -
From NISCAIR Book Shop
Cost of bid document _ Nil
From NISCAIR Website :
niscair .res.in
1.Scope of Work Including Technical Specifications
To provide trouble-free services for the dispatch of the three magazines, viz., VIGYAN PRAGATI, 52 pages (about 36,000 copies) (Monthly), SCIENCE REPORTER (about 43,000 copies) 64 pages (Monthly) and SCIENCE-KI-DUNIYA 52 pages (about 8,000 copies) (Quarterly) 10,000 copies (21 journals if required (monthly, Bi-monthly, semi-monthly, quarterly etc.) as per terms and conditions in the tender document to our satisfaction as per schedule finalised with P & T Deptt. Postal charges increase many folds even for one-day delay. The job is of highly prestigious nature and hence its schedule have to be scrupulously maintained. The detailed requirement and the items, for which rates are required, are given in Annexure-1. Total work value for one year is Rs.5.5 lakh approximately.
2.General Instructions
(i).(a) Lists of Addresses/Franked envelopes where the Journals are to be sent will be supplied by the office for pasting, etc.
(b)The Journals are to be despatched on the allotted dates every month and the contractor will ensure the despatch in time.
(ii).Arrangements to despatch registered packets will be made by the contractor. Registration slips should invariably accompany Bill for the despatch from the Post Office.
(iii).Other Publications will be despatched as and when required and the contractor will ensure their prompt despatch.
(iv).PACKING: All items of stationery of good quality required for jobs for packing have to be arranged by the contractor. The sample of jute tat, brown paper, sutli, corrugated sheet should be sent with quotation.
(a) Packets must be wrapped in double kraft paper of thick quality.
(b) Sutli : Double sutli will be needed and two rounds of it will be in length and width wise as illustrated below:-
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(v). Cover envelopes for despatch will be supplied by the NATIONAL INSTITUTE OF SCIENCE COMMUNICATION & INFORMATION RESOURCES, NEW DELHI-110 012.
(vi).The schedule dates for despatch under postal concession without pre-payment for each Journal have to be maintained and their dates are to be strictly followed in consultation with the Sales & Distribution Officer.
(vii)A letter to the Postal authorities about the exact number of copies being posted by ordinary post will be addressed by this office for payment for their bills for despatch of magazine and a copy endorsed to the contractor.
(viii). Before handing over the covers to the Post Office these will be checked by the representative of this office at the Post Office.
(ix).Copies to be posted by ordinary and registered post must reach the Post Office by 10.00A.M. on the days of despatch. The contractor will ensure their timely despatch in the Post Office.
3. General Terms & Conditions of the Contract:
(i)The contract for dispatch work shall be for a period of one year (12 months) from the date of award, which can be extended for another year.
(b) Quality of packing should be good enough to withstand handling in railways and under adverse weather conditions.
(ii). Railway receipts should be handed over to this office on the same day or next day morning from the date of despatch of the packets. In case of delay, demurrage charges, if any, on account of late handling over the R/R’s claimed by the agents/parties shall be deducted from the despatch bill of the contractor.
(iii). After dispatch of Rail packets, the R/R’s should be submitted to this office with 2 copies of lists indicating the R/R’s No. and date against each station on the same day or next day morning by 10.00 A.M. to enable the office to forward the R/R’s to the parties concerned with relevant bills etc. Failure to submit the R/R’s to this office in time would render the dispatch contractor liable to bear demurrage charges incurred by the parties/this office.
(iv). In case of losses on account of faulty packing, liability will be owned by the contractor and the losses thus incurred will be recovered from the contractor.
(v) Any short receipt in the untampered packets reported by the agents will be charged from the contractor.
(vi) Any loss of copies due to faulty packing, negligent pasting of address slips or otherwise, will be deducted from the bill of the contractor on pro-rata basis. Relevant postage or rail freight will also be deducted.
(vii). Actual amount spent on booking of Railway Receipts/Transportation by Road may be claimed in the despatch bill.
(viii) Canvassing in connection with the tenders is strictly prohibited and the tenders submitted by the contractor who resort to canvassing will be liable to rejection on that ground alone.
(ix). The Director, NISCAIR reserves the right to accept or reject any or all quotations without assigning any reason and engage more than one contractor for award of the required jobs.
(x).Director, NISCAIR reserves the right to cancel the contract with immediate effect if the services are found to be unsatisfactory without assigning any reason.
(xi). The quality of service will be reviewed after every three months.
(xii) Each quotation should be duly SEALED and super scribed “ quotation for packing & dispatch No...... dated……………date of opening 15.00 Hrs______.
(xiii) The quotation will be opened in the presence of the representatives, if any of the quoting firms on the date and time mentioned above.
(xiv). The acceptance of the quotation will rest with the Director, NISCAIR, who does not bind himself to accept the lowest quotation and reserves the right to reject or partially accept any or all the quotations received without assigning any reason.
Penalty terms
i. If the firm fails to execute the job within the stipulated time or leaves the job incomplete or refuses to complete the work or takes more time than the fixed schedule then the firm will be liable to be penalized @ Rs. 500/- per day and the excess postal charges incurred due to delay will be deducted from contractor’s bills. In such cases, The Director reserves the right to the terminate the contract without any advance notice.
4. Performance Security
( i )The Vendor/Contractor should furnish performance security to NISCAIR for an amount of Rs 25,000/-( Rupees Twenty Five Thousand only) valid up to 2 months after the date of completion of the Contract.
(ii) The proceeds of the performance security shall be payable to NISCAIR as compensation resulting from the Vendor’s failures to complete its obligation under the contract.
(iii) The performance security shall be in one of the following forms
A Bank guarantee from a scheduled bank in a form provided by NISCAIR or Demand draft in the name of Director, NISCAIR.
(IV). The security deposit will be refunded after two months of completion of contract.
(V) EMD of Rs. 20,000/- is to be submitted along with tender. Without EMD tender will not be considered.
5. Payment Conditions
Payment will be made within 30 days after receiving bills and satisfactory execution of the jobs.
The Director, NISCAIR reserves the right to make suitable deduction from the bill in case work is delayed and if the quality is not found satisfactory.
6. Mandatory Information to be provided by vendor
(A)The vendor who commits services of minimum four persons in niscair during the office working hours.
(B)Commitment to provide the performance security as per conditions of the tender documents.
(C)Commitment to furnish EMD as per condition of the tender documents.
7. Technical Evaluation Criteria
(A)Minimum turn-over of Rs. Four Lakhs per annum during the financial year 2004-2005 Or 2005-2006. Documentary proof to be submitted for dispatch work / courier services.
(B) Minimum three year of experience in dispatch work (Correspondence / Publications)
(C) Commitment by the vender that services will be provided after office hours and also on closed holidays, as per requirements of the job in hand.
8. Evaluation of the bids.
(A) Technical evaluation of the bids will be based on information provided by the venders under Sr.Nos.6 & 7 as given above. Financial bids will be considered for only those vendors who are found to be technically qualified. The financial bid is to be submitted in a sealed envelope superscribed FINANCIAL BID FOR PACKING AND DISPATCH.(Annexure A)
(B) Lowest quote from financial bids of technically qualified venders will be awarded the contract.
Annexure-‘A’
FINANCIAL BID
Performa for submitting quotations for despatch of NISCAIR publications like Science Reporter (monthly), Vigyan Pragati (monthly), and Science-Ki-Duniya (quarterly) and other journals if required throgh post, rail and road.
Name and address of the contractor
......
...... Phone no......
Fax......
Mob......
A: Rates for dispatch by POSTSl. / Description of job / Unit / Quantity (In Unit terms ) / Rate (Rs.) / Amount(Rs.)
A / B / C / D / E / F=( D X E)
1 / Pasting of address slips on envelopes-12000 /month / Per 100 or part thereof / 120
2 / Pasting of address slips on Renewal Cards - 1000 /month / Per 100 or part thereof / 10
3 / Insertion of magazine into the Envelopes and stamping the envelopes about the despatch date – 12000 /month / Per 100 or part thereof / 120
4 / Insertion of letters and franking of Envelopes – 500/month / Per 100 or part thereof / 5
5 / Sorting of envelopes and preparation of the Bundles state-wise and metropolitan city-wise –12000/month / Per 100 or part thereof / 120
6 / Preparing packets of Scientific Journals wrapped in double craft paper of thick quality and in Gunny Jute packing up to 5 kg weight –50/month / Per Packet / 50
7 / Preparation of packets of Scientific Journals in double craft paper with polythene packing of thick quality and in Gunny Jute Packing upto 5 kg
weight – 50/month / Per Packet / 50
8 / Preparation of slips for Parcels – 500/month / Per Slip / 500
9 / Despatch of Regd.parcels at IARI, New Delhi or any other Post Office approved by the Postal authorities containing
5-25 copies per packet 500 packets /month
26-50 copies per packet 100 packets/month / Per Packet
Per Packet / 500
100
10 / Dispatch of parcel/packets by ordinary/registered post under outreach programme wt. of the parcel upto 600gms – 2000 packets/Parcels/month / Per
Packet/ Parcel / 2000
Total (A)
Note: IARI Post Office is just 2 km from NISCAIR
B: Rates for dispatch by RAILSl. / Description of job / Unit / Quantity (In Unit terms ) / Rate (Rs.) / Amount(Rs.)
A / B / C / D / E / F=( D X E)
1 / Preparation of address slips in duplicate according to the list supplied. Before pasting of the slips on the packets, these are to be got verified from the Dispatch Officer of NISCAIR. Discrepancies if any, will be IMMEDIATELY intimated for carrying out necessary corrections – 500 slips /month / Per Slip / 500
2 / Preparation of packets of journals/magazines wrapping with brown paper inside, tightly tied with jute strings, keeping hardboard on top and bottom, wrapping in gunny bags and stitching, pasting of address slip properly with marking ink. (5 copies to100 copies packet) – 500 packets/month / Per Packet / 500
3 / Preparation of packets of journals/magazines wrapping with brown paper inside, tightly tied with jute strings, keeping hardboard on top and bottom, wrapping in gunny bags with Polythene packing and stitching, pasting of address slip properly with marking ink.(5 copies to 100 copies packet) – 100 packets/month / Per Packet / 100
Total (B)
C: Rates for dispatch by TRANSPORT/RAIL
Sl. / Description of job / Unit / Quantity (In Unit terms ) / Rate (Rs.) / Amount(Rs.)
A / B / C / D / E / F=( D X E)
1 / Preparations and Packing of Other Publications books in double packing kraft paper of thick quality then in Polythene packing paper and in corrugated boxes up to 40 kg box weight. With jute tat stitching. – 50 Boxes/ per month / Box / 50
Total (C)
D: RATES FOR TRANSPORTATION
Sl. / Description of job / Unit / Quantity (In Unit terms ) / Rate (Rs.) / Amount(Rs.)
A / B / C / D / E / F=( D X E)
Transportation of Packets/ Parcels as above from NISCAIR to different places by tempo etc.
1 /
To Delhi Jn. Railway Station
/ Per Trip / 32 / To New Delhi Rly.Station. / Per Trip / 3
3 / To Nizamuddin Rly.Station. / Per Trip / 3
4 / To Central News Agency, Connaught Place. New Delhi / Per Trip / 3
5 / To Sarai Rohila Rly.Station for S R & V P / Per Trip / 3
6 / For booking of corrugated boxes (Other Publications) and Parcels of SR, VP & SKD booking through Transport Co. in Delhi / Per Trip / 3
7 / Transportation of copies by post/ Parcel to IARI Post Office by Tempo / Per Trip / 3
8 / Transportation of copies by post /parcel to IARI Post Office by Rickshaw / Per Trip / 10
9 / Transportation of copies ( SR, VP & SKD ) upto 500 Nos local by Auto / Per Trip / 3
Total (D)
Total quoted amount/ month (A+B+C+D) / Rs.
This would include loading at NISCAIR and unloading at the Destination (Transport Officer/Rly Stn./ Post Office/CNA).
The contractor will ensure the booking of parcel in the Transport. The contractor will ensure the booking of parcel in the stipulated train.
Name and address of the contractor
......
...... Phone no......
Fax......
Mob......