Important Do’s and Don’ts Regarding Tenders
The tender form and Schedule`A’ containing specifications and conditions must be very carefully gone through.
Superscribed number of the tender as mentioned in the Schedule`A and the due date of opening must be invariable mentioned on the tender form and forwarding letter and envelope also.
All pages of the tender form, forwarding letter, and other enclosures must be signed and stamped. The name and designation of the signatory must be legibly indicated.
Over-writing’s, Erasures, cuttings etc. must be scrupulously avoided and invariably attested.
The detailed specifications should be clearly mentioned . Mere reproduction of the NIT specifications or mere recording of word’s as per NIT should be avoided.
ISI number should be clearly indicated in the specifications. In case ISI marked product is offered this fact should be clearly brought out in the tender.
In case the material is not as per tender specifications tender should not be submitted at all.
The period of validity must be mentioned specifically as required in Schedule `A’ The validity of rates for very short periods such as a week or ten days should be avoided because it is not possible to take a decision in such a short time. In case the period of validity is not mentioned at all, it will be presumed that the specified validity period acceptable to the tenders.
The rates must be quoted for the unit/packing mentioned in the tender in words as well as in figures very neatly.
|F.O.R||The rates should invariable be quoted F.O.R destination as required in the Tender Notice/Schedule`A’|
|Delivery Period||The delivery period must be specific and should not be ambiguous e.g 2 to 6 months .It should be either 2 or 6 months. As the supply is to be completed within that fixed delivery period, therefore ,the margin for inspection/ despatch must be kept in view while stipulating the delivery period.|
|Payment Terms||Normal payment terms are 90% against RR at Railway risk and inspection note through bank and balance 10% within 30 days of the correct receipt of the material by the consignee at destination .In case any other terms are demanded they should be clearly spelt out otherwise the normal payment terms will apply.
100% payment is admissible against physical delivery of inspected /accepted goods to the consignee at destination within the delivery period, except in case where installation /testing equipment in involved .
|Sales Tax||Whether the rates quoted inclusive or exclusive of the sales tax should be clearly stated.
In case the rates quoted are exclusive ,the quantum of sales tax should be invariably indicated.
The revlevant different sales tax forms if any required to be furnished by the Indenting Government Departments should be mentioned strictly in accordance with the sales tax Law.
|Statutory Duties/Levies||The rates should be quoted inclusive of the statutory duties/levies and where it is not so done ,the exact quantum of such duties be clearly mentioned.|
|Discount||The discount of any kind must also be clearly mentioned figures as well as in words.|
The earnest money must be sent in the shape of Call Deposit or Demand Draft in favour of Director, Supplies & Disposals, Haryana Account ( Name of the firm )”.However, if the tenders are registered either with this Directorate / NSIC or DGS&D he need not send the earnest money, but only attach a Photostat copy of the registration certificate issued by these agencies.
The rates quoted must be firm and no price variation clause be stipulated. However, any statutory levy on the finished product is admissible under sanction 64-A of the sales of Goods Act provided such variation takes place within the prescribed delivery period.
Samples wherever asked for in the tender notice must be delivered in person in the Sample Kothi No.764 Sector-16 Panchkula and receipt obtained from the sample Assistant positively before the opening time of the tender. These may also be sent by post so as to reach this office well before due date and time. In no case the samples are sent through rail/road transport as this office does not accept the responsibility for getting them released from the carriers.
The Samples Must Carry Labels Giving the Following Particulars Namely
- Name & address of the tenderers
- Superscribed number and date of tender
- Date of opening of tender
- Name of the item & its serial number in the tender
- Any other description for proper identification of the sample
- The details of samples sent should also be indicated in the tender
Literature or any other technical documents which are required to be submitted along with the tender or which are necessary for its proper evaluation must be submitted along with the tender.
Original test report/photocopy of ISI Licence wherever asked for must be sent along with the tender. The report should cover all the test as per relevant ISI or other prescribed standards. The ISI Licence should indicate the items and the period of its validity. Where ISI Licence is under renewal, the documents in support of this should be sent.
The manufacturers must attach a photocopy of the registration certificate while stockists/agents/dealers should submit the original or attested photocopy of the latest letter of the manufacturers appointing them as such.
A photocopy of the partnership deed/constitution of the tendering firm must be attached. In case or proprietary concern, the name of the Proprietor should be clearly indicated.
Rates and other terms and conditions mentioned in para 5.10 should be submitted in duplicate on printed letterheads. The duplicate should be the true carbon copy of the original and must be duly signed.
The tender should be put in an envelope which should be sealed. The envelope should bear the superscribed number and date of opening of the tender.
The tender should be sent by post well in advance so as to reach this office before the time fixed for the opening of the tenders or deposited personally in the Tender Box Kept with the Receptionist positively well before the due date and time of opening.
Don’t send telegraphic tender.
Don’t deliver the tenders after the due date and time of opening under any circumstances.
Don’t miss to sign Schedule `B’ ( conditions of contract ) of the tender form at the appropriate place.
Never miss to send tender fee and earnest money with the tender.
Don’t make such stipulation as “ Subject to immediate acceptance “ subject to prior sale” in the tender.
Don’t submit any tender without printed literature proper test report or valid ISI licence wherever asked for.
Don’t refer to any conditions printed on the back of your letterhead which is contrary to the conditions of the tender.
Don’t overwrite or erase or make any ambiguous stipulations.
Don’t refer to any deposit of earnest money or security.
Don’t ask for any advance payment along with supply order before the delivery of the material or despatch documents.
Don’t ask for any facility/recommendations for providing raw material.
Don’t send the samples through Rail/Road transport but deliver them either personally or send them by post so as to reach this office well before the due date and time.