EASTERN COALFIELDS LIMITED

(A SUBSIDIARY OF COAL INDIA LIMITED)

OFFICE OF THE GENERAL MANAGER

SONEPUR BAZARI AREA
PO: BAHULA, DIST.BURDWAN
WEST BENGAL, INDIA, PIN NO.713322
PHONE NO.0341-2667-804 & FAX NO.0341-2667274 E-mail: materialmanagersba@gmail.com

Tender No. GM/ MM/ SBA/ LTE (WEB)/ E&M/SLUICE VALVE/15-16/ 54

Sub

LIMITED TENDER ENQUIRY (DOUBLE BID)

TO BE DISPLAYED ON WEBSITE AS OPEN TENDER
SUBJECT TO FULFILMENT OF PROVENNESS CRITERIA
FOR PROCUREMENT OF ITEM REQUIRED FOR CHP / E&M DEPARTMENT
OF SONEPUR BAZARI PROJECT, ECL

To

By Registered Post

1.M/s.

2.
3.
4.
5.
6.
7.

Date:01-06-2015

PUNIT ENGINEERING COMPANY

39,VIVEKANANDROAD,KOLKATA

M/s.GENUINE TRADE CENTRE

109,NETAJI SUBHAS ROAD, KOLKATA-70001
M/s.MB ENGINEERING WORKS
ICHAPUR(CANAL SIDE) ,SANTRAGACHI, HOWRAH-4
M/s.SKB ENTERPRISES
6/1,S.P. MUKHERJEE BYE LANE, PO- ASANSOLE, DISTRICT- BURDWAN- 713303
M/s.SANDEEP AGENCIES
19, TILAK ROAD, PO- RANIGANJ, DISTRICT- BURDWAN- 713347
M/s.YASH SALES CORPORATION,
18, TILAK ROAD, PO- RANIGANJ, DISTRICT- BURDWAN- 713347
M/s.EAGLE ENGINEERING CO.
37,KANTA PUKUR LANE, KADAMTALA, HOWRAH

TENDER DOCUMENT
Dear Sir,
Sealed Tender in duplicate are invited in Double-Bid System for supply of the tendered item(s) from
manufacturers or their authorised dealers/distributors/sole selling agents (in case manufacturers are not quoting
directly) who are eligible as per " Provenness Criteria" of NIT as per details given in the enclosed Annexure - "A".

1.

a) The offers are to be submitted in the Office of the Chief Materials Manager, Sonepur Bazari
Area, ECL, PO: Bahula, Dist.Burdwan, West Bengal, PIN-713322 on or before the last date
& time of submission of tender as mentioned below
THE LAST DATE & TIME OF SUBMISSION OF TENDER UPTO 1.00PM ON 25-06-2015
THE DATE AND TIME OF OPENING OF SEALED TENDER AT 3.00PM ON 25-06-2015

2)

In case the date of opening falls on Holiday or Bandh (paralising the local communication the due date and
time of receipt of tender and date of opening of tender shall be deferred to next full working day.

3) Tender Documents along with 'Schedule of Tender' and 'Important Terms & Conditions' of

supply can also be downloaded from the web-sites www.easterncoal.gov.in and

http://www.tenders.gov.in till one day prior to date of opening of the tender.

4)

2.

The firms other than the one who has been issued the Limited Tender Enquiry (Double Bid) as mentioned
above, if desirous to quote, may also quote subject to qualifying themselves as per Provenness Criteria of the

Tender at Annexure-'A' (Schedule of Tender). Only proven firms for the tendered items are
allowed to bid in this tender and offers from the unproven suppliers will not be accepted.
a) If the tenders are submitted locally, the envelopes must be superscripted with Tender No. & Date
and Due Date of Opening and put in to the Tender Box kept for this purpose in this office.
2) If the tenders are sent by post the tender must be sent in double covers. The inside cover should
bear the Tender No. & Date and Due Date of Opening. The outer cover should bear only the
address of purchaser without mentioning the Tender No. & Date and Due Date of Opening.

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3.

Double Cover Bid Tender The tender should be submitted in two separate envelopes containing

(1)Technical & Commercial Bid and (b) Price Bid, both of which should be superscribed with the
Tender No. & Date and Due Date of Opening. These two envelopes should again be sealed in a
third envelope superscribing the Tender No. & Date and Due Date of Opening.
Technical & Commercial Bid It should be submitted in two sections A & B.
Section A It should contain the details technical specifications as per NIT item-wise i.e. model, design, working &
operational characteristics etc. with technical literature and other supporting documents / certificates etc.
Section B It should contain commercial terms & conditions like taxes & duties, delivery schedule,
guarantee/warranty, fitment, price certificate, payment terms and other clauses etc. as mentioned in the NIT. Blank
format of Price Bid as quoted by the tenderers (WITHOUT PRICE) should also be included in Section B.

Price Bid It should contain the item-wise unit price (in figures & words) as per the NIT Sl.No. Brake-up of price
should be furnished as Basic Price, Excise Duty, Sales Tax, Packing & Forwarding Charges, Freight & Insurance
and any other charges for arriving at total landed cost. Discount wherever offered should be unconditional.

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Note The prices offered must be on FOR: Destination Basis inclusive of all elements.
Delivery As specified in the Annexure - "A" enclosed with this NIT.
Performance Bank Guarantee As specified in the Annexure - "A" enclosed with this NIT.
Guarantee / Warranty As specified in the Annexure - "A" enclosed with this NIT.
Manufacturers Test & Guarantee Certificate As specified in the Annexure - "A" enclosed with this NIT.

Provenness Criteria As specified in the Annexure - "A" enclosed with this NIT.
Authorisation In case the principals authorise any sole selling agent/ marketing agent/ distributor/ dealer/
trader etc. for the tendered items, they must send copy of their authorisation letter directly at FAX No.91341-2667-274 or by Post in advance. The authorisation letter in original must be sent along with the offer.

Declaration The bidder has to give a declaration that they have not been banned or de-listed by
any Govt. or quasi Govt. Agencies or Public Sector Undertakings. This fact must be clearly stated.
If declaration is not given the bid will be rejected as a non-responsive.
Tax Clearance Tenderer has to submit the Professional Tax Clearance Certificate along with
their offer. They must also mention their VAT / CST No. & Income Tax PAN No. in the offer.

12.

Basis of Price The rates should be quoted on FOR: Destination Basis and should remain FIRM till
completion of the contract. The price offered should be given preferably both in words and in figures.

13.

Payment Terms 100% payment will be made within 21 Days after receipt acceptance of materials or
bills complete in all respect whichever is later. Payment will be made by account payee cheque only.
Please mention your bankers name, address and account number for payment purpose.
Make Make, if any, should be specifically mentioned in the offer supported by catalogue, if any.

14.
15.

Identification Mark The materials to be supplied must have manufacturers identification mark engraved /
embossed on non-wearable portion failing which the material will not be accepted by the Consignee. Where
embossing / engraving is not possible manufacturers identification should be either by painting or by
manufacturers sticker. The tenderers should accept this clause and mention in their offer.

16.

Consignee Materials Manager, Sonepur Bazari Area Stores, ECL, PO:Sonepur, Dist. Burdwan (WB).
Paying Authority Area Finance Manager, Sonepur Bazari Area, ECL, PO:Bahula, Dist. Burdwan (WB).

17.

Inspection Materials are subject to inspection by an authority to be deputed for the purpose
before despatch if required.
The stores as received by the Consignee will also be subject to inspection at the Consignee's end
and the same shall be final and binding upon the supplier.
a)Earnest Money The offer (Technical & Commercial Bid) should accompany an Earnest Money Deposit of

18.

Rs.10806/- in the shape of Bank Draft drawn in favour of Eastern Coalfields Limited, A/C Sonepur Bazari
Area payable at SBI, Asansol. For out Station Bank Drafts an addition at Rs.200/- to be remitted. The Earnest
Money will be returned to the unsuccessful bidders immediately after finalisation of tender. Non-submission of
Earnest Money along with the offer will lead to the disqualification of the offer without any reference to the
tenderers. Earnest Money shall be forfeited if any tenderer withdraw their offer before finalisation of the tender
or fails to submit order acceptance within 15 days from the date of receipt of order. Ancillary Units to ECL,
DGS&D, NSIC Registered Firms (subject to submission of documentary evidence alongwith TechnoCommercial Bid i.e. Part A for the tendered items) and State / Central Govt. Organisation / PSUs are
exempted from Earnest Money Deposit. Earnest Money Deposit bears no interest.

2)

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Security Deposit The successful bidder have to deposit 10% of the order value in the form of Bank Draft / Bank
Guarantee of any Scheduled Bank within two weeks (15 days) from the date of placement of order which will be
returned within 30 Days after successful execution of the order / supply of materials. In case the firm fails to
deposit the security money, the order shall be cancelled and the performance of the supplier will be recorded
accordingly. Ancillary Units to ECL, DGS&D, NSIC Registered Firms (subject to submission of documentary
evidence alongwith Techno-Commercial Bid i.e. Part A for the tendered items) and State / Central Govt.
Organisation / PSUs are exempted from Security Deposit. Security Deposit bears no interest.

19.

Price Certificate The bidder should submit a Price Certificate alongwith the offer and bill as given below

20.

We hereby certify that with regards to your above referred tender and our offer, the price chargeable
to Sonepur Bazari Area, ECL is the lowest and is the same as applicable to all customer in India
including other Govt. Organizations / Govt. Undertakings and Coal India Limited and its subsidiaries.
Price Fall Clause

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(1)
Prices charged for the stores to be supplied under this Purchase Order by you shall in
no event exceed the lowest price at which you sell or offer to sell the stores of identical
description to any customer during the tenure of the Purchase Order.
(2)
If anytime during the said period, you reduce the sale price, sell or offer to sell such stores to
any other customers at a price lower than the ordered price you shall forthwith notify such reduction of
sale or offer to sell to us to enable us to amend the rates of the Purchase Order. You shall also be
responsible for intimating your acceptance of such contract orders at lower price to this Office.
You should also certify on the bill(s) that the ordered prices are lowest and is the same as
applicable to other Govt. Department / Undertaking / Other Organization.
Validity The price quoted must be FIRM till the supplies are completed and offer made must
remain open for acceptance for 180 Days from the date of opening of the tender. Any variation in
the price shall not be considered during the tenure of contract.
Penalty for damaged supply and non-supply In the event of failure to deliver / despatch the
stores within the stipulated date / period in accordance with the samples and / or specifications
mentioned in the supply order and the in the event of breach of any of the terms and conditions
mentioned in the supply order, Sonepur Bazari Area, ECL shall have the right:(1)
To recover from the successful tenderer Liquidated Damages, a sum not less than 0.5%(half
percent) of the price of any stores which the successful tenderer has not been able to supply as aforesaid
for each week or part of a week during which the delivery of such stores may be in arrears limited to 10%.
Where felt necessary the limit of 10% can be increased to 15% at the discretion of the purchaser.
(2)
To purchase elsewhere, after due notice to the successful tenderer on the account and
at the risk of the defaulting supplier, the stores not supplied or others of similar description without
cancelling the supply order in respect of the consignment not yet due for supply, or
(3)
To cancel the supply order or a portion thereof, and if so desired to purchase the stores
at the risk and cost of the defaulting supplier and also
(4)
To extend the period of delivery with or without penalty as may be considered fit and proper, the
penalty, if imposed shall not be more than the agreed Liquidated Damages referred to in Clause (a) above.
(5)
(6)

To forfeit the security full or in part.

Whenever under this contract a sum of money is recoverable from and payable by the supplier, Sonepur
Bazari Area, ECL shall be entitled to recover such sum by appropriating, in part or in whole by deducting any sum or
which at any time thereafter may become due to the successful tenderer in this or any other contract should this sum
be not sufficient to cover the full amount recoverable, the successful tenderer shall pay Sonepur Bazari Area, ECL on
demand the remaining balance. The supplier shall not be entitled to any gain on any such purchase.

23.

Submission of Documents
1)
For Imported Items
9) Submission of Import Documents The firm has to submit Import Documents
along with each supply for imported supplies as follows
1) Principals Invoice or Principals Packing List - authenticated photocopy
2) Bill of Entry - authenticated photocopy
3) Bill of Lading / Airway Bill - authenticated photocopy
Copies of the above documents must be in the name of the importer. The importer will also
submit the originals of the above said documents (except Bill of Lading) which will be returned
after verification with the authenticated photocopies submitted along with the supplies and
after suitable endorsement on the originals by the consignee and the paying authority.

ii) a) The firm has to confirm regarding submission of Country of Origin Certificate
along with each supply / bills
2) The firm has also to confirm regarding submission of a Certificate from the Auditor of
the firm certifying that the firm has paid Customs Duty as per prevailing Customs rates
and refund, if any, shall be passes on to the buyer, along with each supply / bills.

2)

For DGS&D Rate Contract Holders The DGS&D Rate Contract Holder has to submit the following

documents along with offer failing which offer will be rejected as a non-responsive
(1) Authenticated valid copy of DGS&G Rate Contract.
(2) Authenticated valid copy of Price Conversion Factor issued by DGS&D.
(iii) Valid copy of Price List authenticated by DGS&D.
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24.

Supporting Documents The bidder have to enclose clear authenticated copies of evidences as supporting
documents for qualifying in Technical Bid. If any of the evidences submitted by the bidder found to be
forged, tampered or not in order, at any stage of tendering the Sonepur Bazari Area, ECL management
shall be free to cancel the tender and take any legal / penal action against the bidder as deemed fit.

25.

If the execution of the supply order is delayed beyond the period stipulated in the supply order, as a result of out-break
of hostilities, declaration of embargo or blockage or fire, flood, acts of nature, or any other contingency beyond the
suppliers control due to act of God, then Sonepur Bazari Area, ECL may allow such additional time by extending the
delivery period as considered to be justified by the circumstances of the case and its decision will be final.

26.

Quotation erased and overwritten will be summarily rejected unless corrections are authenticated with the
tenderers signature. Hand-written and faxed quotations are liable to be rejected. All the pages of tender
document should be signed and have companys seal. This is a must. Printed terms & conditions of the vendor
shall not be considered. Tenderers are requested to submit their offer complete in all respect maintaining serial
number of items and terms & conditions as per tender documents along with all supporting documents failing
which offer may not be considered and no further clarifications on technical and commercial aspects may be
entertained. Tenders sent through Telegram, Telex, Fax or E-mail will not be considered.

27.

The tenderers shall quote to the specifications given. They are, however, at liberty to quote for
any other alternatives, which, in their opinion, will serve the purpose. The materials shall conform
to relevant ISS and in its absence to appropriate BSS/ VDE/ DIN.
Firms who are manufacturer must submit their complete and valid NSIC/ DGS&D Registration
certificate with the list of items attached covered with BIS license / DGMS approval etc.
Firm Delivery Period should be specified.
Normally no deviation is acceptable to our tender documents. Terms and offers which are in
deviations are liable for rejection without making any back reference to the tenderers. Offers as
asked for must be submitted complete in all respects.
Self attested copies of orders received from subsidiaries of CIL for the quoted items should be
submitted alongwith the quotation in the techno-commercial bid. List of past supplies with the details of
order reference and the performance report if any should be furnished along with the offer.
Supply order, if placed, will be subject to the terms and conditions given separately.
Sonepur Bazari Area, ECL reserves the right to cancel the Tender Notice partly or completely
without assigning any reason whatsoever.
The documents attached with the tender must be authenticated by ink signature. The offer must
be typed. Handwritten offers are not acceptable.
This tender enquiry form must be returned, duly signed and sealed alongwith your quotation as a
token of acceptance of the terms & conditions mentioned herein.
The checklist of NIT duly filled-in and signed by the tenderer should be enclosed with the offer.

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The bidder should specifically indicate Description of Items, Quoted Make, Acceptance of Delivery Period,
Payment Terms, Guarantee/ Warranty, Fitment Guarantee & Fitment Certificate, Validity of Offer of 180
Days, Price Certificate, Liquidated Damages Clause, and other terms & conditions as in our NIT.

Bidders / Tenderers should quote the Brand / Make of the Items. Product Catalogue and Technical
Details should be enclosed along with offer.
In case of non-compliance of the terms & conditions as specified above the offer may be liable for
rejection without any further correspondence. All envelopes containing the tender shall be properly
sealed. Envelopes stapled shall not be accepted. Handwritten quotations are not acceptable.
The packing of all the materials quoted shall conform to the requirements to the carriers.
All disputes are subject to Asansol Jurisdiction. In case of any dispute, the decision of General
Manager, Sonepur Bazari Area,ECL will be final.
ECL reserves the right to accept or reject any tender fully or partially without assigning any reason whatsoever.

All other terms & conditions will be governed by the General Terms & Conditions of supply to
Stores of Eastern Coalfields Limited which is displayed in CIL website.

Enclosure:
1. Schedule of Tender and Important Terms & Conditions Annexure A
2. Check List of Commercial Terms & Conditions Annexure B
Chief Manager (MM)
Sonepur Bazari Area, ECL

Annexure A

Tender No. GM/ MM/ SBA/ LTE (WEB)/ E&M/SLUICE VALVE/15-16/ 54

Date: 01-06-2015

SCHEDULE OF TENDER
Sl.
No.

Description

Part No.

Material
Code No.

Quantity

ITEM REQUIRED FOR E&M DEPARTMENT OF SONEPUR BAZARI PROJECT, ECL

01
02

8 dia NR valve
8 sluice Valve C.S double flanged with S.S fitting

18582522
18580252

06 No.
06 No.

03
04
05
06

500PSI as per IS 780 superseded by IS 14846

8 Foot Valve C.S (fabricated ) having flanges with S.S
fitting as per IS4038, pressure 500PSI Sluice
6 DIA NR VALVE(CAST STEEL) double flanged with S.S
fitting by pass arrangement pressure 500PSI as per IS
5312
6 dia sluice Valve( Cast Steel) double flanged with S.S
fitting 500PSI as per IS 780 superseded by IS 14846
6 Foot Valve (cast steel ) fabricated type having
flanged S.S fitting as per IS4038 , pressure 500PSI

18580652

12 No.

18580172

15 No.

18582242

15 No.

18581822

16 No.

NB Quantity may vary upward / downward

1.
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3.

4.
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7.

- Terms & Conditions

- The prices should be quoted on FOR: Destination Basis i.e. Sonepur Bazari Area Stores, Eastern
Coalfields Limited, PO:Sonepur, Dist.Burdwan, West Bengal, India, PIN-713378 and should remain
FIRM till completion of the contract.
Delivery
- Within 30(Thirty) Days from the date of receipt of purchase order.
Date of receipt of purchase order shall be reckoned from 7th Day from the date of purchase order.
Guarantee / Warranty - The guarantee / warranty period should be for a period of 12 (Twelve) Months from the date of
fitment or 18(Eighteen) Months from the date of supply whichever is earlier against any
manufacturing defects/ bad workmanship/ premature failure.
In case of any manufacturing defects/ bad workmanship/premature failure the material should be
replaced by the supplier at free of cost.
Payment
- 100% payment will be made within 21 Days after receipt and acceptance of materials or submission
of bills complete in all respect whichever is later.
Manufacturers Test & - The firm has to furnish the Manufacturers Test & Guarantee Certificate with the supplies.
Guarantee Certificate
Pre-despatch
- Pre-despatch inspection to be carried out by at supplier's end by the manufacturer in order to ensure
Inspection
supply of genuine and correct bearings. The bearings shall be duly stamped and sealed by
inspecting authority prior to despatch.
NB
- All other terms and conditions As per the Terms & Conditions of our NIT.
Basis of Prices

NOTE

(1)

You have to submit the EMD of Rs.10806/- in the shape of Bank Draft drawn in favour of Eastern Coalfields
Limited, A/C Sonepur Bazari Area payable at SBI, Asansol along with the offer. Without EMD offer will not be
entertained. In case you are eligible for exemption of EMD, necessary documents (related to tendered items
only) as specified in Earnest Money Clause of the tender to be furnished along with the offer.

(2) You have to submit the copy of Professional Tax Clearance Certificate, Income Tax / PAN No. & VAT /

CST No. along with the offer.

(3) You have to submit the status / declaration of your firm as per the MICRO, SMALL & MEDIUM
ENTERPRISES DEVELOPMENT ACT, 2006' along with the offer.
(4) In case the principals authorise any sole selling agent/ marketing agent/ distributor/ dealer/ trader etc. for
the tendered items, they may also send scan copy of their authorisation letter through principals
registered Email ID directly at materialmanagersba@gmail.com
NB: All Other Terms & Conditions As per NIT.
NB VAT CREDIT AS PER RULE WILL BE TAKEN IN TO ACCOUNT WHILE CALCULATING THE LANDED RATE.

Chief Manager
(MM)
Sonepur Bazari Area,
ECL

Annexure B
Tender No. GM/ MM/ SBA/ LTE (WEB)/ E&M(BEARING)/ 14-15/51

Date: 22-05-2015

CHECK LIST OF COMMERCIAL TERMS & CONDITIONS

Sl.
No.
1

Items
(a)
(b)

(a)

3
3

(b)
(a)
(b)
(a)
(b)
(a)
(b)

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5
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Whether Manufacturer/ Sole Selling Agent/ Manufacturers Authorized Dealer for

ECL
Copy of Certificate as Manufacturer/ Sole Selling Agent/ Manufacturers Authorized
Dealer for ECL submitted
Copy of valid NSIC/ DGS&D/ ECL Registration Certificate for the tendered items
enclosed
Security Deposit Clause accepted as per NIT
Copy of valid DGMS and BIS Certificate, CMRS Test Report submitted
Copies of DGS&D Rate Contract submitted whenever required as per NIT
Payment Terms accepted as per NIT
Bankers Name, Address & Account No. indicated in the offer
Firm Price accepted as per NIT
Prices quoted on FOR: Destination basis
Delivery Period quoted as per NIT
Validity Period accepted as per NIT
Taxes & Duties quoted in the offer
Guarantee / Warranty Clause accepted as per NIT
Fitment Guarantee & Fitment Certificate accepted as per NIT
Manufacturers Test & Guarantee Certificate accepted as per NIT
Identification Mark accepted as per NIT.
Inspection Clause accepted as per NIT
Performance Bank Guarantee wherever necessary accepted as per NIT
Blank price structure (without indicating prices) submitted in format as per NIT in
Techno-commercial Bid (Part-I)
Prices submitted in the desired manner (with break-up) in Price Bid in separate
sealed cover (Part-II)
Price Certificate given as per NIT
Liquidated Damages Clause accepted as per NIT
Price Fall Clause accepted as per NIT
Embossing/ Engraving/ Marking of ECL/SBA accepted as per NIT
Force Majeure Clause accepted as per NIT
Copies of Purchase Order (last 07 years) for tendered items from any Govt.
Organisations / Public Sector Undertakings or CIL / CIL Subsidiaries submitted
Jurisdiction of Asansol Court or Arbitration Clause accepted
All other Terms & Conditions accepted as per NIT

Vendor to Indicate
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