No.D-15017/04/2012-Genl. Government of India Ministry of Rural ...

No.D-15017/04/2012-Genl.
Government of India
Ministry of Rural Development
Department of Rural Development
TENDER NOTICE
Krishi Bhavan, New Delhi,
Dated the 1 st February, 2013.
Subject: Supply & Printing of Agenda Notes, Invitation Cards, Entry Badges,
Reports etc. during the period from 01.03.2013 to 28.02.2014 – reg.
The Department of Rural Development, Ministry of Rural Development, Govt. of India,
invites sealed quotations from reputed, financially sound and experienced firms for printing &
supply of Agenda Notes, Reports, Invitation Cards, Entry Badges, Parking Labels, etc. in the
Department of Rural Development during the period 01.03.2013 to 28.02.2014 as per the
following schedule: -
Date & Time for receipt of quotations: 18-02-2013 (3:00 P.M.)
Date & Time for opening of the quotations: 18-02-2013 (4:00 P.M.)
The document, containing schedule of requirement, detailed terms & conditions and
eligibility criteria can be had from Section Officer (Genl.), Room No.38-A, Krishi Bhavan,
New Delhi free of cost. The tender document can also be downloaded from the Ministry’s
website: http://www.rural.nic.in and CPP Portal at http://www.eprocure.gov.in.
Yours faithfully,
(S.S. Prasad)
Under Secretary to the Govt. of India

1. ELIGIBLITY CRITERIA AND TERMS & CONDITIONS
The contract is subject to the following eligibility criteria and terms and conditions: -
i) Full payment will be made only after satisfactory completion of the work order /
contract.
ii) Only reputed firms which have vast experience in printing and supply of such items
and registered with Sales Tax Authorities are only eligible to apply.
iii) Copies of CST / State Sales Tax registration certificates and PAN Card should be
enclosed with the quotation.
iv) Details of such works undertaken during the last 2 years should be given with the
quotation.
v) Before submission of quotations, samples of these items should be inspected with
Section Officer (Genl.), Room No.38-A, Krishi Bhavan, New Delhi on any
working day during the working hours.
vi) The rates shall remain valid for the duration of the Contract.
vii) After issue of the work order, any increase in quantity of any item will be paid at the
approved rates only.
viii) The firm should ensure that the printing is done and printed items are supplied within
the given time frame.
ix) In case the firm is not able to undertake / supply the work/items due to any reasons,
these will be arranged from some other agency at the cost and risk of the Contractor.
x) The quotation must be accompanied by Earnest Money of Rs.25,000/- (Rupees
twenty five thousand only) in the form of Demand Draft drawn on any Nationalised
Bank and drawn in favour of DDO, Ministry of Rural Development, Krishi Bhavan,
New Delhi. Quotations received without earnest money deposit will not be
considered at all.
xi) Selected lowest bidder (s) will be required to submit Performance Security of
Rs.25,000/- (Rupees twenty five thousand only) in the form of Fixed Deposit
Receipt and hypothecated in favour of DDO, Ministry of Rural Development
within 7 days of award of the contract failing which the contract will be awarded to
the next lowest bidder and bid security shall be forfeited.
xii) Complete Address of the firm with telephone number (s) should be indicated on the
covers so that the firm could be contacted in case of any need.

xiii) Proof of having cleared all the Income Tax / Sales Tax dues during the last three
years should also be enclosed.
xiv) Rates for all items are compulsorily required to be quoted. In case rates are not
quoted for all the items, the quotation shall not be considered at all.
xv) The rates should be mentioned clearly. Any cutting in the rates / over writing should
be attested by the authority signing the bid. Bids received with cuttings / overwritings
without attestation will not be accepted.
xvi) To maintain uniformity and quick assessment of the rates, the rates should be
mentioned as per unit (s) / quantity and brands asked for in the schedule of
requirement. The firms should not make any deviation and quote rates for their
own units, quantity, brands. Such bids shall be rejected.
xvii) Bids received without bid security or received after the scheduled date and time of
receipt of bids shall not be considered.
xviii) No exemption will be given to any firm with regard to depositing of Bid Security.
However, Medium & Small Enterprises(MSEs), NCCF & Kendriya Bhandar are
exempt from depositing of bid security.
xix) Duly constituted Committee shall open and evaluate the Bids. The lowest quoted
bidder (s) shall be chosen on the basis of total bid price received. However, the
lowest bidder (s) has to match the price of other technically responsive bidders for the
items for which his / their rates are higher. Department may consider to appoint more
than one printer on the same rates. In that case, any order may be placed on any
appointed printer at the discretion of the Department.
xx) Selected lowest bidder (s) shall be appointed on fixed rates for one year from the
date of award of contract. However, the contract may be extended for next two
years, if mutually agreed by both the parties.
xxi) In case the appointed printer is found in breach of any condition (s) of tender /
agreement at any stage or services of the printer is found not to the satisfaction of the
Department, the agreement may be terminated. The decision of the Department shall
be final and binding in this regard.
xxii) Bidder shall sign all pages of quotations, documents, specification etc. forwarded
with the quotation.
xxiii) In case of any discrepancy between rate mentioned in the figures and words, the later
shall prevail.
xxiv) Any attempt of negotiation, directly or indirectly, on the part of the tenderer with the
authority to whom he has submitted the tender or authority who is competent finally
to accept it after he has submitted his tender or any endeavor to secure any interest for

an actually or prospective tenderer or to influence by any means the acceptance of the
particular tenders will render the tenderer liable to exclusion from consideration.
xxv) The Ministry of Rural Development, Department of Rural Development reserves
the right to reject any or all the bids in full or part or not to award the contract
to the lowest bidder without assigning any reason therefor and giving any
compensation. The decision of the Department in this regard shall be final and
2. BID SECURITY DEPOSIT (EMD):
Each quotation must be accompanied by Bid Security Deposit of Rs.25,000/- which shall
be in the form of Demand Draft drawn in favour of “DDO, Ministry of Rural Development”,
New Delhi and payable at New Delhi. Quotations received without Bid Security deposit are
liable to be rejected. However, firms which are registered for such items with DGS&D / NSIC
may be considered for exemption from the provision of submission of Bid Security Deposit. In
such case, copy of valid registration certificate from DGS&D / NSIC should invariably be
deposited with the bid failing which bid may be rejected.
(i) Bid Security deposit is liable to be forfeited and bid is liable to be rejected, if the
bidder withdraw or amends impairs or derogates from the tender in any respect within the period
of validity of the tender.
(ii) If the successful bidder (s) fails to furnish the performance security within 7 days of
the Acceptance of his/their Bid, the Bid Security deposit shall liable to be forfeited by the
Department.
(iii) The Bid Security Deposit of all the unsuccessful tenderers will be refunded as
early as possible after the expiry of the period of the bid validity and after issue of the purchase
order. No interest shall be payable by the Department on the Bid Security Deposit.
(iv) Bid Security Deposit of successful bidder (s) shall be refunded after furnishing of
Performance Security.
3. PERFORMANCE SECURITY:
The successful bidder (s) will be required to submit Performance Security of Rs.25,000/- in the
form of Fixed Deposit Receipt and hypothecated in favour of DDO, Ministry of Rural
Development within 7 days of award of the contract failing which the contract will be awarded to
the next lowest bidder and bid security shall be forfeited without prejudice to other remedies.
Performance Security shall be released immediately after the expiry of contract period. No
interest will be payable by the purchaser on the performance security. Performance Security
should be valid for a minimum period of 14 months from the date of acceptance.

4. DELIVERY PERIOD:
The bidder must be in a position to print & supply the ordered items at a very short notice
as and when needed. However, in any case, the delivery shall be required to be completed within
7 days of placement of the supply order. In case the firm fails to deliver the items within
stipulated delivery period, the Department may recover Liquidated Damage as per clause 3,
cancel the supply order, terminate the Agreement and forfeit the performance security.
5. LIQUIDATED DAMAGE:
If the firm fails to deliver any or all of the material within the period specified in the
supply order, the purchaser shall without prejudice to its other remedies, deduct as liquidated
damage @ 1.5% of the price of the delayed material for each and every week (part of the week
shall be considered as full week) subject to maximum of 7.5% of the delayed supply value and
the same shall be deducted from the bill (s) or any other payment due to the party. Department
shall be at liberty to terminate the agreement, cancel the work order and may also forfeit the
Performance Security in case, supplier fails to deliver the items within stipulated delivery period.
All disputes are subject to the jurisdiction of courts in the National Capital
Territory of Delhi and Agreement will be governed by and be construed in accordance with the
laws of India.
6. ARBITRATION:
In the event of any dispute or disagreement under or in relation to this Agreement or over
the interpretation of any of the terms hereinabove contained or any claim or liability of the party,
the same shall be referred to the sole Arbitrator to be nominated by mutual consent of both
parties therein. The intending party will serve notice in writing upon the other party notifying its
intention for appointment of Arbitrator, should both parties fail to agree on by mutual consent,
then Department will appoint the sole Arbitrator. The provisions of Arbitration and Conciliation
Act, 1996 will apply. The Arbitration proceedings will be held in New Delhi. The Arbitrator
will give reasons for his award and the award passed by the Arbitrator shall be final and binding
upon the parties herein. Such reference shall be deemed to be a submission to arbitration under
the Indian Arbitration and Conciliation Act, 1996, or of any modifications or reenactment thereof
including the rules framed there under.
Yours faithfully,
(S.S. Prasad)
Under Secretary to the Govt. of India

1. Name & Address of the Bidding Firm:
2. Name & Designation of the person
Signing the bid
BID FORM
3. Mobile / Landline Telephone Number (s):
4. Bid Security Details:
5. CST/VAT Registration No.:
(Copy enclose)
6. PAN Number:
(Copy enclosed)
7. Details of Printing Press / machines:
8. Annual Turnover of each financial
Years during the last 2 years
9. Terms & Conditions of contract mentioned
in the invitation of bid are ACCEPTABLE/
NOT-ACCEPTABLE
10. Deviation in terms and conditions / specifications
(if any)
11. Capacity in which bid is signed by the bidder
(Proprietor / Partner / Director)
Place____________
Date_____________
Annexure-I
Signature of Bidder _________________
Name in Block Letter ______________

SCHEDULE OF REQUIREMENT
ANNEXURE-II
S.No. Item Rate per copy
1. Printing of Agenda Notes / Reports etc. in four
colour / multicolour printing on Art Paper
Pages upto 10
(Glossy Paper) of 135 gsm including designing
of cover pages (cover page of 220 gsm Art
Pages 11-20
Paper). The theme of the cover page will be
provided by the Department) No separate
Pages 21-50
charges for designing the cover page will be
admissible.
Pages 51-100
Pages 101 – 150
2. Printing of Agenda Notes / Reports etc. in
single colour printing on Art Paper (Glossy
Paper) of 135 gsm including designing of cover
pages (cover page of 220 gsm Art Paper). The
theme of the cover page will be provided by the
Department) No separate charges for designing
the cover page will be admissible.
3. Printing of Presentation on 170 gsm Art Paper
in multi colour with wiro binding
4. Printing of Folders with inter-leaves on 300
gsm Art Card with multicolour printing. Interleaves
on 170 gsm Art Paper (with lamination)
Rates for folder and leaf be quoted separately.
5. Printing of Broachers (3 fold) with coloured
photographs in multicolours / four colour
printing (on 135 gsm Art Paper)
6. Printing of Broachers (4 fold) with coloured
photographs in multicolours / four colour
printing. (on 135 gsm Art Paper)
Pages 151 – 200
Above 200 pages
Pages upto 10
Pages 11-20
Pages 21-50
Pages 51-100
Pages 101 – 150
Pages 151 – 200
Above 200 pages
Rate per page
Rate each folder
Rate each leaf
Rate per thous.
Rate per thous.

7. Printing of leaflets (both side printing) in Hindi
and English on ordinary paper
Rate per thous.
8. Printing of Participants’ Certificates on 300
gsm Art Card in 4 colours.
Rate each
9. Printing of Invitation Cards on Craft / Hand
made paper. (Bilingual printing with envelope)
in four colours.
Rate Each
10. Printing of Entry Badges / Conference Badges
(Large size) in different colour schemes
complete with Plastic Pouch, very good quality
strap, Clips etc. (samples may be seen with
Section Officer/Genl. Room No.38-A, Krishi
Bhavan)
Rate Each set
11. Printing of Gummed Parking Labels Rate Each
12. Printing of Invitation Cards on art paper of Rate Each
135gsm (Bi-lingual with printed Envelope) in 4
colour printing containing 4 pages (Folded)
13. Printing of Minute-to Minute Programme (Bilingual
of the size of Invitation Cards in 4
colours) on art paper of 135 gsm
Rate Each
14. Printing of Reports / Questionnaires, forms etc.
(single colour printing on superfine white paper
Upto 10 pages
of 75 gsm.
11-20 pages
15. Translation of English / Hindi text into all
regional languages like Tamil, Telgu,
Malayalam, Marathi, Gujarati, etc.
16. Colour Photocopying (with colour photocopy
machine)
20-30 pages
30-50 pages
above 50 pages
Rate Each word
Rate per page
Service Tax/VAT, if payable extra, should be clearly indicated.
IMPORTANT: Rates for all the above items should be quoted without subjecting to
minimum number of copies as this Department may even require printing of a single copy
of any of the above mentioned item).