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Tender Terms and Conditions

Tenders are invited through e-procurement from the reputed

manufacturers/dealers/suppliers for the supply of tender schedules as per the
department specifications in Annexure-A.

1. The supply/delivery of the equipment is to be completed within the stipulated

time as mentioned in the confirmed supply order.
2. Tenders should furnish through e-procurement.
a) Both Technical and Financial bids should submit within the period of last
date of submission in e-procurement portal of Karnataka.
a) Financial bid shall be quoted in the e-procurement portal only, and it
should contain all the taxes and other charges (Packaging &
Forwarding).
c) Technical Bid should contain the following information about the tender.
(i) Experience and past performance in the execution of minimum Three similar
contracts; (please enclose the list of organisation for which equipments have
been supplied by you). (Furnish relevant documents).
(ii) The Tenderer should be in equipment business for more than 03 years as
on 31.03.2020. (Furnish relevant documents).

This should be supported by the certificate of Registration issued under the

Companies Act and For “Proprietary Company” relevant Government
documents to be furnished.
(iii) The Annual turnover of the Tenderer should be a minimum of Rs.10.00
Lakhs for each of the three preceding financial years out of five years
duration.
This should be supported by audited balance sheet of the Company duly
audited by the Chartered Accountants for the last Three financial years
(furnish relevant documents).
(iv) The OEM should be an ISO Certified Company in manufacturer of
equipment.
(v) The bidder or dealer should submit Manufacturers Authorisation Certificate.
(vi) OEM should have own office presence in India or authorise dealer to
provide after sales & service warranty support. (Letter from OEM to be
enclosed).
(vii) Technical Compliance to the specifications, this should be approved /
authorised by Manufacturer/OEM for the equipment.
(viii) The Tenderer should ensure spare parts and service support for at least 10

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years for the products quoted by him.

(ix) The bidder or OEM should also give an undertaking in the form of an
affidavit that the equipment supplied by the bidder is genuine and does not
contain/ use any refurbished.
(x) EMD (Earnest Money Deposit) as prescribed in the e-procurement portal of
Karnataka,

Such of the firm registered as SSI (Should be registered with NSIC for
exemption of EMD) need to furnish the Earnest Money Deposit of Rs.500/-
and they should enclose a certificate attested by a Gazetted Officer to the
effect that they are registered as SSI units;
The tenderer shall pay the EMD through e-procurement as following
modes:
a) Debit Card
b) Credit Card
c) Net Banking
d) NEFT (National Electronic Fund Transfer)
e) OTC Payment (Over the counter) Bank Authorised by
e-procurement.
(xi) Certificates regarding the registration with Small Scale Industries or with
NSIC or with any Government Agency for the supply of the said materials
(furnish relevant documents if applicable);
(xii) Relevant type Test certificate shall be from central Govt./ILAC/NABL
approved laboratory along with their offer. (Furnish relevant documents).
(xiii) The bidder should certify and declare that the equipment will be supplied as
per department specifications.
(xiv) The bidder should declare that the firm is not black listed by any other
Government departments/ agencies.
(xv) Supplier/Manufacturer should provide certification i.e., B.I.S, EN, & ISO
Standards respectively for the tendered equipment.
3. After acceptance of the quotations, the concerned firm will be informed of it.
The successful firm should furnish (i) Security Deposit equivalent to 5% of
the value of the order in the form of Bank Guarantee; (ii) Enter into an
agreement on stamp paper of specified value within 10 days from the date
of receipt of such intimation.
4. The DGP and Director General of Karnataka State Fire and Emergency
Services Department has the right to ask for further Guarantee to the extent
considered necessary in individual cases, in case the value of the order
placed with such firm is very high.
5. All the Bank Guarantees should be furnished in the proforma enclosed and
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they shall be valid for a period of not less than two years from the date of
commissioning. The Bank Guarantee should be in favour of the DGP and
Director General of Karnataka State Fire and Emergency Services
Department, Bengaluru. They shall be renewable till such time the work is
completed to the satisfaction of DGP and Director General of Karnataka
State Fire and Emergency Services in the event of the acceptance of the
tender. The firms have to extend warranty from the date of commissioning
and acceptance of the materials.
6. EMDs/Bank Guarantees of unsuccessful bidders will be released
immediately, whereas the EMDs and Bank Guarantees of successful bidder
will be released only after the completion warranty period.
7. Levy/taxes, It may be specifically noted that this Department will not be able
to get any exemption from payment of customs duty or any such levies and
the rates quoted should be inclusive of all taxes and F.O.R Bengaluru basis.
8. The equipment supplied should be guaranteed against any manufacturing
defects at least for a period of two years from the date of
commissioning/acceptance. Each firm should specifically mention in their
quotation about the guarantee period (furnish relevant documents).
9. The tenderer should ensure that they are in accordance with the prescribed
and mention BIS standard, if not available then EN/DIN/UL/CE or other
Higher Standards. Further, it may be stated that preference will be given to
the offers which are in close conformity to the specifications of BIS. The
tenderer should indicate the relevant BIS numbers, wherever available for
each item.
10 The validity of the quotations should be for a period of 90 days from the date
. of opening. However, validity of the quotation will be deemed to have been
extended by another 90 days, if the quotations are not finalized within the
first 90 days.
11 The tenderer will not be exempted from payment of Earnest Money Deposit
. and Security Deposit on any grounds unless they are registered as Small
Scale Units (Should be registered with NSIC for exemption of EMD) and
produce relevant documents.

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12 It should be noted that orders will be placed with alternate firms in case the
. firms whose offer is accepted but cause undue delay (Maximum 20 days) to
enter into an agreement and to furnish Bank Guarantee or with whom orders
are placed but have failed to perform the terms of the contract satisfactorily.
In such case, the difference of amount for this lapse has to be met by the
firm that has failed to honour the contract.
13 The tenderer should quote for the complete items of supply inclusive of
. accessories; otherwise their offer will be treated as incomplete/non-
response and rejected.
14 A declaration to the effect that “I declare that I am manufacturer / authorised
. agent of manufacturer / holder of Ex-stock of the stores intended for” should
be duly signed by the bidder in each case and same should be furnished
along with the tender.
15 The bidders should intimate whether the bidders is a manufacturer /
. authorised dealer and to the documentary proof to that effect without fail.
16 The Court of Bengaluru shall alone have jurisdiction to dispute arising out of
. or in respect of the contract.
17 Failure on the part of the firm, whose offer has been accepted and proposed
. order placed to complete the formalities like execution of the agreement and
remittance of security deposit within the time given, will empower the DGP
and Director General, Karnataka State Fire and Emergency Services to
forfeit the deposits remitted against the Bid notice to department by the said
firm.
18 In case of equipment rejected as not being in accordance with the approved
. sample or has been received in damaged condition the bidder should be
prepared to take them back and replace them by correct material within a
week without additional cost to this department.
19 In matters of dispute regarding supply, not being inconformity with the
. approved quality or the performance of the terms or any other matter, the
decision of the DGP and Director General, Karnataka Fire and Emergency
Services shall be final.
20 The bidder should agree to the tender terms and conditions and technical
. specifications, all submitted documents should be with seal and signature of
the bidder, failing which such tender is liable for rejection.
21 The DGP and Director General, Karnataka State Fire and Emergency
. Services is empowered to ask for further guarantee from bidder to the extent
considered necessary, in case the value of the orders placed in individual

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case is very heavy. DGP and Director General, Karnataka State Fire and
Emergency Services is also empowered to extend the validity of the Tender,
if required.
23 Technical manual comprising of servicing details shall be supplied with
. system.
24 FREIGHT: No separate charges are payable for freight, forwarding
. insurance and installation.
25 WARRANTY:- During the period of warranty the materials shall be replaced
. at free of cost and kept in full good condition. Service calls shall be attended
within 24 hours.
26 DGP and Director General, Karnataka State Fire and Emergency Services
. reserve the right either to accept or reject any Bid without offering any
reasons. The decision of the DGP and Director General, Karnataka State
Fire and Emergency Services, will be final.
27 After finalisation of the bid, order will be placed with the successful bidder. If
. this bidder fails to supply the equipment within the specified period, the
department may resort to cancellation of the said order and to place an
order with the next lowest bidder. In such an eventuality, the default firms /
bidder will be required to make good any loss which the department may
incur besides paying specified penalty.
28 The bid is not transferable.
.
27 DGP and Director General, Karnataka State Fire and Emergency Services
. may directly or through the Headquarters Kit Committee arrange for
negotiations of the rates after opening of bids in order to obtain competitive
rates for the best quality materials.
29 The supplies will have to be made to the Stores of the department at
. R.A.Mundkur Fire and Emergency Services Academy, Bannerghatta Road,
Bengaluru-560 029, at their own cost.
30 The supply should be completed within delivery period as per tender terms
. & conditions as specified by the department from the date of issue of supply
order, failing which Liquidated Damages @ 1.5% of the total tender value
per month or a fraction of a month, will be levied.
31 The supplier shall arrange for training to department personnel’s in the
. usage of equipment. Training in the scope of operations are looked after by
the department, Training to be arranged by the supplier at their own cost.
36 For any further clarification or information, the bidder may contact the under
. signed.
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37 Unnecessary correspondence after the opening of the quotations should be

. strictly avoided.

Yours faithfully,

DIGP and Tender Inviting Officer,

Karnataka State Fire and Emergency Services
Bengaluru-560 042.

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Model Form of Bank Guarantee Bond

In consideration of the Governor of Karnataka (herein called ‘the government)

having agreed to exempt __________________________________ (hereinafter
called “the said Contractor(s)” from the demand under the terms and conditions of an
Agreement dated _____________ between _____________________ and
_____________ for _____________________(hereinafter called “the said
Contractor (s)” of the terms and conditions contained in the said Agreement, on
production of Bank Guarantee for _________________ (Rupees ______ only) we
_________________ Contractor(s) do hereby undertake to pay the Government an
amount not exceeding Rs.________ against any loss or damage caused to or
offered or would be caused to or suffered by the Government by reasons of breach
by the said Contractor(s) of any of the terms or conditions contained in the said
agreement.

2. We _________________________ do hereby undertake to pay the amount

(indicate the name of the Bank)
Due and payable under this guarantee without any demur, merely on a demand from
the Government stating that the amount claimed is due by way of loss or damage
caused to or would be caused to or suffered by the Government by reason of breach
by the said Contractor(s) of any of the terms and conditions contained in the said
agreement or by reason of the Contractor/failure to perform the said Agreement.
Any such demand made on the Bank shall be conclusive as regards the amount due
any payable by the Bank this guarantee. However our liability under this guarantee
shall be restricted to an amount no exceeding Rs.________________________.

3. We undertake to pay to the Government any money so notwithstanding any

dispute or disputes raised by the Contractor(s) Supplier(s) in any suite or proceeding
pending before any court or Tribunal relating thereto our liability under this present
being absolutely and unequivocal.

The payment so made by us under this bond shall be a valid discharge of our
liability for payment there under and the Contractor(s)/Supplier(s) shall have no claim
against us for making us payment.

4. We ________________________ further agree that the guarantee

(indicate the name of Bank)
Herein contained shall remain in full force and effect during the period that would be
taken for the performance of the said agreement and it shall continue to be
enforceable till all the dues of the Government under or by virtue of the said
Agreement have been fully paid and its claims satisfied or discharged or till
____________________ office / department. Department of government have been
fully and properly carried out by the said Contractor (s) and accordingly discharges
this guarantee.

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Unless a demand or claim under this guarantee is made on us in writing on or

before the _________________________ we shall be discharged from all liability
under this guarantee thereafter.

5. We ___________________________________ further agree

(indicate the name of the Bank)
With the Government that the government shall have the fullest liberty without our
consent and without affecting in any manner our obligations hereunder to very any of
the terms and conditions of the said Agreement or extent time of performance by the
said Contractor(s) from time to time or to postpone for any time or from time to time
any of the powers seccisable by the Government against the said Contractor (s) and
to for bear or enforce any of the terms and conditions relating to the said agreement
and we shall not be relieved from our liability by reason of any such variations, or
extension being granted to the said Contractor (s) or for any for bearance, act or
omission on the part of the Government or any indulgence by the Government to the
said Contractor (s) or any such matter or thing whatsoever which under the law
relating to sureties would, but for this provision, have affect of so reliving us.

6. This guarantee will not be discharged due to the change in the constitution
of the Bank or the Contractor(s) Supplier (s)

7. We __________________________ lastly undertake not to revoke

(indicate the name of Bank)
This guarantee during its occurrence except with the previous consent of the
Government in writing.

Dated _________ day of ______________

For _______________________________
(indicate the name of Bank)