CENTRAL COALFIELDS LIMITED

OFFICE OF THE DY. GENERAL MANAGER(MM)

REGIONAL STORES (BS) SAUNDA. ( BY.REGD. POST)
PO. CCL Saunda, Distt. Ramgarh (Jharkhand) 829126
Phone No. 8987785351, Fax No. 06553258319/06553258313/06553258314.

Ref: - RS (BS)/Tender Notice/2013/ 037 Date : 30.09.2013 .

Sub:- Open Tender Enquiry

Note :- The offers received against CCL website/Govt. of India publication from the firm
for the referred procurement of tendered value Rs. 1(One) Lakh & above will be acceptable
provided their offer(s) meets all techno-commercial requirement of NIT.
The above tender enquiry is being floated against cancellation of our earlier tender enquiry
No. RS(BS)/Tender Notice/2012/057 date: 29.11.2012.
1.Quotations are invited for supply of materials indicated in the attached schedule.
2.The tender may be downloaded from the CCL website from 10.00 AM of 01.10.2013 and
the tender will be closed at 2.30 PM on 22.10.2013 (i.e. one day prior to its submission date).
3.Tender is due for submission up to 2.30 PM on the 23.10.2013 .
4.Tender will be opened at 3.30 PM on the 23.10.2013 before the attending tenderers.
(NB:- If the tender is not opened on the above date due to unforeseen circumstances,
then it will be opened on the next working day.)
5.Tender must be submitted in two bid system i.e. techno-commercial and price bid separately
in duplicate, in sealed covers. The envelopes must be super scribed with the Tender Number
and the date of opening and put in the Tender Box provided for this purpose or may be
handed over to the authorized company official against receipt of tender submitted.
Tender may also be sent by post wherein receipts will not be issued.
6.The rate shall normally be quoted on FOR – destination basis. The quotation should indicate
rate per unit, discount, if any, total price and delivery term. The rate of taxes and duties
applicable should also be quoted.
7.For imported materials, the rate shall normally be quoted on FOB – port of shipment basis
and approx. marine freight and insurance charges shall be indicated separately for each item.
The country of origin must be indicated.
8.The price quoted must be firm till delivery and the offer made must remain open for
acceptance for 6 (six) months from the date of opening of the tender. The price offer should be
given preferably both in word and figures.
9.Printed term and condition of the vendor shall not be considered. Tenderes are requested to
submit their offer complete in all respect maintaining serial number of items, terms and
condition as per tender document along with all supporting documents, failing which offer may
not be considered and no further clarification on technical commercial aspect may be entertained.
10.Delivery Schedule:- Firm delivery period should be specified. The quantity offered for supply
within a specified delivery period should also be indicated.
11.Payment term :- 100% payment by DD/ Cheque or E- Payment through RTGS /NEFT
within 21 days after receipt and acceptance of materials or receipt of the bill whichever is later.
12.Earnest Money/Security Money clause:-
(a) The value of Earnest Money to be deposited by the tenderer should be 2% of the
value of the estimated cost tendered for or Rs.10,00,000/-, whichever is lower.
EMD should be in the form of Demand Draft of any Nationalized Bank in favour of
Central Coalfields Ltd., Barka Sayal Area , Payable at Saunda / Ramgarh Cantt. and
must accompany the quotation i.e. Cover-I of the bid. For unsuccessful tenderer EMD shall
be refunded immediately after Finalization of the tender with the approval of the HOD of
M.M Deptt. Or Head of Area. EMD shall be forfeited if any tenderer withdraw their offer
before finalization of the tender or fails to submit order acceptance within 15 days from the
date of order. Contd.. page 2
 Page-2.
(b) Two weeks time (15 days) shall be given in the order to the successful tenderer to
furnish the security deposit. In case the firm fails to deposit the security money, the
order shall be cancelled and the case shall be processed to order elsewhere and the
firm’s performance is to be kept recorded for future dealings with them.
(c) For procurement value less than Rs. 1,00,000/- , no earnest money/security deposit
will be required .
The value of Security Money to be deposited by the successful tenderer in the form
of Bank Draft/ Bank Guarantee of any Scheduled Bank shall be 10% of the value of the
awarded contract without having anyceililng. For successful tenderer , EMD should be converted
to Security Money which will be refunded to the firm within 30 days of satisfactory execution
of the contract with the approval of the HOD of MM Deptt/ Head of the Area . For unsatisfactory
performance and/or contractual failure, the EMD and Security Money shall be forfeited.
(d) In case the Tenderers submit self attested copies of registration certificate of DGS&D/
NSIC( for tendered items ), License from BIS and approval certificate issued by DGS&D/
other Independent Statutory Bodies of Govt. of India, alongwith the tender, such documents
should be duly attested by Notary Public which will be accepted as an authentic document
without going for any further verification with the original document.
(e) In case you are State/ Central Govt. Organization/ PSU and valid DGS&D/NSIC registered
firm (for the tendered items), or Ancillary to CIL/Subsidiaries ( for tendered items ), you can
produce documentary evidence issued by Govt./concerned authorities for according exemption
towards submission of EMD/SD, you may be considered for exemption from submission of
Earnest Money and Security Deposit.
(f) Security Money may be converted in to Performance Bank Guarantee(PBG) wherever PBG
is required . At the time of conversion of security money ino PBG, it should be ensured that
the amount of PBG should not be less than 10% of landed value of the order.
13. Submission of Earnest Money Deposit (EMD) :- The value of EMD to be deposited
by the tenderer for Rs.16800=00 ( 2% of Estimated value Rs. 840000=00 ) in the form of D/D in
favor of Central Coalfields Limited , Barka- Sayal Area payable at Saunda /Ramgarh Cantt .
Exemption of EMD/SD:The following tenderer/ firms are eligible for exemption of EMD/SD.
(a) Valid DGS&D/NSIC registered (for the tendered items) firms. The firm should submit
authenticated duly attested ( by NOTARY PUBLIC) copy of DGS&D/NSIC registration
certificate alongwith the techno-commercial bid.
(b) State/ Central Government organizations/ Public Sector Undertakings firms should indicate
that they are State/Central Govt. Organizations/PSU.
(c) CCL Ancillaries (for the tendered items). The firms should submit registration certificates
along with the techno-commercial bid for above exemption and other provision applicable
as per CCL norms for them .
(d) OEM/OES/OM/OPM or their authorized dealer/distributors and sole selling agents.
(The term OM refers to Original Manufacturer of Major Assemblies/Sub Assemblies used by
OEM in their equipment).
If exemption from submission of EMD is claimed and valid supporting documents
as required above is not submitted along with techno-commercial bid, then the offer
will be considered as non-responsive and will not be processed further.
14.Samples of enquired items if necessary should be submitted free of cost along with the
quotation for inspection by this office. Samples must be leveled with the tenderer’s name, address
and this office enquiry number and due date for opening of the tender.
15.Materials are subject to inspection by an authority to be deputed for the purpose before dispatch.
16.The packing of all the materials quoted shall confirm to the requirements of the carriers.
17.Supply orders, if placed will be subject to the term and condition given separately.
18.If the order is placed on the assurance of earlier delivery offered in preference to the lowest
acceptable offer then in case of failure , you will be liable to pay the difference between the
lowest acceptable offer and your offer.
Contd page 3.
 Page-3

19.The tenderers shall quote to the specification given. They are however, at liberty to quote for
any other alternatives, which in their opinion will serve the purpose. The material shall confirm
to relevant ISS and in its absence to appropriate BSS/VDE/DIN.
20.Self attested copies of orders received from subsidiaries of CIL for the quoted
Item should be submitted along with the quotation in the first bid. List of
past supplies with the details of order reference and the performance report
if any should be furnished along with the order.
21.Firm who are manufacturer must submit their complete and valid NSIC/DGS&D Registration
certificate with the list of items attached covered with BIS lances/DGMS approval etc.
22.No deviation of our NIT’s terms & conditions are acceptable . Terms and offers which are
in deviations are liable for rejection without making any back reference to the tenderers. Offers
are asked for must be submitted complete in all respects.
23. In case of DGMS approved/ISI marked tendered items, authenticated copy
(duly attested by Notary Public) of valid DGMS approval/ISS/BIS license/related
supportive valid documents should be enclosed and validity of DGMS approval/
above ISS/BIS license/related documents must exist till execution of the material
24. (A) In tender , either the Indian agent on behalf of the Principal /OEM or Principal/OEM
itself can bid but both cannot bid simultaneously for the same item/product in the same
tender .
(B) If an agent submits bid on behalf of the Principal/OEM, the same agent shall not Submit
a bid on behalf of another Principal/OEM in the same tender for the same item/product
25.Risk purchase clause – If you fail to supply the stores within the stipulated period
mentioned in the supply order, the material will be procured from elsewhere . Then
the difference amount arising from this will have to be paid by you .
26. LD Clause:- In event of failure to deliver the materials within the stipulated date/
period mentioned in the supply order , the CCL will have to right –
(A) To recover from the successful tenderer as agreed liquidated damage a sum not less
than 1/2 % of the price of any store for each week or part of a week during the
delivery of such stores may be arrears limited to 10 % . Where felt necessary, the limit
of 10 % can be increased to 15 % at the discretion of the head of Material Management.
(B) 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 other of a similar
description without cancelling the supply order in respect of the consignment not yet
due for supply.
27.Price Certificate -You will have to certify that the price charged are not higher than chargeable
to other subsidiary of CIL including PSU or any Govt. organization.
28. Price fall Clause: (A) price charged for stores supplied under this contract by you
shall in no event exceed the lowest price at which you sell the stores of identical
description to any other organization / Govt.Dept. including DGS&D during the period
of contract.
(B) In the event of price coming down you shall promptly supply such information
to enable the company to amend the contracted rates for subsequent supplies.
(C) If at any time during the said period the contractors reduces the sale price of such
stores or sale such stores to any other organization at a price lower than the price
chargeable under this contract the contractor shall forthwith notify such reduction
of sale prices to the consignee concerned under the intimation to General Manager(BS)
and the price payable under the contract for the stores supplied after the date of
coming into force of such reduction of sale shall stand correspondingly reduced.
Contd.. page 4
 Page-4
29. Inspection :- Final Inspection will be carried out at our site by the concerned technical
authority . However all the terms & conditions in regard to inspection of materials will be
applicable as per general terms & conditions of supply of CCL.
30. Jurisdiction:- The Court at Ranchi in Jharkhand State only will have the jurisdiction
to dealt with and decide any legal matter for dispute howsoever arising out of contract.
31. Identification Mark :- Identification mark i.e. Maker’s name etc. must be clearly embossed/
engraved/punched on each or the item at a visible place which is not subject to normal
wear and tear for convenience of identification at any time.
32. Delayed or Late Tender :-
( i) The due date of submission and opening of the tenders will be the same as far as
practicable .
(ii) A tender which has not been received on the due date and before the due time of
opening of the tender, the same will not be considered . No relaxation in this respect will
be entertained
(iii) Tenders sent through Telegram , Telex, Fax or E- mail will not be considered except in
case of single enquiry , in which case post confirmation copy is to be obtained before
competent approval .
ANNEXURE AA OF NIT
33. Clause for submission of Bills:- For claming payment, following documents are to be
submitted along with original bills as per the terms of supply order to the consignee.
(A) In case of indigenously manufactured goods.
( I ) Pre receipted and stamped invoice(Original buyer’s copy of invoice) in the event
CENVAT CREDIT is required to be claimed by CCL pre-receipted and stamped Excise cum
Tax Invoice showing the amount of excise duty at applicable rates, 2% Education Cess
and 1% Secondary & Higher Education Cess separately. The Excise cum Tax Invoice must
contain all the following information as required under Rule 11 of Central Excise Rule 2002
( a ) Registration no. of the supplier.
( b ) Address of the concerned Central Excise Division.
( c ) Name of consignee.
( d ) Description of goods supplied.
( e ) Tariff heading and sub headings.
( f ) Time and date of removal.
( g ) Mode of transport
( h ) Vehicle registration number.
( i ) Rate of Duty.
( j ) Quantity and value of goods, and duty payable thereon.
Marketing Outlets( when manufacturer does not quote directly ) who are NOT registered
with Excise Department will have to submit Excise invoice issued by the manufacturer
wherein the name of CCL is mentioned as consignee, so that CCL can avail CENVAT
credit on admissible inputs and capital goods.

( II ) Packing list in original giving details of bill of materials.

( III ) Consignment note/RR/PWB in original.
( IV) Warranty/Guarantee certificate.
( V ) Manufacturers test certificate as per supply order terms.
(VI) DGMS/BIS/Pre despatch Inspection certificates/ any other document, if required
as per the contract.
(VII) Certificate from the auditor of the supplier certifying that excise duty has been
paid as per prevailing.
(B)In case supply is to be arranged after importing ordered items in “Original Packing”.
Original packing would not be applicable for items which are shipped in open
condition in containers etc.
( 1 ) The following import documents are required to be submitted with each supply
for acceptance of supplies to CCL.
Contd Page 5
 Page-5
( a ) Self attested copy with original principal invoice / packing list.
( b ) Self attested copy with bill lading/ Airway bill.
( c ) Self attested copy with original bill of entry.
( d ) As per contractual requirement (if any) warranty/guarantee certificate .
( e ) Certificate of Origin.
( f ) Certificate from the auditor of the supplier certifying that they have paid custom
duty as per prevailing customs rates and refund if any shall be passed on to buyer.
( The supplier shall provide clear linkage of items as per order with documents
furnished under clause ( a ), ( b ) and ( c ) for acceptance by CCL). The original
documents under ( a ) and (c) shall be returned after verification with attested
photocopy and making endorsement on original relating to transaction made.
(C) Clause for Registration under MSMED Act 2006 :- “ If the participating tenderer
is registered under MSMED Act 2006 , they should indicate the same and the proof of
Registration, duly self attested , should be enclosed/ Submitted/ uploaded along with their
offer. If this information is not provided by the tenderer , no benefit under MSMED
Act 2006 will be available to the tenderer”.
34. Clause for Taxes & Duties applicable:-
(I) Whenever the bidders mention that taxes and duties are payable extra,
the current rate of taxes and duties as applicable will be added. Excise duty, if
applicable, will be payable extra as per prevailing excise rules. Refund/ Credit,
if any, obtained shall be passed on to the buyer which shall be certified by the
auditor of the supplier.
In case of imported stores other than direct import by CCL, the firm shall
give a confirmation along with their offer that a certificate from their auditor
certifying that they have paid customs duty as per prevailing customs rates and
refund if any shall be passed on to buyer, shall be submitted along with supplies/ bills.

( II ) In case the price is stated to be inclusive of excise duty, the current rate included
in the price must be indicated. If bidder is exempted from paying excise duty, the same
must also be confirmed with valid documentary evidence, self attested copy of which
should be submitted with offer. Notification number should be indicated . In case the rate
of excise duty varies with the turnover of the company, and the price is exclusive
of excise duty, and the bidder fails to specify the exact rate applicable, the maximum
rate currently leviable will be loaded on the price during evaluation. In case the excise
duty is presently Nil/ exempted and becomes applicable at a later date during the
execution of the contract, the applicable ED will be borne by the vendor. CCL will avail
CENVAT CREDIT on purchase of various admissible inputs and capital goods.
ANNEXURE BB:
The following clause may be added to annexure BB of NIT:
Clause no. 14 CENVET CREDIT
(Applicable/ not applicable- Dealing Officer to delete if not applicable)
CCL will avail CENVAT CREDIT on purchase of these tendered items. For this it is
necessary that the amount of excise duty at applicable rates , 2% Education Cess,
1% Secondary & Higher Education Cess are shown separately in all the Excise cum
Tax Invoice raised by the suppliers. The Excise cum Tax Invoice must contain all the
following information as required under rule 11 of Central Excise Rule 2002.
(a) Registration no. of the Suppliers
(b) Address of the concerned Central Excise Division
(c) Name of the consignee.
(d) Description of goods supplied.
(e) Tariff heading and sub headings.
(f) Time and date of removal
(g) Mode of Transport
(h) Vehicle registration number
Contd.. Page-6
 Page-6
(i ) Rate of duty
(j ) Quantity and value of goods, and duty payable thereon
The set off value( equal to ED amount) of CENVAT CREDIT will be offset from the
landed price for ascertaining the L1 status of the firms.

GENERAL TERMS & CONDITIONS FOR SUBMISSION OF OFFERS.

(A) The complete offer should be typed in the letter head of the tenderers .( Handwritten Quotation
will be summarily rejected). If the firm’s letter heads are not sufficient to accommodate
technical and pricing details preferably bigger papers are used, such sheets along with other
pages of the offer should be signed and stamped by company’s authorized signatory.
(B) All pages of tender document should be signed and have company’s seal. This is must.
(C) Quotations, erased and over written, will be summarily rejected unless correction are
authenticated with the tenderer’s signature.
(D) In case of two part tendering, Envelope No. 1 containing Techno-Commercial Bid and No.2
containing Price Bid should properly sealed and put inside the Bigger envelope. Both the
envelope (1&2) including the bigger envelope should bear the tender No. and Date and should
also indicate the following heading, otherwise your offer will not be accepted for opening.
Cover-1 Techno-Commercial Bid will contain the followings-
1. Technical details of Tendered items 2. Payment terms 3. Delivery period
4. TIN details document 5. Copy of PAN Card 6. EMD if applicable
7. Discount if any 8.Validity of offer etc. 9. Copies of order received of tendered items.
10.Guarantee/ Warrantee:
The suppliers shall be fully responsible for the manufacturer’s warranty in respect of proper
design, quality, workmanship and proper fitment of the materials supplied and will fit and
discharge the duties for which the same are ordered for a period of 18 (eighteen) months
from the date of supply or 12 (twelve) months from the date of use at consignee’s end,
whichever is earlier.
Any defect that may develop under the conditions provided for by the contract and under
proper use, arising from faulty materials, design or workmanship and the suppliers shall
remedy such defects at their own cost when called upon to do so. If it becomes necessary for
the supplier to replace or renew any defective portion of the goods, such replacement or
renewal should be made by the supplier without any extra cost of CCL within 15 days
from the date of complaint-intimation .
11. Ticked check list for commercial parameter :- Checklist and page No.1 to 7 of tender
enquiry (NIT) should also be returned along with your offer, duly signed and stamped with
the seal of your firm, as a token of acceptance all terms and conditions of this NIT .
Cover II: Price Bid will contain the price only.
In case any one of the two envelopes submitted are without proper sealing, offer shall
not be considered.
Copy of required/supportive relevant valid documents must be authenticated as per
NIT and the same should be enclosed with the offer and also offer must be quoted
as per NIT terms & conditions, so as to avoid any deviation of NIT, otherwise your offer
will not be accepted and Price Bid will not be opened without any further
correspondence.
(E) CCL is entitled to increase or decrease the quantities against any/all the items of the
tender by not more than 20% (twenty percent) before opening of price bid . The latitude
of 20% of tender quantity will be applied by exception only .
(F) CIL/ Subsidiary reserves the right to reject or accept or withdrawn the tender in full or part
as the case may be without assigning reason thereof. Tenders are advised to carefully note
that deviation in this term will not be entertained.
(G) All other terms & conditions not mentioned above shall be Governed by CCL general
terms & conditions for supply of stores .

Contd.. Page 7
 Page- 7

Requirement of Hume Pipe NP3 1.20M Dia for Birsa & Urimari .

Sl. Description Part no. Qty.

Required
1 Hume Pipe NP3 1.20M Dia , 70 Nos.
2.44M Long

NB: - (1) The Quantity may be decreased if the materials became available at any
Regional Store and Central Store .

Dy. General Manager (MM)

Regional Stores (BS) Saunda

Copy to:-
1. S.O. (E&M)/(Excv)/(Safety)(Civil), Barka Sayal Area
2. Sr.Manager(Fin.), AFM(BS) Office.

Contd.. Page-8
 Page-8

CHECK LIST OF COMMERCIAL PARAMITERS OF TENDER

1. Price on FOR destination basis quoted Yes / No

2. Whether nature of pricing quoted as firm Yes /No

3. Certificate that prices are not higher than those applicable to Yes / No
Govt. Deptt/ Undertaking/PSU/CIL and its subsidiaries.

4. Certificate that you are manufacturer is enclosed in case not Yes / No

a manufacturer certificate of authorized dealership/ distributorship/
sole selling agent enclosed.
5. Price Fall Clause accepted Yes / No

6. Firm delivery quoted

(A) Liquidated damages clause accepted Yes / No
(B) Risk Purchase clause accepted Yes / No

7. Inspection clause accepted Yes / No

8. Payment term as per NIT accepted or not Yes / No

9. Guarantee/ Warrantee clause accepted Yes / No

10 Validity of offer as per NIT quoted or not Yes / No

11.Confirmation for indicating Sales Tax Registration No. Yes / No

12.Acceptance for depositing 10% amount of the value of awarded work Yes / No
by way of Demand Draft
13.The copy of PAN card is submitted or not. Yes / No

14.The TIN Registration Certificate details document covering the Yes / No

list of dealing items including enquired/tendered items and ownership/
proprietorship of the company is submitted or not.

15.All papers should be authenticated and signed with seal as per NIT. Yes / No

16.Proof of Registration under MSMED Act 2006 has been enclosed or not . Yes / No

PLEASE ENCLOSE THE SIGNED AND STAMPED TENDER PAPER

(AS A TOKEN OF ACCEPTANCE OF ALL NIT TERMS & CONDITIONS)
AS WELL AS CONFIRMATION OF ABOVE CHECK LIST POINTS .
ALONG WITH YOUR OFFER
Note:-
1.In case you fail to confirm the acceptance of all terms & conditions of NIT and submission/
enclosure of required documents as per NIT, otherwise your offer will be rejected without
further reference to you and accordingly your price bid will not be accepted for opening.
2.Make / Brand and details specifications of the quoted items should be specified along with
techno-commercial offers i.e. part II.
3.Tender document purchased by one firm is not transferable to others.