NOTICE OF QUOTATION (03 Pages)

1. Name of work : Demand for Quotation

2. (a) Estimated cost :Rs. 2.20 Lakh

3. Period of completion : 30 to 60 date from the date of acceptance

4. Approximate date of placing : May – Jun 2019.

Supply Order/Job Order

5. (a) Accepting Officer(AO) :Garrison Engineer (Air Force) Borjhar

(b) Consignee Officer :Garrison Engineer(Air Force) Borjhar.

6. Probable critical date schedule of quotation will be as under:

Bid opening date

Publish date 28 May 2019 13 Jun 2019
Document download/sale
Document download/sale
start date 28 May 2019 12 Jun 2019
end date
Clarification start date
Clarification end date
Bid submission start date
31 May 2019 Bid submission end date 12 Jun 2019

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SPECIAL CONDITIONS FOR SUPPLIERS BEFORE QUOTING

01. Uploading of bid does not constitute / entail any guarantee for allotting / awarding any order
02. The decision of Garrison Engineer (Air Force) Borjhar, Guwahati, the Accepting Officer shall be
final and binding in case of any dispute. No applicant/supplier shall be entitled for any compensation
whatsoever for rejection of his application by the Accepting Officer on eligibility criterion.
03. For any assistance regarding DSC and its applicability, kindly contact customer care of
eprocuremes.gov.in.
04. For procedure and terms of reference for bidders, kindly refer MES portal at
www.eprocuremes.gov.in at CPP portal.
05. The quotations have been formulated in accordance with GOI, MoD letter No A/03109/ESP-
1(P&C)/SO-I/25/I/D(W-I) dated 07 Jan 1987, Govt of India, Ministry of Defence, E-in-C’s Br letter No.
79278/SVC/Gen/2007/E1D dated 17 Aug 2007, Engineer-in-Chief’s Br letter No. 36323/PF/E4(UI) dt 26
Jun 07, SOP on e-procurement vide E-in-C’s Br letter No. A/37696/12-158/Pol/E2W(PPC) dated 31 Mar
2016, General Financial Regulations-2005, Financial Regulations Part-I Volume-I and Defence
Procurement Mannual-2009. The contents are already incorporated in this quotation (RFP) and hence
copies will not be supplied to the bidder and for any discrepancy / ambiguity in the specifications /
conditions of supply refer Para 21 below. Any change / modification in the tender enquiry will be
intimated through above mentioned website only. Bidders are therefore requested to visit our website
regularly to keep themselves updated.
06.Other important terms and conditions of the RFP(request for proposal) are given in Appendix ‘A’.
07. Department reserves the right to/not to accept the above quotation of any firm. The decision of
Accepting Officer in this regard shall be final and binding. The items will be accepted partly or fully
according to the workable rates quoted for supply at the indenting office. These orders may be made based
on online comparative statements either manually or through online as feasible with the web portal for
proper vetting by audit department before placing orders. In token of acceptance, the Acceptance Officer or
his authorized officer may upload acceptance letter, first page of Schedule in the portal indicating
conclusion of the contract / placement of order within stipulated time frame as mentioned in Appx ‘A’ or
Special Conditions.
08. Please quote reasonable rate to this office. The period of validity of offer shall remain open for sixty
days from the date of opening of this quotation.
09. Payment will be made only after the actual receipt of all the stores at destination only after
inspection through a Board of Officers constituted by this office. No advance / part payments will be made.
10. In the event of your offer for RFP is accepted for only some of the items of enquiry, the work order
/ supply order will be placed only for those items for which your offer rate is acceptable to the department
whole items or individual item(s).
11. In case the store supplied is found not conforming to the required specifications, the same either
partly or fully will be rejected by the department at any stage. The supplier will have no claim whatsoever
on account of rejection of his offer which is without any prejudice. In this regard, the decision of Accepting
Officer will be final and binding.
12. The supplier has to seek/check the sample of store/item from indenting office before quoting the
rates. The claim by the supplier at the time of supply of the same is not admissible in any case for which the
department’s decision will be final and binding.
13. The stores will be consigned to the indenting office as mentioned above.
14. Where specifications are not appropriate with / without model / Cat Part no. of item, the item shall
be checked with the samples held with indenting office / destination office.
15. In case of tie in the quoted rates for any item(s), by any firms, the order will be placed on the firm
having highest order value in other items. In case such firms are also having same amount for clubbing the
equally quoted item, then the order will be placed on the firm, where their address is nearest to the
indenting office as decided by the Accepting officer.
16. If the decision of higher HQ against the appeal by the suppliers due to rejection of Technical
Bid by this office is not rendered within 07 working days, your application is deemed to be rejected
and Financial Bid will not be opened.
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17. In the case of discrepancy / ambiguity between conditions the Bills of Quantities (BOQ),
Notice of Tender / Quotation etc the following order of precedence shall be observed:-
(a) Description under Schedule or Bills of Quantities in the table
(b) Special Conditions before quoting
(c) Terms of references in under Appendix ‘A’
(d) Notice of Tender / Notice of Quotation
(e) Drawings, if any enclosed / referred
(f) Finally with the decision of the Accepting office based on the policies in vogue.
18. Where Indian Standard specifications are mentioned in the RFP, the items / store with ISI mark
shall only be supplied. In case of non-availability of ISI marked store the decision of Accepting Officer
will be final & binding. In case any specific item of store is not available or stopped manufacturing by
OEM (Original Equipment Manufacturer) the Accepting Officer may accord decision either to cancel
the item or to supply similar item whose value is more than order value with the amendment to the
supply order keeping in view of Para 13.3.4 & 13.3.5 of Defence Procurement Manual-2009 duly
audited by AO GE (AF) Borjhar, Guwahati-15.
19. The rates shall be quoted at par with the “Price at Destination” duly considering all Overheads,
profits, Taxes, Levies, loading / Un-loading, Transportation / Conveyance, Inspection by Department,
packing, unpacking, preservation, insurance, delivery, special services, leasing, technical assessment,
consultancy, Testing of Store as applicable and decided by the Accepting Officer etc and no additional
claims in any form or due to any reasons will not be entertained.
20. Delivery of goods shall be made at the locations or accommodations as directed by the
consignee officer. Tenderer shall get details of exact place of delivery from the consignee office before
bidding for “Price at Destination”

Yours faithfully,

Sd/-x-x-x-x-x-x--x
(Ruchien Singhal)
Lt Col
Garrison Engineer (AF)

CONDITIONS:-
2. Terms and conditions of the RFP are given in Appendix ‘A’.
3. Department reserves the right to/not to accept the above quotation of any firm. The
decision of Accepting Officer in this regard shall be final and binding.
4. Please quote your lowest rate to this office. The period of validity of offer shall remain
open for a period of sixty days from the date of opening of this quotation.
5. Your quotation duly completed and enclosed in sealed cover shall be marked as
“Quotations calling for Supply Order/ Job Order ” due on 13 Jun 2019 by 1200 hrs
positively.

6. Insurance risk, if any, should be covered in quoted rates. Rates quoted should be both in
figures and words and no over writing is permitted. Every correction/Erasing, wherever made,
should be initialed.

7 Please write quotation No and date on top of the envelopes for easy ref. Quotation will be
deposited in the Quotation Box duly sealed in a cover. More than one quotation in an one
envelope will not be allowed.
8. Advance/Part payment on receipt of documents through bank etc is not permissible by the
department. Payment will be made after the actual receipt of all the stores at destination after
inspection through a Board of Officers constituted at this Division.
9. In the event of your offer for RPF is accepted for only some the items of enquiry, the
Supply/ Work Order will be placed only for such items for which your offer rate is acceptable to
the department. In case the store found not conforming to the required specifications, the same
either partly or fully will be rejected by the department at any stage. The supplier will have no
claim whatsoever on account of rejection of his offer which is without any prejudice. In this regard,
the decision of Accepting Officer will be final and binding.

APPENDIX ‘A’
A. CONSIGNEE INSTRUCTIONS:-
10. The stores will be consigned to Garrison Engineer (Air Force) Borjhar, Guwahati-
781015.
11. Stores will be consigned on freight to pay basis after inspection by authorized
representative and Board of Officers at this Division.
12. Nearest Railway Station :Guwahati.
13. The rates quoted and accepted are for delivery of stores inside the premises of the
consignee, that is, unloading the consignees end will be arranged by the supplier for which no
extra payment will be offered by the department.
B. PAYMENT INSTRUCTIONS:-
14. (a) Payment shall be made on completion of the complete order as specified.
(b) After inspection and acceptance of stores by the authorized representative and
Board of Officers detailed by Garrison Engineer at this Division and by Accepting Officer.
(c) Prescribed pre-stamped, pre-receipted bills in triplicate will be submitted to the
paying authority after fulfilling 6(a) and 6(b) above.
(d) Original copy of Supply/Job Order will be attached with the bill.
(e) Bills will be subject to pre-audit by associated Finance i.e. by AO, GE
(AF)Borjhar, Guwahati-781015.
(f) Payment will be made through A/C payee cheque only.
(g) Where GST is charged, the supplier will quote his GST registration number
and endorse the following certificate on the bill.
“Certified that the goods on which GST had been charged, have not been
exempted under the GST rule made there under. The charges levied on
account of such taxes on the goods supplied are correct under the
provision of the act or the rules made there under the amendments made
from time to time.”
(j) Paying Authority:-Payment will be made by GE (AF)Borjhar, Guwahati-781015.
(k) No part payment on proof of dispatch after inspection and acceptance will be made by
the department.
C. DATE OF COMPLETION OF ORDER:-
15. The entire Supply/Job Work should be completed before One toTwo months from the
date of Supply/Job Order as decided by Accepting Officer depending on amount of Supply /Job
Order.
D. INSPECTION AUTHORITY:-
16. The stores will be subject to inspection to ascertain that they conform to the specifications
as laid down in the Supply /Job Order by the following as marked.
(a) Representative of the Accepting Officer of the Sub Division.
(b) Board of Officers detailed by the Garrison Engineer (AF).

E. GENERAL CONDITIONS:-
17. If the delivery of stores by the stipulated date is expected to be delayed due to any cause
beyond your control, you shall immediately on the happening of the event causing delay in the
supply of stores, give notice thereof in writing to the under signed who after consideration of
circumstances causing delay in the Supply /Job Wk may grant reasonable extension of time for
delivery of stores.
18. In case supply/Job work is not completed within stipulated period, the orders may be
cancelled and acceptance of late supplies, without any liability, what so ever, towards the
department.
19. In case stores ordered on receipt are not found acceptable after inspection, the defective
stores, will be removed and replaced by the stores of correct specification by the supplier at his
own expense. In case of any dispute decision of the Accepting Officer will be final and binding.
20. No insurance charges will be paid by the department. Consignees accept no responsibility
and no liability for the stores loss or damage to the stores in transit or for the rejected stores lying
inside its premises for whatsoever reason.
21. The Accepting Officer /BSO reserves the right to subject the stores to a second inspection
by an authority nominated by him or to inspect the stores himself, and may reject them if not
found conforming to the laid down specifications, with a period of six months from the date of
acceptance by the normal inspecting authority mentioned above even if the stores have been
accepted, passed and paid for. The supplier shall replace such stores with the stores of correct
specifications within a period of one month on receipt of due notice in writing by the accepting
officer at his (supplier) cost.

22. The department reserves the right to recover any outstanding dues of the supplier from
the sums available with it or other departments (MES/State Revenue Department etc) in favour of
the supplier or even termination / cancellation of registration by this department after issuance of
three notices in writing.
23. PENALTY CLAUSE / LIQUIDATED DAMAGE CLAUSE:-Supply / Job work shall be
completed within 60 days from the date of acceptance of Supply /Job order. Penalty @1 % would
be levied for a delay of every week or part thereof of undelivered goods/ work not carried out,
subject to a maximum of Order’s / Supply Order’s amount subject to a maximum of contract
amount. The amount of undelivered goods / work not carried out will be assessed by the
department through a Board of Officers and the decision of Garrison Engineer/Accepting Officer,
in this regard will be final & binding and the supplier / contractor cannot claim in future in this
regard.
24. WARRANTY TERMS: The supplier has to give one year warranty from the date of
acceptance of stores/services by the consignee, which covers free service and spare parts
excluding consumables in case of supply/Job orders and complete replacement of store if found
defective in case of store/items supplied.
25. VARIATION OF QUANTITIES: The variation of quantities shall be at the discretion of
Accepting Officer up to ± 50%. If the variation is more than ± 50%, the quantities operated shall
be as per the mutual consent in writing.
RECOVERY OF OUTSTANDING DUES:-
26. The Department reserves the right to recover any outstanding dues from the firm the sums
available with it or any other department or firm and acceptance to undertake repairs by the firm
shall be deemed as its acceptance to the aforesaid recovery.

Yours faithfully,

Sd/-x-x-x-x-x
________________________ (Ruchien Singhal)
Signature & Stamp of Supplier Lt Col
GE (AF) Borjhar

Signature Not Verified

Digitally signed by RUCHIEN SINGHAL
Date: 2019.05.28 15:50:27 IST
Location: MES-Ministry of Defence