स एसआईआर- र ट र य अ त वर षय वज ञ न तथ प र य गक स थ न

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1 स एसआईआर- र ट र य अ त वर षय वज ञ न तथ प र य गक स थ न CSIR - National Institute For Interdisciplinary Science & Technology Industrial Estate PO., Pappanamcode, TRIVANDRUM , KERALA, INDIA ट लग र म/ TELEGRAM: क नस चर /CONSEARCH ; ट ल फ न/ TELEPHONE , , फ क स /FAX : , spo@niist.res.in म ल अग र षण और नक स क लए न वद /TENDER FOR FREIGHT FORWARDING & CLEARANCE नद शक, र ट र य अ त वर षय वज ञ न तथ प र य गक स थ न, त वन तप रम-19, आईएट ए ल इस स प र त म ल अग र षक और क ट स ह उस ल इस स प र त क लय र ग एज ट स द त व ज सब त द कर आय तत म ल और स म श क नक स क लए एक करण क क म श करन क लए द ब ल प र प म (भ ग 1- तकन क ब ल, भ ग -2 व ण यक ब ल ) म हरब द न वद ए आम त रत करत ह The Director, National Institute for Interdisciplinary Science & Technology, Thiruvananthapuram -19 invites sealed quotations in Two Bid format (Part I- Technical Bid, Part II- Commercial Bid) from IATA LICENCED FREIGHT FORWARDERS AND CUSTOMS HOUSE LICENCED CLEARING AGENTS BY GIVING DOCUMENTARY EVIDENCE for undertaking Consolidation work for Imported Consignments & Customs Clearance. य र क लए हम र व बस इट द ख न वद प र त त करन क अ तम त थ क आईएसट समय घ ट ह और न वद उस दन घ ट (आईएसट ) क ख ल ज एग View our website for details The last date for submission of tender is at HRS (IST). The tender would be opened on the same day at Hrs (IST). ह/sd/- भ ड र एव क रय अ धक र / Stores & Purchase Officer फ इल स./ File No.: PUR/IMP/124/12 त र ख/Date:

2 CSIR-NATIONAL INSTITUTE FOR INTERDISCIPLINARY SCIENCE & TECHNOLOGY, (CSIR) TENDER DOCUMENT File No. PUR/IMP/124/12 Dated: Due on at HRS (IST) Opening on at HRS (IST) Sub: TENDER FOR UNDERTAKING CONSOLIDATION WORK FOR IMPORTED CONSIGNMENTS & CUSTOMS CLEARANCE National Institute for Interdisciplinary Science & Technology (NIIST), Thiruvananthapuram is one of the constituent Laboratories of the Council of Scientific & Industrial Research under Ministry of Science and Technology. The Institute imports around ( ) products mostly consisting of sophisticated Research equipments, Chemicals, Fine chemicals, perishable cargo like live cells to Thiruvananthapuram International Airport from various international Exit Airport all over the World in particular from USA, Great Britian, Singapore, Germany, Switzerland, China, Japan, Hongkong etc. The Institute desires to enter into a freight forwarding and clearance Contract with an IATA Licensed freight forwarder and Customs House Licensed clearing Agent. Possession of CHA License & Consolidation License in their own name is a Compulsory Qualification for the Bidder. The Institute desires that the prospective bidder should have start of the art facilities and human resources to provide us a sound logistics which should enhance the efficiency of the supply Chain Management System. In pursuit of identifying a capable firm with the lowest price to cater to our demands of an efficient supply chain of which the bidder would be an important Cog, NIIST invites Limited Tender Enquiries in Two Bid format for finalization of Consolidation & Clearing Agent. Page 2 of 17

3 Bidders to whom enquiries have been earmarked are requested to submit their quotations by way of TWO PART (Part-I Technical, Part-II Price Bid) SEALED OFFER quotation in favor of Director, NIIST,TRIVANDRUM latest by at HRS (IST). The quotations will be opened at HRS(IST). on the same day in the presence of the Representative of the Bidders if any, who may participate in the Tender Opening. 1.0 SPECIAL CONDITION OF CONTRACT (SCC) :- (PART-1- TECHNICAL BID) 1.1 ELIGIBILITY CRITERIA:- Quotations of only those Bidders who have fulfilled the Eligibility Criteria as mentioned below are to be considered and necessary documents in this regard must be enclosed with the quotation (Technical Bid)- Separate sealed cover Part I. 1.2 The Bidder should have valid Consolidation & CHA Licences in their own name(single name). Firms not having these qualifications need not apply. Copies of documents in this connection must be enclosed. 1.3 The Bidder should be registered member of IATA or FIATA. Document regarding the same is to be attached. 1.4 The Bidder should have successfully executed at least 3 similar contracts during the last three years in any Govt. Department/ PSU/CSIR LABS/ Public Funded Autonomous Bodies /ICAR/IIT/ ICMR / DRDO/Reputed Private Firms. Contract copies evidencing the above should be attached. 1.5 The Bidder must submit EMD (Bid Security) of Rs. 20, (Twenty thousand) in the form of Demand Draft or Bank Guarantee of scheduled/ nationalized bank in favor of Director, NIIST, TRIVANDRUM and valid for six months AFTER the period of the BID VALIDITY. EMD should be submitted along with Technical Bid. No interest would be paid on EMD. 1.6 Local office of Bidder stationed at Trivandrum (Name, Contact No. & Address). 1.7 List of Addresses of the overseas counterpart with Phone, Fax, Contact Person and ID should be submitted. Documents in support of 1.2 to 1.7 must be submitted in the Technical Bid. 2.0 SCOPE OF WORK: - Following jobs shall fall under the scope of the Consolidation-cum-clearance contract:- 2.1 CLEARANCE Collection of documents related to Imports/Exports from NIIST, TRIVANDRUM. Custom clearance of the consignment including all the stages of customs clearance Page 3 of 17

4 Obtaining Non-delivery certificate/short landing certificate in the case of materials are short delivered by IAAI, or airlines and lodging of claims with them immediately on behalf of NIIST. Arranging insurance survey at Airport/IAAI in case of damages to the consignment. Dispatch/delivery of consignment at NIIST,TRIVANDRUM after custom clearance immediately Any other job in connection with the clearance of goods from Customs Clearance of Post Parcels from Customs/Foreign Post Office, & delivery to NIIST, TRIVANDRUM Clearance of consignments from Any Port and dispatch to NIIST, Stores, Trivandrum Follow up of cases of recovery of any excess duty paid to customs Clearance for consignment through courier mode. 2.2 CONSOLIDATION OF THE CONSIGNMENTS BEING IMPORTED FROM THROUGH OUT THE WORLD: Complete Monitoring And Supervision of the movement from the date of order/lc and regular feed back on the progress of order to NIIST on weekly basis. In case the Pre-Alert/Advance Shipping Document is not received before landing of the consignment the delay in clearance will be on the part of Agent and the amount of demurrage will be recovered from the bill. NIIST will not pay any amount on account of demurrage charges To provide timely information (pre-alert) regarding dispatches and other relevant Information to NIIST via /Fax To facilitate specialized packing of all kinds of materials as per the IATA specifications and international packing standards Clearance and Transportation of special projects materials voluminous and heavy packages, dangerous and hazardous materials including(radioactive Materials) Prompt communication through telephone, Tele-fax and etc. to ensure quick clearance. Page 4 of 17

5 2.2.6 Insurance of the consignment on Warehouse to warehouse basis for CIF value +10% including CD amount Any other service needed regarding consolidation (as required). 2.3 EXPORTS TO VARIOUS COUNTRIES: Export of Certain Items for Repairs, which will be Re-Imported after repairs Export of equipments for replacement All procedural formalities for these Exports (as per and 2.3.2) with customs will be required to be done by the Bidder. 3.0 BID EVALUATION CRITERIA :- Price Bids of those bidders qualifying Technical evaluation as per SCC (1.2 to 1.7), will be opened under intimation TO THE responsive bidders & the evaluation of Lowest Bidder will be completed as detailed below : - The Technical Bids meeting the eligibility criteria as stipulated above in Sl. No.1.2 to 1.7 (SCC) of this tender will be evaluated, further with regard to their price bids and lowest bidder evaluated. 3.1 Airfreight charges (Annexure I): Airfreight charges as per the Special condition of contract (SCC) would include charges for air freighting the consignment from International Exit Airport to Trivandrum International Airport on weight slab System as per Annexure 1. However these charges would not include fuel surcharge and security surcharge, handling surcharge which will be paid at actual. A separate annexure for pick up charges, handling charges and other charges of each country should be attached with the price bid, in case of Ex works shipment. In the destination country i.e. Thiruvananthapuram the following can be paid i.e. delivery order fees of Airline, charges collect, break bulk, and IGM Fee. Pease fill up Schedule of rates Annexure Clearance Charges (Annexure II): The rates must be quoted according to the format only(annexure II) ; otherwise quotation will be rejected. Airline DO charges will be paid at actual, and would have to be paid up front and recouped. Page 5 of 17

6 3.2.1 The Bidders must have their own arrangements of warehousing, insurance, pick-up and delivery by road within the country and also in the exporting/importing country. Details of these facilities in India should be given for proper evaluation. 3.3 Insurance charges (AnnexureIII) : The rates must be quoted according to the format only otherwise quotation should be rejected. 3.4 Responsive lowest bidder : The contract will be awarded to the responsive lowest bidder who shall be overall lowest taking into account all the three groups ie. air consolidation (AnnexureI), clearance charges(annexure II) and Insurance charges (Annexure III) subject to fulfillment of 1.2 to 1.7 of SCC 4.0 CONTRACTUAL OBLIGATIONS:-The following obligations are within the scope of services to be provided by the Bidder:- 4.1 Import/export can be from/to any country. On the receipt of consignment the firm has to submit a clear copy of MAWB, HAWB, CAN and commercial invoice for Bank Release Order. The Bill of Entry (B/E) in respect of CIF shipments must be sent to NIIST by courier within 7 working days of custom clearance. Custom duty as per customs will be adviced well in advance and will be paid by us. 4.2 Bidder will be responsible for the safety of the cargo in all circumstances and handling complete and proper papers whether it may be for import or export of consignment. In the event of non availability of invoice or other relevant papers and if the consignment incurs demurrage or penalty, the consolidator shall be solely responsible. 4.3 Pre-shipment advise must be intimated well in advance (48 hours prior to shipment). A weekly statement showing consignments shipped during last week and the proposed shipment during the next week through fax/ should be submitted invariably to NIIST. 4.4 The Bidder will pay all the clearing charges of the consignment including Airfreight/Sea-freight charges, and clearing charges etc. and the same will be paid to you after receipt of the consignment in NIIST, Stores and also the receipt of pre receipted bill in Triplicate addressed to Director NIIST, Trivandrum along with the relevant document as a proof for which payment is charged, as per the contract. 4.5 The payment of Airfreight and clearing charges will not be made if the consignment is in damaged condition both externally or internally. However, the payment will be released only after the amount is Page 6 of 17

7 recouped from the insurance company. NIIST will not bear/pay any demurrage charge on account of any delay in clearance attributable to clearing agent/freight forwarder. 4.6 The consignment after clearance from Airport should directly be delivered to NIIST Stores Trivandrum. In case of perishable items, it should be delivered within minimum required period with proper arrangements. The perishable consignments should be cleared immediately on landing and clearance process for such consignments should begin well in advance. In case, a perishable consignment is damaged due to insufficient dry Ice during clearance, agency shall be held responsible for the complete loss. 4.7 Any kind of loss or damage to the consignment from foreign airport to our warehouse will be bidders responsibility for recoupment. However, necessary documents on this account (to be prepared by bidder) will be signed by us in the capacity of consignee/importer. 4.8 The weight for the purpose of clearance from airport will be the Chargeable Weight of the consignment. 5.1 Airfreight Charges: The Air freight charges should be understood as detailed in 3.1 of SCC. 5.3 Exchange rate of foreign currency for the purpose of calculation of Air Freight charge and sea freight charge: The exchange rate as notified by customs for imports or RBI Exchange rate on the date of arrival of shipment at Airport will be applicable The firm will have to submit the exchange rate chart from the Customs / RBI for the purpose of scrutiny of Airfreight charges for the consignments arrived at the Airport. 5.4 The successful Bidder will have to submit a Performance Bank Guarantee for Rs.50, (Rupees fifty thousand only) from a nationalized bank as security, which should be valid at least for 40 months (two years of contract + four months) from the date of contract. The same Bank Guarantee will be refunded / returned after completion of 40 months. No interest would be paid on Bank Guarantee. Director, NIIST will have the discretion to invoke the payment from the Bank for any breach of contract. 5.5 Ex-works shipments: in case the foreign supplier agrees to supply the goods on ex-works basis only, the consignment shall be lifted by the agent from the foreign supplier s works for onward shipment to NIIST, Stores Trivandrum, Kerala. The pick up charges upto the nearest international gateway airport Page 7 of 17

8 in suppliers country shall be paid by NIIST, Trivandrum at actuals. Pick up charges all over the world may be submitted separately alongwith your price bid, along with charges for handling. 5.6 Bank release order (for consignments against irrevocable letter of credit) will be delivered only after its receipt from the bank. Custom clearance should be initiated without waiting for bank release order. The Bill of Entry (B/E) in respect of CIF shipments must be sent to NIIST immediately on custom clearance Even in the case of any dispute, the consignment shall be cleared by the agent and handed over to NIIST, Trivandrum (Kerala), pending the settlement thereof. 5.8 The efficiency of the Bidder will be judged by us on following aspects; Custom clearance without DEMURRAGE CHARGES Coordinating with Customs/Carrier and Obtaining Cargo Arrival Notice within 24 Hrs. on landing at Airport and Forwarding the same to NIIST, Trivandrum (Kerala) After collection of Documents from NIIST, Trivandrum (Kerala) and customs clearance of the consignment within free period; delivery to Stores NIIST Trivandrum (Kerala), must be made immediately Prompt consolidation of cargo and delivery at Thiruvananthapuram International Airport by the available flight Constant communication channel with the supplier for handing over of the cargo. 5.9 The Bid must accompany name and complete address of all associates located in different countries along with Names, Telephone, Telex, Fax and numbers of contact persons The successful bidder shall handle sophisticated and valuable consignment, hence the bidder shall have to furnish a PBG for an amount of Rs.50,000 (Rupees Fifty thousand only) by DD of BG in favour of Director, NIIST, Trivandrum to safeguard the interest of NIIST in the event of any loss to NIIST due to any act of omission and commission by the successful bidder. The EMD will be returned on receipt of PBG The successful Bidder will have to give an undertaking that no consignment of NIIST will be detained / withheld by them before or after the clearance under any circumstances. Page 8 of 17

9 5.12 The Bidder must intimate NIIST well in advance (48 Hrs/pre-alert advice), before the date of arrival of the consignment at Airport with the house Airway bill and master Airway bill numbers so that the required documents are prepared and sent to the bidder in time. The agency shall be held responsible for any delay on their part where they, do not file the bill of entry with custom or do not confirm any discrepancy of NIIST, in documents. The demurrage charges due to agent s negligence will be recovered from them. Similarly the agent shall have to make good to NIIST, Trivandrum (Kerala) any loss incurred due to negligence or failure on their part to take prompt action in finalization of B.E. and clearance of consignment. The firm may be required to carry out or arrange to carry out the inspection of the ordered material at the country/port of shipment or supplier s premises on behalf of NIIST, Trivandrum (Kerala), if required in certain cases. Safe Custody of the Consignment Cleared is The Responsibility of The Bidder until It Is Delivered to Stores, NIIST, Trivandrum (Kerala) The Bidder shall be required to examine carefully all packages marked for customs examination of each consignment arrived at the airport with respective invoices/packing list etc. Any damage or loss of goods should be brought to the notice of NIIST, Trivandrum (Kerala) immediately. In case any short landing cargo is noticed the agent shall be required to file not traceable or not found notice with the airport authorities and obtain not traceable certificate and also lodge formal claim on airport authority/concerned Airlines with all necessary documents under intimation to NIIST, Trivandrum (Kerala) The consignment after clearance from airport should be delivered at our Stores immediately In case the cargo is received in shortage/damaged condition/short landing cargo no payment shall be released to the bidder till NIIST receives the complete consignment/insurance claim. In all such cases the bidder is required to file Shortage or Damage or Not Found or Not Traceable notice with the Airport Authorities, obtain necessary certificate from the Airlines/Sealiner and lodge necessary claim with the concerned authorities under intimation to NIIST, TRIVANDRUM Penalty Clause : Director, NIIST reserves the right to deduct 0.5% per week of FCA price (incoterms 2010), for delay in consolidation and Airfreight of NIIST shipments and delivery to Stores, NIIST, Trivandrum. (Maximum penalty shall be 2%) The period for this will be calculated from the date of intimation by supplier about the readiness of Equipment/Consumable for shipment. Page 9 of 17

10 6.0 GENERAL CONDITIONS OF CONTRACT (G.C.C.) 6.1 Quotation should be enclosed in a sealed cover addressed to Director, NIIST, Trivandrum. The cover should be sealed and super scribed QUOTATION IN RESPONSE TO NIIST ENQUIRY NO. PUR/IMP/124/12 and DUE ON AT HRS (IST). 6.2 Quotation should be dropped in the TENDER BOX, which is kept in Purchase Section within scheduled date and time. 6.3 Prices are to be filled up as per Annexure I,II,III 6.4 No deviation is acceptable after opening of quotation. 6.5 Bidders are requested to submit the EMD of Rs.20, (Rupees Twenty Thousand only) in the form of Demand Draft or BG of scheduled nationalized bank in favour of Director, National Institute for Interdisciplinary Science & Technology, Trivandrum along with the bid and validity of BG/EMD must be six months from the date of bid validity. Quotation received without EMD shall be rejected. EMD of un-successful bidders will be refunded within 30 days after signing of the Contract. No interest would be paid on the Earnest Money Deposit. 6.6 Incomplete Tender and conditional tender are Liable to be rejected The Tender, Which is Received By Fax/ and in open Condition will not be Considered. 6.8 Tenders received after the due time (delayed) and due date (late) will not be considered. 6.9 The Director, NIIST reserves the right to accept or reject any or all the tenders received without assigning any reason The Director, NIIST reserves the right to terminate the contract within one month prior notice at any time on finding the service unsatisfactorily or on breach of contract Insurance charges for Shipment would be arranged by the Agent and claimed in the bill. 7.0 Documents Technical Bid (Unpriced) Should Contain The Following Documents (7.1 to 7.7) 7.1 Forwarding Letter On Letter Head Addressed to the Stores and Purchase Officer without any Condition/Remarks forwarding therewith ; 7.2 Copy of Customs Authorized Clearing License (CHA) Thiruvananthapuram 7.3 Copy of IATA or FIATA Membership. Page 10 of 17

11 7.4 The List Of The Govt.Customers Research Organisation (With Their Full Address)/ Where Similar Nature Of Services Were Rendered During The Last Three Years ( ) (see Clause 1.4 under SCC). Copies of 3 contracts should be enclosed to qualify technically 7.5 EMD Rs. 20,000/- in the form of Demand Draft or Bank Guarantee (as per enclosed format), in favour of Director NIIST, Trivandrum (Kerala). BG must be valid for six months after the bid validity. 7.6 Terms & conditions and compliance statement on a separate sheet showing acceptance with the terms as per these tender (annexure B). 7.7 Copy of Consolidation Licence/Certificate. 7.8 List of addresses with Phone, Fax, and contact person of Overseas Counterparts. 7.9 The Price / Financial bid should be in a sealed cover containing the price schedule (Annexure I,II,III ) as per 8.1,8.2 and 8.3 duly filled up for evaluation. Bids not meeting this criterion will be rejected. The sealed envelope containing the tender must be super scribed as under :- FILE No. PUR/IMP/124/12 for Consolidation and Custom Clearance. Due on at 12 p.m 8 THE DIRECTOR, NIIST, TRIVANDRUM, (KERALA), RESERVES THE RIGHT TO ACCEPT OR REJECT PARTLY OR WHOLLY ANY TENDER WITHOUT ASIGNING ANY REASON WHATSOEVER. STORES AND PURCHASE OFFICER - spo@niist.res.in. Phone No , Encl: 1. Format of EMD (CSIR) 2. Bidders undertaking (Format) (2 pages) Page 11 of 17

12 ANNEXURE I 1.FCA TO DESITNATION AIRPORT: THIRUVANANTHAPURAM COUNTRY/CURRENCY/AIRPORT MIN Australia Austria China UK Malaysia Sweden Korea Germany (Frankfurt, Hamburg) Taiwan Netherlands France Italy Switzerland Japan Singapore Hong Kong USA (Newyork, Los Angeles, Sanfransisco, Chicago, Atlanta) Canada Spain (,, Denmark, Sweden) Slovenia Canada Denmark Sweden Country/ Currency/Sea Port UK Germany France Italy Switzerland USA Japan Singapore Hong Kong Quote charges for D.O fees, charges collect, Break Bulk Fee. STORES & PURCHASE OFFICER Page 12 of 17

13 CHARGES FOR CLEARANCE ANNEXURE II Sl.No. Item No. Trivan dum 1. Service Charges (a) Minimum Amount (b) Percentage Cochin Chennai Mumbai Bengaluru 2. Clearance on Execution of Bond 3. Survey charges on case to case basis 4. Charges of Transportation From Airport To NIIST, TVM a. Minimum up to 50 Kgs. b. Up to 200 Kgs c. Up to 500 Kgs. d. Up to 1000 Kgs. e. Above 1000 Kgs. For every 500 Kgs. 5 Mandatory charges payable Extra if any 6. Direct Delivery Charges 7. Please indicate the specification/size of over dimensional cargo STORES & PURCHASE OFFICER

14 Annexure III INSURANCE CHARGES Insurance charges for all consignment of any nature/weight/value on warehouse to warehouse basis for all risks on CIF value + Customs duty + 10% X% of CIF +Customs Duty 10% Page 14 of 17

15 BID SECURITY/EARNEST MONEY DEPOSIT FORM Whereas (hereinafter called the Bidder ) has submitted its bid dated... (date of submission of bid) for the supply of... (name and/or description of the goods) (hereinafter called the Bid ). KNOW ALL PEOPLE by these presents that WE... (name of bank) of... (name of country), having our registered office at....(complete address of bank) (hereinafter called the Bank ), are bound unto... (name of Purchaser) (hereinafter called the Purchaser ) in the sum of for which payment well and truly to be made to the said Purchaser, the Bank binds itself, its successors, and assigns by these presents. Sealed with the Common Seal of the said Bank this day of 20 THE CONDITIONS of this obligation are: 1. If the Bidder withdraws its Bid during the period of bid validity specified by the Bidder on the Bid Form; or 2. If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the period of bid validity: (a) Fails or refuses to execute the Contract Form if required; or (b) Fails or refuses to furnish the performance security, in accordance with the Instruction to Bidders. We undertake to pay the Purchaser up to the above amount upon receipt of its first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions. This guarantee shall remain in force up to and including forty five (45) days after the period of the bid validity, and any demand in respect thereof should reach the Bank not later than the above date.... (Signature of the Bank) 1 Name of Bidder Page 15 of 17

16 Purchase section Dt: To, Library in charge Page 16 of 17

17 Dear Sir, Please publish the material in our website along with the tender document and specification send by . Stores & Purchase Officer Page 17 of 17