SCOPE OF TENDER: THREE YEARS Broadly the Job involves: I. Clearance of imported consignments from IAAI/ ICD/ Foreign Post Office at Mumbai.

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1 SCOPE OF TENDER: CSIR-NIO is aiming for a fully integrated solution package that covers freight forwarding, consolidation, Insurance, customs clearance, delivery, and allied services. Appointment of Consolidation-cum Clearance Agent shall be for a period of THREE YEARS subject to renewal on annual performance basis for the import/export of consignments from/to and all over the world by airfreight, air post parcel and sea shipment under consolidation from the parties dealing with clearance, Import and Export handling and International freight forwarding under consolidation. Broadly the Job involves: I. Clearance of imported consignments from IAAI/ ICD/ Foreign Post Office at Mumbai. A) Daily collection of documents from CSIR-NIO. Custom clearance of the consignment including all the stages of customs clearance Obtaining Non-delivery certificate/short landing certificate in case the materials are short delivered by IAAI or airlines and lodging of claims with them immediately on behalf of CSIR-NIO. Arranging insurance survey at airport/iaai in case of damages to the consignment. Immediate delivery of consignment at CSIR-NIO, after custom clearance. B) Any other job in connection with the clearance of goods from customs clearance of parcel from Customs/Foreign post office Mumbai. C) Clearance of consignment under temporary imports for further exporting to another country. D) Clearance for consignment through courier mode. II. Consolidation of the consignments being imported from throughout 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 CSIR-NIO. In case the same is not received before landing of the consignment the delay in clearance will be on the part of the agent and the respective amount of demurrage will be recovered from the bill. To provide timely information (per-alert) regarding dispatches and other relevant information to CSIR-NIO. To facilitate specialized packing from all kinds of materials as per the IATA specifications and international packing standards. Transportation of special projects materials voluminous and heavy packages, radio actives, sensitive and hazardous materials. Extensive communication through telephone, tel-fax, and etc. Any other service needed regarding consolidation from time to time. Shipment should be made preferably through AIR INDIA. III. Exports to various countries. A) Export of defective/damaged items to the countries of import. B) Export of consignment imported temporally for intercomparision of standards & other purposes. C) Export of items for repair, calibrations and scientific work. D) Export of Containerised/Individual Cargo for International/National Cruises by Sea or by Air. 1

2 Terms and Conditions of Tender: 1) QUOTATIONS ARE TO BE SUBMITTED IN TWO PARTS AS PER SCHEDULE SPECIFIED IN NIT ENVELOPE-1 (Technical Bid) should contain 1. EMD in the desired format in original. 2. Copies of documents required in support of your eligibility. 3. Statement of compliance in the following format. Tender Terms & Conditions Compliance Deviation/Remarks If Any Please Note: Merely copying CSIR-NIO GOA s terms and writing Yes in compliance will not suffice. Please enclose supporting documents wherever required. Similarly documents in support of the stated claims may also be separately requested by CSIR-NIO GOA by giving a notice of 02 days at any point of time during the evaluation process and before the opening of the price bid failing which the offer shall be rejected. Only technical bids shall be opened on 13/03/2013 as per Notice Inviting Tender (NIT). Date for opening of bids shall be intimated separately to the shortlisted bidder. ENVELOPE-2 (Price Bid) should contain 1. FORMAT OF RATES duly enclosed with this bid document. All columns MUST be filled legibly and the page must be duly signed / stamped by the authorized signatory. 2. Copies of latest IATA rates chart (as per TACT book). Please Note: Rates so quoted shall be considered fixed for Three years except revision of statutory levies or levy of new charges/duties, subject to production of copies of relevant notifications. Conditional rates and/or discounts will not be accepted and the offer shall be summarily rejected as commercially non-responsive. Where port of shipment is not mentioned, air freight not exceeding. Air-India freight from that port of shipment to Mumbai shall be admissible. Airfreight charges: The forwarders charge the freight charges on the basis of IATA rates, which are fixed by IATA. The parties must offer a single discount on these rates which should be in percentage (%) only for all countries and shape/size of the consignment i.e. General/Voluminous/ODC. The offer of the bidders will be evaluated on the basis of the percentage of discount and not on individual rates. The Perishable and DGM shipment will be brought under IATA rates when the shipper clearly mentioned on the commercial invoice. Offering of discount in different parameter for different countries, size, shapes (voluminous and ODC etc) of the consignment will be disqualify the offer. No other payment except the discounted rates of IATA and CC fee shall be made. 2. Licenses: The successful Bidder must have valid CHA, IATA, and other essential licenses and FIATA membership. Copies of documents should be enclosed. Freight forwarding offers through third party/sister concerns etc. will not be accepted. 2

3 3. Tender document, EMD and PBG: Tender document can be downloaded free of cost from CSIR NIO GOA website ( The Bidder must submit an EMD of Rs. 1,00,000/- (Rupees One Lakh Only) in the form of a TDR/DD drawn in the favour of The Director NIO GOA, payable at Goa. EMD of the successful bidder will be returned only on furnishing of a Performance Bank Guarantee (PBG) within 30days of award of the contract. PBG shall be for a sum of Rs.2,00,000/- (Rupees Two Lakh Only) valid until 60 days after the expiry of the contract. 4. Experience: The qualifying Bidder must have five years experience (in its own name) in the field of customs clearance, forwarding and consolidation relating to Hi-Technology Equipments, Consumables like reagents, highly perishables, dangerous and radioactive goods, etc. In any similar CSIR lab/institute or any other similar Government Institution like ICMR, Health Institutes, and University etc. during the last five years, especially clearing consignments under Notification No.51/96-CUS and its subsequent amendments. 5. Location of Bidder: Since most of the consignments will be shipped to and cleared in Mumbai Airport the Bidder should have uninterrupted clearance arrangements in Mumbai for the last Three Years as a Registered CHA. The bidder should have facilities to also undertake clearance and delivery of post parcels as and when required by CSIR NIO GOA. 6. Special arrangements for perishable consignments: Some of the consignments are highly perishable in nature. The Bidder will have to arrange dry-ice stuffing (including procurement and filling-up) of the consignments at the storage place at the airport/post office on its arrival and till their clearance and delivery at CSIR-NIO GOA. The bidder has to get Perishable/Dangerous consignments cleared within 24 hours of arrival and deliver them at CSIR-NIO GOA at earliest as possible after clearance. In case, perishable consignment is damaged on account of insufficient dry ice during storage, clearance or transportation, the Bidder will be held responsible for the damage and the loss will be recovered from the payments due. 7. Re-Export and Re-Import: The Bidder may be required to export certain items for repairs or replacement, which may be re-imported after repair. It should undertake completion of all the formalities with the customs authorities for this purpose. 8. Excess remittance of Customs duty: The successful Bidder is required to actively follow-up cases of recovery of excess duty paid to customs. 9. Efficiency rating: CSIR-NIO GOA s yardstick for judging the efficiency of the successful Bidder shall be as follows: Minimizing / altogether eliminating payment of storage charges for duration beyond free time and/or demurrage charges. Coordinating with customs / carrier and obtaining Cargo Arrival Notice (CAN) within a day and forwarding CAN to Stores & Purchase Department of CSIR-NIO GOA. Expeditious clearance and delivery of consignments to CSIR-NIO GOA after receipt of all the documents from CSIR-NIO GOA. 3

4 10. Maximum amount of freight: Bidder should indicate in the price bid, the maximum amount of freight for a single consignment that it can pay on behalf of CSIR-NIO GOA and get it reimbursed from CSIR-NIO GOA through the bills after clearance and receipt of consignments at CSIR-NIO GOA. (To be indicated in price bid only). 11. Maximum amount of customs duty: Bidder should indicate in the price bid, the maximum amount of Customs Duty for a single consignment that it can pay on behalf of CSIR-NIO GOA and get it reimbursed from CSIR-NIO GOA through the bills after clearance and receipt of consignments at CSIR-NIO GOA. (To be indicated in price bid only). 12. The successful bidder shall be responsible for arranging insurance and all incidental associated services that may be required for the shipments finalised on Ex-works and FOB basis. Kindly confirm your willingness to do the same. 13. General services: CSIR-NIO GOA expects that the Bidder should have good reputation in the market, must have good report with the custom authorities to avoid/minimize delay in custom clearance, and not refer petty matters to CSIR-NIO GOA. 14. Other Charges/levies: All statutory charges/levies not mentioned in the format of rates etc, will only be paid/reimbursed on the production of the receipts / vouchers for the same. 15. FCA/FOB shipments: Many orders are placed with foreign suppliers on FOB/FCA basis. Bidder s console airfreight rates must be based on FOB/FCA shipment i.e. from shipping Airports in the exporting country to Mumbai Airport. Inland handling / forwarding charges in the exporting country will not be separately payable by CSIR-NIO GOA. 16. EX-WORKS shipments: In case the foreign supplier agrees to supply the goods on Ex-works basis only, the successful bidder shall arrange collection and shipment of the consignment from the foreign supplier to CSIR-NIO. Inland handling / forwarding charges in the exporting country will be reimbursed by CSIR-NIO GOA. 17. Follow-up of shipments: Copy of the order placed by CSIR-NIO GOA on foreign supplier will be forwarded to the successful bidder. It is then the sole responsibility of the Agency to follow up the matter with its foreign associates and foreign supplier to ship the goods with in delivery schedule. 18. Forwarding/Consolidation facilities abroad: The Bidder should have network of cargo forwarding / consolidating agents in at least countries like USA, UK, Germany, Japan, France, Switzerland, Hong Kong, Canada, Norway, Sweden, Austria, Ireland, Singapore, Denmark, Italy, The Netherlands (Holland) etc. Rates for forwarding/ consolidation should be specified with reference to the Air India- IATA rates from respective countries of import. Where Air India flights are not available then IATA rates of the national airline of that country would be considered. Consignment will be required to be shipped in the first available consol of any airline. Under no circumstances should these rates exceed than those specified in latest issue of the IATA Tact Book. The Bidders should submit an undertaking to this effect on its letterhead. 4

5 19. Inspection Facility: The successful bidder shall, if required by CSIR-NIO GOA, carry out or arrange to carry out inspection (arrangement of third party inspection reports) of the ordered material at the country/port of shipment/supplier s premises and also inspection of the packing/labeling/markings etc. (as per international packing standards & norms). 20. Custody of consignments: Safe custody of consignments cleared is the responsibility of the successful bidder till they delivered at CSIR-NIO GOA. 21. Short landing: Whenever any Short landing cargo is noticed, the successful bidder shall file Not found or Not traceable notice with the Airport Authorities, obtain Not Traceable Certificate, and also lodge formal claim with the Airport Authorities/Airlines concerned with all necessary documents under intimation to CSIR-NIO GOA. 22. Inspection of packages and insurance survey: It is incumbent on the successful Bidder to carefully examine all the packages marked for customs examination of each consignment with the respective invoices and measurement/packaging list etc. If, at the time of physical examination of the consignment, any damage or loss of goods is noticed, the same shall be immediately brought to the notice of CSIR-NIO GOA for arranging an Insurance Surveyor for surveying the consignment. The successful bidder shall pay fee of the Surveyor and bear expenses for carrying on the survey and the expenditure to be reimbursed on submission of valid receipts. 23. Liaison and co-ordination with CSIR-NIO GOA: The successful bidder shall- Maintain close liaison regularly with CSIR NIO GOA. Arrange collection of documents whenever telephonically informed. Take immediate step for finalization of the BE from time to time and shall see that they are filed with the customs authorities. Arrange for one of its employees to be in daily contact with concerned staff of Purchase Department of CSIR-NIO GOA. The representative shall make all necessary arrangements in advance for proper handling and delivery of consignments at the destination/site for installation. 24. Delay in filing documents: The successful bidder shall be responsible for any delay in filing B/E with customs authority and/or not notifying CSIR-NIO GOA of discrepancy, if any, in the documents. The storage/demurrage charges (other than handling charges) for the entire period of delay due to deficiency or negligence in service on the part of the Firm will have to borne by it. Further, the firm will have to make good loss/damage, if any, suffered by CSIR-NIO GOA on account of delay due to deficiency or negligence of service attributable to it in filing B/E and/or clearance of consignments. 25. Safe custody of Duty Exemption Certificate (DEC): The successful bidder shall be responsible for safe custody and proper use of DEC provided by CSIR-NIO GOA. 26. Delivery of consignments and arranging labour for unloading: The successful bidder shall arrange delivery of the consignments at the earliest possible point of time. Delivery may be affected during working hours, as fast as possible. In respect of perishables, CSIR-NIO GOA will accept delivery beyond office hours and on all holidays. The firm shall arrange requisite manpower and Equipment for unloading, shifting, or moving the consignments, at and within the NIO premises. 5

6 27. Bidder not blacklisted by or in dispute relating to service with any organization: The bidder should not have been blacklisted by any Government organization. They should also not be involved in any kind of service related dispute with any client organization. An undertaking to this effect should be enclosed. Non-disclosure of such information will result in termination of this contract without any notice, imposition of penalty to extent of damage incurred during the subsistence of contract, and also recovery of outstanding amount. 28. Successful bidder not in legal dispute with CSIR-NIO GOA: The successful bidder should not have any pending legal dispute with CSIR-NIO GOA as CSIR-NIO GOA is interested in very reliable and professional services. 29. Non-interruption of service: Should any dispute of any nature arise, the successful bidder shall continue its services as provided in this contract, if required by CSIR-NIO GOA, during pendency of the dispute. 30. Customs query: The successful bidder shall equip itself in advance with all necessary information that may be required for answering customs queries. It shall take any necessary steps to answer both oral/verbal and written queries without any delay. In case of need of clarification from CSIR-NIO GOA, the queries may be communicated to CSIR-NIO GOA on the day the queries are raised. Storage/demurrage charges incurred on account of delay in communicating the queries to CSIR-NIO GOA shall be borne by the firm and further, damage caused to CSIR-NIO GOA due to the above said delay shall be made good by it. 31. Submission of bills: The successful bidder shall tender, by hand, pre-receipted bills once in every week for service provided to CSIR-NIO GOA. Bill should in its letterhead and in the format prescribed by CSIR-NIO GOA. A checklist and documents in support of various charges indicated in the bill should accompany each bill. Any bill not accompanied by checklist and one or more documents will not be received in CSIR-NIO GOA. Personnel authorized by CSIR-NIO GOA will acknowledge receipt of the bills after due verification of enclosures. Bills that are returned on account of deficiencies will contain remarks about deficiencies. Incidence of storage/demurrage charges attributed to oral/verbal queries of customs authorities shall not be admitted. 32. Amount claimed in the bill: Further, it is specifically and clearly understood that the bills should be tendered only for sums entitled under this contract. 33. Payment of bills: CSIR-NIO GOA shall make every effort to examine and arrange payment of bills immediately after the receipt of bills or maximum within 30 to 45 days of receipt by following the most efficient and reliable mode of payment. However, delay in settlement of payments shall not be accepted as valid ground for the firm to delay clearance of consignments. It is clearly and specifically understood that storage/demurrage charges incurred on account of delay in clearance of consignments on grounds of delay in payment of bills on the part of CSIR-NIO GOA, will have to borne by the Agency. All the bills will be admitted by CSIR-NIO GOA only for the sums entitled under this contract. CSIR-NIO GOA does not undertake to communicate, to the firm, reasons for partial or nonadmission of one or more claims made in the bills. 6

7 34. Continuation of services during pendency of payment of bills: CSIR-NIO GOA, will make every effort to arrange payment of bills within 30 days of receipt. If payment is delayed beyond 30 days for any reason, the Agency shall NOT STOP clearing consignments and their delivery at CSIR-NIO GOA. The Agency should have adequate financial standing to continue clearance activities during pendency of payment of bills. 35. Short-listing and tenure of contract: Bidders should provide all the supporting documents mentioned above, failing which their applications will not be considered for short-listing. Although the Contract is proposed to be finalized for a period of Three years, initially it will be awarded for one year, which may further be extended, curtailed or re-negotiated, depending upon the performance of the successful bidder. 36. The successful bidder will be handling sophisticated and valuable consignments; it will have to furnish a fidelity guarantee bond of Rs lakhs in favour of Director, NIO, Goa to safeguard the interest of CSIR-NIO in event of any loss to CSIR-NIO due to any act of omission and commission by the firm. 37. The Director, CSIR-NIO GOA reserves the right to accept or reject any offer without assigning any reason/reasons. The jurisdiction of disputes, if any, at any stage, will be the competent courts in Goa only. 7

8 FORMAT OF RATES: (THIS FORMAT IS TO BE RETURNED DULY FILLED UP ALONG WITH THE PRICE BID) Sr. No. Item/Job Description Percentage of assessable value of Consignment Amount (Rs.) 01. Percentage of Agency commission/ attendance Charges on Assessable Value at Mumbai Airport 02. Re-export Agency Commission (Repair/Replacement Cases) 03. Agency commission /attendance Charges at Foreign Post Office at Mumbai 04. Percentage of Agency commission/ attendance Charges on Assessable Value at Sea Port, if different from those specified at Sr. No.01 above 05. Percentage on Invoice amount for consignment received through Courier Agency 06. Any other charges at Sea Port, if not covered in Sr. No.04 above 07. CMC/EDI Charges, Documentation Fee, BE filing, etc. 08. Customs Examination, Sealing, Repacking, Crane/Forklift charges Minimum Minimum Minimum Minimum Maximum Maximum Maximum Maximum 8

9 for upto 200kg item 09. DO charges 010. Door Delivery Charges including labour for unloading Equipments/ Non-Perishables (See note below) Mumbai to CSIR-NIO Goa Small Vehicle (Taxi) Medium Truck Full Truck/ Lorry Mumbai to CSIR-NIO Visakhapatnam Mumbai to CSIR-NIO Mumbai Mumbai to CSIR-NIO Kochi IMPORTANT: Handling of equipments and other items is crucial even within to CSIR-NIO GOA so that they can be delivered at the right place. These are highly sensitive and costly scientific equipments and require delicate & professional handling 011. Door Delivery Charges for Highly Perishables that need dry ice or gel ice for preservation / Sensitive Chemicals / Radioactive / DGR items IMPORTANT: Perishable shipments will be required to be transported in AC / Refrigerated Van immediately after clearance from Airport to CSIR-NIO GOA Other Charges: Charges for Handling (Unloading/Moving) of Items/ Equipments at CSIR-NIO GOA (On per Kg basis) Courier / Document Collection charges Fax charges Crane/Forklift charges at the Airport for items weighing more than 200 Kg. Any Other Charge (Specify) 013. Discount offered on Standard IATA Rates (For Forwarding Cases Only) Any charge in shipping country will NOT be paid separately for FCA (Int. Carrier) INCOTERMS orders. NOTE: All Charges should be quoted as per consignment / shipment basis. 9

10 Consignments will have to be delivered, as far as possible, DURING OFFICE HOURS (09.30 AM to 5.30 PM). Perishables/Radioactive, etc. will have to be delivered EVEN BEYOND OFFICE HOURS or during holidays, etc. to ensure their ACTIVITY/SAFETY. Radioactive items should be handled following proper safety precautions. Manpower for loading/unloading will have to be arranged by the Firm. Equipments/Items may be required to be moved to multiple floors. Handling of heavy items may require a larger labour force. Safety of the equipment and the persons involved in doing so will be bidders responsibility. It has to arrange location survey in advance. Some of the shipments may be perishable in nature and should be moved into Cold Room immediately on arrival. Some assistance may be provided by CSIR-NIO GOA to properly store highly perishable items at respective designated locations. However for such items arriving on non-working days or beyond working hours, the Firm has to maintain proper, timely and advance communication with CSIR-NIO GOA for arranging proper storage. PLEASE DO NOT LEAVE ANY ENTRY BLANK SIGNATURE OF THE AUTHORISED PERSON WITH THE SEAL OF THE FIRM 10

11 ON LETTERHEAD OF FIRM Form to provide details for E-payment Name of the Beneficiary Account No. Nature of Account MICR No. Name of Bank Name & Address of Branch Branch Code IFS Code Account Name 11