SUBJECT: TENDER FOR ApPOINTMENT OF FREIGHT FORWARDER-CUM-CUSTOMS CLEARING AGENT

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1 From: Mr. T.T. Haokip Deputy Registrar, HOS (S&P) ~~~~, ~ Indian Institute of Technology Guwahati, Guwahati , Assam, India. Phone Nos. : To All eligible hidders Date: Tender Ref.: IITG/S&PIFFCCA-RC/ / SUBJECT: TENDER FOR ApPOINTMENT OF FREIGHT FORWARDER-CUM-CUSTOMS CLEARING AGENT The Director, Indian Institute of Technology Guwahati is interested in engaging the service of a competent and efficient Consolidator / Freight Forwarder and Customs House Agent (CHA). Details of the bid documents: bid instructions, eligibility criteria, job requirements and the terms' and conditions are attached herewith. Bidders are requested to read the bid instructions, eligibility criteria, job requirements and the terms and conditions attached herewith carefully and make sure they fulfill the requirements and then submit their quotations. The duly signed and sealed offer/quotation is to reach the undersigned on or before 1l (12.00 hrs IST). ~-. ~/Jlf /1)- (T. T. Haokip) Dy. Registrar (Stores and Purchase) Contd. to Page-2

2 Page 2 Bid Instructions 1. Important Date and Time : (i) Last date & time of receipt of Tender : (12 HRS) (ii) Due date & Time of opening Technical bid : (15 HRS) (iii) Venue for opening Technical bid : Stores & Purchase Section 2. Type of Bid: Double bid Technical Bid and Price Bid must be separately quoted as per instruction and format mentioned below in two separate properly sealed covers and both these covers will have to be again put in to a single sealed cover. a) Documents to be enclosed in the Technical Bid: i) Annexure I, V and VI - duly filled, signed and stamped. ii) Tender fee of Rs.500/- iii) EMD for an amount of Rs. 50, b) Document to be enclosed in Financial Bid: Annexure II, III, IV(a) and IV(b) - duly filled, signed and stamped. 3. Tender Fee: Tender fee for Rs. 500/- (Rupees five hundred only) in the form of an Account payee Demand Draft in favor of the Registrar, IIT Guwahati, is to be submitted. 4. EMD: EMD for an amount of Rs. 50,000/- (Rupees fifty thousand only) in the form an Account payee Demand Draft OR Fixed Deposit Receipt from a Commercial bank in favour of the Registrar, IIT Guwahati is to be submitted. 3. Late and delayed tender: Late and delayed tender will not be considered. In case any unscheduled holiday occurs on prescribed closing / opening date the next working day shall be the prescribed date of closing / opening. 4. Conditional tenders not acceptable: Printed conditions of the bidder, if any, will not be accepted. 5. Bid not transferable: The bid documents are not transferable. 6. The seal and signature of the authorized official of firms must appear on all the bid documents. 7. Marking of Envelope: Name and Address of the bidder submitting the quotation and the Officer, to whom the quotation is addressed, must appear distinctly on the sealed cover as per specimen given below: Quotation for Freight Forwarder-Cum-Clearing Agent Tender Ref.: IITG/S&P/FFCCA-RC/ , Dated: Last date of submission: (12.00 HRS, IST) To The Dy. Registrar, Stores and Purchase Section, Indian Institute of Technology Guwahati, Guwahati (Assam) From: M/s (full address) Contact No. : Contd. to Page-3

3 Page - 3 ELIGIBILITY CRITEREA Bidders should fulfill the following eligibility criteria and submit documentary proofs in support of the same, failing which their applications shall be summarily rejected. 1. Licenses: The bidders must be Custom House Agent (CHA) licensee, preferably at Kolkata. 2. Professional Memberships: The bidder must be International Air Transport Association (IATA) and International Federation of Freight Forwarders Associations (FIATA) approved and Multimodal Transport Operator (MTO) registered freight forwarder. 3. Experience: The bidders should have experience in the field of Freight forwarding and Custom Clearance for a minimum of five (5) years in India and also have experience of similar work with a reputed Government Institutions, preferably Scientific / Educational Institution(s) and Laboratories. 4. Forwarding & Consolidation Network: The agency should have network of cargo forwarding / consolidating agents in at least countries which should necessarily included USA, UK, Germany, Japan, China, France, Switzerland, Hong Kong, Canada, Norway, Sweden, Australia, Ireland, Singapore, Denmark, Italy, The Netherlands (Holland), etc. 5. Rates: Rates for forwarding / consolidation should be specified with reference to the IATA rates from respective countries of import as per Annexure II, III, IV(a) & IV(b). Where Flights are not available then IATA rates of the national airline of that country should be specified / considered. 6. Income Tax Return: A bidder must be Tax payer. Copies of Income Tax Return for the last three Financial Year should be submitted. 7. Financial turnover: Bidders should have Annual Turnover of at least Rs. 5 Crores during last three financial years and the same documents submitted should be duly audited. Solvency Certificate from Bank (not older than 6 months) should also be submitted. 8. Registrations: Bidders must submit PAN Card, Service Tax Registration, Trade License Certificate and Professional Tax Certificate. 9. Office Location: The Bidder must have its own Agent / office at Guwahati. Name, contact number and full address of the local Office / Agent must be provided as per format given at Annexure V. 10. Inspection Facility: Bidder must be capable and equipped to carry out inspection (arrangement of third party inspection reports) of the ordered materials at the country / port of shipment / supplier s premises including packing / labeling / marking, etc. (as per international packaging standards and norms), if and when required by the IITG. 11. Blacklisted or in legal dispute: Any firm blacklisted by IIT / CSIR / Laboratories / Institutes or any of the Government organization(s) need not apply. If any such firm applies, its bid shall not be accepted. Bidder should also not be involved in any kind of legal dispute with any client organization. An undertaking to this effect should be enclosed with the Technical Bid. Branch offices submitting bids on behalf of their Head Office must cross check for any such information. Non-disclosure of such information will result in disqualification with forfeiture of EMD at the bidding stage and termination of the contract (if awarded) without any notice with imposition of penalty to the extent of damage incurred during the subsistence of contract, and also recovery of the outstanding amount. Contd. to Page-4

4 TERMS & CONDITIONS Page - 4 Bidders are requested to submit their quotations along with necessary documentary proof wherever applicable. 1. SCOPE OF WORK: i. To provide door to door delivery service of import / export consignments to and from IIT Guwahati on demurrage nil basis. ii. To pick-up / Consolidate import consignments on Ex-Work, CIF-CIP, FOB-FCA (Airport / Seaport) basis from supplier s end and make safe transportation to the indenting Department / Centre in IIT Guwahati. iii. To provide free demurrage delivery of consignments under its console. iv. To provide advance intimation on Cargo Arrival Notice (CAN). v. To collect Delivery Order from other freight forwarder on cash payment, whenever required. vi. vii. viii. ix. To process Bills of Entry. To clear import consignments at any International Airport / Seaport (also from Guwahati Airport if required) within the free period and to follow up cases of recovery of excess duty paid to customs, etc. Clearance of consignments by coordinating with UPS / Blue Dart / Fed-Ex or any other courier agency at the port of import (including Kolkata, Delhi, Bangalore, etc.). Advance payment in the following cases: a) To pay import /inland freight charges up to Rs. 5,00,000/- (Rupees five lakhs only)on behalf of IITG which will be reimbursable within 30 days against production of authentic documents and monetary receipt. b) To pay statutory charges including customs duty, etc. up to Rs. 5,00,000/- (Rupees five lakhs only) on behalf of IITG which will be reimbursable within 30 days against production of authentic documents and monetary receipt. x. To provide any other service/s as mentioned in the Terms & Conditions of this tender or which might be required by IITG at a later stage. 2. Valid Licenses: The agency should be IATA and FIATA approved freight forwarder and also CHA licensee at Kolkata. Copies of documents in support of the same should be enclosed. Separate freight forwarding offer through third party will not be accepted. 3. Tender Fee: Tender fee for Rs. 500/- (Rupees five hundred only) in the form of an Account payee Demand Draft in favor of the Registrar, IIT Guwahati, is to be submitted. 4. Earnest Money Deposit (EMD): Bidders should submit an EMD of Rs.50, (Rupees fifty thousand only) in the form an Account payee Demand Draft OR Fixed Deposit Receipt from a Commercial bank in favour of the Registrar, IIT Guwahati. Offers received without Earnest Money or valid Certificate shall be summarily rejected. EMD of unsuccessful bidders will be returned after Appointment / Award of Agency and EMD of the successful bidder will be returned after receipt of PBG. 5. Performance Bank Guarantee (PBG): Successful bidder shall furnish an unconditional Performance Bank Guarantee in the form of Fixed Deposit Receipt OR Bank Guarantee (as per format given at Annexure VII) from a Commercial bank for Rs.2,00, (Rupees two lakhs only) within 21 days of Award of the Contract. Validity of the PBG, which shall be effective from the date mentioned therein, shall be at least 26 months. In case 26 months of validity is not possible it will have to be suitably extended before expiry of the same. (i) By submitting the PBG, the agent is understood to have guaranteed that, the work shall be executed as per terms and conditions mentioned therein. (ii) Condition for invoking PBG: In case of failure to comply with the guarantees above, IITG may terminate the contract / order in whole or in part and forfeit the PBG. Besides, IITG may impose other penalties such as blacklisting of the Agent, asking the Agent to compensate the extra expenditure incurred in availing the service(s) similar to unaccomplished service from other service provider(s). Contd. to Page-5

5 Page Preference: Everything being equal, Agents having customs clearance operations at Kolkata, Mumbai and New Delhi will be given preference. 7. Local Office / Representative: The Agent must have its own office / agent at Guwahati. The Guwahati agent must also be available during odd hours / holidays etc. if required by IITG. Name, contact number and Full Address of the local Office / Agent must be provided in ANNEXURE -V. 8. Maintenance of close liaison with IITG: The Agent shall maintain close liaison regularly with IITG. The local agent will have to visit IITG office at least twice a week or as and when required by IITG. The Agent will be required to promptly collect documents whenever called over phone to do so and shall take immediate steps for finalization of the BEs from time to time and shall see that they are filed with the customs authorities. BEs should be finalized as early as possible and any consignment held up for want of documents, etc. for such finalization should be promptly brought to the notice of IITG. 9. FCA / FOB Shipments: In case of orders placed with foreign suppliers on FOB / FCA basis the freight rates must be based on FOB / FCA shipments i.e. from shipping ports in the exporting country to Kolkata / Guwahati Airport or seaport. 10. EX-Works Shipments: In cases where our foreign supplier agrees to supply the goods on Ex-works basis only, the consignment must be lifted by the Agent from the ex-warehouse of the foreign supplier. 11. Export Work: Export of certain items for repairs / replacement and re-importing, whenever required, will have to be carried out by the Agent. All the procedural formalities with customs will be the responsibility of the Agent. 12. Management of Perishable Items: In case of perishables (Chemicals) CIP-CIF / FOB-FCA / Ex-Work consignments if required the Agent will have to arrange for Dry-Ice stuffing at the Airport. Perishable/Dangerous Goods, if any, will have to be cleared from Customs and delivered to IITG within 24 hours from the date of arrival of the consignment at the airport. BE is to be filled for the perishable consignment in advance, if required the same is to be cleared with undertaking with filing of BE at later stage. In addition it must be ensured that sufficient dry ice is available for transporting to IITG. In case, the perishable consignment is damaged on account of insufficient dry ice during clearance the Agent will be held responsible for the loss. 13. Inspection Facility: In few cases the Agent may also be required to carry out or arrange to carry out inspection (arrangement of third party inspection) of the ordered material at the country / port of shipment / supplier s premises. However, in normal cases, inspection of the packing / labeling / markings, etc, as per international packing standards & norms, will be the responsibility of the Agent. 14. Safe custody of consignments: Safe custody of consignments until it is delivered to IITG shall be the sole responsibility of the Agent. 15. Short landing: Whenever Short landing Cargo is noticed, the Agent will file Not found or Not traceable notice with the concerned port Authorities and obtain Not Traceable Certificate. The Agent will also lodge formal claim to the concern port Authorities / Concerned Airlines/ Shipping Line Agent with all necessary documents while intimating the situation to IITG. Contd. to Page-6

6 Page Identification of damage and Arranging Surveyor responsibility of the Agent: It is incumbent on the Agent to carefully examine all packages of the consignment that arrived at the port which are marked for customs examination with the respective invoices and measurement / packaging list etc. If any damage or loss of goods is noticed at the time of physical examination of the consignment at the port, the Agent shall arrange surveyor to survey the consignment and report the same to IITG immediately. 17. Free demurrage delivery: a) Non clearance of consignments in the port of destination within the free period will be treated as delay. The Agent shall be held responsible for any delay in this regard. The demurrage charges for the delay due to the Agent s negligence will be recovered from the Agent. Similarly, the Agent shall have to make good to IITG any loss incurred due to negligence or failure on his part to take prompt action in finalization of BEs and clearance of consignments. b) Demurrage, if any, under Ex-work order under the console of the freighter shall be paid by the freighter. 18. Transportation of Cargo by Roadways: For inland road transportation the agent should have tie-up with at least one reputed transporter (like Gati, ACC Logistics, ABC India Ltd., etc.). Transshipment of cargo from one truck/ vehicle to another truck/ vehicle in between middle of the road, will not be allowed. Truck/ Vehicle Registration No. along with contact number of the driver must be provided to IITG immediately after loading the cargo onto the same. 19. Safe Custody of Clearing Documents: The Agent shall be responsible for safe custody and proper use of Import Duty Exemption Certificate etc. provided to them by IITG for clearance of consignments. 20. Delivery on Working Days during Office Hour: The cleared consignments will have to be delivered to the Department / Centre (as mentioned in the PO) of IITG on working days during office hours only (9 a.m. to 5.30 p.m.). Manpower required for unloading / shifting / moving of consignments will have to be arranged by the Agent. The agency must have the facility for storing consignments which could not be transported to IITG immediately. In case the item has to be kept in cold storage, such facility should be provided / arranged by the Agent. 21. The agent shall provide Non-Delivery / Short-Delivery / Open-Delivery / Damage Certificate, as applicable, within three days of noticing such instances to IITG to enable them to lodge claim with the insurer. 22. Reputation of bidder important: We desire the Agency s having good reputation in the market and maintain good rapport with the custom authorities from where our consignments are cleared so that unnecessary delay in custom clearance of our consignments can be avoided and petty matters are not forwarded to us. 23. The scan order copy will be sent to the Agent through and on the basis of which the Agent shall follow up with the foreign supplier to ship the goods within delivery schedule. 24. No quantum business is assured: Enlistment under Rate Contract with this institute does not ensure business of any quantum, whatsoever. The Agent should promptly execute works under this contract as per the prices & terms. Failure to do so will be viewed as default under the contract. 25. Bidder s condition not binding: Printed conditions of the bidder, if any, will not be binding on IITG. Contd. to Page-7

7 Page Selection: Selection of Agent shall be made on the basis of the following procedure: 1 st Stage: First, selection in the first stage will be based on fulfillment / compliance to bid instructions, eligibility criteria and submission of all relevant documents as instructed. 2 nd Stage: (a) Shortlisting for the next stage will be based on getting minimum marks of 50% on rate Quoted in the Annexure II & III. (b) Sample of Bills of the shortlisted bidders in the above stage 2(a) will be evaluated wherein the bidder must show the detailed calculations of charges for the samples as per Annexure IV(a) and IV(b) (which will be based on Ex-works and CIF / CIP Kolkata to door delivery at the concerned location in IIT Guwahati.) 27. Yardstick for Extending or not extending the Contract: The following yardstick will be the basis for extending or not extending the contract with the nominated Freight Forwarder-cum-Clearing Agent. a. Minimizing / Altogether eliminating payment of demurrage charges. b. Minimization of time taken for : 1. reaching Cargo Arrival Notice (CAN) to IITG, 2. collection of documents for clearance from IITG, 3. picking up of the FOB / FCA / EXW consignment. 4. clearance of consignments, 5. delivery of the consignment to IITG and 6. time taken for disputes resolution with IITG. 28. Payment: (a) Payment will be released within 30 days of receipt of the claims/bills. (b) Payment of Freight Charge on behalf of IITG: Cost of freight / other charges will have to be borne by the Agent which will be reimbursed after delivery of consignments at IITG against the concerned Bills / Voucher(s). No advance will be paid for freight / other charges up to Rs. 5,00,000/- (Rupees five lakhs only). However, if freight / other charges is more than Rs. 5,00,000/- (Rupees five lakhs only), advance may be paid on request and against prior intimation by the Agent. (c) Payment of Custom Duty on Behalf of IITG: No advance will be paid for Custom clearance up to Rs. 5,00,000/- (Rupees five lakhs only). However, if Customs Duty itself comes more than Rs. 5,00,000/- (Rupees five lakhs only), advance may be paid on request and against prior intimation by the Agent. Bills / Charges will be reimbursed on submission of valid receipts / vouchers for the same at actual by cheque/ bank transfer. 29. Duration of Contract: Initially the contract will be awarded for one year which can further be extended or curtailed depending upon the performance of the Agent. Therefore all the rates quoted should be valid at least for one year. 30. Continuity of work Even in Case of Dispute: Even in case of any dispute, the consignments shall be cleared by the Agent and handed over to IITG pending the settlement thereof. 31. Force Majeure: If the performance of the obligation of either party is rendered commercially impossible by any of the events hereafter mentioned that party shall be under no obligation to perform the agreement under order after giving notice of 15 days from the date of such an event in writing to the other party, and the events referred to are as follows. i) Any law, statute or ordinance, order action or regulations of the Government of India. ii) Any kind of natural disaster and iii) Strikes acts of the Public enemy, war, insurrections, riots, lockouts, sabotage. Contd. to Page-8

8 Page Termination and penalty for default : The contract may be terminated due to default by the Agent. Default is said to have occurred - i) If the Agent fails to deliver any or all of the services within the time period(s) specified in the concerned Purchase order or any extension thereof granted by lit; ii) If the Agent fails to perform any other obligation(s) under the contract; If the Agent, in either of the above circumstances, does not take remedial steps within a period of30 days after receipt of the default notice from IITG or takes longer period inspite of what IITG may authorize in writing, IITG may terminate the contract / in whole or in part and forfeit the PBG. Besides, IITG may impose other penalties such as blacklisting of the Agent, asking the Agent to compensate the extra expenditure incurred in availing the service(s) similar to unaccomplished service from other service provider(s). 33. Applicable Law: i) The contract shall be governed by the laws and procedures established by Govt. of India and subject to exclusive jurisdiction of Competent Court and Forum in Guwahati, India only. ii) Any dispute arising out of this Contract shall be referred to the Director, IITG, and if either of the parties hereto is dissatisfied with the decision, the dispute shall be referred to the decision of an Arbitrator, who should be acceptable to both the parties, to be appointed by the Director of the Institute. The decision of such Arbitrator shall be final and binding on both the parties. 34. Acceptance of tenders will rest solely with the Director, IITG, who in the interest of the Institute is not bound to accept the lowest quotation and reserves the right to himself to reject or partially accept any or all the quotations received without assigning any reasons. ~ (T. T. Haokipj'"'i'o/J.;r Delluty Registrar (S&P) Contd. to Page-s

9 Annexure - I ELIGIBILITY CRITEREA Page -9 Bidders should fulfill the following eligibility criteria and submit documentary proofs, failing which their applications shall be summarily rejected. Sl Fulfilled Documentary proof Criteria No (Yes or No) attached (Yes or No) 1 Licenses: The bidders must be Custom House Agent (CHA) licensee, preferably at Kolkata. 2 Professional Memberships: The bidder must be International Air Transport Association (IATA) and International Federation of Freight Forwarders Associations (FIATA) approved and Multimodal Transport Operator (MTO) registered freight forwarder. 3 Experience: The bidders should have experience in the field of Freight forwarding and Custom Clearance for a minimum of five (5) years in India and also have experience of similar work with a reputed Government Institutions, preferably Scientific / Educational Institution(s) and Laboratories. 4 Forwarding & Consolidation Network: The agency should have network of cargo forwarding / consolidating agents in at least countries which should necessarily included USA, UK, Germany, Japan, China, France, Switzerland, Hong Kong, Canada, Norway, Sweden, Australia, Ireland, Singapore, Denmark, Italy, The Netherlands (Holland), etc. 5 Rates: Rates for forwarding / consolidation should be specified with reference to the IATA rates from respective countries of import as per Annexure II, III, IV(a) & IV(b). Where Flights are not available then IATA rates of the national airline of that country should be specified / considered. 6 Income Tax Return: A bidder must be Tax payer. Copies of Income Tax Return for the last three Financial Year should be submitted. 7 Financial turnover: Bidders should have Annual Turnover of at least Rs. 5 Crores during last three Financial years and the same documents submitted should be duly audited. Solvency Certificate from Bank (not older than 6 months) should also be submitted. 8 Registrations: Bidders must submit PAN Card, Service Tax Registration, Trade License Certificate and Professional Tax Certificate. 9 Office Location: The Bidder must have its own Agent / office at Guwahati. Name, contact number and full address of the local Office / Agent must be provided as per format given at Annexure V. 10 Inspection Facility: Bidder must be capable and equipped to carry out inspection (arrangement of third party inspection reports) of the ordered materials at the country / port of shipment / supplier s premises including packing / labeling / marking, etc. (as per international packaging standards and norms), if and when required by the IITG. 11 Blacklisted or in legal dispute: Any firm blacklisted by IIT / CSIR / Laboratories / Institutes or any of the Government organization(s) need not apply. If any such firm applies, its bid shall not be accepted. Bidder should also not be involved in any kind of legal dispute with any client organization. An undertaking to this effect should be enclosed with the Technical Bid. Branch offices submitting bids on behalf of their Head Office must cross check for any such information. Non-disclosure of such information will result in disqualification with forfeiture of EMD at the bidding stage and termination of the contract (if awarded) without any notice with imposition of penalty to the extent of damage incurred during the subsistence of contract, and also recovery of the outstanding amount. Date: Signature: Place: Name : Seal of the bidder Contd. to Page-10

10 ANNEXURE II ( FORMAT FOR QUOTING RATES ) Page - 10 Sl. Rate Weightage Details of Statutory charges No. in % in ` of point 1 (a) FCA Charge 4 (b) Discount Offered on Standard IATA Rates and Estimated Time for Delivery as given in ANNEXURE III [INCOTERMS 2010] Please indicate percentage (%) for standard international airlines, Air 30 India or National Carrier. These are standard applicable rates as on date of billing. Any other charge in shipping country will NOT be paid separately for FCA (Int. Carrier) INCOTERMS orders. 2 (a) Delivery Order Charges for console items ( Airlines / Self) 4 (b) Agency commission / attendance charges on Assessable 4 Value at Kolkata airport for Customs clearance 3 Re-export cases: (a) To and fro shipment charges for equipment / spare parts for repairing services and Samples. 2 (b) Re-export Agency Commission (Repair / Replacement Cases) 2 4 Door Delivery Charges including labour charges for loading / unloading / moving within the campus: (a) Kolkata Airport / Seaport to IIT Guwahati (Rate per Kg) (i) By Courier : (ii) By Van : (iii) By Truck : 6 wheeler wheeler wheeler wheeler (iv) By Train : (v) By Air : (vi) Through your representative, if applicable: (i) Upto 50 kgs (ii) Upto 200 kgs (iii) Upto 500 kgs (iv) Upto 1000 kgs (v) Upto 1500 kgs (b) Guwahati Airport to IIT Guwahati (Rate per Kg) (i) By Courier : (ii) By Van / Truck : (iii) Through your representative, if applicable: (iii) Loading & unloading charges : (c) Highly Perishables (that need refrigerated van or dry ice or gel ice)/sensitive Chemicals/Radioactive/DGR/Dangerous items Service charges / Agency Commission for Documentation, Sealing & 4 Clearance, etc. 6 Warehouse charges for storage of goods at your warehouse for a 3 certain period, if required. 7 Any Other Charges, if not covered above 2 8 (a) Maximum amount the agency can pay over and above the cost of freight / other charges fixed by IITG. (as given in Clause no. 29 (b) of Terms & Conditions of this Tender) (b) Maximum amount the agency can pay over and above the cost of Custom duty fixed by IITG. (as given in Clause no. 29 (c) of Terms & Conditions of this Tender) Note: i) Sl. Nos. 4 & 8 must be quoted in INR and Sl. No. 1 (b) in percentage only. ii) Bidder may quote in both INR and percentage for other charges. Signature: Date: Full Name: Place: Seal of the bidder Contd. to Page-11

11 ANNEXURE III ( FORMAT FOR QUOTING FREIGHT RATES ) Page 11 FREIGHT RATES PER KG TO KOLKATA AIRPORT Sl. No COUNTRY AIRPORT CURRENCY MIN AUSTRALIA MELBORNE AUD 2 AUSTRIA VIENNA EURO 3 BELGIUM BRUSSELS EURO 4 CANADA TORONTO CAD 5 CHINA SHANGHAI CNY 6 DENMARK COPENHAGEN DKK 7 UAE DUBAI AED 8 FRANCE PARIS EURO 9 FINLAND HELSINKI EURO 10 GERMANY FRANKFURT EURO 11 HOLLAND AMSTERDAM EURO 12 HONGKONG HONGKONG HKD 13 ITALY MILAN EURO 14 ISRAEL TEL AVIV USD 15 JAPAN TOKYO JPY 16 KOREA SEOUL WON 17 MALAYSIA KULALAMPUR MYR 18 NEWZEALAND AUCKLAND NZD 19 NORWAY OSLO NOK 20 SWITZERLAND ZURICH CHF 21 SWEDEN GOTHENBURG SEK 22 SINGAPORE SINGAPORE SGD 23 SPAIN MADRID EURO 24 TAIWAN TAIPEI TWD 25 THAILAND BANGKOK THB 26 U.S.A. NEWYORK USD 27 U.K. LONDON GBP 28 Estimated Time for Delivery N.B.: 1. IATA Tariff to be enclosed. 2. Rate of discount on IATA rate (in percentage) offered : % 3. Weight (in KG. / Gram) for application of discounted IATA Rate: 4. Leaving any entry blank will imply Nil / No / NA. Date : Signature : Place: Name : Seal of the bidder Contd. to Page-12

12 ANNEXURE IV(a) ( Format for Quoting Rates on Ex-Works to IIT Guwahati basis ) Page 12 Sl.No. Weight (KG) Value ( ` ) Location Total Charge* , Frankfurt, Germany ,37, Lille, France ,00, Kansas, USA ,63, London, UK ,09, Chicago, USA ,57, Amsterdam, Netherlands ,44, Tokyo, Japan ,185, Singapore ,30, Beijing, China ,04, Zurich, Switzerland * Show detailed calculation for each item in separate sheets, based on Rate quoted in Annexure II & III. Date : Signature : Place: Name : Seal of the bidder ANNEXURE IV(b) ( Format for Quoting Rates on CIP / CIF, Kolkata to IIT Guwahati basis ) Sl.No. Weight (KG) Value ( ` ) Location Total Charge* , Frankfurt, Germany ,37, Lille, France ,00, Kansas, USA ,63, London, UK ,09, Chicago, USA ,57, Amsterdam, Netherlands ,44, Tokyo, Japan ,185, Singapore ,30, Beijing, China ,04, Zurich, Switzerland * Show detailed calculation for each item in separate sheets, based on Rate quoted in Annexure II & III. Date : Signature : Place: Name : Seal of the bidder Contd. to Page-13

13 Page - 13 ANNEXURE V BIDDER S DETAIL Sl. No. Name of the company/bidder To be filled by bidder (Documentary Proof must be attached as applicable) 01 Registered office Name Full Address of the Registered office Details of contact person(s) Name Designation Telephone number(s) (s) 02 Name of Office in Guwahati city Full Address of Office in Guwahati city Name of Contact person(s) Designation Telephone number(s) (s) 03 Details of staff who will be involved in this work in Guwahati city. Name Designation Telephone number(s) (s) 04 Legal entity of the bidder (Company / Partnership Firm / Proprietorship). Documentary proof to be submitted. 05 List the major clients with whom your organization has been associated and submit documentary proof Date: Signature: Place: Name : Seal of the bidder Contd. to Page-14

14 ANNEXURE -VI Page - 14 COMPLIANCE CERTIFICATE (A certificate of compliance to Tender terms to be enclosed) Certify that we have carefully examined the Tender document including its Terms & Conditions and fully understood its implications and do hereby agree to comply with the same. Further to demonstrate our compliance to the Tender Terms & Conditions we hereby provide our compliance certificate and documentary proofs for some of the Tender terms highlighted as below. Documents as applicable are serially arranged and submitted: S.No Eligibility, General Terms and Conditions Yes / No 1. Quotation submitted as per Bid Instructions 2. Rates quoted as per instruction 3. Scope of Work terms complied 4. Duration of Contract terms agered 5. Valid Licenses terms complied 6. Tender fee submitted 7. EMD submitted (as applicable) 8. PBG term agreed 9. Local Office / Representative terms complied 10. No assurance of business quantum terms complied 11. FCA / FOB Shipments terms complied 12. EX-Works Shipments terms complied 13. Export Work term agreed 14. Management of Perishable Items term agreed 15. Advance Payment by Freighter on behalf of IITG term agreed 16. Payment by IITG term agreed 17. Inspection Facility terms complied 18. Safe custody of consignments term agreed 19. Short landing term agreed 20. Identification of damage and Arranging Surveyor responsibility of the Agent term agreed 21. The Agent shall be held responsible for any delay term agreed 22. Transportation of Cargo by Roadways term agreed 23. Income Tax Return of the last three Financial Years documents submitted 24. Safe Custody of Clearing Documents term agreed 25. Delivery on Working Days during Office Hour term agreed 26. To provide Non-Delivery / Short-Delivery / Open-Delivery / Damage Certificate within two weeks term agreed 27. Good Network & Maintenance of IATA Rates term complied 28. Reputation of bidder term complied 29. Supporting Documents term complied 30. Selection term agreed 31. Continuity of work Even in Case of Dispute term agreed 32. Yardstick for Extending or not extending the Contract term agreed 33. Force Majeure term agreed 34. Termination for default term agreed 35. Applicable Law term agreed 36. Bidder s condition not binding term agreed 37. Late and delayed tender term agreed Date : Signature: Place: Name : Seal of the bidder Contd. to Page-15

15 Page - 15 ANNEXURE - VII PERFORMANCE BANK GUARANTEE To: Registrar, Indian Institute of Technology, Guwahati WHEREAS... (Name of Agent) hereinafter called "the Agent" has undertaken, in pursuance of Contract No... dated, to supply......(description of Goods and Services) hereinafter called "the order". AND WHEREAS it has been stipulated by you in the said order that the Agent shall furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance with the Agent's performance obligations in accordance with the order. AND WHEREAS we have agreed to give the Agent a Guarantee: THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Agent, up to a total of (Amount of the Guarantee in Words and Figures) and we undertake to pay you, upon your first written demand declaring the Agent to be in default under the order and without cavil or argument, any sum or sums within the limit of... (Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the...day of Signature and Seal of Guarantors Date Address: All correspondence with reference to this guarantee shall be made at the following address: Registrar, Indian Institute of Technology, Guwahati , Assam. Attention: Dy.Registrar (S&P)