TENDER FOR APPOINTMENT OF COURIER AGENCY AS OFFICIAL COURIER SERVICE AGENCY FOR

Transcription

1 CENTRE FOR DEVELOPMENT OF IMAGING TECHNOLOGY (C-DIT) Chithranjali Hills, Thiruvallom, Thiruvananthapuram Phone: /912/895 Fax: Ref. No. C-DIT/3/GNL/14/T 364 Dated TENDER FOR APPOINTMENT OF COURIER AGENCY AS OFFICIAL COURIER SERVICE AGENCY FOR C-DIT invites sealed quotations from reputed courier agencies for providing courier services from various Offices of C-DIT mainly located at Chithranjali Hills- Thiruvallom-Thiruvananthapuram, Technology Extension Division-Vanchiyoor- Thiruvananthapuram, Communication Group- Gorky Bhavan- Bakery Junction- Thiruvananthapuram & C-DIT Regional Centre, Kayamkulam to other places in Kerala (both urban & rural areas). The delivery should be made mainly at various offices of Motor Vehicles Department spread over Kerala, various Civil Supplies Offices spread over kerala, CEP Centres located at Urban and Rural areas in kerala and to various C-DIT Offices. The rate quoted shall be effective for one year from ; The Courier Agency has to collect the parcel/packages from the concerned office locations and to deliver the parcel/packages at the receivers address within the stipulated time frame. Last date of receipt of Quotation at 3PM Date & Time of opening Quotation at 3.30PM Format for tender submission: There is no tender form. The rate should be quoted in the format given below and to be submitted along with the courier service agreement duly signed by the party. 1

2 Weight of the Packet (Gms) packets/parcels within Tvpm (both rural & urban areas) packets outside Tvpm & within Kerala (both urban & rural areas) Remarks Up to 100 For 250 For 500 For 1000 Above 1Kg, for addl 500gms Conditions: 1. The Courier Agency is engaged in the business of collection, carrying and documents, packets/ packages and parcels from one place to another, all over the state, for the last one year either by themselves or through agencies on contractual agreements. ( documentary proof to be enclosed) 2. The Courier Agency should be empanelled with/ have executed job as Courier Service Provider for atleast one Government/ Public Sector Undertaking or Autonomous Institution during the past two years. 3. The Courier Agency should submit acknowledgement from the addressee as evidence of proof of delivery to C-DIT once in a month along with payment claim for verification and for processing of payment. 4. C-DIT will pay the courier charges as per rates agreed in the agreement signed in between the C-DIT & Courier Agency. 5. The Courier Agency, directly or through their accredited representatives, undertake to carry the packets/ parcels by surface Transport in the order of priority fixed by C-DIT and to deliver the same to the addressee within 12 hours from the handing over except due to circumstances beyond their control. 2

3 6. If the Courier Agency fails to deliver the packets/parcels within the stipulated period they would be under obligation to explain the reasons for the same to the satisfaction of C-DIT. If the reasons for the delay are non-acceptable, C-DIT will impose appropriate penalty on the Courier Agency. The Courier Agency has to observe absolute security, safety, secrecy and confidential nature of the documents/parcels while giving its services and to ensure that the packets/packages are delivered in the same condition duly closed and sealed as given by the C-DIT office. if due to security reason, the courier has to open the packet on the instruction of police/ security people, such cases is considered as beyond their control. In that case, Courier has to re-pack and to seal again on such packets and to deliver it safely to the client. 7. C-DIT is always at liberty to utilize the services provided by other Courier agencies or postal services provided by Government, in addition to or otherwise, of the services that may be availed by C-DIT from the courier agency identified through this tender. 8. The selected agency has to enter in to agreement with C-DIT 9. The Courier agency should have adequate facility to deliver the parcels/packets at all Panchayats & Muncipalities in Kerala and they should have their own facility/ contractual arrangement with other agencies to deliver the consignment/ parcel/packet particularly in the Pathanamthitta, Idukki, Wayanadu, Kannur, Kasargod & Palakkad Districts, apart from other districts. 10. Duly completed tender in sealed covers superscribed TENDER FOR EMPANELMENT OF COURIER SERVICE AGENCY FOR THE PERIOD should be submitted to The Registrar, C-DIT on or before , 3PM 11. The C-DIT reserves the right to reject any or all tenders without assigning any reason there for. Sd/- Registrar, C-DIT 3

4 FORMAT OF COURIER SERVICES AGREEMENT This agreement is executed at on this day of 2014 between Centre for Development of Imaging Technology(C-DIT),Chithranjali Hills, Thiruvallom,Thiruvananthapuram-27 on the one part and having its Registered Office at (hereinafter called as the `Courier which expression shall unless excluded by or repugnant to the context include its successors and assigns) on the other part. Whereas the Courier is engaged in the business of collection, carrying and documents, packets/ packages and parcels from one place to another, all over the state where it has offices in accordance with instructions of their clients. Whereas the C-DIT is interested in getting transported documents for carrying on its business expeditiously from one place to another place and to specified offices for which the Courier has offered its services. NOW IT IS HEREBY AGREED BY BETWEEN THE PARTIES AS FOLLOWS:- 1. The courier undertakes to arrange through their accredited representative to take service the packets/packages/parcels containing documents/cartridges/ papers/foils etc for dispatch to the addressee/consignee on all working days and any other day (except for holidays intimated to the couriers in advance). The courier undertakes to acknowledge the receipt of the packets and issue receipt in both cases. 2. The courier undertakes to obtain the acknowledgement from the addressee of C-DIT and deliver the packet promptly. The courier is to deliver to the proof of such acknowledgement by the addressee office and if need be, to inform such delivery either on telephone or on paper in case of urgent need. 3. The C-DIT will pay to the courier, charges of the said services, as per agreed rates, details thereof are given below:- 4

5 Weight of the Packet (Gms) Up to 100 packets/parcels within Tvpm (both rural & urban areas) packets outside Tvpm & within Kerala (both urban & rural areas) For Addl 500gms, above 1 Kg 4. As regards payments of bills, the relevant bills will be prepared once in a month on day to day basis and the courier agency will get the same verified from C-DIT. 5. The courier, through their accredited representatives, undertakes to carry the said packets by surface Transport in the order of priority having due regard to the expeditious dispatch of documents and to deliver the same to the addressee within 12 hours from the handing over to them except due to circumstances beyond their control, time being essence of the contract. In case, the courier fails to deliver the packets/parcels within the stipulated period, they would be under obligation to explain the reasons for the same to the satisfaction of C-DIT. Deductions due to delay, caused in delivery, shall be as under:- Period of delay Delay up to 1 day Deductions in the courier charges 10 % cut in charges payable on delayed consignment. Delay up to 2 days 20 % cut in charges payable on delayed consignment. 5

6 Further delay 25% cut in charges payable on delayed consignment Consecutive/ repeated delay may cause termination of contract 6. The courier hereby undertakes to indemnify the C-DIT against any loss, damage, charges and expenses as the C-DIT may be put to or incurred by the C-DIT due to delay, non-performance, mal-performance, non-delivery or damage to any packet of documents/ parcels whatsoever. 7. The C-DIT shall make claim, if any, in writing for shortage, damage or delay and non packets by the courier or for the other reasons is given to the courier. 8. The courier undertakes to observe absolute security, safety, secrecy and confidential nature of the documents/parcels while giving its services and to arrange that the packets/packages are delivered in the same condition duly closed and sealed as given by the office. However, if due to security reason, the courier has to open the packet on the instruction of police/ security people, such cases is considered as beyond their control. In that case, Courier has to re-pack and to seal again on such packets. 09. The arrangement under the said agreement for services shall be for one year effective from. It will be the sole discretion of the C-DIT to terminate said agreement without assigning any reason before expiry of one year, if the services are not found satisfactory. However, the C-DIT reserves the right to renew the said arrangement, if the services of the courier are found satisfactory. 10. The courier agrees to execute any further documents from time to time as may be required by C-DIT in this regard. 11. It is expressly understood that the C-DIT is always at liberty to utilize the courier services provided by other agencies or postal services provided by Government, in addition to or otherwise, of the services that may be availed by C-DIT from the courier. 6

7 IN WITNESS WHEREOF, Shri for and on behalf of the C-DIT and Shri., for and on behalf of the courier hereinto set their hands, on the day and the year written above. SIGNATURE SOLE-PROPRIETOR/PARTNER/DIRECTOR M/S. SIGNATURE C-DIT s AUTHORISED SIGNATORY Witnessed by: Witnessed by: