-1Post Box No.190
Gram : MZU
MIZORAM UNIVERSITY
MIZORAM : AIZAWL
Website : www.mzu.edu.in
FOR OFFICE USE
File No. 1/14/Adm-II(A-I)/2015
Supplier/Vendor Registration Form Serial No. …………………….
Date of Receipt……………………………………
APPLICATION FOR SUPPLIERS/VENDORS REGISTRATION
(NON- TRANSFERABLE)
Registration / Empanelment of Vendors:- The Mizoram University, Aizawl, intends to register/empanel the
firms / companies who are in the business of manufacturing, stocking and/or marketing of goods of specified
categories.
The main object of registration of firms/agencies as approved vendors is to have a broad based panel of
technically capable, financially sound and reliable sources of supply to which enquiries can be addressed for
the University purchases. Application to be elaborated as per Annexure – B.
Eligibility & categories for Registration/ Empanelment:- All firms / agencies, who are in the business of
manufacturing, stocking or marketing of stores and specified service provider(s) are eligible for registration, if
otherwise suitable, subject to specific conditions or restrictions stipulated in this document.
The firms registered with Mizoram University will enjoy the following benefits:(a) Tender enquiries against demands which are not advertised, are sent to the registered firms.
(b) In case of advertised tender enquiries, copies of tender notices may be sent to registered firms giving the
advance information to enable them to purchase the Tender sets.
(c) Rate Contracts and Running Contracts are generally awarded to registered firms.
(d) Earnest Money Deposit (EMD) etc which are normally insisted upon from unregistered
firms are waived partly or fully in the case of registered firms who respond to the tender enquiries and
secure orders. In the case of financial offers, Performance Security may be sought for, on case to case
basis.
Empanelment / Registration Procedure:- The Procedures are appended below for vendor
registration with Mizoram University, Aizawl :(a) The applicant should clearly read all the pages of the document.
(b) Correct / relevant information / data have to be furnished by the vendors.
(c) The applicant should make sure before applying for a particular type of Category, that
the vendor/firm has the required eligibility criteria & experience for that category of work /item.
(d) Service providers / suppliers seeking application form shall have to pay the requisite
(cost/fee) amount as stated below, for registration / empanelment. The amount shall bepaid bya Demand
Draft drawn in favour of “Finance Officer, Mizoram University”, payable at Aizawl, Mizoram.The cost
of application forms and processing fees to be remitted along with the forms, shall be Rs. 500/-.
(e) Service providers / suppliers shall have to fill and submit the registration form along with
required documents and fees to “ The Deputy Registrar (Adm-II),Mizoram University,
Aizawl– 796004.
(f) Applications incomplete in any respect, viz non-submission of any required document
or information, or fee in requisite amount are liable for rejection.
(g) The sealed envelope containing the registration form, documents & fee should be
clearlysuperscribed on the top of the envelope as “APPLICATION FOR SUPPLIER
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REGISTRATION / EMPANELMENT FOR THE CATEGORY CODE …………. ”
(h) The following essential documents (whichever is applicable) should accompany with the
registration form:
(i) Sales Tax Registration.
(ii) Shop Act Registration.
(iii) PAN
(iv) Current Bank Account Statement. (statement for last 1 (one) year)
(j) On receipt of the registration form along with the requisite documents as mentionedabove the supplier shall
be registered with the Mizoram University, after due scrutiny.
(k) The firm will be considered for registration/ Empanelment for an initial period of oneyear and their
registration will be considered for renewal as per Mizoram University procedure, for one/two years or so,
at a time, subject to satisfactory performance of the firm during initial registration period..
(l) After getting all the required fee, information & documents from the applicant, the
registration number will be issued to the supplier with the following details:
(i) Registration No.
(ii) Vendor Trade Group/ Category No. along with description.
( DR. LALTHANCHAMI SAILO )
Deputy Registrar (Adm-II)
-3-
IMPORTANT INSTRUCTIONS TO APPLICANT
1.
This form should be signed by Proprietor in case of proprietorship firm, by all partners in case of
partnership firm and the Managing director or any of the directors duly authorized in case of Limited
Companies, on all pages along with company seal. In case the application has been signed by a person
holding power of attorney on behalf of an authorized signatory (Proprietor/Partners/Directors) a copy
of the power of attorney duly attested by the Notary Public/1st class Magistrate should be furnished
alongwith the application.
2.
Incomplete forms or forms received without the required enclosures shall be rejected.
3.
Enlistment of any firm is done entirely at the discretion of Mizoram University, Aizawland Mizoram
University reserves the right to reject any application without assigning any reason thereof.
4.
New registration form should be sent to Mizoram University along with Demand Draft of Rs. 500/(Rupees Five Hundred)onlyfavouringFinance Officer, Mizoram University, to enable Mizoram
University to process application. Forms without Demand Draft of appropriate amount will not be
considered for registration.
5.
The application form duly filled in all respect together with all enclosures must be submitted within 30
days from the date of issue, failing which no application shall be entertained.
6.
The registered suppliers will be communicated directly by Mizoram University after scrutiny of their
applications. All such suppliers will be allotted a unique Supplier Registration Number which should
be variably quoted in all their future correspondence.
7.
Registration will be for aperiod of two years and further extendable from the date of enlistment subject
to Rule 8 below. It is the responsibility of the Contractor/Supplier to apply for renewal well in
advance of time preferably 6 (six months)before the expiry date.Application for renewal should be
submitted in the current prescribed format.
8.
Registration and business dealings may be cancelled, without prior intimation, due to any of the
following reasons :(a) Non-fulfillment of contractual obligations.
(b) Failure to abide by terms and conditions under which the registration has been given.
(c) Making false declaration to Mizoram University or any other Government/SemiGovernment/Autonomous body/agencies.
(d) Supply of inferior quality/spurious stores.
(e) Failure to submit the required documents/information to review of registration where
required.
(f) Failure to respond to tender enquiries sent to the vendor/supplier by Mizoram University.
(g) Any group which, in the opinion of the Mizoram University, retention of the Registration is
considered undesirable in the public interest.
9.
Wherever the space provided for response is insufficient, details should be given neatly typed in
separate plain sheet giving reference to the corresponding query Number.
APPLICATION WILL NOT BE ENTERTAINED UNLESS the applicant agrees to abide by the
TERMS & CONDITIONS FOR THE REGISTRATION AND TENDER governing Supplies against
supply/contract placed by the Mizoram University, Aizawl.
10.
-4-
11.
Declaration on page – 12 should be signed by all partners/competent authority.
12.
Benefit of becoming Registered Suppliers/Vendors : Based on requirements, Mizoram University shall
send through courier/post enquiries/Limited Tenders related to items registered by Registered
Suppliers/Vendors. Interested Registered Suppliers/Vendors may respond to such enquiries for
participation in the Tenders.
13.
Annexure to this document :(a) Annexure A
:
(b) Annexure B
:
(c) Annexure C
:
Application for Supplier/Vendor Registration
List of Category of items for which Registration is sought
Terms & Conditions of Registration
( DR. LALTHANCHAMI SAILO )
Deputy Registrar (Adm-II)
-5-
ANNEXURE-A
MIZORAM UNIVERSITY
MIZORAM : AIZAWL
Post Box No.190
Gram : MZU
Website : www.mzu.edu.in
SUPPLIER/VENDOR REGISTRATION FORM
(NON-TRANSFERABLE)
Firm’s Name
:
Proprietor’s/
Owner’s Name
:
Full Postal Address
: 1.
______________________________________________________________________
____________________________________________ PIN ______________________
E-mail Address
:
______________________________________________________________________
Website Address
:
______________________________________________________________________
Contact Person Name
:
______________________________________________________________________
Contact No.
:
Phone No. _________________________ Mobile No. __________________________
Fax No. ______________________ City : ___________________ State ___________
Sales Tax Registration No :
(Enclose Xerox Copy)
______________________________
PAN
(Enclose Xerox Copy)
__________________________________
Shop Act Registration No.
(Enclose Xerox Copy)
__________________________________
Current Bank Account No.
(Nationalised Bank)
__________________________________
Manufacturer or Supplier
__________________________________
(In case of supplier, please enclose authorization of proprietor)
List of offices/organisations& period of engagement to which the materials have been supplied :
(Enclose sample copies of such engagement, indicating periodicity)
Firms/Suppliers willing to register may please see General Terms & Conditions at Annexure-C
-6-
Additional Information to be submitted on Firm’s letter head for Vendor Registration
Please furnish some additional information as sought hereunder along with the registration form on the firm’s
letter head, duly signed and rubber stamped :a)
Do you have any relative working in Mizoram University, Aizawl, if so, please furnish the details.
b)
Whether another firm of yours is also registered with University, if so, please furnish details.
c)
Do you have any sister concern already Registered with Mizoram University, having business dealing
with Mizoram University, if so, please furnish details thereof.
d)
Whether your firm have been black-listed by any Government organization/autonomous bodies
including HRI ? If not, give a notarized affidavit to this effect.
Signature :___________________________
Name : _____________________________
(Rubber Stamp)
-7Post Box No.190
Gram : MZU
Website :
MIZORAM UNIVERSITY
MIZORAM : AIZAWL
www.mzu.edu.in
Supplier/Vendor Registration Form Serial No. ………………….
File No. 1/14/Adm-II(A-I)/2015
Date of Receipt……………………………………………
CATEGORY WISE REGISTRATION SHEET
Category code __________________________
Serial No.(s) _____________________
Enclosure to Supplier/Vendor Registration form Serial No. _________________________ forRegistration
from M/s _______________________________________________________________________________
To the Registrar, Mizoram University, Aizawl. (Separate application in this Form should be submitted for
each Category of items indicated in Annexure-‘B’ : MAXIMUM FIVE (5) CATEGORIES PER
REGISTRATION FORM)
Brief description of materials for
which registration is sought
Whether you are Manufacturer,
Agent or Stockist, if agent, give
Manufacturer’s Territory
represented
If agent, name and address
Note : This form is to be used for registration of one category only. (Use photocopy of this form for each
additional category (Maximum five categories per application form)
Signature : _______________________________
Name : __________________________________
(Rubber stamp)
-8-
ANNEXURE-B
CATEGORY
CODE
DESCRIPTION
PARTICULAR/NAME OF ITEMS
01
Furniture
Office Furniture(Steel/Modular/Wooden),
Lecture Hall/Classroom Furniture,
Library Furniture, Customised Laboratory Furniture,
Computer Furniture, Hostel Furniture
Mess/Kitchen Furniture, Home Furniture
Chest/Rack, etc.,
02
Television
LCD, LED
03
Refrigerator, A.C., and other
Electronic Equipment
A.C., Water Cooler, Water Purifier
Refrigerator (for general & laboratory purpose), Washing
Machine, Vacuum Cleaner, Coffee Vending Machine,
Food Warmer, Microwaves Oven, etc.,
04
Projectors
LCD/LED Projector, DLP Projector
3-D Projector, Mobile/Pocket Projector, Screen
05
Computer, Peripherals,
Software
Desk Top/Lap Top/ Palm Top Computers, Servers,
Laser/DOT Matric/Inkjet/Line Printers, UPS
(Online/Offline), Scanner, Software, Antivirus,
Peripherals, Accessories, etc.,
06
Camera & CCTV
Video Camera, Still Camera, CCTV with all accessories
and fittings, etc.,
07
Stationery
Office Stationery, Computer Stationery, Classroom
Stationery, etc.,
08
Boards
Sign Board, Notice Board, Green Board, White Board,
Display Board, Banner Boards, Name & Designation
Board, etc.,
09
Equipments
Office Equipments, Laboratory Equipments and
Sophisticated Research Equipments for Chemical Science,
Biological Sciences, Earth & Environmental Sciences,
Mathematical and Physical Science *
10
Lab. Consumables
Chemicals, Glassware, Plastics, etc.,
11
Electrical Installations &
Accessories
Fan (Ceiling/Table/Wall), Water Heater, Inverters,
Generators, Lamps & lighting Fixture, decorative Lamps,
Voltage meter, Stabilizer, Distribution Board, LED lights,
Plug, Switch, Wire/Cable, Electric Fitting/Accessories,
etc.,
12
Kitchenware
Utensils, Kitchen equipments, Crockery, Kitchen line,
dining linen, Kitchen linen/Dining linen etc.,
13
Communication Equipment
Photocopier, EPABX, Telephone instruments, Fax
-9machine, etc.,
14
Fire Extinguisher & Refill
Dry Powder Type, Water CO2 Type, Mechanical Foam
Type, CO2 Type, etc.,
15
Sports & Gymnasium
Equipment & Peripherals
All Sports Material, Fitness Kit/Gymnasium, Jersey, etc,.
16
Liveries
Stitch Cloths, Woolen Coat & Pant, Woolen Jersey,
raincoat, Chappal and Leather Shoes , Socks, Blanket, etc,.
17
Draperies
Curtains / Blinds / Accessories
18
Medicines &Pharmaceutical
Drugs
All types of Medicine and Drugs, Vaccines, Medical and
Surgical Equipments
(Alollopathic/Ayurvedic/Homeopathic)
19
Grocery/Stores
All types of Grocery items
20
Printing
All types of printings viz., envelope, letterhead,
certificates, forms, cards, etc,.
21
Photocopy & Binding
Colour/BW Photocopy, Binding Work, Lamination, etc.
22
Catering, Tent Services
Catering, canard/shamiana work, Light decoration, allied
service arrangements, etc.
23
Travel/Transport Service
Rental of Cars, Buses, etc., for local and Outstation
travel/transport.
24
Building Material Supplier and
Petty Contractor
Supply of all types of building material and petty
contractors for civil, electrical, furnishing works, general
hardware, sanitary hardware, etc.
25
Decorative commodities
Please specify items.
26
Garden/Landscaping materials,
Flowers, Green Foliage/Shrubs,
etc.,
Workshop – Maintenance &
Repair
Please specify items.
27
Vehicles Maintenance, parts/spare parts, etc. Computer &
Peripherals, Copier, etc., repair & maintenance
Note :Mizoram University reserves all rights to modify or add any or all the categories as per
requirement of the University from time to time.
*Interested company/firm/agents may enquire on the relevant items required by the concerned
Departments/Units having Laboratories i.e., SLS, SPS, SESN RM, SHE & Health Centre, etc, and/or as
per the Illustrative/specimen List given at Annexure-D
- 10 -
ANNEXURE-C
TERMS & CONDITIONS OF REGISTRATIONS
1.
Registered firms are to abide by the Terms &Conditions of Contracts/Supplies contained in Mizoram
University tenders from time to time.
2.
It is obligatory on the part of the registered firms to furnish performance statement in format
prescribed in the application form every year indicating all orders placed on them.
3.
Registered firms are required to keep Registering Authority informed about the changes in any of the
particulars furnished by them in their application or in their product specification or discontinuation of
production of any item for which they stand registered. This intimation is to be given within a period
of 15 days from the date of such change or discontinuation.
4.
All registered firms are expected to maintain absolute integrity, follow a decent standard of business
ethics and do nothing unbecoming of a registered supplier.
5.
Fresh application with prescribed fees shall be required to be made after expiry of previous registration
or for seeking additional registration/change of specification.
6.
Mizoram University Registration is one of the requirements for the suppliers to participate in Mizoram
University tenders. The tenders may stipulate other requirements eligibility criteria which are also
required to be compelled with.
7.
In all future correspondences with the Purchase & Stores Section, Mizoram University, approved
suppliers/vendors are always required to quote the Registration No. given at the top of the registration
letter.
8.
Whenever registered firms are required to produce copy of their registered certificate, copy of the
original certificate complete with all the amendments including additions/deletions, etc., made there
after shall be produced.
9.
On receipt of the registration form along with the requisite documents as mentioned in the form, the
supplier’s credentials & proposals shall be scrutinized by Mizoram University, for empanelment of
suppliers.
10.
The firm will be registered for a fixed period for 2 years, depending on the nature of the supply(ies) to be made
by them. At the end of the period, the registered firms willing to continue with registration should be required
to apply afresh for renewal of registration. (New firm (s) may also be considered for registration at any time,
provided that they fulfill all the required conditions.)
11.
The registration of suppliers does not guarantee award of any contract/supply. In their quotation against
tenders, registered firms are to quote their registration number, along with clear statement that the tender is
registered for that particular store with Mizoram University.
12.
Based on the requirement identified by the Purchases &Stores and Section, Mizoram University may enter into
rate contract arrangement with one or more firms for a specific period. Prices so quoted shall be static during
the currency of the rate contract and rates approved shall remain in force during the currency of rate contract.
- 11 -
13.
The University authority has the right to add/delete any of the items and to amend any of the terms and
conditions included in the registration granted to firms with effect from any date specified in the communication
notifying such change.
14.
The University reserves the right to enter into parallel rate contract with two or more firms in case the price
quoted by the lowest responsive tenderer (L1) is not reasonable & acceptable and to accept or reject any tender
without assigning any reason, if so required.
15.
In cases where stores are manufactured by a firm, other than the supplier and where the manufacturer has given
a back- up warranty for the stores supplied,it will be responsibility of the supplier/manufacturer (both in case
they are different) to ensure availability of spares for at least a period of 5 years, after the date of supply.
16.
Credentials including manufacturing capacity, quality control facilities, past performance, after-sales service,
financial background, etc., of the firm shall be verified by the University.
17.
Any dissent/dispute arising out of the deal shall be subject to the decision of the Central Purchase Committee,
Mizoram University, whose decision shall be final. Settlement of all disputes will be made within the
jurisdiction of Aizawl:Mizoram.
18.
To fully comply with service deals within warranty period.
19.
Service deals/AMC/ATS after warranty period with price package (with rebates, etc.)
20.
To provide assurance for buy back policy of items to be supplied specifying :
1) no. of years of utilization
2) percentage of buy back
e.g., (i) Items under proposal
=
Rs. 13,000
(ii) Buy Back @ 5 %
=
Rs.
650
(iii) Buy Back after 6/8 years, after expiry of guarantee/warranty period.
3) disposal policy (whether ecofriendly)
21.
Terms of delivery, indicate the authority of Inspection Certificate & authenticated/inspected by whom.
22.
Period & mode of delivery.
23.
Suppliers/Vendors once registered, shall have to promptly reply to all the enquiries, execute order as per the
order, as and when required.
24.
In case Registered Supplier is found in breach of any Terms &Condition(s) or Supply Order, at any stage during
the course of supply, suitable legal action as per rules/laws, shall be initiated against the suppliers/vendors
besides debarring and blacklisting the suppliers/vendors concerned for at least three years for further dealings &
forfeiture of EMD.
25.
Failure to abide by the conditions of registration as above and/or any of other grounds, name of registered firm
is liable to be removed from the list approved suppliers of the Mizoram University.
26.
The complete application in the prescribed form separately for each group shall be submitted in a sealed
envelope to “Deputy Registrar (Administration-II), Officer-in-charge of Central Purchase & Stores,
Mizoram University, Aiawl-796004” through registered post/courier or speed post only. E-mail dispatch(es)
shall not be entertained.
- 12 DECLARATION BY THE SUPPLIERS/VENDORS TO BE SUBMITTED ON THE RS. 100/- STAMP PAPER
I/We …………………………………………………………………………, owner of/representing
………………………………………….. hereby solemnly declare & confirm that
1) No employee or direct relation of any employee of Mizoram University is in way connected as
Partner/Shareholder/Director/Advisor/Consultant/Employee, etc., with the Company.
2) The information furnished is correct to the best of my knowledge and belief. If any information furnished by
me is found to be false/misleading, at any stage, my application/registration shall be liable for cancellation and
forfeiture of EMD/performance guarantee.
3) My/our firm has not been black listed by any institution of the Central/State government/any PSU/OTHER
Institute, etc., in the past.
4) I/We understand and authorize the authority of Mizoram University to reserve the right to add/delete/alter any
of the items and to amend/add any of the terms and conditions included in the registration awarded to the
suppliers/vendors/firms with effect from any date, without assigning any reason(s) for the same.
5) The decision of the Mizoram University Authority shall be acceptable & binding upon me.
……………………………
(Signature of Proprietor/Manager)
Name …………………………………………………………
(In Capital letters)
(Seal)
Place …………………………………………
Date …………………………………………