Purchase Section
INDIAN INSTITUTE OF SCIENCE
BANGALORE-560012
TENDER DOCUMENT
Air Consolidation & Customs clearance at Bangalore, Air & Sea Shipments at
Chennai on Contract basis for the year 2015-16
SCHEDULE OF EVENTS
Tender No. & Date
Work to be carried out
Tender Type
Validity of bid:
R(IVA)Pur/Cons & Cus clg. 2015-2016 dated 3rd June
2015
Air Consolidation & Customs clearance at Bangalore, Air
& Sea shipments arriving at Chennai
Two Bid System
Technical Bid and Commercial Bid
60 days from the date of Opening of tenders
Tender document Fee (non-refundable)
Tender Fee of Rs.500/- (Rupees Five Hundred only) in
the form of Demand Draft in favour of “The Registrar,
Indian Institute of Science, Bangalore payable at
Bangalore be submitted in Technical Bid.
Earnest Money Deposit
Rs. 50,000-00 (Rupees Fifty Thousand only)
In the form of a Demand Draft in favour of the
REGISTRAR, Indian Institute of Science, Bangalore
payable at BANGALORE from a Nationalized Bank /
Scheduled Commercial Bank be submitted in Technical
Bid
30th June 2015 ( 3 p.m.)
Last date & Time of submission of
Tender
Date & Time of opening TECHNICAL
Bid:
30th June 2015 ( 3. 30 p.m.)
Place of opening the bid:
Office of the Deputy Registrar, Purchase Section, Indian
Institute of Science, Bangalore-12
Date & Time of opening COMMERCIAL
Bid:
Contract Duration:
TO BE ANNOUNCED LATER to the Agencies who qualify
in Technical bid.
The duration of the contract is initially for a period of
ONE YEAR which could be renewable after satisfactory
performance and on mutual consent
Rs. 30 Crore (Rupees Thirty crore) per annum for the last
THREE FINANCIAL years (2011-12, 2012-13 & 2013-14).
(The turnover should be in terms of the activities
prescribed in the Tender) Enclose the audited financial
statement of accounts.
The Deputy Registrar (Admin.)
Dept: Purchase Section
Email: drps@admin.iisc.ernet.in
Contact No.080 22932647/2201
FINANCIAL Turn-over of Bidders
Any clarification
{page 1 of 11}
Indian Institute of Science invites sealed tenders (two bid system) from accredited Cargo
Clearing Agents possessing Customs House Agents License for Air Consolidation and Customs
Clearance at BANGALORE & Air and Sea Shipment arriving at CHENNAI on ‘Contract’ basis
for the year 2015-2016. The tender should be in compliance with the Terms & Conditions
detailed in the subsequent sections of this document.
GENERAL TERMS & CONDITIONS:
1. All documentations in the tender should be in English
2. Tenderer should have a minimum annual turnover of Rs.30 Crore (Rupees Thirty Crore)
for the last THREE Financial years 2011-12, 2012-13 & 2013-14. Copy of Audited Financial
statements should be enclosed as proof.
3. The Bidder should not be currently blacklisted by any Institution, Bank in India and Abroad
(Self declaration – Annexure – A)
4. Tender should be accompanied with an Earnest Money Deposit (EMD) of Rs.50,000/(Rupees Fifty Thousand only) by way of a Demand Draft drawn in favour of the Registrar,
Indian Institute of Science, Bangalore-12. EMD will not carry any interest. Any tender
without EMD will not be considered.
5. The Tender document is non-transferable.
6. Tender consists of Two parts
Part – I
- Technical bid
Part – II
- Commercial bid
7. Part – I (Technical bid) should be put in a cover along with the DD for EMD. This cover
should be sealed and superscripted as PART-I (Technical bid). Similarly, PART-II
(Commercial bid) should be put in a separate cover along with the CD duly filled up and
should be sealed and superscripted as PART-II (Commercial bid). The above covers should
be put in another cover. This cover should be sealed and superscripted as Air Consolidation
and Customs Clearance at BANGALORE & CHENNAI – 2015-2016 with the reference No. and Due date.
8. The Institute is required to pay Customs Duty at a concessional rate.
documents would be provided to the selected tenderer.
Necessary
9. The offer should be valid for a period of at least 60 days from the date of submission of
the complete tender.
10. The service required is for a period of ONE YEAR from the date of entering into the
contract. However, the contract may be renewed for any further period at the discretion
of the Institute and with the consent of the Agent.
11. The contract shall terminate, if at any time during the term of the agreement either of
the parties here to fail to perform their obligations. Further the Institute reserves the
right to terminate the contract by giving a month’s notice. The Contractor may also
terminate the contract by giving three months notice. On termination of the contract for
any cause, all accounts due and owing as between parties shall become due to be paid to
the respective party as per terms of agreement.
{page 2 of 11}
12. If the service provided is not found satisfactory, IISc Bangalore reserves the right to
amend the scope of contract.
13. If required, at any point of time, duly constituted Committee for this purpose shall visit
the Agent’s place.
14. Timely clearance/delivery is the essence of the contract and hence if the delivery of the
consignment is delayed or perished in case of perishable goods, the Agency is held
responsible
15. The services of the Agency is liable for termination if there is repeated failure in timely
clearance.
16. Performance of clearance activity will be monitored by a monthly interaction meeting by
the Committee members from IISc and the Agency.
17. All communications are to be addressed to the undersigned only.
18. If price is not quoted in COMMERCIAL BID as provided in Tender document then, IISc
Bangalore will Reject Bid along with forfeiting Earnest Money Deposit.
19. IISc reserves the right to reject any or all the tenders, wholly or partly without assigning
any reason thereof. In all matters pertaining to this tender, the decision of the Director,
Indian Institute of Science shall be final and binding.
20. All tenders and covers should bear the name & address of the tenderer and all the pages
of the Tender Documents must bear the Seal & Signature of the tenderer.
21. The tenderer should be prepared to come to IISc, to take part in technical discussions or
presentations to the duly constituted Committee for this purpose.
22. The completed tenders should reach the Deputy Registrar (Purchase & Stores), Indian
Institute of Science, Bangalore – 560 012 on or before 30th June 2015 by 3 P.M.
23. No request for any further extension of the above deadline shall be entertained.
Delayed and/or incomplete tenders shall not be considered.
24. The Tenders will be opened on 30th June 2015 by 3.30 P.M. at the Purchase Section.
Representatives of the tenderers are welcome.
25. On the above date, only PART - I i.e., Technical bid of the tenderer will be opened.
Tenders will be short-listed based on the information provided in Part-I (Technical bid).
Only those who qualify in the Technical bid evaluation by the Committee duly constituted,
will only be eligible for participating in the opening of Part-II (Commercial bid) at a later
date under intimation.
EVALUATION OF OFFER:
1.
The technical bid will be opened first and evaluated.
2.
Bidders meeting the required criteria as stated in Part I (Technical Bid) of this
document shall only be considered for Commercial Bid. Further, agencies not
furnishing the documentary evidence as required are liable to be disqualified.
{page 3 of 11 }
3.
Pre-qualification of the bidders shall not imply final acceptance of the Commercial
Bid. The agency may be rejected at any point during Technical bid evaluation or
during Commercial bid evaluation. The decision in regard to acceptance and /or
rejection of any offer in part or full shall be the sole discretion of IISc, and decision in
this regard shall be binding on the Agencies.
4.
The award of contract will be subject to acceptance of the Terms and Conditions
stated in this tender.
5.
Offer which deviates from the vital conditions (as illustrated below) of the tender shall
be rejected:
a. Non-submission of complete Tender (Technical Bid & Commercial Bid in separate
covers put in the single cover).
b. Receipt of Tender after due date and time.
c. Receipt of Tender in open condition.
d. A Demand Draft for Rs.500-00 (Rs. Five Hundred only) towards Tender document
fee if downloaded from the website
6.
In case any BIDDER is silent on any clauses mentioned in this tender documents, IISc
Bangalore shall construe that the BIDDER has accepted the clauses as per the
invitation to tender and no further claim will be entertained.
7.
The date and time of Commercial Bid opening shall be intimated to the technically
qualifying bidders only.
Earnest Money Deposit:
1. EMD of unsuccessful bidders will be returned within 30 days after the award of the
contract.
2. EMD will be returned to the successful bidder also. However, the successful bidder
should submit a Bank Guarantee for Rs.5,00,000-00 (Rupees Five Lakh only)as Security
Deposit for a year at the time of awarding the contract. The Security Deposit will not
carry any interest.
3. EMD of a bidder will be forfeited, if the bidder withdraws or amends the tender or
derogates from the tender in any respect within the period of validity of the tender.
Further, if the successful bidder fails to furnish the required Security Deposit within
the specified period, the EMD will be forfeited.
DISPUTES AND JURISDICTION:
Any legal disputes arising out of any breach of contract pertaining to this tender shall be
settled in the Court of Competent Jurisdiction located within the city of Bangalore.
DEPUTY REGISTRAR (Admin.)
Purchase Section
{page 4 of 11}
SPECIFIC TERMS AND CONDITIONS
ELIGIBILITY CRITERIA:
1. Only accredited Cargo Clearing Agents possessing Own Customs House Agents License need apply.
2. Agents should have experience in clearing the perishable and other goods for research Institutions.
3. Tenderer should have a minimum annual turnover of Rs.30 Crore (Rupees Thirty Crore) for the last THREE
Financial years 2011-12, 2012-13 & 2013-14. Copy of Audited Financial statements should be enclosed as
proof.
I.
AIR CARGO CONSOLIDATION:
a. Air Freight /Ocean Freight should be quoted from port of Origin to respective Indian
Ports.
b. Terms of shipments may be FOB/Ex-works.
c. Freight Rate should be valid for a period of ONE YEAR
d. Quotation should be provided as per the formats only
e. Any revision in rates will be considered on the basis of documentary evidence
f. Insurance will have to be taken care by the successful Agency with the authorized Indian
Insurance Company.
II.
CUSTOMS CLEARANCE OF IMPORTED CONSIGNMENTS:
1.
The imported cargo to be customs cleared and transported to the Indian Institute of Science. The contract is
for clearance work at Air Cargo Complex / Foreign Post Office AND Air and Sea shipments arriving at
Chennai port.
2.
On the basis of instructions to be given by the Purchase Section of the Institute, the Agent shall make
arrangements to clear the consignments arriving at the Bangalore Airport/Foreign Post Office AND Air and
Sea shipments arriving at Chennai port consigned to the Institute within the free period or at the quickest
possible time. He shall be responsible and accountable for proper safety, security, handling and storage of
goods while they are in his custody from the time of taking delivery of the goods at the Airport/Foreign Post
Office & Air and Sea shipments at Chennai port till its transportation and delivery to the Institute. He will be
liable to compensate the Institute for any loss or damage or destruction of the goods while they are in his
custody. Compensation herein shall however, be limited to the value of the goods.
3.
In case of highly perishable/hazardous chemicals/enzymes/reagents etc., frequently imported by the
Institute, the Agent has to clear them on the same day and deliver them directly to the Faculty / Department
If for any reason such cargo cannot be cleared, the Agent shall see that they are transferred to the cold
storage at the Customs, as early as possible and cleared at the earliest. Prior intimation to be given to the
concerned Faculty at the Department / Security Office, IISc, Bangalore for getting in the perishable chemical
after the office hours
4. The Agent shall, on receipt of the consignments, obtain the delivery orders/ Cargo arrival notices and other
documents on the same day of issue by paying the necessary Delivery Order fee etc., from the respective
authorities and forward the same to the Institute. The Institute will hand over to the Representative of the
Agent all necessary documents required for clearance. It is essential that proper tab is kept on the arrivals
of post parcels in Foreign Post Office (PAD) and cleared immediately on arrival.
5. The Agent shall send a representative to the Purchase Section, Indian Institute of Science every day to
collect/handover documents of all descriptions, that are needed for Customs Clearance. No extra charges
are payable on this account.
{page 5 of 11}
6. In case of consignments which are visually noticed to be damaged, the Agent shall make arrangements for
taking open delivery of the consignment wherever necessary, in the presence of the representatives of
insurer and the Institute for which purpose the Agency will coordinate the matter to the extent possible.
7. In case of any insurance claims/refund of claims with customs, bonding and discharge of bonds etc., the
Agent shall assist in coordinating the matter with the respective authorities to settle these matters/recover
the money to ensure discharge of agreements/bonds.
8. The Agent shall check the correctness of classification made by Customs before the same is intimated to
the Institute, for purpose of payment of Duty. Such intimations have to contain classification number,
structure of duty, besides total duty amount.
9. In case of demurrage charges, a comprehensive demurrage explanation statement showing details from the
date of arrival of Cargo, till clearance has to accompany agent’s bill in each case and if the agent is found
responsible for the delay in clearance, the extent of demurrage charges attributable to the Agent shall be
recovered from the Agent bill.
10. For rendering various services, the Institute shall pay to the Agent the rates to be mutually accepted
and any other statutory levies that may come into effect during the contract period. The Institute
shall not make any advance payment for clearing the consignments, except in the case of customs
duty . The Agent shall pay / incur necessary charges including delivery fees initially and claim such
charges by preferring bills on the Institute which will be settled within a reasonable time.
The Tenderers may note the following before submitting quotation:
a. The Institute will advance a fixed sum of money for online payment of customs duty, by the
agencies, against a standing bank guarantee for an equal sum. The advance money will be
replenished periodically as and when a specified minimum value is reached. The advance will have
to be paid only for payment of customs duty. A weekly statement of accounts for the sum utilized
has to be submitted by the agency.
b. Customs Duty, Warehouse Rent, Overtime of Custom/Warehouse staff and bonding fee, crane/Forklift
charges and unforeseen statutory levies etc., shall be paid/adjusted at actual subject to production of
supporting vouchers.
c. Statutory Variation: Any statutory increase in the taxes and duties subsequent to Agency offer if it takes
place within the contract period will be to the IISc account subject to the claim being supported by
documentary evidence. However, if any decrease takes place during the contract period, the advantage will
have to be passed on to IISc
d. The bills for the clearance charges shall be submitted to the Purchase Section on weekly basis on every
Monday of the subsequent week with the consolidated statement of bills.
e. Charges for rendering the service shall be payable on assessable value shown in Bill of Entry (BoE) by
Indian Customs authorities in case of gifts/free replacements. Tenderer to indicate the minimum and
maximum charges for clearing Post Parcel on, per consignment basis.
f.
The Transportation charges should include loading and unloading charges at all points and it is necessary to
consolidate all the consignments cleared for a particular trip.
g. The agency should make all endeavors to clear the consignment (except perishable) from the Customs
Authority by completing all the required formalities within the free time of 72 hours allowed for this purpose.
The accrual of demurrage charges on account of delay from agency side will have to be absorbed by the
Agency
DEPUTY REGISTRAR (Admin.)
Purchase Section
{page 6 of 11}
Purchase Section
INDIAN INSTITUTE OF SCIENCE
BANGALORE-560012
TENDER DOCUMENT
CUSTOMS CLEARANCE AT BANGALORE & CHENNAI
PART – I
TECHNICAL BID
TECHNICAL BID
(to be submitted in a separate sealed envelope)
The bidder must provide the following mandatory information & attach documentary evidence wherever required:
1. Only accredited Cargo Clearing Agents possessing Own Customs House Agents License need apply
( enclose the relevant document).
2. Agents should have experience in clearing the perishable and other goods for research Institutions
( enclose the relevant document).
Name and address of the Agency and its Branch
:
Office if any, with Address, E-mail, Phone, Fax Nos.
etc
Year of Establishment
(enclose the relevant document)
Customs House Agency Code Number
1. IATA
2. CHA
3. FIATA
4. MTO
5. NVOCC
6. Any other (Please specify)
PAN No./ TAN No. CST/VAT No. (attach copy)
Do you have adequate infrastructure to handle
consolidation of cargo/freight forwarding
clearance/break bulk operations (please list out)
Annual Turnover above 30 Crore (Thirty Crore) per
annum (enclose Audited Balance sheet of last
Three years)
:
:
: 2011-12…………………………
2012-13…………………………
2013-14…………………………
Is your Firm an ISO certified ? If yes, please
attach a copy of the certificate.
Minimum 5 years of experience in the related field
(attach self certification)
Are you currently a Clearing Agency for any other
Govt./ Defence / Public Sector / Pvt Organization?
If so, please furnish details/type of service
rendered with relevant certificates in support
Other clients (please list out)
Provide other services that you offer besides
consolidating (please list out)
Your overseas name, address, Telephone No. Tele
fax No. Email, contact person etc., ( enclose the list
Country-wise)
EARNEST MONEY DEPOSIT DETAILS
:
:
:
DEMAND DRAFT NO.
NAME OF THE BANK
DATE
AMOUNT
Any other relevant information
DATE:
AGENT’S SIGNATURE WITH SEAL
{page 7 of 11}
Purchase Section
INDIAN INSTITUTE OF SCIENCE
BANGALORE-560012
TENDER DOCUMENT
CUSTOMS CLEARANCE AT BANGALORE & CHENNAI
PART – II
COMMERCIAL BID
COMMERCIAL BID
(to be submitted in a separate sealed envelope)
FORMAT FOR CUSTOMS CLEARANCE CHARGES AT BANGALORE:
1
Agency commission Per Bill of Entry
(BoE on CIF value)
Please indicate in %
MINIMUM
1.1
Non-Perishable shipment
1.2
Perishable shipment
1.3
Post Parcel (per parcel)
1.4
Re-shipment/Re-exports
(per shipment)
2
Transportation Charges from A.C.C,
BIAL
2.1
Goods Auto / Tempo
2.2
Canter
3
Other Statutory Charges
4
Service Tax
DATE:
MAXIMUM
AGENT’S SIGNATURE WITH SEAL
{page 8 of 11}
FORMAT FOR CONSOLIDATION CHARGES FOR AIR CARGO TO BANGALORE
SECTOR
1
USA
UK
GERMANY
FRANCE
SWEDEN
ITALY
JAPAN
HOLLAN D
SWITZERLAND
DENMARK
HONGKONG
SINGAPORE
DUBAI
FINLAND
BELGIUM
AUSTRALIA
BRAZIL
CANADA
CHINA
ISRAEL
POLAND
RUSSIA
CURRENCY MINIMUM <45KG
CONSOLE
RATE
2
3
4
>45KG
>100 KG
>300KG
CONSOLE CONSOLE CONSOLE
RATE
RATE
RATE
5
6
7
>500KG
>1000 KG
CONSOLE CONSOLE
RATE
RATE
8
9
CHA Ref:
IATA CODE:
DELIVERY ORDER FEE
BREAK BULK FEE
CC FEE
HANDLING CHARGES for EX-WORKS
(PLEASE ATTACH SEPARATE SHEET)
SERVICE TAX
SURCHARGE IF ANY
OTHERS PLEASE SPECIFY
AGENT’S SIGNATURE
WITH SEAL
{page 9 of 11}
FORMAT FOR CUSTOMS CLEARANCE CHARGES OF AIR AND SEA CONSIGNMENT AT CHENNAI
1
A
Agency commission payable excluding
Transportation Charges
For Sea Consignments
For Air Consignments
B
Transportation charges from Chennai to IISc at
Bangalore, including loading charges for Sea
consignments and Air consignments separately
1) Sea Consignments
0 to 3000 kgs
4
5
Rs. per consignment to a min of
Rs. per consignment to a max of
3001 to 5000 Kgs
Rs……………………………... Truck Load
Above 5000 Kgs
Rs.
/ Truck upto 9000 Kgs
20’ container
Rs.
/ Truck upto 15000 Kgs
40’ container
2) Air Consignments
0 to 1000 Kgs
Rs.
/ Truck upto 24000 Kgs
1000 Kgs and above
3
……………………….…% on CIF value / Bill of Entry
Minimum Rs. ……….………………………. per Bill of Entry
………………………..…% on CIF value / Bill of Entry
Minimum of Rs……………………….…… per Bill of Entry
Rs………………… per consignment to a min of
Rs………………… per consignment to a max of
Rs………………… upto 3000 Kgs
Rs. ………………./Truck for over 3000 kgs upto 9000 Kgs
Incidental Charges, if any
For Sea consignments
For Air consignments
Any other charges
Service Tax
AGENT’S SIGNATURE
WITH SEAL
Date: ………………………………
{page 10 of 11}
ANNEXURE – A
DECLARATION REGARDING CLEAN TRACK BY AGENCY
To
The Deputy Registrar (Admin.)
Purchase Section
Indian Institute of Science
Bangalore 560 012
Ref: Tender No.
Dated:
Sir,
I’ve carefully gone through the Terms & Conditions contained in the above referred tender. I hereby declare that my
Company / Firm is not currently debarred / blacklisted by any Government / Semi Government Organizations /
Institutions in India or Abroad. I further certify that I’m competent officer in my Company / Firm to make this
declaration.
OR
I declare the following:
No.
Country in which the Company is
debarred / blacklisted /case is
pending
Blacklisted / debarred by
Government / Semi Government
/ Organizations / Institutions
Reason
Since when and for
how long
No.
(NOTE: In case the Company / Firm was blacklisted previously, please provide the details regarding period for which
the Company / Firm was blacklisted and the reason/s for the same).
Yours faithfully
(Signature of the Bidder)
Printed Name
Designation with Seal
{page 11 of 11}