INDIAN MUSEUM
(Ministry of Culture, Government of India)
27, J. L. Nehru Road,
Kolkata – 700016
Advertisement No. ET01(INT)/2014
Sub: Tender Document with details specifications and terms & conditions
for engagement of Art and Antiquity Handling Agent for the movement
of art & antiquity objects from Indian Museum and vice versa (foreign
countries).
Introduction:
Indian Museum, Kolkata, an autonomous institution under Government of
India and one of the largest repositories of rich and diverse Indian Art and
Cultural Heritage, has to organize exhibitions in India and sometimes abroad.
Sometimes artifacts for the exhibitions are received by Indian Museum and
sometimes artifacts of the exhibitions are sent from Indian Museum within
India and abroad. Indian Museum, while sending or receiving the exhibitions
has to deal with variety of exhibits (artifacts such as art objects, antiquities
and photographic representations) under an insurance cover note issued by a
nationalized Insurance Company against all risks on wall-to-wall basis. The
exhibits are of very high value and include various categories, namely,
sculptures (stone and metal), textiles, costumes, glass, ivory, jade, decorative
art objects, paintings, terracotta, stuccos, coins, jewellery, epigraphic objects
(copper plates and stone inscriptions), arms and armour, manuscripts,
anthropological objects, pre-historic antiquities, photographic representations,
etc. which are of varied weights and dimensions. Several exhibits like
sculptures are heavy and large, and require to be packed in a single wooden
box, while others like coins and jewellary etc. are to be packed in a smaller
suitable box or boxes and then placed in bigger wooden box.
General Terms and Conditions:
1. The Tenderer and/ or Party and/ or Service Providers as used in the tender
document, shall mean the agency or its authorized officers/agents who
has/have signed the Tender form and Format in response to our Tender.
2. The individual signing the tender and or other documents in connection
with the tender must certify his/ her signature as (a) sole proprietor of the
firm or constituted attorney of such sole proprietor, (b) constituted
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attorney of the firm, if it is a company, (c) authorized signatory of the
firm.
3. Any Tenderer giving tender in different names will be disqualified and
their tenders will be rejected.
4. The Tender Form submitted by the Tenderer shall contain all requisite
information along with supporting documents and including Balance Sheet
of the Company of last three financial years.
5. The Tenderer should be an established agency/firm dealing with the
categories of work published in the Tender Notice or having infrastructural
facilities including manpower in case of Service Provider. The agency
must have a local office/ handlers at all major cities of India with a regular
telephone at office and residence.
6. The Tenderer shall have to submit a declaration stating the he/ she or any of
their agents is not a relative of any serving employee of Indian Museum.
7. The Tenderer shall give the official mailing address, phone, fax numbers, email address to which all correspondence shall be made by the Indian
Museum. Also, if address is changed in due time, the same shall have to be
immediately intimated to the Museum authority.
8. The incomplete or conditional tenders would not be accepted and are liable
to be rejected.
9. Bids received by Indian Museum after the specified date and time, will not
be considered.
10. Tender without the EMD will not be accepted and shall be liable to be
rejected summarily.
11. Tenders not conforming to the requirements mentioned in the Tender
Form will be rejected and no correspondence shall be entertained in this
regard.
12. The Tender form should be clearly filled in black ink legibly or typed. The
Tenderer should quote the number, rates and amount tendered by him/
them in figures as well as in words. Alterations, if any, in the Tender
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Form should be attested properly by the Tenderer failing which the
tender is liable to be rejected. Attested copies of the Registration number
for the firms along with TIN No. allotted by the Commercial Tax
authorities, PAN NO. and Service Tax No. allotted by the concerned
authorities and a copy of the last Income Tax Clearance Certificate,
Satisfactory Performance certificate issued by the concerned agencies /
organizations where such type of works/ Jobs have been performed by
the Tenderer earlier shall also be enclosed.
13. The Tenderer shall have to produce documentary proof i.e., Telephone
Bills/Electricity bills/ Income Tax clearance certificate, if he /she is an
assessee under Income Tax Act, in support of proof of address of the
firm.
SCOPE OF WORK
14. The Tenderer should take care that the rate and amount should be written
in such a way that interpolation is not possible. No column should be left
blank which would otherwise make the Tender liable for rejection. The
following specifications have to be followed:
a) Fabrication of wooden boxes per cu ft with and without packing material
such as a variety of synthetic foam (4”, 2”), thermocole (2”), bubble air
plastic sheet, polythene, acid free tissue paper, medicated cotton, brown
paper etc. The boxes in 6mm/12mm/18mm are to be prepared wherever
required for various categories of exhibits and are to be “knockdown”
boxes equipped with nuts and bolts, handles for proper handling and
bottom strengthened with two batons fit to lift them with forklift
smoothly (wherever required), and angle clamp (silica gel is also to be
placed in the boxes) with appropriate stenciling and stickers.
b)
Separate handling rates for exhibits or exhibition materials to and fro
from Indian Museum but within India by air/ rail/ road/ ferry, including
packing, unpacking (with same or extra packing material), loading and
unloading of empty boxes, boxes containing duly packed exhibits. And
also pedestals/ panels/ showcases, documents, site examination and
coordination with all/ few institutions (public or private) including
details/ dimensions of exhibit, removal of empty boxes, their storage at
suitable site within the building of exhibition and repositioning in the
exhibition hall(s), providing escorts in India (road/ train), Agency’s
attendance in full or part. The Indian Museum may ask the agency to
perform all the said jobs/ services or only one or more than one as the
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jobs/ services and will differ from exhibits/ exhibitions to exhibits/
exhibitions. The rates for volume weight must be clarified in the Bids.
For example:- 1 Cu. Mtr. = 166.6 Kgs.
c)
Handling rates for exhibits or exhibitions to and fro from Indian Museum
outside India in foreign countries includes the following jobs: Custom
clearance, delivery, booking and forwarding of shipment(s), unloading
and loading of boxes containing exhibits and also pedestals/ showcases/
panels/ mannequins with or without packing as also within boxes,
unpacking and repacking with same or extra packing materials,
documentations, site examination and co-ordination with few/ all
institution (public/ private), removal of empty boxes, their storage at
suitable site within the building of exhibition and repositioning in the
exhibition hall(s), providing escorts in India (road/ train/ ferry),
Agency’s attendance in full or part.
d) Handling rates for the exhibits within the museum from a gallery to
another gallery or from gallery to reserve and vice versa also have to be
quoted with all the required equipments which are must for such handling
and shifting. For proper care while shifting within the museum,
mechanical help can be taken and required be packing and unpacking of
the objects/exhibits have to be done in accordance to the normal norms
followed while shifting of exhibits. The rates for volume weight must be
clarified in the Bids.
For example:- 1 Cu. Mtr. = 166.6 Kgs (in case of packing in crates).
For the exhibits or exhibitions in case of their shifting from Indian Museum
to other venues within India, payment will be based on the rates covered in
paragraph (b) above. The exhibits, exhibitions material may be shifted by
train/ road/ ferry/ air. Indian Museum shall reserve the right to assign all the
said jobs/ services to the Agency or only one or more than one as the jobs/
services and will differ from exhibits/ exhibitions to exhibits/ exhibitions.
The rates for volumetric weight must be clarified in the bids.
For example:- 1 Cu. Mtr. = 166.6 Kgs.
15. It will not be binding to accept the Tender in totality. It can be accepted
in parts.
16. False information/ documents provided for consideration would result in
disqualification of the Bidder.
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17. Forwarding letter should clearly indicate the list of enclosures. Every
paper of the Tender should be signed by the Tenderer with seal of
Agency/ Firm.
18. The Tenderer/ Agency/ Firm shall not sublet the work to other Tenderer/
Agency/ Firm after the award of the work.
19. Indian Museum will deduct Income Tax at source under section 194-C of
the Income Tax Act, 1961 as applicable from the Tenderer.
20. The successful Tenderer shall execute an agreement in a non-judicial
stamp paper of Rs.50/- for the Rate Contract Agreement within 07 days
from the date of written confirmation of acceptance of his/her/their offer
either in part or in full. All documents including specifications and other
conditions, if any, the entire tender document, Indian Museum’s
acceptance and related correspondence will form part of the Contract
including other essential requirements mutually agreeable to both the
parties. Any change in the contract will be applicable only if the
amendment is made in writing by both the parties.
21. No advance payment will be made in any circumstance. Any extra
expenditure incurred for getting the work done from open market due to
failure of the Tenderer to complete the job within the scheduled time as
mentioned in the order, will be recovered from the Tenderer along with
administrative charges.
22. Indian Museum reserves the right to deduct any amount from the bill as
may be considered reasonable for unsatisfactory execution of the work.
The decision of the Director, Indian Museum will be final in this regard.
23. The Agency, if asked, should arrange in advance the amount of Insurance
premium of exhibits while bringing the exhibits from the lending
Institutions to Indian Museum (within India) or otherwise on behalf of
Indian Museum in certain cases due to under emergent circumstances.
Indian Museum will be responsible for finalizing the insurance premium
of exhibits through the nationalized Insurance Company of India. Hence,
charges, if any, for paying the amount of insurance premium should be
quoted by the Agency on percentage basis.
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24. The agency should have its own establishment with sufficient skilled and
technical work force duly trained in art and antiquity handling. Agency
should furnish the details of such workforce and the quality certificates/
performance certificate from recognized institutions, be they government
bodies or other bonafide institutions.
25. The agency must be ready to perform the jobs/ service during day and
night on all 7 days of the week, including holidays.
26. The Tenderer should furnish a copy of the document(s) in support of
his/their being an accredited custom house agents approved by
Commissioner of Customs.
27. The Technical and Financial bids should be submitted in separate sealed
envelopes which may be put together in a larger envelope superscribing
“Technical and Financial Bid for engagement of Art and Antiquity
Handling Agent”. The Bids in sealed cover along with EMD may be
submitted by registered post or by hand in the office of the Director
Indian Museum against receipt/ acknowledgements on any day except
holidays between 10 am to 5 pm.
28. Last date of submission of the bid: October 29, 2014 up to 2.00 p.m.
The Technical bid will be opened on October 29, 2014 at 3.00 p.m. in
presence of the concerned parties/ their authorized representatives who
would like to be present.
29. The Financial bids of only those firms who qualify in the technical bids
will be considered, and opened on the same day.
30. The Agency, which has technically qualified and offers the lowest rates,
will be awarded the above mentioned jobs/ services in their entirely or
part of jobs/ services relating to any exhibition(s). The Director, Indian
Museum reserves the right to accept/ reject the whole or any part of the
tender without assigning any reasons whatsoever and the tenderer shall
be bound to perform the same at the rates quoted.
31. Earnest Money: The tenderer will furnish along with the tender form,
earnest money of Rs.20,000/- in the form of DD/ Pay Order only drawn
in favour of “Indian Museum Trust Account”. The earnest money of
successful tenderer will be liable to be forfeited if the tenderer does not
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abide by the terms and conditions or withdraws, impairs or derogates
from the tender in any respect within the period of validity of the
agreement.
32. Security Deposit: The successful tenderer or tenderers shall deposit a
security of Rs.50,000/- on each occasion a job is assigned. The security
deposit shall be payable by Pay Order/ DD in favor of “Indian Museum
Trust Account” for the due performance of the contract. In the event of
any breach/ violation of any terms and conditions contained herein by the
tenderer, the said security deposit shall be forfeited by the Director,
Indian Museum. The EMD can be adjusted against the security money.
No interest shall be paid by Indian Museum on EMD/ Security Deposit.
33. Contract Validity: The contract shall be initially valid for a period upto
31.03.2016 and may be extended at the sole discretion of Indian Museum
for a further period of 1 year on the same rates and terms and conditions
and the extension shall be based on the satisfactory performance of the
contract. The validity of contract comes to an end ipso facto by efflux of
time unless otherwise renewed/ terminated.
34. Termination Clause: The contract can be terminated with three months
prior notice by the Tenderer and one months notice by Indian Museum.
Notwithstanding the aforesaid, if the Tenderer shall neglect or fail to
carry out the contracted work, Indian Museum shall have the right to
terminate the contract forthwith and engage another supplier/ service
provider to carry out the work/ services.
35. Arbitration: Disputes, if any, shall be referred to the sole arbitrator who
may be appointed with the consent of both parties in accordance with the
provisions contained in Arbitration and Conciliation Act, 1996 and the
Rules there under and any statutory modifications for the time being in
force shall be deemed to apply to the arbitration proceedings under this
clause. The arbitration shall be within Kolkata jurisdiction. The arbitral
award will be binding upon the parties.
36. The Director, Indian Museum reserves the right to reject all or any tender
without assigning any reason.
Director
Indian Museum, Kolkata
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