236th SC(S&C)
Tender Notice No. 02/2013
Testing Charges Schedule
1 a) All those Tenderers who are not approved on ASRTU Rate Contracts at present for each Group/Subgroups of the main procurement group are requested to furnish the testing charges along with the tender.
b) The firms registered under Vendor Development Registration Scheme of ASRTU having at least 2 “A”
grade sample test reports out of latest 3 samples tested within last 3 years and those firms having paid
advance test charges more than or equal to the test charges indicated for the group and application need
not pay test charges applicable for the sub-group and application as mentioned in case of new firms
below. If there is a short fall in the test charges the same should be paid.
c) Existing Rate Contract/Trial Rate Contract holders are requested to furnish the testing charges along
with the tender for each Group/Sub-groups of the main procurement groups for which they are not
approved on Rate contract at present.
Firms presently not on Contract with ASRTU/New Firms
As per the Policy of the Standing Committee (Supplies & Contracts) of Association of State Road Transport
Undertakings (ASRTU), minimum two Test Reports shall be available in respect of the Products/materials
under each Group/Sub-Groups tested from production line/out of supplies to STUs for consideration of the
Tender by the Standing Committee (Supplies & Contracts).
Therefore, firms are requested to deposit test charges along with the TENDER as per the details given in the
testing charges schedule, otherwise, non-deposition of test charges shall be reported to the Standing
Committee (Supplies & Contracts) and the Tender shall be liable for rejection.
If a firm quotes for more than one sub-group and for some of these sub groups, the firm is not on contract, in
such case, the sum of the test charges indicated against each sub-group is the total amount to be paid as test
charges for these sub-groups not on contract.
Kindly note that if test charges are not deposited along with the tender, for each Group/Sub-group of the main
procurement group, the tender shall be out rightly rejected without any further correspondence. Kindly refer
to `Clause no. 16 test charges' of ‘Conditions of Tenders’ and General information regarding contracts
established by ASRTU.
Firms on Contract with ASRTU
All firms on contract with ASRTU for any of the Sub-groups of main Procurement Group shall deposit the
advance payment towards testing charges of random samples of their products on contract under Quality
Monitoring Scheme (QMS) of ASRTU. In case of non submission of advance test charges the fresh contract
if decided by SC(S&C) to renew in their favour will not be issued.
If the firm is on contract for more than one sub-groups of a procurement group, the sum of the test charges
indicated against the sub-groups is the amount to be paid as test charges, for the sub groups for the subgroups for which the firm is on contract. If this amount exceeds Rs. 15,000/-, then the firm shall pay Rs.
15,000/- initially. The balance test charges will be informed by ASRTU depending on the requirement of
testing. The firm will have to pay the balance test charges as and when so informed.
Accordingly, the firm shall furnish Test charges for the items quoted along with Tender by way of demand
draft drawn in favour of "Executive Director, ASRTU, New Delhi" and payable at New Delhi.
The Test Charges mentioned in this Test Charges Schedule include Service Tax @ 12.36%.
Assistant Director (Testing)
Sr. Asst. Director (AA&R)
Director (Technical)
GROUP: Hubs, Brake Drums and Flywheel Housing, Gear Box Housing & Clutch Housing
Sl Item
No
1
2
3
Hubs (Malleable, S.G.Iron & Steel Forged)
(Tata & Leyland)
Brake drums (Tata & Leyland)
Flywheel Housing, Clutch Housing and
Gear Box Housing (Tata & Leyland)
No. of
Samples
(Test
Reports)
Quantity
Required
per
sample
1 No.
Testing
Charges
Payable
per
sample
3708/-
Testing
Charges
Payable by
firms not on
contract
7416/-
Testing
Charges
Payable by
firms on
contract
7416/-
Tata 1
Ley. 1
Tata 1
Ley. 1
Tata 1
Ley. 1
1 No.
4157/-
8314/-
8314/-
1 No.
4045/-
8090/-
8090/-
No. of
Samples
(Test
Reports)
Quantity
required
per
sample
Tata 1
Ley. 1
1 No.
GROUP: Flywheel Stater Ring Gears
Sl Item
No
1
Flywheel Starter Ring Gears
(Tata & Leyland)
Testing
Charges
Payable
per
sample
4494/-
Testing
Charges
Payable by
firms not on
contract
8988/-
Testing
Charges
Payable by
firms on
contract
8988/-
Testing
Charges
Payable
per
sample
7416/-
Testing
Charges
Payable by
firms not on
contract
14832/-
Testing
Charges
Payable by
firms on
contract
14832/-
3371/3596/3596/3258/-
Tenderer
should pay
adequate
test charges
for testing
of any two
samples
Tenderer
should
pay
adequate
test
charges
for testing
of any two
samples
GROUP: Crown Wheel & Tail Pinion Sets, Gears & Gear Components
Sl Item
No
1
2
Note:
Crown Wheel & Tail Pinion Sets and
Gears (Other Than Crown Wheel & Tail
Pinion Sets)(Tata & Leyland)
Gear Components (Tata & Leyland)
Thrust Washer
Bush (Cast Iron)
Bush (Bronze)
Synchrocone, Synchronisig Ring Tata
No. of
Samples
(Test
Reports)
Quantity
required
per
sample
Tata 1
Ley. 1
1 Set/
1 No.
Tata 1
Ley. 1
3 Nos.
2 Nos.
2 Nos.
2/3 Nos.
1. A firm quoting Crown Wheel & Tail Pinion Sets, Gears (Other Than Crown Wheel & Tail Pinion
Sets) and Gear Components, will have to test two samples of Crown Wheel & Tail Pinion Sets
(Tata-1, Leyland-1)
2. A firm qouting Gears (Other Than Crown Wheel & Tail Pinion Sets) and Gear Components, will
have to test two samples of Gears (Other Than Crown Wheel & Tail Pinion Sets (Tata-1, Leyland-1)
Assistant Director (Testing)
Sr. Asst. Director (AA&R)
Director (Technical)
2
GROUP: Welding Electrodes & Tin Solders
Sl Item
No
1
2
3
No. of
Samples
(Test
Reports)
Metal Arc Welding Electrodes
Low Heat Input Welding Electrodes
Low Heat Input Welding Electrodes for
Hard Facing of Metals
Tin Solder
2
Testing
Charges
Payable
per
sample
100 Nos. 14157/50 Nos. 14494/10 Nos.
7753/-
2
15 Cms.
2
Quantity
required
per
sample
2135/-
Testing
Charges
Payable by
firms not on
contract
28314/Tenderer
should pay
adequate
test charges
for testing
of any two
samples
4270/-
Testing
Charges
Payable by
firms on
contract
28314/Tenderer
should
pay
adequate
test
charges
for testing
of any two
samples
4270/-
GROUP: Water Pump Assemblies, Water Pump Repair Kits & Water Pump Parts
Sl Item
No
1
Water Pump Assembly, (Tata & Leyland)
Water Pump Repair Kit (Tata & Leyland)
Water Pump Parts (Tata & Leyland)
Note:
No. of
Samples
(Test
Reports)
Quantity
required
per
sample
Tata 1
Ley. 1
1 No.
1 Kit
3/2 Nos.
Testing
Charges
Payable
per
sample
20337/26629/4382/-
Testing
Charges
Payable by
firms not on
contract
Tenderer
should pay
adequate
test charges
as per Note
below
Testing
Charges
Payable by
firms on
contract
Tenderer
should
pay
adequate
test
charges as
per Note
below
1. A firm quoting Water Pump Assembly, Water Pump Repair Kit and Water Pump Parts will have
to test atleast two samples of Water Pump Assembly (Tata-1, Leyland-1)
2. A firm quoting Water Pump Repair Kit and Water Pump Parts will have to test atleast two
samples of Water Pump Repair Kit (Tata-1, Leyland-1)
GROUP: Coolant for Radiators
Sl Item
No
1
Coolant for Radiators
Assistant Director (Testing)
No. of
Samples
(Test
Reports)
Quantity
required
per
sample
1
20 ltrs.
Sr. Asst. Director (AA&R)
Testing
Charges
Payable
per
sample
55618/-
Testing
Charges
Payable by
firms not on
contract
55618/-
Testing
Charges
Payable by
firms on
contract
55618/-
Director (Technical)
3
GROUP: Brake Linings, Clutch Facings & Their Rivets
Sl Item
No
1
2
3
4
5
6
Auto Brake Linings (Asbestos Type)
(Tata & Leyland)
Clutch facings (Asbestos Type)
(Tata & Leyland)
Brake Linings (Asbestos free)
(Tata & Leyland)
Clutch facings (Asbestos free)
(Tata & Leyland)
Clutch Wearing Plate (Leyland)
Rivets for Brake Linings and Clutch
Facing (Tata & Leyland)
No. of
Samples
(Test
Reports)
Quantity
required
per
sample
Tata 1
Ley. 1
Tata 1
Ley. 1
Tata 1
Ley. 1
Tata 1
Ley. 1
Tata 1
Ley. 1
4 pcs.
Testing
Charges
Payable
per
sample
9326/-
Testing
Charges
Payable by
firms not on
contract
18652/-
Testing
Charges
Payable by
firms on
contract
18652/-
4 pcs
10337/-
20674/-
20674/-
4 pcs.
9326/-
18652/-
18652/-
4 nos.
10337/-
20674/-
20674/-
10 Nos.
25 nos.
9326/4831/-
18652/9662/-
18652/9662/-
GROUP: Portable Electric Tools
At present Laboratory testing is not being done at CIRT, Pune. Therefore no test charges are payable at present
for these items. As and when the Laboratory testing is developed, the testing of the products will be carried out
and you will be informed of the test charges accordingly.
GROUP: Axle Shaft
Sl Item
No
No. of
Samples
(Test
Reports)
Quantity
required
per
sample
Testing
Charges
Payable
per
sample
Tata 1
Ley. 1
1 No.
Sl Item
No
No. of
Samples
(Test
Reports)
Quantity
required
per
sample
1
Silencer Mufflers (Tata & Leyland)
2
Exhaust Pipes
Tata 1
2 Nos.
Ley. 1
At present lab.testing is not done at CIRT, Pune.
1
Axle Shaft (Tata & Leyland)
Testing
Charges
Payable by
firms on
contract
5506/-
Testing
Charges
Payable by
firms
not on
contract
11012/-
Testing
Charges
Payable
per
sample
4157/-
Testing
Charges
Payable by
firms not on
contract
8314/-
Testing
Charges
Payable by
firms on
contract
8314/-
11012/-
GROUP: Exhaust Pipes & Silencer Mufflers
Assistant Director (Testing)
Sr. Asst. Director (AA&R)
Director (Technical)
4
GROUP: Steering Assembly & Components
Sl Item
No
1
2
3
No. of
Samples
(Test
Reports)
Steering Components (Tata & Leyland)
Pitman Arm
Drop Arm
Steering Worm & Nut
Steering Sector Bush
U. J. Cross for Steering
Tata 1
Ley. 1
Side Cover Seal Kit of Rane Power
Steering
Input Shaft Seal of Rane Power Steering
Seal Kit Trunion Cover for Rane Power
Sterering
Any 2
Valve Sleeve Seal Kit Of Rane Power
samples
Steering(Outer & Inncer O Ring)
Piston Rack Seal Kit of Rane Power
Steering(Outer & Inner O Ring)
O Ring Trunion Cover of Rane Power
Steering
O Ring Valve Housing of Rane Power
Steering
Seal Kit of Rane Power Steering
(O Ring & Oil Seal)
Vane Pump ZF Power Steering
(Tata & Leyland)
Any 2
samples
Sealing Kit Complete of Steering Gear
and Seal Kit of Vane Pump for ZF
Power Steering
Assistant Director (Testing)
Quantity
required
per
sample
Testing
Charges
Payable
per
sample
2 Nos.
2 Nos.
2 Nos.
2 Nos.
2 Nos.
3258/3258/5618/3596/9326/-
2 Kits
12584/-
2 Kits
2 Kits
12921/9214/-
2 Kits
5506/-
2 Kits
5506/-
2 Kits
4045/-
2 Kits
4045/-
2 Kits
5506/-
1 No.
4831/-
2 Kits
14494/-
Sr. Asst. Director (AA&R)
Testing
Charges
Payable by
firms not on
contract
Tenderer
should pay
adequate
test charges
for testing
of any two
samples
Tenderer
should pay
adequate
test charges
for testing
of any two
samples
Tenderer
should pay
adequate
test charges
for testing
of any two
samples
Testing
Charges
Payable by
firms on
contract
Tenderer
should
pay
adequate
test
charges
for testing
of any
two
samples
Tenderer
should
pay
adequate
test
charges
for testing
of any
two
samples
Tenderer
should
pay
adequate
test
charges
for testing
of any
two
samples
Director (Technical)
5
GROUP: Oil and Lubricants
Sl Item
No
1
Engine Oil
Gear Oil
Greases
Note:
No. of
Samples
(Test
Reports)
Quantity
required
per
sample
1
1
1
3 Ltrs.
3 Ltrs.
5 Kgs.
Testing
Charges
Payable
per
sample
8876/8876/12135/-
Testing
Charges
Payable by
firms not on
contract
Tenderer
should pay
adequate
test charges
as per Note
below
Testing
Charges
Payable by
firms on
contract
Tenderer
should pay
adequate
test charges
as per Note
below
1. A firm quoting Engine Oil, Gear Oil & Greases will have to test atleast 1 sample each.
2. A firm quoting Engine Oil & Gear Oil will have to test atleast 1 sample each.
3. A firm quoting any one item out of Engine Oil, Gear Oil & Greases will have to test atleast 2
samples.
GROUP: Tyres and Set of Tyres
Sl Item
No
1
Tyre (IS:15636:2012)
No. of
Samples
(Test
Reports)
1
Quantity
required
per
sample
Testing
Charges
Payable
per
sample
2 Tyres, 69663/6 Tubes
&
2 Flaps
Testing
Charges
Payable by
firms not on
contract
69663/-
Testing
Charges
Payable by
firms on
contract
69663/-
6
GROUP: RETRO Reflective Tape
Sl
No
Item
1
Reflective Tape
(AIS-090:DEC:2005)
No. of
Samples
(Test
Reports)
Quantity
required
per sample
1
Either strips or
planes
of
reflective
tape
have
be
submitted –
For Strips:
25 mtrs. OR
5 samples each
of 5 mtrs.
For Planes:
5 samples each of
size 500X500MM
Testing
Charges
Payable
per sample
365282/-
Testing
Charges
Payable by
firms
not on
contract
365282/-
Testing
Charges
Payable
by firms on
contract
365282/-
GROUP: Expanded Polystyrene for Thermal Insulation (Thermocol)
Sl
No.
Item
No. of
Samples
(Test
Reports)
No
1
Expanded Polystyrene Thermocol
(AS:467:79:SEPT:2012)
2
Quantity
Testing
required
Charges
per sample Payable
per sample
1.5
Sq.Mtrs.
19326/-
Testing
Testing
Charges
Charges
Payable by Payable by
firms not
firms on
on contract contract
38652/38652/-
GROUP: 24V DC Brushless Electric Coach Fan
Sl
No
1
Item
No. of
Samples
(Test
Reports)
24 Volt DC Brushless Electric
Coach Fan
(AS:464:79:SEPT:2012)
Assistant Director (Testing)
2
Quantity Testing
required
Charges
per sample Payable
per sample
3 Nos.
Sr. Asst. Director (AA&R)
14157/-
Testing
Charges
Payable by
firms not
on contract
28314/-
Testing
Charges
Payable by
firms on
contract
28314/-
Director (Technical)
**********
7
Tender Document
Forwarding Letter for Invitation of e-tenders
Sir/Madam,
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Tenders are hereby invited on behalf of the purchaser members of the Association of State Road Transport
Undertakings for the supply of Stores specified in the item schedule from accredited manufacturers only.
All the contracts entered pursuant to this invitation shall be governed by the Conditions of Tender and the
General Conditions of Supply, apart from the conditions as may be agreed between the purchaser members and
the successful tenderers. DeclarationsI & II, duly signed by the tenderer shall also govern the contracts.
A manufacturer who is in a position to quote for the supply of the stores specified or mentioned in the item
schedule and on the terms and conditions prescribed in the Conditions of Tender and the General Conditions of
Supply, may submit its quotations (on line in E-Bid) on or before the date and the time and in the manner
hereunder prescribed.
No tender will be considered unless:i)
made and submitted (electronically) in the prescribed Tender Form, “Proforma A”
ii)
Declarations I & II duly executed by the tenderer participating in the tender,
iii)
accompanied by an undertaking in the Declaration Form III, in case the manufacturer/tenderer chooses
to supply the stores through an appointed Sole-Selling Agent/ Sole Distributor for supply of the products to
the STUs for the stores offered;
iv)
Accompanied by requisite EMD (Rs.10,000/Rs.6000/ as the case may be) crossed DD/Pay Order in
favourof Executive Director, ASRTU, payable at New Delhi.
Any alternative or additional conditions will not be accepted normally.
Attention of the Tenderers is also specially drawn to Clause 11 of the General Conditions of Supply regarding
payment of Secretarial Administrative Rebate to this Association on the supplies to be made to member STUs.
It may further be noted that acceptance by the tenderers of all conditions contained in the Conditions of Tender
and in the General Conditions of Supply and the rates and other conditions mentioned in the Tender Proforma A
shall be complete once the Tender Form together with the Declaration aforementioned has been received in this
office and any further separate acceptance of those conditions will not be necessary.
Any information given in the covering letter or elsewhere and otherwise than in Proforma A will not be taken into
consideration and the tender will be decided on the basis of the terms and conditions and the information
furnished in the Proforma A and the schedule to the tender only. Tenders not strictly complying with the above
instructions are likely to be treated as invalid and may not be taken into consideration.
The Standing Committee (S&C) is not bound to accept the lowest or any tender and reserves to itself the right to
accepting either the whole or any part of the tender or any portion of the quantity offered and the tenderer shall
have to supply the same at the rates approved by the Standing Committee (S&C).
Eligible tenders received shall be opened on the scheduled opening date & time in the office of the Secretary,
Standing Committee (S&C). The quotation received will be opened and basic rates together with Excise duty,
Sales Tax and discounts of all tenderers whose tenders have been received shall be available in the home page of
www.mytenderwizard.com/ASRTU of ASRTU E-tender website
The Standing Committee (S&C) shall be free to accept or reject any tender without assigning any reasons, amend
any terms and conditions of the tender and its decision in the matter shall be final. No correspondence shall be
entertained in this regard.
Any dispute arising between the ASRTU and any tenderer shall lie within the jurisdiction of courts within the
NCT of Delhi.
Yours faithfully
Secretary
Standing Committee (S&C)
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
8
Information Regarding Contracts Established by ASRTU, New Delhi
1.
ASRTU
Association of State Road Transport Undertakings (ASRTU), an apex body representing the interest of 58 State
Transport Undertakings (STUs) has its secretariat at New Delhi and functions through various Standing
Committees constituted by its General Body, in furtherance of its objectives. The members S.T. Undertakings
operate about 147000 buses. The fleet strength of all STUs is at Appendix-’A’. Spare parts procurement by these
S.T. Undertakings to maintain their fleet amounts approximately Rs.800 Crores per annum.
ASRTU is maintaining a Website at http://www.asrtu.org. At this site, one can access more information on
ASRTU &e-tendering and CIRT activities, physical and financial performance of STUs for the past five years,
items on Rate Contract and Names, Addresses and other important details of the rate contract holders and about
their products.
General Body of ASRTU elect expert members every year for a permanent Committee called Standing
Committee (Supplies & Contracts) for deciding tenders. This Committee consists of the Chief Executives of all
member undertakings and expert members in Engineering, Stores and Finance. It functions through its Secretariat
headed by Director (Technical), who is ex-officio Secretary to the Committee. On behalf of member STUs,
Secretary, Standing Committee (S&C) invites tenders for Auto Parts & other Accessories applicable for Tata &
Leyland Passenger vehicles and also for other general items such as Paints, Tyre Retreading Material, Tyre,
Tubes, and Flaps etc.
The Standing Committee (S&C) meets periodically and decides on the bids received and establishes contracts for
a period of two years or as a case may be. It also has a system of establishing contracts for longer period (6 years)
with established original equipment suppliers/non O.E. suppliers as per the norms laid down.
The Standing Committee (S&C) also constitutes different Sub-Committees as may be needed to facilitate its
decision making such as Sub- Committee on Policies, Sub-Committee to formulate norms for award of special
status of contracts etc. apart from certain other Sub-Committees.
2.
Invitation of Tenders
Tenders are invited according to a calendar for specific group of items once in two years for each group through
advertisement in leading English/Hindi newspapers. The tender notice is also published in ‘Auto Guide’ and
‘Indian Trade Journal’. Tender notice is also sent to those firms who had quoted for the specified groups of items
in the previous tender enquiry. The calendar of invitation of tenders and activities related to Rate Contracts such
as consideration of Tenders, period of contracts, finalization of prices by Price Revision Sub-Committee etc. are
furnished at Appendix-‘B’.
The Association is neither liable to advise any individual firm nor liable for non-receipt of such tender
notices.
3. Sale and Receipt of Tenders
Normally 3 to 4(three to four) weeks are allowed for the tenderers to request tender forms from the office ofthe
Secretary, Standing Committee (S&C) situated at Plot 4-A, PSP Block, Pocket – 14, Sector-8, Dwarka
New Delhi – 110 075, by paying Rs.3000/- by Demand Draft/Pay Order in favour of “Executive
Director, ASRTU”, payable at New Delhi. The closing date and time for each group of items invariably
is indicated in the Tender Notice. Tenders for invited group of items are opened as per the timetable
provided in the Tender Notice available in the website at http:www.asrtu.org.
4.
Opening of Tenders
The Tender Committee opensthe tenders at the appointed date and time. The tenderers may see the rates quoted
by other tenderers in ASRTU tender website.
5.
Tenderers to submit the quotation in the item schedule contained in Volume – 1 of Tender Documents.
6.
Intimation of Results
The decision taken by the Standing Committee (S&C) is normally intimated to the individual tenderers after the
meeting of Standing Committee (S&C)..
7.
Approval of Suppliers and Consideration of Tenders:
The following procedure will be adopted to approve the supplier:
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
9
i)
Works Inspection
Tenderer has to submit Works Inspection Proforma wherein the information regarding factory address, list of
machinery, list of testing equipments, certificate for registration under Companies Act/Factories Act etc. is sought.
In order to ensure consistent quality supplies to the STUs, the tenderer must have facilities for inspection of raw
materials, in process material inspection and finished products inspection. In order to inspect finished products,
for every procurement group, the list of testing equipments that the manufacturer must have in-house are
identified and list of the same is at Annexure-II to the Works Inspection Proforma.
The Factory Inspection Charges are Rs.3000/- per factory per location and the same are to be deposited along
with the tender by way of Demand Draft in the name of “Executive Director, ASRTU” Payable at New Delhi.
A Committee comprising of two Technical Officers, one officer from ASRTU/CIRT and other officer from STU
concerned or both the officers from ASRTU/CIRT/STUs (in the vicinity of which the firm is located) should
inspect the factory and submit the Works Inspection Report in the prescribed proforma.
Works Inspection Report received is scrutinized at Secretariat with respect to Works Inspection Norms and if the
firm does not have required facilities as per the Works Inspection Norms, the same be treated as “Unsatisfactory”
even if the inspecting authority has given “Satisfactory” Works Inspection Report. The reasons of Unsatisfactory
Works Inspection Report are informed to the Inspecting Committee and to the firm.
ii)
Testing of Product / Samples
Testing of product/samples is vital and important to assess the quality supplies by the manufacturers. Testing of
randomly picked up samples for ensuring their conformity to the specification is one of the important
requirements for awarding contracts to firms and for continuing firms on contract.
Testing of product/samples is carried out in the following cases:
a)
For firms who participated in tender and are presently not approved on contract;
b)
For firms whoare on contract, their contracts are renewed subject to fulfillment of certain testing
requirements/conditions,
c)
Under Quality Monitoring Scheme (QMS), a minimum of two samples shall be tested for each contract during the
contract period of every contract holder,
d)
For firms enrolled under Vendor Development Registration Scheme (VDRS) of ASRTU.
In case of random samples from the production line of the firm, the same are collected by the representative of
STUs/ASRTU and are sealed in presence of representative of firm and are sent to CIRT, Pune for testing.
The detailed procedure for sample collection and dispatch to CIRT, Pune is given at Appendix-C
The test charges for all the tests conducted by ASRTU shall be payable by tenderer in advance. In respect of
contract holders specific test charges applicable for the groups of items, for two samples shall be paid along with
the submission of fresh tenders.
Samples are drawn either from the production line of the manufacturer or from out of supplies made to the STUs
for testing purpose. Testing is carried out at CIRT, Pune as per ASRTU or ASRTU adopted specification
iii)
The tender of the new firm (other than O.E. supplier/having TS -16949Certification) be put up before SC (S&C)
for consideration only after receipt of Satisfactory Works Inspection Report (as mentioned in the Sl.No.i above)
and requisite number of test reports application wise for Tata, Leyland & general application, as decided by the
SC (S&C) from time to time. The minimum required test reports for consideration are at least 2 pass reports (in
case test charges are less than Rs. 20,000/- per sample) and at least 1 pass report (in case test charges are equal to
or more than Rs. 20,000/- per sample) each application wise, i.e. Tata, Leyland and General items. The decision
be taken on the basis of latest 3 Test Reports.
iv)
The tender of the new firms for such items which are currently not tested at CIRT, Pune be put up before the SC
(S&C) for consideration only after receipt of the Works Inspection Report.
v)
In respect of the tenders for Plant, Machinery & Equipment items, the tenders are considered on the receipt of the
specific recommendations of Standing Committee (Technical & Stores) along with the Works Inspection Report.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
10
vi)
In respect of the new firms which are O.E. Suppliers to Vehicle Manufacturers for the item/s covered under the
item schedule of ASRTU tender inquiry and or the new firms having TS I6949 Certifications, the tender received
shall be put up to the SC (S&C) for consideration. However, the Works Inspection and Testing of the products be
carried out simultaneously in such cases. The O.E. Supplier firm shall submit documentary evidence in support of
claim of the supplies made to the concerned Vehicle Manufacturers.
vii)
In case the Works Inspection Report is unsatisfactory, the reason is communicated to the firm. In case of any
representation by the firm for re-inspection, it be done provided the firm pays Rs.3000/- as the necessary charges
for re-inspection to ASRTU.
viii)
In respect of the existing vendors, with a view to monitor the quality of products manufactured by them, works
inspection once in two years for Contract holders and once in six years for long term rate contract holders shall be
carried out. Similarly, in respect of each firm on contract, minimum two random samples application wise are to
be tested during contract period. The samples shall be collected by ASRTU/STUs preferably out of supplies and
in case it is not possible to collect samples from supplies for valid reasons, the same could be collected from the
firm’s production line. For the firms on contract & where testing is applicable, tender will be considered on the
basis of pass percentage of test reports.
ix)
In respect of firms approved on contract, if Works Inspection Report is unsatisfactory, the firm is advised to
complete the deficiencies within six months and re-inspection be carried out. The status of such cases is put up to
the SC (S&C).
x)
The Standing Committee (S&C) decides individual tender based on well laid down principles, policies,
procedures and practices, which enhance Value of the Contracts. In case of existing contract holders, the quality
of their supplies, field performance, ability to supply within delivery schedules, terms of payment, prompt
payment of rebate, test results etc. are considered.
xi)
If the requirements of works inspection and testing are not completed at the time of consideration of tenders then
such tenders are considered only after a lapse of one year i.e. in the 3rd successive meeting of Standing
Committee (S&C).
8.
Decision on individual Tenderers is of the nature of collective responsibility of the Standing Committee (S&C).
Any tenderer attempting to influence any member of the Standing Committee (S&C), will be liable for
disqualification or blacklisting as the Committee may deem fit.
9.
Deletion & Restoration of items on contract:
On receipt of consecutive 3 ‘C’ graded test reports for the same item, such item will be deleted from the contract
in line with the decision taken by the Standing Committee (S&C) from time to time.
On receipt of consecutive 2 ‘A’ graded test reports for the same item, as per policy requirements, such item will
be restored in the contract in line with the decision taken by the Standing Committee (S&C) from time to time.
10.
Upgradation of Trial Rate Contract to Rate Contract
The Upgradation of Trial Rate Contract to Rate Contract can be considered only after the Trial Rate Contract
holder firm meets the below mentioned norms:Where Testing facility is available at CIRT, Pune for the items on contract.
a)
b)
c)
The firm should have completed six meetings/2 years of SC(S&C) on Trial Rate Contract at the time of
consideration of fresh tenders and for the firms whose Rate Contract was Downgraded to Trial Rate
Contract, in such cases firm should have completed three meetings/1 year of SC(S&C) on Trial Rate
Contract.
Latest consecutive 2 “A” Grade Test Reports after last decision or Latest 1-A Grade Test Report after last
decisions if Test Charges are more than Rs.20,000/- per sample.
Firms should meet approved pass percentage.
Where Testing facility is not available
a)
b)
Feedback from STUs should be available satisfactory.
Firm should complete 12 meetings/4 years on contract.
Sr TO (Tender Cell)
11.
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
Vendor Development Registration Scheme (VDRS)
11
Any firm desirous of entering into contract with ASRTU can register itself under Vendor Development Registration Scheme
(VDRS) to complete the pre-requisites of consideration of tenders i.e. Works Inspection and Testing of random samples. The
firms registered under VDRS shall have an advantage of reduced lead time for completing these pre-requisites and these
firms will be informed with tender notice while inviting tenders.
The application forms may be obtained from ASRTU, New Delhi on payment of Rs.5000/- per group for registration under
VDRS.
12.
Specifications
ASRTU contracts are established on the ASRTU specifications, which are finalized by the “Specifications Sub-Committee”.
For the items for which ASRTU specifications are not available, the contracts are established on BIS specifications or O.E
specifications.
Specifications relating to concerned group are furnished along with the tender documents.
The tenders received from the vendors having TS I6949 certifications and required testing equipments as per works
inspection norms be put up to SC (S&C) for consideration and for award of Trial Rate Contract subject to carrying out
Works Inspection and Testing of product simultaneously.
13
Guidelines for bringing firms on Long Term Rate Contract (Period of contract 6 years, i.e. 3 cycles of 2
years each)
A)
General
a) The Long Term Rate Contract shall be shortly called as LRC.
b) For purposes of regulating the LRC, the term of 6 years shall be deemed to consist of 3 Sub-Terms each of two
years and co-terminating with the corresponding period for other RC/TRCs.
B)
Firms supplying items to Vehicle Manufacturers (items that are not being manufactured by Chassis
Manufacturers):
i)
The firm should be a manufacturer of critical items of that particular procurement group and firm should be an O.E. Fitment
Supplier to Vehicle Manufacturers for these critical items of current makes and models of buses in STUs.
The firm should be an O.E. Fitment Supplier to Vehicle Manufacturer for at least three years in last five financial years.
The firm should have at least 25% of average sale of items as at (i) above to Vehicle Manufacturers during the period the
firm is supplying to Vehicle Manufacturers for fitment and spare parts. The firm should furnish the certificate to this effect
duly certified by the firm’s external auditor.
Firm should have printed price list and shall not charge lower rates than the rates submitted to ASRTU as per printed Price
List to any other customer including Govt. Deptt. except to Vehicle Manufacturers.
The firm should provide a copy of O.E. Specifications to ASRTU. In the event of specifications being amended by the firm
in line with the specifications of OEMs, the firm should inform the same in advance to ASRTU for change in specifications.
The firm’s products shall be tested at CIRT, Pune as per O.E. Specifications.
ii)
iii)
iv)
v)
In case, the firms do not provide O.E. specifications then their products will be tested as per ASRTU
specifications only, after notification to such supplier.
vi)
vii)
The firm’s product should be subjected to test at CIRT, Pune. At least two critical items should be tested in cycle of two
years for particular procurement group for Tata & Leyland separately i.e firm should maintain pass percentage above
recommended pass percentage during every cycle of the tender consideration.
The firm should furnish quantifiable commitment in regard to supplies to STUs.
The firm will disqualify to be on Long Term Rate Contract in the event of the following:-
a)
b)
c)
The firm discontinuing the manufacturing of critical items.
The moving average of sale during last 5 years to Vehicle Manufacturers fall below 25%.
In case the firm fails to qualify the pass percentage of test report criteria.
C)
The firms fully owned by Central or State Govt. Public Sector Undertakings
i)
ii)
The firms which are owned by Central or State Govt. manufacturing items required by STUs.
Firm should have printed price list and shall not charge lower rates than the rates submitted to ASRTU as per
printed Price List to any other customer including Govt. Deptt. except to Vehicle Manufacturers.
The firm’s product should be subjected to test at CIRT, Pune. At least two test reports should be available in cycle
of two years for particular procurement group.
The firm should furnish quantifiable commitment in regard to supplies to STUs.
The above firms shall disqualify to be on Long Term Rate Contract in the event of the firms not qualifying the
pass percentage of test report criteria at the time of consideration of tender at every cycle.
iii)
iv)
Sr TO (Tender Cell)
D)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
The firms, which are on regular rate contract with ASRTU but are not O.E. Manufacturers
12
iii)
iv)
v)
vi)
The following guidelines for bringing the firms on ASRTU Long Term Rate Contract under the category “Non
O.E. Firms on Regular Rate Contract with ASRTU.”
The firm should be a manufacturer of critical items so identified for that particular procurement group.
Firm should be on regular Rate Contract for at least 10 years out of previous 12 years.
Minimum four test reports should be available for last 4 years for each sub-group but combined application.
Minimum pass percentage of test report (considering test reports of last four years) should be above 75%.
The firm should have minimum 25% of market share for that tender group for last 2 contract periods.
The firm should acquire ISO TS 16949 Certification in next 2 years
The firm should furnish quantifiable commitment in regard to supplies to STUs.
Firm’s product should be subjected to test at CIRT, Pune. At least 2 test reports should be available at each cycle
for particular procurement group in future.
The firm should have core-manufacturing facilities for Critical items.
The firm’s works should be periodically inspected once in six years.
The firm will disqualify to be on Long Term Rate Contract in the event of following:
The firm discontinuing the manufacturing of Critical items
Firm fails to qualify the pass percentage of test report Criteria i.e. of 75% during each cycle of 2 years of Tender
Consideration.
The firm fails to qualify for minimum market share as prescribed above.
The firm fails to get ISO TS 16949 Certification in next 2 years.
The firm fails to supply as per quantifiable commitment to STUs; and
Firm fails to test at least 2 test reports in every Tender Cycle particular procurement group.
14.
Terms & Conditions applicable for Long Term Rate Contract are as mentioned below:
i.
Rebate
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
i)
ii)
Refer to clause 11 of “General Conditions of Supply”
ii.
Regulation of Rates & Discounts
a)
Reduction of Rates
b)
Any firm on any kind of contract may reduce its accepted rates at any time during the contract period
subject to the condition that such reduction in rates shall not be less than 2% of basic rates and that such
reduced rates shall remain in force till the end of the contract or the current sub-term of 2 years in case of
LRC. The existing criteria for consideration of the request of price revision in respect of RC firms would
hold good for LRC holder also.
Discount
The firms on contract shall maintain the slabs of discounts offered in the tenders. They might offer
discounts during the contract period subject to such change being not less than an additional 2% in each of
the corresponding slab of discounts and shall be valid for the remaining period of contract or sub-term of
two years in case of LRC. LRC holder could also offer discount not less than 2% on the existing slab valid
for a sub-term of 2 years and net basic rate after adjusting the lowest discount rate shall be deemed to be the
basic rate for the purpose of subsequent sub-term of the LRC.
iii.
Price Revision
The LRC firm shall follow the same calendar for procurement group as other RC/TRC holders.
iv.
Works Inspection Charges
In respect of a LRC firm, the Work Inspection Report shall be valid for 6 years and the firm shall pay the Works
Inspection Charges well before the Works Inspection Report is due.
v.
Testing Charges
The LRC firm shall pay the prescribed test charges before the commencement of each sub-term.
Sr TO (Tender Cell)
vi.
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
Performance Monitoring
13
The performance and qualification for LRC shall be reviewed at the end of each sub-term along with the
consideration of other tenders for that procurement group.
vii.
Claims
The claims by STUs against LRC holder shall be made with-in 1 year from the date of receipt of Test Reports by
the STUs or from the date of delivery of materials, whichever is later for all the materials.
viii.
Change of Specifications & inclusion of new items
a)
b)
c)
The firm on LRC shall be made aware of the changes in specifications and inclusion of new items in the
tender schedule at the time of fresh tender, if any, and be asked to specify the rates which will be put up for
the consideration of Standing Committee (S&C)/Price Revision Sub-Committee as the case may be. On the
approval of the same such modified items/new items with newly approved rates will be included in the
contract. This procedure shall be applicable for RC/TRC holders also.
During pendency of the contract for LRC (Block of 2 years), RC & TRC, the firms shall be made aware of
the changes in specification & shall be asked to continue with the approved rates for the balance period of
contract. In case of non-acceptance, the contract for such items is short closed.
In case of Long Term Rate Contracts for proprietary items like Brake & Brake Parts, F.I.P. Parts i.e. with
M/s Wabco TVS Ltd., M/s Brake India Ltd. & M/s Bosch Ltd, etc., their requests for inclusion of new
items/modified items shall be referred to PRSC/SC (S&C)
ix.
Deletion of item/s
While LRC holder may withdraw/delete any items from its contract as per the same procedure applicable to other
contract holders, withdrawal or deletion of any of the critical items will result in downgrading its status to R.C. to
end with the close of the current sub-term.
The firm should submit reasons for deletion of items with supporting documents which will be verified by the
Works-Inspecting Officers. The items will be deleted after approval of SC(S&C)/ PRSC on the basis of WorksInspection report.
x.
Breach of conditions
In the event of failure to comply with any of the qualifying conditions for continuing on LRC, such firm shall be
given a written notice by the Secretary, Standing committee (S&C) to fulfill such conditions within a period of
180 days from the date of notice failing which the said LRC holder shall stand down-graded to R.C. which shall
terminate with the close of current sub-term.
xi
All other terms & conditions applicable to RC holder for that procurement group shall apply to the Long Term
Rate Contract-holders.
15.
Price Revision Sub-committee (PRSC)
PRSC is a Sub-Committee of the Standing Committee (S&C) which includes three expert members each from
Engineering, Stores and Finance disciplines. The Chairman, SC(S&C) is the Chairman of PRSC.
PRSC has evolved structured framework to recommend suitable changes in prices, upward or downward for each
procurement group. In the event a manufacturer asks for Price Revision, it will be examined by the PRSC and
incidence of increase/decrease, as may be worked out by it would be placed before the SC(S&C) for its approval.
The price variation will be governed as provided for in Clause 4, Prices of the ‘Conditions of Tender’
16.
PRSC examines the reasonableness of quoted rates of firms participated in the tender enquiry and gives its
recommendations to Standing Committee (S&C).
Sub-Committee on Claims
It is a Sub-Committee of the SC(S&C) with Chairman, SC(S&C) as its Chairman and members of the PRSC are
members of this Sub-Committee. This Sub-Committee brings the member STUs and the vendors across the table
for discussions and settlement of claims between them. All the claims received from STUs/Vendors in the
prescribed proforma which are not settled at ASRTU Secretariat level are referred to Sub-Committee on Claims
for settlement in line with the guidelines approved by Standing Committee (S&C). The prescribed proforma in
which STUs/Vendors are to submit their claims is given at Appendix-D. The Claims will be admitted only when
copies of documentary evidence such as purchase order, firm’s invoice, Inspection Report/Test Reports and
correspondence with the firm/STU are forwarded along with the Claim Proforma.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
14
Claims reported both by STUs/Vendors above Rs.15000/- each, generated out of ASRTU contracts and pending
for more than one year are considered by it for settlement.
Any dispute arising between the Supplier and ASRTU or connected with any matter covered by these conditions
and or the Rate Contract/Trial Rate Contract shall be referred to the Sole Arbitration of the Chairperson of the
Standing Committee (S&C) whose decision shall be final and binding on the parties. The provisions of the
Arbitration Act shall apply to the adjudication of all such disputes.
17.
Reconsideration of Rejected Tender
All tenders of firms, which are rejected by the committee on account of adverse test reports/works inspection
report, shall be considered by SC (S&C) after a gap of 3 meetings from participation in tender along with fresh
test reports/works inspection report.
18.
Deletion of item from contract/withdrawal of contract
Any request received from a supplier for deletion of item from the contract/for withdrawal of its contract shall be
placed before the Standing Committee(S&C) for decision.
19.
The tenderers must submit fresh EMD and other charges as applicable to ASRTU through Demand Draft/Pay
Order for consideration of their tenders.
20.
The Standing Committee (Supplies & Contracts) takes decisions to Award/Renew contracts subject to
simultaneous testing or Works Inspection. In many cases, consideration of the tender is deferred by one year or
the tender is rejected for want of test reports or Works Inspection Report.
It is found that, in large number of cases, these conditions are not fulfilled because the concerned STUs do not
send its officers for collection of sample or for Works Inspection. In some cases, where the sample is collected,
the firm fails to dispatch it to CIRT in time. In many cases, the sample is not offered for collection or the premise
is found closed. The failure can thus be attributed to the slackness on the part of the STUs and/or lack of interest
by the firm.
Considering the above, the manufacturer should take enough initiative in getting its samples sealed by concerned
STU and in getting its Works Inspection carried out at the earliest from the date of participation in tender and
after receipt of such communication from ASRTU about offerings samples and Works Inspection. In this respect,
Vendor Development Registration Scheme (VDRS) of ASRTU provides the supplier an advantage of reduced
lead time for completing these prerequisites of Works Inspection and testing for consideration of its tender.
21. Documents to be submitted in e-bid:
a) Undertaking: Every tenderer has to furnish the Undertaking regarding submission of EMD, acceptance to the
standard terms & conditions of ASRTU contract, which is placed at Appendix-F.
b)
Declaration – I: Every tenderer has to furnish the Declaration – I regarding submission of EMD which is
placed at Appendix-G.
c) Declaration – II: Every tenderer has to furnish the Declaration – II regarding acceptance to the standard terms
& conditions of ASRTU contract which is placed at Appendix-H.
d) Declaration – III: If applicable, a tenderer has to furnish the Declaration – III regarding appointment of Sole
Selling Agent which is placed at Appendix-I. It is to be given on Rs. 2/- stamp paper attested by the
Executive Magistrate/First Class Magistrate.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
15
e) Proforma of Cost Details (Raw Material): Every tenderer has to furnish the Proforma of Cost Details which is
placed at Appendix-J.
f) Proforma of Cost Escalation Details (Conversion Cost): Every tenderer has to furnish the Proforma of Cost
Escalation Details which is placed at Appendix-K.
g) Annexure OE: If the firm is an O. E. supplier to M/s Tata Motors Ltd or to M/s Ashok Leyland Ltd or to both
for the items covered under ASRTU item schedule for which the tenders are invited, the tenderer is required
to fill up this proforma and enclose latest Purchase Order copies and corresponding Invoices in support of it.
Proforma of Annexure OE is placed at Appendix-L.
h)
Annexure AT: Every tenderer has to furnish the Annexure AT related to submission of better rates and terms
& conditions to any member STU and acceptance to the Fall Clause. It is to be given on Rs. 10/- non-judicial
stamp paper attested by the Executive Magistrate/First Class Magistrate and is placed at Appendix-M.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
16
APPENDIX – A
Fleet Strength of member STUs as on December 2010
Sr.
No.
Name of the STUs
Fleet
Strength
Sr.
No.
Name of the STUs
Fleet
Strength
1
Ahmedabad Municipal Transport
Service
Andaman & Nicobar Administration
952
2
Nagaland State Transport
239
220
4
Navi Mumbai Municipal
Tpt. Undertakings
North Bengal State Tpt. Corpn.
281
North Eastern Karnataka Road
Tpt. Corpn.
North Western Karnataka Road
Tpt. Corpn.
Orissa State Road Tr.
Corporation
Pepsu Road Tpt. Corpn.
Pune MPML.
3873
3
5
21764
6
7
Andhra Pradesh State Road Tpt.
Corpn.
Arunachal Pradesh State Tpt Services
244
8
9
Assam State Tpt. Corpn.
347
10
11
Bangalore Metropolitan Tpt. Corpn.
5600
12
13
15
531
14
16
4750
18
19
Bihar State Road Transport Corpn.
Bihar State Tourism Development
Corporation
Brihan Mumbai Electric Supply &Tpt
Undertakings
Calcutta State Tpt. Corpn.
1126
20
21
Chandigarh Transport Undertakings
457
22
23
Delhi Tourism &Transportation Dev.
Corpn.,
Delhi Transport Corpn.
Gujarat State Road Tpt. Corpn.
HaryanaState Transport
17
817
4851
344
939
1589
6245
7847
3271
26
28
30
26
32
3294
1060
130
34
36
38
T.N.S.T.C. (Coimbatore ) Ltd.
T.N.S.T.C. (Kumbakonam)
T.N.S.T.C. (Madurai)
3014
3503
3820
432
140
40
42
T.N.S.T.C. (Salem)
T.N.S.T.C. (Villupuram)
2055
3319
43
Himachal Pradesh Tourism Devpt.
Corpn. Ltd
Himachal Road Tpt. Corpn.
J&K State Road Tpt. Corpn.
Jammu & Kashmir State Forest
Corporation
Kadamba Tpt. Corpn. Ltd.
Kalyan Dombivili Municipal Tpt.
Undertakings
Karnataka State Road Tpt. Corpn.
Pondicherry Tourism &
Transport Devpt. Corpn.
Punjab State Bus Stand
Management Co Ltd
Rajasthan State Road Tr.
Corpn.,
Sholapur Municipal Transport
Undertaking
Sikkim Nationalised Transport
SouthBengalState Tr. Corpn.,
State Express Tpt. Corpn.,
(TN) L.
State Transport Punjab
7188
44
375
45
Kerala State Road Transport Corpn.
5623
46
47
Kolhapur Municipal Transport
Undertakings
Madhya Pradesh State Road Tpt.
Corpn.
Maharashtra State Road Tpt. Corpn.
149
48
Thane Municipal Transport
Undertakings
The Calcutta Tramways Co.
(1978) Ltd.
The National Transport
Corporation
Tripura Road Tpt. Corpn.
U.P.State Road Transport
Corporation
Uttranchal Transport Corpn.
7459
25
27
29
31
33
35
37
39
41
49
51
24
50
16164
52
29
54
55
Manipur State Road Transport
Corporation
Meghalaya Transport Corpn.
62
56
57
Mizoram State Transport
59
53
Sr TO (Tender Cell)
AD (Rate Contract)
1179
4659
48
166
540
1002
646
327
98
899
West Bengal Surface Tpt.
94
Corpn. Ltd.,
58
Metropolitan Transport
3421
Corpn.(Chennai) Ltd.
Auditor
Secretary, SC (S&C)
17
APPENDIX-B
Calendar of invitation of tenders, period of contracts
MEETING NO.229thSC(S&C)
Period of contract 01/08/YY to 31/07/YY+2
Existing contracts considered at 229thSC (S&C) are valid up to 31/07/2013
SL. NO. PG NO.
NAME OF PROCUREMENT GROUPS
1
Fluorescent Tubes, Invertor & Bulbs
97
2
9
Air Filter, Lub. Oil Filter, Diesel Fuel Filter and Elements
3
13
Clutch & Clutch Parts
4
18
King Pin, King Pin Repair Kits & Parts
5
10
6
2
7
8
9
10
11
23
5
31
58
14
Malleable, Sheet Metal, S G Iron, Foundry Based Components & Plastic (PP) Fan
Assembly
Engine Valves, Valve Guides, Valve Seat Inserts, Valve Springs & Protective
Sleeves
Ball & Roller Bearings
Crankshafts (from O.E. Manufacturers only)
Luxury Passenger Seat & Driver Seat Assy.
Electric Horns
Brake & Brake Parts and Brake Carrier
MEETING NO. 230thSC(S&C)
Period of contract 01/12/YY to 30/11/YY+2
Existing contracts considered at 230thSC (S&C) are valid up to 30/11/2013
SL. NO. PG NO.
NAME OF PROCUREMENT GROUPS
1
Brake
Lining
&
Clutch
Facing and their Rivets
15
2
Exhaust Pipes & Silencer Mufflers
46
3
Welding Electrodes & Tin Solders
67
4
Flywheel Starter Ring Gears
08
5
Water Pump Assys., Water Pump Rep. Kits & W. P. Parts
04
6
Axle Shafts
21
7
8.
9
73
22
12
Plywood & compressed Wooden Floor Board & Medium Density Fibre Board
Crown Wheel & Tail Pinion Sets and Gears & Gear Components
Hubs & Brake Drums and Flywheel Housing, Gear Box Housing & Clutch Housing.
10
11
12
06
29
65
Coolant for Radiators
Portable Electric Tools
Steering Assembly & its Components
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
18
MEETING NO.225thSC(S&C)
Period of contract 01/04/YY to 31/03/YY+2
Existing contracts considered at 225thSC (S&C) are valid up to 31/03/2012
SL. NO. PG NO.
NAME OF PROCUREMENT GROUPS
1
Piston Assys. & Piston Rings
01
2
Diesel Tanks its Brackets & Fittings
45
3
Hyd. Jacks &Mech, Jacks & Hyd. Trolley Jacks
60
4
Auto Electric Parts & Accessories for Rewinding of Armatures
30
5
Hand Tools
68
6
Fuel Injection Pump Parts
03
7
Halogen Auto Bulbs
34.4
8
Bumper & Cowls
37
9
Rubber Glazings
87
10
Tyre Valves, Cores, Caps etc.
79
11
Cleaning & Etching Chemicals
25
12
Auto Cables & Wires and Welding Cables
69
13
HSD Oil & Lubricants
63
MEETING NO.226thSC(S&C)
Period of contract 01/08/YY to 31/07/YY+2
Existing Contracts Valid upto 31/07/12 of Meeting No. 220th SC (S&C)
SL. NO. PG NO.
NAME OF PROCUREMENT GROUPS
1
Fuel Pressure Pipes, (Injector Pipes) Leak Off Pipes and Other Pipe Lines
7
2
Aluminium Extruded Section & Sheets
71
3
Pins & Bushes (including Nylon Bushes)
52
4
Wiper Motors, Arms & Blades
36
5
Thinwalled (Bimetal) Bearings, Bushings & Thrust Washer
24
6
Prop. Shaft & U.J. Cross Assys. and Components
20
7
Auto Dash Board Instruments, Flexible Drive Shafts, Switches and Flashers
32
8
Fuel and Oil Hoses
41
9
Aluminium Rivets (Blind & Solid), Multigrip Aluminium Rivets
81
10
Grease Nipples & Grease Guns
53
11
ERW Steel Tubes
90
12
Tie Rod, Tie Rod Repair Kits & Parts
19
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
19
MEETING NO.227thSC(S&C)
Period of contract 01/12/YY to 30/11/YY+2
Existing Contracts Valid upto30/11/2012of 227thSC (S&C)
SL. NO.
1
2
3
4
5
6
7
8
PG NO.
80
50
83
47
48
49
40
51
NAME OF PROCUREMENT GROUPS
Laminated & Toughened Safety Glass
Fasteners (H.T.) for Chassis & Bus Body Application
PVC Leather Cloth and Foam Leather Cloth
Wheel Studs, Axle Studs, Nuts, Wheel Bolts & Wheel Cone
U Clamp, Centre Bolts, Anchor Bolts & their Nuts and Bus Body U Clamps
Self Locking Nuts
Fan Belts
Hose clips
9
10
11
12
13
86
66
01.9
27
Tyres, Tubes & Flaps with curing bags
Centralised Chassis Lubrication System (On Board)
Cylinder Liners
Spring Assys. & Spring Leaves
LED based Bus destination boards
MEETING NO.228thSC(S&C)
Period of Contract 01/04/YY to 31/03/YY+2
Existing Contracts Valid upto 31/03/2013 of 228thSC (S&C)
SL. NO. PG NO.
NAME OF PROCUREMENT GROUPS
1
Rubber & Rubber Parts and Ballata Packing
39
2
Oil Seals
42
3
Tyre Retd. Material (Precured Process) Precured Patches and Tools for Repair of
38
Tyres & Tubes
4
PU & Rubberised Coir Seat Cushion and Backrests
89
5
Adhesives & Single Component Anaerobic Adhesives
85
6
Paints (Premium Quality) Paints (Normal Quality) and Paint Ancillaries
70
7
Hinges and Door Locks, Conductor Bell, Tower Bolts etc.
93
8
Automotive Batteries
84
9
Radiators & Cores
44
10
Automotive Lights & Rear View Mirrors
33
11
Gaskets
43
12
Automobile Bulbs& Halogen Auto Bulbs
34
13
Electronic Bus Ticketing Machine
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
20
1.0
1.1.
1.2
1.3
1.4
1.5
1.6
1.7a)
1.8
2.0
2.1
2.2
2.3
2.4
2.5
3.0
3.1
APPENDIX - “C”
Procedure for Sample Collection, Dispatch and Terms & Conditions for testing to be carried out at CIRT,
Pune
Drawing of Samples
The random samples on behalf of ASRTU from production line of the firm or from out of supplies made to the
STU (as the case may be) are to be collected and sealed by ASRTU/STU officers in the presence of the
Manufacturer /its representative.
ASRTU random samples on behalf of ASRTU are to be jointly sealed by the representative of ASRTU/STU and
the Manufacturer/ its representative.
The samples are to be sent directly to the Director, Central Institute of Road Transport (Training & Research),
Pune Nasik Road, Bhosari, Pune-411 026 at the cost of the firm under intimation to the Secretary, SC (S&C),
ASRTU.
The firm must take care of following points for dispatch of samples to CIRT, Pune.
a)
Firm shall mention following details in their letter while sending the samples to CIRT, Pune under
intimation to the Secretary, SC (S&C), ASRTU.
1.
Reference number& date of ASRTU letter issued for testing of random samples of the firm.
2.
Details of samples sealed along with part nos. (wherever applicable), specification no. and quantity.
3.
Details of sample test order numbers.
b)
Seal & signature of the officer must be distinctly visible on the sample/carton while sending the random
samples.
c)
The sealed samples should be sent to Director, CIRT, Pune within 15 days of sealing by ASRTU/STU
officer/s.
Test samples shall be supplied “free of charge” by the State Transport Undertakings (STUs)/manufacturers from
their own supplies/production line and as far as possible, these shall be random samples.
The party requesting for tests should send detailed technical specifications, operating instructions and connected
drawings etc. for the samples forinformation during testing, along with the samples.
Specifications to be followed while testing shall be clearly mentioned with ASRTU/IS Specification Number
and Year.
b) In absence of this information, either the ASRTU rate contract details (Rate Contract Number and date) or the
Meeting details of Standing Committee (Supplies and Contracts) of ASRTU, the basis on which supplies have
been made shall be clearly mentioned while sending the samples.
c) In absence of any details mentioned at b) above, CIRT either shall follow latest specifications or it may
express its inability to undertake the testing.
Exact nomenclature and part number shall be clearly indicated while forwarding the samples.
Mode of Forwarding the Samples
Consignment of Test Samples shall be booked only on “DOOR DELIVERY BASIS”. Freight and Octroishall be
pre-paid at the consignor’s end.
Test quantity of the samples shall be as per the CIRT’s schedule of test charges.
The samples shall be securely packed to avoid damage in transit. Samples like Glass, Paints, Batteries, Auto
Bulbs, Head Light Assy. or other Fragile Articles shall be clearly marked on the packing case accordingly.
Intactness of the material will be confirmed only after opening of the consignment. If the consignment is not
damaged from outside, then receipt of consignment will be given to the Transporter. The damages, if any, from
inside will be informed to the Customer at a later date.
Dispatch documents shall invariably include a copy of sample forwarding letter and original delivery note/challan
and shall be addressed to the “Director, CIRT Bhosari, Pune-411 026".
The consignment note/way bill as the delivery note/challan shall invariably be marked with the words “Sample
for destructive sample testing only-item of no commercial value”. In case a delivery note/challan is not sent with
the consignment, a separate certificate with the endorsement as above shall be sent with the despatch documents.
Commercial Utilization of Test Reports Issued to the STUs in Respect of Samples Tested
Test Report will be supplied only to the organization on behalf of which the samples are tested. Test Report
issued by CIRT pertains only to the sample actually tested in the CIRT laboratories and is not applicable to the
general production of the item. Test report issued by CIRT shall not, therefore, be used for publicity in any form
or any other commercial purpose. However, test report can be used for quality control purpose and developing the
vendors.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
21
3.2
4.0
4.1
4.2
4.3
5.0
5.1
5.2
5.3
5.4
5.5
6.0
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
The information given in the test reports not to be communicated either directly or indirectly to any person not
authorized to receive it. It shall also not be reproduced or quoted in full/part without prior permission of the
Director, CIRT in writing.
Disposal of Tested Samples
Samples received for testing at CIRT will not be returned.
The tested samples, if not consumed during the tests, will be preserved for a period of “Three months” from the
date of issue of the test report. However, the failed samples shall be preserved for six months. Therefore, if any
representations regarding retest are required to be made, they shall be made within this period.
For the samples where test facility or specification is not available, CIRT shall inform accordingly. In such cases
samples, if required by the customer shall be collected back from CIRT by the customer’s authorized
representative within a month from the date of intimation by the CIRT regarding inability to test. No liability
whatsoever will lie with CIRT afterwards. Moreover where frequently such items are sent by same customers,
CIRT will not return the same.
Test Charges and Bills
The test charges in full for the tests to be carried out will have to be deposited IN ADVANCE in cash/demand
draft by the customers requesting for tests. Demand draft shall be payable at Pune favouring “The Director,
Central Institute of Road Transport, Pune”. After completion of the tests, a bill for testing charges will be sent
according to the actual tests carried out or individual items tested and will be adjusted against the advance paid by
the customer from whom the request for carrying out testing work is received. Two copies of the bill will be sent.
No concession of any kind will be allowed in the test charges. However the firms who participate in the ASRTU
Tender or Vender Development Registration Scheme shall deposit the Test Charges as per Testing Charges
Schedule in favour of the Executive Director, ASRTU payable at New Delhi.
The test charges ruling at the time of issue of test report will be applicable and the same will be indicated in the
bill.
CIRT will have the right to refuse testing, if the customer does not settle earlier bills.
The test charges are subject to change without prior notice, depending on input costs like electricity tariff, raw
materials and additional tests.
The test charges indicated in “Schedule of Test Charges” are covered for testing as per ASRTU specification. If
customer wishes to test as per specification other than ASRTU specification, the separate test charges shall be
worked out by CIRT depending upon the work content involved for testing.
General
No responsibility shall be attached to the employees of CIRT for giving legal defense or for appearing before any
court of law regarding the tests carried out at CIRT.
CIRT reserves the right to publish the results of any tests with comments, if any.
Proprietary or patented materials cannot be tested unless all particulars including the composition and method of
manufacturer are disclosed to the Director, CIRT and can be indicated in the report.
In case of any dispute as regards testing charges or the testing work/report, the decision of the Director, CIRT,
will be final and binding on the customers.
The customers shall inform complete postal address with postal pin code number, while forwarding the samples.
This will help CIRT to correspond and to issue test report at correct address.
The customer shall inform any change in authority for receiving the test report to avoid non-receipt of test report
or delay in receiving the test report.
In case the samples are picked by the STUs on behalf of ASRTU, STUs clearly mention ASRTU letter number
and date while forwarding the samples to CIRT.
STU shall approach CIRT, if the sender does not receive test report within four months from the date of receipt of
sample by CIRT.
Any query on CIRT test report shall be intimated to CIRT within one month after receipt of test report.
CIRT is not responsible for delay by the transporter to deliver the material.
Tested samples will not be returned to the customer by the CIRT.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
22
APPENDIX – D
ASSOCIATION OF STATE ROAD TRANSPORT UNDERTAKINGS
PROFORMA FOR SUBMISSION OF CLAIMS TO SUB-COMMITTEE ON CLAIMS
A) Pending Claim Feed Back Report to be submitted by STU
Nature of Claim: a) Claim reported should be above Rs.15000/- each. b) The claim should be against existing firm on
ASRTU Contract. c) Purchases should be made against ASRTU contract only. d) Claim should be outstanding for
more than one year at the time of reporting.
Name of the STU:- ------------------------------------------------------------Name of the Procurement Group/Sub-Group ---------------------------Sr.No.
Description
1
Current RC/TRC No. with date
2
Period of Current RC/TRC
3
4
Description of the item purchased against ASRTU Contract
Reference No. of ASRTU contract with date & Period of Contract of reported
claim
Purchase Order Nos. with date, Enclose the copies of the Pos.
Invoice/Bill Nos. with date, Enclose the copies of the invoices/Bills
Total Claim Amount (in Rs.)
Reason for the claim with supporting documents
Outstanding payments if any to be paid to the firm
Remarks if any
5
6
7
8
9
10.
Name & Address of firm
M/s
M/s
Signature with Name, Designation and Date
--------------------------------------------------------------------------------------------------------------------------------------------
ASSOCIATION OF STATE ROAD TRANSPORT UNDERTAKINGS
PROFORMA FOR SUBMISSION OF CLAIMS TO SUB-COMMITTEE ON CLAIMS
B) Pending Claim Feed Back Report to be submitted by Firm
Nature of Claim: a)Claim reported should be above Rs.15000/- each. b) The claim should be reported by existing firm
on ASRTU Contract c) Supplies should be made against ASRTU contract only. d) Claim should be outstanding
for more than one year at the time of reporting
Name of the Firm: ----------------------------------------------------------------------------------Name of the Procurement Group/Sub-Group: -----------------------------------------------Sr.No.
Description
1
Current RC/TRC No. with date
2
Period of Current RC/TRC
3
4
Description of the item supplied against ASRTU Contract
Reference No. of ASRTU contract with date & Period of Contract of reported
claim
Purchase Order Nos. with date, Enclose the copies of the POs.
Invoice/Bill Nos. with date, Enclose the copies of the invoices/Bills
Total Claim Amount (in Rs.)
Reason for the claim with supporting documents
Outstanding payments if any to be paid to the firm by STU
Remarks if any
5
6
7
8
9
10
Claim reported against
STU
Name Name -
Signature with Name, Designation and Date
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
23
APPENDIX-E
Criteria For Levy Of Penalty /Compensation Payable By The Supplier To The Purchasing STUs Applicable Due
To Shortfall In Specifications (AlsoRefer General Conditions of Supply)
The supplies received from the supplier by the purchasing STU may be subjected to the laboratory testing as may be
decided by the Purchasing STU.
If the sample fails to meet the requirement of any one or more parameters specified in the specification applicable to the
contract then the lot from which the sample has been drawn shall be considered as not having met the requirements of this
Specification and, as a consequence thereof, compensation will be payable by the supplier based on the value of the lot
(inclusive of all taxes & incidentals) which will be decided on the loss of marks from the total marks allotted to each of
the tests as detailed in the specifications.
i)
The loss of marks will be in proportion to the extent to which actual test values deviate from the specified values
for Test Parameters marked as ‘P’.
ii)
The loss of marks will be Total for test parameters marked as ‘T’.
iii)
In case any of the tests is not carried out, there will be no recovery of marks for that given test.
For some test parameters the proportionate recovery can be made whenever the test reports indicate specific values.
Whereas for some test parameters, the recovery is required to be made ‘Total’ where the test reports do not give specific
values, and, also the nature and applicability of the test parameters is such that total recovery is to be made.
Therefore, the test parameters are classified as P or T, which is clearly mentioned against each test parameters.
Proportionate marks shall be considered for the test parameters, which are classified, as P. Total marks shall be considered
for test parameters, which are classified as T.
The penalty shall be leviable by the purchasing STU based on a single test report also. If more number of samples have
been drawn & tested for the same item from the same lot then the average shortfall/deviation will be computed taking into
account all the test reports for that item including both passed as well as failed test reports. The penalty will be applicable
on gross value of supplies made in a given lot of that item which had failed in the tests.
For example if different items are supplied in a given lot say item to O.E. Part No. X, Y & Z or ASRTU Item Code No. A,
B & C i.e. items to different O.E. Part Nos. or items to different ASRTU code Nos. and if samples of the item to O.E. Part
No. X or ASRTU code No. A (as the case may be) only fails in tests, then penalty will be levied only on the gross value of
supplies made in the lot of item to O.E. Part No. X or item to ASRTU Code No. A (as the case may be).
Criteria For Levy Of Penalty By Purchasing STUs For Compensation Payable By The Supplier Due To Shortfall
On Specification
Sr. Parameter
No.
If loss of
marks are
up to 0.5%
If loss of
marks are
more than
0.5% but
less than
3%
If loss of marks are 3% or more
than 3%
1.
Test Charges
Yes
Yes
Yes
2.
Cost of material
No
Yes
Yes
3.
Administrative
Penalty
No
No
a) 3% of the lot value
(up toRs. 1.5 lakhs)
subject to max. Rs. 3000
b) 2% of the lot value
(above Rs. 1.5 lakhs)
subject to max. Rs. 5000
4.
Penalty based
Yes
Yes
Yes
on loss of marks
____________________________________________________________________________________
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
24
CERTIFICATE
(To be furnished by the firm at the time of submitting Quarterly Sales Statement as per
Clause No 11 (e) of General Conditions of Supply)
I/We ......................................................................
.............................................................................
(Name)
(Status)
of M/s .......................................................................................................................................................
(NAME OF THE FIRM)
Company/firm/Partnership
holder
of
ASRTU
Rate
Contract/Trial
Rate
Contract
for
supply
of........................................................................................................................................for
the
period
from........................................................ to......................................................... (inclusive of subsequent amendment also)
hereby certify that the information contained in the quarterly statement, to the best of my/our knowledge and belief, is
correct, complete and includes all the invoices raised in response to the purchase order placed by Member Undertakings
(STUs). It also includes rebate on the revised rate that have been approved/would be subsequently approved by the
Standing committee (S&C).
In case, it is found at later date that the rebate on any invoice has not been included in my/our statement, I/We am/are
liable to pay such amount along with penal interest of 24% per annum and other actions as decided by Standing
Committee (S&C) including temporary withdrawal/cancellation of Rate Contract/Trail Rate Contract.
Signature of
Managing Director/Proprietor/Partner with seal
PLACE:
DATE:
------------------------------------------------------------------------------------------------------------Quarterly Sales Statement
ANNEXURE-A
Statement Showing Payments Received From STUs During the Quarter ______________________
FIRM CODE:
ITEM CODE:
NAME OF THE
FIRM :
NAME OF THE
ITEM:
Rebate Amount Remarks
(Rs.)
if any
Sr. NO. STU
CODE
Name of the STU
Amount Received
(Rs.) (BASIC + ED)
GRAND TOTAL
XXXXXX
% OF REBATE:
XXXXXX
NOTE : ( 1) The Statement should be duly verified / certified by respective
Statutory / Internal Auditors
(2) The firms that are on rate contract with ASRTU in respect of one or more items should
furnish a separate statement in respect of each item/group.
(3) A single consolidated entry in respect of each STU showing the total payment received
during the quarter should be given in the above statement.
(4) The details about Invoice No., Purchase order no. etc. may however be maintained at firms
level which may be called for by ASRTU, if required at any stage.
Name of the Auditor
Authorised Signatory of the
Firm
Name :
With Seal
Date:
Sr TO (Tender Cell)
Designation /
Status
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
25
APPENDIX-F
UNDERTAKING
(To be furnished by the Tenderer)
I/we have read contents of Declaration – I, II & III carefully and accordingly submitted my/our tender.
I/we have further read all the “Conditions of Tender” and “General Conditions of Supply” provided in Volume –
3 of the tender documents and they are acceptable to me/us.
I/we solemnly affirm that I/we shall be bound with all the terms and conditions of the ASRTU tender.
Signature
Name of authorized signatory
Date:
Designation and Seal of company
Place:
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
26
APPENDIX-G
THIS DOCUMENT DULY FILLED-IN AND SIGNED ALONG WITH REQUIRED DOCUMENTS MUST
REACH ASRTU OFFICE
DECLARATION-I
I/We hereby offer to supply to the State Road Transport Undertakings, member of the Association of State Road
Transport Undertakings upon and in accordance with the Conditions of Tender and the General Conditions of
Supply hereto annexed apart from the conditions as may be agreed to between the purchaser members and the
successful tenderers, at the prices given by me/us as per the terms in the schedule attached to the tender, only
those items as you may specify in the acceptance of the tender and within the Delivery Period set forth in the said
schedule. I/We enclose the Demand Draft/Pay Order of Rs.10000/-(Rupees Ten Thousand Only)/Rs.6000/(Rupees Six Thousand Only), being the Earnest Money Deposit. I/We have carefully read and understood the terms
and conditions and the specifications of the stores and other details set out in the schedule and appendix. I am/We
are fully aware of the nature and specifications of the stores in accordance with your requirements. I/We agree to
hold this offer for a period of 180 days from the date of submission of the tender and in the event of my/our failing to
abide by this offer, I/We agree to the forfeiture of the Earnest Money Deposit of Rs.10000/-(Rupees Ten Thousand
Only)/Rs.6000/- (Rupees Six Thousand Only). I/We declare that no other party will have any interest in the contract
if this tender is accepted. I/We agree that the Undertakings shall not be bound to recognize any person or persons
other than me/us as having any interest in the contract and will be at liberty to terminate the contract at any time if it
shall appear that this declaration is not true in fact. Acceptance by the Standing Committee (S&C) of this tender
within prescribed time shall constitute a valid contract for the supply of goods and stores according to the terms and
conditions and in accordance with the specifications and details referred to above. I/We further agree to comply with
the terms and conditions of the rate contract/trial rate contract that may be awarded to me/us on the basis of this
offer and in the event of my/our failing to do so during the currency of the rate contract/trial rate contract, I/We agree
to the forfeiture of the Earnest Money Deposit of Rs.10000/-(Rupees Ten Thousand Only)/Rs.6000/-(Rupees Six
Thousand Only). I/We agree that in the event of the earnest money deposit of Rs.10000/- (Rupees Ten Thousand
Only)/Rs.6000/- (Rupees Six Thousand Only), becoming refundable to me/us and not incurring forfeiture the same
may be retained by you to my/our credit.
Signature of Authorized Employee of the Manufacturer
Date:
Name ……………………………
Place: Designation …………………………….
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
27
APPENDIX-H
DECLARATION - II
Tenderers shall give their acceptance to the Standard terms and conditions of tender as per this Declaration;
otherwise tender is liable to be rejected.
STANDARD TERMS & CONDITIONS OF TENDER (Refer to Volume-4)
1.
Period of Contract
2.
F.O.R. Terms
3.
Price Variation Clause
4.
Testing of Samples
5.
Earnest Money Deposit
6.
Payment Terms
7.
Risk Purchase Clause
8.
Force Majeaure Clause
9.
Payment of Secretarial Administrative Rebate
10.
Fall Clause
11.
Works Inspection Charges & Testing Charges
12.
Works Inspection Proforma
13.
Transit Insurance
14.
Packing & Forwarding Charges
I/We have read the above mentioned Standard Terms & Conditions of the tender and also Conditions of Tender,
General Conditions of Supply & General Information regarding Contracts established by ASRTU and terms and
conditions mentioned in Proforma “A” and I/We agree to the said terms & conditions.
Date
Signature of the authorized employee of the Manufacturer
Name …………………………………….
Place
Sr TO (Tender Cell)
Designation …………………………….
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
28
APPENDIX-I
DECLARATION - III
DECLARATION FORM FOR APPOINTMENT OF SOLE SELLING AGENT
(Before the Executive Magistrate/Magistrate Ist Class)
We have appointed M/s________________________________________________________ at the following address as
our
Sole
Selling
Agent/Sole
Distributor
whose
name
and
address
may kindly be incorporated in the Rate Contract/Trial Rate Contract No.___________________ for supply of
_________________________
Address of Sole Selling Agent/Sole Distributor:
We
hereby
give
an
undertaking
that
our
Sole
Selling
Agent/Sole
Distributor
i.e.
M/s________________________________________ will be bound by the terms and conditions of the
contract mentioned above and shall fulfill all liabilities and obligations under the said contract.
We
also
hereby
give
an
undertaking
that
our
Sole
Selling
Agent/Sole
Distributor,
M/s_________________________________will supply products manufactured by us only conforming to standards laid
down
in
the
said
contract
with
brand
name
“___________________”
and
the
final
responsibility
for
fulfilling
all
liabilities
and
obligations
under
the
contract
including
settlement
of
claims/disputes
arising
out
of
supplies
made or non supplies by our Sole Selling Agent/Sole Distributor to the purchasing State
Transport
Undertakings
will
be
of
the
manufacturer
approved
on
contract
i.e.
M/s______________________________________.
In
the
event,
we
change
the
Sole
Selling
Agent/Sole
Distributor
during
the pendency of the said contract, then we further give an undertaking that before the appointment of new Sole Selling
Agent/Sole Distributor is given effect to, we will settle all claims/disputes arising out of supplies/non supply made by our
Sole Selling Agent/Sole Distributor M/s_________________________________________ to the purchasing State
Transport Undertakings.
Manufacturer
Authorised Sole Selling
Agents/Sole Distributors
_________________________
______________________
_________________________
______________________
Signature of Authorised*
Signatory with Stamp
Signature of Authorised*
Signatory with Stamp
Name of authorized person of your company: Name of authorized person of your company:
Designation:
Designation:
Note : This declaration should be given by the manufacturer on minimum of Rs. 2/- Stamp Paper attested by the
Executive Magistrate/First Class Magistrate and sent to ASRTU , in case of appointing sole selling
agent/sole distributor
Enclose Certificate of Authorisation
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
29
APPENDIX-J
Proforma for cost details (Raw Material)
Name of the firm:
Quoted rate
as per present
quotation dt.
Item:
Quantity of
Raw
Material per
unit of
finished
item (where
more than
one raw
material is
involved
information
should be
furnished
for each
constituent
raw
material)
Basic rate of
Raw
Material
(including
excise
duty/custom
duty etc.) at
the time of
finalisation
of last
contract i.e.
as on
Quantum of
Excise
Duty/Custom
Duty
included in
the basic rate
of Raw
Material
At the time of
finalisation of
last contact
i.e. as on
Basic rate
of Raw
Material
(including
excise
duty/custom
duty etc.) at
the time of
finalisation
of present
quotation
i.e. as on
Quantum
of Excise
Duty/
Custom
Duty
included
in the
basic
rate of
raw
material
At the
time of
present
quotation
Cost of
Raw
material
as % cost
of finished
products
When
contract
was
accepted or
at the time
when any
subsequent
price
increase
was
finalized
Cost of
Raw
Material
as % cost
of
finished
products
i.e.
Present
Quotation
2
3
4
5
6
7
8
For following
representative
items
1
Signature of Authorized Employee of the Manufacturer
---------------------------------------------------------------------------------------------------------------------------------------------
APPENDIX-K
Proforma for cost escalation details (conversion cost)
Name of the firm:
Please mention the
major elements of
conversion cost
Item:
Basic rate of
conversion cost
elements
At the time of
finalisation of
last contract i.e
as on
Basic rate of
conversion cost
elements
At the time of
present quotation
i.e. as on
Conversion cost
as % cost of
finished product
At the time of
finalisatoin of last
contract i.e as on
Conversion cost as % cost
of finished product
At the time of present
quotation i.e. as on
Signature of Authorized Employee of the Manufacturer
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
30
APPENDIX-L
ANNEXURE – “OE”
The Tenderers are requested to fill up following proforma in case they claim to be an OE supplier to M/s Tata
Motors/M/s Ashok Leyland or both and enclose the relevant Purchase Order copies and corresponding invoices to
substantiate their claim. Failing which, OE claim shall not be entertained.
Sr.No. in
ASRTU item
Schedule
Description of
item/OE Part
No.
P.O.No.
with date
(Enclosed
photocopy
of POs)
Invoice No.&
Date (Enclosed
photocopy of
Invoice)
Rates
Excl. of
ED &
Taxes
Remarks
Note: The attested evidence of OE supplies should be enclosed.
Signature of Authorized Employee of the Manufacturer
---------------------------------------------------------------------------------------------------------------------------------------APPENDIX-M
Annexure - AT
AFFIDAVIT
(On Rs.10/- non Judicial stamp paper)
I Ms/Shri……………………….hereby solemnly affirm on behalf of
M/s………………………………………………………………submit
the
tender/offer
for
supply
of………………………………………………………..that I shall inform ASRTU in writing positively within 30 days from
date of submitting lower rate(s) and/or any better terms & conditions offered to any of your member STUs or any
Govt./Semi Govt. owned organization by us directly or by any of our Sole Selling Agent/Distributor for the said
item(s) for which the quotation/offer is submitted to ASRTU.
The ASRTU shall have the right to take any action as stipulated under Fall Clause of tender documents in the event
of firm not informing the lower rate(s) and/or any better terms & conditions within 30 days positively.
Signature of authorized*Signatory with stamp
Name of the authorized person of the Company
Designation:
* Enclose certificate of authorization
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
31
CONDITIONS OF TENDER
Note:
In this document
‘Standing Committee (S&C)’ means the Standing Committee (Supplies & Contracts) of the Association of State
Road Transport Undertakings and includes any officer thereof duly authorized to act for and on behalf of the
Standing Committee (S&C).
‘Undertakings’ means the member of The Association of State Road Transport Undertakings.
‘Tenderer’ means an enterprise, which has submitted tender in response to the invitation to tender issued by the
Standing Committee (S&C).
‘Supplier’ means the tenderer whose tender has been accepted by the Standing Committee (S&C).
1.
Extent of Tender
The tender is for supply by the tenderer to the Undertakings whether named in the tender or not, the stores or any
part thereof in such quantities and at place or places and within the time specified in the Acceptance Letter (s) /
Purchase Order (s) placed by the Undertakings and at the rates and on terms and conditions offered by the
tenderer and accepted by the Standing Committee (S&C) including the terms and conditions of the Conditions of
Tender and the General Conditions of Supply applicable to all tenders.
2.
Period and Quantities
i)
This Rate contract/Trial Rate Contract shall normally be for a period of Two years from the date it is made and
shall apply to all orders as may be placed on the supplier by the Undertakings within such period. Provided,
however, the delivery period contracted for the supplies is not later than three months from the last date of the
contract period. The Rate Contract/Trial Rate Contract will normally be for a period of Two Years as mentioned
in the tender but can be for a longer period if mutually agreed in the contract issued or could be for a shorter
period than two years as the Standing Committee may decide. But the supplier shall be bound to agree to the
extension of the validity period of the contract for a period up to three months, in all such cases where the
Secretary, SC (S&C) shall consider such extension necessary and upon such extension of the contract the supplier
shall continue to effect supplies at the rates and terms and conditions as originally agreed during such extended
period also.
ii)
The Tenderer shall indicate the total quantities offered and shall remain bound if required to supply to the full
extent of quantities offered. The quantities to be eventually purchased shall, however, depend upon the orders as
may be placed by the Undertakings from time to time during the contract period. There will be no guarantee of
any specified quantity of purchases to be made.
3.
Quotations
i)
The tenderers shall quote their most competitive prices on FOR Terms as mentioned for individual procurement
group and in item schedule. No other FOR Terms shall be acceptable. The attention of the tenderers is invited
to the clause no.11 of General conditions of Supply, relating to the payment of Secretarial Administrative Rebate
of a sum equivalent to 2% of the value of the invoice (Basic Rate + Excise Duty and Exclusive of Sales Tax &
Other taxes, if any)and the further conditions relating to the minimum fixed amount as detailed therein.
ii)
The tenderers shall quote the most competitive rates, which, in the event of acceptance, shall remain FIRM
during the contract period, save provisions for changes or variations under the clause on ‘Prices’.
The SC (S&C) shall have the right to reject any tender or part of quotations on account of prices being found
unreasonable, in its opinion.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
32
iii)
The Tenderers are encouraged to further offer special discounts on account of any or all of the following
conditions:
a)
b)
c)
d)
Single order quantity/value discount.
Cheaper or alternative mode of packing for bulk supplies without affecting the safety of the stores.
Turnover discounts per annum/Annual Quantity or Value based discounts.
Ex-works supplies discount.
All discounts shall be INCLUSIVE of taxes & duties. In cases of quantity discount on single order,
turnover discount per annum or annual quantity/value based discounts, Ex-works supplies discount, if the
manufacturer so indicates the same can also be exclusive of taxes & duties.
iv)
The tenderers must quote rates in figures and words for units specified in the schedule. In case of difference
between the two, lower of the two will be applicable.
v)
No subsequent variation in rates will be allowed on grounds such as mistake, misunderstanding etc.
vi)
All taxes and levies as admissible should be separately quoted.Tenderers shall furnish the central sales tax rates
applicable in respect of each item offered by them and also to mention separately the concessional rates
chargeable against form “C” or “D”. Tenderers shall furnish the State Sales Tax rates and also surcharge on Sales
Tax, if any, in respect of each item offered by them.
vii)
The Tenderers are prohibited from making any addition or alteration in the description and /or rates of the items
mentioned in the schedule. They should either quote their rates for the stores described in the schedule or write
words ‘no rates’ against the stores items not being quoted. In case the specifications/descriptions given by the
Tenderers are incomplete, the specifications/descriptions given in the tender shall be taken as correct and binding
for quality and specifications of supply.
viii)
The offers received with hedging conditions such as “Offers subject to availability of stock”, “Offers subject to
confirmation at the time of order”, “Rates subject to market fluctuation” will be ignored.
4.
Prices
i)
The tenderer shall quote firm prices on F.O.R Terms as mentioned in the tender schedule (item schedule). No
other F.O.R. Terms shall be acceptable during the period of the contract including the extended period as
provided in Clause 2 above. The acceptable FOR Terms for each procurement group are mentioned for
individual procurement group & in item schedule. In such cases the only variation in the quoted prices as may
be allowed will be the variation in the Government levies on finished products upon production of necessary
documentary evidence to the satisfaction of the Secretary, SC (S&C) by the supplier in support of the claimed
variation. Where, however, the Tenderer chooses to quote prices subject to price variation clause, it must give the
cost structure and clearly spell out the basis of the formulation on which the price variation is to be calculated and
accepted. Unless there is a price variation clause properly stated and accepted there shall be no upward revision in
the prices during the subsistence of the contract except for the variation to the extent of Government dues made
and established in the manner herein above provided.
ii)
In case price variation on account of variation in raw material prices, other input Costs and Government Levies is
desired, the following “Price Variation Clause” shall be applicable to the contract. If any firm on existing contract
with ASRTU offered reduced rate/s for any item/s in the tender for the next tender, such reduced rate/s along with
discount structure offered in the fresh tender shall automatically be made applicable and circulated to all member
STUs for the remaining period of the contract in force for such item/s w.e.f. the first of the Calendar month
following that in which the tenders were opened, irrespective of the final outcome of the tender in respect of such
firm. STUs shall adopt existing contract terms or reduced rate with discounts offered against fresh tender
whichever is advantageous to the purchasing STUs.
The rates must be quoted for items as per schedule and in that order. The offer may be ignored if this is not
strictly followed.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
33
iii)
I - Price Variation (for items where no price variation formula available)
a)
No price increase shall be allowed for the first year of the contract period except on account of variation in the
administered prices, Government Levies and Taxes.
b)
The prices however may be varied (increased or decreased) by the SC (S&C) based on the recommendations of
the Price Revision Sub-Committee which shall weigh the Specific terms & conditions of contract relating to
prices in respect of each procurement group, various indices, trends in the costs of raw material and conversion,
the cost structure and the basic costing data provided by the tenderer while quoting and at the time of
consideration for price variation.
c)
The validity period of each such price variation shall be determined by the Price Revision Sub-Committee.
d)
In the event of reduction of Govt. Levies, taxes and input cost during the pendency of the contract, the Secretary,
SC (S&C) may notify by circulation to all the STUs suo-motu, such revised lower prices. The firm may furnish
the details of such reduction in prices to ASRTU immediately.
e)
Any increase in the prices allowed by the PRSC shall remain firm at least for six months.
II - Price Variation (for items where price variation formula available)
Quarterly/monthly, as the case may be, price revision or as decided by ASRTU shall be allowed or as may based
on index/price of major raw material input from the approved sources such as MoCI, IEEMA, HCL, HZL,
MMTC, Rubber Board, GAIL, NALCO, other established sources etc.
iv)
Calendar of Price Revision
The Price Revision Sub-Committee will consider cases relating to each procurement group according to a
Calendar. While request for reduction in prices may be applied directly by the Secretary, SC (S&C), every
request for increase in the prices by a contract holder shall be received 45 days in advance of the maturity date for
consideration of the respective procurement group.
5.
Samples
For testing of samples/products, kindly refer Item No. 7 ii) of ‘General Information Regarding Contracts
Established by ASRTU, New Delhi’.
5A)
Samples tested under ASRTU Quality Monitoring Scheme (QMS)
In order to monitor the quality of the existing approved vendor under ASRTU Quality Monitoring Scheme,
minimum of two random samples for concerned Vehicle (make wise) application separately are to be tested
during every contract period. The samples shall be collected by ASRTU/STUs preferably out of supplies and in
case it is not possible to collect samples from supplies for valid reasons, the same could be collected from the
firm’s production line.
The test charges, the cost of samples, packing & forwarding charges and the incidental charges for samples tested
under Quality Monitoring Scheme of ASRTU will be borne by the firm. However, the firm shall pay advance test
charges as per Testing Charges Schedule of tender documents.
6.
Earnest Money
i)
The tenderers have to pay Earnest Money Deposit (EMD) every time they participate in the tenders of ASRTU
irrespective of the fact whether the EMD already deposited by them for previous tender was still lying with
ASRTU or not. Any EMD lying against the previous tender(s) shall not be adjusted for the new tender and the
same is refundable on written request by the firm giving relevant details of its previous EMD. The tender
received without EMD shall liable to be rejected.
Each tender must be accompanied by Demand Draft/Pay Order for Rs.10, 000/- for “A” Class items (as listed
below) or Rs.6,000/- for “B” Classitems subject to revision from time to time in favour of “Executive Director,
ASRTU, New Delhi” and any tender which is not accompanied by such DD/Pay Order will not be eligible to be
considered. The Earnest Money will be refunded to the unsuccessful tenderer after the tenders have been settled.
No interest shall be payable on the Earnest Money. The Earnest Money deposited will, however, stand forfeited if
the tender is withdrawn, before the acceptance or the rejection thereof by the Standing Committee (S&C).
34
ii)
If any firm remains out of contract and has not settled the reported admitted claim of STUs, then the EMD
of the firm shall be forfeited by ASRTU.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
iii)
If any approved firm does not accept the terms & conditions of ASRTU Contract/Payment of advance Test
Charges for issuance of contract, the EMD of the firm shall be forfeited by ASRTU.
iv)
On conclusion of Rate Contract / Trial Rate Contract by the Secretary, Standing Committee (S&C) the
contractors, if so required shall deposit with ST Undertakings Earnest Money as may be specified by each
S.T.Undertakings which shall be returned after the expiry of the period of Rate Contract / Trial Rate Contract
provided that the amount so deposited shall be liable to be forfeited in case of withdrawal of Rate Contract / Trial
Rate Contract by the contractor during the currency of the contract. S.T.Undertakings have the option to call for
the deposits before placing orders under the Rate Contract / Trial Rate Contract.
v)
The list of “A” Class and “B” Class items is as under:
“A” Class Items
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
Automotive Batteries
Brake Linings and Clutch Facings and their Rivets
F.I. Pump Parts
P.V.C Leather Cloth, Foam Leather Cloth & PVC Coated Polyester Fabric
Malleable, Sheet Metal, S.G. Iron, Foundry based Components, and Plastic (PP) Fan Assembly.
Clutch and Clutch Parts
Brake and Brake Parts and Brake Carriers
King Pins, King Pin Repair Kits & Components
Hubs & Drums and Fly wheel housing, Clutch housing & Gear Box Housing
Radiators and Cores
Thin Walled (Bimetallic) Bearings, Bushings & Thrust Washers
Latex/Polyurethane/Rubberised Coir Seat Cushions & Back rests
Spring & Spring Leaves
Ball, Taper & Needle Roller Bearings
Gaskets
Laminated safety glass & Toughened Safety Glass
Propeller Shaft, UJ Kits & Components
Piston Assys. & Piston Rings
Cylinder Liners
Crown Wheel & Tail Pinion Sets, Gears & Components
Engine Valve, Valve Guides and Valve Seat Inserts, Protective Sleeve and Valve Springs
Tyre, Tubes & Flaps
Tyre Retreading Materials (Precured Process)
Aluminium Sheets and Extruded Sections.
Luxury Passenger Seat & Driver Seat Assly.
Lube Oil, Gear Oil & Grease
Air Filter, Oil Filter & Diesel Fuel Filter Elements
Rubber Glazing
Paints
Rests of Items are categorized as “B” Class Items.
7.
Acceptance of Tenders
The Standing Committee (S&C) does not bind itself to accept the lowest or any tender and may reject any tender
or any part thereof without assigning any reason. The tenderer shall be bound to supply any stores selected from
his offer and in part or whole at the option of the Standing Committee (Supplies & Contracts) and the
Undertakings.
8
Tenders to Specifications
In case of tenders for Supply of stores to specifications as given in the tender, the tenders should be accompanied
wherever necessary by the following:
a)
Test Certificate from Government/CIRT or any Recognized Laboratory;
35
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
b)
Proof regarding supplies if made to chassis/engine manufacturers, State Transport Undertakings, defense
establishments etc;
c)
Detailed analysis of the stores offered; and
d)
In case of tenders for supply of stores according to original equipment standard specifications, the specifications
quoted will be construed to include latest modifications or replacements of the same stores.
9.
Warranty Clause
Whenever stores are offered on warranty basis, the warranty clause giving description and nature of warranty and
basis of indemnity in case of failure must be clearly stated. Where warranty clause is specified in the tender, and
no alternative warranty clause is indicated by the tenderers, the tenderers’ offer will be understood to be on the
basis of warranty clause stated in the tender.
10.
Delivery
The Tenderers in relation to the date of the order should quote specific delivery period. However, maximum
delivery period shall not exceed 90 days, where specific delivery period is not specified, tenderers shall supply as
per delivery schedule mentioned by STUs.
11.
Payment of Bills
The Undertakings will normally make payment as per Payment Term as decided by SC (S&C) from time to time.
12
Disregard of Tender Conditions
The Standing Committee (S&C) reserves to itself the right to disregard or reject any tender not conforming to any
of the above-mentioned conditions.
Tenderers will be deemed to have accepted the accompanying conditions of supply to govern the tenders when
accepted.
13.
Tenders from Manufacturers only
The Tenders are to be filedby the manufacturer only. Tenders received from/filed by Sole Selling Agent or
any distributor or by whatever name called other than the manufacturer shall not be considered and will
be rejected. However, the manufacturer may furnish the details of their authorised distributor/sole agent,
if any.
Declaration – III for appointment of Sole Selling Agent/Sole Distributor duly executed by both Manufacturer and
Authorised Sole Selling Agent/Sole Distributor shall be sent to ASRTU.
14.
Brand Name of the product
The Brand name offered should be the manufacturer’s own brand name only. The brand name of authorised
distributor/Sole Agent will not be entertained.
15.
Testing of products
i)
The firms approved on ASRTU contracts shall pay advance test charges as per Testing Charges Schedule of
tender documents along with the tender for the sub groups for which they are already approved and they will be
governed by the clause of ASRTU Quality Monitoring Scheme, failing which the fresh contract if decided by SC
(S&C) to renew in their favour will not be issued.
All the new entrants whose tenders are accepted and contracts awarded shall also pay advance test changes as
mentioned above, failing which the contract in their favour will not be issued.
ii)
The firms approved on ASRTU contract shall pay test charges as per test charges schedule of tender documents
for sub groups they are not approved but have quoted for such sub groups. If test charges are not received along
with tender as per aforesaid details then the offer of such firms for such item groups are liable to be
rejected.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
36
iii)
For all new entrants, the test charges are required to be sent along with the tender as per the test charges
schedule. Non-submission of test charges along with the tender will render the tender to be rejected.
16.
Works Inspection
i)
All new entrants are required to submit Works Inspection Proforma (in duplicate) and Works Inspection Charges
at the rate of Rs.3000/- per factory per location along with the tender, failing which the tender is liable to be
rejected.
ii)
Firms approved on contract are also required to submit works inspection proforma (in duplicate) and works
inspection charges at the rate of Rs.3000/- per factory per location along with the tender, failing which the fresh
contract if decided by SC (S&C) to renew in their favour will not be issued.
17.
Cost Escalation Details
The existing Rate Contract / Trial Rate Contract holders shall positively furnish along with the tender the cost
escalation proforma duly filled in together with supporting documents, failing which the tender is liable to be
rejected.
18.
The Standing Committee (S&C) shall be free to accept or reject any tender without assigning any reason, amend
any terms and conditions of tender and its decision in the matter shall be final. No correspondence shall be
entertained in this regard.
19.
ASRTU shall NOT be responsible for any delay or non-submission of charges/documents by the due date.
20.
The tenderer shall not be able to submit e-bid after the closing Date & Time.
21.
The Works Inspection Charges & Cost of Tender Documents paid by the Tenderers are non-refundable.
22.
No tender shall be accepted by this office in other than electronic mode of tendering. Bid documents as
mentioned in volume- 1and Undertaking shall be sent in electronic mode. Paper/Hard copy of the bid
documents in volume – 1 shall not be accepted and the bid shall be rejected outright.
23.
Tenderers must furnish details of all the payments in appropriate places of e-bid.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
37
GENERAL CONDITIONS OF SUPPLY
Note:
In This Document
‘Undertakings’ means the member of the Association of State Road Transport Undertakings.
‘Standing Committee (Supplies & Contracts)’ means the Standing Committee (Supplies & Contracts) of the
Association of State Road Transport Undertakings and includes any officer duly authorized on its behalf.
‘Supplier’ means the party whose tender has been accepted by the Standing Committee (S&C).
1
Extent of Contract
The supplier shall during the period of Rate Contract/Trial Rate Contract supply to the Undertakings at the
accepted price and on terms and conditions herein in quantities and at place/s as may be specified in the purchase
order/s placed by the Undertakings, the stores in respect of which its tender has been accepted by the Standing
Committee (S&C).
2(a)
Failure to Supply and Risk Purchase Clause
If the supplier fails to supply any stores in accordance with the terms and conditions herein provided and those
agreed with the Undertakings, or fails to replace the stores as may be rejected by the Undertakings, within the
time stipulated, the Undertakings shall at the risk and cost of supplier and without any notice or reference to him
be entitled to purchase such stores (of the same specifications) from any other source and at such price as the
Undertakings shall in their sole discretion think fit and if such price shall exceed the rate set out in rate contract,
the supplier shall be liable to pay to the Undertakings the difference between the price at which such stores have
been purchased by the Undertakings and at the price set out in the contract plus 10% overheads. The risk
purchase and payment of difference with overheads in terms thereof shall not absolve the supplier from the
liability to pay damage as may be suffered and claimed by the Undertakings due to the failure of the supplier to
make timely and proper delivery of the contracted stores.
b)
Force Majeure Clause
Provided however, if such failure referred to in clause (a) above shall have arisen from an act of God or
disorganization of public transport, thunder, flood, earthquake or any other inevitable or unforeseen
circumstances beyond human control including any cause directly or indirectly interfering with the supply of raw
materials such as limitation of import license or any other cause which the Standing Committee (S&C) and or
Undertakings may admit as reasonable ground for non-supply in time as may be justified by the circumstances of
the case, the Undertakings may forego the claim for any such loss or damage.
c)
Liquidated Damages
If the contractor fails to deliver the stores or any installment thereof within the period fixed for such delivery or at
any time repudiates the contract before the expiry of such period, the Undertakings may without prejudice to the
other rights of the purchaser to recover damages for breach of the contract, recover from the contractor as agreed
liquidated damages and not by way of penalty a sum equivalent to 2% of the price of any stores which the
Supplier has failed to deliver within the period fixed for the delivery in the schedule for each month or part of a
month during which the delivery of such store may be in arrears, where delivery thereof is accepted after expiry
of the aforesaid period subject to the conditions that the damages to be calculated shall be limited to 10% of the
value of delayed supplies.
d)
All claims for any price variation or price revision and all disputes arising on such claims between the supplier
and the Undertakings shall be placed before and considered by the Price Revision Sub-Committee/SubCommittee on claims or any official as may be specially appointed by the Standing Committee (S&C) for the
purpose and the decision of the Committee or the official appointed on all such claims or disputes shall be final
and binding on the supplier and the Undertakings.
Sr TO (Tender Cell)
e)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
Provided, however, the pendency of any claim or dispute on the price variation or price revision shall not relieve
the supplier from the obligation to supply the contracted stores in accordance with the delivery schedule at the
38
existing prices and all terms, conditions and consequences of Clause 2 of the General Conditions of Supply to the
extent applicable, shall apply in full force and effect to any non-supply, withholding of supply, delayed supply by
supplier on the plea of pendency of a claim or dispute or price variation or revision.
3.
Quality of Stores
a)
b)
(i)
(ii)
(iii)
The Stores supplied shall strictly conform to the specifications laid down and the approved samples if any.
In the event of failure of random samples from supplies and from firm’s works (production line) tested at CIRT
beyond the limit as may be prescribed by the SC (S&C) from time to time, the Standing Committee (S&C) shall
have the right to take any of the following actionsDeletion of item from the RC/TRC.
Suspend/Terminate forthwith the Rate Contract/Trial Rate Contract
Any other remedial measures as deemed fit.
4.
Packing and Delivery of Stores
The supplier shall be responsible for proper packing and delivery of the stores and in the event of any loss,
damage, breakage or leakage due to insufficient or defective packing, the supplier shall replace the stores or make
good the loss on receipt of intimation thereof from the Undertakings and within the time specified in the
intimation. The decision of Undertakings concerned as to whether the loss, breakage, or leakage has been caused
due to insufficient or defective packing shall be final and binding upon the supplier. The Undertakings shall be at
liberty to purchase such stores at the risk and cost of the supplier in the event of his failure toreplace the stores or
make good their loss within the specified time of the intimation and the provision of Clause 2 above shall apply to
such purchases. Delivery of the stores shall not be considered complete till they have been inspected, weighed,
counted and passed by the Undertakings concerned.
5.
Rejected Stores
If any stores are rejected by the Undertakings due to their not conforming to the prescribed specifications or the
approved samples, or for any other valid reasons, the supplier shall be informed accordingly by the Undertakings
by registered letter within 15 days of the delivery of the stores and the supplier will be allowed 30 days from the
receipt of this communication to replace the rejected stores. If the stores are not replaced within this time the
Undertakings shall return the rejected stores without any further intimation to the supplier on freight to pay basis
and through Bank and if the advance payment has been made against the documents for the value of actual
advance payment plus packing forwarding, insurance and freight at the time of returning the goods.
The supplier shall be bound to accept the documents sent through bank in such cases and its failure to do so shall
constitute a breach of contract as will make the supplier liable for all costs and consequences and further remedial
measures as may be taken by the S.T. Undertakings. If the supplier does not replace the rejected stores within the
stipulated time, the Undertakings will be entitled to charge interest at 12% (twelve percent) on the net value of the
rejected stores and further charge ground rent for storage at the rate equal to 1%(one percent) of the net value of
the rejected stores.
On supplier’s failure to replace the rejected stores within the stipulated period as above, the Undertakings shall be
free to purchase the stores from elsewhere unless already purchased under clause 4 above and the terms of risk
purchase contained in clause 2 shall apply to all such purchases. Should the supplier fail to replace/lift the
rejected stores within 45 days of the intimation of their rejection communicated in writing, the Undertakings shall
have the right to sell the rejected stores by public auction with notice thereof given to the supplier and the sale
proceeds after adjusting all dues, expenses and costs including costs involved in the auction shall be credited to
the supplier and adjusted against advances, if any, made to the supplier on the supplies.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
39
6.
Testing of Random Samples from Supplies
Random samples from the consignment will be taken and tested either at the Central Institute of Road Transport
or in Government Test House or any other recognized laboratory or Institute as may be selected by the
Undertakings and/or by the Standing Committee (S&C). The supplier thereto shall pay the test charges and
incidentals where the test results are unsatisfactory. The Undertakings concerned may also without prejudice to
their other rights as purchasers take following action where the test results are unsatisfactory.
i)
Reject the entire consignment from which the random samples taken had failed in the test and call upon the
supplier to take back the rejected consignment as per the procedure prescribed in Clause no.5 of Rejected Stores
above.
ii)
Purchase from elsewhere the supplies found defective without any notice on the account and at the risk of the
supplier.
iii)
No advance payment may be made to the supplier on future consignment, if any, the Undertakings may decide to
purchase from such suppliers.
iv)
STUs reserve the right to levy penalty/claim damages based on the shortfall in specification as per the procedure
of Appendix ‘E’
7.
Wharf age Charges
In case the documents are retired by the Undertakings within three working days of the intimation received from
the bank concerned, the Undertakings shall not be held responsible for payment of wharfage even if the
consignment in question actually reached the destination before the retirement of the documents or within 48
hours of the retirement of the RR. The Undertakings would however pay wharfage or demurrage if they do not
take delivery within three working days of receipt of RR. Any wharfage or demurrage that may accrue before this
period shall be recovered from the supplier.
8.
Payment of Bills
The Undertakings shall make payment against the bills submitted by the supplier according to the accepted terms
of payment. The present payment terms are asunderPayment Terms
The Standing Committee (S&C) has finalized Standard set of Payment Terms as follows which will be applicable
to all firms:
Payment Terms for the firms on Contract
2% Cash discount on total invoice value for 100% payment through bank, if documents are retired by STUs
within 15 days from the date of receipt of the intimation from the collecting bank or 15 days from the actual date
of receipt of consignment at the destination (at transporter’s go down) whichever is later.
The firm shall also furnish the security deposit to the extent of 5% in case of Rate Contract holder firm and 7.5%
in case of Trial Rate Contract holder firm, of the value of the orders or Rs.75,000/- whichever is lower, if asked
by the STU.
The Security deposit could be in the form of bank guarantee.
Bank Commission/Charges, if any will be borne by the firm.
Notwithstanding the above clauses, the STUs are left with the option of deciding/negotiating the value of security
deposit based on the quantum and value of the orders placed by them as also to negotiate with the supplier for any
other payment terms as per their requirements.
Where the Tenderer experiences difficulties in realizing payment from member Undertakings, it may choose to
request the Chief Executives of the member Undertakings concerned and also the Secretary, Standing
Committee(S&C). If the payment still remains outstanding the contract holder has the following remedies;
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
40
1) It may, if the payment remains outstanding for more than one month, give notice to the Chief Executives of
concerned Undertakings asking for immediate payment and advise them that future supplies would be made
only with 100% payment terms. The supplier shall be allowed to apply 100% Payment Terms on all future
supplies to concerned STUs only till the dispute regarding outstanding payment is resolved and after that the
supplier shall automatically revert back to the existing approved payment terms for future supplies.
2) Even after such a notice, if the outstanding continues for another month, it may give notice to the concerned
Undertaking by charging interest at 12.00% p.a. on such amount remaining outstanding.
3) It may invoke Arbitration Clause as mentioned at Clause 13 of General Conditions of Supply in those cases
where STU concerned and the supplier have agreed to the applicability of this clause.
9.
Subletting of Contract
The supplier shall not assign or sublet the contract or any part thereof or any interest therein without the written
permission of the Standing Committee (S&C) and on breach of this provision the Standing Committee (S&C)
may forthwith terminate the contract and also take such remedial measures as it may think fit.
10.
Security Deposit
The Supplier shall deposit security deposit with the Undertakings as required by them according to their
procedure as may be required by the Undertakings.
11.
Payment of Secretarial Administrative Rebate
A)
The supplier shall pay 2% Secretarial Administrative Rebate, unless otherwise specified, on value of invoice
(Basic Rate + Excise Duty and exclusive of ST & other Taxes, if any) on all supplies made to the STU. The
payment of 2% rebate to ASRTU includes the following situations:
i) Supplies made against the Rate Contract/Trial Rate Contract finalized by ASRTU.
ii) Supplies made against the tenders invited by STUs for same or slightly modified specification of ASRTU.
iii) Supplies made against negotiated rates, turnover discounts etc. finalized by STUs.
B)
Minimum Amount of Rebate Payable to ASRTU
All the suppliers/contract holders shall pay a sum equivalent to 2% (two percent) on all supplies made to the ST
Undertakings as mentioned in 11 (A) above. However, it is essential for all the contract holders to pay a minimum
secretarial administrative rebate to ASRTU irrespective of the sales made by the firm to STUs in the following
manners
i) For “A” class items, the contract holder shall pay a minimum rebate of Rs. 10,000/- per contract for two years
contract period.
ii) For “B” class items, the contract holder shall pay a minimum rebate of Rs. 6000/- per contract for two years
contract period.
iii) Long Term Contract holders shall pay minimum rebate of Rs. 1 lac per annum.
Note: In case of issue of contract for the period of one year i.e. of deferred cases, the value of minimum rebate required
to issue contract would be 50% of the amount stated above at 11 (B)-(i) & (ii)
C) Provisions of Incentive/Penalty for Rebate Payment
i)
To relieve hardship to suppliers, a provision has been made that supplier can pay secretarial rebate to ASRTU on
the basis of actual PAYMENT RECEIVED by them during the quarter. However, for the supplies made during
the quarter and if payment is not received in the same quarter, the supplier can release the rebate payment in the
quarter when the payment is actually received.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
41
ii)
The rebate payment to ASRTU shall be accompanied with the information in the prescribed proforma in respect
of the payment received from Member STUs during the respective quarter along with the requisite certificate by
the supplier’s auditor.
iii)
The Rebate payment along with requisite information/certificate shall be provided to ASRTU office within one
month from the end of the respective quarter. An incentive of 5% of the rebate amount paid within the prescribed
time of one month will be refunded to the firm. The incentive is refundable only on receipt of DD/Pay
Order/Cheque in ASRTU during working days & working hours before last day of the next month.
iv)
The payment of rebate shall be made by way of Demand Draft/Local Cheque payable at New Delhi and no
outstation cheque will be accepted.
v)
If the supplier fails to make the payment of rebate within one month from the end of the quarter, a notice shall be
issued indicating that “if it fails to make the payment within two months from the end of the quarter, simple
interest @ 12% thereafter will be levied on the delayed payment.”
vi)
In case supplier fails to make the rebate payment within two months, a formal circular may be sent to clear the
outstanding amount of rebate with simple interest @ 12% effective from the first day after completion of the two
months period.
vii)
If the supplier fails to make payment even within six months from the date of completion of the quarter, their
contract (RC/TRC) may be converted into provisional contract for the period of 3 months stating the reason that
“due to non-payment of ASRTU secretarial rebate, the contract is converted into provisional contract.”
However, the levy of 12% interest will continue during the provisional contract period also.
viii)
If the supplier finally fails to pay the rebate amount even during the provisional contract period i.e. within the 9
months of completion of the quarter, the contract thereafter may besuspended, giving one-month prior notice.
Simultaneously, the purchasing STU shall berequested to deduct an amount equivalent to estimated value of
Rebate from the payment due to the firm and sent to ASRTU under intimation to the firm. Consequently the
ASRTU shall forfeit EMD of such firms.
ix) Restoration of the original status to such supplier will only be with approval of SC (S&C) and on full clearance of all
dues of ASRTU with interest for delay in payment.
12.
Fall Clause
a)
If lower rates and/or better terms than those agreed with the Standing Committee (S&C) are offered by any
supplier to the Undertakings during the currency of the contract, such lower rates and/or better terms and
conditions shall become ipso- facto applicable to all the contracts with the Undertakings entered into by the
supplier pursuant to the Rate Contract/Trial Rate Contract issued by the Standing Committee (S&C) and the
prices and the terms and conditions of supply shall automatically stand accordingly changed with effect from the
date of offer of lower rates and/or better terms by the supplier irrespective of the supplies made to Undertaking
against the offer. An AFFIDAVIT to this effect in the format at Annexure – AT shall have to be provided by
the tenderers.
If however such lower rates and/or better terms are offered by the supplier to the Undertakings without informing
the Standing Committee (S&C) within 30 days from the date of offer to STU, such lower rates with preferential
reduction of Five Percent (5%) of the contracted rate together with better terms offered shall become ipso-facto
applicable to all orders placed with the supplier by the undertakings. In such case the supplier may also invite the
penalty of having his name removed from Rate Contract/Trial Rate Contract by the Standing Committee (S&C).
b)
Any firm on contract with Standing Committee (S&C) which offers lower rates or better terms to any STU during
the currency of the contract either directly or indirectly through an associate company or distributor etc. shall be
liable to be disqualified to be on contract with ASRTU, if it fails to advise Secretary Standing Committee (S&C)
of such better terms and prices but in any case not later than 30 days from the date of offer to the STU.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
42
c)
The purchasing STU shall ensure that the details of lower rates and/or better terms than those agreed with the SC
(S&C) are duly communicated to ASRTU without delay.
13.
Arbitration Clause
Any dispute arising between the supplier & Association of State Road Transport Undertakings or connected with
any matter covered by these conditions and/or the Rate Contract/Trial Rate Contract remaining unresolved by the
mediation by the Secretary, SC (S&C) and after due hearings by the Sub-Committee on Claims shall be referred
to the sole Arbitration of the Chairman of the Standing Committee (S&C) whose decision shall be final and
binding on the parties. The provisions of the Arbitration Act shall apply to the adjudication of all such disputes.
Notwithstanding pendency of any dispute, the supplier shall subject to the Undertakings concerned wanting it to
do so continue to make the supplies as ordered. This Clause shall not be applicable to any dispute as may arise
between the supplier and Undertakings on or connected with the Rate Contract/Trial Rate Contract unless
expressly agreed by them.
14
Service of Notice
Any Notice required to be given under any of the foregoing Clauses or under the Rate Contract/Trial Rate
Contract shall be deemed to have been given and served if sent to the supplier by registered Post/ Speed
Post/Courier at the address given in the tender form or at any other address subsequently notified by the supplier.
15.
The Standing Committee (S&C) on breach of the provisions of the contract and/or on unsatisfactory performance
of the contract by the supplier may forthwith terminate the contract and also take such remedial measures as it
may think fit.
16.
Minimum Ordering Quantity and Value for the Contracts on F.O.R. Destination basis
1.
For consignment value less than Rs.20,000/- for a single destination will be treated as Ex-Works basis i.e.
freight, packing & forwarding, transit insurance and bank charges will be applicable as extra.
2.
For consignment value above Rs.20,000/- F.O.R. Terms applicable will be F.O.R. destination, i.e. freight,
packing & forwarding, transit insurance and bank charges will be borne by the supplier.
For such items for which tenders are invited on Ex-Works basis, Ex-Works term will be applicable irrespective of
the consignment value.
The above terms and conditions shall apply to all orders for supplies as may be placed by the Undertakings on
supplier pursuant to tender for Rate Contract/Trial Rate Contract invited and accepted by the Standing Committee
(S&C).
17.
a)
The offer of the firms for quantity, volume and turnover linked discount/reduction in prices during the
pendency of contract shall be accepted in case such subsequent discount/reduction in prices is equal to or
above 2% from their basic prices.
b)
Such reduced rates/discounts shall remain in force till the end of the contract.
c)
In case a firm offered such discounts/reduction in rates, the firm shall not be eligible for price increase for
the period of minimum one year except in respect of contracts where prices were adjusted quarterly. The
request for price increase shall only be considered after one year as per the calendar of Price Variation
Clause.
d)
For the extension of existing discounts/reduction in rates, criteria mentioned above at (a), (b) & (c) shall be
made applicable.
Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
43
18.
e)
In respect of offer of a firm for the change in existing discounts slab the net benefit to STU shall be
worked out. Such offer shall be accepted as per the criteria mentioned above at (a), (b) & (c).
f)
In respect of the offer from the firm to STUs for discount/reduction in rates, which are not in line with the
above criteria, STUs and firms shall be informed regarding non-acceptability of such offer. Rate
Contract/Trial Rate Contract issued by the Standing Committee (S&C) and the prices and the terms and
conditions of supply shall automatically stand accordingly changed with effect from the date of offer of
lower rates and/or better terms by the supplier irrespective of the supplies made to Undertaking against the
offer.
a)
The tenderers who are regular O.E suppliers to M/s Tata Motors / Ashok Leyland/ Both / well established
with impeccable brand image can furnish their printed price list and declare the maximum discount
applicable on MRP. They shall also have to indicate Sr. No of their price list in the item schedule.
b)
For those Items that are not in the item schedule but are in the price List of the tenderer, the tenderer shall
clearly spell out whether the discount is applicable to such items also.
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Sr TO (Tender Cell)
AD (Rate Contract)
Auditor
Secretary, SC (S&C)
44