New Vendor

Contains:

1. What is the NEFT Form ?
   1. All payments from IIT Delhi to vendors are through the National Electronic Fund Transfer or through Real-Time Gross Settlement. We do not post Cheques.
   2. We therefore require vendors to enroll themselves with IIT Delhi using the NEFT Form below and enclosing a cancelled Cheque. After the NEFT form is processed, a Vendor ID is given to the vendor. It is against this vendor ID that payments are released.
   3. PLEASE NOTE THAT PARENTHESES ARE NOT ALLOWED IN VENDOR NAMES.
   4. SO ABCD (INDIA) PVT LTD will have to be written as ABCD INDIA PVT LTD .
2. What is a Proprietary Certificate ? What is the format for Proprietary Certificate ?
   1. When we buy things, we usually float a tender asking prospective vendors to respond with quotes. The minimum desired number of received quotes must be three quotes for comparison. Once we are convinced that the quotes comply technically with what we want to buy, we choose the vendor with the lowest quoted price (the 'L1' vendor).
   2. However, if the item being purchased is made by only one OEM / Principal / Manufacturer, then we can only get ONE quote. In this case, we ask the Principals / manufacturer to provide a Proprietary Certificate - this certifies that this item is made ONLY by this firm and there is no other firm making a similar item with the similar technical specs.
   3. The format of this Ceriticate is as given below at the end of the page.
3. What is the 2-envelop bid system ?
   1. The supplier shall submit the tender(quotation) in two envelopes.
   2. The first envelope (Technical Bid) shall contain all the documents referred to in Item 2 above and be sealed.
   3. The second envelope (Commercial Bid) shall contain the Schedule, in which the supplier shall register the cost / rates of supply. The second envelope shall also, likewise, be sealed.
   4. Both the envelopes then should be put together, and be sealed in an envelope. The Technical Bid shall be opened first to ensure that supplier have submitted all the requisite documents. If the Technical Bids are not in order or are deficient in some respect, the commercial bids in respect of such tenders shall not be opened. The date and time of opening the financial/commercial bids shall be decided after opening all the Technical bids.
   5. Do you have a Freight Forwarder ?
   6. Yes. Costs are to be quoted FOB (Freight-On-Board). The tax component of the prices quoted, if applicable, are to be quoted separately.
   7. The freight payment and customs clearance will be done by IIT Delhi through its Authorised Customs handling Agent ( http://www.prakashfrt.com/contact.html ) M/s PRAKASH FREIGHT MOVERS LTD. HEAD OFFICE - DELHI, C-130, First Floor, Naraina Industrial Area, Phase - 1, New Delhi - 110 028 Phones : +(91)-(11)-42228222 (20Lines), 011-25897161-7166 Fax : +(91)-(11)-25897167
   8. IIT Delhi has its own clearing agent to clear the consignment from New Delhi customs at special prices. These special customs duties are levied only on those items which are imported against a Purchase Order from HT Delhi. They do not apply to items in bonded warehouses or to "high-seas" sales .
4. Terms and conditions for submitting quotations:
   1. Note:
   2. All vendors may please submit the quote within 21 days of the public display of this Notice Inviting Quotations (quotes may be signed, scanned and sent by email only if they are proprietary products costing less than Rs.1 lakh)
   3. Quotations can be posted to:
   4. Prof.Subrat Kar
   5. Block 2A-114,Bharti School of Telecommunication Technology and Management,
   6. IIT Delhi, Hauz Khas, New Delhi 110016 India
   7. The following documents should be enclosed with the quotation:
      1. Suppliers should be either manufacturer or authorized dealer of the said equipment and, in the case of import orders, should submit the proof for the same (Enlistment Certificate with the Department of Expenditure, Ministry of Finance, GoI / Import License or Import Certificate
      2. – see http://dgsnd.gov.in ).
      3. Also, the suppliers should state whether they are a Proprietary Firm, Partnership Firm or a Private/Public Limited Company and furnish the proof for the same.
      4. The names of the organizations and Department to which similar equipment have supplied.
      5. VAT Registration No. & TIN
      6. Technical specifications offered by the Supplier.
      7. Technical compliance table
      8. Proprietary certificate, if any : where the products are proprietary and quoted by the Principals /Manufacturers, a Proprietary Certificate must be attached (on the letterhead of the Principals / Manufacturers)in the format given at http://web.iitd.ac.in/~subrat/ProprietaryCertificate.doc
      9. Financial terms and conditions which are acceptable to the vendor -
         1. whether the terms of payment of IIT Delhi are acceptable or not,
         2. what is the acceptable mode of payment
         3. what are the bank details of the vendor ,
         4. what is the supply schedule,
         5. what is the validity duration of the quote (preferably till the the end of the financial year)
         6. what are the taxes
         7. what is the estimated freight and shipping
         8. confirmation the costs quoted are FOB/FOR
   8. All quotes should be in the two-envelop bid system.
   9. The supplier shall submit the tender(quotation) in two envelopes.
   10. The first envelope (Technical Bid) shall contain all the documents referred to in Item 2 above and be sealed.
   11. The second envelope (Commercial Bid) shall contain the Schedule, in which the supplier shall register the cost / rates of supply. The second envelope shall also, likewise, be sealed.
   12. Both the envelopes then should be put together, and be sealed in an envelope. The Technical Bid shall be opened first to ensure that supplier have submitted all the requisite documents. If the Technical Bids are not in order or are deficient in some respect, the commercial bids in respect of such tenders shall not be opened. The date and time of opening the financial/commercial bids shall be decided after opening all the Technical bids.
   13. Quotations sent by mail should be superscribed as “Quotation for ...................... : <Vendor Name>” - emailed quotes must have this in the Subject line
   14. Quoted prices must be US Dollars($) / Euro / INR(`) only
   15. Delivery schedule must be stated explicitly.
   16. IIT Delhi reserves the right to make any changes in the purchase requirements / quantities.
   17. Costs are to be quoted FOB (Freight-On-Board). The tax component of the prices quoted, if applicable, are to be quoted separately.
   18. The freight payment and customs clearance will be done by IIT Delhi through its Authorised Customs handling Agent ( http://www.prakashfrt.com/contact.html ) M/s PRAKASH FREIGHT MOVERS LTD. HEAD OFFICE - DELHI, C-130, First Floor, Naraina Industrial Area, Phase - 1, New Delhi - 110 028 Phones : +(91)-(11)-42228222 (20Lines), 011-25897161-7166 Fax : +(91)-(11)-25897167
   19. M/s PFM have tie-ups with freight agents in almost every country - (Vendors: please refer to the list (scanned PDF file) at the end of thie page for the freight partner in your country.)
   20. IIT Delhi has its own clearing agent to clear the consignment from New Delhi customs at special prices. These special customs duties are levied only on those items which are imported against a Purchase Order from HT Delhi. They do not apply to items in bonded warehouses or to "high-seas" sales .
   21. The typical mode of payment is 100% against invoice after complete delivery. Part delivery and part / phased payments are not admissible.
   22. Any other terms of payment need special clearance and may incur additional delays. For payments in foreign currencies:
   23. For large payments in foreign currencies, payments can be made by Irrevocable L/C.
       1. For small value purchases in foreign currencies, payments can be made
          1. Wire Transfer (please state Wire Transfer charges if any along with Bank details)
          2. by US Dollar Draft payable to the foreign firm.
          3. Advance Dollar Draft : If this payment is to be received by their Indian agents, a letter of authority must he obtained from the foreign principals authorizing the India agent to receive the payment on their behalf. Payments; are sent by registered courier (Speed Post within India) within a week of satisfactory delivery and submission of invoice.
          4. For any other mode of receiving payment, special clearances and letters of authority will have to be submitted:
   24. If the items quoted for are proprietary in nature, please include a proprietary certificate stating that "The items quoted for are proprietary in nature and are manufactured solely by <...> ".
   25. If the quote is being submitted by the representative of the Principals / manufacturers themselves, a valid Agencyship / Dealership certificate authorizing the agent to quote to IlT Delhi on behalf of the principals should be enclosed.
   26.  IMPORTANT ! A copy of the order enlisting the Indian Agent with the Department of Expenditure, Ministry of Finance, Govt of India should be enclosed – this is a mandatory requirement to prevent audit objections by Government Auditors.
   27. Please see DGS&D website http://dgsnd.gov.in for rules regarding Compulsory Enlistment of Indian Agent of Foreign Suppliers.
   28. If the order is to be placed on any entity other than the authorized agent or their principals, the necessary certificate of authority clarifying the relationship of the third party with the principals and/or the agents should be provided.
   29. IIT Delhi reserves the right to accept / reject any or / all quotations without assigning any reason.
   30. All Bank Charges payable in India are to Buyer's (opener's) Account and bank charge s's in seller's country are to seller's (beneficiary's) account.
   31. All bank charges outside India including confirmation charges if any have to be borne by beneficiary (applicable for International firms)
5. Please clearly mention terms for comprehensive warranty / training / installation etc.