Rate contract for Empanelment of Licensed vendors/ Firms/Chemist Shops for supply of Medicines, Surgical and consumables on day to day basis to Divisional Railway Hospital,South Eastern Railway/Khara…

Commercial-Compliance

• ENTERING THE DISCOUNT RATES WHILE BIDDING Example of bidding: Basic Rate- Rs.100.00, Uncond. Discount- (Whatever discount supplier want to give on MRP) %,Packing Charges- Rs.0.00,Forwarding- Rs.0.00 Freight-Rs.0.00, GST- Extra 00.00% At the time of bidding you have to fill only 2 details i.e. Basic Rate as (100 Rs) and Un conditional Discount in %. Please enter Basic Rate as 100 Rs only. Whereas other details will be like Packing Charges- Rs.0.00, Forwarding- Rs.0.00 Freight- Rs.0.00, GST- Extra 00.00%

  Document required

• FINANCIAL CAPABALITIES

  1. Details of registration with any Government/Private/corporate Hospitals and past experience of supply to Government/Private/corporate Hospitals for establishing the performance/Capacity of the vendor. Documents related to registration and contract copies along with satisfactory working in these organizations should be attached.
  2. EMD/SD based on the annual estimated value of rate contract should be deposited by vendors online on IREPS portal as per extent instructions. 3.
  Document optional

• FINANCIAL CAPABALITIES

  1. Average Annual Turnover of the vendor for the last three completed financial years (FY 2023-24, 2024- 25 & 2025-26) prior to date of opening of tender should be equal to or more than three times the average annual value of retail local purchase procurement made by that Railway hospital in the last three completed financial years. or Three times the estimated annual value of purchase, whichever is higher.
  2. Vendor should show profits in at least two out of the three last three financial years. Balance sheet/Profit-loss account certified by CA should be attached for this purpose.
  Document required

• Services should be available 24x7 or •Supply /delivery of the items shall be done as per the local requirements. •Items shall be supplied on the same day preferably before the closure of OPD, if the indent has been placed at least 4 hours before closure of OPD timings. •In cases of life saving emergencies, vendor should be able to supply the item on a short notice preferably within one/two hour of being intimated on phone /Whatsapp/message etc as decided. •Different time limits can be set for different medicines as per local requirements. •Timely supply against the supply order along with full quantity and quality/brand etc as asked shall be the essence of the contract. •Medicines should be supplied by the same quality/ brand etc as mentioned in the supply order. No alternate or substitute will be accepted. However, in case there is no option, the indenting officer will obtain permission from Chief Medical Superintendent, DRH/S.E.Railway/Kharagpur OR nominated SAG/JAG IRHS Officer, not below the rank of DMO for accepting any alternative medicines in consultation with the treating doctor. •Bill should be verified by Pharmacist in-charge of local purchase and by the doctor looking after the medical stores before same is submitted to the bill passing authority i.e Chief Medical Superintendent, DRH/S.E.Railway/Kharagpur OR nominated SAG/JAG IRHS Officer, not below the rank of DMO. For timely payment to vendors , schedule for processing of bills should be decided in consultation with finance

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• EMD / PG EMD @ 2% on advertised bid value (refundable for unsuccessful bidder after finalization of tender and for successful bidder after completion of contract) is to be deposited online. After finalization of tender successful bidder has to pay Performance Guarantee (PG) @ 5% on total rate contract value.

  Document required

Please enter the percentage of local content in the material being offered.

Please enter 0 for fully imported items, and 100 for fully indigenous items.

The definition and calculation of local content shall be in accordance with the Make in India policy as incorporated in the tender conditions.

Technical-Compliances

• Vendor(s) participating in Tender must have Valid License as per Drug & Cosmetic Act 1940. If the license is renewed, the renewal certificate/ receipt of renewal copy must be attached.

  Document required

Special Eligibility Criteria

• GST DETAILS Photocopy of the valid GST Registration certificate should be submitted.

  Document required

• PAN CARD Photo copy of PAN Card should be submitted

  Document required

• Vendor(s) participating in Tender should not be blacklisted /de- registered and should not have been blacklisted/de-registered by any other Govt. Institution/Organization during the last three years for supplying sub- standard medicines/Other items or on any other grounds in this regard the declaration must be submitted for the same on Firm's letterhead by vendor/bidder.

  Document optional

• MANDATORY CONDITION Tender would be finalised for the vendor who could offer the maximum discounts on Medicine, surgical items and consumables.

• OWNER SHIP DOCUMENTS All firms should produce documentary evidence for Ownership of their Shops/ Godowns. In case of Authorized Vendors/Stockiest/retail shops, running business on rented premises, copy of valid rental agreement must be submitted along with the application

• ANNUAL GROSS TURNOVER A copy of the annual gross turnover certified by CA, Should accompany the application. It must be insured that the membership number of the concerned CA is also mentioned.

  Document required

• The prospective tenderers are advised to understand the scope of supply and terms and conditions and acceptability of the offer can be considered by competent authority based on the tender documents of Railway and bids submitted by the vendors.

  1. The Vendors/firms/distributors/cheist shop should be situated within the radius of Approx 10 (ten) KM from Divisional Railway Hospital Kharagpur West Begngal 721301. The Vendors/firms/distributors/chemist shop should arrange supply at S. E. Rly Divl. Hospital , Kharagpur and Health Units at Kharagpur, Santragachi, Shalimar, Mecheda, Tamluk & Balasore and for this no extra cost / delivery charges etc. will be permissible.
  2. Vendor should be able to supply the above items 24x7 at , Divisional Railway Hospital/Kharagpur West Bengal 721301 i.e. round the clock when asked. Supply of items in Retail Purchase should be made on the same day preferably before closure of OPD, if indent has been placed 4 hrs before closure of OPD timings. Items for which orders are placed before 12.00 hrs should be supplied and delivered before 15.00 hrs on same day to the hospital. In case of life saving emergencies, vendor should be able to supply the item on a short notice, preferably within 1hr of being intimation.
  3. Unclaimed medicines will be returned on monthly basis. The cost will be deducted from the next month's bill accordingly.
  4. Shop should be willing to accept cashless services on billing system on monthly basis. Payment will be made through NEFT on receipt of bills in duplicate along with Delivery challan copies on monthly basis.
  5. The vendor should have adequate qualified manpower, facilities for maintaining proper storage and cold chain supply system.
  6. Valid drug license for storage and supply of drugs as stipulated by the local authority of the concerned state government. Also, valid license/legal/local formalities for establishment as well as manpower.
  7. Copy of valid Pharmacist/Chemist License issued by the Competent Authority.8 .Copy of Affidavit stating that contract of the bidder is not prematurely terminated by any Govt./PSU Hospital in last three years.
  9. A Copy of the latest GST deposit Challan of the vendor should be attached with the technical bid.
  10. Self-attested Copy of Pan Card of Proprietor/Partner should be attached with technical bid.
  11. Performance Certificate from the institution where the firm has been supplying Medicines should be
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• Provided if any. DRUG LICENSE : Vendor (S) must hold the valid licenceas on the date of submission of bid in the specified forms issued by the Drug control authority of the state under the provisions of Drugs and cosmetics act 1940 (photocopy duly attested by public notary) . The successful bidder will further ensured that the license a remain valid on date of bid opening and till the end of contract period.

  Document required

• Cancelled Cheque

  Document required

• BALANCE SHEETS Vendor should submit CA certified balance sheets of last three financial years (Vendor should show profit in at least two years out of the last three years). The balance sheet and all other financial documents attested / certified by CAs to substantiate fulfillment of Financial Eligibility Criteria should be with UDIN, failing which the offer is likely to be rejected without any further reference.

  Document required

• INCOME TAX Income-Tax return acknowledgment: - Self- attested Income-Tax return acknowledgment for the last three financial years of the firm, should invariably accompany the application.

  Document required

An Affidavit on non judiciary stamp paper of Rs 100/- duly notarised must be submitted by the tender for declaration his/ her truthfulness. .

Payment Terms

• 100% payment against receipt, inspection and acceptance of material by the consignee at destination.

Statutory Variation Clause

• Statutory Variation in taxes and duties, or fresh imposition of taxes and duties by State/ Central Governments in respect of the items stipulated in the contract (and not the raw materials thereof), within the original delivery period stipulated in the contract, or last unconditionally extended delivery period shall be to Railways' account. Only such variation shall be admissible which takes place after the submission of bid. No claim on account of statutory variation in respect of existing tax/duty will be accepted unless the tenderer has clearly indicated in his offer the rate of tax/duty considered in his quoted rate. No claim on account of statutory variation shall be admissible on account of misclassification by the supplier/ contractor.

Option Clause

• The purchaser shall be entitled to vary the order quantity upto +/- 30% anytime within the delivery period (including extended delivery period) on the same terms and conditions. The increase in quantity with respect to the tender quantity can be done even at the time of ordering and the tenderer shall be bound to accept the quantity so ordered on the basis of his original offer. The purchaser shall be entitled to exercise +/- 30% option clause in one or more than one instalment as long as the total variation in quantity does not exceed the limit of 30% of ordered quantity.

Standard Governing Conditions

• IRS Conditions of Contract The contract shall be governed by latest version (along with all correction slips) of IRS conditions of contract, and all other terms and conditions incorporated in the tender documents.

• General Conditions of Contract The contract shall be governed by latest version (along with all correction slips) of General Conditions of Contract, and all other terms and conditions incorporated in the tender documents.

General Instructions

• Placing of order and supply of materials The supply order/s will be given as per RB policy to the empanelled vendor/s and the indented items to be supplied along with GST invoice ( in favour of CMS/SER/KGP) in triplicate.

• The purchaser shll have the right to ask the vendor to show the purchase bill for the medicine /other items to ensure genuiness of items being supplied.

• 1. The procurement will be governed under the guidelines of New Drug Procurement Policy for Railway Hospitals/Health units, etc. vide Railway Board's letterno.2014/RS (G)/779/13, dated03.02.2015, Letter no- 2017/H/4/1/Local purchase dated 31/10/2018 &Railway Board's letter No.2017/H/4/1/Local Purchase (E- 3236402) Dated:31.07.2023.
  2. Condition of Contract: - Firm will have to abide by the I.R.S .Conditions of Contract and rules and regulations issued by the Railways from time to time. All registered firms are expected to maintain absolute integrity, follow a decent standard of business ethics and do nothing unbecoming of a registered supplier.
  3. No substitute will be accepted at the time of supply. The items supplied must be of the same brand and company as ordered. Only in exceptional circumstances where the brand asked is not available, any change in order can only be done by Store in- charge. 4 . Drugs and medical stores have to supply at contracted discount on Retail rates. 5 .Payment will be online directly to the banker's bank account. The bills in Duplicate along with challan copies are required for payment on monthly basis. 6 . The supplier will replace these items if found unsatisfactory free of cost including the amount of supply that has been consumed. For such an offence, the firm can also be deleted from the Empanelment list. 7 . Bills will be verified by Pharmacist I/C Local Purchase and Chief Pharmacist and then scrutinized by Medical Officer as nominated by CMS/DRH/KGP for onward submission to paying authority. Bill formats & other documents shall be as advised by CMS/KGP & Accounts Dept of KGP division. The vendors should adopt with the interface required for Railway Hospital Information System (HMIS). 8 .Payment will be made through electronic transfer as per submitted bank details by the competent authority on submission of bills in duplicate at end of the month. Sr. DFM/KGP/S.E.Rly will be paying authority. 9 .PENALTY: CMS/KGP reserves the right to decline to register any firm, or to remove the name of any firm either for a specific period, or permanently from the Approved List without assigning any reason and his decision shall be final. 10. The contracted discount on MRP will be valid for a period of two years and the extended period if any. 1 1 . Railway reserves the right to get the supply samples tested/checked by Govt. Lab and other approved testing laboratories. In case any of the samples is found Sub-standard, Railway reserves the right to cancel the agreement and to de-list the supplier for any supplies and to inform Drug Controller of India for any suitable action/penal action. Supply of Sub-standard medicines will be dealt as per Railway Board policy. 1 2 . Packaging and Delivery requirements: Standard packaging norms based upon the Medicines requirements shall be followed as per extant practice and norms. Delivery shall be made by the supplier in accordance with the
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• Local requirements All documents should be scanned and uploaded on the IREPS portal latest by date and time mentioned in schedule of tender process. . The documents should be clear and legible. No offline document will be accepted.

• General terns & conditions will be followed as per standard GCC 2018 revised conditions with latest modifications.