SUPPLY OF RAW MATERIAL FOR MAKING FURNITURE IN JAIL FACTORY

Buyer Added text based ATC clauses MODEL JAIL, CHANDIGARH TENDER DOCUMENT FOR SUPPLY OF RAW MATERIAL FOR MAKING FUR NITURE IN JAIL FACTORY (2026-27)

• 1.INTRODUCTION Model Jail, Chandigarh, Union Territory Chandigarh, invites BoQ/custom bid/ARC for the supply of raw mate rial for making furniture in Jail Factory. The objective of this custom bid/BoQ/ARC is to ensure continuous a vailability of raw material for making furniture in Jail Factory. Procurement shall be done through the Government e-Marketplace (GeM) in accordance with GFR 2017, procurement manuals & instructions of G ovt. issued from time to time.
• 2.GENERAL INFORMATION Name of Department: Model Jail, Chandigarh. Tender Title: Supply of raw material for Jail factory (2026-27). Tender Type: ARC/BoQ/custom bid (Two-Bid System: Technical + Financial). Mode of Bidding: Government e-Marketplace (GeM Portal). Total Tender Value: Rs. 2,00,00,000. Delivery Location: Model Jail, Sector 51, Chandigarh – 160047. Contract Period: 01 year + 1 year extension (subject to the condition specified in the bid documen t). Bid Validity: 180 Days from Bid Opening. Bid Start Date: Bid End Date:
• 3.EARNEST MONEY DEPOSIT (EMD) AND PERFORMANCE GUARANTEE EMD (2%): Rs. 4,00,000 must be deposited in the form of Demand Draft, Fixed Deposit Receipt, Banker's C heque or Bank Guarantee including e-Bank Guarantee from any Scheduled Bank in favour of Superintende nt, Model Jail, Chandigarh. No cheque will be accepted. EMD is refundable after award of the contract. The EMD should be valid for 45 days beyond the final bid validity period as per Rule 170 of GFR. Exemption fro m EMD shall be granted to MSME/NSIC registered firms as per GFR Rule 170. Performance Guarantee (ePBG): 5% of the total contract value to be deposited within 10 days of issue of s upply order and valid for 14 months (01-year contract period + 60 days beyond the contract period). Mode of Selection: The tender shall be evaluated and awarded on an item-wise basis. The bidder quoting t he lowest rate (L1) for an individual item shall be considered for award of that particular item, subject to f ulfillment of all eligibility criteria, technical specifications and other terms and conditions of the bid docume nt.
• 4.ELIGIBILITY CRITERIA
• 1.Experience: Minimum 3 years supplying of raw material for manufacturing of iron/wooden furnitur e to Government Departments /PSUs /Institutions. NOTE:-No exemption in experience and turnover will be granted to MSE registered firm

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• 2.Turnover: Average annual turnover of Rs. 1.00 crore during FY 2022-23, 2023–24 & 2024–25 duly signed by the Chartered Accountant (alongwith UDIN).
• 3.Office Location: Registered office/shop in Tricity (Chandigarh, Mohali, Panchkula).
• 4.Blacklisting: Notarized affidavit on stamp paper confirming that the bidder has never been blacklisted and the affidavit should not be more than 30 days old from the bid date.
• 5.Required Documents: PAN, GST, MSE Certificate, Office Proof (rent agreement, electricity bill, etc. ), Work Experience, EMD Proof, Integrity Pact.
• 6.An undertaking regarding acceptance of all terms & conditions and additional terms & conditions of bid document will be uploaded by the participating bidders in the following performa: “All the terms & conditions and additional terms & conditions mentioned in the Bid Document havi ng Bid number _________ dated ________ are accepted”.
• 5.SCOPE OF WORK The supplier shall ensure timely delivery of quality raw material for making furniture as per appr oved BOQ (Annexure A). Supplies include raw material for manufacturing of iron /wooden furniture and oth er essential commodities required by factory of Model Jail. Supplies shall be delivered to Model Jail Store, S ector 51, Chandigarh.
• 6.TERMS AND CONDITIONS
• A.Financial Terms:- Rates must be firm and inclusive of all taxes, duties, freight, and delivery charge s on F.O.R. basis. Payments shall be made fortnightly — bills from 1st–15th paid by 30th, and 16th –30/31st by 15th of next month. Rates remain fixed during contract period; no escalation shall be entertained.
• B.Delivery and Quality Control Supplies must be delivered within 1 day. Materials will be inspected upon receipt. Substandard goods must be lifted within 24 hours, else demurrage @ 0.5% per day o f the value of delivered substandard work order/lot applies. At least 75% of its total shelf life r emaining on the date of delivery. Material having expired shelf life or insufficient remaining sh elf life shall not be accepted.
• C.Penalties and Termination: - Repeated penalties (5 or more) will lead to blacklisting up to 3 years. Risk purchase may be done at supplier’s cost for default. The Inspector General of Prisons, UT Cha ndigarh, may terminate the contract at any time.
• D.Performance Guarantee will be forfeited for non-performance or breach of contract. It will be relea sed only after successful completion of contract.
• E.Administrative Provisions Free schemes by manufacturers shall be extended to Model Jail. Subcon tracting is not allowed. TDS will be deducted as per rules, if applicable. The Inspector General of th e Prisons, UT, Chandigarh reserves the right to accept or reject any tender without reason.
• 7.DOCUMENTS TO BE UPLOADED BY THE BIDDER
• 1.EMD Proof.
• 2.PAN Card.
• 3.GST Registration Certificate.
• 4.Proof of registered Office or branch office or shop in Tricity (Chandigarh, Mohali or Panchkula). Pro of of rent agreement, water/electricity bill, GST certificate etc.
• 5.UDIN-Annual turnover for last three financial year’s duly certified by Chartered Accountant (FY 20 23-24, FY 2024-25 and FY 2025-26).
• 6.Proof of having minimum 3 years’ experience for supply of raw material for making furniture items with Govt. entities/PSUs.
• 7.Non-Blacklisting Affidavit (notarized) as per Annexure C.
• 8.Proof of having MSE Certificate (if applicable).
• 9.Integrity Pact (Signed & Notarized) as per Annexure B.
• 10.Self-Declaration accepting all terms & conditions as per Annexure G.
• 11.Undertaking of financial standing (Solvency certificate duly certified by Bank or Chartered Account ant) as per Annexure F.
• 8.INTEGRITY PACT All bidders must sign and submit the Pre-Contract Integrity Pact (Annexure–B) on Rs. 100 stamp paper, duly notarized. This pact ensures transparency and prohibits corrupt practices. The Integrity Pact sh all form part of the final agreement.
• 9.VARIABLE TERMS SUMMARY (AS PER GEM) Tender Value: Rs. 2,00,00,000 EMD (2%): Rs. 4,00,000 Performance Guarantee: (5%) to total tender value Contract Duration: 12 months Delivery Schedule: Within 2–3 working days. Average Annual Turnover: Rs. 1.00 crore (FY 2023–26). Experience: 3 years Govt/PSU. RA option will be applicable before opening of financial bid. No exemption for MSME (Traders). The bid evaluation will be done on the total value wise evaluation. Time will be allowed for technical evaluation for 2 days. Additional Terms and Conditions: -
• 1.The bid must be accompanied by earnest money of Rs. 4,00,000/- being EMD percentage 2% in t he form of Demand Draft, Fixed Deposit Receipt, Banker's Cheque or Bank Guarantee including e- Bank Guarantee from any Scheduled Bank in favour of Superintendent, Model Jail, Chandigarh whi ch is refundable after the award of the contract. L-1 parties to whom bid allotted the firm have to d eposit the performance guarantee which will be valid for 14 months (contract period + 60 days) is 5% of total value of items allotted to them within 10 days of issue of contract order for the supply of items. The performance guarantee so collected will be released after the faithfully execution / c ompletion of the contract. The amount of earnest money shall not be accepted through cheque. The amount of earnest mone y, if any, lying with the Institute or any other pending amount will not be adjusted against the pres ent tender.
• 2.Exemption with regard to EMD is only for the MSE as per GFR Rule-170. Proof in this regard must be attached.
• 3.The vendor has to submit one rate (inclusive of all overheads) item wise in the financial bid. After the completion of the contract, in case further extension be granted, the performance guarantee s hall be obtained on the basis of total contract value enhanced due to extension of contract.
• (a)In Case of GST invoice, Institute name, address and GST No. must be indicated/printed by the fi rm/tenderer.
• 4.Under no circumstances shall any tenderer quote rates for any item that are unreasonably high or unreasonably low, wherever applicable. Any such bid may result in penal action under the relev ant provisions of the applicable Act or any other action deemed appropriate by the organization.
• 5.In case of any increase/decrease in the GST in respect of any item(s) under this tender during th e currency of the contract, the increased/decreased GST shall be applicable for that particular item
• (s)irrespective of the approved rates contained in the contract letter.
• 6.The buyer can increase or decrease the contract quantity upto 25 percent at the time of issue of the contract, however, once the contract is issued, the contract quantity can only be increased up to 25 percent. Bidders are bound to accept the revised quantity.
• 7.The rates quoted by the bidder shall be on an F.O.R. (Institute) basis, inclusive of all freight, insur ance, handling and incidental charges, and shall remain applicable irrespective of the quantity ord ered. The supplier shall ensure timely delivery of the goods at the respective Institute premises, an d no additional charges whatsoever shall be payable by the purchaser on account of transportatio n, packing, forwarding, or any other incidental expenses.
• 8.The Prison Department also reserves the right to withdraw any item mentioned in the BOQ and n o compensation shall be payable for the same.
• 9.The Prison Department shall not be in any manner concerned with internal affairs of the tenderer s i.e. dispute and dis solution, etc. or affairs concerning any other (third) party that supplier may be having. 10. (a) In case of non-supply/short supply/inferior quality supply, the items shall be purchased at the risk and cost of the tenderer and the amount spent in excess of the approved rates shall be recove red from the pending bills and security deposit. In this eventuality, the security deposit will be forf eited. If at any time, the penalty levied/recoverable during the contract period exceeds the securit y amount, then the Institute reserves the right to withdraw the item(s) and further blacklist the ten derer upto three years from participating in Institute tenders.
• (b)In case penalty is imposed as per GTC of GeM for more than 5 times on the tenderer on accoun t of non-supply/short supply/poor quality supply/late supply to the Institute/Unit the contract is liabl e to be considered for cancellation, forfeiture of security and blacklisting of the tenderer’s /firm upt o the period of 3 years.
• 11.The Prison Department shall be at liberty to purchase the items from Government approved agen cies or from Govt. Buffer Stock and the tenderer shall have no objection to it.
• 12.The tenderer shall be duty bound to provide the supply of items contracted for to the extent inde nted during the contract period.
• 13.Payments will be processed on fortnightly basis i.e. in batches of 1st to 15th and 16th 30th/31st o f each month. Payment of each batch will be released within 15 days of close of each batch. Thus, while payment of bill from 1st to 15th of a month will be made upto 30th of the same month, paym ent for bills in the batch of 16th to 30th / 31st will be released before 15th day of next month.
• 14.The contract, if awarded, for specific period, can be terminated at any time without assigning an y reason, whatsoever, even before the expiry of the contract period.
• 15.The Inspector General of Prisons, UT Chandigarh shall reserves the right to accept or reject any or all the tenders without assigning any reason whatsoever.
• 16.Any dispute is subject to the jurisdiction of Chandigarh only.
• 17.TDS will be deducted as per rule if applicable.
• 18.The tenderer must have his registered Shop or Office in Tricity i.e. Chandigarh, Mohali & Panchkul a for supply, service and support of items, issue of GST ITC Bills and for participating in the tender.
• 19.The number of items mentioned in the Tender are tentative/indicative and can be increased as pe r requirement of the Prison Department. The Prison Department also reserves the right to withdraw any item mentioned in the Tender Form and no compensation shall be payable for the same.
• 20.The bidder/agency must give an undertaking that it has never been blacklisted/Debarred by any Government Autonomous/PSU type organizations throughout India etc. duly notarized not older tha n 30 days.
• 21.The bidder shall quote the rates of all items mentioned in order as given in bid document.
• 22.The supply of the material shall be made strictly as per the requirement of the Prison Department from time to time i.e. as and when required. In case he failed to do so, Department shall be at liber ty to forfeit the security deposit, cancel the supply order and get the supplier blacklisted as per pol icy of Chandigarh Administration.
• 23.Demurrage charges in case the rejected items are not lifted by the firm within 48 hrs. the demurr age charges at the rate of 0.5% per day of the rejected work order/lot will be charged. In case the i tems are not lifted within a month, the same will be destroyed by the station board of officers and no claim will be admitted on Demurrage charges to the tenderer.
• 24.Experience Criteria: The bidder or its OEM of the product offered in the bid {themselves or throug h reseller (s)} should have regularly, manufactured/supplied same or similar Category Products to any Central/State Govt. Organization/PSU for number of financial years as indicated above in the bi d document before the bid opening date. Copies of relevant contracts and delivery acceptance cert ificates like CRAC to be submitted along with bid in support of having supplied some quantity durin g each of the financial year. In case of bunch bids, the category of primary product having highest values should meet this criterion.
• 25.List of items along with yearly requirement is attached as Excel sheet.
• 26.It is hereby clarified that the OEM-related turnover and experience criteria as reflected in the GeM Portal shall be treated as optional for the purposes of this procurement. Accordingly, the absence o f OEM credentials for one or more items shall not render the bid of the respective vendor as non-re sponsive, provided that the vendor otherwise meets all other eligibility and technical requirements stipulated in the bid. This relaxation is proposed specifically for this procurement to ensure wider p articipation, healthy competition, and value for money, without dilution of quality standards.
• 27.All the terms & conditions mentioned in the bid shall be binding and operative between the tende rer (supplier) and the Institute.
• 28.Bidder must quote the rates of all the indented items. In case, bidder does not quote the rates of s ingle items or many items, he shall not be considered in the bid and he will be disqualified from th e bid. ANNEXURES Annexure–A: Bill of Quantity (BOQ). Annexure–B: Integrity Pact (To be attached separately) Annexure–C: Self-Declaration of Non-Blacklisting. Annexure–D: Checklist of Documents. Annexure–E: Price Bid Format. Annexure-F: Financial Standing (Solvency certificate duly certified by Bank or Charte red Accountant) Annexure-G: Self-Declaration accepting all terms & conditions Forfeiture: The EMD shall be forfeited if the bidder withdraws, modifies the bid, fails to furnish the Performance Guarantee, or refuses to execute the contract after award . Refund: EMD is refunded to unsuccessful bidders after finalization and to the succe ssful bidder after submission of the Performance Guarantee. Force Majeure: In the event of any delay or failure in the performance of contractual obligations due to causes beyond the reasonable control of the bidder or the department, such as act s of God, war, civil commotion, natural calamities, epidemics, or government restricti ons, neither party shall be held liable for such failure or delay. The affected party shal l inform the other party in writing within seven (7) days of the occurrence of such eve nt, duly supported by documentary evidence. The time for performance shall be exte nded accordingly, without any financial claim on either side. Blacklisting / Debarment In accordance with the Policy on Blacklisting, 2009 of the Chandigarh Administration ( Notification No. 1927-F&PO(3)-2009/1170 dated 27.02.2009):
• 1.The bidder/supplier shall be liable to be blacklisted or debarred from future tender s/contracts for misconduct, fraudulent act, or default as defined below.
• 2.Grounds for Blacklisting: · Submission of false, forged, or fabricated documents or misrepresentation of f acts. · Failure or refusal to execute the contract, or persistent default in timely delive ry/supply. · Supply of substandard, spurious, or adulterated goods affecting quality or pub lic safety. · Breach of any tender or contract condition. · Corrupt, fraudulent, coercive, or collusive practices. · Any act prejudicial to public interest or national security.
• 3.Procedure: The concerned firm shall be issued a show-cause notice and given an opportunity of being heard before blacklisting. A speaking (reasoned) order shall be issued and com municated to the firm. Such orders shall apply to all Departments, Boards, and Corpo rations under the Chandigarh Administration.
• 4.Duration: Normally up to 3 years, and in exceptional cases, for a longer period or in perpetuity, depending on the gravity of the offence.
• 5.Appeal: The affected party may submit an appeal or representation within 30 days from the c ommunication of the order to the competent authority, whose decision shall be final.
• 6.Jurisdiction: The jurisdiction for any dispute will be of Chandigarh Court only.
• 7.Extension of Contract period: The Contract shall remain valid for a period of one (1) year from the date o f its commencement, unless terminated earlier in accordance with the provisions of t his Contract. The Procuring Entity/Department shall have the sole discretion to exten d the Contract for a further period of one (1) year, in whole or in part, on the same te rms and conditions, including the agreed rates, subject to the following conditions:
• 1.The performance of the Contractor/Successful Bidder during the initial contra ct period is found to be satisfactory by the Competent Authority;
• 2.The Contractor has complied with all the terms and conditions of the Contract and has not committed any material breach thereof;
• 3.The requirement for the services/supplies continues to exist; and
• 4.The extension is approved by the Competent Authority and communicated to the Contractor in writing before the expiry of the original contract period. The Contractor shall have no right to claim extension of the Contract as a matter of right, and the decision of the Procuring Entity/Department regarding the gr ant or refusal of such extension shall be final and binding. .

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