Procurement of Gear Coupling for Belt Conveyor

OPTION CLAUSE: The Purchaser reserves the right to increase or decrease the quantity to be ordered up to 25 percent of bid quantity at the time of placement of contract. The purchaser also reserves the right to increase the ordered quantity up to 25% of the contracted quantity during the currency of the contract at the contracted rates. The delivery period of quantity shall commence from the last date of original delivery order and in cases where option clause is exercised during the extended delivery period the additional time shall commence from the last date of extended delivery period. The additional delivery time shall be (Increased quantity ÷ Original quantity) × Original delivery period (in days), subject to minimum of 30 days. If the original delivery period is less than 30 days, the additional time equals the original delivery period. The Purchaser may extend this calculated delivery duration up to the original delivery period while exercising the option clause. Bidders must comply with these terms.

Bidders are advised to check applicable GST on their own before quoting. Buyer will not take any responsibility in this regards. GST reimbursement will be as per actuals or as per applicable rates (whichever is lower), subject to the maximum of quoted GST %.

Data Sheet of the product(s) offered in the bid, are to be uploaded along with the bid documents. Buyers can match and verify the Data Sheet with the product specifications offered. In case of any unexplained mismatch of technical parameters, the bid is liable for rejection.

• 1.The Seller shall not assign the Contract in whole or part without obtaining the prior written consent of buyer.
• 2.The Seller shall not sub-contract the Contract in whole or part to any entity without obtaining the prior written consent of buyer.
• 3.The Seller shall, notwithstanding the consent and assignment/sub-contract, remain jointly and severally liable and responsible to buyer together with the assignee/ sub-contractor, for and in respect of the due performance of the Contract and the Sellers obligations there under.

Without prejudice to Buyer’s right to price adjustment by way of discount or any other right or remedy available to Buyer, Buyer may terminate the Contract or any part thereof by a written notice to the Seller, if:

• i)The Seller fails to comply with any material term of the Contract. ii) The Seller informs Buyer of its inability to deliver the Material(s) or any part thereof within the stipulated Delivery Period or such inability otherwise becomes apparent. iii) The Seller fails to deliver the Material(s) or any part thereof within the stipulated Delivery Period and/or to replace/rectify any rejected or defective Material(s) promptly. iv) The Seller becomes bankrupt or goes into liquidation.
• v)The Seller makes a general assignment for the benefit of creditors. vi) A receiver is appointed for any substantial property owned by the Seller. vii) The Seller has misrepresented to Buyer, acting on which misrepresentation Buyer has placed the Purchase Order on the Seller.

Scope of supply (Bid price to include all cost components) : Only supply of Goods

• 7.Purchase Preference (Centre) Purchase preference to Micro and Small Enterprises (MSEs): Purchase preference will be given to MSEs as defined in Public Procurement Policy for Micro and Small Enterprises (MSEs) Order, 2012 dated 23.03.2012 issued by Ministry of Micro, Small and Medium Enterprises and its subsequent Orders/Notifications issued by concerned Ministry. If the bidder wants to avail the Purchase preference, the bidder must be the manufacturer of the offered product in case of bid for supply of goods. Traders are excluded from the purview of Public Procurement Policy for Micro and Small Enterprises. In respect of bid for Services, the bidder must be the Service provider of the offered Service. Relevant documentary evidence in this regard shall be uploaded along with the bid in respect of the offered product or service. If L-1 is not an MSE and MSE Seller (s) has/have quoted price within L-1+ 15% of margin of purchase preference /price band defined in relevant policy, such Seller shall be given opportunity to match L-1 price and contract will be awarded for percentage of 25% of total value.

Availability of Service Centres: Bidder/OEM must have a Functional Service Centre in the State of each Consignee's Location in case of carry-in warranty. (Not applicable in case of goods having on-site warranty). If service center is not already there at the time of bidding, successful bidder / OEM shall have to establish one within 30 days of award of contract. Payment shall be released only after submission of documentary evidence of having Functional Service Centre.

Dedicated /toll Free Telephone No. for Service Support : BIDDER/OEM must have Dedicated/toll Free Telephone No. for Service Support.

Escalation Matrix For Service Support : Bidder/OEM must provide Escalation Matrix of Telephone Numbers for Service Support.

Bidder's offer is liable to be rejected if they don't upload any of the certificates / documents sought in the Bid document, ATC and Corrigendum if any.

The bidder is required to upload, along with the bid, all relevant certificates such as BIS licence, type test certificate, approval certificates and other certificates as prescribed in the Product Specification given in the bid document.

Bidders can also submit the EMD with Account Payee Demand Draft in favour of EASTERN COALFIELDS LIMITED AREA VI payable at ASANSOL . Bidder has to upload scanned copy / proof of the DD along with bid and has to ensure delivery of hardcopy to the Buyer within 5 days of Bid End date / Bid Opening date.

Buyer Added text based ATC clauses 1)Bidder shall upload the following documents along with their bid for vendor code creation (if vendor code is not yet allotted in CIL): a) Copy of PAN Card, b) opy of GSTIN, c) Copy of Cancelled cheque, d) Copy of NEFT mandate duly certified by Bank. 2)Nominated Inspection Agency: On behalf of the Buyer Organisation any one of the following Inspection Agency would be conducting inspection of store before acceptance. i)Area Engineer(E&M) Bankola Area or his authorized representative ii) Colliery Engineer(E&M), iii) Area Safety Officer, Bankola Area or his epresentative, iv) Colliery Safety Officer, v) Colliery Manager, vi) Area Engineer(E&T), Bankola Area, vii) Area Engineer (Civil), Bankola Area, viii) Area Medical fficer, Bankola Area 3) Guarantee/Warranty: Warranty period of the supplied product shall be one year from the date of final acceptance of goods at consignee location. The re acement under warranty clause shall be made by the seller free of all charges at site including freight, insurance and other incidental charges. During the wa anty period, the seller shall remain responsible to arrange free replacement within 30 days of information and for setting right at his own cost any equipment stalled by him which is of defective manufacture or design or becomes unworkable due to any cause what so ever. The decision of the Buyers representative this regard to direct the contractor to attend to any damage or defect in work shall be final and binding on the supplier. 4)Delivery Instruction: Prices shall be inclusive of all taxes and duties on free delivery at site basis including loading and unloading. It is mandatory to send copy of Purchase Order along with consignment. Materials must be delivered to Consignee’s Store i.e. Bankola Area Store, P..O.Ukhra,Dist:PaschimBardhaman WB), PIN:713363 5)Delivery Period: Within 30 Days of placement of order.The buyer reserves the right to extension of delivery period as per requirement of the indenting Un . 6) Fitment guarantee: The goods should properly fit in/on/to the machines without any modification / alteration for which the same are intended. A cert ificate in this respect should be given along with each supply. It must also be guaranteed that the offered materials shall be the exact replacemen t of the existing parts in respect of fitment, safety & quality. If any of the materials supplied either do not fit properly on the machine or it is established th at some other parts of the machine have been damaged due to use of the supplied materials, all such parts so damaged as well as the materials supplied shall have to be replaced on free of cost basis within 30 days of getting intimation from the user project or consignee. 7) OEM or OPM or their Authorized bidders only are eligible to participate in the bid. In case of OEM / OPM authorized bidder participating in he bid, they shall upload bid specific authorization from OEM/ Manufacturer / OPM along with OEM details such as name, designation address, email. etc from OEM or OPM or their Authorized bidders i.e, M/S BTL EPC LTD. OR JK FENNER (INDIA) LTD. or their Authorize bidders. 8)Indigenous (Local) Manufacturers/ Foreign Manufacturers: If the manufacturer does not quote directly to any organizations in India as a matter of its corporate policy (except in situations like OEM/OES/OPM, supplies of spares and consumables bundles with supply of equipment, supplies to consumers not co vered by dealer network due to geographical/ logistic constrains), the manufacturer can authorize its Indian Agent through the tender specific authorization iss ued by the manufacturer mentioning tender reference number and date and validity of such authorization. The manufacturer is also required to submit a certificate that it is not quoting directly against the tenders of any organization in India (excepting the situation mentioned above, if applicable) as a matter of its corporate policy and if, subsequently, at any stage, it is found that it has quoted directly to any organization n India excepting the situation mentioned above, it shall be liable for penal action as per provision of CIL Purchase Manual 2020 and its subsequent amendme nts and guidelines, if the jurisdiction provided by the bidder has not been considered adequate and satisfactory by the procuring entity. Purchase preference to MII is applicable as per Government of India guidelines as applicable from time to time. Exemption under MII is applicable as per Order No. – P-45021/2/2017-PP (BE-II)-Part (4) Vol. II Dt. 19.07.2024 or its latest amendment issued by DPIIT, Ministry of commerce and Industry, Government of Ind

• a.9) One manufacturer can authorize only one agent: One manufacturer can authorize only one agent. The manufacturer can authorize its agent through he tender specific authorization issued by the manufacturer mentioning tender reference number and date and validity of such authorization. In case where one manufacturer provides authorization to multiple agents against one tender, in such case the manufacturer may provide self-declaration clar ifying that the product is commercially available off-the-shelf and general authorization/ dealership / distributorship certificate is considered in place of tender specific authorization. Failing which all the bidders authorized by the manufacturer are liable for rejection without any communication further. The relaxation against 'One manufacture can authorize one agent' is applicable in case of system integrators for products/ solutions involving hardware, softw are and their integration solutions of a number of manufacturers/ vendors. 10)Price Fall Clause: If the contract holder reduces its price or sells or even offers to sell the contracted goods or services following conditions of sale similar to tho se of the contract, at a price lower than the contract price, to any person or organization during the currency of the contract, the contract pric e will be automatically reduced with effect from that date for all the subsequent supplies under the contract and the contract be amended acc ordingly. In case of parallel Rate / Running Contracts, if the price of a product is reduced for any supplier due to invocation of ‘Price Fall clause’ or any other reason, the same lower price shall also be applicable for the other suppliers who are having parallel RCs against the same tender. If any parallel RC holder does not accept the lower price, CIL shall have the right to delete the item from the scope of RC of such firm and procure th e same from other existing supplier / Reserve RC holders. The provisions of price fall clause will however not apply to the following:
• i)Export/Deemed Export by the supplier; ii) Sale of goods or services as original equipment prices lower than the price charged for normal replacement; iii) Sale of goods such as drugs, which have expiry date; iv) Sale of goods or services at lower price
• a)on or after the date of completion of sale/placement of order of goods or services by the authority concerned, under the ex isting or previous Rate Contracts
• b)Under any previous contracts entered into with the Central or State Government Departments including new undertakings ( excluding joint sector companies and or private parties) and bodies. Note:
• a.The currency of contract will mean the period till completion of supply.
• b.The bidder will be asked to submit a copy of the latest purchase order (bidder may opt to mask the price portion and shall submit an under taking that priced copy will be submitted on being L1 after opening of Price Bid / Reverse Auction) for the tendered / similar item(s) received b y them from any Organization / Ministry / Department of the Govt. of India or Coal India Ltd. and/or its Subsidiaries or other PSU, along with th e offer. In case the bidder has not received any purchase order for the tendered / similar item(s) from any Organization / Ministry / Department of the Govt. of India or Coal India Ltd. and/or its Subsidiaries or other PSU, they need to submit a self-certificate as under: “It is hereby certified that, We……… (Name of the Firm), have not received any order for the tendered / similar item(s) from any Organization / Ministry / Department of the Govt. of India or Coal India Ltd. and / or its Subsidiaries or other PSU.”
• c.It shall be responsibility of the supplier to inform the purchaser of offer to supply / supply of the ordered / similar item(s) at a lower rate to a ny Organization / Ministry / Department of the Govt. of India or Coal India Ltd. and/or its Subsidiaries or other PSU during the currency of the contract.
• d.The supplier shall submit a certificate along with the bill(s) as under:- “I/We certify that there has been no reduction in the sale price of the offered / supplied goods under this contract or similar item(s) and such goods have not been offered/sold by me/ us to any Organization / Ministry / Department of the Govt. of India or Coal India Ltd. and/or its Subsi diaries or other PSU, as the case may be, during the currency of the contract at a price lower than the price charged under the contract.” Note: The Price Fall Clause is relaxed for purchase value below Rs. 2.00 lakh. Annexure V is mandatory for participating in bid value of above 2.00 lakhs. Provisions of price fall clause shall not apply to cases as indicated above. 11)The Procuring Entity reserves its right to accept or reject any or all Bids, abandon/ cancel the Tender process, and issue another tender for the same or similar Goods at any time before the award of the contract. It would have no liability to the affected Bidder or Bidders or any obligation to inform the affec ted Bidder or Bidders of the grounds for such action(s). 12) EMD: Earnest Money Deposit (EMD): The tenderers will have to submit EMD for the 2% of the estimated value including all taxes, duties and other co sts and charges along with their bids. The same shall be submitted within time as per GTC of GeM. In case of item wise evaluation of Bid, the EMD value will be proportionally distributed as per the estimate value of the Schedules and in line with the prov ision available in GeM Portal. The bidder claiming exemption in case of Open Tender from paying EMD must submit undertaking as per Annexure III. Exemption is applicable as per GTC of GeM and provisions of CIL Purchase Manual and other circular/guidelines/order as applicable from time to time. EMD is exempted for bidders who are :
• (a)Registered with CIL / Subsidiary Company, Ancillary units of subsidiary company, NSIC, MSEs as defined in clause-2.8.2.1, Startups and Central/ State Government Organizations/ PSUs irrespective of the stores for which they are registered.
• (b)In case of Single Tender Enquiry - both with PAC and without PAC are exempted.
• (c)OEM/ OES participating in Open/Limited tenders for procurement of Spare Parts for their equipment are also exempted.
• (d)EMD is not applicable for bid with estimated bid values upto 5 Lakhs.
• (e)Submission of EMD is exempted in case of Trial / Developmental Tenders. 13) Security Deposit: The successful tenderers will have to submit Security Deposit/SDBG for the 5% value of the total landed value of the contract incl uding all taxes, duties and other costs and charges, without considering Input Tax Credit. The Same shall be submitted within time as per GTC of GeM. Sec urity Deposit is exempted for bid with estimated bid values upto 5 Lakhs. Security Deposit will be released within 30 days after completion of supplies and acceptance of materials by the consignee. All Central/State Government Organisation/PSU shall be exempted from submission of SD.OEM/OES shall also b e exempted from submission of SD in case of procurement of spares parts for equipment against Single Tender Enquiry/Open/Limited Tenders. In case of consumable spares if e-PBG as per GeM is applicable, No SD/SDBG shall be applicable. The SDBG shall remain valid up to three months after completion o f supplies and acceptance of materials by consignee. In case of item wise evaluation of Bid, the SD value will be proportionally distributed as per the contract value for bid with estimate value above 5 Lakhs. 14)Payment Terms: Payments shall be made to the seller within 21 days of issue of Consignee Receipt-cum- Acceptance Certificate (CRAC) and online s ubmission of bills (This is in suppression of 10 days timeline as provided in clause 12 of GeM GTC. 15)Risk Purchase: - In the event of failure to deliver the materials within the stipulated period Bankola Area, ECL has the right to purchase the materials fro m other sources with due notice and at the risk and cost of the defaulting supplier. 16)Banned or Delisted or Debarred or ‘Put on Holiday’ Suppliers: The bidder as well as the manufacturer (if bidder is not the manufacturer) will give a declaration that they have not been banned or de-listed or debarred or ‘Put on Holiday’ by any Government or quasi-Government agencies or PSUs. If a bidder and/or manufacturer has been banned or delisted or debarred or ‘Put on Holiday’ by any Government or quasi-Government agencies or PSU, this fact must be clearly stated and it may not necessarily be a cause for disqualifying them. If this declaration as per Annexure VI is not given, the bid will be rejected as non-re sponsive. 17)The bidder is solely responsible for the legality/authenticity of all the information(s) and document(s) provided from time to time during the tendering proc ess upto the end of material Guaranty and Warranty period, if awarded contract. 18) Jurisdiction: Any dispute arising out shall come under the sole jurisdiction of Asansol Court (West Bengal). 19)In case any bidder is seeking exemption from Experience/Turnover Criteria, the supporting documents to prove his eligibility must be uploaded for evalua on by buyer Following documents are mandatory for claiming Exemption from Experience in case of Open Tender. · MSE Udyam Certificate/ Startup Certificate/ NISC Certificate/GeM Vendor Assessment Report etc · Completely filled Annexure I · Completely filled Annexure IA · Completely filled Annexure II 20)TReDS: Trade Receivables Discounting System (TReDS) is an initiative of Reserve bank of India (RBI) to facilitate MSME receivable payments from corpora es. ECL has on boarded TReDS platform thro’ Receivables Exchange of India Ltd (RXIL) (URL - https://www.rxil.in/Home/Index). MSE bidders willing to get paym nt thro’ this system may get registered on TReDS platform and confirm in offer and the same would be mentioned in the purchase order. The bidder may cont ct Mr.MainakMandal, AVP, Business Development, RXIL, Mob: +91 9475622182 (email-mainak.mandal@rxil.in) for help in registration. 21) Provision of CIL’s Purchase Manual: The provisions of CIL’s Purchase Manual and its amendments (available on CIL’s website:www.coalindia.in) shall a so be applicable if not specified otherwise in the Bid document. 22)Provision of General Terms and Conditions on GeM: The provisions of General Terms and Conditions on GeM (available on GeM Portal) shall also be a plicable if not specified otherwise in the Bid document. .

Buyer uploaded ATC document Click here to view the file.