(A) SCHEDULE OF REQUIREMENT

Procurement of Alcohol Breathe Analyzer for use at different checkposts of Magadh OCP,
Magadh – Sanghmitra Area, CCL
SL.NO. DESCRIPTION PART NO. UOM QTY
Alcohol Breathe
1. NA No. 5
Analyser

1. Letter of Bid: Bidders are requested to upload filled up Letter of Bid as per the
format prescribed at ANNEXURE-I, duly filled in and signed by the bidder bearing the
seal of the firm, failing which the offer will be considered as non responsive & will not
be processed any further.

2. Earnest Money Deposit EMD: EMD is not applicable. PSUs, MSEs (for the tendered items),
Start-ups (for the tendered items), Ancillary unit of CCL (for the tendered items), OEMs, OESs
and the authorized agents of OEM/OES are eligible for exemption of EMD. Any firm claiming
exemption from depositing EMD will have furnish valid documentary evidence towards being
from the above category along with their offer, otherwise their offer will be considered as non-
responsive & will not be processed any further. Any firm claiming OPM status will have to furnish
EMD. EMD will be interest free.

3. Delivery Period
To be supplied within 25 days from the date of placement of Supply Order. Early supply is
acceptable.

No material shall be supplied beyond the specific delivery period unless

amendment for the extension for delivery period is obtained from the
purchaser i.e. CCL. However, early delivery will be preferred. The delivery shall be
on FOR destination basis for indigenous suppliers and on FOB basis for overseas
suppliers. Firm delivery should be indicated on F.O.R. Destination basis.

The delivery period will be counted from the date of issue of order for indigenous
bidders. Failure to supply the tendered item(s) within the delivery period will attract
liquidated damages as per the relevant clause of NIT.

4. Consignee:
The Depot Officer,
Regional Stores, Piparwar Area, CCL.
P.O.: Bachra, Distt:Chatra, Jharkhand, Pin 829201
5. Paying Authority
The Area Finance Manager,
Office of the General Manager, Magadh-Sanghmitra Area
P. O.: Bachra, Distt:Chatra, Jharkhand, Pin 829201

6. Payment terms:
 100% payment within 21 days after delivery of the equipment and receipt and
acceptance of performance bank guarantee. The equipment should be
accompanied with relevant dispatch documents like Challan, Maker’s Test Cum
Inspection Certificate Warranty Certificate, Pre dispatch inspection certificate
wherever applicable etc.
4.1 Submission of Documents for Payment in Indian Rupees:
For payment in Indian Rupees, the supplier will submit the following documents
along with bills to the paying authority:
a. Four copies of the Supplier’s invoice, Pre-Receipted and Stamped
showing Contract Number, Goods description, quantity, unit price,
total amount and GST No. of Ultimate Consignee.
b. Receipted Challan/ Consignment Note of all the consignments.
c. Manufacturer’s Test & Inspection Certificate.
d. Manufacturer’s Warranty /Guarantee Certificate as per the
guarantee/warranty clause of NIT.
e. Lowest Price Certificate as per clause NIT.
f. Any other document(s) required as per contract.

The payment shall be made by ‘‘Electronic Fund Transfer (EFT)” or e-payment.

Bidders are therefore requested to indicate EFT No. & other relevant details in your
offer like their bank A/c no, name of bank, address of bank, branch code etc for e -
Payment. (Annexure-VIII)
 (B) TECHNICAL SPECIFICATIONS

1. Guarantee/ Warranty
The tenderers shall give a warranty of satisfactory performance of the unit offered by them for
a period of 01 years from the date of receipt of material at consignee location. The supplier
shall be responsible for any defects that they develop under the conditions provided for by the
contract and under proper use, arising from faulty materials, design or workmanship and shall
remedy such defects at his own cost when called upon to do so. If it becomes necessary for
the supplier to replace on renew any defective portion of the goods, such replacement or
renewal should be made by the supplier without any extra cost to Central Coalfields Limited.
2. Identification Mark
The manufacturer’s distinct identification mark /symbol and also the part number (if any)
should be clearly embossed /engraved /punched on the assembly at a visible place which is
not subject to normal wear and tear.

3. Technical Support and Service

Tenderer to agree for rendering prompt technical support and Services to ensure fitment,
proper usage, maintenance and satisfactory performance of supplied spares. They may
arrange quarterly visit of their service personnel for smooth functioning of the supplied items.

4. Inspection:
Materials under supply shall be of the best quality and workmanship and shall be in
accordance with the specification laid down in the supply order. Final inspection will be
carried out at the consignee’s end by Area Safety Officer, M-S Area or his authorized
representative.
 (C) Eligibility of Bidders

1. Qualification Criteria
The bidder should be in a position to offer and supply in specific delivery period at
least 100% of the total quantity for which the bid has been invited. Offer from bidders
who fail to comply with the qualification criteria stated above shall be considered
unresponsive.

2. Eligible Bidders
The bidders must satisfy any of the following conditions to be considered as eligible
bidder against the tender (the bidders should clearly indicate in their offer the sub-
clause against which they claim to be qualified as eligible bidder):

1) Indigenous Manufacturers/ Foreign Manufacturers

Procurement would generally be made from manufacturers only. However, if the
manufacturer does not quote directly as a matter of its corporate policy, the
procurement can be made from its authorized Indian Agent based on the tender
specific authorization issued by the manufacturer mentioning tender reference
number and date and validity of such authorization (Annexure – II). The
manufacturer is also required to submit a certificate that it is not quoting in the tender
directly as a matter of its corporate policy and if, subsequently, at any stage, it is
found that it has quoted directly to any organization; it shall be liable for penal action
as per provision of Coal India Purchase Manual 2020. If at any stage, it is found that
agency commission has been paid by any principal without declaring the agent, the
commission will be recovered with interest. Action shall also be taken against the
principal as per provisions of Coal India Purchase Manual.

In case the foreign manufacturer, as a matter of its corporate policy, does not quote
directly, it can authorize its Indian Agent to quote on its behalf. In such case, the
foreign manufacturer shall have to submit above mentioned certificates in favor of its
Indian agent. If the manufacturer participates directly in any tender in India, then the
procurement from the authorized agent shall not be allowed.

One manufacturer can authorize only one agent for one particular item of the
tender

2) Indian Agents
If an agent submits bid on behalf of a manufacturer, the same agent shall not submit
a bid on behalf of another manufacturer in the same tender for the same item /
product.

The business entity of the Indian Agent should be in existence for 3 years on the date
of tender opening, irrespective of date of appointment as Indian Agent. The
authorized Indian Agent is to upload scanned copies of details in respect of its
organization along with the copies of document like certificate of incorporation /
registration etc. along with the offer.

The term ‘Agent’ broadly includes Distributor, Dealer, Channel Partner etc.
3) In case of offer from foreign manufacturers involving Indian agents, such bidder shall
submit the following pre-existing documents, at the time of tender opening:

i) Foreign manufacturer’s pro-forma invoice or any other authentic

document indicating the commission payable to the Indian agent and
the nature of after sales service to be rendered by the Indian Agent.
ii) Copy of the agency agreement with the foreign manufacturer stating
the precise relationship between them and their mutual interest in the
business.

However, if all the details given in Para - (i) are complied with, the requirement of
submission of document mentioned at Para (ii) may be waived.

4) The manufacturer/ tenderer shall submit a certificate that no agent/ middleman/

liasoning agent or any entity in any name other than the disclosed authorized Indian
agent is involved in the process of procurement of goods and services and if,
subsequently, at any stage, it is found that it has given a false certificate, it shall be
liable for penal action as per provisions of CIL Purchase Manual.

5) The amount of Agency Commission payable to the Indian Agent in Indian currency
will be limited to the percentage indicated in the Agency agreement or 5% of FOB
value (FOB value is inclusive of Agency Commission), whichever is lower. The Indian
Agent will be required to submit a certificate along with their Agency Commission bill,
confirming that the amount claimed as Agency Commission in the bill has been
spent/will be spent, strictly to render services to the foreign Principal, in terms of the
Agency Agreement. The Purchaser or their authorized agencies shall have rights to
examine the books of the Indian Agent and defects or misrepresentations in respect
of the afore indicated confirmation coming to light during such examinations will
make the foreign Principal (i.e. the Contractor) and their Indian Agent liable to be
banned/ suspended from having business dealings with the Purchaser, by following
laid down procedures for such banning/suspension of business dealings.

6) Undertaking by Agent: Indian agents shall submit undertaking to the following

extent:- “We will be responsible for all the contractual obligations including quality
aspects, replacement of part/items and warranty/ guarantee obligations, and we will
be responsible for providing the required after sale service.”
7) Apart from the Documents specified above, following are required for Establishing Bidder’s
Eligibility :
Upload digitally signed Scanned copy of Notarized
Sl.
Category of bidder documents in support of Eligibility Criteria for the
No.
tendered item.
Any one of the following valid documents (attested by Public
Indian Manufacturers Notary):
a. Factory license/Manufacturing license
b. NSIC registration certificate.
c. SSI/DIC registration certificate
d. ISO Certificate.
e. BIS license/certificate
f. DGMS approval
(a) g. Startup: Statutory document issued by DIPP recognizing
the eligible entity as Startup.
h. Micro / Small Enterprises MSE] Registration certificate
issued by District Industries Centers or Khadi and Village
Industries Commission or Khadi and Village Industries
Board or Coir Board or National Small Industries
Corporation or Directorate of handicrafts and Handloom or
any other body specified by Ministry of Micro, Small and
Medium Enterprises.
(b) Indian Agent authorized by i. Tender specific Manufacturer’s Authorization as per
Indian manufacturer Annexure-III, signed and stamped by the manufacturer to
quote against the CCL Tender, indicating the Tender
Reference No. and date along with the offer (attested by
Notary Public).

If an Indian manufacturer does not quote directly, the

authorized agents/distributors quoting on their behalf
should submit tender specific authorization and
confirmation from the manufacturer that, as a matter of
their corporate policy, they do not quote directly. In case a
manufacturer happens to quote directly elsewhere, it will
be treated as furnishing false information and shall be
liable for action as per the provisions of the Purchase
Manuals

ii. Any one of the following valid documents of the principal

manufacturer (attested by Public Notary)
a. Factory license/Manufacturing license
b. NSIC registration certificate.
c. SSI/DIC registration certificate
d. ISO Certificate.
e. BIS license/certificate
f. DGMS approval
g. Startup: Statutory document issued by DIPP recognizing
 the eligible entity as Startup
h. Micro / Small Enterprises MSE] Registration certificate
issued by District Industries Centers or Khadi and Village
Industries Commission or Khadi and Village Industries
Board or Coir Board or National Small Industries
Corporation or Directorate of handicrafts and Handloom or
any other body specified by Ministry of Micro, Small and
Medium Enterprises.
Any one of the following Valid documents (Attested by Public
Notary):
a. Manufacturing license/certificate
(c) Foreign Manufacturers
b. ISO Certificate.
c. Any statutory document confirming the “Manufacturer”
status of the Bidder
i. If a Foreign manufacturer does not quote directly, the
authorized agents/distributors quoting on their behalf
should submit tender specific authorization and
confirmation from the manufacturer that, as a matter of
their corporate policy, they do not quote directly. In case a
manufacturer happens to quote directly elsewhere, it will
be treated as furnishing false information and shall be
liable for action as per the provisions of the Purchase
Manuals(attested by Notary Public)
Indian Agent authorized by
Tender specific Manufacturer’s Authorization as per
(d) Foreign manufacturer
Annexure-III, signed and stamped by the manufacturer to
quote against the CCL Tender, indicating the Tender
Reference No. and date along with the offer (attested by
Notary Public).
ii. Any one of the following valid documents of the
principal manufacturer (attested by Public Notary)
a. Manufacturing license/certificate
b. ISO Certificate.
c. Any statutory document confirming the “Manufacturer”
status of the Bidder
NOTE: The certificate in respect of NSIC Registration, SSI Registration, MSME, ISO,
BIS License and DGMS approval etc. must be valid on the date of tender opening.

Bidders may also note that:

Mandatory registration of bidder with statutory authorities like Income Tax, GST (if
applicable), is required, unless they are specifically exempt from registration under
specific notification / circular / section / rule issued by statutory authorities. The
bidder claiming exemption in this respect shall submit supporting documents as well
as certificate from Practicing CA/CMA/CS that Bidder is fulfilling all the conditions
prescribed in notification to make him exempt from registration.
For Example: If Bidder is exempt from Registration under CGST ACT, 2017 due to
his aggregate turnover is less than 20 lakh then bidder has to submit the copy of
Notification along Certificate from Practicing CA/CMA/CS that Aggregate turnover
 from all business is less than 20 Lakh; hence he is exempt from Registration under
GST Act, 2017.

Failure to submit the above Documents may render a tenderer

“UNACCEPTABLE” without any further correspondence.

8) Provenness Criteria:
Manufacturers whose products are already in use successfully in CIL/ CIL subsidiaries/
PSUs/ Government Departments/ Private Organizations for a period not less than one year
from the date of fitment/ commissioning, shall have to furnish self-cerificate, of being
manufacturer of tendered item(s) and copy(s) of Rate Contract or Firm order for the tendered
items(s) placed by CIL or CIL Subsidiaries/ PSUs/ Government Departments/Private
Organizations.

a. The order copies shall not be more than 05(Five) years old uniformly for all
tenderer as on the date of opening of tender. Order copies less than 02 (two)
year shall be supported by performance certificate by the end user. Order copies
less than six months old will not be accepted as it has not covered 50% of the
warranty period.

b. The bidder must submit the order copies for not less than 50% of the total
tendered quantity of the individual items.

c. Self-certified copy of performance certificate from end user that the tendered
item has performed satisfactorily for a period of not less than one year from the
date of fitment/ commissioning or in case of goods whose life is less than one
year, have performed satisfactorily as per provisions of the supply orders
submitted along with their offer.

d. Bidder must submit proof of payment against the supply order to be uploaded.

N.B:
(i.) Tenderer currently holding valid Depot Agreement /Rate contact for the supply of
tendered items with any subsidiary of CIL. This should be supported by duly
notarized copies of relevant Depot Agreement / Rate Contract.

(ii.) The tenderer on whom Trial Order was placed by H.Q of any subsidiary of CIL for
the tendered items in the past and has performed satisfactorily as per the Terms
of Trial Order, as certified by Head of Technical Department of H.Q of the
concerned Subsidiary. Such tenderer has to submit notarized copy of Trial order,
Proof of supply and Satisfactory performance Report issued by Subsidiary H.Q.

(iii.)Tenderers who are short listed /approved by CIL for the Supply of Tendered
items and such list is currently valid. This should be supported by notarized
copies of relevant documents.

(iv.) The status of the authorized Agents/Dealers/Distributors shall also be considered

proven provided the product under reference (Tendered items) of their principal is
considered proven under the above Proven Criteria. However, for such cases, the
tenderer has to submit Tender specific authorization from their Principal. The
 Principal should stand warranty /guarantee of the offered items supplied by their
authorized Agents/Dealers/Distributors.

(v.) Bidders are required to submit Self Certificate in the prescribed format as given
below.

“The items covered in the Purchase Order(s)/ Rate Contract(s) copies enclosed with
our offer have been fully executed and have performed satisfactorily as per the
provisions of respective Purchase Order(s)/ Rate Contract(s) and all the com
plaints/claim (s) lodged by the purchaser, if any, have been attended to and no com
plaints/ claim s(s) are pending”. (Format as per Annexure – III )
In case, any specific Purchase Order(s) has/ have not been fully executed and any
complaint/ claim is pending, then details of such cases to be categorically mentioned
with the reasons thereof.

The authenticity of the self-certificate as well as other documents

submitted/uploaded by the bidder will solely be their responsibility and appropriate
action will be taken by CIL/Subsidiary Company if it is subsequently found to be
misleading/ false later on.

However, CCL reserves the right to obtain the performance directly from the
end user of the item/product.
In case performance of two consecutive supplies made by the Proven Source is not
found satisfactory, the said source will not be considered

9) Relaxation for MSEs and StartupRef:

1) O.M. No. 1(2)(1)/2016-MA dated 10th March 2016 of Additional Secretary and
Development Commissioner-MSME, GOI, New Delhi
2) O.M. No. F-20/2/2014-PPD(Pt.) dated 25th July 2016 of Under Secretary to
GOI, Ministry of Finance, Department of Expenditure, Procurement Policy
Division, New Delhi
3) O.M. No. F-20/2/2014-PPD(Pt) dated 20.09.2016 of Under Secretary (PPD),
Ministry of Finance, Department of Expenditure, Procurement Policy Division,
New Delhi
………………………………………………………………………………………………
…
In reference to the above three Office Memorandums issued by different of Govt.
of India regarding non-insistence of prior experience and turn over criteria in
respect of MSEs and Startups, the following may be noted:

9.1 Definition and Eligibility of Start-up shall be in line with OM vide letter no.F-
20/2/2014 PPD (pt.) dt.25.07.2016 of under Secretary, GOI, subsequent amendment, if
any.
“Startups”:- Startups means an entity, incorporated or registered in India not prior to
ten years, with annual turnover not exceeding Rs. 100 crores in any preceding
financial year, working towards innovation, development or improvement of products
or processes or services, or if it is a scalable business model with a high potential of
employment generation or wealth creation. Provided that such entity is not formed by
 splitting up, or reconstruction of a business already in existence. Provided also that
an entity shall cease to be a startup if its turnover for the previous financial years has
exceeded Rs. 100 crores or it has completed 10 years from the date of incorporation/
registration. In order to avail benefits provided to Startups, the entity is to be
recognized by DPIIT [GSR No. 127(E) dated 19.02.2019 of Gazette of India].

9.2 Definition of MSEs shall be as per Public Procurement 2012 with subsequent
amendments, if any.

MSEs must have the technical capability to deliver the goods and services as per
prescribed technical and quality specifications. There may be circumstances (like
procurement of items related to public safety, health, critical security operations and
equipment, etc.) where procuring entities may prefer procurement from vendors having
proven capability. Wherever adequate justification exists, the procuring entities may not
relax the criteria of prior experience/ turnover for Startups. In view of the above
instructions, wherever, it is decided not to relax prior experience/ turnover criteria.

9.3 Prior experience and turn over criteria is not applicable for Startups & MSEs in the
tenders in respect of either of the following situation and no further documents regarding
Provenness will be required to be submitted by these categories of bidders.

1) If bidders have submitted documents to prove the Startup/MSE status for the
tendered item without certificate towards quality, assurance and capability
from some authority like MSME, NSIC, etc., the TIA, if needed, may assess
the techno-commercial capability of the vendors to manufacture and deliver
goods as per the prescribed quality and technical specification before
awarding contract to them. For this purpose, a ‘Proforma for Equipment
and Quality Control’ (as per Annexure-IV Sample Forms) has to be
enclosed in the tender documents and such MSEs/ Startups should be
asked to submit the details of plant & machinery, quality control
arrangements, etc., in the above proforma along with their bids for
verification of their technical capability. After opening of bids, the
verification of technical capability shall be done by the concerned Technical
Department immediately without any undue delay so that it is available for
consideration at the time of evaluation/ processing of offers.

2) If required, a techno-commercial team of the organization may visit the

manufacturing unit of the vendor without any undue delay for quick
finalization of tenders.

3) In case there is deficiency in technical capability of the firm, the same is to

be communicated to them by TIA for improvement in the quality of their
product for future tenders and clearly indicate that their offer cannot be
considered for relaxation against the tender in question in order to avoid any
future complications. The issues relating to Technical capability may be
decided by the Head of the Technical Department.
 4) If favorable technical capability reports obtained earlier on such firms for
supply of the item in question as per the required specification is available,
these may be considered for granting relaxation to the criteria of prior
experience and prior turnover provided that date of such reports are not
more than one year from the date of opening of bids.

5) If bidders have submitted documents to prove the Startup/MSE status for the
tendered item and their products are ISI marked/DGMS approved/Proven in
CIL or its Subsidiary companies/Proven product of the ancillary unit of a
Subsidiary Company of CIL, they will be required to submit the following
applicable related documents, duly notarized, for relaxation from the criteria
of prior experience and prior turnover:
i. a valid BIS Marking License for the quoted items or
ii. Rate contract issued by CIL/its Subsidiary Companies for the
quoted items or
iii. a valid DGMS Approval certificate for the quoted items or
iv. Proven Ancillary certificate issued by the Subsidiary Companies
for the quoted items.

The document(s)/certificate(s) furnished by the bidders for ISI markings or DGMS

approval for any relaxation should be valid on the date of tender opening and a copy
of such document(s) /certificate (s) valid on the date of supply, duly notarized, must
accompany their bill(s).

9.4 It is clarified that if L1 price is quoted by an MSE, then the MSE who quotes L1 price
will get the opportunity for full supply. However, if there are ancillary units within
L1+15% price band, then 20% quantity shall be distributed among them at L1 price.

9.5 Further, in case of non-divisible tenders, an MSE quoting in the price band of
L1+15% may be awarded for full/complete supply of tendered value, considering the
spirit of policy for enhancing the government procurement from MSEs, subject to
bringing down of price to L 1 by the MSE concerned.

9.6 Where any Aggregator appointed by the Ministry of MSME, themselves quote on
behalf of some MSE units, such offers will be considered as offers from MSE units and
all such facilities would be extended to these also.

9.6 This Policy is meant for procurement of only goods produced and services rendered
by MSEs and not for any trading activities by them. An MSE Unit will not get any
purchase preference over another MSE Unit.
 (D)INSTRUCTIONS TO BIDDERS

1. Preference to Make In India products (For bids < 200 Crore): Preference
shall be given to Class 1 local supplier as defined in public procurement
(Preference to Make in India), Order 2017 as amended from time to time and
its subsequent Orders/Notifications issued by concerned Nodal Ministry for
specific Goods/Products. The minimum local content to qualify as a Class 1
local supplier is 50%. If the bidder wants to avail the Purchase preference, the
bidder must upload a certificate from the OEM regarding the percentage of the
local content and the details of locations at which the local value addition is
made along with their bid, failing which no purchase preference shall be
granted. In case the bid value is more than Rs 10 Crore, the declaration
relating to percentage of local content shall be certified by the statutory auditor
or cost auditor, if the OEM is a company and by a practicing cost accountant or
a chartered accountant for OEMs other than companies as per the Public
Procurement (preference to Make-in -India) order 2017 dated 04.06.2020. Only
Class-I and Class-II Local suppliers as per MII order dated 4.6.2020 will be
eligible to bid. Non - Local suppliers as per MII order dated 04.06.2020 are not
eligible to participate. However, eligible micro and small enterprises will be
allowed to participate.
Please refer Annexure-X.

‘Local content means the amount of value added in India which shall, unless
otherwise Prescribed by the Nodal Ministry, be the total value of the item
procured (excluding net domestic indirect taxes) minus the value of imported
content in the item (including all customs duties) as a proportion of the total
value and percent.

‘Class-I local supplier’ means a supplier or service provider, whose goods,

services or works offered for procurement, has local content equal to or more
than 50% as defined under this Order.

‘Class-lI local supplier’ means a supplier or service provider, whose goods,

services or works offered for procurement, has local content more than 20% but
less than 50%, as defined under this Order.

2. LOWEST PRICE CERTIFICATE:

The Tenderer should submit a certificate and upload the same with the offer
confirming the prices quoted in the tender are the lowest and not higher than as
applicable to other Govt. Deptts./Undertakings including other Subsidiaries of
CIL/Private Organizations (Refer Annexure-VI)

The Supplier must submit a price certificate in all their invoices in the following format
for all items:
“It is certified that the prices, indicated in this invoice is not higher than the amount
billed to other Govt. organizations / PSUs / Private Organizations during the contract
period.”
3. PRICE FALL CLAUSE:

The Bidder undertakes that it has not offered to supply/supplied/is not supplying same
or similar product/systems or sub systems at a price lower than that offered in the
present bid in respect of any Organization/Ministry/Department of the Govt. of India or
Coal India Ltd. and/or its Subsidiaries or other PSU or any other private organization
during the currency of the contract and if it is found at any stage that same or similar
product/systems or sub systems was supplied by the bidder to any
Organization/Ministry/Department of the Govt. of India or Coal India Ltd. and/or its
Subsidiaries or other PSU or any other private organization at a lower price during the
currency of the contract, then that very price will be applicable to the present case
and the difference in the cost would be refunded by the bidder to buyer, if the contract
has already been concluded (Refer Annexure-VI).

(i.) The currency of contract will mean the period till completion of supply.
(ii.) The bidder will have to submit a copy of the last (latest) purchase order for the
similar/ordered item(s) received by them from any
Organization/Ministry/Department of the Govt. of India or Coal India Ltd. and/or
its Subsidiaries or other PSU or any other private organization, along with the
offer.
(iii.) It shall be responsibility of the supplier to inform the purchaser of offer to
supply/supply of the similar/ordered item(s) at a lower rate to any
Organization/Ministry/Department of the Govt. of India or Coal India Ltd. and/or
its Subsidiaries or other PSU or any other private organization during the
currency of the contract.
(iv.) The supplier shall submit a certificate along with the bill(s) that it has not offered
to supply/ supplied the similar/ordered item(s) at a lower rate to any
Organization/Ministry/Department of the Govt. of India or Coal India Ltd. and/or
its Subsidiaries or other PSU or any other private organization.”

4. EXTENSION OF DUE DATE OF BID SUBMISSION:

Bids must be uploaded by the bidders on GeM portal by the last date and time as
specified in the bid document.

The Purchaser may, at its discretion, extend the deadline for the submission of bids in
which case all rights and obligations of the Purchaser and Bidders previously subject
to the deadline will thereafter be subject to the deadline as extended.

One extension of bid submission date by 04 (Four) days in case of bids

received is less than 03 (Three), will be done. In case no offer is received,
tender will be cancelled.

5. SHORTFALL DOCUMENTS/CONFIRMATORY DOCUMENTS:

After evaluation, Shortfall Documents/Confirmatory Documents, if required, shall be
sought from the bidders. Request for documents and the response shall be in writing.
No modification of the bid and any form of communication with CCL or submission of
any additional documents, not specifically asked for by CCL, will be allowed and even
submitted they will not be considered by the purchaser.

The shortfall information/documents shall be sought only in case of historical

documents which pre-existed at the time of the tender opening and which have not
undergone change since then. (Example: if the Permanent Account Number,
registration with Sales Tax/VAT/GST has been asked to be submitted and the
tenderer has not provided them, these documents may be asked for with a target date
as above).

So far as the submission of documents is concerned with regard to

qualification criteria, after submission of the tender, only related shortfall
documents should be asked for and considered. For example, if the bidder has
submitted a supply order without its completion/performance considered.
However, no new supply order should be asked for so as to qualify the bidder.

For this purpose, one chance – of 7x24 hours duration shall be given for online
submission of the documents on GeM Portal only.

It will be the bidder’s responsibility to check the updated status/information on

their personalized dash board at least once daily after opening of bid.

The bidder will upload the requested documents within the specified period and
no additional time will be allowed in this regard for online submission of
documents & offers once rejected shall not be considered further.

6. PURCHASER'S RIGHT TO ACCEPT OR REJECT ANY OR ALL BIDS:

The Purchaser reserves the right to accept or reject any bid and to annul the bidding
process and reject all bids at any time prior to contract award, without thereby
incurring any liability to the affected bidder or bidders or any obligation to inform the
affected bidder or bidders of the grounds for the Purchaser's action. No dispute of any
kind can be raised against this right of the Purchaser in any court of law or elsewhere.

7. The offer should be submitted strictly as per the GeM terms &conditions as laid
down in the bid document, failing which the offer may not be considered. Offers
having terms and conditions which are in deviation to the bid terms are liable for
rejection.

8. Reverse Auction (Bid to RA) shall be conducted later on as per GeM Terms &
Conditions.

9. Banned or De-listed 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 de listed 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
is not given, the bid will be rejected as non-responsive (Refer Annexure VII).

10. Contacting the Purchaser: Subject to clarification w.r.t. Shortfall/confirmatory

Documents, no bidder shall contact the Purchaser on any matter relating to its
bid, from the time of the bid opening to the time the Contract is awarded. Any
effort by a bidder to influence the Purchaser in its decisions on bid evaluation, bid
comparison or contract award may result in the rejection of the bidder’s bid.
11. Performance Security Deposit: The successful seller is required to submit 5%
security deposit in form of Bank Guarantee to the office of the Buyer within 15
days from the date of issuance of the GeM Contract. The Bank Guarantee
should be in the prescribed format as indicated by GeM and valid for minimum
period of 6 months.

The Bank Guarantee issued by issuing bank on behalf of the supplier/s in

favour of “Central Coalfields Limited” shall be in paper form (Stamp Paper) as
well as issued under “Structured Financial Messaging System”. The message will
be sent to the beneficiary bank through SFMS. The details of beneficiary Bank of
issue of BG through SFMS Platform are furnished below: -

Particulars of Name Central Coalfields Ltd.

Beneficiary Hqrs/ Area Magadh-Sanghmitra Area
Department Materials Management
Particulars of Name of State Bank of India
Beneficiary Bank Bank
Branch & Ranchi Branch
Address
Branch Code 00167
SFMS/ IFSC SBIN0000167
Code
Mail Id [email protected]

Original copy of the Bank Guarantee issued by the issuing Bank shall be
sent by the Issuing Bank to the Procurement entity, Central Coalfields Limited.
 (E)SAMPLE FORMS

ANNEXURE-I
Letter of Bid (LOB)
LETTER HEAD OF BIDDER
To,
Central Coalfields Limited,
Magadh-Sanghmitra Area,

Sub: Bid No. …………………………………………………………………………..

(To be filled up by the bidder)
Dear Sirs,

1. We have gone through the tender documents carefully and we confirm that the
contents of the offer are given after fully understanding of tender documents and all
information furnished by us are correct and true and complete in every respect.
2. Having examined the Bid Documents including Addenda/Corrigenda, if any, I / We,
the undersigned, offer to supply and deliver the material as per our offer submitted in
conformity with the said Bid Documents.
3. We confirm to accept all terms and conditions contained in the tender document
unconditionally.
4. We confirm that until a formal contract is prepared and executed, this bid together
with your written acceptance thereof and your notification of award, shall constitute a
binding Contract between us.
5. We understand that you are not bound to accept the lowest or any bid you may
receive.
6. We confirm that all information/ documents / credentials submitted along with the
tender are genuine, authentic, true and valid.
7. We confirm that if any information or document submitted is found to be false /
incorrect, the said offer shall be considered absolutely null & void and action as
deemed fit may be taken against us including termination of the contract, forfeiture of
all dues including EMD / Security Deposit and Banning of our firm and all partners
of the firm as per provisions of law.

Dated this…….. day of……. year……

Signature-------------
Name -----------------
Designation------------------
Duly authorized to sign bid on behalf of -------------
1.This letter should be on the letterhead of the Bidder and should be signed by the bidder.
 Annexure-II

Manufacturer’s Authorization Form

Ref: ………….. Date:

………..
M/s. Central Coalfields Ltd.,
Magadh-Sanghmitra Area

Dear Sir,

Sub: Bid No. ………. ………………… dated ……….. (To be filled up by bidder)

WHEREAS we, [name of manufacturer] who are established and reputed manufacturer of goods having
factories at [address (es) of factory (ies)] and as a matter of its corporate policy, we do not directly
quote/market our products and if, subsequently, at anystage, it is found that it has quoted directly to any
organization, it shall be liable for penal action as per provisions of the NIT and the Purchase Manual. Further,
if at any stage, it is found that agency commission has been paid by the manufacturer/ principal without
declaring the agent, the commission will be recovered with interest.

Do hereby authorize our [Name & Address of Indian Office/ Indian Subsidiary/ Agent in case of foreign
manufacturer or Name & Address of Indian Subsidiary/Agent in case of Indigenous Manufacturer] to quote
against the above Tender and has the authority to enter into agreements and to sign contracts for supply of
goods on behalf of us [Name of the Manufacturer]. No agent/ middleman/ liasoning agent or any entity in any
name other than the disclosed authorized Indian agent is involved in the process of procurement of tendered
goods and if, subsequently at any stage, it is found that we have given a false certificate, we shall be liable
for penal action as per provisions of the CIL’s Purchase Manual.

Validity of authorization: ___________________________

[Should be Valid as on date of tender opening and its validity should corresponds to the delivery period
stipulated in the Tender Enquiry]

We accept the responsibility for the satisfactory execution of orders placed on our authorized agent(s)
including warranty/ guarantee obligations and wherever necessary, we will provide requisite inspection and
testing facilities at its works in respect of orders placed on our authorized agent.

We confirm that the authorized agent’s price will not exceed that which we would have quoted.

In the event of failure on the part of Indian Office / Indian Subsidiary/Agent in fulfillment of contractual
obligations or change or closure of Indian Office / Indian Subsidiary for any unforeseen reason, we shall take
the responsibility to make alternate arrangements to support CCLas well as execute the remaining period of
the contract ourselves or through another competent entity fulfilling the eligibility criteria stipulated in the
tender document for Indian Office / Indian Subsidiary.

We also confirm that we have never been banned or delisted by any Government or Quasi-Government
Agency or any Public Sector Undertaking in India.
OR
We were banned by the organization named “---------------------------------------” for a period of -------------------
year(s) effective from ------------------- to ---------------for ------------- (the reasons to be mentioned) in India.

(Signature)
(Name)
(Designation)
Email id:
(Seal)
Signed for and on behalf of [Name of manufacturer]

Seal of the Firm

 Annexure - III

Self-Certificate for Proven-ness

“The items covered in the Purchase Order(s)/ Rate Contract(s) copies enclosed with
our offer have been fully executed and have performed satisfactorily as per the
provisions of respective Purchase Order(s)/ Rate Contract(s) and all the
complaints/claim (s ) lodged by the purchaser, if any, have been attended to and no
com plaints/ claim s(s) are pending”.

Date Signature of Tenderer

Seal of the Firm

 Annexure - IV

Proforma for Equipment and Quality Control

Reference:Central Coalfields Limited

Bid No.___________________________________
Date________________________ for supply
of__________________________________

1. Name and Address of the Firm

2. (a) Telephone No. office/factory/works

(b) Fax No. / E-mail ID

3. Location of manufacturing works/factories owned by the firm (documentary evidence

of ownership must be produced).

4. Brief description of the factory (i.e. area covered accommodation, Department into
which it is divided, laboratory etc.)

5. Details of plant and machinery erected and functioning in each department

(monographs and description pamphlets) be supplied if available.

6. Whether the process of manufacture in the factory is carried out with the aid of power
or without it.

7. Details and stocks of raw materials held.

8. Production capacity of items quoted for with the existing plants and machinery
(a) Normal
(b) Maximum

9. Details of arrangements for quality control products such as laboratories etc.

10. (a) Details of technical supervisory staff in-charge of production and quality control.
(b) Skilled labour employed.
(c) Unskilled labour employed
(d) Maximum number of workers (skilled and unskilled) employed on any day during
18 months preceding the date of application.

11. Whether stores were tested to any standard specification, if so, copies of original test
certificate should be submitted in duplicate.
……………………………………………………………………………

(Signature of Tenderer)

NB: Details against sl nos. 5 to 11 inclusive need be restricted to the extent they
pertain to the items under reference.
 Annexure – V

GeM Bid No.: ……………………………

Bidder to mandatorily Quote HSN (Harmonized System Nomenclature) code of

all items quoted by them

HSN Type of Rate of

S. No. Description of Item
Code GST GST (%)

Date Signature of Tenderer

Seal of the Firm

 Annexure – VI

GeM Bid No.: ……………………………

Lowest Price Certificate

I/We do hereby certify that prices quoted by us against this tender are the lowest and not
higher than as applicable to other Govt. Deptts. / Undertakings including other
Subsidiaries of CIL/Private Organizations.

We also certify that the quoted rates are not higher than rates quoted / prices charged by
us for same items to other Customers.

Price Fall Clause Certificate

I/We undertake that we have not offered to supply / supplied / is not supplying same or
similar product / systems or sub systems at a price lower than that offered in the present bid
in respect of any Organization/Ministry Department of the Govt. of India or Coal India Ltd.
and/or its Subsidiaries or other PSU or any other private organization during the currency of
the contract and if it is found at any stage that same or similar product/systems or sub
systems was supplied by the bidder to any Organization/Ministry/Department of the Govt. of
India or Coal India Ltd. and/or its Subsidiaries or other PSU or any other private organization
at a lower price during the currency of the contract, then that very price will be applicable to
the present case and the difference in the cost would be refunded by the bidder to buyer, if
the contract has already been concluded.
I/We also accept that:
1. I/We have to submit a copy of the last (latest) purchase order for the similar/ordered
item(s) received from any Organization/Ministry/Department of the Govt. of India Coal
India Ltd. and/or its Subsidiaries or other PSU or any other private organization, along
with the offer.
2. We will inform the purchaser of offer to supply/supply of the similar/ordered item(s) at a
lower rate to any Organization/Ministry/Department of the Govt. of India or Coal India
Ltd. and/or its Subsidiaries or other PSU or any other private organization during the
currency of the contract.
3. We will submit a certificate along with the bill(s) that – “We have not offered to
supply/supplied the similar/ordered item(s) at a lower rate to any
Organization/Ministry/Department of the Govt. of India or Coal India Ltd. and/or its
Subsidiaries or other PSU or any other private organization.”

Date: Signature of the Tenderer

Seal of the Firm

 Annexure – VII

GeM Bid No.: ……………………………

Declaration Regarding Banning/De-listing

The bidder as well as the manufacturer (if bidder is not the manufacturer) will give a
declaration -
“We have not been banned or de-listed or debarred or ‘Put on Holiday’ by any Government
or quasi-Government agencies or PSUs.”

Date: (Seal & Signature of the Tenderer)

(N.B.: If a bidder has been banned or de listed 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 is not given, the bid
will be rejected as non-responsive.)
 Annexure – VIII

MANDATE FORM (Sample Format for Bank Details for Electronic Payment)

To
The Staff Officer(MM)
Regional Stores, Piparwar
Dist. Chatra, Jharkhand – 829 201

Ref: Authorization of all our payments through Electronic Fund Transfer System (NEFT /
RTGS / CBS / Intra Bank transfer)
We hereby authorize Central Coalfields Limited to make all our payments against our bills, Refund
of earnest Money deposit and Security deposit, through Electronic fund transfer
system/RTGS/CBS/Intra Bank transfer.
a) We confirm that we are registered / not registered (Strike out whichever is not applicable) with
CCL for e-payment.

(Authorized Signatory)
Name:
Date: (Official stamp)

b) The details for facilitating the payments (if not registered with CCL) are given below:-:
1. Name of the party(beneficiary):
2. Particulars of the bank account
a) Name of the Bank:
b) Name of the Branch:
Address:
Telephone No.:
c) 9 Digit MICR Code Number:
(As appearing on the cheque issued by the bank)
d) IFSC Code:
e) Type of account: Savings / Current / Cash Credit
f) Account No.:
(As appearing on the cheque book issued by the bank)

(Please attach photocopy of a cancelled cheque for verification of the bank account details)

I/We hereby declare that the particulars given above are correct and complete. If the transaction is
delayed or not effected at all for reasons of incomplete or incorrect information, I/We would not hold
the Central Coalfields Limited responsible.

Date: (.................................) Signature of the Authorized

Signatory

BANK CERTIFICATION
It is certified that above mentioned beneficiary holds a Bank Account No……………………. with our
branch and the Bank particulars mentioned above are correct.

Bank’s Stamp

Date (.................................) Signature of the authorized official of

the Bank
 ANNEXURE – IX

Certificate regarding procurement from a bidder of a country which

shares a land border with India

GeM Bid No.: ……………………………

The bidder has to certify the following (whichever applicable):

“We have read the clauses regarding restrictions on procurement from a bidder of a country which
shares a land border with India & it is hereby certified that we are not from such a country and
does not have any specified Transfer of Technology (ToT) from such a country.”

OR

However, if the bidder falls in the category of bidders as indicated in the definitions clause no.: 8, 9,
10, 11, 12, 13 and 14 of Order (F.7/10/2021-PPD(1), Public Procurement no. 4) Dt. 23-02-2023,
should submit the certificate as under:

“We have read the clauses regarding restrictions on procurement from a bidder of a country which
shares a land border with India as per Office Memorandums issued by Department of Expenditure,
PPD, Ministry of Finance and we hereby certify that our firm is from such a country or if having
specified ToT from such a country has been registered with the Competent Authority as specified in
Annexure -I of Order (No. F.7/10/2021-PPD(1), Public Procurement no. 4) Dt. 23-02-2023. It is
further certified that we fulfills all requirements in this regard and is eligible to be considered for
procurement on GeM. [Where applicable, evidence of valid registration by the Competent Authority
shall be attached.]”

Date: (Seal & Signature of the Bidder)

N.B.:
1. To choose any one of the above-mentioned conditions, whichever is applicable.
2. In case of Indian Agent of the Local Supplier quoting against the Tender, both the Indian
Agent and their Principal should submit the above-mentioned certificate(s).
 ANNEXURE – X
GeM Bid No.: ……………………………

Format of Self-Certificate for Local Content

(TO BE TYPED ON THE LETTER HEAD OF MANUFACTURER)

Verification of Local Content against Public Procurement (Preference to Make in

India) Order, 2017 – Revision

We hereby confirm in respect of quoted item(s) that amount of value added in India [which is
the total value of the item procured (excluding net domestic indirect taxes) minus the value
of imported content in the item (including all customs duties)] as a proportion of the total
value is equal to or more than ______% (mention the percentage of local content in the
offered items) & meets the local content requirement for ‘Class-I Local Supplier / Class-II
Local Supplier’ (Strike out which is not applicable) prescribed under Public Procurement
(Preference to Make in India) Order, 2017- Latest Revision Dated 16th Sept, 2020.

Also, it is hereby confirmed that we are not serving debarment from any procuring entity for
violation of this order at the time of tendering.

The details of the location(s) at which the local value addition made is/are as under:
1………………………………………………………………………
2……………………………………………………………………….
3……………………………………………………………………….

Date: (Seal & Signature of the Manufacturer)