Eligibility of Bidders

1. Qualification Criteria
The bidder should be in a position to offer and supply in specific delivery period at least 25% 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
Only Indigenous manufacturer, who are ‘Class I Local supplier’ or ‘Class II Local supplier’ as defined
under Public Procurement (Preference to Make in India) Order 2017 (latest revision) attached as
Annexure-XV, shall be eligible to bid.

Note: Indigenous manufacturers/Indian manufacturers referred anywhere in the NIT means “Local
Supplier” as defined in PPP (MII) Order, latest revision.It may also be noted that Clause 10
(d) of PPP-MII Order 2017 will be invoked, wherever applicable.

Relaxation of norms for MSE / Start Up shall be applicable as per relevant provision of NIT.

2.1 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):

i) Indigenous (Local) Manufacturers

a) Procurement shall be made from Indigenous manufacturersonly. However, if the manufacturer
does not quote directly to any organization in Indiaas a matter of its corporate policy (except in
situations like supplies to OEM/OES/OPM , supplies of spares and consumables bundled with
supply of equipment, supplies to customers not covered by dealer network due to
geographical/logistics constraints), the procurement can be made from its authorized IndianAgent
based on the tender specific authorization issued by the manufacturer mentioning tender reference
number and date and validity of such authorization (Annexure – I). The manufactureris also
required to submit a certificate that it is not quoting directly against the tenders of any organization
in India (excepting the situations 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 in India
excepting the situations mentioned above, it shall be liable for penal actionas per provision of Coal
India Purchase Manual 2020, if the justification provided by the bidder has not been considered
adequate and satisfactory by the procuring entity. 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 should also be taken against the principal as per provisions of Coal India Purchase
Manual.

b) One manufacturer can authorize only one agent.However, in case of commercially off the shelf
available products, general authorization/dealership /distributorship certificate may be
considered in place of tender specific Authorization. Further, in case of tender invited from system
integrators or products/ solutions involving hardware , software and their integration solution of
a number of manufacturers/ vendors , insistence on “One manufacturer can authorize one agent”
may be relaxed.

c) Indigenous manufacturer / Local Supplier can be Class I & Class II as follows:

Class I Local Supplier means a supplier or service provider, whose goods or services offered for
procurement have local content equal to or more than 50%.

Class II Local Supplier means a supplier or service provider, whose goods or services offered for
procurement have 20% or more local content but less than 50%.
Non Local Supplier means a supplier or service provider, whose goods or services offered for
procurement have local content less than 20%.

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 Non Local Suppliers will not be eligible to participate in Domestic Tenders meant only for
Indigenous Manufacturers / Local Suppliers.

Local content means the 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 custom duties) as a proportion of the total value, in percent.

d) Verification of Local Content:

i. The Class –I / Class – II Local Supplier at the time of bidding shall be required to provide
self-certification that the item offered meets the minimum local content requirement for
‘Class –I Local supplier’/‘Class –II Local supplier’, as the case may be. They shall give details
of the locations(s) at which local value addition has been made.
ii. In case of procurement for a value in excess of Rs. 10 crores, the Local supplier shall be
required to provide a certificate from the statutory auditor of the company(in the case of
companies) or from a practicing cost accountant or practicing chartered accountant(in
respect of suppliers other than companies) giving percentage of local content.
iii. CIL / Subsidiary Companies may constitute committees with internal and external experts
for independent verification of self-certificates / auditor’s / accountant’s certificates on
random basis and in the case of complaints.
iv. False declarations will attract banning of business of the bidder or its successor(s) for a
period of two years as per Clause No. 6.13.4 of CIL Purchase Manual 2020 along with such
other actions as may be permissible under the law.

ii) 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 tenderfor the same item / product.

Further, in a tender, either manufacturer can quote or its authorized Indian Agent can quote but both are
not allowed to participate / quote in the same tender.

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 term ‘Agent’ broadly includes Distributor, Dealer,
Channel Partner etc.

iii) Indian office of foreign manufacturer or Indian Subsidiary of a foreign/Indian Manufacturer:

Indian office of foreign manufacturer or Indian Subsidiary of a foreign/Indian Manufactureris also eligible
to quote on behalf of the manufacturer subject to compliance of Public Procurement (Preference to Make
in India) Order 2017 (latest revision)

2.2 The manufacturer / tenderer shall also 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 this Manual.

2.3 Undertaking by Agent: Indian agents shall submit undertaking to the following extent:- “We have been in
existence for three years or more on the date of tender opening. 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.”

2.4 Apart from documents mentioned above as applicable, following documents are required to
Establishing Bidder’s Eligibility:

3
Sl. Upload digitally signed Scanned copy of Notarized documents in
Category of bidder support of Eligibility Criteria for the tendered item.
No.
Any one of the following valid documents (attested by Public Notary):
a. Factory license/Manufacturing license
b. NSIC registration certificate.
c. DGS&D registration certificate
d. SSI/DIC registration certificate
e. ISO Certificate.
(a) Indian Manufacturers f. BIS license/certificate
g. DGMS approval
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.
i. Tender specific Manufacturer’s Authorization as per Annexure-I, signed and
stamped by the manufacturer to quote against the NCL 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. Factory license/Manufacturing license
b. NSIC registration certificate.
c. DGS&D registration certificate
Indian Agent authorized by d. SSI/DIC registration certificate
(b)
manufacturer e. ISO Certificate.
f. BIS license/certificate
g. DGMS approval
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.

NOTE: The certificate in respect of NSIC Registration, SSI Registration, MSME, DGS&D Registration, 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.

SCANNED DOCUMENTS OF THE DOCUMENTS IN RESPECT OF ELIGIBILITY CRITERIA INCLUDING AUTHORISATION IF

ANY, TO BE UPLOADED AS SINGLE .pdf FILE NAMED “Eligibility.pdf”,
Failure to submit the above Documents may render a tenderer “UNACCEPTABLE” without any further
correspondence.

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2. Identification Mark
The manufacturer’s distinctive identification mark / symbol as also Serial No. size, type, product
designation etc. if any, must be clearly embossed / engraved /punched on each and every item, asfar as
practicable and wherever possible, at a visible place which is not subjected to normal wear and tear. Apart
from this a tag may be attached to each part / item giving identification mark, part no., description, year
and month of manufacture etc.

3. Fitment Certificate
Supplier is to certify that the products are exact replacement of/fully interchangeable to the original parts
and will fit and function on the equipment for which these are intended for on one to one basis without
any modification and conform performance parameters as per OEM specifications.

4. Technical Support and Service

In addition to normal after sales services, supplier is to render technical support & Services to ensure
fitment, proper usage, maintenance and satisfactory performance of supplied spares and also to ensure
quarterly visit of their service personnel for smooth functioning of the supplied items.

5. Manufacturer’s Test cum Inspection Certificate:

Bidders will have to confirm that they agree to submit ‘Manufacturer Test Cum Inspection Certificate’ along
with supplies, in case supply order is placed on them, to the effect that item(s) have been manufactured
strictly as per best known design, has undergone strict quality inspection before shipment and are covered
under standard warranty for quality & workmanship.

6. 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 of materials will be carried out at the consignee’s end by authorized representative of HOD
(Tech) after receipt of materials at site. The spare parts found defective or not in accordance with the
specification mentioned in the supply order will be rejected and intimated to the supplier for replacement
within 30 days from the date of intimation.

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 Annexure-I

Manufacturer’s Authorization Form

FORMATFORAUTHORIZATION TOBESUBMITTED
BYTHEINDIANAGENTSOFINDIGENOUS MANUFACTURER OR / INDIAN OFFICE /
INDIAN SUBSIDIARY OF INDIGENOUS / FOREIGNMANUFACTURE
(To be typed on the Principals letterhead and should be pre dated(prior to tender
opening date and properly signed)
One manufacturer can authorize only one agent.
However, in case of commercially off the shelf available products, general
authorization/dealership /distributorship certificate may be considered in place
of tender specific Authorization. Further, in case of tender invited from system
integrators or products/ solutions involving hardware , software and their
integration solution of a number of manufacturers/ vendors , insistence on “One
manufacturer can authorize one agent” may be relaxed.

To,
organization name

Dear Sir.
Againstthe tender no: ,we hereby Authorize M/s. _[Name & Address of Indian Agent / Indian Office / Indian
Subsidiary] toparticipate in the tender and submit the offer and enter into contract / Supply order, on
ourbehalf.Thisauthorizationisvalidtillthesuccessfulcompletionofsuppliesagainst this tender.
Weconfirm/undertakethat:
1. As a matter of our corporate policy, we do not quote directly / market our products to any
organization in India (except
insituationslikesuppliestoOEM/OES/OPM,suppliesofsparesandconsumablesbundledwithsupplyof
equipment, supplies to customers not coveredby dealer network due to
geographical/logisticsconstraints).If, subsequently,atanystage,it is
foundthatwehavequoteddirectlytoanyorganization in India as a matter of its corporate policy
(except insituationslikesuppliestoOEM/OES/OPM, supplies of spares and consumables bundled
with supply of equipment, supplies to customers not covered by dealer network due to
geographical / logistics constraints, we shall be liable for penal action as per provisions of the NIT
and the PurchaseManual. Further, if at any stage, it is found that agency commission has been paid
by us withoutdeclaringtheagent,thecommissionmay berecoveredwithinterest.
2. We willaccepttheresponsibilityforthesatisfactoryexecutiono f
ordersplacedontheauthorizedagentincluding warranty/guarantee obligations.
3. Wherevernecessary,wewillproviderequisiteinspectionand testing facilitiesatourworks in
respectofordersplacedon authorized agent.
4. Thepricequotedbyourauthorizedagentwillnotexceedthepricewhichwewouldhave quoted.
5. Intheeventofplacementoforderonourauthorizeddealer,thegoodssupplied/goodsoffered for
Inspection would be accompanied by a certificate stating that the goods have been manufactured
by us.
6. We furtherconfirm that No agent/Middleman/Liasoning agent or any entity in any name other
thanourauthorizedIndianAgentisinvolvedintheprocessofprocurementofgoodsandservicesagainst
thistender.Ifsubsequently atanystage,it is found thatfalsecertificate isgiven,weshall be
liableforpenal action.

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 7. WealsoconfirmthatwehaveneverbeenbannedordelistedbyanyGovernmentorQuasi-
GovernmentAgencyoranyPublicSectorUndertakinginIndia.
OR

Wewerebannedbytheorganization named“---------------------------------------” foraperiodof-------

------------year(s)effectivefrom-------------------to---------------for-------------
(thereasontobementioned)inIndia.

Validityof authorization:
[ShouldbeValidasondateoftenderopeninganditsvalidityshouldcorrespondstothedeliveryperiod
stipulatedintheTender Enquiry]

Signature of Authorized signatory of Principal Manufacturer

(Name)
(Designation)
Email ID:
Date:

Seal of the firm

Note : This letter of authority should be on the letter head of the Manufacturer and should be signed by a
person competent and having the Power of Attorney to bind the Manufacturer. It should be sufficiently
stamped as per the low of India, if executed in India or if the authorization is executed abroad, the same
has to be got adjudicated under the Stamp Act at Kolkata and the power to get it adjudicated should be
mentioned in / conferred by the Manufacturer’s Authorization Form and should be submitted by the
Bidder along with its bid.

Annexure – II

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

16
 Annexure – III

(For procurement Value below Rs. 10.00 Crores)

Self-certificate for Local Content as per Make in India Policy

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
……..………… %.

And

Item offered meets the Local content requirement for Class-I Local Supplier’/ Class-II Local Supplier
(strike out which is not applicable)

Details of location(s)[Factory] at which local value addition is made is as under:

………………………………………………………………………………

Date Signature of Tenderer

Seal of the Firm

Note: For procurement Value in excess of Rs. 10.00 Crores, the Class I & Class II local supplier shall
be required to provide certificate of statutory Auditor, cost Auditor of the company (in case of
company) or practicing cost Accountant or practicing CharteredAccount (in case other than
companies)(Under Unique document Identification Number-UDIN)
giving the percentage of local content.

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 Annexure – IV

Quality Certificate

I/We certify that there has not been any complaint against the quality of our products supplied to
Government Departments or Public Sector Undertakings/Other organizations.

Date: Signature of the Tenderer

Seal of the Firm

Annexure – V

No Deviation Certificate

“We declare that there is no deviation from the NIT terms and conditions in the offer submitted by us.”

Date Signature of the Tenderer

Seal of the Firm

18
 Annexure – VI

Proforma for Equipment and Quality Control

Reference: organization name Tender No. Date

for supply

1. Noafme and Address of the Firm

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

(b) Fax No. / E-mail ID

2. Location of manufacturing works/factories owned by the firm (documentary evidence of ownership must
be produced).

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

4. Details of plant and machinery erected and functioning in each department (monographs and description
pamphlets) be supplied if available.

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

6. Process Flow Chart for the whole manufacturing process of the tendered item.

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 Quality Assurance Plan and Quality Control Infrastructures 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.

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 Annexure - VII
Declaration Regarding Banning

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 Signature of Tenderer

Seal of the Firm

Note: 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
Fitment Certificate

We certify that offered products are exact replacement of / fully interchangeable to the original parts and
will fit & function on the equipment for which these are intended for on “one-to-one” basis without any
modification and conform to performance parameters as per OEM specifications.

Date Signature of Tenderer

Seal of the Firm

Annexure -IX
Technical Support & Services Certificate

We agree for rendering prompt technical support and services to ensure fitment, proper usage,
maintenance and satisfactory performance of supplied spares. We shall arrange quarterly visit of our
service personnel for smooth functioning of the supplied items.

Date Signature of Tenderer

Seal of the Firm

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 Annexure –X

Lowest Price Certificate

I/We do hereby certify that prices quoted by us against this tender are the lowest and is the same as
applicable to other Government Departments/ Undertakings/ Other Organisations.

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

Date Signature of the Tenderer

Seal of the Firm

Annexure –XI

PRICE FALL CLAUSE

(Following certificate to be submitted at the time of supply)

The price charged for the stores/equipment supplied against this order shall in no event exceed the lowest
price at which the supplier sells the stores/equipment of identical description to any other party during
the contractual Delivery period.
If the supplier at any time during the contractual Delivery period sells such stores to any other
person/organization at a price lower than the price chargeable to NCL under the contract, the supplier shall
forthwith notify such reduction of sale prices to NCL and the price payable under this contract for the
stores/equipment supplied under this contract shall be correspondingly reduced.

Date Signature of the Tenderer

Seal of the Firm

21
 Annexure – XII

Bidder to mandatorily Quote HSN (Harmonized System Nomenclature) code of all items quoted by
them

S. No. Part No. Description of Item HSN Code

Date

Signature of Tenderer

Seal of the Firm

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1. Earnest Money Deposit (EMD)

1.1. EMD Amount is as mentioned in the GEM Bid.

1.2. No Exemption is allowed to any Bidder firm related to EMD. Every Participatory Bidder firm have to submit the EMD
for the above stated Purchase Requirement.

1.3. Bidder has to submit the scan copy of the proof of EMD in their technical bid and submit the original copy in office on
or before 3 days from the date of bid closing.

1.4. The Bidder Has To Submit a Hard Copy of EMD To The Department Before Bid End Date There Is No EMD Exemption
For Any Bidder.

2. Eligibility Criteria

2.1. Eligibility Criteria for the bidder:

2.1.1. The Bidder shall be a legally registered entity in India and shall have been in operation for at least three years as on
last date of bid submission. Certificates of incorporation/ Registration Certificates along with relevant legal document

2.1.2 Supporting Document : Copy of work orders/Contract & Client Certificate - performed for similar type of works Supply,
Installation & Commissioning to any of the Institutions, satisfactorily completed during the last 5 years.

2.1.3 The bidder must have one office in Madhya Pradesh. Please upload the copy of any two of the following: Property
tax bill/Electricity Bill/Telephone Bill/VAT/CST Registration/ Lease agreement. In case, bidder does not have
office in MP,bidder should give undertaking to open office in MP within 30 days from the date of contract.

2.1.4. The bidder must submit an undertaking that they have not been black listed/ debarred by any state government /
central government / PSU in last three years as on last date of bid submission. Undertaking on the Stamp paper duly
Notarized that the firm has never been blacklisted/barred (temporary or permanent) and disqualified by any state
government / central government / PSU undertaking in India needs to be furnished.

2.1.5. No Deviation Certificate: Bidder should submit the undertaking of No deviation for the Technical Specifications ask
in bid.

2.1.6. Bidder has to submit valid ISO 9001-2015, GREEN GAURD for Quality Management System & Safety Certificate.

2.1.7. The Bidder must submit their valid PAN, GST Registration Certificate.

2.1.8. Consortium in any form will not be permitted.

2.1.9. The bidder should not be charged any amount towards any replace, repair, commissioning etc. charges within the
warranty period. (With certificate proof)

2.2. Bidder have to Attach the Required Documents Along With The Hard Copy Of The Same With Duly Sealed Signed by
Bidder Firm and submitted at Buyer Office On Time.

2.3. Eligibility criteria for OEM:

2.3.1. Bidder should quote from those OEM who have average annual turnover 1.25 Crore as below globally during each

25
last three financial Years:-

a) In case the bidder does not have audited financials for FY 22-23, then previous three FY (19-20, 20-21, 21-22) may be
considered if the country of origin of OEM follows April to March next year as the financial year.

b) If the country of origin of OEM follows (i.e. January to December) as the financial year, then the financial turnover of
the OEM would be considered as per calendar year for 2020, 2021 and 2022.

2.3.2. OEM of any component should not be blacklisted/debarred by any state government/ central government / PSU in
last three years as on last date of bid submission.

2.3.3. Only the brand present in the government e-market place will be considered as OEM, as well as the authorization of
the brand present in the government e-market place should be uploaded at the place of OEM authorization.

2.3.4. The manufacturer should have following Certification :-

· ISO 9001 :2015 for Quality management Systems

· ISO 14001:2015 for Environmental Management System

· ISO 45001:2018 for Occupation health and Safety management System

· Products that have achieved GREENGUARD Certification.

Note: In GeM bid, Eligibility Criteria i.e. bidder/OEM experience criteria, Bidder/OEM turn over criteria, specification of Bid
etc…are not mentioned, however bidder & OEM of the quoted product must meet eligibility criteria, technical specification
as mentioned in this document only & Eligibility Criteria & technical specification as mentioned in this document will be
final and considered for evaluation.

3. Warranty

3.1. Comprehensive warranty for 1 years from the Go Live date after 100% installation & commissioning.
Warranty certificate on OEM letter head for all items to be supplied against this bid is to be submitted along with invoice

4. An undertaking on rupees 100/- non judicial stamp paper should be given by the Bidder that his firm Is not blacklisted
by any government department or private organization in last 5 years.

5. An undertaking on rupees 100/-non judicial stamp paper should be given by Bidder; that all the Information provided
are true and all the documents uploaded online all true.

6. The Bidder/OEM Will Have 1 Year Old Service Center On Consignee Location The Bidder Is Required To Upload, Service
Center Document Along With The Bid, All Relevant Certificates.

7. Only MP State Bidder Are Allowed To Participate In This Bid And If Other State Bidder Participated In Th is Bid So
Bidder Is Not Liable For Financial Evaluation

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

9.Escalation Matrix For Service Support: Bidder/OEM must provide Escalation Matrix of Telephone Numbers for Service
Support.
26
10. Dedicated /toll Free Telephone No. for Service Support: BIDDER/OEM must have Dedicated/toll Free Telephone No. for
Service Support.

11. No extra charges towards transport, loading, unloading, installation, commissioning etc. will be given above the bid
amount

12. The bidder should not be charged any amount towards any replace, repair; commissioning etc. charges within the
warranty period.

13. One Pcs Of Sample Should Be Deposited Before 72 Hours Off Bid Closing Date. Sample Will Be Evaluated As Per
Specification.

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