ICMR - NATIONAL INSTITUTE OF VIROLOGY

20-A, Dr. Ambedkar Road, P.B. No.11, Next to Ashoka Pavilion, Camp, Pune 411 001 (India)
Tel. : 26127301/303,26126302/304 . Fax : 26122669/26126643
Telegrams : "Virology" Pune. E-mail: [email protected] website: www.icmr.nic.in

NAME OF WORK: PROVIDING LOGISTICS SERVICES AT ICMR-NIV PUNE (PICK-UP AND DELIVERY OF
DIAGNOSTIC KITS / BIOLOGICAL RE AGENTS ETC) – DELIVERIES PAN INDIA INCLUDING NORTH-EAST
REGIONS OF INDIA.

For and on behalf of the Director-in-Charge, ICMR-National Institute of Virology, Pune, the bids are
invited from eligible agencies / firms for providing logistics services at ICMR-NIV Pune.

Bidders who are Technically Competent and have similar experience of transporting diagnostic kits /
biological reagents should only Bid

PRE-QUALIFICATION AND ELIGIBILITY (SEE ANNEXURE 2) :

The period for contract with the agency will be initially for one year and extendable for further one year
upon satisfactory services with no escalation in cost.

1.1 Past Experience of Similar Services: The bidder must have successfully executed/completed similar
Services over the last three years i.e. the current financial year and the last three financial years(ending
month of March prior to the bid opening): -

I. Three similar completed services costing not less than the amount equal to 40% (forty percent)
of the estimated cost; or
II. Two similar completed services costing not less than the amount equal to 50% (fifty percent) of
the estimated cost; or
III. One similar completed service costing not less than the amount equal to 80% (eighty percent) of
the estimated cost

1.2 Complete Audited Annual Reports along with Audited Balance Sheets, Profit & Loss Account and
other financial statements for the preceding three financial years ending 31 st March of the previous
financial year. In case where the audited results of the preceding financial years are not available,
certified financial statements from a practicing Chartered Accountant will also be considered.

1.3 A consistent history of litigation or arbitration awards against the bidder may result in
disqualification.

1.4 The BIDDER shall be in similar business for last three years. The Bidder shall have Income Tax
Registration, GST, PAN, firm’s registration. Copy of Registration Certificates shall be submitted. The
bidders having registered offices in Pune shall only be considered. Copy of shop registration or
equivalent document must be attached.
1.5 The Bidder shall have experience of similar operations. Details of work orders shall be submitted
along with name and contact number of client/s where these services are provided and where reference
can be made.Annexure-1.

Wherever required, NIV or their Authorized representative shall make independent enquiry to verify the
information and details sub mitted by the Agency/Firm, which if found to be in-correct or false, the bid
submitted by the agency / firm shall be straightaway and summarily rejected. No further
correspondence in such case shall be entertained.

1.6 The Bidder shall submit an affidavit, duly notarized, that the firm has not been blacklisted / debarred
/ banned by any Central or State govt./semi govt./autonomous bodies. The Bidder shall ensure that the
pre-eligibility criteria as mentioned in Checklist are fulfilled and relevant documents in support of the
claim are attached to the Technical bid. If the documents are not attached the Bid shall be straightway
rejected without further evaluation. Please see Annexure-2.

The bidders are advised to attend pre-bid before submitting their bids in GeM portal.

INSTRUCTIONS TO BIDDERS:

1. The tender will be in on Two Bid System comprising of:-

i. Technical Bid containing all the technical specifications and other tender requirement as per
the tender docume nt except the price.

ii. Financial Bid containing the Price and the other details of financial needs required.

2. BID SECURITY (EMD):

a. Bid security (EMD) amount of Rs. 50,000/- (Rs. Fifty Thousand Only) should be furnished in
the form of account payee demand draft / Fixed Deposit Receipt, Banker’s Cheque or Bank Guarantee
from any of the Commercial Banks drawn in favor of the Director, National Institute of Virology payable
at Pune. The bids submitted without the EMD will be summarily rejected.

b. Bid Security will be forfeited if the bidder withdraws or amends its/his bid or impairs or
derogates from the tender in any respect within the period of validity of the bid or if the successful
bidder fails to furnish the required Performance Security within the specified period. The bid security
bears no interest.

c. Bid securities of the unsuccessful bidders will be released to them without any interest after
expiry of the final bid validity period and latest by the 30th day after the award of the contract. Bid
Security will be released to the successful bidder without any interest on receipt of a performance
security.

d. Bid security should remain valid for a period of 45 days beyond the bid validity period. In case,
bidder agrees to extend the validity of bid, he / she shall also extend the validity of bid security suitably.

e. Bid security (EMD) relaxation applicable to MSEs will be allowed as per Government Prevailing
Guidelines / Provisions. MSME and NSIC certificates should be submitted by the bidder.
3. PERFORMANCE SECURITY:

a. To ensure due performance of the contract, the successful bidder shall furnish performance
security equivalent to 5% of contract value within 14 (fourteen) days of notification of award.
acceptance of contract and it shall remain valid for a period of 60 (sixty) days beyond the date of
completion of all contractual obligations of the supplier, including warranty obligations

b. The performance security can be furnished in form of insurance security bonds, account
payee demand drafts, FDRs from a commercial bank, bank guarantee (including e-BG) from a
commercial bank in favour the Director, National Institute of Virology payable at Pune.

c.The Performance Security will be forfeited and credited to the buyer’s account in the event of
a breach of contract, any default, or failure or neglect on part of the seller in fulfilment or performance
in all respect of contract or any part thereof or for any loss or damage caused by bidder. The
performance security shall be released to the bidder without any interest, after he / she duly performs
and completes the contract in all respects but not later than 60 (sixty) days of completion of all such
obligations under the contract.

4. Bidders are advised to carefully read the scope of work, qualification requirements, the tender terms
and conditions etc. before submitting their bids. For any query or clarification regarding the services, the
Bidder may contact through e-mail I D ([email protected] with copy to
[email protected]).

5. Period of delivery within 3 days (from the time of handover of consignment at the point of origin)
shall be adhered strictly without fail. If the agency fails to do so, buyer has right to raise incident report
at GeM against service provider. In the e vent of any dispute pertaining to the courier services, the
agency will abide by the decision of the Institute / his authorized representative to investigate the case
and the decision of the competent authority will be final and binding on the agency.

6. The Director, ICMR-NIV, Pune shall reserve the right to accept or reject any bid. Any Influence in any
form may result in the rejection of its bid.

7. The bidder should examine the tender thoroughly; failure to furnish all the information required by
the tender document or submission of a bid not substantially responsive to the tender document in
every respect may result in rejection of the bid.

8. Tender will be on a Two Bid system (Technical Bid & Financial Bid) . The financial Bid will be opened
for those firms, which will meet all the required and stipulated pre-qualification/eligibility criteria and
qualifies technically.

9. The bid shall remain valid for a period of 180 days from due date of submission of bid.

10. Bidder should quote consolidated rates inclusive of all the charges of materials, licenses, statutory
taxes, duties, levies, fuel surcharge, pick-up and delivery charges, insurance coverage loading /
unloading etc. The applicable taxes (GST) should be shown separately.

11. The Bidder should quote their best and final price. There will be no post tender price variation but
NIV reserves the right to negotiate with the Lowest (L1) Bidder. If there is any difference in the
numerical value and the amount in words, the lowest of the either will only be considered.
12. The Bid shall be signed by the bidder or a person duly authorized to sign on behalf of bidder. The bid
shall contain no interline actions, erasures or over writing except as necessary to correct errors made by
the bidder, in which case the person or persons signing the bid shall initial such corrections otherwise
bid would be rejected at the time of opening and/or evaluation.

13. The rate should be quoted in INDIAN RUPEES only.

14. The grand total quoted by bidder shall be taken into consideration for determining the ‘L-1’.

15. No conditions, deviating from the tendered conditions shall be accepted. Conditional offers shall be
summarily rejected.

16. The work order as a whole or any part thereof shall; not be sublet or; further subcontracted without
the written permission of NIV, Pune.

17. If any of the information is found to be incorrect, the Bid/Contract is likely to be cancelled.

18. The ICMR-NIV, Pune does not bind itself to accept the lowest tender and reserves the right to reject
any or all tenders without assigning any reason or accept any Tender or part thereof.

19. ICMR-NIV, Pune reserves the right to disqualify such bidders who have a record of not meeting the
contractual obligations against earlier contracts entered with NIV.

20. The bidder should have operation office/branch/representatives in Pune. Details shall be clearly
provided on the bidder’s letterhead. The agency shall provide complete postal addresses of their office
in Maharashtra along with details of telephone & Fax Nos. Mobile Nos., email address etc. of the offices.

21. Details of current staff strength in all the offices.

22. PENALTY CLAUSE: For delayed clearance and mishandled consignments, penalty will be charged by
ICMR-NIV. The penalty charges shall be decided on case to case basis and the decision of the Director
shall be final and binding on the agency.

23. The agency must have the facility of storing the consignment including that of perishable, which
could be transported to ICMR-NIV, Pune or the centres as soon as possible. In case the item has to be
kept in cold storage, such facility should be provided/arranged by the agency.

24. The agency should use multimode transportation includes Air & surface transportation, to transport
material & from pick up to delivery point with the least possible time frame throughout the year.
However in cases of holidays and any other external situations/ conditions including but not limiting
road blocks, vehicle accident, bands, local holidays, airline delays & cancellations, additional lead time
shall be applicable, which the agency shall keep ICMR-NIV intimated from time to time.

25. The agency should provide consignment status information.

26. Supported statutory documents/Certificate will be provided by ICMR-NIV along with the Laboratory
reagents/kits for Covid19 tests and biological samples. Also it is assured that, handed over material will
not be banned, restricted or dangerous.

27. The agency is responsible for safe & secure transportation of the samples / kits.
28. The agency shall be liable to provide certificate of facts within 15 days of date of incident in case of
unfortunate event of loss and/or damage of goods.

29. As per the OM No. F.No.6/18/2019-PPD dated 23/07/2020 issued by Ministry of Finance, D/o
Expenditure, Government of India, any bidder from a country which shares a land border with India will
be eligible to bid in this tender only if the bidder is registered with the Competent Authority as specified
in said OM. The certificate in the format given at Annexure –3 is required to be submitted by bidder. If
the certificate given by a bidder whose bid accepted is found to be false, this contract would be
immediate terminated and further legal action in accordance with law shall be taken against bidder.

30. PAYMENT TERMS: The payments shall be made in INR to the contractor through electronic funds
transfer only. The Contractor shall give his consent in a mandate form for receipt of payment through
NEFT. The payment shall be released to the contractor only after successful pickup and delivery and
subsequently upon satisfactory certification by the indenter group. The bidder shall also submit the
documentary evidence for having deposited the GST to the concerned authority. The income tax TDS,
GST TDS other statutory duties & levies and recovery of penalty / deductions, if any, shall be deducted
from the invoices as applicable. The payment shall be made in electronic mode directly to the vendor’s
account through NEFT/RTGS. No advance / mobilization payments will be made.

31. PLACE OF JURISDICTION: Disputes, if any, shall be resolved amicably. For all the unresolved disputes,
the place of jurisdiction shall be Pune.

32. COMPENSATION CLAUSE: This Institute will not be responsible for any compensation to the workers
of the vendor for any injury caused during the course of their duties and entire responsibility will rest
with the agency. The agency will also be liable to the Department for all the acts of omissions or
commissions on the part of the persons provided by him and accordingly reimburse to the department
all the damages caused by such acts of omission or commission.

33. TERMINATION OF THE CONTRACT : The Buyer shall have the right to terminate this contract in any of
the following cases :-

(a) The delivery of Courier services is delayed due to causes not attributable to natural
calamities for more than five occasions during the period of the whole contract.

(b) Breach of the terms of Award of Work by the Service Provider agency beyond 3 instances as
per the discretion of the Buyer.

(c) The Service Provider is declared bankrupt or becomes insolvent or in any other way fails to
perform or observe any condition of the contract.

(d) The contract may also be terminated based on mutual consent.

34. Bidders are requested to refer the scope of work carefully before submitting the bids. .
 SCOPE OF WORK

 Diagnostic Reagent Facility (DRF) at ICMR-National Institute of Virology is supplying MAC ELISA
kits under national program to approximately 850 centers throughout the country. The number
of centers may increase during the year.
 The kits to be transported are packed in thermocol boxes along with freeze gel packs by the
end-user Group at the Institute. The required temperature for kits is 2-8ᴼ C. The packing has
been optimized in such a way that the temperature inside the box gets maintained between 2-
8ᴼ C for maximum 4 days.
 The responsibility of Logistic agency is to transport the packed parcel from ICMR-NIV, Pune to
the various centers throughout the country. The parcel has to be delivered within 3-4 days at
the any specified destination (Mode of transport need to be decided by logistic agency).
 The size / dimension of parcel containing kits are fixed

Dimension of Box (outer): 1Ft X 1Ft X 1Ft

Total Weight: Around 5 to 5.5kg

 The number of parcel (Boxes) varies – center to center, region to region, time to time as per the
situation of outbreak. Total number of parcels to be transported nationwide throughout the
year is approximately 15000 Nos. But it may vary as per the situation of outbreak / epidemics. ·
 As the parcel contains diagnostic kits, the agency should have experience of transporting
biological reagents / samples / specimens etc.
 ANNEXURE-1

LIST AND DETAILS OF SIMILAR SERVICES PROVIDED BY THE BIDDER

Name and
address/
Name of the
Total telephone
Sl. Facility and the Details of Period of
Value number of
No. Institute/Depart Services Services
(Rs.) officer to whom
ment
reference may
be made

1.

2.

3.

4.

Note: The above information and details shall be submitted along with copy of work order/s
from the client/s
Signature & seal of the Bidder
 ANNEXURE-2
CHECKLIST FOR PRE-ELIGIBILITY CRITERIA

Submitted Page/Annex.
Sr. No. Requirements/Details to be submitted
(Yes/No) No.

1. Copies of work orders from Client/s

2. Copy of audited balance sheets

3. Copy of registration certificates

4. Notarised Affidavit regarding ‘No Blacklisting’

5. Income Tax Registration

6. GST Registration Certificate

7. PAN Card details

8. MSME, if applicable

9. Details of office registered in Pune.

10. Details of current staff strength

NOTE: If the Pre-qualification Criteria/ Eligibility conditions are not met or

documents prescribed to establish the eligibility are not enclosed, the Bid shall
be rejected without further evaluation.

Signature & seal of the Bidder

 ANNEXURE-3

CERTIFICATE REGARDING LAND BORDER SHARING

Date:___________________________

Tender No._____________________

To

The Director
ICMR-National Institute of Virology
20/ A, Dr. Ambedkar Road.
Post Box No. 11, India
Pune – 411 001.

I have read the order No. F.No. 6/18/2019-PPD dated 27.07.2020 and its subsequent orders of M/o
Finance, D/o Expenditure, Government of India and clauses regarding restrictions on procurement
from a bidder of country which shares a land border with India; I certify that this bidder is not from
such a country or, if from such a country, has been registered with the competent Authority. I
hereby certify that this bidder fulfills all requirements in this regard and is eligible to be considered.
[where applicable, evidence of valid registration by the Competent Authority shall be attached.]”

Signature & seal of the Bidder

Date:
Place: