Government of Karnataka

e-
TENDER

SUPPLY OF SPORTS ITEMS

TO INMATES OF RESIDENTIAL SCHOOL AND PRE-
METRIC HOSTELS & POST METRIC HOSTELS
FUNCTIONING UNDER THE
SOCIAL WELFARE DEPARTMENT,
RAICHUR DISTRICT

Two Cover system




Address for communication:

DEPUTY DIRECTOR
SOCIAL WELFARE DEPARTMENT,RAICHUR
BEHIND HOTEL PRIYA, AZAD NAGAR, STATION ROAD, RAICHUR
Email:dsworchr315@gmail.com Office Telephone No: 08532-231091
 OFFICE OF THE DEPUTY DIRECTOR,
SOCIAL WELFARE DEPARTMENT RAICHUR
Email:dsworchr315@gmail.com Office Telephone No: 08532-231091

Short Term Tender Notification

Sub: SUPPLY OF SPORTS ITEMS,TO THE INMATES OF RESIDENTIAL
SCHOOL AND PRE-METRIC HOSTELS & POST METRIC HOSTELS
FUNCTIONING UNDER THE SOCIAL WELFARE DEPARTMENT
Ref:1)Commissioner, Social Welfare Department, Bangalore Order no
swd/ed4/cr104/19-20 Date:18-3-2020
2) Commissioner, Social Welfare Department, Bangalore Order no
Swd/ed4/cr27/18-19 Date:4-5-2020.

********
Deputy Director, Social Welfare Department, Raichur district invites e-tender in two
cover system for supply of Sports items, for the students of Residential Schools, Pre-metric &
Post-metric Hostels functioning under the Social Welfare Department, GOK through
e-procurement portal of Government of Karnataka (https://eproc.karnataka.gov.in). Prospective
suppliers willing to participate in this tender shall necessarily register themselves with above
mentioned e procurement portal.

1 Tender Reference No and date : No. DDSWD /RCR/ACT/TENDER/CR/2020-21

Dated: 10/02/ 2021
:
2 Amount put to Tender in Lakhs
Rs15.00 Lakh

2 Date of Tender Publication (e-portal) : 10 -02-2021

23 -02-2021 Timings 5.00 pm
Last date & Time for Sample
: Deputy Director Office,SWD
3 submission
Department,Raichur
Pre Bid Meeting Date,Place and Time Date: 18-02-2021 @ 11.00 am
4 DD Office S.W.D. Raichur
Last date & Time for submission of
6 : 25 -02-2021 Timings 5.00 pm
Tender

Date & Time of opening of

7 : 01-03-2021 Timings 11.00 am
Technical bid

Tentative Date & Time of opening of 05-3-2021 Timings 11.00 am

8 :
Financial bid

9 EMD Amount : 30,000/-

Prospective suppliers willing to participate in this tender can down load the bid documents
with visiting the web sithttp://e-proc.karnataka.gov.in.
 SECTION I – INFORMATION TO BIDDERS

1. SCHEDULE OF REQUIREMENT
Approx
Sl.
Parti Quantity Bid Value
No.
cula in Rs.
rs
1 Supply of Sports items, to Students of Residential As mentioned
schools, Pre-metric & Post-metric Hostels functioning Amount in 15.00 Lakhs
under the Social Welfare Department across Raichur Annexure-G
district
1.1. The Bidder should quote for entire tender package i.e., supply of full quantity of the
item. No partial offers will be accepted.
1.2. Detailed Specifications of the Items to be supplied as given in Section-IV
1.3. The last date and time for submission of tenders is as shown in e- procurement portal. The
opening of technical bid will be held at this office on the date as mentioned in e-
Procurement portal. The commercial bids will be opened after completion of evaluation
of the Technical bids.
1.4. The Documents for submission of tender can be downloaded from the e-Procurement
portal of Government of Karnataka and submitted online through eProcurement Portal
only.
1.5 The Bidders who qualifies in technical bid evaluation should submit the said samples to the
authority within the informed/given period. The samples which are not according to the
specification and good quality that bidders financial bid will kept as it is without opening
the Financial bid.
1.6. For any clarification, the bidders are requested to contact Office of the D e p u t y
D i r e c t o r , S ocial Welfare Department, Raichur District, Email:
dsworchr315@gmail.com Telephone No 08532-231091

2. ELIGIBILITY CRITERIA
SI CRITERIA
1 Manufacturers or Authorised dealers
/distributors with minimum 3 years’ experience (in the
field of items put to tender) manufacturing/supply are
eligible to participate.
2 The bidder should have:
In his name should have in the last 3 years period
(2017-18, 2018-19, 2019-20) achieved in at least two
financial years an average annual financial turnover of
Amount put to tender (Rs 15.00 Lakhs)
3 The bidder should submit a solvency certificate for Rs.-
SUPPORTING DOCUMENTS
a)License Issued by component Authority by SSI /
Industries Department/Muncipalty /GST
Department/Local Body/Any Government Body to
run the firm and License should renewed for 2020-
21
b) Copy of the GST registration Certificate of the
firm
c). Copy of Document Showing firm Operating from
Last three years(Enclose Copy of VAT/GST
Certificate Prior to 3 Years)
2. In case of Dealers/distributors:
Manufacturers authorization letter for participating
in the current tender as per Annexure-F. The Bidder
shall submit Annexure A duly filled
All the documents below for 3 years:
a) Audited Statement of Accounts viz.. Balance
Sheet Trading/Profit and Loss Account
b) IT Returns
c) Certificate issued by the CA with UDIN No as
per Annexure B,
Solvency Certificate issued by the Nationalized/
 4.5 Lakhs, valid as on the last date prescribed for tender
submission,
4 The bidder should have executed supply of Sports
items with a of value not less than (minimum of 25%
of the amount put to tender) in a Single order to;
“State/ Central Government Departments
/organizations/undertakings/institutions”
in India, during any one year, out of preceding five
years.
For the purpose of this criteria:
Only the Purchase order placed by the
State/Central Government Departments,
State/Central Government Organizations,
State/Central Government Undertakings,
State/Central Government Institutions,
will only be considered. Purchase orders placed by
Private firms/organization/institutions/corporates will
not be considered.
5 The bidder should have registered under GST with the
complete clearance of GST liabilities up to March 2020
Scheduled Bank, for the purpose of participating in
the subject tender indicating the Tender No. and
date, addressed to the Deputy Director, Social
welfare Department, Raichur
All the documents below:
a) Copies of the Purchase/work orders
b) Satisfactory completion certificate issued by the
Client (Must tally with the work orders
furnished)
c) Furnish the details as per format in Annexure
C.
Copy of the GST registration Certificate with the
statement showing complete clearance of GST
liabilities for Quarter ending March 2020 as
downloaded from the GST Portal of Government of
India.

6 Submission of Samples Reports: The bidder should a) Samples of the INFRASTRUCTURE as per the
submit the sample of 1 Pieces of INFRASTRUCTURE specification shall be submitted before
under each category, being offered in the tender towards submitting the tender, and the
meeting the specification requirements of the tendered Acknowledgement of the same issued by the
equipment. Before quoting/submitting their samples. Tender inviting authority shall be submitted
through e-portal
7 The bidder should not have been debarred/blacklisted Should provide an undertaking in the form of an
by any State Government, Central Government, Central Affidavit as per Annexure E
& State Govt. Undertakings/ enterprises/ Organizations
and by any other Quasi Government bodies/
Organizations, World Bank / Govt E-marketing portal or
any major Enterprise / Organization in India for non-
satisfactory performance, corrupt & Fraudulent or any
other unethical business practices, not meeting critical
conditions/security clearance etc..
8 The bidder should agree for minimum Warranty period Should provide an undertaking in the form of an
of 1 year for the being supplied. The Warranty should Affidavit as per Annexure E
carry replacement/repair free of cost and provide
adequate service support during the period of Warranty
9 Earnest Money Deposit: As indicated at the e-portal shall Online payment through e-portal
be paid online through any of the following modes and
uploaded in the e-portal.
Note: For Micro and Small Enterprises registered with
NSIC under a single point vendor registration scheme
are exempted from payment of Earnest Money Deposit
(EMD) as per the GO/Circular guidelines/amendments
issued by the GOK from time to time.
10 Consortiums are not allowed to participate in the Tender Should comply

3. SUBMISSION OF TENDER
3.1. Interested parties with relevant experience to undertake supply of sports items as per the
scope of the work and meeting eligibility criteria are required to submit their technical
and Commercial bids through e-portal
3.2. The Name of the Bidding entity and authorized signatory of the tender shall be as
registered in the E-portal of the Government of Karnataka and shall be uniform/same
across all the supporting documents submitted by the bidder. The supporting documents
submitted towards various eligibility criteria like turnover, past performance, licenses,
Registration certificates etc., having different names(such as variation in spellings, words,
names of sister/associated companies or Group of companies) will not be considered for
evaluation and the such bids will be subject to disqualification. In case of change in the
name of the Bidding entity itself during the timeline due to Management decisions,
amalgamation, acquisition etc.., necessary amendment documents as approved by the
Government authority shall be submitted along with Technical documents. Otherwise,
the bids are subject to rejection. In case of tender being signed by other than the
Authorized signatory registered in the E-portal, the bidder shall submit necessary
General Power of Attorney issued by the Authorized signatory for signing of the
Tender documents and submission on his behalf.
3.3. The bidder under no circumstances will be allowed to update/amend or furnish additional
documents in support of eligibility criteria/specification etc., after opening of the
Technical bids. Only the document submitted through e-portal will be considered for
evaluation of the bids. However, the tender inviting authority reserves the right to seek
clarifications/additional information/documents from the bidder for cross verification
during the course of evaluation, if necessary.

3.4. First Cover - Technical Bid

i. D e t a i l s of the Bidder and undertaking: As per Annexure A
ii. A l l the Annexure duly filled along with supporting documents towards of meeting
minimum eligibility criteria at Clause (2)
iii. U n d e r t a k i n g as per Annexure E in Rs. 100 Stamp paper, duly notarized.
iv. T h e scanned copies of each page of the tender shall be signed and seal affixed by the
authorized signatory of the tender.
v. T h e Documents against each criteria shall be in the PDF/JPG format. The information
Contained in the documents shall be clear, legible and printable form, in the A4 size.
vi. I n case the documents under single criteria are having multiple pages/files; the same
Shall be compressed with ZIP/WinRAR format and be uploaded
vii. The tender inviting authority reserves the right to call for original copies of documents
submitted against technical bid if necessary, for cross verification, like Audited
Financial Statements, Certificates issued by Chartered accountant/competent
authorities etc.
viii. Earnest Money Deposit: Payment of EMD through e-portal.
ix.The bidders should submit the hardcopy of the technical bid documents to deputy director
social welfare Department, Hassan after the last date of the tender submission.

3.5. Second Cover - Financial Bid

i. Only commercial offer shall be uploaded under “Item wise Bid Financial Offer” of e-
procurement portal shall be made in the prescribed format, as per Annexure 'G'.
ii. The end price quoted shall include GST, cost of package, transportation and delivery
at destination(Door Delivery) as applicable. The breakup of amount of GST, Packing
and Transportation shall be indicated separately as per the provisions provided in the
E- portal.

iii. The tenderer shall not quote higher price than what was offered by the bidder to any
other Government Departments/organizations in India in the past one year. In case of
any supplies made at lower rates than the prices offered in the current tender, the
bidder should provide complete details of breakup of prices and other cost
 components substantiating the price variation. The decision of tender inviting
authority is final in accepting such information. An undertaking has to be furnished
in this regard in Annexure E.

4. EVALUATION OF TECHNICAL BIDS

4.1.The Technical bids are evaluated based on the:
i. Eligibility criteria specified and the documents furnished by the Bidder in
technical bid (first cover) in support of meeting the eligibility criteria.

4.2.The technical bids shall not contain the financial part of the bid. In case the prices are
disclosed at Technical evaluation stage, the bid is liable for rejection as a whole.
4.3.The bidder should furnish EMD as specified in the e-portal being put in the tender
through any of the following modes and uploaded in the e-portal
i. Credit Card /Direct Debit
ii. National Electronic Fund Transfer (NEFT)
iii. Payment at Bank Counter (e-payment Challan available on e-portal)
4.4. The EMD will be forfeited in case the Bidder Withdraws his tender during the period
of tender validity and fails to furnish the security deposit as specified. EMD is
refundable a) on completion of tender process and awarding the contract. b) on
closure of the tender due to administrative reasons.

5. EVALUATION OF FINANCIAL BIDS :

5.1.Only, the financial bids (2nd cover) of the bidders who are qualified in the Technical
evaluation and approval of the samples will be opened.
5.2.The financial bids are evaluated considering the total value offered in the e-portal which
shall include applicable taxes, packaging, cost of door delivery etc... No partial offers
will be accepted.

6. FINAL SELECTION OF THE BIDDER AND AWARDING OF THE CONTRACT.

The final selection of the bidder will be based on the lowest quoted total value in the e-
portal.
 SECTION II –TERMS OF THE CONTRACT
1. Prices: The end price quoted shall include GST, cost of package, transportation and delivery
at destination (Door Delivery) to the Hostels functioning under Social welfare department,
spread across Raichur district.
If a change in excise Statutory levies in future, the same should be reflected in the landed
price & the vendor shall intimate the Office of the Deputy Director,Dist.Social Welfare
Office,Raichur district immediately. If the prices are revised downwards or if the vendor
supplies the sports items of similar specification to any organization, at a price lower than the
quoted price, then the price would automatically stand revised to that lower price and this
Finalized Prices are valid for one year.
2. The price of the equipment will be firm during the course of execution of the Contract and
no- upward revision will be allowed, excluding GST. The rate of GST applicable as at the
time of supply.
3. Fall Clause: The bidder undertakes that, he has not supplied/supplying the similar
items/product at a price lower than that offered in the present bid to any other Government
Departments/Govt. Organizations in India and if it is found at any stage that the similar
items/equipment/systems or sub-system was supplied by the bidder to any other Government
Departments/Govt. Organizations in India at a lower price, then that very price with due
allowance for elapsed time will be applicable to the present case and the difference in the cost
would be refunded by the bidder to the buyer if the contract has already been
concluded/payment made.
4. The successful bidder should enter into an agreement with the Purchaser within 15days from
the date of issue LOA(letter of Acceptance) or supply order towards execution of the supply
order and subsequent service support.
5. Quality: The supplies shall be made strictly as per the tender specification and approved
samples by the successful bidder. The products will be rejected in case of deviation from the
tender specifications and approved samples.
6. Lab Testing: Laboratory tests if any required for ensuring the quality and meeting the
specification, the same will be conducted by the Tender inviting authority by picking random
samples from various hostels from each taluk. The successful bidder has to bear the
laboratory testing charges.

8. Delivery: Delivery shall be made within given period of the work order from the date of
Purchase Order to all the Residential schools and Pre a n d P o s t metric Hostels OR as
per the Schedule of Delivery provided along with the Purchase Order/Work Order.
9. Inspection of supplies: In order to ensure the specification of products and proper after
sales/service support by the successful bidder, the Tender inviting authority reserves the rights to
inspect and also engage a 3rd party agency to inspect and certify the supplies made against this
purchase order (based on random sampling) and also earlier supplies made by the bidder during
preceding two years, at the premises/locations of their clients, on the basis of supporting
documents furnished by the bidder as per technical evaluation criteria. During such inspections,
if it is found that, the supplies made against the present tender were not as per tender
specifications or there were no earlier supplies made by the bidder as claimed in the tender
submission or the service found un-satisfactory, the tender inviting authority reserve the rights
to cancel the supply order and place order with next lowest Bidder apart from
forfeiting the EMD/Security
 Deposit/Blacklisting. In such an eventuality, the defaulting firm/Bidder will be required to
pay any loss which the PURCHASER may incur.
10. Payment: Payment of total invoice value within 90 days and availability of funds released by
Commissioner SWD Department Bangalore from the date of acceptance of the materials
against producing of acceptance report issued by the competent authority towards
satisfactory supplies and quality of the product being supplied.
11. Validity of the offer: The Commercial bid should be valid for at least 90 days from the bid
opening date.
12. Security Deposit: The successful bidder shall furnish performance security within 15 days
from the date of signing the agreement at 5% on contract value in the form of DD OR
Bankers Guarantee drawn in favor D e p u t y D i r e c t o r , Social Welfare Department,
Raichur district having validity for the entire period of Warranty i.e., 1 year from the date of
issue of supply order + 3 months. The tender inviting authority reserve rights to get
the Security deposit/Bank Warranty extended for further period as required in case of
delayed supplies and extended period of delivery.
13. The Performance Security will be discharged by the purchaser and returned to the Supplier
not later than 3 months after the validity period, without any interest accrued on it,
following the date of completion of the Supplier's performance obligations, including any
warranty obligations.
14. Warranty& After Sales Service: The bidder should agree for minimum Warranty period of
1 year for the sports items supplied. The Warranty should carry replacement/repairs free of
cost. The bidder should provide adequate service support during the period of Warranty.
Replacement/repairs against warranty shall be attended within 3 days from the date of
reporting. Any item repaired repeatedly i.e., minimum 3 times within a span of 2 Months
shall be replaced with completely New unit at no additional cost. During the period of
Warranty, in case of report of discrepancies about quality or usage of the product, in bulk
i.e., at least 30% of the total quantity supplied, entire quantity supplied shall be taken back
and shall be replaced with new stock duly rectifying the discrepancies.
15. In case of failure of the successful Bidder to comply with the supply order within the
validity of the offer or lead period as specified in the purchase/work order, or it is found
that the bidder do not have the supply/service points at the locations as per the supporting
documents furnished against technical evaluation criteria, the tender inviting authority
reserves the rights to cancel the supply order and place order with next lowest Bidder apart
from forfeiting the EMD/Security Deposit/Blacklisting. In such an eventuality, the
defaulting firm/Bidder will be required to pay any loss which the PURCHASER may incur.
16. Non-Performance Penalty:
16.1. Levy of penalty for delay in supply of tender item: In all the cases of failure on the
part of the supplier to deliver any or all the goods or to perform the services within the
period(s) specified in the contract, the purchaser shall without prejudice to its other
remedies under the contract, deduct from the contract price, as liquidated damages, a
sum equivalent to 0.5% of the delivered price of the delayed goods or unperformed
services for each week or part thereof delay until actual delivery or performance, up to
a maximum deduction of 10% of the contract price. Once the maximum is reached,
the purchaser may consider termination of the contract pursuant to general conditions
of contract.
 16.2. In case the delays against warranty replacements/repairs, beyond 7 days, a penalty of
Rs. 50/- per day per Bag will be imposed.
17. Risk Purchase Penal Clause: If supplies are not made as per the delivery schedule
prescribed or the revised delivery schedule intimated by the consignee, if any, the consignee
will purchase such requirements from any available source and this extra expenditure
incurred thereof will be recovered from the supplier's Bills due for payment or from the
Security Deposit. Further the default supplier has to reimburse all the liquidated
damages/losses arising due to non-fulfillment of contractual obligations.
18. The bidder/ should not have been black listed by any Govt. or Non-Govt. Institutions or
Govt. department undertaking / Public Enterprises
19. The Tender Accepting Authority may arrange for negotiations of the rates as per KTPP Act
after opening of tenders in order to obtain competitive rates for the best quality of materials
20. Corrupt or Fraudulent Practices
20.1. The Government requires that Tenderer/ Suppliers/ Contractors observe the highest
standard of ethics during the procurement and execution of Government financed
contracts. In pursuance of this policy, the Government
20.2. defines, for the purposes of this provision, the terms set forth as follows:
i. "Corrupt practice" means the offering, giving, receiving or soliciting of anything of
value to influence the action of a public official in the procurement process or in
contract execution; and'
ii. "Fraudulent practice" means a misrepresentation of facts in order to influence a
procurement process or the execution of a contract to the detriment of the
Government, and includes collusive practice among Tenderer (prior to or after tender
submission) designed to establish tender prices at artificial non-competitive levels and
to deprive the Government of the benefits of free and open competition;
20.3. will reject a proposal for award if it determines that the Tenderer recommended for
award has engaged in corrupt or fraudulent practices in competing for the contract in
question;
20.4. will declare a firm ineligible, either indefinitely or for a stated period of time, to be
awarded a Government financed contract if it at any time determines that the firm has
engaged in corrupt or fraudulent practices in competing for, or in executing, a
Government financed contract.
21. Termination:
21.1. The Department may at any time terminate the Contract by giving written notice to
the Tenderers / Suppliers / Contractors, if they becomes bankrupt or otherwise
insolvent. In this event, termination will be without compensation to the Tenderers /
Suppliers / Contractors, provided that such termination will not prejudice or affect
any right of action or remedy which has accrued or will accrue thereafter to the
Department.
21.2. Termination for Default: The Department may, without prejudice to any other remedy
for breach of contract, by written notice of default sent to the Tenderers / Suppliers /
Contractors, terminate the Contract in whole or part:

i. if the Tenderers / Suppliers / Contractors fails to deliver any or all of the Goods within
the period(s) specified in the Contract, or within any extension thereof granted by the
purchaser or
ii. if the Tenderers / Suppliers / Contractors fails to perform any other obligation(s)
under the Contract.
22. The complete Tendering and Evaluation process will be carried as per the provisions of the
KTPP Act and subsequent amendments/circulars/guidelines. Tender Accepting Authority
reserves the right to alter the quantity /to accept or reject/cancel the tender within the
provisions of the KTPP act and Rules. The decision of the Tender Inviting Authority will
be final.
23. The purchaser reserves the right at the time of contract award to increase or decrease by up to
25% of the quantity of goods and services originally specified in the schedule of requirement
without any change in unit prices and other terms and condition.
24. Jurisdiction: Raichur

Deputy Director
Social Welfare Department,
Raichur District, Raichur
 SECTION III – BID DOCUMENTS

Annexure –A
Tender for Supply of sports items
Details of the Bidder/OEM

a Name of the firm

Office Address
Telephone and Fax Number
b Works Address

Telephone and Fax Number

c Name of the Authorized Signatory of the
Tender
Phone/ Mobile Phone No.
Email ID
d Name of the Contact person
Phone/ Mobile Phone No.
Email ID
e Status of the Bidder
(Such as manufacturer/
GovtOrganization/Undertaking,
Public/Private Ltd Co, Partnership Firm,
HUF, SSI, Dealer/Distributor /Stockiest,
etc.)
f Registration of the bidding Registration of Firm/Incorporating of
Firm/Incorporation of Company/Establishment Registration
Company/Establishment Registration No …………………and Date………………
Details
g GST Registration

No. …………and Date………....

h Details of ISO Certificate No…………………..Date…………… Valid up
to……………………..

Date: (Seal & Signature of the Authorized Signatory.)

 Annexure -B

Tender for Supply for sports items

Financial status of the Firm

We hereby certify the Sales Turnover M/s…………………………….

…………………………… is as below for the periods mentioned.

Annual Turnover
Sl. No. Financial Year
(In Rs.)
3 2017-18
4 2018-19
5 2019-20

Seal and Signature of the Chartered Accountant

Membership number of CA. :
UDIN No:

Note to bidders:
Enclosing of supporting documents such as Audited Statement accounts and IT returns for all the
three years is compulsory for qualifying in the Technical bid
 Annexure -C

Tender for Supply of sports items,

Value of --------- Supplied during, 2017-18, 2018-19 and 2019-20 to Central/State

Govt.Department/organizations in Karnataka in support of Eligibility criteria 2.4

Organization with full Supply/work Copy of the Satisfactory

Sl. Financial address, Name of the order No. and Total Value work order Certificate issued by
No. Year contact person and Date of the Order enclosed the client enclosed
Phone Number (Yes or no) (Yes or no)
a b c d e f g

(Seal & Signature of the Authorised Signatory.)

Note submission of Copy of the work order and Satisfactory Certificate issued by the client is mandatory.
Not furnishing any of these documents will result in rejection of the bids
 Annexure – E

Tender for Supply of sports items,

(On Rs.100/- stamp paper, Notarized)

Undertaking

I hereby submitting our bid for Supply of sports items as per the tender specification and
approved samples.

1. We hereby undertake that,

a) We agree for minimum Warranty period of 1 Year for all the supplies. The Warranty
will carry replacement/repair of spare free of cost. We agree to provide adequate
service support during the period of Warranty.
b) We hereby confirm that, we have not quoted higher price than what was offered by us
in any state in India in the past one year, apart from escalation of 5% due to market
conditions. In case of increase in price beyond 5%, we hereby undertake to furnish
complete details of brake up prices and cost components substantiating the price
variation, as and when required by the tender inviting authority.
c) All the statements, documents, testimonials, certificates, etc., uploaded are genuine and
the contents thereof are true.
d) We hereby undertake that all the components/materials used in the Schools bags are
not refurbished/inferior/second hand products.
e) We hereby undertake that the product being supplied by us does not contain any
component/material/chemical/dies which are hazardous for the health of the
users/children
f) Any of our personnel, representatives, sub-consultants, sub-contractors, service
providers, suppliers and/or their employees will not directly or indirectly, engage in
any activity that may intervene, interfere and/or influence the procurement process at
any stage.
g) Indemnify and compensate the purchaser from any penalties and costs that may be
incurred due to lapse/s on our part including incorrect / misrepresented / forged
document or statements.
h) We have not blacklisted/barred in any of the Govt./Private origination from
participating in the Tenders or effecting supplies/services OR by Govt E-marketing
portal for listing their items due to not meeting critical conditions/security etc..
i) If our Firm is found contravening this undertaking even after award of contract in our
favor, we accept disciplinary action by purchaser including rejection of our TENDER,
annulment of contract and blacklisting.
Date: / /
Authorized Person’s Signature
Name & Designation with Seal
*Should be sworn before a Notary
 ANNEXURE - F

Tender for Supply of Sports items,

MANUFACTURERS 'AUTHORIZATION FORM’

(Shall be submitted in case of Authorized Dealers/Distributors issued by OEM)

No. Dated

To (Purchaser's address)

Dear Sir:

Ref: …..Tender number and date…..

We who are established and reputable manufacturers of (name and description of goods offered) having
factories at (address of factory) do hereby authorize M/s (Name and address of Agent) to submit a tender, and sign the
contract with you for the goods manufactured by us against the above ‘invitation for
tender’ as under:

Sl. Name and description of the product

1.
2.
3.
4.

We hereby extend our full support for execution of the order as per the delivery schedule by the above firm
against this Tender and hereby confirm the genuineness and quality of the product being supplied by our
Dealer/distributor of our organization.

Yours faithfully, For……….

(Name, Sign, and seal of Authorized signatory)

Note to bidders:
This letter should be on the letter head of the manufacturer and should be signed by a person
competent and having the power of attorney to legally bind the manufacturer.
 Annexure –G

TENDER FOR SUPPLY OF , SPORTS ITEMS,

COMMERCIAL BID
FORMAT
(To be filled only in E-portal, Financial bid section, not to be submitted in Hardcopy
or along with Technical bids)
Part 1 - Bill of Material
with cost
Unit % of Other
Mak Total unit Total
e and Qty Price TAX Levies/charges
Sl. Items Mod price in Rs. Price
in Rs. in Rs. if any
Ddde
l A b C d e = b+c+d f=axe
SPORTS ITEMS
1. Chess: Roll on mat with High quality heavy
plastic coins

2. Volley Ball: Leather stitched, 18 Panel

Match Qulity Ball, water Proof, Suitable
for all weather condition, Size-4
3. Throw Ball: Rubberized hand stitched
with 18 Panel
4. Carrom Set with Coins and striker:
Cut size 2.5” * 2.5”, Internal
Playing area 29” * 29”, 8 MM
thicknees with (Natural finish)
along with carom cins & Striker
5. Shuttle Racket: Single Piece racket
with good quality Hi-ship guts, with
full cover, made of Nylon boys with
good flight/balance/weight suitable
for out door
6. Shuttle cock (set of 6 peaces): Made
of Nylon boll with good flight/balance
/weight suitable for out door
7. Ball Badminton Racket : Racket Made
up of Wooden with single frame, with
Hi-ship guts,
8. Ball Admintion Woolen ball (set of 3
peaces) Good Quality Woolen ball
suitable for out door
9. Tennikoit Ring: Soft Sponge filled
flexible rings of standard adults size

(Seal & Signature of the Authorized Signatory.)

Note: The tender inviting authority may call for producing the above breakup sheet after opening of the
financial bids in the e-portal, for the purpose of evaluation of the financial quote or during the negotiation.
 Annexure –H

Tender for Supply of sports items,

CHECK LIST FOR DOCUMENTS TO E FURNISHED

(To be filled in excel sheet provided separately and uploaded in e-portal)

It is observed that, though the bidders are meeting the eligibility criteria,
many of the bids have been rejected at Technical Stage due to non-
furnishing of supporting documents as indicated in the Tender documents
towards meeting minimum eligibility criteria.

This happens due to not reading the bid document properly,

misunderstanding the requirements, misinterpretation to their
advantage, assumptions, missing the documents at the time of upload
due to oversight, not keeping the documents in order of eligibility
criteria, furnishing the un-related documents, which are prepared for
different tender, over confidence etc…

In order to assist the bidders to ensure and self-check that necessary/

mandatory documents were enclosed towards meeting critical eligibility
criteria and tender conditions, a separate excel sheet is provided.

Bidders are required to fill each and every column/field of Annexure H

Excel sheet, which confirms that, all the documents are uploaded in the
E-portal and available for evaluation of the Technical bids.

This will help the bidders, who are meeting the minimum eligible
criteria that, their bids are not being rejected at Technical evaluation
stage due to non-furnishing of supporting documents.

GO THROUGH THE ‘ELIGIBILITY CRITERIA’ AND ‘SUPPORTING

DOCUMENTS’ SPECIFIED,
GO THROUGH THE ‘ANNEXURE H’,
FILL ALL THE ‘FIELDS AND COLUMNS’ PROPERLY,
UPLOAD ‘SUPPORTING DOCUMENTS’ AT E-PORTAL AS STATED IN
‘ANNEUXRE H’
UPLOAD THE ‘ANNEXURE H’ IN EXCEL FORMAT AT EPORTAL
 CONTRACT FORM

THIS AGREEMENT made on the day of. ……………………….BETWEEN the Joint/Deputy

Director, Social Welfare Department,-------district (hereinafter called "the Purchaser") of the one part
AND …..(Name of the firm)……………………., a company incorporated under the Companies Act,
1999/bidder having its registered office at,
………..(Address)………………(hereinafter called "the Supplier") of the other part

WHERE AS the Purchaser floated tender No..........................Dt. …………………. for supply of ------item
through e-procurement portal of Government of Karnataka as per the provisions of the KTPP Act and has
accepted a tender by the Supplier which found responsive in technical bid and L1 in Financial bid.

The negotiation meeting with the supplier held on ………………………………… and the firm has
offered reduced prices and confirmed the same vide their letter Dt.
…………………………….. The purchase order No. …………………………………..Dt.
……………………………..was placed on the supplier for supply of School Bags, with the total value of Rs.
……………………/- (Rs. In words) (hereinafter called "the Contract Price").

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to
them in the Conditions of Contract referred to.
2. The following documents shall be deemed to form and be read and construed as part of this
Agreement, viz.:
i. The Tender document.
ii. Price bid submitted in the tender and Negotiated prices iii. The
Purchaser Order
iv. Performance Security Bond No. ………………….. Dt. ………………………… Valid Till
……………………………..
3. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned,
the Supplier hereby covenants with the Purchaser to provide the goods and services as mentioned
in the Purchase Order and the remedying of defects therein as per the terms and conditions tender and
Purchase Order.
4. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the goods and
services and the remedying of defects therein, the Price or such other sum as may become payable under
the provisions of the Purchase Order at the times and in the manner prescribed by the Purchase Order.
Brief particulars of the goods and services which shall be supplied/provided by the
Supplier are as under:
Unit Price
Sl. inclusive of Value
Item Name Quantity
No. Taxes Rs. Ps.
Rs. Ps.
1

Total Value Inclusive of all Taxes and levies.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year first above written.

Signed, Sealed and Delivered by the

Said the Joint/Deputy Director, Social Welfare Department,-------district (For the Purchaser)
in the presence of:
.......................................

Signed, Sealed and Delivered by the

said………………………….,
(For the Supplier …………………………………..)
in the presence of:
......................................
 Appendix -3

PERFORMANCE SECURITY BANK GUARANTEE FORM

To,
Deputy Director,
Social Welfare Department,
Raichur district.

01 GUARANTEE NO :
02 AMOUNT OF THE GUARANTEE : Rs. …
03 GUARANTEE COVERS FROM : Dt. ….
04 LAST DATE FOR LODGMENT OF Dt. ….
CLAIM :

1) This deed of guarantee executed by the ….Name of the Banker….(hereinafter referred to as

the Bank) in favor ofthe Joint/Deputy Director, Social Welfare Department,-----district
(hereinafter referred to as the Beneficiary) for an amount not exceeding Rs.
….Value of Guarantee …. (Rupees in Words………….)at the request of
….Name of the Vendor ….(hereinafter referred to as The Contractor).

2) This guarantee is limited to a maximum of Rs ….Value of Guarantee …. (Rupees in

Words………….)and the guarantee shall remain in force up to ………………and cannot be
invoked otherwise than by a written demand on or before the day of ………………. In
consideration by the Beneficiary under the term and conditions of an agreement of dated
………………made between the Beneficiary and the contractor for the supply of Wireless
Communicat ion Systems under reference LOI/Purchase Order no.
……………………..Dated …………………

3) We ….Name of the Banker ….do here by undertake to pay the amounts due and payable
under this guarantee without any demur merely on a demand from the Beneficiary stating
that the amount claimed in due by way of loss or damage caused to or would be caused or
suffered by the Beneficiary by reason of breach by the said contractor (S) of any of the terms
and conditions contained in the said agreement. However our liability under this guarantee
shall be restricted to an amount not exceeding Rs. Rs. ….Value of Guarantee …. (Rupees in
Words………….)

4) We,….Name of the Banker ….further agree that the guarantee herein contained shall remain
in full force and effect during the period that would be taken for the performance of the said
agreement and shall continue to be enforcement of the said agreement and shall continue to
be enforceable till all the dues of Beneficiary under or by virtue of the said, agreement have
been fully paid and its claims satisfied or discharged or till Beneficiary certified that the
terms and conditions of the said agreement have been fully and properly carried out by the
said contractor and accordingly discharge the guarantee. Unless a demand or claim under
this guarantee is made on us in writing before the Dt. ………………we shall be discharged
from all liability under this guarantee thereafter.
5) We, ….Name of the Banker ….further agree with the Beneficiary have the fullest liberty without our
consent and without effecting in any manner our obligations hereunder vary any of the terms and
conditions of the said contractor from time to time or to postpone for any time or from time to time
any of the powers exercisable by the Beneficiary, against he said contractor and to forbear or enforce
any of the terms and conditions relating to the said agreement and we shall not be relieved from our
liability by reason of any such variation or extension being allowed to the said contractor or for any
forbearance, act or commission on the part of the department or any indulgence by the department of
the said contractor or any such matter or thing what so/which ever/under the law relating to surety
would but for this provision have effect of so relieving us, until the day of Dt. ………………, when the
liability of the Bank will cease.

6) We,….Name of the Banker …. lastly undertaken not to revoke this guarantee during its currency
except with the previous consent of the Beneficiary in writing.
7) Notwithstanding anything contained herein above, our liability under this guarantee is restricted
to Rs. ….Value of Guarantee …. (Rupees in Words………….) Our guarantee shall remain in force
until Dt. ………………. unless a claim in writing is presented to us and if unpaid a suit or action to
enforce such claim is filed against us within three months from the above date, all your rights under
the said guarantee shall be forfeited and we shall be released and discharged from all liability
thereafter.

DATED : FOR:

Signature and Seal of Guarantors

………………………………………
………………………………………

Address: ……………………………
……………………………………….
……………………………………….