Inviting open Tender for entering into Rate Contract with firms/distributors/chemist shops/ Retailers for supply of all the types of Surgical Items, on day-to-day basis for Local Purchase to Divisional Railway Hospital, South East Central Railway, Raipur, Chhattisgarh round the clock (24x7) for a period of one years from the date of commencement of the service on the basis of discounts offered by vendors.

Special Eligibility Criteria

1. 1

   A valid Drug License/Medical devices license for storage and supply of the surgical items, as stipulated by the Chhattisgarh State Drug Control Department, should be available. (A copy of the Drug License/Medical device, along with Name, Reg Number & Copy of the Certificate of Registration. The pharmacist should submit along with the Tender. In case of Distributor, the Name, Address and Educational Qualification of the Qualified Person whose name is available in the Drug/Medical devices License to be produced with tender.

   Document requiredConfirmation required
2. 2

   The Pharmacy retailer/wholesaler/Firms should be located within 8 Kilometers of DRH/R and be able to supply the above within the prescribed period to DRH/R. Participants should upload a declaration to this effect. The agency has to inform the railway Administration if there is any change in the location of their establishments during the execution period of the contract. Railway reserves the right to terminate the contract based on the new location of the service provider.

   Document requiredConfirmation required
3. 3

   The supplier must have a GST Registration Certificate and should abide by all the GST norms at the time of billing. (A copy of the GST registration should be attached with the tender).

   Document requiredConfirmation required
4. 4

   Financial Criteria : Average Annual Turnover of the vendor for the last three completed financial years before the date of opening of the tender should be equal to or more than three times the average annual value of retail local Purchase procurement made by that Railway hospital in the last three completed financial years or three times the estimated annual value of purchase, whichever is higher. The average Annual Turnover of the vendor for the last three completed financial years (FY 22-23, 23-24, 24- 25) should be Rupees 26,40,000.00/- only or more.

   Document requiredConfirmation required
5. 5

   The Vendor should show profits in at least two out of the last three financial years. Audited Balance Sheet duly certified by the Chartered Accountant, etc, regarding contractual payments received in the past.

   Document requiredConfirmation required
6. 6

   Should have a valid PAN no. (Copy of PAN Card should be attached with the tender).

   Document requiredConfirmation required
7. 7

   The supplier must not have been convicted by Food and Drug Administration authorities, and no case should be pending under the Drug and Cosmetics Act and rules against him. The tenderer should attach the latest Non-Conviction Certificate issued by the Raipur District Drug Control Department, Gov. of Chhattisgarh, duly indicating this tender detail. Tenderers can also participate by submitting a copy of the acknowledgement of the application. However, the empanelment is only on production and verification of the Non- conviction certificate by the competent authority.

   Document requiredConfirmation required
8. 8

   The Tenderer shall submit a copy of a notarised a davit on a non-judicial stamp paper stating that all their statements/documents submitted along with bid are true and factual, and also stating that the contract of the bidder is not terminated/blacklisted by any Govt / PSU hospitals. Standard format of the affidavit to be submitted by the bidder is enclosed as Annexure-C. Non-submission of a notarised affidavit by the bidder shall result in summary rejection of his/her/their bid.

   Document requiredConfirmation required

Commercial-Compliance

1. 1

   The railway reserves right to send the items supplied in local purchase to be tested by Government and other approved testing Laboratories and if required to inform drug controller for suitable action.

   Confirmation required
2. 2

   Valid drug license for storage and supply of drugs as stipulated by the local authority of the concerned state government. Also, valid license/legal/local formalities for establishment as well as manpower.

   Confirmation required
3. 3

   Details of registration with any Government/Private/corporate Hospitals and past experience of supply to Government/Privatelcorporate Hospitals for establishing the performance/Capacity of the vendor. Documents related to registration and contract copies, along with satisfactory working in these organisations, should be attached.

   Document optionalConfirmation required
4. 4

   Please enter the percentage of local content in the material being offered. Please enter 0 for fully imported items, and 100 for fully indigenous items. The definition and calculation of local content shall be in accordance with the Make in India policy as incorporated in the tender conditions.

   Document optional

General Instructions

1. 1

   E-tender have been invited for and on behalf of the President of India through website www.ireps.gov. in for the work mentioned against the tender notice number available in the website. Tenderer(s) are to bid online only in the above mentioned website. All Mandatory fields marked have to be filled in by the tenderer. No Manual offer is acceptable against this tender. No Tender document in hard copy will be sold against this tender. Please read the Instructions to Tenderer(s) for e-tendering, IR's General Conditions of Contract, Special Condition of Contract before filling the e-tender through online.
2. 2

   Railway and the IREPS website will not take the responsibility for any online payment made by the tenderer(s) and debited from his/their account towards Tender Document Cost or Earnest Money Deposit due to wrong or mismanipulation or any reasons related with the IT or found unsuitable for the tender etc. In this regard Railway and IREPS website will not entertain any claim or refund the paid amount.
3. 3

   TENDERERS POSTAL ADDRESS
4. 3.1

   Address of tenderer: The address, email - Id and Mobile phone, other phone nos. and other details given in the portal while registering will be considered as official address and all correspondences to the tenderer will be made in these registered modes. All communication sent in time to the tenderer by post at the said address shall be deemed to have reached the tenderer duly and in time. Important documents shall be sent by Registered Post. However, an undertaking has to be given in the enclosed annexure by uploading a scanned copy of duly filled in form in the portal.
5. 3.2

   Tenderers can also contact DMO/Medicine/Divisional Medicine Store, Divisional Railway Hospital, S.E.C. Railway, Raipur, on any working day within working hours for any information in connection with this tender.
6. 4

   If the tenderer(s) deliberately gives/give wrong information in his/theirtender or creates/create circumstances for the acceptance of his/their tender, the Railway reserves the right to reject such tender at any stage.
7. 5

   Operation of Rate Contract : In case of emergencies, Surgical items should be supplied immediately or within the shortest period of time or within one or two hours of being intimated at any time (24x7) by phone/Whatsapp/message or fax etc. as decided and as per the requirement of Railway administration. The supplier should supply all the items which are ordered by Railways without any deviation.
8. 5.1

   Failure to supply in time, in quantity, and in quality shall be recorded in the Performance Register.
9. 5.2

   Chief Medical Superintendent South East Central Railway, Raipur Division reserves the right to terminate the rate contract at any time without assigning any reason to the vendor.
10. 5.3

    Vendors should note that the cost of one surgical item, inclusive of all prevailing taxes in one bill, should not cross Rs. 20,000/- (authority- MODEL SOP 2018 Medical Matters Part B, item no. 7a).
11. 5.4

    If any vendor fails to supply as per the contract condition, that particular item will be procured from the vendor next on the sequence list of rotation, if any, otherwise, that item will be procured from the open market, and the difference in cost will be recovered from the vendor/s to whom the order is placed, and this will be recorded in the performance register.
12. 5.5

    The offer of the given discount on MRP will be valid for the entire period of validity of the rate contract, including the extended period, if any.
13. 5.6

    Railway administration reserves the right for relaxing the time frame for the supply of certain Medical items considering the item demanded for supply.
14. 5.7

    The successful bidder should supply the ordered Surgical items to the Medical Stores of DRH/R twice a day. Supply/delivery of the items shall be done on the same day, preferably before the closure of OPD, if the indent has been placed at least 4 hours before the closure of OPD timings. The maximum time permitted for to supply of the items is 24 Hours from the issue of the Supply order.
15. 5.8

    Supply of substandard items shall be dealt with as per Railway Board Letter No. 2014/RS/(G)/79/13 dated 04-06-2018.
16. 5.9

    For life-saving items, the firm has to supply within the shortest possible time or preferably within one hour of being intimated at any time (24x7) on phone/WhatsApp/message or fax, etc., as decided. Railway administration reserves the right to relax the time frame for the supply of certain Medical items, considering the item demanded for supply.
17. 5.10

    Orders will be placed through email / WhatsApp / Online Portal HMIS (Indian Railway Health Management Information System software) or any other web platforms as decided by the Railway Administration. In unavoidable circumstances physical copy of the Purchase order will be handed over to a representative of the vendor or, through email/SMS/WhatsApp, to the supplier as decided by the competent authority from time to time.
18. 5.11

    The supply should not be discontinued if payment is delayed in extraordinary circumstances due to system handicap or a financial crunch of the Organization for some time.
19. 5.12

    Items should be supplied by the same quality/ brand, etc, as mentioned in the supply order. No alternate or substitute will be accepted.
20. 6

    Normally, payment will be made within 30 days of the submission of bills, but it can take more time in case of any eventuality, i.e., non- availability/laxity of funds, etc. Accounts Dept. of Raipur Division will be the paying authority.
21. 7

    Process of Tendering and Finalization of offers : The tender committee constituted for the evaluation of this tender will evaluate the bids received for eligibility, techno-commercial suitability, and financial suitability of the bids and give its recommendation to the tender accepting authority for its consideration through the convener of the committee. The rate contract will be placed as per the acceptance of the accepting authority.
22. 7.1

    Quantity to be ordered against rate contracts shall be graded in relation to discounts offered by vendors, i.e., L1 will get the maximum supply orders. In the case of two vendors, the distribution of orders (value-wise) should be in the ratio of 70:30 on a monthly basis. In the case of three vendors, the distribution of orders (value-wise) should be the ratio of 60:25:15 on a monthly basis. If only one vendor is elligible then 70% of the tender value will be allotted to that vendor, and the remaining 30% will be retendered.
23. 7.2

    To avoid failure of supply in the hospital, a Rate contract may be entered with more than one vendor for local purchase as per need (if participated and technically suitable).
24. 7.3

    Vendors offering maximum discount on MRP shall be considered for the rate contract, individually for each category- surgical items. If a rate contract is to be entered with more than one vendor, the discount offered by L1 should be counter-offered to other selected suitable higher bidders, i.e., L2, L3 (as applicable), for acceptance. The bidders accepting the counter offers shall be finalized for placement of the rate contract as per the predefined distribution. (The ratio will remain the same to give the advantage to the one whose offer was L1).
25. 7.4

    The period of this rate contract is 2 years from the commencement of the rate contract. In exceptional circumstances, to maintain continuity of the supply period of the rate contract can be extended for a period maximum up to 3 months at a time with the approval of the hospital in charge. Total extension shall not be more than 06 months.
26. 8

    The tender offer is to be completed in all respects, and all documents are to be submitted online via the e-tendering process on the website www.ireps.gov.in before the closing time/date of this tender as mentioned in the NIT (Notice Inviting Tender). Tenderers can revise their bids any number of times until the tender's closing time/date. No manual offers shall be accepted.
27. 9

    The Railway may, of its own or in response to any clarification requested/suggested by any person, including that from the tenderer, may modify this tender document at its sole discretion at least 7 days before the due date of closing of the tender as a corrigendum. Corrigendum as required may be issued at least 7 days before the closing of the tender. These corrigenda of this tender, if any, as issued time to time, will be available on the website at least 7 days in advance of the closing of the tender. The tenderer(s) are requested to check the website before submitting their offer, whether any such corrigendum to the tender has been issued or not and revise the offer if required accordingly. Failure on the part of tenderer(s) on this aspect will be solely tenderer(s) responsibility.
28. 10

    In case of any problem with the portal faced while filling the e- tender, Tenderer(s) are advised to contact the Helpdesk of the IREPS portal, which will render all help and assistance related to the website and portal, except for those related to the details of the tender. Railway will not take any responsibility for non-participation in the e-tender online for the reasons related to the website and portal or server, etc., beyond the control of railways.
29. 11

    The contract shall be governed by latest version (along with all correction slips) of IRS Conditions of contract, and all other terms and conditions incorporated in the tender document along with Railway Board letter No. 2017/H/4/1/Local Purchase (E- 3236402) dated 31.07.2023.

1. 1

   Validity of Offer: No deviation from the offer validity period stipulated in the tender is permitted.

2. 2

   Payment Terms: No deviation from the Payment Terms stipulated in the tender is permitted.

3. 3

   Delivery Period: No deviation from the Delivery Period stipulated in the tender is permitted.

4. 4

   Price Variation Clause: No deviation from the Price Variation Clause stipulated in the tender is permitted.