Invitation for registration of vendors i.e. Firms/Distributors/Chemist shops for supply of Medicines (including Narcotics) under retail purchase to Northern Railway Divisional Hospital, Charbagh, Lucknow, by entering into rate contract.

Special Eligibility Criteria

1. 1

   The firm /Vendor should be located within the city limits of Lucknow.

   Document required
2. 2

   Address proof: - : Address given in the drug license will be accepted as the address of the firm. This address should be corroborated by at least one of the following three documents. (i) Electricity bill (ii) telephone bill(iii) GST registration certificate.

   Document required
3. 3

   The drug retailer/ wholesaler shop should be in existence continuously for last 3 years .A copy of the drug license held for last 3 years have to be submitted by the drug retailer or wholesaler.

   Document required
4. 4

   Income-Tax return acknowledgment: - : Self- attested Income-Tax return acknowledgment for the last three financial years of the firm, should invariably accompany the application. (FY-2023-24, FY 2024- 25, FY 2025-26)

   Document required
5. 5

   Annual Gross Turnover:- : (a) Average Annual Turnover of the vendor for the last three completed financial years (FY 2023-24, FY 2024-25 and FY 2025-26) prior to the date of opening of tender should be equal to or more than Rs. 5.46 Cr.(b) Vendor should show profit in at least two out of the last three completed financial years. A copy of the Annual Gross Turnover Certificate and Balance Sheet/Profit & Loss Account, duly certified by the Chartered Accountant (CA), for FY 2023-24, FY 2024-25 and FY 2025-26 should accompany the application. It must be ensured that the Membership Number of the concerned CA is also mentioned. A copy of the Average Gross Annual Turnover Certificate of the firm, duly certified by the CA, for FY 2023-24, FY 2024-25 and FY 2025- 26 should also be attached.

   Document required
6. 6

   GSTIN number: - : Photocopy of the valid GST registration certificate should be submitted.

   Document required
7. 7

   Experience certificate : Details of registration with any Government/Private/corporate Hospitals and past experience to supply to Government/Private/corporate hospitals/Municipal corporation/PSUs for establishing the performance/Capacity of the vendor. Documents related to registration and contract copies along with satisfactory working in these organizations should be called/attached along with the application. The Experience Certificate (self-attested) i.e. Performance Certificate signed by the competent authority from the organization where the vendor has performed similar nature of work, i.e. Supply of medicines to be submitted along with the application. (preferably past 3-5 years)

   Document required
8. 8

   Drug license: - : Firm/vendor (retailer or wholesaler) will have to attach valid drug License certificate issued by the Drug Controller Authority of the state (photocopy duly attested by Public Notary). The drug license must clearly mention the authority for Scheduled drugs - C, CI, H, X (narcotics'). The license should remain valid at the time of contract and subsequently renewal of license should be made available. In case of failure of submission of the license, the contract will be deemed to have been terminated.

   Document required
9. 9

   The firm/vendor must submit an affidavit stating that there is no conviction/ case pending against it, under the Drug and Cosmetic Act and rules by the State Drug Controller authority.

   Document required
10. 10

    The firm/vendor must also submit an affidavit stating that the firm is not blacklisted/ terminated by any Government/Central/State/PSU hospital.

    Document required
11. 11

    Full time qualified Registered pharmacist should be available in the establishment. Registration certificate of pharmacist should be attached.

    Document required

Commercial-Compliance

1. 1

   Financial capability : -

   Document required
2. 1.1

   Average Annual Turnover : Average Annual Turnover of the vendor for the last three completed financial years (FY 2023-24, 2024- 25,2025-26) prior to date of opening of tender should be equal to or more than Rs. 5.46 Cr.

   Document required
3. 1.2

   A copy of the annual gross turnover and Balance sheet/Profit-loss account, certified by CA, should accompany the application for FY2023-24, 2024-25, 2025-26). It must be ensured that the membership number of the concerned CA is also mentioned. A copy of average gross annual turnover of the firm certified by the CA for the FY (2023-24, 2024-25, 2025-26) should be attached.

   Document required
4. 1.3

   Vendor should show profits in at least two out of the three last three financial years. Balance sheet loss account certified by CA should be called/attached along with application for this purpose.

   Document required
5. 2

   Past performance : -Details of registration with any Government/Private/corporate Hospitals and past experience to supply to Government/Private/corporate hospitals/Municipal corporation/PSUs for establishing the performance/Capacity of the vendor. Documents related to registration and contract copies along with satisfactory working in these organizations should be called/attached along with the application. The Experience Certificate (self-attested) i.e. Performance Certificate signed by the competent authority from the organization where the vendor has performed similar nature of work, i.e. Supply of medicines to be submitted along with the application. (preferably past 3-5 years)

   Document required
6. 3

   EMD : -EMD based on the annual estimated value of the Rate Contract, Cost of work: - Estimated annual value of tender = 1.820 Cr (Approximate). Approx. Rs. 3.640 Cr for 02 years. (Rupees Three Crores Sixty-Four Lakhs only). EMD = 2% of tender value = 7.28 lakh rupees (Rupees Seven Lakh Twenty-Eight Thousand only). Hence EMD of Rs. 7.28 lakh Rupees should be taken from vendors as per the extant instruction ITT_Rev_1.21_APRIL_2024 Payment of EMD shall be accepted through net banking or payment gateway only, in favor of Sr. DFM/NR/LUCKNOW.

   Document required
7. 3.1

   ITT_Rev_1.21_APRIL_2024 Para 3.0 regarding Earnest money is as below : -

   Document required
8. 3.2

   EARNEST MONEY 3.1 Tenderers are required to deposit Earnest Money equivalent to the amount mentioned in the tender document. Tenderers not submitting Earnest Money should clearly indicate in their offer the reasons for the same, and failure to do so will be taken as unwillingness on their part to deposit the Earnest Money and such offers without requisite Earnest Money will be summarily rejected.

   Document required
9. 3.3

   Tenderer not falling in the exempted categories as mentioned in the subsequent Para shall submit the Earnest Money only through Payment Gateway Facility on the IREPS Portal in favor of Sr. DFM/NR/LUCKNOW, Earnest Money shall be accepted only via the online system as available on IREPS portal. No other mode of the submission of Earnest Money is acceptable except in case of Global Tenders.

   Document required
10. 3.4

    EMD Exemption : -There shall be no exemption from Submission of Earnest Money for any tender or by any tenderer except following.

    Document required

11. 3.4.1 Limited Tender Cases (including Single Tender and Global Limited Tender) of value limit up to Rs. 25 (Twenty-five) Lakh.

    Document required

12. 3.4.2 Micro & Small Enterprises (MSEs) registered with agencies mentioned at Para 2.4. (i).

    Document required

General Instructions

1. 1

   Mode of tendering shall be single stage single packet system with OPEN tender on IREPS.
2. 2

   Before applying for registration, one should carefully read notice, application form, terms & conditions and general instructions.
3. 3

   As per the guidelines from Railway board the validity of panel of registered firms/vendors and rate contract for local purchase shall be for two years. Under exceptional circumstances, to maintain the continuity of supply, period of rate contract can be extended for a period maximum upto03months at a time with the approval of hospital in charge i.e. the CMS/ NR/LUCKNOW and concurrence of Associate Finance. Total extension shall not be more than 6 months.
4. 4

   All required information should be carefully filled up and necessary documents should be attached with application form.
5. 5

   Application form must be filled neatly. Illegible and incomplete applications forms will be rejected. Forms and documents received after last date will be summarily rejected. All necessary documents must be submitted along with the application. (Annexure 1 to be filled and uploaded.)
6. 6

   Annexure supporting/ giving any information should be placed serially as required
7. 7

   Signing of the Application Form : -
8. 7.1

   Proprietorship Firm : - the proprietor should sign the application form.
9. 7.2

   Partnership Firm : - The application form should be signed by all the partners. Partnership deed must be submitted along with the application.
10. 7.3

    Limited concerns : - The application form should be signed by authorized signatory of the firm
11. 8

    Ownership Documents : - All firms should produce documentary evidence for Ownership of their Shops/Go downs. In case of Authorized Stockiest/retail shops, running business on rented premises, copy of valid rental agreement must be submitted along with the application.
12. 9

    The registration on the approved list does not guarantee award of any contract.
13. 10

    Registration process and procurement policy shall be guided as per instructions issued by Railway authorities. Any change in order can be done by CMS/NR/LKO.
14. 11

    The procurement will be governed under the guidelines of New Drug Procurement Policy for Railway Hospitals/Health units, etc. vide Railway Board's Letter no 2017/H/4/1/Local purchase (E3236404) dated31.07.2023
15. 12

    I.R.S. Condition of Contract: - Firm/vendor will have to abide by the I.R.S. Conditions of Contract and rules and regulations issued by the Railways from time to time. All registered firms/vendors are expected to maintain absolute integrity, follow a decent standard of business ethics and do-nothing unbecoming of a registered supplier. The contract shall be governed by the latest version (along with all correction slips) of Reconditions of contract and all other terms and conditions incorporated in the tender document.

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.