Rate contract for Empanelment of Licensed vendors/ Firms/Chemist Shops for supply of Medicines, Surgical and consumables on day to day basis to Divisional Railway Hospital,South Eastern Railway/Kharagpur and Health Units situated at Kharagpur,Shalimar,Santragachi, Tamluk,Mecheda and Balasore.

Special Eligibility Criteria

1. 1

   Vendor(s) participating in Tender should not be blacklisted /de- registered and should not have been blacklisted/de-registered by any other Govt. Institution/Organization during the last three years for supplying sub- standard medicines/Other items or on any other grounds in this regard the declaration must be submitted for the same on Firm's letterhead by vendor/bidder. An Affidavit on non judiciary stamp paper of Rs 100/- duly notarised must be submitted by the tender for declaration his/ her truthfulness. .

   Document optionalConfirmation required
2. 2

   MANDATORY CONDITION : Tender would be finalised for the vendor who could offer the maximum discounts on Medicine, surgical items and consumables.

   Confirmation required
3. 3

   DRUG LICENSE : Vendor (S) must hold the valid licenceas on the date of submission of bid in the specified forms issued by the Drug control authority of the state under the provisions of Drugs and cosmetics act 1940 (photocopy duly attested by public notary) . The successful bidder will further ensured that the license a remain valid on date of bid opening and till the end of contract period. An Affidavit on non judiciary stamp paper of Rs 100/- duly notarised must be submitted by the tender for declaration his/ her truthfulness

   Document requiredConfirmation required
4. 4

   INCOME TAX : Income-Tax return acknowledgment: - Self- attested Income-Tax return acknowledgment for the last three financial years of the firm, should invariably accompany the application.

   Document requiredConfirmation required
5. 5

   GST DETAILS : Photocopy of the valid GST Registration certificate should be submitted.

   Document requiredConfirmation required
6. 6

   PAN CARD : Photo copy of PAN Card should be submitted

   Document requiredConfirmation required
7. 7

   BALANCE SHEETS : Vendor should submit CA certified balance sheets of last three financial years (Vendor should show profit in at least two years out of the last three years). The balance sheet and all other financial documents attested / certified by CAs to substantiate fulfillment of Financial Eligibility Criteria should be with UDIN, failing which the offer is likely to be rejected without any further reference.

   Document requiredConfirmation required
8. 8

   Cancelled Cheque

   Document requiredConfirmation required
9. 9

   The prospective tenderers are advised to understand the scope of supply and terms and conditions and acceptability of the offer can be considered by competent authority based on the tender documents of Railway and bids submitted by the vendors.1. The Vendors/firms/distributors/cheist shop should be situated within the radius of Approx 10 (ten) KM from Divisional Railway Hospital Kharagpur West Begngal 721301. The Vendors/firms/distributors/chemist shop should arrange supply at S. E. Rly Divl. Hospital , Kharagpur and Health Units at Kharagpur, Santragachi, Shalimar, Mecheda, Tamluk & Balasore and for this no extra cost / delivery charges etc. will be permissible.2.Vendor should be able to supply the above items 24x7 at , Divisional Railway Hospital/Kharagpur West Bengal 721301 i.e. round the clock when asked. Supply of items in Retail Purchase should be made on the same day preferably before closure of OPD, if indent has been placed 4 hrs before closure of OPD timings. Items for which orders are placed before 12.00 hrs should be supplied and delivered before 15.00 hrs on same day to the hospital. In case of life saving emergencies, vendor should be able to supply the item on a short notice, preferably within 1hr of being intimation.3. Unclaimed medicines will be returned on monthly basis. The cost will be deducted from the next month's bill accordingly. 4. Shop should be willing to accept cashless services on billing system on monthly basis. Payment will be made through NEFT on receipt of bills in duplicate along with Delivery challan copies on monthly basis.5.The vendor should have adequate qualified manpower, facilities for maintaining proper storage and cold chain supply

   Confirmation required
10. 10

    system. 6.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. 7. Copy of valid Pharmacist/Chemist License issued by the Competent Authority.8 .Copy of Affidavit stating that contract of the bidder is not prematurely terminated by any Govt./PSU Hospital in last three years.9. A Copy of the latest GST deposit Challan of the vendor should be attached with the technical bid.10. Self-attested Copy of Pan Card of Proprietor/Partner should be attached with technical bid.11. Performance Certificate from the institution where the firm has been s u p p l y i n g Medicines should be Provided if any. ANNUAL GROSS TURNOVER : A

    Document optionalConfirmation required

11. copy of the annual gross turnover certified by CA, Should accompany the application. It must be insured that the membership number of the concerned CA is also mentioned.

12. 11

    OWNER SHIP DOCUMENTS : All firms should produce documentary evidence for Ownership of their Shops/ Godowns. In case of Authorized Vendors/Stockiest/retail shops, running business on rented premises, copy of valid rental agreement must be submitted along with the application

    Confirmation required

Check List

1. 1

   The bidder confirms that Rates and other financial terms quoted in relevant column of financial bid will only be ruling terms for acceptance, and such terms quoted anywhere else should be ignored . Denial of this condition not recommended.

Commercial-Compliance

1. 1

   Services should be available 24x7 or •Supply /delivery of the items shall be done as per the local requirements. •Items shall be supplied on the same day preferably before the closure of OPD, if the indent has been placed at least 4 hours before closure of OPD timings. •In cases of life saving emergencies, vendor should be able to supply the item on a short notice preferably within one/two hour of being intimated on phone /Whatsapp/message etc as decided. •Different time limits can be set for different medicines as per local requirements. •Timely supply against the supply order along with full quantity and quality/brand etc as asked shall be the essence of the contract. •Medicines should be supplied by the same quality/ brand etc as mentioned in the supply order. No alternate or substitute will be accepted. However, in case there is no option, the indenting officer will obtain permission from Chief Medical Superintendent, DRH/S.E.Railway/Kharagpur OR nominated SAG/JAG IRHS Officer, not below the rank of DMO for accepting any alternative medicines in consultation with the treating doctor. •Bill should be verified by Pharmacist in-charge of local purchase and by the doctor looking after the medical stores before same is submitted to the bill passing authority i.e Chief Medical Superintendent, DRH/S.E.Railway/Kharagpur OR nominated SAG/JAG IRHS Officer, not below the rank of DMO. For timely payment to vendors , schedule for processing of bills should be decided in consultation with finance

   Document required
2. 2

   FINANCIAL CAPABALITIES : 1. 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 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. 2. Vendor should show profits in at least two out of the three last three financial years. Balance sheet/Profit-loss account certified by CA should be attached for this purpose.

   Document requiredConfirmation required
3. 3

   FINANCIAL CAPABALITIES : 1. Details of registration with any Government/Private/corporate Hospitals and past experience of supply to Government/Private/corporate Hospitals for establishing the performance/Capacity of the vendor. Documents related to registration and contract copies along with satisfactory working in these organizations should be attached. 2. EMD/SD based on the annual estimated value of rate contract should be deposited by vendors online on IREPS portal as per extent instructions. 3. 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
4. 4

   ENTERING THE DISCOUNT RATES WHILE BIDDING : Example of bidding: Basic Rate- Rs.100.00, Uncond. Discount- (Whatever discount supplier want to give on MRP) %,Packing Charges- Rs.0.00,Forwarding- Rs.0.00 Freight-Rs.0.00, GST- Extra 00.00% At the time of bidding you have to fill only 2 details i.e. Basic Rate as (100 Rs) and Un conditional Discount in %. Please enter Basic Rate as 100 Rs only. Whereas other details will be like Packing Charges- Rs.0.00, Forwarding- Rs.0.00 Freight- Rs.0.00, GST- Extra 00.00%

   Document required
5. 5

   EMD / PG : EMD @ 2% on advertised bid value (refundable for unsuccessful bidder after finalization of tender and for successful bidder after completion of contract) is to be deposited online. After finalization of tender successful bidder has to pay Performance Guarantee (PG) @ 5% on total rate contract value.

   Document required
6. 6

   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

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.