NORTHERN COALFIELDS LIMITED

(A Miniratna Company)

JAYANT PROJECT

(File No. 24054)

( E-Office No. 1219462)

OPEN TENDER ENQUIRY

( CONSUMABLES)

TENDER DOCUMENT

Sub: Procurement of compounds for insulation of floor of substation

of Section-I,
I, Substation
Substation-III,
III, MCC Rooms of CHP, Jayant Project.

Post- Jayant, Dist

Dist-Singrauli (MP)-– 486890
 Eligibility of Bidders
1. Qualification Criteria
The bidder should be in a position to offer and supply in specific delivery period at least 25% of the
total quantity for which the bid has been invited. Offer from bidders who fail to comply with the
qualification criteria stated above shall be considered unresponsive.

2. Eligible Bidders
Only Indigenous manufacturer, who are ‘Class I Local supplier’ or ‘Class II Local supplier’ as
defined under Public Procurement (Preference to Make in India) Order 2017 (latest revision)
attached as Annexure-XV, shall be eligible to bid.

Note: Indigenous manufacturers/Indian manufacturers referred anywhere in the NIT means

“Local Supplier” as defined in PPP (MII) Order, latest revision. It may also be noted that Clause
10 (d) of PPP-MII Order 2017 will be invoked, wherever applicable.

Relaxation of norms for MSE / Start Up shall be applicable as per relevant provision of NIT.

2.1 The bidders must satisfy any of the following conditions to be considered as eligible bidder against
the tender (the bidders should clearly indicate in their offer the sub-clause against which they claim to
be qualified as eligible bidder):

i) Indigenous (Local) Manufacturers

a) Procurement shall be made from Indigenous manufacturers only. However, if the
manufacturer does not quote directly to any organization in India as a matter of its corporate
policy (except in situations like supplies to OEM/OES/OPM , supplies of spares and
consumables bundled with supply of equipment, supplies to customers not covered by dealer
network due to geographical/logistics constraints), the procurement can be made from its
authorized Indian Agent based on the tender specific authorization issued by the manufacturer
mentioning tender reference number and date and validity of such authorization (Annexure –
I). The manufacturer is also required to submit a certificate that it is not quoting directly
against the tenders of any organization in India (excepting the situations mentioned above, if
applicable) as a matter of its corporate policy and if, subsequently, at any stage, it is found that
it has quoted directly to any organization in India excepting the situations mentioned above, it
shall be liable for penal action as per provision of Coal India Purchase Manual 2020, if the
justification provided by the bidder has not been considered adequate and satisfactory by the
procuring entity. If at any stage, it is found that agency commission has been paid by any
principal without declaring the agent, the commission will be recovered with interest. Action
should also be taken against the principal as per provisions of Coal India Purchase Manual.

b) One manufacturer can authorize only one agent. However, in case of commercially off the shelf
available products, general authorization/dealership /distributorship certificate may be
considered in place of tender specific Authorization. Further, in case of tender invited from
system integrators or products/ solutions involving hardware , software and their integration
solution of a number of manufacturers/ vendors , insistence on “One manufacturer can
authorize one agent” may be relaxed.

c) Indigenous manufacturer / Local Supplier can be Class I & Class II as follows:

Class I Local Supplier means a supplier or service provider, whose goods or services offered for
procurement have local content equal to or more than 50%.

Class II Local Supplier means a supplier or service provider, whose goods or services offered
for procurement have 20% or more local content but less than 50%.
Non Local Supplier means a supplier or service provider, whose goods or services offered for
procurement have local content less than 20%.

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 Non Local Suppliers will not be eligible to participate in Domestic Tenders meant only for
Indigenous Manufacturers / Local Suppliers.

Local content means the amount of value added in India, which is the total value of the item
procured (excluding net domestic indirect taxes) minus the value of imported content in the
item (including all custom duties) as a proportion of the total value, in percent.

d) Verification of Local Content:

i. The Class –I / Class – II Local Supplier at the time of bidding shall be required to
provide self-certification that the item offered meets the minimum local content
requirement for ‘Class –I Local supplier’/‘Class –II Local supplier’, as the case may be.
They shall give details of the locations(s) at which local value addition has been made.
ii. In case of procurement for a value in excess of Rs. 10 crores, the Local supplier shall be
required to provide a certificate from the statutory auditor of the company(in the case
of companies) or from a practicing cost accountant or practicing chartered
accountant(in respect of suppliers other than companies) giving percentage of local
content.
iii. CIL / Subsidiary Companies may constitute committees with internal and external
experts for independent verification of self-certificates / auditor’s / accountant’s
certificates on random basis and in the case of complaints.
iv. False declarations will attract banning of business of the bidder or its successor(s) for a
period of two years as per Clause No. 6.13.4 of CIL Purchase Manual 2020 along with
such other actions as may be permissible under the law.

ii)Indian Agents
If an agent submits bid on behalf of a manufacturer, the same agent shall not submit a bid on behalf of
another manufacturer in the same tender for the same item / product.

Further, in a tender, either manufacturer can quote or its authorized Indian Agent can quote but both
are not allowed to participate / quote in the same tender.

The business entity of the Indian Agent should be in existence for 3 years on the date of tender
opening, irrespective of date of appointment as Indian Agent. The term ‘Agent’ broadly includes
Distributor, Dealer, Channel Partner etc.

iii) Indian office of foreign manufacturer or Indian Subsidiary of a foreign/Indian Manufacturer:

Indian office of foreign manufacturer or Indian Subsidiary of a foreign/Indian Manufacturer is also
eligible to quote on behalf of the manufacturer subject to compliance of Public Procurement
(Preference to Make in India) Order 2017 (latest revision)

2.2 The manufacturer / tenderer shall also submit a certificate that no agent / middleman / liasoning agent
or any entity in any name other than the disclosed authorized Indian Agent is involved in the process of
procurement of goods and services and if, subsequently, at any stage, it is found that it has given a false
certificate, it shall be liable for penal action as per provisions of this Manual.

2.3 Undertaking by Agent: Indian agents shall submit undertaking to the following extent:- “We have been in
existence for three years or more on the date of tender opening. We will be responsible for all the
contractual obligations including quality aspects, replacement of part/items and warranty/ guarantee
obligations, and we will be responsible for providing the required after sale service.”

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2.4 Apart from documents mentioned above as applicable, following documents are required to
Establishing Bidder’s Eligibility:

Sl. Upload digitally signed Scanned copy of Notarized documents in

Category of bidder
No. support of Eligibility Criteria for the tendered item.
Any one of the following valid documents (attested by Public Notary):
a. Factory license/Manufacturing license
b. NSIC registration certificate.
c. DGS&D registration certificate
d. SSI/DIC registration certificate
e. ISO Certificate.
(a) Indian Manufacturers f. BIS license/certificate
g. DGMS approval
h. Micro / Small Enterprises MSE] Registration certificate issued by District
Industries Centers or Khadi and Village Industries Commission or Khadi and
Village Industries Board or Coir Board or National Small Industries
Corporation or Directorate of handicrafts and Handloom or any other body
specified by Ministry of Micro, Small and Medium Enterprises.
i. Tender specific Manufacturer’s Authorization as per Annexure-I, signed and
stamped by the manufacturer to quote against the NCL Tender, indicating the
Tender Reference No. and date along with the offer (attested by Notary
Public).
ii. Any one of the following valid documents of the principal manufacturer
(attested by Public Notary)
a. Factory license/Manufacturing license
b. NSIC registration certificate.
Indian Agent authorized by c. DGS&D registration certificate
(b) d. SSI/DIC registration certificate
manufacturer
e. ISO Certificate.
f. BIS license/certificate
g. DGMS approval
h. Micro / Small Enterprises MSE] Registration certificate issued by District
Industries Centers or Khadi and Village Industries Commission or Khadi and
Village Industries Board or Coir Board or National Small Industries
Corporation or Directorate of handicrafts and Handloom or any other body
specified by Ministry of Micro, Small and Medium Enterprises.

NOTE: The certificate in respect of NSIC Registration, SSI Registration, MSME, DGS&D Registration,
ISO, BIS License and DGMS approval etc. must be valid on the date of tender opening.
Bidders may also note that:
Mandatory registration of bidder with statutory authorities like Income Tax, GST (if applicable), is required, unless
they are specifically exempt from registration under specific notification / circular / section / rule issued by
statutory authorities. The bidder claiming exemption in this respect shall submit supporting documents as well as
certificate from Practicing CA/CMA/CS that Bidder is fulfilling all the conditions prescribed in notification to make
him exempt from registration. For Example: If Bidder is exempt from Registration under CGST ACT, 2017 due to his
aggregate turnover is less than 20 lakh then bidder has to submit the copy of Notification along Certificate from
Practicing CA/CMA/CS that Aggregate turnover from all business is less than 20 Lakh; hence he is exempt from
Registration under GST Act, 2017.

SCANNED DOCUMENTS OF THE DOCUMENTS IN RESPECT OF ELIGIBILITY CRITERIA INCLUDING AUTHORISATION

IF ANY, TO BE UPLOADED AS SINGLE .pdf FILE NAMED “Eligibility.pdf”,
Failure to submit the above Documents may render a tenderer “UNACCEPTABLE” without any further
correspondence.

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3. Provenness Criteria:
Provenness criteria for Consumable Goods/ Consumables:
The Consumable Goods/ Consumables shall be considered proven provided the tendered/ similar
item(s) of same/ similar / higher specifications/ ratings/ versions, etc. have been supplied during the
last 5 years from the date of tender opening against orders of CIL and its subsidiaries, other PSUs,
Government Departments and Private Organizations and their performance has been found
satisfactory.

Note-I: Considering the practical difficulties in obtaining the performance reports in cases where
provenness of the offered product is being ascertained on the basis of supply made in other
subsidiaries of CIL or other PSUs / Govt. Departments / Private Organizations, the bidder will be
asked to submit a Self-Certificate in the following format, along with Proof of Payment against
the Purchase Order(s)/Rate Contract(s) and commissioning certificate(s)(in case of Equipment,
P&M, etc. where installation & commissioning is required):

“The items covered in the Purchase Order(s)/ Rate Contract(s) copies enclosed with our offer
have been fully executed and have performed satisfactorily as per the provisions of respective
Purchase Order(s)/ Rate Contract(s) and all the complaints/claim (s) lodged by the purchaser, if
any, have been attended to and no complaints/ claims(s) are pending”.

In case, any specific Purchase Order(s) has/ have not been fully executed and any complaint/
claim is pending, then details of such cases to be categorically mentioned with the reasons
thereof so that decision making is in clear perspective without any hidden facts in the subject
matter. The authenticity of the self-certificate as well as other documents submitted/uploaded by
the bidder will solely be their responsibility and appropriate action will be taken by
CIL/Subsidiary Company if it is subsequently found to be misleading/ false/ forged. However,
the Purchaser reserves the right to obtain the performance directly from the end user of the
item/product.

Note-I:- In Case off end user certificate is not available satisfactory performance will be
assessed on the basis of notarized self-certification claiming satisfactory performance of
supplied equipment along with notorized Supply Order(s)/Other documents regarding past
supply.

However, NCL reserves the right to obtain the performance directly from the end user of the
item/product.

SCANNED DOCUMENTS OF THE DOCUMENTS IN RESPECT OF PROVENNESS CRITERIA TO BE

UPLOADED AS SINGLE .pdf FILE NAMED “Prove.pdf”

4. Relaxation for MSEs and Startup

Ref:
1) O.M. No. 1(2)(1)/2016-MA dated 10th March 2016 of Additional Secretary and Development
Commissioner-MSME, GOI, New Delhi
2) O.M. No. F-20/2/2014-PPD(Pt.) dated 25th July 2016 of Under Secretary to GOI, Ministry of Finance,
Department of Expenditure, Procurement Policy Division, New Delhi
3) O.M. No. F-20/2/2014-PPD(Pt) dated 20.09.2016 of Under Secretary (PPD), Ministry of Finance,
Department of Expenditure, Procurement Policy Division, New Delhi
…………………………………………………………………………………………………
In reference to the above three Office Memorandums issued by different of Govt. of India regarding
non-insistence of prior experience and turn over criteria in respect of MSEs and Startups, the following
may be noted:
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Definition and Eligibility of Start-up shall be in line with OM vide letter no.F-20/2/2014 PPD (pt.)
dt.25.07.2016 of under Secretary, GOI, subsequent amendment, if any.
“Startups”:- Startups means an entity, incorporated or registered in India not prior to ten years, with
annual turnover not exceeding Rs. 100 crores in any preceding financial year, working towards
innovation, development or improvement of products or processes or services, or if it is a scalable
business model with a high potential of employment generation or wealth creation. Provided that such
entity is not formed by splitting up, or reconstruction of a business already in existence. Provided also
that an entity shall cease to be a startup if its turnover for the previous financial years has exceeded Rs.
100 crores or it has completed 10 years from the date of incorporation/ registration. In order to avail
benefits provided to Startups, the entity is to be recognized by DPIIT [GSR No. 127(E) dated 19.02.2019 of
Gazette of India].
Definition of MSEs shall be as per Public Procurement 2012 with subsequent amendments, if any.
MSEs must have the technical capability to deliver the goods and services as per prescribed technical
and quality specifications. There may be circumstances (like procurement of items related to public
safety, health, critical security operations and equipment, etc.) where procuring entities may prefer
procurement from vendors having proven capability. Wherever adequate justification exists, the
procuring entities may not relax the criteria of prior experience/ turnover for Startups. In view of the
above instructions, wherever, it is decided not to relax prior experience/ turnover criteria.
Prior experience and turn over criteria is not applicable for Startups & MSEs in the tenders in respect
of either of the following situation and no further documents regarding Provenness will be required
to be submitted by these categories of bidders.

If bidders have submitted documents to prove the Startup/MSE status for the tendered item without
certificate towards quality, assurance and capability from some authority like MSME, NSIC, etc., the
TIA, if needed, may assess the techno-commercial capability of the vendors to manufacture and deliver
goods as per the prescribed quality and technical specification before awarding contract to them. For
this purpose, a ‘Proforma for Equipment and Quality Control’ (as per Annexure- VI Sample Forms)
has to be enclosed in the tender documents and such MSEs/ Startups should be asked to submit the
details of plant & machinery, quality control arrangements, etc., in the above proforma along with
their bids for verification of their technical capability. After opening of bids, the verification of
technical capability shall be done by the concerned Technical Department immediately without any
undue delay so that it is available for consideration at the time of evaluation/ processing of offers.

If required, a techno-commercial team of the organization may visit the manufacturing unit of the
vendor without any undue delay for quick finalization of tenders.

In case there is deficiency in technical capability of the firm, the same is to be communicated to them
by TIA for improvement in the quality of their product for future tenders and clearly indicate that
their offer cannot be considered for relaxation against the tender in question in order to avoid any
future complications. The issues relating to Technical capability may be decided by the Head of the
Technical Department.

If favorable technical capability reports obtained earlier on such firms for supply of the item in
question as per the required specification is available, these may be considered for granting relaxation
to the criteria of prior experience and prior turnover provided that date of such reports are not more
than one year from the date of opening of bids.

If bidders have submitted documents to prove the Startup/MSE status for the tendered item and their
products are ISI marked/DGMS approved/Proven in CIL or its Subsidiary companies/Proven product
of the ancillary unit of a Subsidiary Company of CIL, they will be required to submit the following
applicable related documents, duly notarized, for relaxation from the criteria of prior experience and
prior turnover:
 a valid BIS Marking License for the quoted items or
 Rate contract issued by CIL/its Subsidiary Companies for the quoted items or
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 a valid DGMS Approval certificate for the quoted items or
 Proven Ancillary certificate issued by the Subsidiary Companies for the quoted items.
The document(s)/certificate(s) furnished by the bidders for ISI markings or DGMS approval for
any relaxation should be valid on the date of tender opening and a copy of such document(s)
/certificate (s) valid on the date of supply, duly notarized, must accompany their bill(s).
It is clarified that if L I price is quoted by an MSE, then the MSE who quotes L I price will get the
opportunity for full supply. However, if there are ancillary units within Ll+15% price band, then 25%
quantity shall be distributed among them at L I price.
Further, in case of non-divisible tenders, an MSE quoting in the price band of Ll+15% may be awarded
for full/complete supply of tendered value, considering the spirit of policy for enhancing the
government procurement from MSEs, subject to bringing down of price to L I by the MSE concerned.

Where any Aggregator appointed by the Ministry of MSME, themselves quote on behalf of some MSE
units, such offers will be considered as offers from MSE units and all such facilities would be extended
to these also.

This Policy is meant for procurement of only goods produced and services rendered by MSEs and not
for any trading activities by them. Traders are excluded from the purview of this Policy. An MSE Unit
will not get any purchase preference over another MSE Unit.

Even though while creation of GeM bid to give purchase preference to MSEs & Startups ( if
allowed in the GeM bid) past performance criteria was selected. However, during evaluation of
this GeM bid NIT/BOQ specification/ criteria mentioned will supersede the same

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 SCHEDULE OF REQUIREMENTS

Procurement of compounds for insulation of floor of substation of Section-I,

Substation-III, MCC Rooms of CHP, Jayant Project.
Sl. No. Description Qty
1 PRIMER;LOCTITE P2112,7.5KG 35
2 COMPOUND;FLOO SCRED,LOCTITE S2113,14.5KG 121
3 FLOOR INSULATING;LOCTITE HDI2113,14.5KG 121
4 PIGMENT;CLRD,LOCTITE EA CP111,400GM,PACK 121

The bidder should be in a position to supply the required spares within 120 Days from the date of
receipt of the supply order. Date of receipt of stores at consignee’s premises will be taken as date of
delivery.
No material shall be supplied beyond the specific delivery period unless amendment for the extension
of delivery period is obtained from the purchaser i.e. NCL. However, early delivery will be preferred.
Failure to supply the tendered item(s) within the delivery period will attract liquidated damages as
per the relevant clause of NIT.
The delivery shall be on FOR destination basis. Firm delivery should be indicated on F.O.R. Destination
basis.

1. Consignee: The Depot Officer(s)-Regional Store(s) of Jayant Project of NCL Singrauli District of
Madhya Pradesh.

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 TECHNICAL SPECIFICATIONS

Procurement of compounds for insulation of floor of substation of Section-

I, Substation-III, MCC Rooms of CHP, Jayant Project.
Sl. No. Description Qty
1 PRIMER;LOCTITE P2112,7.5KG 35
2 COMPOUND;FLOO SCRED,LOCTITE S2113,14.5KG 121
3 FLOOR INSULATING;LOCTITE HDI2113,14.5KG 121
4 PIGMENT;CLRD,LOCTITE EA CP111,400GM,PACK 121

TECHNICAL PARAMETER SHEET

1.PRIMER;LOCTITE P2112,7.5KG

1) Color : Natural Color

2) Practical Coverage Sq.mtr / Ltr @ 60-80 microns DFT - 4-6
3) Gel Time for 100gms @ 30OC (minutes) - 35-40
4) Working time for 100gms @ 30OC (minutes) - 25-30
5) Drying time - Surface dry: 1 hour. Hard dry : 3 – 4 hours. Recoating : After 12 hrs
6) Mixing ratio by weight (Resin : Hardener) - 90:10
7) Handling, storage details- Provided by Bidders
8) Self Life - One year if stored at room temperature in the original unpacked container.

2.COMPOUND; FLOOR SCRED,LOCTITE S2113,14.5KG

1) Color - Off white

2 Practical Coverage (kg/mm/ m2 - 2
3 Max. continuous operating temperature (ºC) - 121
4 Compressive strength (kg/cm2) ASTM D-695 - 1075
5 Flexural Strength (kg/cm2) ASTM D 790 - 401
6 Tensile Strength (kg/cm2) ASTM D 638 - 260
7 Adhesive Strength (kg/cm2) ASTM D 4541 - 50
8 Gel Time for 100 gms@ 30°C (minutes) - 40 - 60
9 Working time for 100 gms @ 30°C (minutes) - 40-60
10 Functional Curing time @ 30°C (hours) - 24
11 Hardness (Shore D) - 85
12) Chemical Resistance (R: recommended & E: excellent) ASTM D 6943. Hydrochloric Acid 20%
- R , Sulphuric Acid 30% - R , Lactic Acid 10% - R Phosphoric Acid 20% - R, Caustic Soda 10% -
R , Ammonia Solution 10% - R Chlorine Solution - E, Ethyl Alcohol - E, Trichloroethylene - E,
Ethyl Acetate - E Heptane - E, Xylene - E
13) Mixing ratio (Resin : Hardener : Aggregate)By Volume By Weight 2 : 1 : 4.5 & 100:50:750
respectively.
14) Handling, storage details- Provided by Bidders
15) Self Life - One year if stored at room temperature in the original unpacked container.

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3.FLOOR INSULATING; LOCTITE HDI2113,14.5KG

1 Appearance - Gloss / matt

2) Max. continuous operating Temp (°C ) - 110
3) Specific gravity - 2.30 gm/cc
4) Pot life ( in hrs) - 50
5) Touch dry (in min) - 2.30
6) Tack free ( in hrs) - 3.30
7) Hard Dry (in hrs) - 24
8) Full cure ( in days) - 7
9 Thickness- (2-3 mm)
10 Abrasion Resistance (mg/ cycle on CS -10 wheel) ASTM D 4060 - 110
11 Hardness (Shore D) ASTM D 2240 - 85
12 Scratch resistance (kg/cm2) BS 3900 - 7.5
13 Pull off adhesion (kg/ cm2) ASTM D 4541 - 210
14 Tensile strength (kg/ cm2) ASTM D 638 - 230
15 Gloss ASTM D 523 - More than 60
16 Compressive Strength (kg/ cm2) ASTM D 695 - 840
17 Flexural Strength (kg/ cm2) ASTM D 790 - 450
18 Dielectric strength ASTM D 149 - 16.7 KV /mm
19 Mixing ratio ( R : H) by vol - 4.5:1
20) Handling, storage details- Provided by Bidders
21) Self Life - One year if stored at room temperature in the original unpacked container.

PIGMENT;CLRD, LOCTITE EA CP111, 400GM, PACK

1) Appreance ASTM D 1544 - Brown/Black

2) Specific Gravity ASTM D 1475- 98 - 1.65
3) Viscosity ASTMD 1200 min - Slurry
4) Mix Ratio by weight Manual - 2(R):1(H):6(A)
5) PH Value ASTM D 1293 - 6-8
6) Pot Life@25 ° C IS 101 min - 45
7) Functional cure ASTM D 1640 Hrs - 16
8) Cured Shrinkeage ASTM D2566 cm/ cm - 0.03
9) Compressive Strength @ 7 days ASTMD 695 N/mm2 - 85
10) Tensile Strength @ 7 days ASTMD 638 N/mm2 - 11
11) Flexural Strength @ 7 days ASTMD 790 N/mm2 - 22
12) Cured Hardness ASTM D 2240 Shore D - 80
13) Bond Strength @7 days ASTM D 4541 N/mm2 - 1.5
14) Chemical Resistance ASTM 1038 ~ Excellent
15) Water absorption ASTM D 570 %
16) Handling, storage details- Provided by Bidders
17) Self Life - One year if stored at room temperature in the original unpacked container.

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Note : 1

1) Above items are critical insulation materials in nature and need to be procured in one set.
2) Bidder may visit to site for measure the area dimensions.
3) Bidder has to submit quality assurance test certificate from any NABL accredited test lab like
ERDA or from any other government lab.
4) Manufacturers /Suppliers shall also be required to submit Flammability test report from CSIR or
any Govt. Approved lab.
5) Manufacturers /Suppliers shall also be required to submit insulation test report from CPRI.

Note : 2

1) All products should have a self life of 12 months if kept in a dry store in the original, unopened
packs. In tropical climate it is essential to store in air-conditioned warehouse.

Additional terms and conditions.

1. Delivery Period: 120 days.

2- Guarantee / Warranty: Standard as per Company's Norms.

3- Bidder bust submit valid copy of license / certificate of manufacturing including list of Tendered
items.

4- Make and Model is mandatorily required to be submitted in the bid on GeM Interface. Bidders
must refrain from providing 'NA', 'Unbranded', 'etc' as make. The bids without make and model will
be technically rejected.

5- Eligibility and Provenness Criteria as applicable for E&M/CHP consumables as per standard NIT
Shall be applicable in this case.

06- The indented items are to be installed in conveyors of CHP, Jayant Project. Bidders are advised
to visit CHP before submitting their bids to get better idea of system where the Indented items are to
be installed.

07- Specific Authorization from Manufacturer is required to participate in this bid wherein the make
and model of the quoted item and Bid Number should be specifically mentioned.

08- Bidders have to submit detailed product catalogue / technical catalogue / technical literature
clearly showing the technical specifications of the offered items. The bids without detailed Product
Catalogue or technical specifications will not be considered technically acceptable. The parameters
provided in the TPS Sheet should reflect in the Product Catalogue of the offered product.

09. Installation of the supplied items will be in bidder’s scope. Complete payment to the
bidder will be done only after completion of supply and installation of tendered items.

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 2. Guarantee/Warranty: Goods, warranty shall remain valid for eighteen (18) months from the
date of receipt and acceptance of materials at consignee’s end or twelve (12) months from the date of
use, whichever is earlier. Bidder may have to send their technical representative for inspection of
failed material at their own cost.

The supplier shall be responsible for any defect that may, under the condition provided for by the
contract and under proper use, arise due to faulty materials, design or workmanship and shall remedy
such defect at his own cost. If it becomes so necessary for the supplier to replace or to renew any
defective parts, such replacement or renewal shall be made by the supplier 100% free of cost without
any extra cost to Northern Coalfields Limited. The new goods should be supplied on FOR destination
basis free of cost up to the consignee end.

Warranty replacement should be completed within a reasonable period, maximum within one month
from the date of claim for indigenous goods and within 03 months from the date of claim for the
imported goods free of cost up to ultimate consignee’s end. All cases of warranty replacement to be
decided on the basis of joint inspection of the failed goods held between the user’s representative and
the supplier’s representative.

3.Identification Mark
The manufacturer’s distinctive identification mark / symbol as also Serial No. size, type, product
designation etc. if any, must be clearly embossed / engraved /punched on each and every item, as far
as practicable and wherever possible, at a visible place which is not subjected to normal wear and tear.
Apart from this a tag may be attached to each part / item giving identification mark, part no.,
description, year and month of manufacture etc.

4.Fitment Certificate
Supplier is to certify that the products are exact replacement of/fully interchangeable to the original
parts and will fit and function on the equipment for which these are intended for on one to one basis
without any modification and conform to performance parameters as per OEM specifications.

5. Technical Support and Service

In addition to normal after sales services, supplier is to render technical support & Services to ensure
fitment, proper usage, maintenance and satisfactory performance of supplied spares and also to
ensure quarterly visit of their service personnel for smooth functioning of the supplied items.

6. Manufacturer’s Test cum Inspection Certificate:

Bidders will have to confirm that they agree to submit ‘Manufacturer Test Cum Inspection Certificate’
along with supplies, in case supply order is placed on them, to the effect that item(s) have been

12
 manufactured strictly as per best known design, has undergone strict quality inspection before
shipment and are covered under standard warranty for quality & workmanship.

7. Inspection
Materials under supply shall be of the best quality and workmanship and shall be in accordance with
the specification laid down in the supply order.
Final Inspection of materials will be carried out at the consignee’s end by authorized representative of
GM (E&M) after receipt of materials at site. The spare parts found defective or not in accordance with
the specification mentioned in the supply order will be rejected and intimated to the supplier for
replacement within 30 days from the date of intimation.
8. :EMD/SD &ePBG :

EMD, SD & PBG may be accepted only in e.PBG form and should be uploaded on along with
offer wherever applicable.
8.1: OEM/OES OR Their Authorized Agents participating in Open/Limited Tenders for
Procurement of Spares are exempted from submission of EMD.

8.2: Incase EMD/SD & ePBG all are applicable, bidder has to submit all the three
(a) EMD/SD through GEM window option and
(b) ePBG against buyer defined ATC. Format for ePBG as per is as under :

8.3 : Security Deposit (SD):-

OEM / OES only shall be exempted from submission of Security Deposit in case of procurement
of Spare Parts for equipment against Single / Open / Limited Tender Enquiries. All Central/State
Government Organization/PSUs shall also be exempted from submission of Security Deposit.

It Shall be for an amount of 5% of the total landed value of the contract including all taxes, duties
& other cost and charges and it should be deposited through RTGS/NEFT/IMPS/Other Digital
Modes Or in the form of Bank Guarantee (BG) from RBI Scheduled Bank within 15 days from the
date of Notification of Award or Placement of Order.

Exemption from submission of Security Deposit :-

I. All Central/State Government Organization/PSUs shall be exempted from submission of Security
Deposit.
II.) Submission of Security Deposit is exempted for the contracts having value up to Rs. 2 lakhs.

8.4 : Earnest Money Deposit (EMD):- It should be 2% of the Estimated Value of Tender.

The details of beneficiary bank for RTGS/NEFT/IMPS/Other Digital Mode is furnished below

Name of the Bank Branch Account No. IFSC Code

ICICI Bank Ltd Singrauli 352905000016 ICIC0003529

Bidders required to submit necessary valid proof of online transactions along with the
Bid.
The details of beneficiary bank for sending details of BG under SFMS Platform is furnished below

Name of the Bank Branch Account No. IFSC Code

13
 ICICI Bank Ltd Singrauli 352905000016 ICIC0003529
Bidders required to submit necessary valid proof of verification of BG through SFMS
platform along with the Bid.

Note:- The guidelines issued by GeM/GoI from time to time through

Notifications/Circulars/Office Memorandum will be followed for purchase through Gem,
if the same are not provided in the Purchase Manual/e-Procurement guidelines of CIL;
Further, Gem/GoI guidelines, even if they are not in line with the provisions of CIL’s
Purchase Manual/ e-Procurement guidelines are to be followed if the GeM Portal doesn’t
provide any other option.

Performance Bank Guarantee

Wherever applicable, the successful bidder shall be required to furnish a Performance Guarantee
Equivalent to 10% value of the total landed value of the contract including all taxes, duties and other
costs and charges, without considering Input Tax Credit.

The Performance Guarantee shall be in the form of a Bank Guarantee issued by a RBI scheduled
bank in India in the prescribed format on a non-judicial stamp paper.

The Performance Bank Guarantee (PBG) shall be in the same currency (ies) in which contract has
been signed. In case of multi-currency contract, separate PBG in respective currency for required
value shall be submitted. If the contract is for procurement of equipment, the PBG (s) may be
submitted equipment wise also. For this purpose, the value of each equipment will be worked out by
dividing the total value of contract for a particular item of NIT, worked out as per provisions
contained
in clause-7 above, by the number of equipment ordered for that particular item of the NIT.

The PBG (s) shall remain valid till 3 months after the completion of warranty period.

The PBG shall be submitted sufficiently in advance (say 3-4 weeks) to enable its verification from the
issuing bank, before submission of the invoice for payment of the particular goods/ equipment(s).
The release of the Performance Bank guarantee(s) after above indicated period, shall be subject to
satisfactory performance of the equipment/ items during the warranty period and fulfillment of
contractual obligations failing which, action for further extension or encashment of PBG, as deemed
suitable shall be taken. The Performance Bank Guarantee shall be released after expiry of validity
period if no claim is pending, with the approval of the concerned HOD (MM)/ Area GM.

In case of procurement of equipment, if the successful tenderer which does not have the After Sales
Service Support facilities in India like Depot/ Warehouse for supply of spare parts, Workshop
facilities
for servicing and repair of assemblies, sub-assemblies and equipment, availability of trained
technical manpower etc., training facilities for providing training to CIL’s personnel, wherever
required, additional Performance Bank Guarantee for the 30% value of the total landed value of the
contract including all taxes, duties and other costs and charges shall have to be submitted. This 30%
PBG will be released after establishment of After Sales Service Support facilities in India subject to
confirmation of the same by concerned Head of Technical Department.
However, the supplier shall have to submit PBG for 10% of the total contract value to be kept valid
for the remaining period of the contract plus 3 months processing period before release of 30%
PBG. This 10% PBG will be released after satisfactory performance of all equipment/ items and
fulfillment of contractual obligations including warranty obligations.
14
 The PBG will be submitted through Structured Financial Management System (SFMS).

In case where the supplier does not submit the PBG in time or as the prescribed format in line with
the contract specifications, the PBG amount may be deducted from the first bill or in case of
insufficient amount, from subsequent bill(s) of the supplier till full PBG amount is deducted,. This
amount shall be refunded to the supplier upon acceptance of PBG submitted by them.

Security Deposit Bank Guarantee Format

To,
THE STAFF OFFICER (MM)
Jayant Project
Northern Coalfields Ltd.,
PO - Jayant Colliery,
Dist. Singrauli, MP -486890.

Re: Bank Guarantee in respect of Agreement dated...............Day of.......20...................between Northern Coalfields Limited
and…………………………............ (Name of Supplier Company)

Messer’s ........................................................................ a Company / Firm having its office at No.

........................................... hereinafter called the Contractor has entered into an agreement dated
................... (hereinafter called ‘the said agreement’) with Northern Coalfields Limited, Singrauli hereinafter called (‘the Company’) to
supply...................stores/materials amounting to Rs...............on the terms and conditions contained in the said agreement.

It has been agreed that................................................ (..........percent) payment of the value of the

Stores / materials will be made to the Contractor in terms of the said agreement on the contractors furnishing to the company a bank
guarantee for the sum of Rs............................as security for due repayment of the said sum in terms of the said agreement, and also interest as
therein provided.

The..................... (Name of the Bank) having its Office at...............................has at the request of the Contractor agreed to give the guarantee as
hereinafter contained.

We.................................................. (Name of the Bank) (hereinafter called ‘the Bank’) do hereby

Unconditionally agree with the Company that if the Contractor shall in any way fail to observe or perform the terms and condition of the said
agreement regarding repayment of the said sum of Rs
...............................or any of them including the term for payment of interest for delay in deliveries or shall commit any breach of its obligations
there under, the Bank shall on demand and without any objection or demur pay to the Company the said sum of Rs........... or such portion as
shall then remain unpaid with interest without requiring the company to have recourse to any legal remedy that may be available to it to
compel the Bank to pay the same, or calling on the company to compel such payment by the contractor.

Any such demand shall be conclusive as regards the liability of the Contractor to the company and as regards the amount payable by the Bank
under this guarantee. The Bank shall not be entitled to withhold, payment on the ground that the contractor has disputed its liability to pay
or has disputed the quantum of the amount or that any arbitration proceeding or legal proceeding is pending between the Company and the
contractor regarding the claim.
We, the Bank- further agree that the guarantee shall come into force from the date hereof and shall remain in full force and effect till the
period that will be taken for the performance of the said agreement which is likely to be the ....day of..... but if the period of agreement is
extended either pursuant to the provisions in the said agreement or by mutual agreement between the contractor and the Company the Bank
shall renew the period of the guarantee failing which it shall pay to the Company the said sum of Rs...................or such lesser amount out of the
said sum of Rs..............as may be due to the Company and as the Company may demand. This guarantee shall remain in force until the dues of
the Company in respect of the said sum of Rs.....................and interest are fully satisfied and the company certifies that the agreement regarding
re-payment of the said sum of Rs............has been fully carried out by the contractor and discharges the guarantee.

The Bank further agrees with the Company that the Company shall have the fullest liberty without the consent of the Bank and without
affecting in any way the obligations hereunder to vary any of the terms and conditions of the said agreement or to extend the time for
performance of the said agreement from time to time or to postpone for any time or from time to time any of the powers exercisable by the
Company against the contractor and to forbear to enforce any of the terms and conditions relating to the said agreement and the Bank shall
not be relieved from its liability by reason of such failure or extension being granted to the contractor or through any forbearance, act or
omission on the part of the Company or any indulgence by the Company to the contractor or any other matter or thing whatsoever which
under the law relating to sureties would but for this provisions have the effect of relieving or discharging the Guarantor.

The Bank further agrees that in case this guarantee is required for a longer period and it is not extended by the Bank beyond the period
specified above the Bank shall pay to the Company the said sum of Rs.......... or such lesser sum as may then be due to the Company out of the
said advance of Rs.......... and as the Company may require. Notwithstanding anything herein contained the liability of the Bank under this
guarantee is restricted to Rs........ only. The guarantee shall remain in force till the ...........day of .................and unless the guarantee is renewed or
a claim is preferred against the Bank within 3 months from the said date all rights of the company under this guarantee shall cease and the
Bank shall be released and discharged from all liability hereunder except as provided in the preceding clause.

15
The Bank has under its constitution power to give this guarantee and........... (Name of the person) who has signed it on behalf of the Bank has
authority to do so.

The details of beneficiary bank for sending details of BG under SFMS Platform is furnished below

Name of the Bank: - ICICI Bank Ltd.

Branch: -Singrauli
IFSC: - ICIC0003529
A/c No: -352905000016
Customer ID: NCL540172593

Dated this..................Day of........................20...

Place………………………. Signature of the authorized person

For and on behalf of the Bank

Annexure-I

Manufacturer’s Authorization Form

FORMAT FOR AUTHORIZATION TO BE SUBMITTED BY THE INDIAN AGENTS OF

INDIGENOUS MANUFACTURER OR / INDIAN OFFICE / INDIAN SUBSIDIARY OF
INDIGENOUS / FOREIGNMANUFACTURE
(To be typed on the Principals letterhead and should be pre dated (prior to
tender opening date and properly signed)
One manufacturer can authorize only one agent.
However, in case of commercially off the shelf available products, general
authorization/dealership /distributorship certificate may be considered in
place of tender specific Authorization. Further, in case of tender invited from
system integrators or products/ solutions involving hardware , software and
their integration solution of a number of manufacturers/ vendors , insistence
on “One manufacturer can authorize one agent” may be relaxed.

To,
THE STAFF OFFICER(MM)
Jayant Project
Northern Coalfields Ltd., PO- Jayant Colliery,
Dist.Singrauli,MP-486890.
Dear Sir.
Against the tender no: ,we hereby Authorize M/s. _[Name & Address of Indian Agent / Indian
Office / Indian Subsidiary] to participate in the tender and submit the offer and enter into contract /
Supply order, on our behalf. This authorization is valid till the successful completion of supplies
against this tender.
We confirm/undertake that:
1. As a matter of our corporate policy, we do not quote directly / market our products to any
organization in India (except in situations like supplies to OEM/OES/OPM, supplies of spares
and consumables bundled with supply of equipment, supplies to customers not covered by
dealer network due to geographical/logistics constraints).If, subsequently, at any stage, it is
found that we have quoted directly to any organization in India as a matter of its corporate
policy (except in situations like supplies to OEM/OES/OPM, supplies of spares and
consumables bundled with supply of equipment, supplies to customers not covered by dealer
network due to geographical / logistics constraints, we shall be liable for penal action as per
provisions of the NIT and the Purchase Manual. Further, if at any stage, it is found that agency
commission has been paid by us without declaring the agent, the commission may be
recovered with interest.

16
 2. We will accept the responsibility for the satisfactory execution o f orders placed on the
authorized agent including warranty/guarantee obligations.
3. Wherever necessary, we will provide requisite inspection and testing facilities at our works in
respect of orders placed on authorized agent.
4. The price quoted by our authorized agent will not exceed the price which we would have
quoted.
5. In the event of placement of order on our authorized dealer, the goods supplied/goods offered
for Inspection would be accompanied by a certificate stating that the goods have been
manufactured by us.
6. We further confirm that No agent/Middleman/Liasoning agent or any entity in any name other
than our authorized Indian Agent is involved in the process of procurement of goods and
services against this tender. If subsequently at any stage, it is found that false certificate is
given, we shall be liable for penal action.

7. We also confirm that we have never been banned or delisted by any Government or Quasi-
Government Agency or any Public Sector Undertaking in India.
OR

We were banned by the organization named“---------------------------------------” for a period of-------

------------year(s) effective from-------------------to---------------for-------------(there as on to be
mentioned)in India.

Validity of authorization:
[Should be Valid as on date of tender opening and its validity should corresponds to the delivery period
stipulated in the Tender Enquiry]

Signature of Authorized signatory of Principal Manufacturer

(Name)
(Designation)
Email ID:
Date:

Seal of the firm

Note : This letter of authority should be on the letter head of the Manufacturer and should be signed by
a person competent and having the Power of Attorney to bind the Manufacturer. It should be
sufficiently stamped as per the low of India, if executed in India or if the authorization is executed
abroad, the same has to be got adjudicated under the Stamp Act at Kolkata and the power to get it
adjudicated should be mentioned in / conferred by the Manufacturer’s Authorization Form and should
be submitted by the Bidder along with its bid.

Annexure – II

Self-Certificate for Proven-ness

“The items covered in the Purchase Order(s)/ Rate Contract(s) copies enclosed with our offer have
been fully executed and have performed satisfactorily as per the provisions of respective Purchase
17
Order(s)/ Rate Contract(s) and all the complaints/claim (s ) lodged by the purchaser, if any, have been
attended to and no com plaints/ claim s(s) are pending”.

Date Signature of Tenderer

Seal of the Firm

Annexure – III

(For procurement Value below Rs. 10.00 Crores)

Self-certificate for Local Content as per Make in India Policy

We hereby confirm in respect of quoted item(s) that amount of value added in India [which is the total
value of the item procured (excluding net domestic indirect taxes) minus the value of imported
content in the item (including all customs duties)] as a proportion of the total value is equal to or more
than ……..………… %.

And

Item offered meets the Local content requirement for Class-I Local Supplier’/ Class-II Local Supplier
(strike out which is not applicable)

Details of location(s)[Factory] at which local value addition is made is as under:

………………………………………………………………………………

Date Signature of Tenderer

Seal of the Firm

Note: For procurement Value in excess of Rs. 10.00 Crores, the Class I & Class II local supplier
shall be required to provide certificate of statutory Auditor, cost Auditor of the company (in

18
 case of company) or practicing cost Accountant or practicing CharteredAccount (in case other
than companies)(Under Unique document Identification Number-UDIN)
giving the percentage of local content.

Annexure – IV

Quality Certificate

I/We certify that there has not been any complaint against the quality of our products supplied to
Government Departments or Public Sector Undertakings/Other organizations.

Date: Signature of the Tenderer

Seal of the Firm

Annexure – V

No Deviation Certificate

“We declare that there is no deviation from the NIT terms and conditions in the offer submitted by
us.”

Date Signature of the Tenderer

19
 Seal of the Firm

20
 Annexure – VI

Proforma for Equipment and Quality Control

Reference: Northern Coalfields Limited Tender No.___________________________________

Date________________________ for supply of______________________________________

1. Name and Address of the Firm

2. (a) Telephone No. office/factory/works

(b) Fax No. / E-mail ID

2. Location of manufacturing works/factories owned by the firm (documentary evidence of ownership

must be produced).

3. Brief description of the factory (i.e. area covered accommodation, Department into which it is divided,
laboratory etc.)

4. Details of plant and machinery erected and functioning in each department (monographs and
description pamphlets) be supplied if available.

5. Whether the process of manufacture in the factory is carried out with the aid of power or without it.

6. Process Flow Chart for the whole manufacturing process of the tendered item.

7. Details and stocks of raw materials held.

8. Production capacity of items quoted for with the existing plants and machinery
(a) Normal
(b) Maximum

9. Details of Quality Assurance Plan and Quality Control Infrastructures such as laboratories etc.

10. (a) Details of technical supervisory staff in-charge of production and quality control.
(b) Skilled labour employed.
(c) Unskilled labour employed
(d) Maximum number of workers (skilled and unskilled) employed on any day during 18 months
preceding the date of application.

11. Whether stores were tested to any standard specification, if so, copies of original test certificate should
be submitted in duplicate.
……………………………………………………………………………
(Signature of Tenderer)
NB: Details against Sl. nos. 5 to 11 inclusive need be restricted to the extent they pertain to the items
under reference.

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 Annexure - VII
Declaration Regarding Banning

The bidder as well as the manufacturer (if bidder is not the manufacturer) will give a declaration

“We have not been banned or de-listed or debarred or ‘Put on Holiday’ by any Government or quasi-
Government agencies or PSUs.”

Date Signature of Tenderer

Seal of the Firm

Note: If a bidder has been banned or de- listed or debarred or ‘Put on Holiday’ by any Government or
quasi-Government agencies or PSU, this fact must be clearly stated and it may not necessarily be a
cause for disqualifying them. If this declaration is not given, the bid will be rejected as non-responsive.

Annexure - VIII
Fitment Certificate

We certify that offered products are exact replacement of / fully interchangeable to the original parts and
will fit & function on the equipment for which these are intended for on “one-to-one” basis without any
modification and conform to performance parameters as per OEM specifications.

Date Signature of Tenderer

Seal of the Firm

Annexure -IX
Technical Support & Services Certificate

We agree for rendering prompt technical support and services to ensure fitment, proper usage,
maintenance and satisfactory performance of supplied spares. We shall arrange quarterly visit of our
service personnel for smooth functioning of the supplied items.

Date Signature of Tenderer

Seal of the Firm

22
 Annexure –X

Lowest Price Certificate

I/We do hereby certify that prices quoted by us against this tender are the lowest and is the same as
applicable to other Government Departments/ Undertakings/ Other Organizations.

We also certify that the quoted rates are not higher than rates quoted / prices charged by us for
same items to other Customers.

Date Signature of the Tenderer

Seal of the Firm

Annexure –XI

PRICE FALL CLAUSE

(Following certificate to be submitted at the time of supply)

The price charged for the stores/equipment supplied against this order shall in no event exceed the
lowest price at which the supplier sells the stores/equipment of identical description to any other
party during the contractual Delivery period.
If the supplier at any time during the contractual Delivery period sells such stores to any other
person/organization at a price lower than the price chargeable to NCL under the contract, the supplier
shall forthwith notify such reduction of sale prices to NCL and the price payable under this contract for
the stores/equipment supplied under this contract shall be correspondingly reduced.

Date Signature of the Tenderer

Seal of the Firm

23
 Annexure – XII

Bidder to mandatorily Quote HSN (Harmonized System Nomenclature) code of all items quoted
by them

S. No. Part No. Description of Item HSN Code

Date

Signature of Tenderer

Seal of the Firm

24
 ANNEXURE-XIII

(To be filled up by the bidder)

COMMERCIAL STATEMENT TO BE FURNISHED : GEM BID NO: ………………………

Sl. No. Terms & Conditions

1 Name of the Bidder along with complete postal address and
contact details i.e. Phone no & email id.
2
Proof of Being Manufacturer of the tendered Items (In
case offer is submitted by Dealers/Distributor/Agents
proof of their Principal being a Manufacturer is to be
submitted)

Whether Manufacturer or Dealer/Distributor/Agent

Type of registration (SSI / NSIC / NCL Ancillary etc)

Document reference no & date

Issued by

Valid upto

Registration Number

Name of the Registering Authority.

3 Offer Submitted as "OEM / OES / OPM / Proven Source /
MSE / Startup / Authorized Dealer or Distributor or Agent
of OEM / Authorized Dealer or Distributor or Agent of OES
/ Authorized Dealer or Distributor or Agent of OPM /
Authorized Dealer or Distributor or Agent of Proven
Source" as per criteria laid down in NIT/BOQ

4 Make of Items Offered

5 Brand of Items Offered

Details required under "Public Procurement (Preference

to Make in India), Order 2017 - Revision; regarding"
issued vide order No. P-45021/2/2017-B.E.-II dated
15.06.2017 (subsequently revised vide orders dated
16.09.2020) of Public Procurement Section, Department
for Promotion of Industry and Internal Trade, Ministry of
Commerce and Industry. (Annexure-XVI, Sample Forms).
6

Offer Submitted as "Class –I Local supplier’ or ‘Class –II

Local supplier’, as defined under this order.

Percentage of Local Content, as defined under this order.

Details of the location(s) at which the local value addition

is made.
25
 MSME Details; (If applicable):
Registration No. & Registering Authority.
Udyog Adhar Memorandum (UAM) No. (Mandatory
for MSEs to avail benefits as per Public Procurement
Policy for MSEs order 2012) or any recent valid
7
certificate for MSE preference.
Confirmation of category of the owner as SC/ST.
Submit cast certificate in "CERTIFICATE".

8 Eligibility Documents (Authorized YES/NO

Distributor/Dealer/Agent of OEM) – Submitted as per
NIT/BOQ/BID Document
9 Certificate submitted as per NIT/BOQ/BID
(a) Self-Certificate for Proven-ness Source YES/No
(b) Fitment Certificate YES/No
(c) No Deviation Certificate YES/No
(d) Quality Certificate YES/No
(e) Declaration Regarding Banning YES/No
(f) Technical support Service YES/NO
(g) HSN Code of Product YES/NO
(h) Performa for Equipment & Quality Control for MSE Firm YES/No
(i) Lowest Price Certificate YES/No
(j) Price Fall Certificate YES/No
10 Other Commercial Information
(a) Security Deposit as ePBG
(b) Details of EMD
11 Furnish NCL Vendor Code if allotted else fill below
details
a Firm Name
b Firm Address & Contact details, pin code
c Shipping Address, if different from Registered address
d Account No with Branch & IFSC Code
e GST No
f PAN No
g Aadhaar No.
12 Delivery Period YES/NO
13 Class I Local Suppliers ≥ 50% of Local content.
14 Class II Local Suppliers ≥20% < 50% of Local content.
15 Details of Location at which the local value addition is
made.
Complete responsibility of authenticity and genuineness of all the documents, certificates, details lies
with the Bidder, if found forged or manipulated, deemed action would be taken by NCL.

26