1. The Tender is for the printing, binding and supplying of ‘Annual Report & Annual Accounts Books’ in English & Hindi for the year 2007-08.
2. Tenders should be submitted in the prescribed tender form in sealed cover. Tender forms may be downloaded from the website (www.indiacoffee.org). The tender should be superscribed as “Tender for printing, binding and supply of Annual Report and Annual Accounts” and addressed to the Secretary, Coffee Board, No 1, Dr. B.R. Ambedkar Veedhi, Bangalore – 560001 and delivered to the undersigned by 3.00 p.m.on 17.9.2008. The tenders will be opened at 3.30 p.m. on the same day in the presence of interested tenderers present.
3. The printers should have following minimum establishment/experience to be eligible to participate in the tender: (a)Four Colour Offset Printing machine (b)Two colour offset Printing machine (c)Inhouse plate making and binding section (d)DTP operators ( 3 or more) (e)Power backup/DG set. (f)Work experience regarding printing annual reports of organizations(at least two)
4. The tenderer shall fill all fields in the attached tender schedule form. The tenderer has to quote his lowest rates for the supply against each item in the tender form and duly sign it at the end of each page. Over writings/corrections have to be duly initialed by the tenderer. Samples of papers with specifications for text and cover pages should be enclosed. The Tenders submitted in any other form and not accompanied with the samples of papers with specification, size and weight will not be considered. The approved tenderer should maintain the same quality and grammage of the paper specified in the tender.


Signature of the tenderer with seal










5. In case Sales Tax is charged extra, this fact should be specifically mentioned in the tender, otherwise the rates quoted will be considered as inclusive of Sales Tax and other charges if any.
6. The tenderer should furnish a copy of the registration certificate from the Appropriate Authority for running the business and Sales Tax clearance/ Income Tax clearance Certificate from the competent Authority or other wise the tenders will be rejected.
7. The tenderer shall sign with date to convey acceptance of the conditions of the tender in the tender’s proforma attached to the tender form. The tender shall be accompanied with Earnest Money Deposit as per the Notification in favour of “Coffee Board General Fund Non-Plan Account No.54044620308” in the form of Demand Draft drawn on Scheduled Bank payable at Bangalore. The tenders without the Earnest Money Deposit will be considered as invalid tender and it will not be considered under any circumstances.
8. Tenders not delivered within the time or in a prescribed manner or otherwise not in conformity with the conditions herein detailed shall not be taken into consideration.
9. The Chairman, Coffee Board reserves the right of rejecting all or any one of the tenders without assigning any reason .The tender so accepted shall be final.
10. The acceptance of the tender by the Chairman of Coffee Board will be intimated to the concerned by the undersigned.
11. The EMD of successful tenderer will be converted as security deposit and will be returned on satisfactory completion of entrusted work.
12. The successful tenderer shall convey his acceptance of the tender and execute an agreement on a Non-judicial stamp paper of Rs.100/- (Rupees One hundred only) value within five days from date of receipt of the acceptance letter. If the tenderer fails to turn up to take the job within the above stipulated period, besides terminating the award of printing & binding, the EMD cum Security Deposit paid by him will be forfeited .
13. The successful tenderer shall commence the work immediately and arrange for providing the first proof within 5 days after the receipt of material from the Board. The successful tenderer shall furnish the final proof within 3 days from the date of receipt of corrected copy of the proof and also should finally deliver the printed and bound books to the Board within 3 days from the receipt of the accepted final proof.


Signature of the tenderer with Seal










14. Tender once accepted by the Chairman shall not be revoked or modified by the tenderer.
15. The Printing job should be carried out by the tenderer as per the directions of the Secretary, Coffee Board or his/her representatives on the specific approved quality of the material.
16. The matter /photos for printing of ‘Annual Report & Annual Accounts’ will be supplied to the printer. Material for printing and proof thereof duly approved have to be collected by the printers from this office, together with necessary instructions regarding layout etc., as the material will be supplied.
17. No part of the tender / contract shall be sub contracted.
18. After inspection by the Board’s officials the printer shall arrange for the transportation and delivery of the Annual Reports and Annual Accounts to Head Office, Bangalore directly at their own cost.
19. The payment will be made only on presentation of bills in duplicate on completion of supply of entire lot of Annual Report and Annual Accounts books.
20. The EMD of unsuccessful tenderers will be returned to the tenderer to the address specified by them in the Tender Form.
21. The bill of cost of supplies shall be furnished in duplicate to the Secretary, Coffee Board, No 1, Dr. B.R.Ambedkar Veedhi, Bangalore – 560 001 and payment shall be made according to the accepted tender rates and after the completion of the work. No advance payment will be made by the Coffee Board to the tenderer. Also, the applications for any concessions of any kind or enhancement of rates will not be considered.
22. The tenderer shall be bound to accept the decision of the Chairman in all maters pertain to contract such as (1) Quality of goods supplied to (2) Mode of supply (3) Date and Place of supply (4) Quality of orders and supply etc., and such decisions shall be final.


Signature of the tenderer with Seal








23. Chairman of the Board has the option to terminate the contract even before the expiry of the period of tender if the work of the tenderer is not found to be satisfactory and if there is any violation in the conditions set forth, provided the tenderer is given one months notice in writing to show cause as to why tenderer shall not be terminated. The tenderer loses the rights to claim any damages against the Board for doing so.
24. Any dispute that arises, has to be settled in court having the jurisdiction within the Bangalore city.

With reference to your advertisement published in the ……………………….. newspaper dated ……………………… and having examined the tender document for the above work, we have pleasure in submitting herewith our tender in the prescribed form for printing, binding & supply of Annual Report & Annual Accounts Book for the year 2007-08.

A demand draft bearing No………………………dt:……………………. for Rs.5,000 is enclosed towards Earnest Money Deposit as per the terms and conditions of the tender.

Samples of papers with specifications of size towards text and cover text samples are enclosed.

Yours faithfully,



[Signature with Seal]

Place:
Date :

1. The Printer must execute the contract in his / their press only as approved by the Board and should not assign or sub-let the work or any part thereof to any other party. Offset printing with computerized / Photo composing facility should be adopted for printing / binding of Annual Report & Annual Accounts.
2. The Printer shall print, bind and deliver the [1] Annual Report & [2] Annual Accounts in clear and legible type form and style, in a good and workmen like manner within the time limit prescribed.
3. The Text material for printing [1] ANNUAL REPORT & [2] ANNUAL ACCOUNTS [2 BOOKS] will be supplied to the printer in English & Hindi. The composing and printing schedule should be so arranged by; the printer that the printed copies, duly complete in all respects and deliver the same to the Board, within ……………………….
4. Arrangements should be made by the printer so that proofs are supplied twice after successive corrections and if necessary the Board may call for subsequent proofs also. It should be noted that the Board requires atleast two days for return of proofs, and this work should be so arranged that at any cost the final printed copies are delivered within the stipulated time. The printer should have adequate arrangements for collection and delivery of copy matter, proof sheets, printed material etc., at his cost. Proofs & page proofs should always be sent in a neat manner and with sufficient space left on either side for effecting corrections. The printer should arrange for a reading of the first proof at the press also so that there will be minimum number of corrections, along with the concerned manuscripts. Final page proofs should be sent in duplicate of which one copy will be returned to the printer after making corrections for taking up final printing and this should be made available within the stipulated period.
5. The Board will supply the required print material, artwork of pages, Illustrations, cover page material etc., for the Annual Report & Annual Accounts and these have to be collected by the Printer at his own cost. However, if the printer asked to prepare or get prepared the Art works on behalf of the Board, the art work charges / cost has to be borne by the printer.
6. As a measure of expediency it may be decided in some cases, not to call for proofs checks and approval before copies are finally printed. In such cases, the responsibility of checking and passing the proofs shall rest with the printer. It would be therefore advisable for the printer to have the matter thoroughly checked up and given a final reading when the matter is on the machine so as to avoid any misprints or omissions. No extra remuneration on account of this proof reading or for taking extra care will be admissible.
7. After the completion of printing, the final bill for the work may be raised on the basis of the accepted rates and submit to the Board for settlement together with:
   1. Delivery challans for the supplies made;
   2. Representative specimens of the work done and
   3. Any other document in support of the items charged for in the bill.
8. Payment shall be according to the accepted rates of the tender.
9. All the art works, photographs, transparencies and negative etc., which have been supplied by the Board or which have been prepared by the printer in connection with Board’s work should be returned intact to the Board or its representative after completion of the job, failing which the Board reserve the right to take such steps as it may consider necessary for dealing with the matter in the event of infringement of any of the said work either by the printer or his representative.
10. The printer shall, whenever called upon to do so, give full information with regard to the progress of work in hand, and shall also permit any officer / official deputed by the Board to inspect his / their premises at all reasonable times and shall give all assistance and information as may be required by him in connection with the execution of the work.
11. The printer shall take every care to see that the work or any portion thereof does not fall into unauthorized hands. Care should be taken to execute the work under security conditions. All proofs and trail and spare copies shall, if so directed by the Board be destroyed by burning in the presence of a responsible person of the printer. A certificate that these presentations were taken should be sent after the completion of the work.
12. The procurement of paper and other necessary materials for the job will be the responsibility of the printer. Extra cost if any involved due to ruling price of paper and material in the event of the market fluctuations shall not, in any way, affect the approved rates as per agreement and the printer shall be solely responsible to bear the same.
13. The EMD which will be converted, as Security Deposit shall be refundable to the printer only after the agreement is duly fulfilled in all respects by the printer to the satisfaction of the Board and the claims of the Board. If the printer fails to make supplies on scheduled date fixed by the Board or otherwise commits breach of any terms of the agreement, the Board will have the right to forfeit the security deposit.
14. The printer shall make the supplies of the right quality of the goods and in full conformity with the approved samples and other specifications and conditions of the agreement. And if the printer should make default therein or if the Board is obliged to get the work done elsewhere, consequent all the losses caused to the Board in that behalf and the Board will have the right to forfeit the security deposit of the printer even if such default is noticed once.
15. If the printer is unable to take up the printing well in time and if the Board feels that the printer would not be in a position to complete the entrusted work on scheduled date, the Board in such cases, shall be free to negotiate with any other press for that particular work and any extra expenditure that may be incurred by the Board in this behalf would be recoverable from the printer.
16. PENALTY:
    1. In the event of the printer’s failure to execute the work.
    2. According to the prescribed time schedule, or
    3. According to the accepted standards of workman like manner and
    4. to the satisfaction of the Board.
    1. It shall be lawful for the Board at its discretion either to remove or to withdraw the whole or a part of the work already entrusted and executed, which falls overdue, or in the alternative to reject work so extend below the accepted standards. In either of the events aforesaid, the Board reserves the right to make such alternative arrangements as it deems fit for the reproduction of the work so removed or work in lieu of that so rejected or as aforesaid on the account, at the risk and cost of the printer.
    2. In the event of making alternative arrangements in the circumstances the excess cost, if any, incurred by reason of the difference between the prices paid to the new printer’s and the approved rates as per schedule [to be certified by the Board whose certificate shall be final] the Board may charge the amount of such excess cost to the printer and the same may at anytime be deducted from any sum or sums due then or which anytime thereafter may become due to the printer under this or any other agreement.
    3. Notwithstanding anything contained in the above paras, it shall be within the competence of the Board in case of any discovery of error or defect due to the fault of the printer at any time after the delivery of the copies ordered, to get such error or defect rectified by the printer at his / their cost to the satisfaction of and within the time fixed by the Board or to accept owing to urgency of for any other reasons, such defective work at a rate not lower than 80 percent of the rates agreed.
    4. In the event of work being, wholly rejected, the Board may at its own discretion either:-
       1. Permit the printer to re-do the same within such time as may be specified at printer’s cost which shall include the cost of paper and other materials; or
       2. Arrange to get the work done elsewhere and by another person or from any other sources other than the printer’s. However, subject to terms and conditions of this agreement, in which case the amount of extra cost, if any, shall be recovered from the printer.
    5. The power of the Board under this clause shall in no way affect or prejudice the power in certain events to terminate the agreement furnishing reasons.
17. The printer shall be bound to accept the decision of the Board in all matters pertaining to the agreement such as [1] quality of goods supplied, [2] mode of supply [3] date and place of supply, [4] quantity of orders and supply etc., and such decisions shall be final.
18. Non-availability of any required materials in the local market, labour trouble, power failure, etc., shall not be considered as a valid excuse for delay in supplying the articles within the stipulated time. The printer will be held entirely responsible for any loss the Board may be subjected to on such accounts.
19. Without prejudice to the foregoing, the penalty clause may be relaxed at the discretion of the Board in the event of execution of work becoming highly impossible on account of force majeure conditions or other unavoidable, irresistible forces, provided same has not been occasioned by any intentional wrongful act, default or negligence on the part of the printer.
20. If any item of work / operations, not provided for or required to be performed, rates to be paid therefore shall be determined separately by mutual consent in writing.
21. The agreement is liable for termination forthwith without notice if it is found that the goods supplied is / are of poor quality and not in conformity with the earlier approved samples sent by the printer. The agreement can also be terminated forthwith without notice if the printer fails to deliver the [1] Annual Report & [2] Annual Accounts on scheduled date mutually agreed to by the printer and the Board through a letter. In all such cases of default, the security deposit paid by the printer shall also be forfeited.
22. The Board shall not be bound to disclose or assign any reason for terminating the agreement. The printer will also be liable to pay to the Board on such termination any penalty that may be imposed consequent on such default. The printer will have no right to question the Board’s decisions whatsoever will have no claim either for damages or other wise against the Board consequent on such termination.
23. The Board reserves the right to levy penalty as deemed fit for any breach of terms and conditions of the tender or any of the conditions as stipulated in the deed agreement.