Instruction to tender

1. GENERAL INS TRUCTIONS
1. The Acceptance is subject to I.R.S. Conditions of Contract in force on date as modified by the instruction given below and Special Conditions specified in the Purchase Order.
2. The supplier should submit the invoice in Triplicate along with the supply of which one copy will be returned acknowledging the receipt of stores. The receipt note will be granted as soon as
the materials are accepted. The bill for supply in the standard bill form neatly typed or written and signed in ink should be submitted with the receipt notes direct to the Financial Adviser and
Chief Accounts Officer/shell or Furnishing (as the case may be), Integral Coach Factory, Chennai - 600 038.
3. All Consignments weighing up to and inclusive of one Kg. should be dispatched by Post parcel. All other consignments should be dispatched by Goods Train unless otherwise stated. In case
where the terms of delivery specified are for place of dispatch and materials are dispatched by Post Parcel as described above the relative postal receipt in support of the postage charges
claimed should be sent along with the supplier's bill; otherwise the extra charges claimed on this account are liable to be disallowed from the bills.
4. In case of price preference for ex-stock/early delivery supplies are liable to be rejected or accepted at lower rates, if not delivered by due date unless extension has been granted by the
Controller of Stores. Consignees are not authorized to accept overdue supplies.
5. All fragile articles including all glass or porcelain ware must be securely packed and dispatched at Railways Risk on payment of percentage charges to the carrying Railways.
6. The rejected stores should be removed within 21 days from the date of receipt of the rejection advice by supplier failing which Railway's responsibility will cease and after that time, they
will remain at the entire risk of the supplier; and ground rent or demurrage charges will be levied at the rate of 0.3% of the value of the stores per day for one or more articles weighing over
250 KGs. or to be scrapped or otherwise disposed of as deemed fit after duly recovering any amount due to the administration from pending bills or by other legal means.
7. Please furnish the following certificate while submitting your bill
"It is certified that the GST % at which has been charged for the item billed for herein is as per relevant sections of CGST/ SGST/IGST Acts. If, however, it is found later that the rate at which
the GST tariff rate has been charged is not correct, we indemnify the Integral Coach Factory, Chennai - 600 038 against any loss on this account."
8. Please quote the Purchase Orde r no in all corre spondence s.
9. In case name of the firm or the address of the firm is changed after the issue of purchase order the firm should intimate this office with necessary documents and get an amendment to the
purchase order for the changes. In case this is not done payment is liable to be delayed.
10. Please quote your account No, Bank's name, IFSC No and GSTIN in your bill without fail.
11. The payment for supplies made to this administration and for works executedwill be paid through Cheques and sent through the Speed Post Acknowledgment Due, duly recovering the actual
cost from the Firm's bills However, if the firm desires to receive the cheque by RPAD, they have to explicitly state the same on the bill and the cost of RPAD will be borne by the
Administration.
12. During the course of manufacture and transportation of the stores, vendor shall comply to all applicable legislation's of local pollution control authorities and Central pollution control
board. Suppliers who supply these items by Road Vehicle will e nsure to send Transport Emergency (TREM) card along with supply. 1. PAINT 2. SOLVENT 3. FRP CHEMICALS
4. CHEMICALS USED IN THE CMT LAB 5. REXINE 6. FOAM RUBBER 7. EPDX PUTTY 8. GLASS WOOL 9. ASBESTOS M ILL BOARD 10. LIMPET ASBESTOS 11. CPRX COMPOUND 12.
GALVANISHED COMPONENTS 13. CHROMIUM PLATED COMPONENTS 14. ANODISED COMPONENTS 15. POWDER COATED COMPONENTS 16. ADHESIVES USED FOR PASTING OF
PVC SHEETS 17. PVC SHEETS, PLYWOOD. COMPREG PLYWOOD, NFTC, MDF BOARDS. Firm will ensure that eco-friendly materials are only used for packing as far as possible avoiding
usage of plastic materials. If usage of plastic materials is inescapable, the thickness of plastic material so used shall not be less than 20 micron.
SPECIAL CONDITIONS TO PURCHASE ORDER
CLAUSEA: CERTIFICATE FOR GST CLAIMS:
(i) The supplier shall certify the GST Claimed at present is not more than what is legally leviable and payable under the provisions of the relevant Act or Rules under there
(ii) AND that no refund of GST already reimbursed to me/us on this order/contract has been obtained by me/us during the quarter.
(iii) AND that in respect of refund/increase of refund of GST obtained on this order/contract will be passed on to the Purchaser.
CLAUSEB:CERTIFICATE TOWARDS GSTBENEFITS:
The liability of the Purchaser to reimburse GST is limited to such sum as may be found legally due and payable In respect of the contracted goods after availing the full credit on Inputs
used in the manufacture of the finished product Irrespective of whether the contactor has availed the full credit or not.
The supplier shall certify that no additional duty setoffs on the goods supplied have accrued under the GST act or any future schemes which may be introduced in submitting the present
bill. The supplier shall pass on all the benefits of such additional benefits on account of taxes/duties, as applicable at the time of submitting the bill, duly certifying any price reduction due to
additional benefits received on account of taxation structure being extended by the Government of India to more items than already covered and the price reduction in this regard shall be
incorporated in the bill with a request to amend the order suitably.
CLAUSEC:STATUTORY VARIATION CLAUSE:
Any upward statutory variation of GST except due to change in turnover, taking place during the original delivery period, may be claimed extra, duly supported by documentary proof. The
benefits of downward statutory variation, if any, shall be passed on to the purchaser without any reference to any time limit.
CLAUSED:PAYMENT TERMS:
Payment terms shall be in accordance with Clause 2300 of IRS Conditions of Contract. However, where advance payment has been agreed to by ICF. such payments will be regulated
as follows :-
(i) When the dispatch is by Road or the place of delivery is ICF as per the delivery terms of contract, Advance Payment shall be made against physical receipt of the material at ICF and
Inspection Certificate.
(ii) When the dispatch is by Rail and the terms of delivery is "FREE ON RAIL" upto the place specified in the Contract, Advance Payment shall be made against clear, unqualified Parcel Way Bill/
Railway Receipt and Inspection Certificate.
(iii) Enclosures to bill for Advance Payment :
The supplier while submitting the bill for Advance Payment authority, viz, FA & CAO/ICF, should enclose the following documents along with the documents mentioned at (i) and (ii)
above, as the case may be:-
1) Clear Unqualified Parcel Way Bill/Railway Receipt in original for cases coming under item (ii) above.
2) Inspection Certificate issued by the Inspecting authority.
3) Manufacture r's Te st Certificate in specified cases.
4) Guarantee Certificate as mentioned in Part II of the Orde r.
5) The 'Original for Buyer' foil of invoice for reimbursement of GST in cases where the same is applicable.
6) Documentary evidence in original for reimbursement of Freight in applicable cases.
7) Current Income Tax Clearance Certificate, if not already submitted.
8) Certificate as pe r Clause A, if applicable .
9) Certificate that the Invoice has been correctly prepared in accordance with terms of Contract.
10) Certificate in the follow ing lines :
"I/We have personally examined and verified and do hereby certify that goods in respect of which payment is being claimed have been actually dispatched under R.R. No. and further
that these goods are the exact material as indicated in the Challan No. covered under Inspection Certificate No.
CLAUSE E: GUARANTEE/WARRANTY TERMS:
Guarantee / Warranty terms shall be in accordance with Clause 320C of IRS Conditions of Contract. The applicable period would however "24/30 months from the date of supply or 12
months from the date of commissioning whichever is earlier". A Certificate to this effect should accompany each batch of supply.
CLAUSEF: OPTION CLAUSE:
The purchaser reserves the right to vary the ordered quantity by up to (+) 30% at any time, till final delivery dated of the contract, by giving suitable delivery schedule for the enhanced quantity,
even though the quantity ordered initially has been supplied in full before the last date of delivery period.
The purchaser reserves the right to exercise (-) 30% Option Clause consequent to decrease in prices subsequent to the placement of contract. However a notice shall be served, by giving
a reasonable opportunity to the contractor to unconditionally agree to accept such lower rates for the quantity unsupplied on the date of reduction / decrease of prices, or the (-) 30%
quantity, whichever is less. In case of non-acceptance of the lower rate, the minus option shall be exercised to the extent required limited to 30% ordered quantity or quantity outstanding
whichever is less.
CLAUSE G: FORCE MAJEURE CLAUSE:
In the event of any unforeseen event directly interfering with the supply of stores arising during the currency of the Contra ct such as war, insurrection, restraint imposed le; the
government, act of legislature or the other authority, explosion, accident, strike, riot, lockout or other disorganization of labour, acts of public enemy, acts of good, sabotage condition(s)
mentioned above be in force for a period of 90 days or more at any time, the purchaser shall have the option to terminate the contract at the expiry of 90 days of commencement of such
force majeure by giving 14 days notice to the contractor in writing. In case of such termination, no damages shall be claimed by either party against the other save and except those which
has accrued under any other clause of this agreement prior to such termination.
NOTE: If any difference between General instruction and Detailed Terms & Condition of Purchase order, Detailed Terms & Condition in purchase order will prevail.