Tender Notification for printing of
Coffee Board Annual Reports of 2006-07

COFFEE BOARD
No.1, Dr.Ambedkar Veedhi
BANGALORE - 560 001
TENDER NOTIFICATION

Sealed Tenders are invited for printing, binding & supply of 300 copies each of (1) Annual Report and (2) Annual Accounts of 2006-07 in English & Hindi. Last date for receipt of tenders is 13.09.2007 @ 3.00 PM. Interested Printers may get the details and tender forms from our web site www.indiacoffee.org.

Dated : 24.08.2007
SECRETARY



COFFEE BOARD
No.1, Dr. Ambedkar Veedhi
BANGALORE 560 001

TERMS & CONDITIONS GOVERNING THE TENDER FOR PRINTING AND SUPPLY OF ANNUAL REPORT OF THE BOARD
1) Sealed tenders are invited for printing, binding and supply of Annual Report and Annual Accounts of 2006-07 as per the specifications detailed below:

  1. Annual Report : 300 copies of Approximately 100 pages each. {Bilingual, English(50 pages) & Hindi (50 pages}
  2. Annual Accounts : 300 copies of 200 pages each {Bilingual, English (100 pages) & Hindi (100 pages}
  3. Size : 1/4 Demy for both the books.
  4. Text : Print in 2 colour on 90 GSM Art paper.
  5. Cover page : Print in Multi colour on 300 GSM Art Card for 2 Books.
2) The Tender forms may be downloaded from the Website www.indiacoffee.org

3) The tenderer should quote the rate inclusive of taxes for printing, binding and supply of one copy of both the books as per the specifications. 4) The tenders in sealed cover superscribing as "Tender for Printing & Supply of Annual Report & Annual Accounts 2006-07" should be addressed and submitted to the Secretary, No.1, Dr. Ambedkar Veedhi, Bangalore – 560 001 on or before 3.00 P.M. on 13th September 2007.

5) The sealed tender must be accompanied by the Earnest Money Deposit of Rs.5000/- (Rupees Five thousand only) by means of demand draft drawn in favour of the "Coffee Board Non Plan Accounts" payable at Bangalore. The EMD of successful tenderer will be converted as security deposit and will be refunded on satisfactory completion of works entrusted.

6) The rate quoted in the tender should be valid for 3 months from 1st September 2007.

7) The sealed tenders will be opened at 3.30 P.M. on 13.09.2007 by the Committee constituted for the purpose in presence of the interested tenderers.

8) The successful tenderer should execute an Agreement on a stamp paper worth Rs.100/- regarding the terms and conditions of work contract within 7 days from the receipt of tender acceptance communication.

9) The Secretary, Coffee Board reserves the right to reject any or all the tenders without assigning any reasons.

10) The successful tender shall commence the work immediately and arrange for providing the first proof within 10 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.

DATE : 24th August 2007

SECRETARY


COFFEE BOARD
No.1, Dr. Ambedkar Veedhi
BANGALORE 560 001

TENDER FORM

From,


To,
The Secretary,
Coffee Board,
No.1, Dr.B.R. Ambedkar Veedhi,
Bangalore 560 001.

Sub: Tender for printing of Annual Report & Annual Accounts of 2006-07 – reg.
Ref: Tender Notification dated: 24.08.2007

******************************
With reference to the above, I hereby submit the lowest rate for printing, binding and supply of 300 copies each in bilingual language – English & Hindi of (1) Annual Report & (2) Annual Accounts 2006-07 of the Coffee Board in ¼ Demy size text in 2 colours on 90 GSM Art paper with cover pages in multi colour on 300 GSM Art Card.

Rate per copy of :
1. Annual Report (Approx. 100 Pages) : Rs.
2. Annual Accounts (Approx. 200 Pages) : Rs.

Total Amount for 300 copies :
1. Annual Report : Rs.
2. Annual Accounts : Rs.

Applicable Tax Rate & Amount : Rs.

Details of EMD remitted : Rs. 5000/-
DD No.         Date:        Name of the Bank :

I have gone through the Terms and conditions of the tender and abide by the same.

Signature of the Tenderer
Place:
Date:


DEED OF AGREEMENT

This agreement made on the --------------------- day of--------------------- 2007 between the COFFEE BOARD (a statutory body constituted under the Coffee Act VII of 1942) having its office at No.1, Dr. Ambedkar Veedhi, Bangalore – 1 represented by its Secretary, Coffee Board, Bangalore for printing of 67th Annual Report 2006-07 & Annual Accounts 2006-07 (hereinafter referred to as the BOARD) of the one part AND represented by its PARTNERS / PROPRIETORS (herein after referred to as the PRINTER) which expression shall include an individual or partnership firm or a joint stock company and their heirs, successors and executors of the other part::

THIS AGREEMENT WITNESSETH AS FOLLOWS:
That the Board do hereby entrusts the work relating to printing and supplying of Coffee Board's 67th Annual Report 2006-07 & Annual Accounts 2006-07 in English and Hindi to the said PRINTER at a total amount of Rs. …………. which the Printers hereby agree to undertake the said work of printing and supply of 300 copies each of Annual Report & Annual Accounts subject to the detailed terms and conditions governing the tender indicated separately and also the terms and conditions here to mentioned.

TERMS AND CONDITIONS :

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 of Annual Report & Annual Accounts.

2.The Printer shall print, bind and deliver the Annual Report & Annual Accounts in clear and legible type form and style, in a good and workmen like manner within the time limit prescribed.

3.The material for printing ANNUAL REPORT & ANNUAL ACCOUNTS in English & Hindi (2 BOOKS) will be supplied by the Board to the Printer i.e., English text in MS Word format, Hindi text in Leap Office format in respect of Annual Report and MS Excel format in respect of Annual Accounts. The Printer has to convert the printing material supplied by the Board into suitable Printing format and printing schedule should be so arranged by the printer that the printed copies, duly complete in all respects are delivered 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 at least 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 proof sheets, printed material etc., at his cost. Page wise 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 the first proof reading at the press also so that there will be minimum number of corrections. 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 printer is obliged to do so and the charges for the same will be paid separately, rates of which shall be determined by mutual consent in writing. 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 commissions. No extra remuneration on account of this proof reading or for taking extra care will be admissible.

7.The print order indicating the number of copies to be printed would be indicated to the printers through a letter at the time of sending the approved page proofs. Printer should strictly adhere to print only required number of copies and no request for payment will be entertained if printer prints extra copies without the written consent of the Board.

8.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 Note for the supplies made;
  2. .Representative specimens of the work done;
  3. .Any other document in support of the items charged for in the bill.
9.Payment shall be according to the accepted rates as per schedule attached and no applications for concessions of any kind or enhancement of rates will be considered under any circumstances.

10.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.

11.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.

12.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.

13.The procurement of paper and other necessary materials for the job will be the responsibility of the printer unless otherwise stated in specific cases. Extra cost if any involved due to ruling price of paper and material in the event of 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.

14.The 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.

15.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.

16.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.

17.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 executive which falls overdue or in the alternative to reject work so executed 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 or for any other reason, 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.

18.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.

19.Non-availability of any requirement 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.

20.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.

21.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.

22.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 Annual Report & 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.

23. 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.

24. 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

IN WITNESS WHEREOF the parties here to have hereunto set and subscribed their respective hands and scale this day, month and year first above written.

PRINTER

COFFEE BOARD, BANGALORE
(Represented by Secretary, Coffee Board)
WITNESS