Notice Inviting E-Tenders

For
Supply of Group I Items for Medical Stores
(Drugs & Allied Items)
For a period of Two Years
(April 2025 – March 2027)

DEPARTMENT OF PURCHASE
SIR GANGA RAM HOSPITAL
RAJINDER NAGAR
NEW DELHI 110060
INDIA

Page 1 of 30
 TABLE OF CONTENTS
S No. DESCRIPTION PAGE No.
1 Tender over view , Tender Group 3
details
2 Assistance to Tenderers 3-4
PART I
3 Bidding schedule and important 5
dates
4 Tender cost and EMD details 5
5 Definitions / Eligibility criteria 6-7
6 General Terms & Conditions 7-9
7 Validity period of Rate Contract 9
PART II
8 Online Submission of bids 10-11
9 Technical Bid (Tender Documents 11-13
Checklist)
10 Price Bid / Evaluation criteria 13
11 General Instructions for tenderers 14-15
12 Special instructions for tenderers 15-16
PART III
14 Firm delivery period clause 17
15 Penalty Clause / Receipt / 18
Rejection of materials
16 Non Moving / Short expiry / 19
Expiry
17 Payment terms 19
18 Minor infirmity/Irregularity/Non- 20
conformity
19 Rate Contract / Shelf Life / Recalls 20
PART IV
20 Resolution of dispute 21
21 Termination of contract 21
22 Rate revision 22
23 Force Majeure 22
24 Fall clause / Termination For 23
Solvency
PART V
25 Specimens of forms / Affidavits 24-30
(1,2,3,4,5)

Page 2 of 30
 Sir Ganga Ram Hospital, Rajinder Nagar, New Delhi

REQUEST FOR PROPOSAL (RFP) AGAINST ONLINE OPEN TENDER ENQUIRY (OTE) IN

TWO BID SYSTEM (Technical-Commercial)

Invitation of Online Bids for Supply of Group:1 Medical stores

(Drugs & Allied items) April’ 2025 - March 2027

Tender Group: I- Medical stores (Drugs & Allied items)

Sir Ganga Ram Hospital, New Delhi, (hereinafter referred as Tenders Inviting Authority)
invites Online Bids for Group I – Medical stores (Drugs & Allied items) from
established & reliable Tenderer/ manufacturers / Marketing firms / companies/Bidders as
enclosed in Schedule of Requirements through e -procurement portal
https://etender.sgrh.com for Supply of Group I – Medical stores (Drugs & Allied
items) for a period of two years from the date of conclusion of Rate contract.
Bidders are advised to participate online. Tender information manual with detailed terms,
eligibility, specifications/EMD details/other conditions can be downloaded from e-
procurement portal https://etender.sgrh.com and also from our website www.sgrh.com

Assistance to Tenderers
1) Any queries relating to the tender document and the terms and conditions contained
therein should be addressed to the Tender Inviting Authority.

2) Queries relating to the process of online bid submission or queries relating to Portal in
general may be directed to the portal Helpdesk.

Queries to be addressed to Tender inviting authority

(a) E-mail id tenderpharmapurchase@sgrh.com
(b) Portal help desk 011-42252812 / 011-42252814
( 9 AM – 5 PM)
(c) Query on portal at https://etender.sgrh.com
(Raise query section)

3. This RFP is divided into five Parts as follows:

Page 3 of 30
 (a) Part I –Important dates governing RFP, EMD details, Eligibility criteria, General
conditions governing the RFP, Validity period of tenders etc.

(b) Part II–Contains essential details of RFP including Technical bid documents &
checklist. Evaluation criteria Schedule of Requirements (SOR), Technical
Specifications, General instructions to tenderers, Special instructions to tenderers &
online bid submission guidelines.

(c) Part III –Contains general terms and conditions of RFP, which will form part of the
Contract with the successful Bidder

(d) Part IV –Contains special terms and conditions of RFP, which will form part of the
Contract with the successful Bidder

(e) Part V–Contains Evaluation Criteria, specimens of affidavits required to be

deposited.

This RFP is being issued with no financial commitment and the Buyer reserves the right
to change or vary any part thereof at any stage. Buyer also reserves the right to
withdraw the RFP should it become necessary at any stage

Page 4 of 30
 PART I

Tender Period: 1st April 2025 to 31st March 2027

Bidding Schedule and Important dates

Date of issue/ Publishing of Tender in 13th Oct. 2024: Sunday

leading national newspaper.

Start Date and time for registration of 15th Oct. 2024: Tuesday
vendors, Submission and filing of tender 10:00AM
documents and financial bids.
Last date and time for registration of 28th Oct 2024: Monday
vendors. 11:59 PM

Last date and time for submission of 16th Nov 2024: Saturday
Tender documents 11:59PM
(Technical bid submission closure)
Last date and time for submission of 2nd Dec 2024: Monday
financial bid. 5:00 PM
(Commercial bid submission closure)

Tender Cost & EMD Details

Cost of tender: Rs 11800/- (Eleven thousand Eight hundred only)

Inclusive of GST@18% (Non-refundable)-

EMD Amount: Rs 300000/- (Three lakhs only)

(Refundable)
Refundable to:-

i) Un-successful bidders within 180 days from the date of opening of

Tender.
ii) Successful bidders whom the Rate Contract has been awarded,
after completion of contract period.

Mode: To be submitted ONLINE through website: www.sgrh.com / tender portal:

https://etender.sgrh.com (NO other mode of payment accepted)

Tenderers are advised to go through eligibility and Terms & conditions carefully and comply
strictly with dates mentioned.

Page 5 of 30
 Definitions

 “Purchaser” means the organization purchasing goods and services as incorporated in

the Tender Enquiry document.
 “Tender” means Bids / Quotation / Tender received from a Firm / Tenderer /Bidder.
 “Tenderer” means Bidder/ the Individual or Firm submitting Bids / Quotation / tender
 “Supplier” means the individual or the firm supplying the goods and services as
incorporated in the contract.
 “Goods” means the drugs etc. which the supplier is required to supply to the purchaser
under the contract.
 “Earnest Money Deposit” (EMD) means Bid Security/ monetary or financial guarantee
to be furnished by a tenderer along with its tender.
 “Drugs and Cosmetics Act” means Drugs and Cosmetics Act 1940 of India, to be read
along with its amendments till date.
 SGRH Means-Sir Ganga Ram Hospital

Eligibility Criteria
1. Tenderer /Firm / Company /Bidder shall be a manufacturer having valid drug
manufacturing unit in India duly licensed by licensing authorities. Marketing
companies / Pharmaceutical firms getting manufactured on loan licensee is also
eligible.

2. Tenderer/Firm/Company/Manufacturer/Bidder must have quality/safety certifications

of Indian or International levels such as valid WHO-GMP (World Health Organization-
Good Manufacturing Practices) issued by licensing authority and/or other safety
certificates of international standard like FDA approval, COPP (Certificate Of
Pharmaceutical Products) in the format as recommended by WHO.

3. Tenderer /Firm / Company/Manufacturer/Bidder should submit certificate from their

C.A. (Chartered Accountant) or Company Secretary certifying the minimum average
annual turnover of manufacturer / tenderer in the last two financial years i.e. 2022-23
and 2023-24 shall not be less than Rs.5 Crores and the same applies in case of loan
licensee also.

4. Distributors/ Suppliers/Agents/ Importer are not eligible to participate in the tender

except for IMPORTED ITEMS for which manufacturers in India does not exist and for
which they must have authorized distribution certificate from the company whose
product are intended to be quoted.

5. Tenderer /Firm / Company/Manufacturer/Bidder should not have been

blacklisted/debarred/de-registered/banned on supply related grounds or other
reasons by any State Government / Central Government/SGRH/Central or State
Government’s Drug procurement agencies at the time of submission of bid.

6. Quoted drugs have not been failed in house testing or testing by any State
Government/Central Government / its Drug procurement agencies/SGRH during last
two years.
Page 6 of 30
7. The firm / company / corporation and any of its directors / proprietor / partner/
Authorized signatories should not be convicted / or a criminal case filed against or
pending in any court of India / Government department under prevention of
corruption act or for cheating/defrauding government / embezzlement of any
government / private institution, hospital fund or for any criminal conspiracy in said
matter. This shall be applicable to the bidder as well as to the manufacturer, if the
bidder is an authorized distributor.

8. The Tenderer should have Market Standing Certificate (MSC) issued by the state
licensing authority under generic or brand name as a Manufacturer for each quoted
product and/or Firm in the tender for a minimum 2 years.

9. Tenderer/Firm/ Company/Manufacturer/Bidder should submit a Non-Conviction

Certificate not older than 6 months issued by the licensing authority of the state
certifying that the firm/company has not been convicted for manufacturing/ supplying
sub-standard drugs or on any other grounds under Drugs & Cosmetics act and rules
thereunder.

GENERAL TERMS & CONDITIONS

1. Tenderer/Firm/Company/Manufacturer/Bidder should register them at tender portal
https://etender.sgrh.com by completing necessary formalities as mentioned under
head: “Instructions for tenderers”

2. E-tender is invited for supplies of medicines only as specified in schedule of

requirements.

3. E-tender is invited in two bid system: Technical and Price bid.

4. Tenderer/Firm/Company/Manufacturer/Bidder who qualifies in technical bid will

only be allowed to participate in price bid.

5. The bid is to be submitted online in E-Tender portal only and no hard copy to be
submitted physically. The hardcopies will not be accepted in any case.

6. Tenderer/Firm/ Company/Manufacturer/Bidder should quote the rate strictly for

medicines only as per composition, strength, packing and other specifications
mentioned. Any deviations will be summarily rejected.

7. Tender documents are strictly non-transferable.

8. Tenderer /Firm / Company/Manufacturer/Bidder will be eligible to access tender

document submission only after paying tender registration cost of Rs. 11800/-(Non-
refundable)-Inclusive of GST@18%(Eleven thousand eight hundred only)

Page 7 of 30
9. Tenderer /Firm / Company/Manufacturer/Bidder will be required to deposit EMD
amount of Rs 300000/-(Three Lakh only), which will be kept as security deposit &
refundable after successful completion of tender period after obtaining no dues
certificate from stores / receiving department / purchase department.

10. Request for adjustment of security money/EMD if any held with the hospital on
account of previous/past tender of any group will not be considered towards the
above tender and only fresh tender applications with fresh EMD and other
requirements will be entertained. However previous EMD if any held with the
hospital shall be refunded on successful completion of the tender period.

11. No interest is payable /accruable on EMD amount.

12. Tenderer/Firm/Company/Manufacturer/Bidder should not submit tender for the

product(s) which has been blacklisted/debarred/de registered/banned by any State
Government/ Central Government/ SGRH/Central or State Government’s Drug
procurement agencies due to quality failure at the time of submission of online bid.

13. The Rate Contract in respect of quality procurement shall be governed by the
provisions contained in the Drugs and Cosmetics Act, 1940 as amended up to date and
the Drugs and Cosmetics Rules, 1945 as amended up to date.

14. During the validity of the tender period if the firm/Company is

blacklisted/debarred/deregistered/banned by any State Government/Central
Government/Central or State Government’s Drug procurement agencies/ Convicted
by any Court of law in India, it shall be intimated to SGRH along with relevant
authentic document by the tenderer firm/Company with immediate effect.

15. The tenderer shall be solely responsible for checking the websites at least 3 days
Prior to closing date of submission of tender for any addendum/amendment issued
Subsequently to the bid document and take into consideration the same while
preparing and submitting the bids. Bids will be opened online.

16. The Tenderer are advised to arrange all the documents to be uploaded in the same
chronological order of the checklist (Refer: Tender documents checklist). All these
pages should be serially numbered and signed with the rubber stamp of the firm on
each page before uploading. The Tender shall be liable to be rejected if the same are
not uploaded online.

17. The Tenderer should confirm that they have read tender document including
Amendment(s) to tender document (if any) along with terms and condition and these
terms and condition of tender document including Amendment(s) to Tender
document (if any) are acceptable unconditionally to them.

18. The Tenderer should take care that the rates, tax%, MRP are entered correctly in the
columns mentioned therein. Any wrong entry may lead to the rejection of bid.

Page 8 of 30
19. The Hospital also reserves the right to select more than one tenderers for any item and
also the right to stagger the quantity between selected tenderers. The hospital reserves
the right to buy such intervals as may be in the best interest of the Hospital and also if
at any time after commencement of supplies, the hospital for any reason, whatsoever,
does not require the whole or any part of the goods and materials thereof as specified
in the tender, the balance quantity will be cancelled after giving 10 days’ notice in
writing to the supplier.

20. The acceptance of Tender rests with the Director Administration, Sir Ganga Ram
Hospital, who reserves the right to accept/reject a part/whole tenders or to cancel the
E-Tendering process and reject all Tenders at any time prior to award of contract,
without incurring any reason/liability whatsoever to the affected Tenderer or Bidders.

21. BID Validity – The bid shall remain valid for acceptance for a period of 180 days
extendable for a period of another 60 days from the last date of submission of the
bids. (Fixed initially in the publication of the tender).

22. Rejection of Bids: Canvassing by the Bidder in any form, unsolicited bids and post
tender correction may invoke summary rejection with forfeiture of EMD. The firm may
be debarred from the participation in future tender and blacklisted for above reasons.
Conditional Bids will not be accepted.

23. No suit, prosecution or any legal proceedings shall lie against the Tenderer inviting
Authority or any reason for anything that is done in good faith or intended to be done
in pursuance of the Tender.

VALIDITY PERIOD OF RATE CONTRACT

The Rate Contract shall be operative for a period of two years from the date of its
finalization i.e. from the date of issue of Rate Contract with a condition that in case if
there is a fall in final cost due to reduction in cost of raw material, custom duty
exemption etc. the manufacturer/bidder will have to reduce the price proportionately
to extend the benefit of such reduction to Sir Ganga Ram Hospital.

SGRH at its discretion reserves the right to enter into rate contract with one or more
bidders in respect of any or all items.

The Contract Holding Firm shall note that supply orders may be placed up to the last
day of the Rate Contract.

Whenever any Purchase Order is placed during the validity of the contract it shall be
binding on the firm to supply it as per Schedule given by the purchaser.

The tender / contract so entered , if deemed necessary can be extended beyond

its expiry up to six months, unilaterally by the hospital on existing terms &
conditions and thereafter another six months with mutual consent.

Page 9 of 30
 PART II
Online Submission of Bids
1. The tenders will be received online through portal https://etender.sgrh.com.

2. Tenderers are advised to follow the instructions provided in the ‘Instructions to the
tenderers for the e-submission of the bids online through the Portal for e Procurement
at https://etender.sgrh.com

3. Tenderer should take into account any corrigendum published on the tender
document before submitting their bids.

4. Tenderer, in advance, should get ready the bid documents to be submitted as indicated
in the tender document and all documents must be uploaded in PDF format.

5. Tenderer should log into the site well in advance for bid submission so that he/she
upload the bid in time i.e. on or before the bid submission time. Bidder will be
responsible for any delay due to other issues.

6. The tenderer are advised to arrange all the documents to be uploaded in the same
chronological order of the checklist (refer: tender document checklist). All these pages
should be serially numbered and signed with the rubber stamp of the firm on each
page before uploading. The tender shall be liable to be rejected if the same are not
uploaded online.

7. SGRH has provided list of generics based on previous consumption pattern. Tenderer
must select the generic name to be quoted in the available strength & specifications,
then select the item name from drop down list if supplied previously and if not
available in drop down list, the item name may be created after selecting the right
generic, he wishes to quote.

8. In case generics drug specifications like strength, dosage form, packing, description
etc. are not available in schedule of requirements; tenderer must post his query on the
portal for allowance of new generic. The decision for permitting to quote generics
having specifications not mentioned in the schedule of requirements lies purely at the
discretion of tender committee. In no case, quote should be submitted against wrong
specifications.

9. Once the details have been entered, the bidder should save the entered data.

10. After the complete data is entered, Tenderer is required to submit it online. After
successful submission of online tender, no changes will be allowed in portal.

11. The bid summary has to be printed and kept as an acknowledgement of the
submission of the bid by tenderers and for future reference.
Page 10 of 30
 12. The submitted quote should tally with the printout generated.

13. The tenderer shall be solely responsible for checking the e tender portal on regular
basis for any addendum/amendment issued subsequently to the bid document and
take into consideration the same while preparing and submitting the bids. Bids will be
opened online.

Technical bid / Tender documents checklist

Under mentioned documents are to be submitted online by tenderers for meeting the
criteria of technical competence for participating in the price bid:

S NO DOCUMENT TO BE UPLOADED REFERENCE

1 Tenderer information form Specimen 1
2 Copies of partnership deed / certificate of registration As per constitution
of the company/ Memorandum of Association in case of firm
of corporate/cash flow statement if any
3 EMD submission details Printout of payment
submission /
Transaction
reference no & date
4 Annual turnover certificate for firm during the last Stamped and signed
two years. copies
2022-2023 & 2023-2024 (Year wise) certified by CA / CS.
5 Copies of the valid registration certificates/Drug Copies of all firms
licenses of the manufacturer / Licenses by Drug where drugs quoted
Authorities for drugs quoted to be supplied. / Proof of in tender are being
registration fee paid in case of renewal applied for all manufacture
domestic manufacturing units of the drug quoted
6 Quality assurance certificates of manufacturer / Copies of all firms
companies like : FDA approvals / WHO-GMP where drugs quoted
certificate / COPP issued in format provided by WHO in tender are being
etc manufactured.
7 Market standing certificate for last 2 years Copies issued by
2022-2023 & 2023-2024 for products. Licensing authorities
of the firm
8 List of institutions where quoted items are being Other hospitals /
supplied Govt. procurement
agencies /
organizations.
9 Performance report for last 2 years Any 2 organizations.
10 Profit & Loss statement for last 2 years: 2022-2023 & Stamped and signed
2023-2024 copies
11 Copies of Income tax return filed for last 2 Copies of
Assessment years 2023-2024 & 2024-2025 acknowledgements

Page 11 of 30
 12 Copy of GST registration certificate. Issued by
Government of India
13 Copies of GST return filed for Copies of
Last two years GSTR-9, 2021-22 & 2022-23. acknowledgements
GSTR-3B, June”2024, July”2024, August”2024.
14 Copy of PANCARD of firm/proprietors Issued by Income
tax department.
15 Micro Enterprise, Small Enterprise, or Medium MSME Declaration
Enterprise registered under the Micro, Small and along with
Medium Enterprises Development Act, 2006(if certificate of
applicable) Registration.
16 Banker details of tenderer Complete name,
address with details.
17 Affidavit on non-judicial stamp paper of Rs 10/- duly Specimen-2
notarized stating that the firm has not been
blacklisted/disqualified in past by any govt. and/or And
Private organization and there is no vigilance/CBI
case pending against the firm.
Eligibility criteria
Non conviction certificate from state drug agencies Point no : 9
18 *Affidavit on non-judicial stamp paper of Rs 10/- duly Specimen-3
notarized stating that the rates quoted by the firm in
no event exceeds the lowest price for which the firm
sells/proposes to sell the items/ or items of identical
nature to other hospital /organization or person.
19 Authorization form for appointment of distributor for Specimen-4
SGRH.
20 Solvency certificate from the banker Less than 1 month
old on the tender
closure date
21 **Acceptance cum acknowledgement of Terms & Specimen-5
Conditions

*The rates quoted for stores proposed to be supplied during the validity of tender shall in no
event exceed the lowest price at which the firm sells/proposes to sell the commodity/ items
of identical nature / description / specification to other persons / organizations/ hospitals /
institutions during the validity of acceptance/approval of the contract. If at any time during
the said period, the firm reduces the sale price lower than the quoted price, it shall forthwith
notify accordingly to ADA, SGRH and the price payable for items supplied after the date of
coming into force of such reduction or sale shall stand correspondingly reduced. The benefit
of all free schemes/ bonus schemes must be offered to SGRH before the schemes are floated/
introduced, in order to avail the benefits on time. The bidder should attach an affidavit to this
effect (Performa/specimen attached). The bidder not being in a position to produce affidavit
due to any reservation(s) regarding non-supply on the lowest rate, should mention reasons
for consideration with full justification.

In case of any default or failure of the firm to inform such reduction, if, supplied elsewhere
by the firm and brought to the notice of the Sir Ganga Ram Hospital by any reliable source,

Page 12 of 30
 shall amount to breach of contract and in such an event the contract will be cancelled and
shall also lead to forfeiture of security money and the firm shall also be liable to pay the
difference on account of reduction in value immediately on demand. Director Administration
may also black list the firm.

** The terms and conditions governing this tender as indicated above shall be binding on
the tenderers for which an acceptance–cum–acknowledgement in the attached format shall
have to be provided duly signed/stamped and accepted with the tender. Any tender not
accompanying the above acknowledgement with the tender form will not be accepted.

PRICE BID

For items mentioned in attached schedule of requirements & price bid issued
(Annexure 1)

Evaluation Criteria

The broad guidelines for evaluation of bids will be as follows:

In respect of two bids System, the technical Bids forwarded by the Bidders will be evaluated by
the Buyer with reference to the authorization by the manufacturers as asked in the bid
document. The compliance of Technical bids would be determined on the basis of the
parameters like quoting for manufacturer from amongst the list enclosed with this RFP, valid
vendor authorization letter from the manufacturer, uploading of the complete bid documents
duly signed, acceptance of terms, payment terms etc. specified in the RFP. The Financial bids
of only those vendors who qualify in the technical evaluation will be opened.

The consideration of taxes and duties in evaluation process will be as follows:

No taxes and duties quoted by the Bidders will be considered.

The Bidders are required to spell out the rates of GST in unambiguous terms; otherwise their
offers will be loaded with the maximum rates of duties and taxes for the purpose of
comparison of prices. If reimbursement of GST is intended as extra, over the quoted prices, the
Bidder must specifically say so. In the absence of any such stipulation it will be presumed that
the prices quoted are firm and final and no claim on account of such duties will be entertained
after the opening of tenders. If a Bidder chooses to quote a price inclusive of any duty and does
not confirm inclusive of such duty so included is firm and final, he should clearly indicate the
rate of such duty and quantum of excise duty included in the price. Failure to do so may result
in ignoring of such offers summarily

Page 13 of 30
 General Instructions for Tenderers
1) Tenderers are advised to go through the tender advertisement and the tender
document carefully to understand the documents required to be submitted as part of
the bid. The tenderer may submit their bids if the terms and conditions as prescribed
are acceptable to them and they fulfill complete eligibility criteria.

2) Tenderers are advised to note the number of volumes in which the bid documents
have to be submitted, the number of documents – including the names and content of
each of the document. Any deviations from these may lead to rejection of the bid.
(Refer checklist of tender documents)

3) Tenderers are required to register with their valid email address, GST Number and
mobile numbers on the e-Procurement module of Sir Ganga Ram Hospital at tender
portal https://etender.sgrh.com or by clicking on the link “Tender” in website
www.sgrh.com

4) Please note that BID is to be submitted online only and no copy is to be

submitted physically.

5) Tenderers are required to pay Rs 11800/- (Eleven thousand eight hundred only)
(Non-refundable)-Inclusive of GST@18% -to participate in tender.

6) Registered tenderers will be provided a unique login ID and Password to apply for the
online bid. The login details will be shared with registered tenderers on their Email ID
after realization of payment of tender cost (after three working days).

7) The Tenderer should make note of the Unique Tender Login ID assigned, in case they
want to obtain any clarification/help, they may contact the helpdesk given in this
Manual.

8) Once registered, Tenderer may login and start uploading tender documents online.

9) Tenderers are required to note the number of documents to be submitted, including

the names and content of each of the documents.

10)Tenderers are required to upload, scanned copy of all documents which are legible and
in PDF format.

11)Partial/non submission of documents may lead to rejection of tenderer.

12)All the columns shown in the price schedule should be filled up as required. If any
column does not apply to a tenderer, same should be clarified as “NA” by the tenderer

13) The Tenderer is not permitted to change/alter specification or unit size given in the
given schedule of requirements.
Page 14 of 30
14)Any new strength / generic / formulation must be addressed in the form of query
which will be at the discretion of competent authority for consideration/rejection.

15)Rate quoted for packing other than required specified packing will not be considered
and shall be summarily ignored.

16) Accounting unit. The tenderer will quote only the unit price in terms of the accounting
unit as specified by the tenderer /Pack size in the relevant field if selected must conform
to unit price of the item quoted.

17) Tenderer should note the period for which the tender should remain open for
acceptance. The offers from those firms, who have not kept the validity open till the
period stipulated in the Tender enquiry, will be treated as nonresponsive and will be
ignored without making any back reference.

18) All the information called for in all the BID documents should be answered, failing
which, the bid shall not be considered and is liable to be rejected without any further
reference.

19) Portal will intimate the bidders through e-tender dashboard / e-mail in case there is
any query / corrigendum issued to the tender document

Special Instructions for tenderers

1) The rate quoted must be exclusive of GST and should be for mentioned unit size and
for the given specification. The rates quoted should be in rupees and paisa up to 2
digits.
2) MRP of each item should be mentioned/listed along with price quoted for SGRH in the
bid document.

3) In case of imported item where MRP is not indicated, Tenderer will be required to
furnish rate list in original from the principal firm/Manufacturer.

4) SGRH will not own any responsibility of issuance of any form of road
permits/concessional forms or clearance of consignment from road, rail & air
transport.

5) All supplies to be made through GST compliant invoice.

6) Rates quoted must be inclusive of Customs duty, packing & forwarding charges,
transportation, insurance and any incidental charges, but exclusive GST.

7) Rates quoted must be on Free Delivery on Door Delivery Basis to Receiving

department; Sir Ganga Ram Hospital, New Delhi and all the transit loss if any will be
borne by the supplier (any monetary limit is not acceptable).

Page 15 of 30
8) The approved authorized supplier must ensure ready stocks of all approved items to
cater the immediate needs of the hospital on all days/times.

9) The company/Supplier must furnish batch report of its supplies to SGRH as and when
asked for within 7 working days.

10) No conditional offer will be accepted. Any conditional price /rate quote shall render
the financial BID disqualified on ground of conditionality.
11) Withdrawal of any rates after award of rate contract to the Tenderer will render the,
entire offer invalid and also may involve administrative action against the Bidders and
forfeiture of submitted EMD.

12) The prices quoted by the Bidders should be on firm and fixed basis covering the
tender period.

13) For drugs falling under Drugs Price Control Order, the prices quoted should not
exceed the ceiling price of DPCO/NPPA.
14) The purchaser reserves the right to accept in part or in full any Tender or reject any
Tender without assigning any reason or to cancel the E-Tendering process and reject
all Tenders at any time prior to award of contract, without incurring any liability
whatsoever to the affected Tendered or Bidders.

15) The purchaser may demand to see the original document or submission of
attested/certified copy of any document which has been submitted online or other
document(s) requiring clarification

16) Any action on the part of tenderer to influence authorities in SGRH will be seen as
offence. The firm may be debarred from participation in current and/or future tenders
and blacklisted for above reasons.

17)GST (Goods and Services Tax)-The Tenderers must indicate the rate of GST applicable
separately and payable by them. In case no information is given, it shall be presumed
that rate is inclusive of GST and no GST shall be charged by them under any
circumstances.

18) The Price Bids of only those tenderers whose tender documents are found responsive
on satisfying the criteria of technical evaluation will be considered and only they shall
be eligible for consideration of tender

19) It is mandatory to mention HSN code of all quoted items.

Page 16 of 30
 PART III

Firm Delivery Period Clause

1. The time for and the date of delivery of ordered items in the supply order shall be
deemed to be the essence of the contract and delivery must be completed within
stipulated Date of Delivery which is mentioned in Purchase order.

2. The tenderer should strictly comply with the delivery period for completion of supply
from date of placement of individual supply orders, against the Rate Contract as
mentioned in the purchase order.

3. If at any time during the performance of the contract, the supplier should encounter
conditions impending timely delivery of the goods, the supplier shall promptly notify
the purchaser in writing of the facts of the delay its likely duration and its clause(s).

4. As soon after receipt of the suppliers notice, the purchase department shall evaluate
the, situation and may at discretion of competent authority extend the suppliers time
for supplying goods in which case the extension shall be provided by amendment of
the purchase order.

5. It shall be lawful for purchaser to withdraw the supply order in case of non-intimation,
and award the order to other approved tenderer for which the default tenderer shall
have no claim in respect of such withdrawals.

6. The Purchase department may deduct from the tenderer the penalty on the quantity of
stocks purchased from local sources as per the need of hospital, which the tenderer has
failed to deliver within the delivery period fixed for delivery.

7. The SGRH shall have the rights to make any alterations, omissions, addition or
substitutions in the original specifications that may appear necessary or advisable
during the course of supply of the materials and Tenderer shall be bound to
supply the materials in accordance with such instructions in writing by Director
Administration or any other officer authorized by him/her and such alterations,
omissions, additions or altered substitutions shall not in any way effect or
invalidate the contract.
It will be the responsibility of the firms, suppliers to ensure t h a t the MRP, Batch no.,
Date of expiry are clearly & correctly reflected i n the bills, whenever t h e supplies
are made. Any variations found in the supplies as compared to the documents, the
supplies are liable to be rejected in full or part at the cost and risk of the supplier.
In case, there are frequent deviations in supplies of any supplier, the hospital
reserves the right to cancel all the pending orders, fo rfe i t i n g the security
deposit i n addition to such other action as may deemed fit by the management.

Page 17 of 30
 Penalty Clause
If the supplier fails to deliver any or all of the goods within the time period(s) specified in the
purchase order, the purchaser shall impose penalty @ 5%/ 10% of amount for supplies
executed after expiry of initial delivery period.

S. No. Penalty After Validity of PO

1 5% late penalty 10% late penalty

2 31 to 60days 61 to 90 days
post validity of Purchase post validity of
Order Purchase Order

Receipt / Rejection of material

1) The approved supplier must ensure ready stock of all approved items to cater the
immediate needs of the hospital on all days/times.
2) The supply/delivery of goods will have to be made on FOR basis up to Receiving Dept
in the Hospital premises in perfect condition.
3) The supplies must be executed strictly as per purchase order specifications to the
receiving department-SGRH within working hours on all working days.
4) It is responsibility of supplier to ensure completion of supplies on/before last day of
validity of purchase order.
5) In case, last day validity of purchase order being holiday/Sunday, the supplies must be
executed on previous working day and supplier must ensure in all cases that supplies
are executed before the expiry of validity of purchase order.
6) Material not conforming to specifications as approved in tender must not be supplied
unless approved by competent authority and intimated in writing. Any material not
confirming to the specifications and other terms & conditions would be rejected. The
decision of SGRH shall be final and binding on the Bidder.
7) Material supplied must be in proper packing / cartons / boxes mentioning clear and
legible labels.
8) Any damaged / tampered/ unclear labeled material shall be out rightly rejected for
acceptance at receiving department.
9) Material must be supplied strictly as per mentioned storage conditions with coolant in
ice boxes wherever 2 to 8 degrees applies.

Page 18 of 30
 10) Material rejected by SGRH and notified for return must be removed within 7 (seven)
working days from hospital premises, failing which SGRH will be at liberty to dispose
of in any manner without recourse to the supplier at the supplier cost and no payment
be made for items rejected.
11) No suit, prosecution or any legal proceedings shall lie against the Tender Inviting
Authority or any person for anything that is done in good faith or intended to be
done in pursuance of the tender.

12) All invoices raised by the suppliers should be Tax invoices as per GST Format.

13) Retail Invoice will not be accepted.

Non Moving / Breakage / Short expiry / Expiry

1) It will be the responsibility of tenderer to obtain feedbacks from SGRH about their
item movement.
2) Slow moving items must be accepted as returns from the hospital by the company /
supplier and credit note provided in lieu.
3) Items must be accepted as returns from the hospital by the company/supplier for
items expiring in next 3 months and within 6 months after expiry and credit note
provided in lieu.
4) All items notified for Non-moving/Breakage/Short expiry/Expired must be removed
from hospital premises within 7 working days after formal notification.
5) SGRH reserves the right to impose appropriate penalty for non-compliance and
dispose of items at vendor cost incase items are not removed from SGRH premises
after notification.
6) For all items accepted as returns, it is the responsibility of tenderer to ensure
submission of credit note to SGRH in lieu, failing which the amount may be recovered
by deducting from current outstanding amount of the vendor.
Payment Terms
Normal payment terms would be after 60 working days and 45 days for MSME Declarants
after due inspection and acceptance/approval of stores by the appropriate authorities.
Unless otherwise agreed upon and mentioned in contract / Purchase Order, the following
payment terms & conditions will be applicable: -

Payment made within 40 working 1% discount / deduction from

days from receipt of goods the invoice
Payment made within 30 working 2% discount / deduction from
days from receipt of goods the invoice
Payment made within 20 working 3% discount / deduction from
days from receipt of goods the invoice

Tenderer should give their consent in writing for applicability of payment terms from
above mentioned slabs.
Page 19 of 30
 Minor Infirmity/Irregularity/Non-Conformity
If during the preliminary examination, the purchaser finds any informality and / or irregularity and/or
non-conformity in a tender, the purchaser wherever necessary will convey its observation on such
issues to the tenderer on e-tender portal by asking the tenderer to respond by a specified date. If the
tenderer does not reply by the specified date or gives evasive reply without clarifying the point at issue
in clear terms, that tender will be liable to be ignored.
Rate Contract
The Rate Contract shall be operative for a period of two years from the date of its finalization
i.e. from the date of issue of Rate Contract with a condition that in case if there is a fall in final
cost due to reduction in cost of raw material, custom duty exemption etc. the manufacturer will
have to reduce the price proportionately to extend the benefit of such reduction to Sir Ganga
Ram Hospital.

SGRH at its discretion reserves the right to enter into rate contract with one or more bidders in
respect of any or all items.

The Contract Holding Firm shall note that supply orders may be placed up to the last day of the
Rate Contract.

Whenever any Purchase Order is placed during the validity of the contract it shall be binding
on the firm to supply it as per Schedule given by the purchaser.

The tender/contract so entered, if deemed necessary can be extended beyond its expiry
up to six months, unilaterally by the hospital on existing terms & conditions and
thereafter another six months with mutual consent.

Shelf Life
Tenderer must ensure that minimum shelf life of the drugs supplied shall not have passed
more than one sixth (1/6th) of the effective/useful life of the drug counted from the date of
manufacture, wherever feasible

Loss or premature deterioration due to biological and other activities during the life potency of
the drugs shall have to be made good by the supplier free of cost by either replacement or
return

Drugs where expiry date is less than 6 months must not be supplied without obtaining
approval for supply from competent authority along with undertaking to receive back in case
of non-usage.

Recalls
If products must be recalled because of problems with product quality or adverse reaction to
the pharmaceutical, the supplier will be obliged to notify the purchaser, providing full details
about the reason leading to the recall, and shall take steps to replace the product in question at
suppliers own cost at the ultimate destination with a fresh batch of acceptable pharmaceuticals
or withdraw and give a full refund if the product has been taken off the market due to safety
problems.

Page 20 of 30
 PART IV

SPECIAL TERMS & CONDITIONS OF RFP

Resolution of Disputes
The purchaser and the supplier, shall make every effort to resolve amicably by direct informal
negotiation any disagreement or dispute arising between them under or in connection with the
contract

If, even after the commencement of such informal negotiations, the purchaser and the supplier
have been unable, to resolve amicably a contract dispute, either party may require, that the
dispute be referred for resolution, to the formal mechanism specified.

The dispute resolution mechanism to be applied; shall be as follows:

In event of any dispute or difference between the parties hereto, such disputes or differences
shall be resolved amicably by mutual consultation. If such resolution is not possible, then the
unresolved dispute or difference shall be referred to arbitration of the sole arbitrator to be
appointed by Chairman, Board of Management, Sir Ganga Ram Hospital, New Delhi.

The decision of arbitrator shall be final and binding on both parties.

The venue of arbitration shall-be New Delhi.

Indian laws shall govern this contract and the courts at New Delhi shall have exclusive
jurisdiction over all disputes and differences arising out of or in connection with this.

Termination of Rate Contract

 The purchaser may terminate the contract by providing written notice for termination
to the tenderer during the tender period by mentioning reasons in writing / in case of
event referred as:
 If the tenderer does not remedy a failure in performance of their obligation under the
contract.
 If the tenderer in the judgment of purchaser has engaged in corrupt/fraudulent
practices in competing or in execution of contract.

Amendments: No provision of present Contract shall be changed or modified in any way

(including this provision) either in whole or in part except by an instrument in writing made
after the date of this Contract and signed on behalf of both the parties and which expressly
states to amend the present Contract.

Page 21 of 30
 Rate Revision
1) The rates quoted by the tenderer and approved by SGRH under rate contract will
remain fixed throughout tender period.

2) No escalation on any account whatsoever will be honored by SGRH except for changes
in Statuary levies which shall be considered at sole discretion of competent authority on
production of documentary evidence / document as desired.

3) In case of downward revision in MRP, the rates shall be reduced maintaining % margins
same as originally approved at the time of awarding rate contract.

4) It is sole responsibility of tenderer to notify in advance; any changes in MRP, downward

or upward and take formal approval before execution of supplies.

5) Rate revision authority lies exclusively on the discretion of Chairman-BOM

6) In case any discrepancy arose in the Bill due to miscalculation etc., the Bidder shall be
liable to pay back the excess amount on this account, even after completion of the
Contract period.

7) Sir Ganga Ram Hospital has the full and exclusive discretion to cancel the Purchase
Order at any time without assigning any reasons.

Force Majeure
1) The supplier shall not be liable for forfeiture of its performance security, penalty or
termination for default if and to the extent that, it’s delay in performance or other
failure to perform its obligations under the contracts is the result of an event of force
majeure

2) For the purpose of this clause, force majeure means an event beyond the control of the
supplier and not involving the suppliers fault or negligence and not foreseeable and
unanticipated by and not brought about at the instance of the supplier and which has
caused the non-performance or delay in performance.

3) If a force majeure situation arises, the supplier shall promptly notify the purchaser in
writing of such conditions and the cause thereof. Unless otherwise directed by the
purchaser in writing the supplier shall continue to perform its obligations under the
contract as far as reasonably practical and seek all reasonable alternative means for
performance not prevented by the force majeure event.

Page 22 of 30
 Fall Clause
The Bidder should confirm acceptance to the fall clause given herein under:

The price charged for the items supplied under the contract by the tenderer shall in no event
exceed the lowest price at which the tenderer sells the items or offers to sell item of identical
description to any persons / organizations including the purchaser or any other hospital as the
case may be during the period till performance of all supply orders placed during the Rate
Contract is completed.

In any subsequent date after submission of the quotation or placing of a supply order, the
manufacturer (the term manufacturer will also include his authorized distributor/agent)
reduces the sale price of such items“ In case there is a fall in the institutional price due to
reduction in price of raw material, customs duty exemption etc. the manufacturer will have to
reduce the price proportionately ” or sells or offers to sell such items to any other party at a
price lowest than the price charged/chargeable against the supply order placed, the
manufacturer (including his authorized distributor/agent as aforesaid in case the quotation is
submitted by them and the supply is also effected by them) will forth-with notify such
reduction in sale price to the purchase department-SGRH and the price payable for the items
to be supplied against the supply order after the date of such reduction in sale price coming
into force, shall stand correspondingly reduced.

Termination for Solvency

The purchaser may at any time terminate the contract by giving written notice to the supplier
without compensation to supplier if the supplier becomes a bankrupt or otherwise insolvent
provided that such termination will not prejudice to affect any right of action or remedy which
has accrued or will accrue thereafter to the purchaser.

Page 23 of 30
 PART V

SPECIMENS OF FORMS /AFFIDAVITS (1,2,3,4 & 5)

Specimen -1

Tenderer information form

(Performa to be filled in by the Tenderer)

(I) General Information

1. Name of the firm:

2. Address:

3. Email & Telephone No:

4. Whether the firm is Indian / Multi-national:

5. Constitution of the firm whether proprietorship / partnership / corporate:

6. Person responsible for conduct of business:

7. Details of partners / Directors

8. Particulars of Licenses held under Drugs & Cosmetics Act & the details. (If the license
is under renewal. Certificate from the Drug Controller that the License is under
renewal and deemed to be in force should be enclosed:

9. Details of all manufacturing units of the drugs quoted by the Bidder, which are
registered / applied for registration with-Name, Address, Categories of Pharmaceutical
dosage forms for supply of which registered, Validity period of registration.

10. Has the firm even been convicted, if yes give details:

11. Any case pending in Court with details:

12. Have the firm ever been black listed / debarred by any procurement agency. If yes,
details thereof.

13. Has the firm ever been debarred / black listed for supply of drug / drugs by Sir Ganga
Ram Hospital? If yes, give details.

Page 24 of 30
(II) Financial

1. Name and address of the bankers to the firm and the facilities available for the bank.
2. PAN Number
3. GST Registration Details
4. Annual turnover of the firm during the last two years.2022-2023 & 2023-2024

DECLARATION:
I, ____________________________________ proprietor / partner / director of M/s. __________________________
hereby declare that the information given in this form is true and correct to the best of my
knowledge and belief.

(Signature of the Tenderer)

Name in block letters _________________________________

Capacity in which the

Tender has been signed with stamp/seal _____________________

Address in full _________________________________

E-mail Address _________________________________

Fax No. __________________________________

Telephone No. _________________________________

Date __________________________

Page 25 of 30
 Specimen-2

Affidavit regarding De-Registration/ Debarred / Blacklisted / Banning /

Suspended for Business

(To be submitted by the Bidder on non-judicial stamp paper of Rs 10/- duly notarized)

To,

(Name of purchaser)

Sub: Affidavit

Regarding de-registration/ debarred / blacklisted / banning / suspended for business

etc.

Ref Tender Reference No_______________ due on…………………………

I/We_____________________ certify that we have not been de-registered or debarred or blacklisted

or banned / suspended for business for any product or constituent of the product we have
quoted, by any Govt. or Private institution or hospital or in past by Sir Ganga Ram Hospital, till
the due date of submission of BID as specified in the subject BID. If we, at a later date, are found
guilty of suppressing facts in this regard, such act on our part shall be considered a fraudulent
practice in accordance with the Instructions to Bidders and the Purchaser shall be entitled to
reject our BID and forfeit the BID Security for the product quoted, submitted by us against this
Tender.

I/We_____________________ also certify that there is no case pending for decision against the firm
or us in court of law / Vigilance / CBI as on date.

Place ________ Name ____________ Designation ____________ Common Seal ____________

Page 26 of 30
 Specimen-3

Affidavit regarding lowest rates, Bonus and schemes

(To be submitted by the Bidder on non-judicial stamp paper of Rs 10/- duly notarized)

To,

(Name of purchaser)

Sub: Affidavit

Regarding lowest rates, bonus and schemes

Tender Reference No: Group -1 Medical stores (Drugs & Allied Items) medicines supplies
for the period April 2025 to March 2027

I/We_____________________ certify that the rates quoted for the items/products proposed to be
supplied to Sir Ganga Ram Hospital, New Delhi is the lowest with maximum discount and in no
event exceeds the lowest price at which the firm sells/ proposes to sell the stores/items of
identical nature/description/specification to other person/organization/hospital/institutions
during the valid period of acceptance /approval of the contract. If at any time, the firm reduces
the sale price lower than the quoted price, I/We should forthwith notify such reduction or sale
to Addl. Director Admin, SGRH and the price payable to stores supplied after the date of coming
into force of such reduction or sale shall stand correspondingly reduced. The benefits of all
bonus schemes / free schemes will be informed and passed on to SGRH so as the benefits could
be availed by SGRH on time.

I/We_____________________ also certify that in case of any default & failure to inform such
reduction, free schemes/bonus and if applied elsewhere by the firm and brought to notice of
Addl. Director-Administration by any of the reliable source, if substantiated by evidence shall
lead to breach of contract and in such event the firm shall be liable to pay the difference on
account in value immediately on demand/adjusted against pending outstanding/ security
deposit or any future good to be supplied.
SGRH reserves the right to take any other action as may be deemed fit and appropriate by Sir
Ganga Ram Hospital

Place ________ Name ____________ Designation ____________ Common Seal ____________

Page 27 of 30
 Specimen-4

Distributor authorization certificate

(To be submitted by Bidder on Company’s Letter Head)

I/We _____________________S/o________________ Resident of ____________, do solemnly affirm that I am

authorized to give this certificate on behalf of M/s___________ ___________________ situated at
_________________ for tender-SGRH for the period 2025-2027 in respect of appointment of
“authorized distributor”.

It is certified that M/s____________________________ situated at _________________________________is our

authorized distributor for supplying goods and receive payments on behalf of
M/s_________________________________.

All the actions of authorized distributor in tender-SGRH is legally binding upon us.

A copy of contract between manufacturer and distributor is enclosed with the authorization
letter

Place ________ Name ____________ Designation ____________ Common Seal ____________

Page 28 of 30
 Specimen-5
(To be given on Company Letter Head)

To
The Addl. Director-Administration
Sir Ganga Ram Hospital
Rajinder Nagar
New Delhi-110060

Sub: Letter of Undertaking and Acceptance of Terms & Conditions of Tender.

Tender Reference No: Group -1 Medical stores (Drugs & Allied Items) supplies for the
period April 2025 to March 2027

Sir,

I/We hereby offer to supply the stores/items detailed in the Tender Document, or such portion
thereof as you may specify in the order, at the price given in the Price Bid and agree to hold this
offer open till 180 days extendable for a period of another 180 days from the last date of
submission of the bids (fixed initially in the publication of the tender) from the date of the
Tender opened or extended date of opening.

I/We have read and understood the Tender Document and instruction to Bidders
mentioned in therein which form part of the contract /agreement and I / we shall abide hereby
by the terms / conditions / clauses contained therein and examine the specifications quoted in
the Tender hereto and am/are fully aware of the nature of the stores/items required and
my/our offer is to supply stores/items strictly in accordance with the requirement.

I/We further convey our unconditional acceptance to all your standard terms and conditions
specified in the Tender Document (s)/ Corrigendum(s) and the instructions to Bidders.

I/We also herby certify that we have submitted all the documents as mentioned in the check
list and if any of the information submitted by us, is found false/incorrect, Tender Inviting
Authority has full right to reject our tender and debar to participate in any procurement
process for a period as decided by management-SGRH from the date of debarment.

In case any provisions of this tender are found violated, then your department/ organization
shall without prejudice to any other right or remedy be at liberty to reject this tender/bid
including the forfeiture of the full said earnest money deposit absolutely.

All the Tender documents are duly filled in and signed by me/us with stamp / seal without any
alteration in the prescribed proformas.

Yours faithfully,
(Signature of Tenderer)

Name in Block Letters____________________________________

Page 29 of 30
Capacity in which Tender has been signed
With rubber seal __________________________________________

Address in Full_______________________________________________

Date:

Place:

Authorized signatory should attach letter of authority on the letter head of the firm duly signed
by a Proprietor / partners / companies through memorandum of association / board meeting.

Page 30 of 30