National Institute of Technology, Warangal.

NIT Warangal,
No. NITW/CS/VR/2016-17/ Dt. 25.05.2016.

Empanelment of Vendors

Offer for the registration / empanelment of Vendors, are invited from the interested

firms/companies who are in the business of manufacturing, stocking or marketing of goods and

services of specified categories as mentioned in the registration documents. Registration form

can be downloaded from the institute website i.e. www.nitw.ac.in. Application form & fee for

Rs. 1,500/- towards registration must be submitted to Director NIT, Warangal-506004.

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National Institute of Technology, Warangal.

INSTRUCTION TO VENDOR FOR REGISTRATION / EMPANELMENT OF VENDORS:

The main object of registration of firms/agencies as approved vendors is to have a broad
based panel of technically capable, financially sound and reliable sources of supply to which
enquiries can be addressed for the Institute purchases.
1. Eligibility & categories for Registration/ Empanelment.
All firms/agencies, which are in the business of manufacturing, stocking or marketing of
stores and specified service provider are eligible for registration if otherwise suitable,
subject to specific conditions or restrictions stipulated in this document.
2. The firms registered with NIT Warangal will enjoy the following benefits:-
a) Tender enquiries against demands which are not advertised, are sent to the registered
firms.
b) In case of advertised/Limited tender enquiries, copies of tender notices may be sent
to registered firms giving them advance information to enable them to purchase the
Tender sets.
c) Rate Contracts and Running Contracts are generally awarded to registered firms.
3. Empanelment / Registration Procedure.
Procedure for empanelment of vendors with National Institute of Technology, Warangal:-
3.1. The applicant should clearly read all the pages of the document.
3.2. Correct / relevant information / data need to be furnished by the vendors.
3.3. The applicant should make sure before applying for a particular type of Category,
that the vendor/firm has the required eligibility criteria & experience for that
category of work /item.
3.4. Service providers / suppliers seeking application form shall have to pay the
requisite fee for Rs. 1,500/- (non-refundable) towards for registration /
empanelment. The amount shall be paid by a demand draft drawn in favour of
“Director, National Institute of Technology, Warangal”, payable at Warangal. The
application form shall reach on or before 30-06-2016.
3.5. Service providers / suppliers shall have to fill and submit the registration form
along with required documents and DD has to be sent in a sealed envelope super
scribing as “APPLICATION FOR VENDOR REGISTRATION /EMPANELMENT” clearly on
the envelope addressed to
THE DIRECTOR (Central stores),
National Institute of Technology,
Warangal-506004, Telangana, India.
3.6. Applications incomplete in any respect, viz. non-submission of any required
document or information, or fee in requisite amount are liable for rejection.

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National Institute of Technology, Warangal.

3.7. The following essential documents (whichever is applicable) should accompany

with the registration form:
 CST / VAT / TIN No.
 Trade License; Factory License. (i.e. For purchase of medicines drug license is
required)
 Income tax Permanent Account No. (In the name of firm if not a
proprietorship firm.)
 Memorandum and Article of Association, Certificate of Incorporation,
Partnership Deed, Registration Certificate issued by the Registrar of Firms etc.
 Registration Certificates with DGS&D. (In alternative, any proof thereof can
be admissible)
 Current dealership agreement from Principal along with if any.
 Audited balance sheet or Profit & loss account for last three years.
 Annual turnover certificate for last three years duly certified by a CA firm.
 ISO certification if any.
 A notarized certificate that the vendor hasn’t been black listed by any
institution of the Central/ State government / any PSU, University , Institute
etc. in the past three years should be submitted.
 For electrical work & civil work the relevant certificate is required and Labor
License required for Civil Contractor and Electrical & Labor License both are
required for Electrical Contractor. Service tax registration certificate
 Institute may ask the registered vendor/contractor to submit any other
certificate from time to time as it may deem fit.
3.8. On receipt of the registration form along with the requisite documents as mentioned
above the supplier shall be registered with the NIT Warangal after Scrutiny.
3.9. The firm will be considered for registration/ Empanelment for an initial period of one
year and their registration will be considered for renewal as per NIT Warangal
procedure, for two years or so, at a time subject to satisfactory performance of the
firm during initial registration period.
3.10. After getting all the required information, documents & fee (DD) from the applicant,
the registration number will be issued to the supplier with the following details:
(1) Registration No. , (2) Vendor Trade Group/ Category No. along with description.
3.11. Service Centers: Service Centre in Warangal/ in major cities, operational for more
than3 years, may be given. For authorized distributor / OEM centers the vendor shall
produce a copy of the valid agreement / undertaking from authorized distributor /
OEM. On verification of the information, if at any time the furnished information is
found incorrect the registration is liable to be cancelled and the firm may be black listed
& the EMD / SD will be forfeited by the Institute.

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National Institute of Technology, Warangal.

TERMS & CONDITIONS FOR VENDOR REGISTRATION / EMPANELMENT AS A SUPPLIER:

4.1. General Clause
4.1.1. The said registration qualifies a particular vendor for consideration for issue of tender
papers in case of limited tenders for relevant category only for which vendor is
registered/empanelled. However, this will not give any claim to the party for award of
work / purchase order.
4.1.2. NIT Warangal reserves the rights to accept, consider or reject any or all applications
without assigning any reasons thereof. The decision of NIT Warangal in respect of
registration of parties for various categories of work / items shall be final & binding on
all concerned registered firms / vendors in the panel of NIT Warangal.
4.1.3. Vendors once empanelled, shall have to promptly reply to all the enquiries, execute
orders as per the order terms of NIT Warangal and keep the Institute informed of new
products/ developments / innovative ideas that shall help reduce the cost and improve
quality, reliability, etc.
4.1.4. Two-part tendering is done where technical screening / clear technical specifications
are not available. In such cases vendors will be asked to submit both techno
commercial and price bids separately. Price bids of technically accepted bids only will
be opened.
4.1.5. This document is treated as a valid contract between NIT Warangal and Vendor and
adherence to all aspects of fair trade practices in executing the purchase orders / work
orders placed by NIT Warangal from time to time during the registration period.
4.1.6. In case of empanelled vendor is found in breach of any terms & condition(s) of NIT
Warangal or supply/work order, at any stage during the course of supply / installation
or warranty period, the legal action as per rules/laws, shall be initiated against the
vendor and EMD/Security Deposits shall be forfeited by NIT Warangal, besides
debarring and blacklisting the vendor concerned for at least three years for further
dealings with NIT Warangal.
4.1.7. The vendor should not assign or sublet the empanelment or any part or it to any other
vendor in any form. Failure to do so shall result in termination of empanelment. Any
vendor can get registered and empanelled any time throughout the year. All those
firms which are registered and confirmed shall be entertained for various queries.
4.1.8. All registered firms are expected to maintain absolute integrity, follow a decent
standard of business ethics and do nothing unbecoming of a registered supplier. In all
future correspondence with NIT Warangal, empanelled vendors are required to quote
along with the Registration No. which is issued at the time of registration.
4.1.9. The NIT Warangal has all the rights reserved to add / delete / alter any of the items and
to mend / add any of the terms and conditions included in the registration granted to
firms with effect from any date, without assigning any reason(s) for the same.

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4.2. Price Variation Clause

During the validity of the empanelment including the extended period, if the vendor sells
any empanelled item to any other department / Organization at a price lower than the
price fixed for NIT Warangal, the vendor must voluntarily pass on the price difference to
NIT Warangal with immediate effect.
4.3. Indemnity
The selected vendor shall indemnity the NIT Warangal and user departments against all
third party claims of infringement of patent, trademark/copyright or industrial design
rights arising from the use of the supplied items and related services or any part thereof.
NIT Warangal/ User department stand indemnified from any claims that the vendor’s
manpower may opt to have towards the discharge of their duties in the fulfillment of the
purchase orders.
4.4. Termination for Default
a) Default is said to have occurred i) if the vendor fails to deliver any or all of the services
within the time period(s) specified in the purchase order or any extension thereof granted
by NIT Warangal. ii) If the vendor fails to perform any other obligation(s) under the
empanelment. iii) If vendor does not respond the limited tender enquiry/or quotation for
NIT Warangal.
b) If the vendor, in either of the above circumstances, does not take remedial steps within a
period of 15 days after receipt of the default notice from NIT Warangal (or takes longer
period in-spite of what NIT Warangal may authorize in writing),NIT Warangal may
terminate the empanelment/ Purchase Order in whole or in part.
4.5. All disputes in this connection shall be settled in Warangal, jurisdiction only.

Sd/-
DIRECTOR
NIT WARANGAL

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National Institute of Technology, Warangal.

APPLICATION FORM FOR VENDOR REGISTRATION

1. Name of the Company/ Firm :

2. a) Head Office/Registered Office :

Telephone No. :
Fax No. :
Email :
Web site (if any) :
Date of Establishment :
b) Branch Office in if any :

Telephone No. :
Fax No. :
Email :
3 Name of Chief Executive /Proprietor/Partners :
Telephone No. :
Fax No. :
Email :
4 Name of Contact Person :
Telephone No. :
Fax No. :
Email :
Cell No. :
5.
Type of Organization (Tick appropriate) Documents to be enclosed
a) Proprietary Trade License
b) Partnership Partnership Deed, Trade License
c) Private Limited Company Memorandum of Article
d) Public Limited Company Certified of Registration
e) Public Sector Trade License
6. Name of Business (Tick appropriate)

Manufacturing Service Dealership

Service Provider Stockiest, Indian Agent Indian Branch Office
Contractor Others

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7. Details of category for which Registration is sought (as per point no. 4 in Instruction to
Vendor for Registration / Empanelment of Vendors)

S. No. Category Code Tick appropriate

1 Electronic items 001
2 Audio Visual Equipment 002
3 Computer Peripherals 003
4 Boards 004
5 Electrical Installations and 005
Accessories
6 Office Automation 006
7 Sports Material 007
8 Lab. Equipment 008
9 Consumable 009
10 Furniture Item 010
11 Air Cooler / Air Conditioner 011
12 Stationery & Printing 012
13 Medicines & Drugs 013
14 Catering, Tent Services etc. 014
15 Travel / Transport Services 015
16 Building Material Supplier and 016
Petty Contractor
17 Service Providers 017
(Housekeeping, security etc.)
18 UPS, Stabilizer etc. 018
19 Other , please specify 019

Note: Vendors are requested to enclosed detail list of goods, services etc. as annexure.

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National Institute of Technology, Warangal.

8. Audited Annual Turnover during last 3 years (Rs. Lakhs) (Enclose Chartered Accountant’s
certification)

a) 2012-13

b) 2013-14

c) 2014-15

9. Audited Profit & loss account of last three years (Enclose Chartered Accountant’s
certification)

a) 2012-13

b) 2013-14

c) 2014-15

10. Commercial Information Registration (Enclose Attested Copy wherever Applicable)

a) CST / VAT Reg. No. ------------------------------------------------------------------------------------
b) State ST Reg. No. --------------------------------------------------------------------------
c) TIN No. --------------------------------------------------------------------------
d) Excise Reg. No. --------------------------------------------------------------------------
e) Establishment / Factory License No. ---------------------------------------------------------------
f) Service Tax Reg. No. ------------------------------------------------------------------------------------
g) PAN ------------------------------------------------------------------------------------
h) Registration Certificate with DGS&D
i) Current dealership agreement, if any
j) Relevant ISO Certificate, if any
k) Others, if any

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11. Details of Major Customers

Name of Autonomous Institution/ Government departments/ Major Public sector
undertaking / Research and Development Institutions where your firm is registered:

S.No. Name of the Institution/ Empanelled For Contact Name Contact Number
Organization

12. Details of Registration fee (Rs. 1,500/- non-refundable)

D.D. No. : _____________________ Date: _____________________
Bank: ___________________________________________________

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DECLARATION BY VENDOR
I confirm that
1) No employee or direct relation of any employee of NIT Warangal is in way connected as
Partner/Shareholder/Director/Advisor/Consultant/Employee etc. with the Company.
2) The information furnished is correct to the best of my knowledge and belief.

(Signature of Proprietor/Partner/Chief Executive)

Name------------------------------------------------------
(In Capital Letter)
(Seal of Vendor)
Place:
Date:

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Check List
Enclose the copy of the following &
Sl. No. Particulars
tick as per applicability
1 CST/VAT Registration

2 State Sales Tax Registration

3 TIN (Tax Identification No. Certificate)

4 Excise Registration

5 Proof of registration of the

firm/Etablishment/Factory License.
6 Service Tax Certificate

7 PAN card in Firm’s Name

8 DGS&D Certificate

9 Authorisation certificate of dealership

(agreement with principal)
10 Relevant ISO Certificate, if any

11 Proof of Registration with any Central Govt .

Organisation
12 Purchase orders issued by any Central Govt
Organisation
13 Any Other Certificates

SIGNATURE OF VENDOR

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