National Institute of Technology, Raipur (NIT Raipur)

No. NITRR/Ven.Reg./2015/5313 Raipur, Dt. 18.03.2015

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.nitrr.ac.in.
Application form & fee must be submitted to Assistant Registrar (Store & Purchase), NIT
RAIPUR (CG)-492010

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National Institute of Technology, Raipur (NIT Raipur)

Instruction to Vendor for Registration / Empanelment of Vendors

The National Institute of Technology, Raipur (NIT Raipur) intends to register/empanel the
firms/companies who are in the business of manufacturing, stocking and/or marketing of goods of
specified categories. 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 Raipur 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, Raipur:-

3.1. The applicant should clearly read all the pages of the document.

3.2. Correct / relevant information / data have 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
(cost/fee) amount as stated below, for registration / empanelment. The amount shall be
paid by a demand draft drawn in favors of “Director, NIT Raipur”, payable at Raipur (C.G.).
The cost of application forms and processing fees to be remitted along with the forms, shall
be as Rs. 1000/- and will not be refunded

3.5. Service providers / suppliers shall have to fill and submit the registration form along with
required documents and fees to “Assistant Registrar (Purchase & store), National
Institute of Technology, Raipur, G. E. Road, 492010, C.G, India”.

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National Institute of Technology, Raipur (NIT Raipur)

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.

3.7. The sealed envelope containing the registration form, documents & fee should be clearly
super scribed on the top of the envelope as “APPLICATION FOR VENDOR REGISTRATION /
EMPANELMENT”

3.8. Vendors / Firms registered with DGS&D, NSIC, NCCF (for items specified by NCCF), shall be
considered for registration/empanelment at NIT Raipur, on the basis of registration
certificate of such agencies along with other certified documents.

3.9. 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/NCCF. (In alternative, any proof thereof can be
admissible)

 Current dealership agreement from Principal along with SSI/NSIC certificate 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 (Ref. Column
No. 11) 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.

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National Institute of Technology, Raipur (NIT Raipur)

3.10. On receipt of the registration form along with the requisite documents as mentioned
above the supplier shall be registered with the NIT RAIPUR after Scrutiny.

3.11. 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 RAIPUR procedure, for
two years or so, at a time subject to satisfactory performance of the firm during initial
registration period.

3.12. After getting all the required fee, information & documents 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.

3.13. Service Centers: Service Centre in Raipur/ 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.

Terms & Conditions for Vendor Registration / Empanelment as a Supplier

4.1 General Clause

41.1. 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 Raipur reserves the rights to accept, consider or reject any or all applications
without assigning any reasons thereof. The decision of NIT Raipur 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 Raipur.

4.1.3. Vendors once empanelled, shall have to promptly reply to all the enquiries, execute
orders as per the order terms of NIT Raipur and keep the Institute informed of new
products/ developments / innovative ideas that shall help reduce the cost and improve
quality, reliability, etc.

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National Institute of Technology, Raipur (NIT Raipur)

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 Raipur and Vendor and adherence
to all aspects of fair trade practices in executing the purchase orders / work orders
placed by NIT Raipur 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 Raipur 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 Raipur, besides debarring and blacklisting
the vendor concerned for at least three years for further dealings with NIT Raipur.

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 Raipur, empanelled vendors are required to quote the Registration
No.

4.1.9. The NIT Raipur 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.

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 Raipur, the vendor must voluntarily pass on the price difference to NIT
Raipur with immediate effect.
4.3 Indemnity
The selected vendor shall indemnify the NIT Raipur 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
Raipur/ 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.

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National Institute of Technology, Raipur (NIT Raipur)

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 Raipur. 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
Raipur

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 Raipur (or takes longer period
in-spite of what NIT Raipur may authorize in writing),NIT Raipur may terminate the
empanelment/ Purchase Order in whole or in part.

4.5 All disputes in this connection shall be settled in Raipur, CG jurisdiction only

Registrar
NIT RAIPUR

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National Institute of Technology, Raipur (NIT Raipur)

Application Format 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 Raipur, if any _____________________________________________
Telephone No. _____________________________________________
Fax No. _____________________________________________
3. Name of Chief Executive /
Proprietor / Partners _____________________________________________
Telephone No. _____________________________________________
Fax No. _____________________________________________
Email _____________________________________________
4. Name of Contact Person _____________________________________________
Telephone No. _____________________________________________
Fax No. _____________________________________________
Email _____________________________________________
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

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National Institute of Technology, Raipur (NIT Raipur)

6. Name of Business (Tick appropriate)

Manufacturing Service Dealership Service Provider
Stockiest Indian Agent Indian Branch Office
Contractor Others

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
Electrical Installations and
5 005
Accessories
6 Office Automation 006
7 Sports Material 007
Lab Equipment
Code Name of Branch/Discipline Tick appropriate
008A Biotechnology
008B Biomedical
008C Chemical Engg.
008D Civil Engg
008E C.S./I.T./M.C.A.
008F Electrical Engg.
8 008G Electronics & TC Engg.
008H Mechanical Engg
008I Mining Engg
008J Metallurgy
008K Applied Geology
008L Physics
008M Chemistry
008N Maths

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National Institute of Technology, Raipur (NIT Raipur)

Code Name of Branch/Discipline Tick appropriate

009A Biotechnology/ Biomedical
009B Chemicals , glassware etc
009C Chemical Engg. /chemistry
009D Electrical Engg. / Electronics &
Lab Consumable TC Engg
009F Mechanical Engg
9 009G Mining Engg
009H Metallurgy
009I C.S./I.T./M.C.A.
009J Applied Geology
009K Civil Engg.
Others Please specify

Tick appropriate
Furniture Pl specify:
Office Furniture, Lecture Hall
Furniture, Library furniture
Customized labor
10 0010
atory furniture, Computer
Furniture, Hostel Furniture, Mess
Furniture, Home Furniture, Chest,
Rack, etc.::

11 Air Cooler 0011

12 Stationery 0013
14 Medicines &Drugs 0014
15 Printing, 0015
16 Catering, Tent Services etc. 0016
17 Travel / Transport Serv. 0017
Building Material Supplier and
18 0018
Petty Contractor
Electrical Work Contractor ( He
should have minimum 3 work
costing up to 5.00 lacs each, in the
19 last 5 year) 0019
Note:- Column No. 11 form must
filled by Contractor

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National Institute of Technology, Raipur (NIT Raipur)

Civil Work Contractor ( He should

have minimum 3 work costing up
20 to 5.00 lacs each, in the last 5 year) 0020
Note:- Column No. 11 form must
filled by Contractor

Service Providers
19 0021
(Housekeeping , security etc.)
20 Other , please specify 0022

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National Institute of Technology, Raipur (NIT Raipur)

Note: Vendors are requested to enclosed detail list of goods, services ect. as annexure.
8. Audited Annual Turnover during last 3 years (Rs. Lakhs) (Enclose Chartered
Accountant’s certification)
a) 2011-12
b) 2012-13
c) 2013-14

9. Audited Profit & loss account of last three years (Enclose Chartered
Accountant’s certification)
a) 2011-12

b) 2012-13

c) 2013-14

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/NCCF

i) Current dealership agreement with Principal (along with SSI/NSIC Certificate if any)

j) Relevant ISO Certificate, if any

K) Registration certificate with PWD, CPWD, CSEB or equivalent for civil and electrical

Contractors

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National Institute of Technology, Raipur (NIT Raipur)

11. Commercial Information Registration (Only for Contractor of CIVIL/ELECTRICAL

maintenance and new work) (Enclose Attested Copy wherever applicable)
1. Name of Contractor with Address :- ____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

2. Valid registration Certificate from ____________________________________________________

CPWD, PWD, MES, Railways, Public ____________________________________________________

Sector undertaking or any other Semi

Govt. Organization/Board (Central/State).

(Attach attested Copy)

3. Pan No. (Income Tax) __________________________________________________

(Attach attested Copy)

4. Current Income Tax Clearance Certificate __________________________________________________

attested copy to enclose.

5. Current Sales Tax Clearance __________________________________________________

(Attach attested Copy)

6. (He should have completed minimum three __________________________________________________

works Costing up to 5.00 Lacs each, in the last

Five year. (Copy of work order to be

attached copy)

7. Experience Certificate, successful Work _________________________________________________

Completion Certificate from Govt. Dept/

PSVS/Board or Semi Govt. Organization.

(Attach attested Copy)

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National Institute of Technology, Raipur (NIT Raipur)

12. 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

13. Details of Registration fee (Rs. 1,000/-not refundable)

D.D. No. : ________________________ Date: _____________________
Bank:
DECLARATION BY VENDOR
I confirm that
1) No employee or direct relation of any employee of NIT Raipur 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)

Place: (Seal of Vendor)

Date:

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National Institute of Technology, Raipur (NIT Raipur)

Check List
Enclose the copy of
S.No. Particulars the following & 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/NCCF Certificate
9. Authorisation certificate of delership
(agreement with principal (Along with
Ssi/NSIC Certificate if any)
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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