Advertisement No. 1/2012 25 April 2012
Central Food Technological Research Institute a constituent laboratory of Council of
Scientific & Industrial Research, New Delhi and is a premier Research & Development Institute in
Food Science and Technology. The Institute has been continuously sharpening its capability to
achieve high standards in Research and Development.
In order to achieve higher levels the Institute imports various items from Abroad for its day
to day functions and to carry R&D projects of national & International importance. For better
management of these imports, CFTRI desires to appoint consolidation and customs clearance and
cargo agent to assist in import management.
Sl. File Ref. Description EMD
1. A3/51496/11 Appointment of Agent for Consolidation Rs. 20,000/-
and Custom Clearance of Consignments.
(1) Tenderers must submit their quotation in the prescribed format only.
(2) Earnest Money Deposit is to be submitted along with the quotation otherwise tender is liable
to be rejected.
(3) Last date for submission of Tender complete in all respects is up to 12.30 PM on 16.05.2012
(4) Bids will be opened at 3.30PM on 16.05.2012
(5) Tender forms are not being sold separately and can down load the Tender Notice, Part-A
Scope of the work, Part-B Terms & Conditions Part-C Check Lists & Critical Dates and Part-D
Format-I & II from our Website.
(7) Tenders submitted through E-Mail or Fax will not be considered.
Controller of Stores and Purchase
PART – A
Appointment of Agent for consolidation and custom clearance of consignments.
CFTRI imports various kinds of goods by Air/Sea/Post/Courier from United States of
America, United Kingdom, Germany, Singapore, Switzerland, Australia, Austria, Belgium, Brazil,
China, Colombia, Canada, Denmark, Dubai, Egypt, France, Finland, Greece, Hong Kong, Italy,
Ireland, Israel, Japan, Korea, Kuwait, Mauritius, Malaysia, Netherlands, New Zealand, Norway,
Portugal, Philippines, Sweden, Spain, Sri Lanka, Thailand, Poland and Turkey,
In order to facilitate the cargo management, CFTRI desires to appoint an Agency to
arrange for cargo consolidation and freight forwarding to Bangalore (India), payment of
insurance/freight, customs clearance and transportation of said goods to CFTRI, Mysore.
1. Eligibility criteria for an agent: -
1. ELIGIBILITY CRITERIA:- Quotations of only those Bidders who shall fulfill the Eligibility
Criteria and submit the necessary documents with quotation as mentioned below shall be
i) The agent should have valid IATA membership.
ii) The agent should have associates in the gateway airport in the countries mentioned
iii) The associates should also be a member of IATA.
iv) CHA License must be in the name of the quoting agent.
v) Agent should also be registered with the Indian Customs as consol Agent. Sister
concerned/Authorized Party certificate shall not be acceptable.
vi) The quote must be submitted by the agent directly. Quote submitted on behalf of
principals will not be accepted.
vii) Clearing Agent/CHA must be registered in Bangalore, Hyderabad, New Delhi and
Mumbai Custom House.
viii) The agent should have facility for custom clearance at Bangalore, Hyderabad, New
Delhi and Mumbai Airport for Air cargo and Chennai sea port for Sea cargo.
ix) The Agent should have successfully executed similar freight forwarding and custom
clearance work during the last three years in any CSIR Labs./Instt. OR Govt.
Department/PSUs. Documentary evidence/certificate about satisfactory completion of
the work with those organizations may also be enclosed with their complete mailing
addressed and telephone numbers.
x) The Agent must submit EMD of Rs. 20,000.00 in the form of Demand Draft/Pay
Order/Banker’s Cheque of any nationalized bank along with the bid in favour of
Director, CFTRI, Mysore. No interest would be paid on EMD. The EMD will be
refunded to the bidders in due course of time.
xi) Hand written and unsigned quotations will be rejected.
2. Scope of Work:-
1. Consolidation of consignment from Abroad.
2. Custom clearance at airport and air post parcel in Bangalore and sea port at Chennai.
3. Transportation of cleared consignments up to Mysore.
4. Re-export of Consignment for repair or replacement.
3. SERVICES TO BE PROVIDED BY THE AGENT
A. Cargo Consolidation:-
i. The agent has to render services like Consolidation, forwarding and clearing the consignment at
Bangalore and transporting the same to the Mysore.
ii. Agent should provide details of their associates and any change in the dealing parties should be
communicated immediately to CFTRI immediately with full details and particulars.
iii. On the basis of the instructions given in CFTRI's Purchase Orders, advice and/or instructions,
contact the suppliers abroad and regularly monitor progress, chase the orders and make advance
arrangement to book the consignment promptly.
Shall check with reference to relevant Purchase Orders that all consignments/packages
received for onward transmission, give requisite information particularly in regard to the
following before despatch: -
1. Weight and Dimension of consignment.
2. Marks & Number of Parcels/Cases
3. Purchase Order number and Release Note Number
4. Mode of transport
5. Airport/Sea Port of Destination mentioned
6. Whether FCA/FOB or Ex-works or CIF/CIP
7. Over-dimensional packages needing special handling arrangements in India.
8. Perishable consignments needing special attention.
iv. Shall arrange airfreight of consignments to the ultimate destination airport in India by
Air India/Indian Airlines/Free Carrier. If a consignment is over-dimensional or comes
under Dangerous Goods Regulations, prior approval of CFTRI should be obtained.
v. The consolidation of air cargo is permitted provided it does not involve a delay of more
than seven working days from the date of receipt of cargo at point of origin and the
connected documents fully completed in all respects, unless a specific date is fixed by
CFTRI in specific cases.
vi. It shall be ensured that consolidation of air cargo is done under the correct IATA
vii. The AGENT shall promptly advise CFTRI, freight details, Master Airway Bill and
House Airway Bill along with copy of invoice particulars with relevant Purchase Order
viii. The AGENT shall further keep CFTRI posted with all information regarding readiness
of the consignments for dispatch, expected date of arrival and other allied information.
ix. The AGENT shall also be responsible and accountable for proper safety, care, handling
and storage of goods while in their custody up to the airport of origin and the cost of
insurance effected in that behalf is borne by the AGENT. The AGENT shall be liable to
fully compensate CFTRI for any loss, or damage, or destruction of the goods while in their
x. The AGENT shall cover the Insurance of each consignment to the extent of 110% prior to
dispatch of the consignment and the coverage shall be from suppliers warehouse to
CFTRI’s warehouse at Mysore.
xi. The AGENT shall, on receipt of consignments of CFTRI at the destination, obtain
Delivery Orders by paying the freight in Indian Rupees and clearing the consignment from
Customs on CFTRI’s behalf within 2-3 days for normal consignments and within 48 hours
for perishables and chemicals.
xii. To enable the AGENT for rendering the services as stated above, CFTRI agrees to send
the AGENT, copies of individual orders for goods placed on their suppliers with a clear
instruction through whom the air carriage has to be routed. CFTRI shall ensure that
majority of purchase orders on their overseas suppliers are placed on FCA on board to
aircraft at the Gateway International Airports, as mentioned in the annexure.
iv. The successful bidder shall handle sophisticated and valuable consignments. Hence the bidder
shall have to furnish a fidelity guarantee bond valid for 40 months for an amount of Rs. 5.00 Lakhs
(Rupees Five Lakhs Only) in favour of Director, CFTRI, Mysore to safeguard the interest of CFTRI
in the event of any loss to CFTRI due to any act of omission and commission by the successful
v. The names of the country and airports given in the format are tentative. However,
import/export can be from/to any country of world. The IATA rates and discounts as per contract
shall be applicable there also.
vi. AGENT shall ensure that the trans-shipment of the cargo after break bulk is done to the correct
destination to which it is booked. In the event of any cargo landing at wrong destination, the
AGENT shall take necessary steps for diversion to the correct destination with minimum delay, in
any case not exceeding a week’s time. The AGENT shall bear the diversion charges/demurrage
charges and other charges, if any.
vii. For the purpose of calculating the airfreight, the following provisions shall apply:
a) Volume weight: 6,000 cubic centimeters or 366 cubic inches shall be deemed to
equal one kilogram.
b) Rates shall be applied on the actual gross weight or the volume weight mentioned
above whichever is greater.
c) Fractions of a kilogram or units shall be charged to next half kilogram.
d) In case of minor weight differences between the supplier’s invoices weight and the
HAWB weight, the weight indicated on the HAWB shall be the basis for payment
of freight charges.
B. CUSTOMS CLEARANCE:-
1. CFTRI is exempted from payment of Custom Duty as per notification No. 51/96-Customs
dated 23rd July 1996 as amended from time to time. The bidder has to ensure clearance of the
consignments under the above notification.
2. In case the cargo is received in shortage/damaged condition/short landing no payment shall
be released to the bidder till CFTRI receives the complete consignment/insurance claim. In all
such cases the bidder is required to the “Shortage” or “Damage” or “Not Found” or “Not
Traceable” claim with the Airline/Steamer/Airport Authorities, obtain necessary certificate
from the Airlines/Sealiner.
3. The successful bidder shall have to bear the applicable custom duty upto Rs. 1,00,000.00
(Rupees One Lakh Only) in each case on behalf of CFTRI whether the shipment is through
their consolidation or otherwise, which will be reimbursed to the successful bidder along with
the Bill. In case the amount of Custom Duty is more than Rs.1,00,000/- in any particular
consignment then successful bidder shall intimate CFTRI about the amount involved in
Customs Duty in advance on the basis of Purchase Order so that the customs duty can be
arranged well in advance. Any delay in intimating CFTRI about the duty payable shall be to
the account of successful bidder. No plea on account of delay in arranging the customs duty
shall be accepted. Any difference upto Rs. 50,000/- between the Bank Draft prepared in
advance by CFTRI towards Custom Duty and the actual amount of duty shall be paid by the
agent at the time of clearance. In case of excess payment of duty to IAAI refund shall be
recovered from IAAI by the agent himself.
4. Upon issuance of the Cargo Arrival Notice and delivery order, the AGENT shall prepare
necessary customs documents in consultation with C F T R I.
5. The AGENT shall intimate CFTRI, requirement of documents to complete Customs
6. The AGENT shall attend to various queries of the Customs with the assistance of CFTRI.
7. The AGENT shall process the documents through the customs and complete all formalities
with the respective authorities like Customs/Airport/Carrier etc. for delivery.
8. CFTRI agrees to pay the AGENT fixed clearance charges per the bill of Entry as Agency
charges for customs clearance of air consignment.
9. Storage/Demurrage: The Agent should clear the consignment within the free allowance
period to avoid the demurrage. Unavoidable circumstances if any resulting in delay for the
clearance and subsequent demurrage/storage charges should be borne by the AGENT. The
AGENT should deliver consignments cleared within 2/3 days from the date of clearance.
However, the perishable consignments should be delivered within 24 hours of the clearance.
10. The AGENT shall arrange physical inspection of the consignments at the airport and get
them out passed from Customs for delivery.
11. The AGENT shall submit necessary non-arrival remarks in case any consignment is
Missing/Short-landed. Missing/Short-landing certificate shall be arranged by the AGENT
to enable CFTRI, file necessary claim.
12. All consignments collected by the Overseas Associates or order placed and to the collect by
the Overseas Associates during the period of termination shall be collected by the
AGENT’s overseas associates and handed over to CFTRI without any pre-condition,
including clearing agent’s pending payment. Any pending bill of the AGENT will be
released as per rules.
13. To include clause that the overseas associates shall follow all the statutory provisions from
time to time in their country of operation pertaining to export of the consignment to
In case shipments are not cleared within the free period due to fault of clearing agent, demurrage
if any, shall be deducted from Agent’s clearance bill.
C. Transportation to Mysore:-
Transportation charges from Bangalore/Chennai to Mysore to be indicated. Care should be
taken for perishable cargo to be delivered on the same day itself with proper packing.
The loading of consignments at custom ware house to be done by the agent himself no
separate charges will be paid. The unloading of equipment in CFTRI Stores will be done by CFTRI.
The consignment after clearance from airport should be delivered at our stores on same day. In
case, it is felt that the cargo may reach CFTRI beyond office hours in that case advance intimation
shall be furnished to keep the premises open. Alternatively the bidder shall keep the cargo in their
stores which have to be insured against fire, theft and other risks so as to indemnify CFTRI for any
D. Exports to various countries:-
i) Export of defective/damaged items to the countries of Import.
ii) Export of consignment Imported temporally.
iii) Export of items for repair, calibrations and other scientific work.
4. PAYMENT AND SETTLEMENT OF ACCOUNTS
Freight charges will be paid in India in Indian rupees as per our agreement/contract on the
basis of original HAWB rates after receipt of consignment at CFTRI in outwardly good condition
and full quantity of packages after custom clearance. Payment of airfreight charges shall be made
on the basis of exchange rates prevailing on the date of shipment supported by a reputed
newspaper like EXIM etc. copy of which shall be provided by the Clearing Agent with the bill.
AGENT shall pay freight initially to the airlines and submit claims to CFTRI as per contract
rates and CFTRI shall not make any advance payments. However, it shall settle all air freight bills
within 30 days from the date of receipt of the bills by CFTRI. If any clarification is to be sought
against deductions made by CFTRI in the freight bills, then the same will be entertained in person
within one month after the receipt of the payment against those bills by AGENT. All payments
made under the Agreement shall be in Indian Rupees, as converted from foreign currency at
applicable rates of exchange notified by Air India from time to time, photo copies of which shall be
sent to CFTRI along with the bills by the AGENT. The conversion rates prevailing on the date on
which the cargo landed at the final destination port in India shall be adopted for payment.
Upon the termination of the contract for any cause whatsoever, all accounts due and owing
as between the parties shall become due and be paid within thirty (30) days from the date of
termination of this Agreement.
The Agent will indemnify CFTRI to the full extent in case some financial or other liability
claimed against CFTRI due to the operation of this contract and which is attributable to the Agent.
5. Contractual Obligation: -
All suits and other legal proceedings arising from this Agreement thereof shall be subject to
jurisdiction of Mysore only.
It is agreed that all oral followed by written advices and materials made available by CFT
RI to the AGENT in pursuance of the services to be rendered hereunder, are strictly confidential in
nature and shall not be disclosed by AGENT or any of his staff without written permission of CFT
RI during and after the term of this Agreement.
7. CRITERIA FOR EVALUATION OF BIDS:-
I. Two formats for quoting the rates are attached. The rates must be quoted as per the enclosed
formats only in the following manner apart from furnishing the check-list (enclosed format):
(a) Freight Charges: The forwarders charge the Air freight charges on the basis of IATA rates
which are fixed by IATA and the sea freight charges on the basis of rates which are fixed
by association for Sea consignments. The parties must offer a single discount on these rates
which should be “in percentage (%) only” for all countries, weight and shape/size of the
consignment i.e. General/Voluminous/ODC/ hazardous/perishable.
(b) The offer of the parties will be evaluated on the basis of the percentage of discount and not
on individual rates.
(c) The parties should cover the component of fuel and security/war surcharges and all other
charges in the discount offered. No separate charges will be paid on account of fuel and
security surcharges etc. The prevailing rate sheet for the same shall be furnished. Any
increase in such surcharges may be compensated by the CFTRI only to the extent of the
increased value and in case of any decrease in the same, then that benefit shall be
transferred to CFTRI by producing the relevant documents.
(d) Offering of discounts in different parameters for different countries, sizes, shapes
(voluminous and ODC, etc.) of consignment will disqualify the offer.
(e) No payment other than the discounted rates on IATA and Service tax shall be made to the
(f) Clearance Charges: The rates must be quoted according to the format only, otherwise
quotation will be ignored/rejected. DO Fee on consignment coming under consolidation of
the contracted firm shall not be paid. DO charges for other consolidation will be paid on
(g) The tenderers must have its own arrangements of warehousing, insurance, pick-up and
delivery by road within the country and also in the exporting country. Details of these
facilities in India should be given for proper evaluation.
(h) Work shall be awarded to a party who shall be lowest in consolidation rates i.e. highest
discount offering firm but overall lowest in both air consolidation and clearance charges of
air-freighted and sea freight consignments subject to fulfillment of other condition of
(i) The bids without valid IATA Membership will not be considered.
Controller of Stores and Purchase
TERMS & CONDITIONS
1. Preparation of Bids:
Sealed bids in the prescribed format along with EMD is to be submitted. The cover should
be superscribed quotation for “APPOINTMENT OF AGENT FOR CONSOLIDATION
AND CUSTOM CLEARANCE OF CONSIGNMENT” against tender enquiry No. and due
date. This cover should be addressed to The Director CFTRI, Cheluvamba Mansion,
Mysore 570 020 (India) with Attention-Controller of Stores & Purchase, CFTRI, Mysore.
2. The Bids complete in all respects and duly signed and sealed should reach office of Controller of
Stores & Purchase latest by 12.30 PM on or before 16.05.2012. This office will not be responsible
for any postal/ courier delays.
3. Late / delay Quotation received after due date will be rejected summarily.
4. Fax/e-mail tenders will not be considered.
5. The bids will be opened on 16.05.2012 at 3.30PM
6. Earnest Money Deposit:
a) Bidders are requested to submit the EMD of Rs. 20,000-00 (Rupees Twenty Thousand
Only) in the form of Crossed Demand Draft/Banker’s Cheque/Pay order/Cashier’s Cheque
of recognized nationalized bank/Scheduled Bank in favour of Director, Central Food
Technological Research Institute, Mysore.
b) The Earnest Money of Successful Bidder on whom order is placed, will be returned after
the tenure of the Contract.
c) The Earnest Money of Unsuccessful bidder will be returned immediately after placement
of order on the successful Bidder.
d) The Earnest Money of the successful bidder can be forfeited for non-compliance of any
terms and conditions of the contract at any point of time.
e) Bid without valid EMD will be rejected.
f) No interest will be paid on EMD
7. Negotiation with bidders after the opening of the quotations is severely discouraged. Therefore,
the bidders are advised in their own interest to quote their best competitive/discounted offer in the
first instance or maximum discount may be indicated in the quote/offer. However, CFTRI reserves
the right for a commercial discussion.
8. Indicate the names of the Organizations where you have been appointed as consolidator cum
Clearing Agent for the similar purposes and may attach satisfactory performance report from that
9. Please indicate if you have been clearing agent to other CSIR labs and the copy of the agreement
indicating the freight charges, clearing charges, Delivery order fee and collect charges payable to
10. The offer must accompany name and complete address of all associates located in different
countries along with names, telephone, telex, fax and E-mail numbers of contact persons.
11. We prefer to release the payment of your bills like Freight charges, collect charges, delivery
order etc., within 30 days from the date of receipt of the bill and the consignment at our stores.
12. The rates should hold good during the currency of contract. However, if the rates are reduced
by IATA, the benefit of the same may be passed on to CFTRI immediately.
i) Amount quoted in the quotation must be mentioned in figure and words. If any
discrepancies found in the figure and words amount then the amount mentioned on lower
side be entertained and order placed on the lower side quoted amount.
ii) Quotation will be opened on scheduled date and time in presence of the bidders, if any.
iii) No deviation is acceptable after opening of quotation.
iv) Payment will be released to the firm only after the receipt of material in CFTRI Stores and
also the receipt of Pre-receipted bill in duplicate addressed to Director, CFTRI, Mysore along
with the relevant documents as a proof for which payment has to be charged by the firm.
v) Service Tax shall be paid as applicable. However, Service Tax and TIN may be clearly
mentioned in the quotation and bill also.
vi) The Director, CFTRI reserves the right to accept or reject any or all the tenders received
without assigning any reason.
vii) The Director, CFTRI reserves the right to terminate the contract within one month prior
notice at any time on finding the service unsatisfactorily or on breach of contract.
Viii). Except where otherwise provided in the clause of this contract or the execution of the
same arriving during the progress of work or after the completion of the work, abandonment
there of all disputes shall be referred to the sole arbitration of a person nominated by the
Director General, CSIR and if he will unable or unwilling to act, to the sole arbitration of other
person appointed by him willing to act as an Arbitrator. The submission shall be deemed to be
submission arbitration under the meeting of the Arbitration Act 1940 or any statutory
modification of re-enactment thereof for the time being in force. The award of arbitrator so
appointed shall be final, conclusive and binding on all parties to this contract.
ix) The quotation shall be valid for a minimum period of one hundred eighty days (180 Days)
from the date of opening of bids.
x). All terms used in the Tender document will have the meaning as described in
xi) Insurance charges for consignments will be borne by CFTRI.
xii) The successful bidder will have to give an undertaking that no consignment of CFTRI will
be detained/withheld by them before or after the clearance under any circumstances.
Controller of Stores and Purchase
PART - C
CHECK LISTS & CRITICAL DATES
Before submitting your quotations please confirm the followings:
1. Send Quotations in one part. 1. Over Write or Correction.
2. Fax, Telex or E-mail quotes.
2. Superscribe in the outer cover
“Tender For_____________” and 3. Quotation after due date & time
Tender Enquiry No.___________
(12.30 pm on 16-05-12).
________________ due on ___________.
3. DD for EMD amount of Rs. 20000/-
4. Enclosed list of clients / customers
5. Endorse your signature in the
The CFTRI reserves the right to amend the dates shown below. The critical dates are as follows:
Last date for BID Submission 12.30 pm on 16.05.2012
BID Opening 3.30 PM on 16.05.2012
FORMAT – I
PROFORMA FOR QUOTING THE RATES BY TENDERERS
I. For Imports Clearance By Air, Sea and Foreign Post Office:
Sl. Name of Job Work Quoted Charges in fixed and single
No. amount in Indian Rupees
1. Air Freight:
A. Maximum single discount on the IATA rates
mentioned in the annexure.
B. Clearance charges:
Clearance charges per Bill of entry which shall
include for all service like Consolidation, Pre alter,
collection of document from CFTRI, Filing of
custom document, collection of deliver order for
carriers. DO charges of air lines / forwarder,
custom clearance of consignments including
customs documentation, customs examination
sealing/strapping etc. and delivery/ transportation
of consignment at CFTRI of any volume/weight of
consignment with loading and use of crane etc.
(No separate rate for the above item of clearance
should be given. No additional charges other than
those quoted in percentage for Air Freight and
fixed amount (Lump sum) for clearance charges
shall be considered).
C. All statutory charges shall be payable at actual
against a proper receipt.
D. DO Charges on other console consignment will
be paid on actual.
E. DO Charges shall not be paid on consignments
arriving under consolidation of the party.
F. Transportation of consignment from Bangalore
airport/ICD in case of sea cargo to CFTRI Stores at
2. Sea freight:
A. Maximum single discount on the rates
approved by the association for sea consignments.
B. Clearance of sea-freighted consignment at
Chennai Sea port including all stages of clearance
and delivered the same to CFTRI Stores at Mysore.
3. Clearance of air-parcel post from foreign post
office including the delivery of parcel at CFTRI
Please Note: Freight and clearance charges are to be quoted separately. No free service will be
accepted since it will be null and void as per Contract Act and shall be rejected.
II. For Export Charges by Air:
Sl. Name of Job Work Quoted Charges (in fix amount) in
No. Indian Rupees
1.A. Export of consignments by air including customs
documentation customs examination, sealing
and opening of packages, preparation of
shipping bills and AWB, stamp and amendment
of shipping bills if required, and collection of
documents and packages from CFTRI and
transportation up to airport of loading.
B. Export of consignments through courier
Note: (1) The rates must be quoted in the above proforma only.
(2) All Statutory charges including airfreight and post charges shall be paid at
actual against proper receipts.
SIGNATURE & SEAL OF THE TENDERER
NAME OF THE SIGNATORY
FORMAT – II
IATA RATES SHEET
Single Discount (%) to be quoted for Air freight charges as per IATA rates.
Name of Airport Currency
USA New York USD
UK Heathrow UKP
Germany Frankfurt EURO
Japan Tokyo JPY
Netherlands Amsterdam EURO
France Paris EURO
Canada Montreal CAD
Singapore Singapore SGD
Switzerland Zurich CHF
Italy Milan EURO
Hong Kong Hongkong HKD
Sweden Stockholm SEK
Australia Melbourne AUD
Austria Vienna EURO
Belgium Brussels EURO
Denmark Copenhagen DKK
South Korea Seoul
Percentage of discount
offered on above rates. Only In Figures
one rate of discount should
be quoted irrespective of
countries sizes, slabs, type
(ODC & voluminous, etc.) In Words
and inclusive of fuel &
Dated______________ Signature of authorized person___________
Name of the party___________________
Name of the person___________________