26th June, 2007 To M/s.
Invitation to Tender
AMERICAN UNIVERSITY OF SHARJAH is pleased to invite you to submit a bid for the following: Title: SUPPLY OF STATIONERY ITEMS (Open Order) Tender Number: AUS/1406/rs This Tender closes at: 13:00 hrs on Monday, 09th July, 2007. Tender Fees: A non-refundable processing fees of AED. 500/- (Five Hundred) must be paid at the AUS Cashier office (Mezzanine Floor, Main Building) and a copy of the receipt must be attached along with the bid while submitting the tender. Please present a copy of the invitation at the time of payment. All correspondence and clarification must be made on official company letterhead and submitted by fax. Email correspondence for the purpose of tender clarifications will not be entertained. Bidders are required to comply with the following Conditions in their tender submission: Payment Terms: 60 days after satisfactory delivery and receipt of a properly completed Invoice. Pricing: 1. Please note that your prices must be final. No revision of prices shall be accepted after your submission. 2. The absence of an item price from the completed Bill of Quantities will be considered as refusal by the Bidder to participate in the tender for that item, but will not disqualify a Bidder’s submission for the other item. Preferance will be given to the vendor who has quoted for all the items. 3. AUS reserves the right to place an order with a Bidder for some but not all items included in a Tender. Errors and Omissions: Should a Bidder believe that he has found discrepancies in, or omissions from, these Tender Documents, or should he be in doubt as to their meaning, he should notify the person designated in the letter of invitation, at least 5 days prior to the tender closing date. AUS may then issue an Addendum for distribution to all Bidders.
1
Currency: All prices must be stated and all invoices will be paid in the UAE Dirhams. Samples: The items marked as sample required in the Bill of Quantity, samples should be provided for approval. Kindly ensure that the samples provided for approval should have your organization name tagged on it. Samples which have been submitted are to be collected within 48 hours of intimation. Tender Submission: The complete set of Tender Documents is to be submitted in a red waxed sealed envelope addressed as shown here below. The envelope should be clearly marked with the Tender Title, Tender Number and Vendor’s name & address on top of the tender package. The offer must be signed and stamped by the tenderer. Tender submissions are to be delivered to: The Operations Department Main Building, 2nd Floor, Office No. M249 American University of Sharjah P.O. Box: 26666, Sharjah Tel: 06 5152219 Fax: 06 5585009 The offer shall be submitted against a receipt from AUS or shall be sent by registered mail. Offers submitted after the closing date shall not be entertained. The samples, if any, shall be delivered to AUS against a receipt. Right of AUS: American University of Sharjah (AUS) has the right to reject any or all Tenders. Conditional Tenders: Any Tender which is conditional or qualified may be rejected. Irregular Tenders: Any tender which is incomplete, obscure or irregular may be rejected. No alterations shall be made to the Tender Documents other than filling in all blanks intended to be filled by the Tenderer; if any alterations are made, the Tender may be rejected. If a brand is
requested, quote for requested brand only and for some items substitutes are acceptable, kindly provide the samples and mention the brand name and model number etc in the Bill of Quantity.
2
Validity: Bids shall remain valid and cannot be retracted for a period of One year from the closing date of tenders. It should be understood that American University of Sharjah may or may not require delivery of some of the items in this tender. Delivery: Delivery is required on call off basis as and when required by AUS. The Vendor must deliver within 24 to 48 hours from intimation. The vendor should give AUS immediate notice in writing if any delay is foreseen, stating the reason and extent of such delay. Provisional acceptance of the items will be made at the time of delivery provided that they are delivered in accordance with the agreement. Final acceptance will be granted after inspection and approval but not later than 30 days after delivery.
Place and acceptance of Delivery: AUS Central Receiving Store, Basement, Main Building. (Tel: 6-5152034) Timing: Saturday through Wednesday (working days only), 8.00 AM – 4.00 PM Required documents: Supplier Delivery Note and/or Packing List clearly mentioning AUS Purchase Order Reference number with description of the item, UOM and quantity. Packaging and Marking: Clear marking/label indicating quantity and (short) description of the item on packaging. Prefer use of environmental friendly and non-hazardous packaging materials. Delivery of non-conformance items including damaged goods is subject to outright rejection. Concealed defect (s) found later on will be returned and immediate replacement has to be arranged. Acceptance: Contingent upon determination by end user according to requirements as specified in the order. Substitute or alternate items will not be accepted and rejected, unless earlier communications to this effect and approval secured from Purchasing. Invoice submission: Invoices to be submitted with Purchase Order reference number to our Finance Department – Room # M246 – IInd Floor, Main building. – Tel: 06 5152185. Change in Quantity: The quantity given is the approximate consumption for the last 6 months. Consumption for the next six months cannot be guaranteed. List of references: Please list a sample of your major customer whom we can contact for a professional reference. Warranty: The Bidder warrants that the goods to be supplied will be free from failures or defects which may arise from defective design, materials or manufacture and that he shall make good any defects at his expenses.
3
Expiry Date: All the products should be genuine (original) and the expiry date of the products must be atleast after one (1) year from the delivery date. Relationships: Vendor should let us know if they have any relatives employed at American University of Sharjah and if so, all relevant details must be provided.
If you have required any clarifications, please contact: M. Rahiman Sheriff, American University of Sharjah P.O. Box: 26666 Sharjah Tel: 06 5152219 Fax: 06 5585009
Yours sincerely,
Richard Mundy Director of Operations.
4