Date: [Insert Date]

To,

The Procurement Officer,
[Name of the Procuring Organization],
[Address of the Procuring Organization],
[City, State, PIN Code].
 

Subject: Declaration Regarding Sample and Advance Sampling for Bid Number [Bid Number]

Dear Sir/Madam,

We, [Your Company Name], with our registered office at [Your Company Address], submit this declaration in relation to the provision and handling of samples and advance samples as required under Bid Number [Bid Number].

Declaration on Sample and Advance Sampling
 

1. Provision of Samples:
   • Sample Submission: We confirm that we will provide samples of the goods specified in the bid upon request, ensuring that these samples accurately reflect the quality and specifications of the proposed products.
   • Sample Costs: All costs associated with sample provision, including shipping and handling, will be borne by [Your Company Name], unless otherwise specified in the bid documents.
2. Advance Sampling:
   • Advance Samples: We commit to providing advance samples, as required, prior to the final contract award. These samples will fully comply with the specifications outlined in the bid.
   • Timely Delivery: Advance samples will be provided within the stipulated time frame and will represent the final product to ensure accurate assessment of compliance with technical and quality specifications.
3. Compliance with Regulations:
   • This declaration is made in accordance with the following:
     • General Financial Rules (GFR) 2017 - Rule 169: Governing the provision of samples in public procurement.
     • Manual of Procurement of Goods: Outlining procedures for sample submission and evaluation.
     • CVC Guidelines: Ensuring transparency and adherence to standards in sample handling and procurement.
4. Supporting Documentation:
   • Attached are relevant documents, including prior sample test reports and compliance certificates, as required.
      

We affirm that all information provided is accurate and conforms to the bid requirements. We acknowledge that failure to provide required samples or any misrepresentation may result in disqualification or cancellation of any awarded contracts.

Thank you for considering our submission.

Yours faithfully,

[Signature]
[Name of the Authorized Signatory]
[Designation]
[Your Company Name]
[Contact Number]
[Email Address]