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1 FORMAT NO. : CEL/FR/MMD/03(01) CENTRAL ELECTRONICS LIMITED (A Public Sector Enterprise) TENDER DOCUMENT for the AMC support for Microsoft Dynamics Navision 2009 ERP System in CEL for one year Tender Notice no. C-2(b)/AMC/0902/00065/2014 dated October 16, 2014 Assistant General Manager (Materials) Materials Management Division Central Electronics Limited, 4, Industrial Area, Saur Urja Marg, Sahibabad (UP) INDIA Tel. No Fax No Website: Page 1 of 13

2 FORMAT NO. : CEL/FR/MMD/03(01) CENTRAL ELECTRONICS LIMITED (A Public Sector Enterprise) 4, Industrial Area, Saur Urja Marg, Sahibabad (UP) INDIA Tel. No Fax No Website: TENDER NOTICE Tender notice no. C-2(b)/AMC/0902/00065/2014 October 16, 2014 Central Electronics Limited invites sealed bids from eligible bidders which are valid for a minimum period of 90 days from the date of opening of tender (06/11/2014). Scope of Project Earnest Money Deposit by bidders AMC support for Microsoft Dynamics Navision 2009 ERP System in CEL for one year Detail as per Annexure A Rs. 30,000/- (Thirty Thousand Only) Interested parties may view and download the tender document containing the detailed terms & conditions, free of cost from the website or Note: 1. This tender is being issued on Open Tender basis. 2. Corrigendum/ addendum to this tender if any, will be uploaded in website mentioned above. This may kindly be noted by the bidders/prospective bidders. 3. CEL reserves the right to reject any or all the tenders, in part or full without assigning any reason thereof. Please see important dates at Annexure -1. For CENTRAL ELECTRONICS LIMITED Sd- Assistant General Manager (Materials) Materials Management Division Page 2 of 13

3 Important Dates Annexure-1 C-2(b)/AMC/0902/00065/2014 Tender Reference No. Name of Organization Central Electronics Limited Tender Type OPEN (Open/Limited/EOI/Auction/Single) Tender Category (Services/Goods/works) Services Type/Form of Contract (Work/Supply/ Service Auction/Service/Buy/Empanelment/Sell) Payment Mode (Online/Offline) Offline Date of Issue/Publishing 16/10/2014 (18:00 Hrs) Document Download/Sale Start Date 16/10/2014 (18:00 Hrs) Document Download/Sale End Date 06/11/2014 (15:00 Hrs) Bid submission Start Date 16/10/2014 (18:00 Hrs) Last Date and Time for Submission of Bids 06/11/2014 (15:00 Hrs) Date and Time of Opening of Bids 06/11/2014 (15:30 Hrs) Page 3 of 13

4 TENDER DOCUMENT for Tender notice no. C-2(b)/AMC/0902/00065/2014 Important Instructions: - CEL invites tender from interested and eligible firms to provide support for ERP system implemented at CEL for one year. The ERP system implemented at CEL is Microsoft Dynamics Navision 2009 and consists of finance, manufacturing, sales & marketing, purchase, warehouse, quality, gate entry, services, export import, attendance, payroll & HRMS modules. 1. The following documents/annexures are part of tender document: a. Tender notice - b. Important Dates Annexure 1 c. Price bid format Annexure 2 d. Eligibility Criteria & Scope of work in ERP Annexure A e. Commercial Terms & conditions Annexure B f. Schedule of Exceptions & Deviations Annexure C g. Format for submission of vendor data Annexure D h. Tender Acceptance Letter Annexure E 2. Quotations shall be liable to be rejected if there is/are any deviation(s) from the specifications. 3. Escalation in price deviation from delivery schedule, terms and conditions will not be permitted in your quotation. Statutory Taxes & Duties should be shown separately from the price. 4. Catalogue, literature, specification details should accompany the quotation. Incomplete quotations are liable to be rejected. 5. Any deviation from specification & terms & conditions to be mentioned as schedule of exceptions & deviations vide Annexure C. Any deviations whether technical or commercial stated elsewhere in the bid shall not be taken into account and liable to be rejected at the discretion of the management. 6. Vendor Data should be submitted in the Format for submission of Vendor Data as per annexure D. 7. Quotation should be submitted in Single bid system. 8. Quotation should be submitted in sealed envelope. Page 4 of 13

5 Annexure 2 Price Bid Format S.No. Description of item Qty Unit Basic Price (Rs.) Sales /VAT/ Service Tax (Rs.) Total Value (Rs) 1. Support for ERP system at CEL that includes provision of two dedicated personnel in CEL to do the works as defined in the scope of work. 1 Year Terms & Conditions:- 1. Basis of Price : 2. Service Tax : 3. Delivery Schedule : 4. Payment Terms : 5. Validity of Quotation : Signature & Stamp of Organization Page 5 of 13

6 Eligibility criteria & documents required: Annexure A 1. The firm should be Gold partner or Associate/authorized representative of M/s Microsoft. 2. The company s turnover should be more than Rs.1 crore in any of 2 years out of last three years specifically in ERP implementation. Copy of Balance Sheet may be enclosed 3. The company must have experience in installation & commissioning and/or maintenance of ERP based on Microsoft Navision 2009/2013. User certificate for the same may kindly be included in support of this claim. 4. The consultants must have 5 years experience in ERP Navision. P.O. copy of last 3 years to be enclosed. 5. The company must have experience of installation and commissioning of MS Server 2008 and MS NAV Scope of work in ERP: 1. Overall maintenance of the ERP Navision 2009 system including provision & installation of patches and upgrades. 2. Regular backup of the ERP system in media to be provided by CEL. 3. Solving problems that the ERP system users face in day-to-day operating of the system Changes in programs that may be required to solve problems being faced by users Improvement in the processes to simplify or improve the existing processes that may need such changes 6. Adaptation of the ERP system to changes in CEL and its working that may be required The AMC vendor shall provide two persons in CEL from Monday to Friday from 0900 hrs to 0530 hrs. One of the person shall take care of the finance module and the other shall take care of the manufacturing and other modules, Those persons shall also coordinate with other experts to solve the problem that may arise in the above scope of work. The support will ensure vendor ledger/customer ledger/sub ledger/gl Account/Inventory should tally with Trial Balance within specified period as decided by CEL. 9. Returnable gate pass process to be incorporated in the ERP system. 10. Various reports should tally with General Ledger & reports are to be customized as per CEL format/requirement. 11. Preparation of quarterly balance sheets and P&L statement of the company as well as for different business units. Page 6 of 13

7 12. Dashboards for all HODs. Further.they need to undertake to complete HRMS & Payroll integration. 13. The supporting staff will issue operating manuals to all users. 14. Any other work assigned/requirement from time to time. Page 7 of 13

8 Annexure B Terms and Conditions: 1. The firm shall depute two persons in CEL from Monday to Friday from 0900 hrs to 0530 hrs. One person shall take care of the finance module and the other shall take care of the manufacturing module among other modules. 2. Name & bio-data of the consultant including their experience who will be deputed for CEL is to be attached. 3. One consultant should be from finance side and must have passed CA/ ICWA/ MBA(Finance) degree with Microsoft certificate. The other consultant should have expertise in manufacturing and other module and must be an Engineer /MCA with Microsoft certificate. 4. The firm must keep a backup consultant also who will be deputed to CEL when the main personnel are on leave or engaged elsewhere. 5. CEL will not allow any other consultant to work in CEL unless a written approval from CEL is obtained for the same. 6. Payment terms : Shall be done monthly after satisfactory completion of the work within 10 days. Suitable proportionate deduction from payment will be done if consultants are not deputed or any loss caused to the company due to its negligence/delay in timely delivery of solutions. 7. The consultants can avail canteen facility as per Company rules. 8. The performance of the firm will be reviewed on monthly basis. If work is found unsatisfactory, the contract can be terminated after one month notice. 9. Earnest money amount of 30,000/- in the form of demand draft favoring Central Electronics Limited and payable at Delhi,and valid for 3 month to be submitted along with tender documents. No interest shall be payable on the earnest money deposited by bidder/ tenderer. The earnest money may be deposited through TT/SWIFT into CEL s account with Syndicate Bank. The details of account are as below: Beneficiary Name: Central Electronics Limited Beneficiary Account Number/IBAN: Beneficiary Bank SWIFT Address/BIC: SYNBINBB161 Beneficiary Bank Name: Syndicate Bank Beneficiary Bank Address: Sahibabad Branch, CEL Complex, Plot No. 1, Site 4, Sahibabad INDIA The earnest money (after deduction of bank charges, if any) of unsuccessful bidder / tenderer will be refunded within one month of finalization of tender. The earnest money of successful bidder would be converted into security deposit and would be returned (after deduction of bank charges, if any) to the bidder after 2 months of successful completion of work. Page 8 of 13

9 Exemption from submission of EMD: The following type of bidders are exempted from submission of EMD subject to submission of relevant documents mentioned herein: a) Micro & Small Enterprise registered with DIC or KVIC or KVIB or Coir Board or NSIC or DHH or any other body specified by Ministry of Micro, Small and Medium Enterprises, Govt. of India. A copy of valid registration certificate should be submitted with technical bid of quotation. 10. Validity of offer: The quotation/tender/bid submitted by the bidder/supplier shall be valid for a minimum period of three (03) months days from date of opening. 11. Submission of Tender: Tender/Quotation/Bid in sealed cover super-scribing the tender notice no., name of the item/work and due date should be delivered at the Office of the Asstt. General Manager, Materials Management Division, Central Electronics Limited, 4, Industrial Area, Saur Urja Marg, Sahibabad (U.P), INDIA. Last date of receiving of tenders/quotations is 06 th November, 2014 up to 1500 hrs IST. The offer shall be submitted in a single sealed envelope and marked with tender number and due date as detailed below: Envelope should contain the following documents 1. Earnest Money Deposit demand draft or TT acknowledgement or the documents for exemption from submission of EMD (see Clause 9 of Annexure B) 2. Permanent Account No. (PAN), TIN No. ESI & PF No 3. Schedule of Exceptions & Deviation as per format at Annexure C 4. Filled up Format for Submission of Vendor Data as per format at Annexure D. 5. Tender acceptance letter as per format at Annexure-E 6. Supporting documents towards fulfilling of eligible criteria 7. Price Bid on company s letter head as per Price Bid format (Annexure-2) 12. Opening of Tenders: Quotations/bids/tenders will be opened on 06 th November, 2014 at 1530 hrs (IST) at Material Management Division, Central Electronics Limited, Sahibabad. 13. Arbitration: In case of a dispute related to the contract, Chairman-and-Managing Director of Central Electronics Limited, Sahibabad, India, shall nominate the arbitrator. Arbitration proceedings for this will be conducted in Delhi (India) in terms of relevant laws prevailing in India. Page 9 of 13

10 SCHEDULE OF EXCEPTIONS & DEVIATIONS ANNEXURE C SL. NO. BID DOCUMENT REFERENCE SUBJECT DEVIATION SECTION NO. PAGE NO. CLAUSE NO. NOTE: 1. If unavoidable, Tenderer may indicate deviations to the requirements of the bid Document only in this format. If this sheet is left blank or No deviation is mentioned, it would be considered that there are no technical or commercial deviations. 2. Tenderer shall furnish Technical and Commercial deviations, if any, in this format only but separately. 3. Any deviations stated elsewhere in the bid shall not be taken into account and may render the bid non-responsible and liable to be rejected. Seal & Signature of Tenderer (s) : Name of Tenderer (s) : DATE: Page 10 of 13

11 Annexure D Format for submission of Vendor Data 1. Name of vendor 2. Registered Address Phone No. Fax No. Name of Proprietor/ CEO/Chairman Phone/Mobile No. id 3. Factory Address Phone No. Fax No. id 4. Delhi/NCR Address (if any) Phone No. Fax No. id 5. Correspondence Address 6. Name of Contact Person Designation Phone/Mobile no. Fax No. id 7. Website Page 11 of 13

12 8. Sales Tax related information TIN No. L.S.T. No. C.S.T. No. Sales Tax Exemption No. (if any) 9. Income Tax related information PAN No. PAN reference no. (in case PAN applied for) PAN Status (in case PAN applied for) 10. Excise duty related information ECC No. Range Collectorate 11. Registration No. with Directorate of Industries 12. MSE registration no. (for Mirco & Small Enterprise) 13. Name & address of organization with whom MSE is registered 14. Whether MSE is owned by ST/SC? 15. Bank related information Bank name Branch name Bank address Bank phone no. Bank fax no. Bank MICR Code (9 digit) RTGS-IFC Code Account type Account no. Swift Code Yes / No (please strike-off non-relevant and attach supporting document) I certify that the information given herein is correct to the best of my knowledge and belief. Signature of Proprietor/CEO/Chairman Seal of the company/concern Page 12 of 13

13 Annexure E TENDER ACCEPTANCE LETTER To, Date: Sub: Acceptance of Terms & Conditions of Tender. Tender Reference No: Name of Tender / Work: - Dear Sir, 1. I/ We have downloaded / obtained the tender document(s) for the above mentioned Tender/Work from the web site(s) namely: as per your advertisement, given in the above mentioned website(s). 2. I / We hereby certify that I / we have read the entire terms and conditions of the tender documents from Page No. to (including all documents like annexure(s), schedule(s), etc.,), which form part of the contract agreement and I / we shall abide hereby by the terms / conditions / clauses contained therein. 3. The corrigendum(s) issued from time to time by your department/ organization too have also been taken into consideration, while submitting this acceptance letter. 4. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) /corrigendum(s) in its totality / entirety. 5. In case any provisions of this tender are found violated, then your department/ organisation shall without prejudice to any other right or remedy be at liberty to reject this tender/bid including the forfeiture of the full said earnest money deposit absolutely. Yours Faithfully, (Signature of the Bidder) Page 13 of 13

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