Tender Document for Scanning/Outputting (Imagesetting) Work

Transcription

1 NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) (CSIR) Tender Document for Scanning/Outputting (Imagesetting) Work ( i ) Last date of collecting tender : (upto Hours) ( ii ) Last date for submission of bids : (upto Hours) ( iii ) Date of opening of technical bids : (at Hours) Note Financial bids of tender will be opened after evaluation of the technical bids and successful bidders of technical evaluation shall be informed about the opening date of financial bids. Cost of tender document Rs. 300/- EMD:Rs.20,000/- 1

2 National Institute of Science Communication and Information Resources (NISCAIR) Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi Bid Document No. Date of Issue... Name of the Firm: Important Notice An incomplete and/or late bid is liable to be rejected. To aid the bidders in submitting complete, a checklist is included in the bid document (Annexure - 0). The bidders must fill this and submit along with their bid. 2

3 CONTENTS Invitation for the Bids 4 Chapter 1 Instructions to Bidders 5 Chapter 2 General Terms & Conditions 11 Chapter 3 Schedule of Requirements 14 Chapter 4 Details of Technical Specifications 15 Chapter 5 Price Schedule 16 Chapter 6 Contract Form 17 ANNEXURE 0 Check List for Bid Submission 20 ANNEXURE 1 Proforma for Bank Guarantee for Performance Security 22 ANNEXURE 2 Bid Form (Technical Bid) 23 ANNEXURE 3 Bid Form (Financial Bid) 25 ANNEXURE 4 Questionnaire 27 3

4 INVITATION FOR THE BIDS Scanning/Outputting(Imagesetting) Work 1.1 Sealed bids in two parts, i.e., Technical Bid and Financial Bid are invited for the Scanning/Imagesetting Work of various type of jobs of NISCAIR for two years. It is planned to prepare a panel of 2 High Quality Scanning / Outputting(Imagesetting) firms who can execute the jobs on tight schedules as and when required. The bidder may inspect various publications published by NISCAIR and have an idea about the nature of work involved in order to make estimates about the cost of work required to be done. Contact person : Controller of Administration (COA) or Head, Production National Institute of Science Communication And Information Resources Dr. K.S. Krishnan Marg (Pusa Campus) New Delhi The bids complete in all respects and addressed to the DIRECTOR, NISCAIR, should reach at the following address latest by hours on NISCAIR BOOKSHOP National Institute of Science Communication and Information Resources Dr. K.S. Krishnan Marg (Pusa Campus) New Delhi Ph: ; Fax: , Website: Technical Bid will be opened in the Conference Hall of NISCAIR on the same day at hours in the presence of bidders or their authorized representatives who choose to be present and whose EMD is in order. 4

5 Chapter Eligible Bidders INSTRUCTIONS TO BIDDERS This invitation for bids is open to all quality Scanning/Imagesetting firms from Delhi only who fulfill the following conditions (1) The Bidder should have annual turnover about Rs. 25 lakhs from high quality scanning/ outputting jobs (2) Bidder should have requisite machinery/equipment (as per Clause 1.4.2) and having minimum 3 years experience in the Scanning/ outputting work. 2.2 Cost of Bidding The bidder shall bear all costs associated with the preparation and submission of its bid. NISCAIR will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process. 1.3 The Bidding Documents The services required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids, the bidding documents include: (a) (b) (c) (d) (e) Instructions to bidders Schedule of requirements Technical Specifications and Price Schedule General Terms & Conditions Contract form, etc The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required or submission of bid not substantially responsive to the bidding documents in every respect will be at the Bidder s risk and may result in rejection of its bid. 1.4 Preparation of Bids Technical and Financial Bids The bids are to be submitted in two parts in separate sealed envelopes (a) Technical Bid + EMD (b) Financial Bid Technical Bid The Technical bid prepared by the bidder shall be provided in the following Model Response format : 5

6 Model Response Outline 1. The firm should have annual turnover of Rs. 25 lakhs from high quality scanning/outputting jobs 2. The following equipment/facilities are important factor for award of work: (a) High-end P C / MAC work station (Minimum four P-IV computers). (b) Latest versions of MS Word, PageMaker, CorelDraw, Photoshop, InDesign, Illustrator, Quark Express, WinZip and all sort of designing fonts. etc. and should be able to output from EPS, PDF files and Scanned Tiff images. (c) Media compatibility for transportation of digital data _ CDs, DVDs, Zip drives, Pen Drive (d) Laser printers. (e) Drum type scanner or high end flatbed scanner with the capability of scanning (A3 Size) (a) Transmission (b) Reflection and (c) Text data in 2000 DPI (min 150 LPI) resolution. (f) Image setter (A2/A3 size), around 2540 DPI resolution. Facility for output with imposition in one-piece film. Optional (g) (h) Color Proofing Machine Color Laser Printer 3. Work Experience List of other Govt. Departments, Public Sector, State Govt., Autonomous Body & Reputed Major Media Firms/Publishers/Printers for which the bidder is having the similar kind of work. (Enclose work order of at least 5 firms from last 3 years) 4. Details regarding the list of Scanning, Image-setting and proofing Machinery/Equipment available with the bidder in single premises. 5. Copy of PAN Card 6. Valid Service Tax Registration Certificate 7. Copy of the last audited balance sheet of the vendor indicating the Turnover. 8. Bidders are expected to enclose printed samples and documents demonstrating their capabilities and qualifications to satisfy NISCAIR that the bidder will assume the total responsibility for the satisfactory execution for Scanning/Image setting work of NISCAIR publications. 9. Copy of Registration of your Firm / Company/Office at Delhi 10. Availability of internet access and related facilities. Bidder to give address of their website if available Financial Bid (i) The financial bid shall indicate the Unit prices for each and every item indicated in the specifications. (ii) Prices quoted by the bidder shall be fixed during the bidders performance of the contract/ empanelment and not subject to variation on any account. A bid submitted with an adjustable price, quotation will be treated as non-responsive and will be rejected. (iii) All prices and other information like discount, etc., having a bearing on the price shall be written both in figures and words in the prescribed offer form. If there is discrepancy between the price/information quoted in words and figures, the price/information quoted in words will be treated as final. (iv) The Bids should be typed or neatly handwritten. Cutting & overwriting is not allowed, otherwise bid may be rejected. 6

7 1.5 Submission of Bids Sealing and Marking of Bids (i) (ii) (iii) (iv) The bids shall be submitted in two separate sealed covers which shall be marked as Technical Bid and Financial Bid. The outer envelope containing Technical Bid and Financial Bid shall be addressed to The DIRECTOR, National Institute of Science Communication and Information Resources (NISCAIR), Dr K S Krishnan Marg, New Delhi The outer and inner envelopes shall indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared late. Telex, cable or facsimile bids will be rejected Deadline for Submission of Bids (i) (ii) Bids must be received by NISCAIR at the address given in Page 4 not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received up to the appointed time on the next working day. The Director, NISCAIR may, at his discretion extend this deadline for submission of bids by amending the bid documents, in which case all rights and obligations of NISCAIR and bidders previously subject to the deadline will thereafter be subject to the deadline as extended Late Bids Any bid received by NISCAIR after the deadline for submission of bids prescribed by the NISCAIR will be rejected and/or returned unopened to the bidder. 1.6 Bid Opening and Evaluation Opening of Technical Bids NISCAIR will open all technical bids in the first instance in the presence of bidders representatives, who choose to attend, at the time, on the date and at the place specified on Page 4. The bidders representatives present there, shall sign a register evidencing their attendance. In the event of the specified date of the bid opening being declared a holiday for NISCAIR, the bids shall be opened at the appointed time and location on the next working day Clarification of Bids (i) (ii) During evaluation of the bids, NISCAIR may at its discretion, ask the Bidder for clarification of its bid. The request for clarification and the response shall be in writing and no change in price or substance of the bid shall be sought, offered or permitted. No Bidder shall contact NISCAIR on any matter relating to its bid, from the time of the bid opening to the time the contract is awarded. If the Bidder wishes to bring additional information to the notice of NISCAIR, it should be done in writing. (iii) The tenderers could also be called for discussion and could also be allowed to modify their technical bids to suit the organizations requirement. The idea is to arrive at a threshold level of acceptability above which all the bidders shall be treated on par. Those whose technical specifications do not reach the threshold level of acceptability shall be rejected as technically unsuitable. (iv) Any effort by a Bidder to influence NISCAIR in its decisions on bid evaluation, bid comparison or empanelment/contract award decisions may result in rejection of the Bidder s bid. 7

8 1.6.3 Evaluation of Technical Bid ( i ) Prior to the detailed technical evaluation pursuant to Clause 1.4.2, NISCAIR will determine the substantial responsiveness of each bid to the Bidding Documents. For purpose of these Clauses, a substantially responsive bid is one which conforms to all the terms and conditions of the Bidding Documents without material deviations. (ii) A bid determined as not substantially responsive will be rejected by NISCAIR and may not subsequently be made responsive by the Bidder by correction of the non-conformity. (iii) The Technical bid evaluation will be done on the basis of bidder s response to Model Response Outline furnished in Clause (iv) Our Technical Team may visit any time to Bidder premises to evaluate Model Response Outline furnished in Clause The bidders short-listed by NISCAIR based on evaluation of their technical bids may be called for detailed discussions to a team selected by NISCAIR for the purpose, at a specified date, time and venue, if needed Opening of Financial Bids (i) (ii) (iii) NISCAIR will open the Financial bids of only those bidders which have been found to be technically qualified to undertake the job, pursuant to Clause The Financial Bids of the technically qualified bidders shall be opened in the presence of their representatives, who choose to be present, on a specified date and time and Venue. The date and time of opening of financial bids shall be informed to the technically qualified bidder Evaluation and Comparison of Bids (i) (ii) Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Vendor does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures, whichever is the higher of the two shall be taken as bid price. Bidders shall state their bid price for the payment schedule outlined in the Clause 2.4. Bids will be evaluated on the basis of this base price. Bidders are, however, permitted to state an alternative payment schedule and indicate the reduction in bid price they wish to offer for such alternative payment schedule. NISCAIR may consider the alternative payment schedule offered by the selected Bidder but it may not be binding on NISCAIR. 1.7 Empanelment/Award of Contract Empanelment/Award Criteria (a) (b) Subject to Clause 1.7.4, NISCAIR will empanel the successful Bidder(s) whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily. NISCAIR at its discretion may prepare a panel of Two High Quality Scanning/Imagesetting firms, the jobs can be given to a firms who execute quality works within a tight schedule as and when required. 8

9 (c) The lowest quoting vendor (LQ-1) will be determined on the basis of no. of items quoted lowest by the technically qualified bidders. (d) LQ-1 will have to match the Lowest determined rates of all the items of each quoted configuration together with optional items quoted by any of the responsive bidders. Lowest determined rates would be arrived at by taking lowest rates of all the items quoted by the responsive bidders. (e) The bidder offering the second lowest quote (LQ-2) will then be asked to match the price of (LQ-1) and placed on the panel. If LQ-2 does not agree, LQ-3 will be asked to match LQ-1. This way 3-4 bidders will be empanelled for a given period. If L2 or L3 does not agree to match the rates quoted by L1, then L1 should be the sole vendor. (f) As far as possible, the work shall be entrusted to empanelled firms equally (±15%). (g) This panel may be valid for a period of 24 months (TWO YEARS) from the date of signing of contract/award initially. However, the contract may be extended or curtailed at the discretion of the Director, NISCAIR, depending on the performance of the firm NISCAIR s Right to Accept any Bid and to Reject any or All Bids NISCAIR reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds for NISCAIR s action Notification of Award (i) (ii) Prior to the expiration of the period of bid validity, NISCAIR will notify the successful Bidder in writing by registered letter or by fax to be confirmed in writing by registered or hand delivered letter, that its bid has been accepted. The notification of Award will constitute the formation of the Contract Signing of Contract (i) (ii) At the same time as NISCAIR notifies the successful Bidder that its bid has been accepted, NISCAIR will send the Bidder the Contract agreement as per Form provided in Chapter 6 of the Bidding Documents, incorporating all agreements between the parties. Within three (3) days of receipt of the Contract Form, the successful Bidder shall sign and date the Contract and return it to NISCAIR Performance Security (i) (ii) The Vendor should furnish performance security to NISCAIR for an amount of Rs /-..in accordance with the Conditions of contract (Clause 2.3), in the Performance Security Form prescribed by NISCAIR (Annexure-1) or another form acceptable to NISCAIR. The payment will be released subject to the production of this document. Failure of the successful Bidder to comply with the requirement of Clause or Clause 1.7.5(i) shall constitute sufficient grounds for the annulment of the award in which event NISCAIR may make the award to the next evaluated bidder or call for new bids Corrupt or Fraudulent Practices (i) (ii) Vendors shall observe the highest standard of ethics during the procurement and execution of the contract. NISCAIR will reject a proposal for empanelment if it determines that the Bidder recommended for empanelment has engaged in corrupt or fraudulent practices in competing for the contract in question. 9

10 (iii) NISCAIR will declare a firm ineligible, either indefinitely or for a stated period of time, if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for this bid, or in executing the contract Miscellaneous (i) (ii) It will be imperative on each bidder to fully acquaint itself of all the local conditions and factors which would have effect on the performance of the work and its cost. During the validity of this bid or during the extended period, if any, if the bidder provides the same or equivalent services to any other Department/Organisation in India at a price lower than the price fixed for NISCAIR, the bidder shall automatically pass on the benefits to NISCAIR. 1.8 Factors affecting the Chances of Empanelment (i) The bidder should have their own Contract support facilities in one premises. The support facilities should be fully owned and managed by the bidder. (ii) The bidder must have (a) Highend PC/MAC Work station (Min. four P-IV computers) (b) Drum scanner or High-end Flatbed Scanner A3 Size and (c) Imagesetter A2/A3 size with higher resolution (d) High speed Internet facility for receiving the file from (internet) (e) Facility of output with imposition in one piece Formwise film positive (f) Facility to output from latest versions of MS Word, PageMaker, CorelDraw, Photoshop, InDesign, Illustrator, Quark Express, Winzip and should be able to output from EPS & PDF files and Scanned Tiff images files (iii) Conformity with the Request for Bid/Tender required and conditions. (iv) (v) (vi) The assessment based on the response to Model Response Outline The assessment of the capability of the bidder to meet the terms and conditions. At least five work orders for quality scanning/imagesetting work from Government Department, Public Sectors, Publishers, Printers etc.. (vii) The assessment of the capability of the bidder with respect to facilities and equipment/ machinery available with the printer. 10

11 Chapter 2 GENERAL TERMS & CONDITIONS 2.1 Definitions and Interpretation In this contract, the following terms shall be interpreted as indicated: (i) (ii) (iii) (iv) (v) (vi) The Contract means the agreement entered into between NISCAIR and the Vendor as recorded in the Contract Form signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein; The Contract Price means the price payable to the Vendor under the Contract for the full and proper performance of its contractual obligations; NISCAIR means the organization intending to get Printing & Binding services. It means and includes an officer who is authorised on behalf of the Director, National Institute of Science Communication And Information Resources, Dr K S Krishnan Marg (Near Pusa Gate), New Delhi The Vendor means the firms providing the desired services under this Contract; The Site means the NISCAIR Campus; and Day means calendar day. 2.2 General Terms & Conditions of the Contract 1. Quotation must be submitted ONLY ON THE ENCLOSED PROFORMA and every page must be signed by the authorised official of the quoting firm, failing which it is liable to be rejected. 2. If the firm fails to execute the job within the stipulated time or leaves the job incomplete or refuses to complete the work or takes more time than the schedule fixed then the firm will be liable to be 1% to maximum 10%. The Director, NISCAIR, reserves the right to impose a penalty at his discretion. In such cases, The Director, NISCAIR reserves the right to the termination of the empanelment/contract without any advance notice and the firm will be black-listed. 3. Bills will be accepted and admitted only after satisfactory completion of the work and its approval. The firm should submit pre-receipted bills in triplicate accompanied by the delivery challans. 4. The Institute reserves the right to terminate the contract at any time without assigning any reason. In case of any dispute arising out of the job contract, the decision of the Director, National Institute of Science Communication And Information Resources will be final. 5. The Director, NISCAIR reserves the right to get any job printed from any printing enlisted in panel. 6. There will not be any enhancement of rates quoted and approved during the period of contract. 7. In case of (I) Default in maintaining time schedule ; 11

12 (II) Delayed and/or bad quality work. Penalty as per rules would be levied. 8. The firm would have to provide free messenger service for collecting the material and delivery of scanned material at our Office. 9 The firm has to ensure safe custody of photographs, T.Ps., floppies, CDs,DVDs, zips, Pen Drives etc. and in case of any loss or damage the firm would have to make good the loss at his costs. 10. The inputting jobs have to be provided by the firm in CDs at their own costs. No extra payment would be made. 11. Sub-contracting is not allowed. 12. Final deductions in the bill on account of short supply or bad quality would be done by the Institute. 13. This panel may remain valid for a period of 24 months (TWO YEARS) initially. However, the contract may be extended or curtailed at the discretion of The Director, NISCAIR, depending on the performance of the firm. 14. The Earnest Money (EMD) amounting to Rs 20,000/-(Rupees Twenty thousand only ) by way of Demand Draft in favour of The Director, NISCAIR, New Delhi issued by a scheduled bank, should accompany the original tender. All tenders which are received without earnest money will be rejected. 15. The earnest money will be liable to be forfeited if the tenderer withdraws or amends, impairs or derogates from the tender in any respect within the period of validity of his tender or fails to furnish the Security Deposit. 16. The earnest money can be adjusted against the Security Deposit required to be furnished by the successful tenderer. 17. Earnest Money is liable to be forfeited if the contractor selected for the work fails to confirm the acceptance of the order within seven days from the date of intimation to that effect or fails to start the work from the date of commencement given in the work order. 18. Canvassing in connection with the tender is strictly prohibited and the tenders submitted by the contractor who resort to canvassing will be liable to rejection on that ground alone. 19. The award of Scanning/Image-setting work will be made on the basis of evidence of their experience and performance in their respective areas and not merely on the basis on lowest rate basis. 20. The firm entrusted with NISCAIR s Scanning jobs shall execute the work in the most business like manner maintaining optimum and high standards in all respects, without any compromise at any stage of execution. 21. Tenderer are requested to please enclose a pre-receipt towards the receipt of their earnest money so that the same may be returned to unsuccessful bidders. 12

13 22. Bids should be submitted in a SEALED COVER with quoting reference written on the envelope in the name of Director, NISCAIR, DR. K.S.KRISHNAN MARG, NEW DELHI They will be received upto P.M. on or before Dated and will be opened at P. M. on the same day at NISCAIR Building, in the presence of the authorised representative of quoting firm ( One member only). 23. Bids and/or earnest money(emd) received after pm on whether sent by post or delivered in person are liable to be rejected. 24. The Director, NISCAIR reserves the right to accept or reject any or all bids without assigning any reason and engage more than one contractor for award of Scanning/Outputting jobs. 2.3 Performance Security ( i ) The Vendor/Contractor should furnish Performance Security to NISCAIR for an amount of Rs. 50,000/-(Rupees fifty thousand only) valid up to 28 months from the date of implementation of the Contract. (ii) (iii) The proceeds of the performance security shall be payable to NISCAIR as compensation resulting from the Vendor s failures to complete its obligation under the contract. The performance security shall be in one of the following forms (a) A Bank guarantee from a scheduled bank in a form provided by NISCAIR (Annexure-1) or another form acceptable to NISCAIR, or a Bankers Cheque or Demand draft. 2.4 Payment Conditions Payment will be made within 30 days after receiving bills and satisfactory execution of the jobs. The Director, NISCAIR reserves the right to make suitable deduction from the Bill in case scanning work is delayed and the quality is not found satisfactory. 13

14 Chapter 3 SCHEDULE OF REQUIREMENTS The National Institute of Science Communication and Information Resources (NISCAIR) is a constituent unit of the Council of Scientific & Industrial Research (CSIR). The R&D Programmes being under taken at NISCAIR are geared towards meeting the information needs of the different segment of the society. Apart from bringing out a variety of scientific and technical publications, providing information services and training in Science Communication, NISCAIR undertakes consultancy work in designing, editing and publication of journals, books and reports etc. NISCAIR has also an active programme in electronic publishing and undertake consultancy work in CD-ROM publishing and IT facilities are also being developed. NISCAIR is situated in Pusa Campus (near Pusa Gate), Dr K S Krishnan Marg, New Delhi The campus of the Institute is spread over 2.4 hectare. It has a main building m 2 located almost in the Centre of the Campus surrounded by Front, back and side lawns. The main building has ground plus two floors. Here is an annexe building and five temporary structures (sheds) spread around the main building, and two gates with security cabins at boundary of the campus. 3. Scope of Work and Requirements It is planned to prepare a panel of Two Scanning/Outputting(Imagesetting) firms who could provide High Quality Scanning/outputting services as per terms and conditions in the tender document to our satisfaction. NISCAIR is publishing/printing a number of Books, Reports, Brochures, Covers, Folders in single or multicolours and the scanning firm may be required to undertake scanning jobs as and when required. The jobs are of highly prestigious nature and hence their quality and schedule have to be scrupulously maintained. The total value of Scanning/ Outputting(Imagesetting) work may be around Rs. Eight lakhs in a year. In case there is any delay in supplying the scanning/outputting jobs to NISCAIR, the Director, NISCAIR reserves the right to withdraw the job and no payment would be made for any part of the job completed or in progress. The detailed technical specifications and the items for which rates are required, are given in Chapter 4 & 5. 14

15 1. SCANNING Chapter 4 DETAILS OF TECHNICAL SPECIFICATIONS (a) Four Colour Photo/TP and provide Film Positives 2. SYSTEM INPUTTING (Including photo placement work, etc.) (a) Black & White photo/t.p. (b) Four Colour Photo/T.P 3A. SYSTEM OUTPUTTING (a) Single Colour (b) Two Colour (c ) Three Colour (d) Four Colour 3B. FORM MAKING 4. CAMERA PROCESSING Negative Making Negative + Positive Making 5. CONTACT UPS/Addl. Sets 6. PROOFING CHARGES Machine Proofs 7. FERRO PRINT 8. SYSTEM CHARGES Work (Rate per hour) Signature.. Name:... Addrress:.. Office Stamp:... 15

16 Quote your rates for the following: Items Chapter 5 PRICE SCHEDULE (The price should be typed or neatly handwritten. Cutting & overwriting is not allowed, otherwise bid may be rejected) SCANNING/SYSTEM OUTPUTTING Rate for Minimum Size (50 sq. inch) Rate per sq inch (above minimum Size) 1. SCANNING (a) Four Colour Photo/TP and provide Film positives 2. SYSTEM INPUTTING (Including photo placement work, etc.) (a) Black & White Photo/T.P. Rs. (In figures) Rs. (In words) Rs. (In figures) Rs. (In words) (b) Four Colour Photo/T.P 3A. SYSTEM OUTPUTTING (a) Single Colour (b) Two Colour (c ) Three Colour (d) Four Colour 3B FORM MAKING CHARGES (4pp/8pp/16pp) 4. CAMERA PROCESSING (a) Negative Making (b) Negative + Positive Making Rs per form 5. CONTACT UPS / Addl Sets (a) Single Colour (b) Two Colour (c ) Four Colour 6. PROOFING CHARGES Machine Proofs Rs.per sq. inch 7. FERRO PRINT Rs.per sq. inch 8. SYSTEM CHARGES Rs.per hour Pl Note:. Service Tax/Vat as admissible is payable Signature.. Name:... Addrress:.. Office Stamp:... 16

17 Chapter 6 CONTRACT FORM This agreement made the.day of.2011 between National Institute of Science Communication & Information Resources (Hereinafter the NISCAIR ) of one part and (Name of the Vendor (Hereinafter the Vendor ) of the other part. Whereas NISCAIR invited bids for certain services, viz. Scanning/Imagesetting, and has accepted a bid by the supplier for the supply of those services in the sum of Rs. (Rs....) (Contract Prices in words and figures) (hereinafter called the Contract Price ) Now this agreement is witnessed as follows: 1. In this agreement, words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to. 2. The following documents shall be deemed to form and be read and construed as part of this agreement, viz., (a) the bid form and the price schedule submitted by the bidder (b) the technical specifications (c) the General terms and conditions of the contract (d) NISCAIR s notification of award 1. In consideration of the payments to be made by NISCAIR to the Vendor as hereinafter mentioned, the Vendor hereby covenants with the purchaser to provide the services and to remedy defects therein conformity in all respects with the provisions of the contract. 17

18 2. NISCAIR hereby covenants to pay the Vendor in consideration of the provisions of services, the contract price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the contract. Brief particular of the Vendor are as under: TOTAL VALUE: In Witness whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written. Signed sealed and delivered by the Said...(for the purchaser) In the presence of. Signed sealed and delivered by the Said...(for the supplier) In the presence of. 18

19 ANNEXURES/ FORMATS FOR BID SUBMISSION 19

20 ANNEXURE - 0 Check List for Bid Submission The following check-list must be filled in and submitted with the bid/tender document: 1. EMD Yes/No 2. Technical Bid 1. Has the bid document been issued to you? Yes/No 2. Have you attached the bid form shown in Annexure-2 with duly signed Tender Documents, being acceptance of Terms & Conditions? Yes/No 3. Have you attached proof of Registered Office at Delhi.? Yes/No 4. Have you attached a copy of the last audited balance sheet of your firm? Yes/No 5. Have you provided details of Scanning, Outputting, Machinery/Equipments available with you? Yes/No 6. Have you attached the copy of Registration of your Firm/Company? Yes/No 7. Have you attached copy of PAN CardCreated by USER Yes/No 8. Have you attached proof of Valid Service Tax Registration Certificate Yes/No 9. Have you attached copies of relevant work orders Yes/No 10. Have you attached Questionnaire in Annexure 4? Yes/No 11. Have you enclosed samples of jobs. Yes/No 3. Financial Bid 10. Have you attached the Bid Form in the format shown in Annexure- 3? Yes/No 11. Have you attached the Price Schedule for the services offered in the format specified in Chapter 5. Yes/No 20

21 Please arrange your bid/tender document for each part as given below: I. EARNEST MONEY DEPOSIT (EMD) II. TECHNICAL BID 1. Registered Office at Delhi. 2. Bid Form (Annexure 2) with duly signed Tender Documents, being acceptance of Terms & Conditions 3. Copy of the last audited balance sheet of the company/firm. 4. Technical details of the services offered. 5. Copy of Registration of your Firm / Company/Office at Delhi 6. Copies of relevant work orders. 7. List of Designing, Scanning / Outputting / Machinery / Equipments. 8. Questionnaire (Annexure 4). 9. Copy of PAN Card 10. Copy of Valid Service Tax Registration/VAT Certificate. III. FINANCIAL BID 1. Bid Form (Annexure - 3). 2. Price Schedule for Services offered (Chapter 5). 21

22 ANNEXURE-1 PROFORMA FOR BANK GUARANTEE FOR PERFORMANCE SECURITY (To be stamped in accordance with the stamp act) Ref: :.. Bank Guarantee No To The Director National Institute of Science Communication & Information Resources Dr. K.S. Krishnan Marg, New Delhi Dear Sir, In accordance with the Award of Scanning/Outputting(Imagesetting) Work Contract at NISCAIR, M/s (hereafter called the Vendor) having their Registered/Head Office at wish to avail the same. As an irrevocable Bank Guarantee against supply of goods and its warranty for an amount of Rs (Rupees.. ), equivalent to the.% of the contract price is required to be submitted by the Vendor as a condition precedent for the award of contract, which amount is liable to be forfeited/adjusted on the happening of any of the following: 1. If the Vendor withdraws his contract during the period of contract specified by the Vendor on the bid form. 2. If the Vendor, having been accepted the Award of contract (a) fails or refuse to execute the contract within the stipulated time, i.e., 10 days (b) fails or refuse to provide the satisfactory services during the warranty period. We, the Bank at having our head office at.and local office Guarantee and undertake to pay immediately on demand by National Institute of Science Communication & Information Resources, the amount of Rs.... (Rupees.) without any reservation, protest, demur and recourse. Any such demand made by National Institute of Science Communication & Information Resources shall be conclusive and binding on us, irrespective of any dispute or difference raised by the Vendor. The Guarantee shall be irrevocable and shall remain valid up to.., if any further extension of any guarantee is required, the same shall be extended to such required period on receiving instructions from M/s on whose behalf this guarantee is issued. In witness whereof the bank through its authorised officer, has set its hand and stamps on this. day of Witness 1) Signature:.. Name.. Address.. 2) Signature. Signature.. Name: Address 22 Name (Designation with stamp).

23 BID FORM (Technical Bid) ANNEXURE - 2 (To be submitted on the firm s letter head and signed by an authorised person.) To The Director National Institute of Science Communication and Information Resources Dr K S Krishnan Marg New Delhi Ref : Bid Document No Dated Sir, Having examined the bidding documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer for Scanning/Imagesetting work as per the schedule of requirements and in conformity with the said bidding documents. We undertake, if our bid is accepted, to provide Scanning/Outputting(Imagesetting) Services in accordance with the schedule specified in the bidding documents. If our bid is accepted, we will submit a bank guarantee for the sum equivalent to Rs... of the Estimated Contract Price for the due performance of the Contract, in the form prescribed by the NATIONAL INSTITUTE OF SCIENCE COMMUNICATION & INFORMATION RESOURCES. We agree to abide by this bid for a period of Ninety days after the date fixed for opening and it shall remain binding upon us and may be accepted at any time before the expiration of that period. WE DECLARE 1. That we are equipped with adequate machinery for undertaking Scanning/Imagesetting work of NISCAIR. 2. We hereby offer to supply the Services at the prices and rates mentioned in the Financial Bid. 3. We enclose herewith the complete Technical Bid as required by you. This includes: Bid form Copy of the last audited balance sheet of the company. Details of income tax registration and Income tax clearance certificate Technical details of the services offered Copies of relevant work orders Details of Machinery/equipment available with us for undertaking the jobs. Copy of Registration of Firm/Company. 23

24 4. We have carefully read and understood the terms and conditions of the bid/tender documents and the conditions of the contract applicable to the bid document and we do hereby undertake to provide services as per these terms and conditions. 5. Certified that the bidder is: a sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of the sole proprietor, or a partnership firm, and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/by virtue of general power of attorney, or a company and the person signing the document is the constituted attorney. (NOTE: Delete whatever is not applicable. All corrections/deletions should invariably be duly attested by the person authorised to sign the bid document) 6. We do hereby undertake, that, until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us. Dated this day of Details of enclosures. Signature of Bidder Full Address : :. Telephone No :... Telegraphic Address: Fax No : COMPANY SEAL 24

25 ANNEXURE - 3 Bid Form (Financial Bid) (on the letter head of the firm submitting the bid document) To The Director National Institute of Science Communication & Information Resources Dr K S Krishnan Marg New Delhi Ref: Bid document No:.. Dated.... Sir, Having examined the bidding/tender documents and having submitted the technical bid for the same, we, the undersigned, hereby submit the financial bid for Scanning/Imagesetting work as per the schedule of requirements and in conformity with the said bidding documents. We hereby offer to supply the Services at the prices and rates mentioned in the Commercial Bid. We do hereby undertake, that, in the event of acceptance of our bid, the supply of Services shall be made as stipulated in the schedule to the Bid document and that we shall perform all the incidental services. We enclose herewith the complete Financial Bid as required by you. This includes: Bid Letter Price Schedule (Chapter 5) Statement of deviations from Financial Terms and Conditions (if any) We agree to abide by our offer for a period of 90 days from the date fixed for opening of the bid documents and that we shall remain bound by a communication of acceptance within that time. We have carefully read and understood the terms and conditions of the bid document and we do hereby undertake to abide as per these terms and conditions. The Financial Deviations are only those mentioned in the statement of deviations from financial terms and conditions. 25

26 Certified that the bidder is: a sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of sole proprietor, or a partnership firm, and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/ by virtue of general power of attorney, or a company and the person signing the bid document is the constituted attorney. (NOTE: Delete whatever is not applicable. All corrections / deletions should invariably be duly attested by the person authorised to sign the bid document.) We do hereby undertake, that, until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us. Dated this day of Signature of Bidder Details of enclosures: Full Address :.. Telephone No. Telegraphic Address:.. Fax No COMPANY SEAL 26

27 ANNEXURE - 4 QUESTIONNAIRE Do You Have the following Facilities 1. SCANNER Qty/Make Drum Scanner/Flatbed Scanner Yes No Size : A3 Yes No Should be able to Scan : (i) Transmission; (ii) Reflection and Yes No (iii) Text Data Resolution above 2000 DPI Yes No Screen Ruling ( min 150 LPI) Yes No 2. IMAGE SETTER Size : A2/A3 Yes No High Resolution Yes No Form Making Facility Yes No 3 LATEST VERSIONS OF SOFTWARES Yes No 4. PROOFING Facility to provide digital colour laser proof of designs Yes No Facility to provide machine proofs of the scanned material. Yes No Facility to Provide Ferro Print of the formwise positives Yes No 5. PROCESS CAMERA Yes No Signature.. Name:... Addrress:.. Office Stamp:... 27