Page 1 of 65. e-tender/hartron/proc/ /software/31

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1 E-Tender For Purchase of Barcode Based Inventory Management Software, Netsparker Professional Web Application Security Scanner Software and Nessus Professional Software Haryana State Electronics Development Corporation Limited SCO , Sector 17-B Chandigarh Phone , , , md@hartron.org, marketingdivision@hartron.org Website: Page 1 of 65

2 INDEX INTRODUCTION... 4 SECTION IMPORTANT INFORMATION... 5 SECTION INSTRUCTION TO BIDDERS ON ELECTRONIC TENDERING SYSTEM... 8 SECTION SCOPE OF WORK SECTION ELIGIBILITY CRITERIA SECTION LIST OF REQUIRED SOFTWARE SECTION GENERAL INSTRUCTIONS AND BID PREPARATION AND SUBMISSION SECTION TENDER OPENING AND EVALUATION SECTION TERMS AND CONDITIONS OF THE CONTRACT SECTION FORMAT TO RESPOND TO TENDER TECHNICAL BID COMMERCIAL BID SECTION ANNEXURES ANNEXURE Page 2 of 65

3 BIDDING DOCUMENT ACKNOWLEDGEMENT FORM ANNEXURE Letter of Undertaking ANNEXURE STATUTORY UNDERTAKING ANNEXURE TECHNICAL COMPLIANCE ANNEXURE CERTIFICATE OF DEALERSHIP/AUTHORIZATION LETTER/WARRANTY ANNEXURE UNDERTAKING FOR HONORING WARRANTY ANNEXURE CHECKLIST TO BE ENCLOSED WITH TECHNICAL BID APPENDIX REQUEST FOR CLARIFICATION APPENDIX POST-DELIVERY INSPECTION REPORT AND ACCEPTANCE SIGN-OFF APPENDIX DRAFT CONTRACT Page 3 of 65

4 INTRODUCTION Haryana State Electronics Development Corporation Ltd. (Hartron) is a Haryana State Govt. undertaking and is a Nodal Agency of Government of Haryana for the procurement of Electronics & IT related Hardware & Software products. As per the mandate, Hartron is procuring various types of software for all the State Govt. Departments Boards/Corporations Autonomous bodies and other State Govt. Organizations. As a part of the procurement process, Hartron invites e-tender for the procurement of the Barcode Based Inventory Management software on behalf of Punjab & Haryana High Court and Netsparker Professional Web application Security Scanner & Nessus Professional software on behalf of SIT, Haryana as per the terms and conditions specified in this tender document. Page 4 of 65

5 SECTION 1 IMPORTANT INFORMATION Page 5 of 65

6 Important Information 1. Tender Inviting Authority Designation and Address Haryana State Electronics Development Corporation Limited SCO , , Sector 17 B, Chandigarh 2. a) Name of the Work Supply & installation of Barcode Based Inventory Management software on behalf of Punjab & Haryana High Court and Netsparker Professional Web application Security Scanner & Nessus Professional software on behalf of SIT, Haryana b) Tender reference e-tender/hartron/proc/ /software/31 c) Place of Execution Chandigarh 3. a) Tender document availability a) Tender document cost 4. Publication of Tender Notice 5. Last date and time to receive the pre-bid clarifications 6. address for communication for any queries/clarifications Tender document is available at & The Payment for Tender Document Fee INR 1000/- (Rupees One Thousand Only) and eservice Fee Rs. 1000/- (Rupees one thousand only (Non refundable) can be made by eligible bidders / contractors online directly through Debit Cards & Internet Banking Accounts from 2.00 PM onwards upto 11.00AM through md@hartron.org, marketingdivision@hartron.org 7. Pre-bid conference at 4.00 P.M in the conference room of Hartron Bhawan, Bay 73-76, Sector-2, Panchkula. 8. Earnest Money Deposit (EMD) 9. Last date and time for submission of e-tender 10. Last date and time for submission of hard copy of technical e-bid 10.. Date and Time of Opening of Technical The Payment for EMD Rs. 50,000/- (Rupees fifty thousand only) can be made online directly through RTGS / NEFT and the bidder would remit the funds at least T + 1 day (Transaction + One day) in advance to the last day and make the payment via RTGS / NEFT to the beneficiary account number as mentioned in the challan by 3.00 PM by 3.30PM at Procurement Division Hartron Bhawan, Bay 73-76, Sector-2, Panchkula at 3:30 PM Page 6 of 65

7 Bids 11. Date and Time of Opening of Commercial Bids To be intimated later on 12. i. Eligibility Criteria: Please refer to the Section 4 of the Tender Document. ii. Two Bid System i.e. Stage-1 Technical Bid; Stage-2 Commercial Bid. Refer Section 6 of the Tender Document for details. iii. Bidders are advised to upload all the necessary documents to ascertain their eligibility criteria under Section -4 (Eligibility Criteria), Section-9 (Format to respond to tender and Section -10 (Annexure) while submitting the e-tender. Bidders are also requested to submit a hard copy of technical e-bids to Procurement Division after successful submission of e-bids. iv. Tenders received after due date and time will be summarily rejected. v. Any Bid not conforming to the format will be summarily rejected. Note: Bidders are advised to visit Hartron website i.e and e-procurement portal i.e of Haryana Govt. on regular basis for updates/corrigendum issued by Hartron related to the tender. Page 7 of 65

8 SECTION 2 INSTRUCTION TO BIDDERS ON ELECTRONIC TENDERING SYSTEM Page 8 of 65

9 2. INSTRUCTIONS TO BIDDER ON ELECTRONIC TENDERING SYSTEM These conditions will over-rule the conditions stated in the tender documents, wherever relevant and applicable. 2.1 Registration of bidders on e-procurement Portal:- All the bidders intending to participate in the tenders processed online are required to get registered on the centralized e - Procurement Portal i.e. Please visit the website for more details. 2.2 Obtaining a Digital Certificate: The Bids submitted online should be encrypted and signed electronically with a Digital Certificate to establish the identity of the bidder bidding online. These Digital Certificates are issued by an Approved Certifying Authority, by the Controller of Certifying Authorities, Government of India A Digital Certificate is issued upon receipt of mandatory identity (i.e. Applicant s PAN Card) and Address proofs and verification form duly attested by the Bank Manager / Post Master / Gazetted Officer. Only upon the receipt of the required documents, a digital certificate can be issued. For more details please visit the website The bidders may obtain Class-II or III digital signature certificate from any Certifying Authority or Sub-certifying Authority authorized by the Controller of Certifying Authorities Bid for a particular tender must be submitted online using the digital certificate (Encryption & Signing), which is used to encrypt and sign the data during of bid preparation stage. In case, during the process of a particular tender, the user loses his digital certificate (due to virus attack, hardware problem, operating system or any other problem) he will not be able to submit the bid online. Hence, the users are advised to keep a backup of the certificate and also keep the copies at safe place under proper security (for its use in case of emergencies) In case of online tendering, if the digital certificate issued to the authorized user of a firm is used for signing and submitting a bid, it will be considered equivalent to a noobjection certificate/power of attorney /lawful authorization to that User. The firm has to authorize a specific individual through an authorization certificate signed by all partners to use the digital certificate as per Indian Information Technology Act Unless the certificates are revoked, it will be assumed to represent adequate authority of the user to bid on behalf of the firm in the department tenders as per Information Technology Act The digital signature of this authorized user will be binding on the firm In case of any change in the authorization, it shall be the responsibility of management / partners of the firm to inform the certifying authority about the change and to obtain the digital signatures of the new person / user on behalf of the firm / company. The procedure for application of a digital certificate however will remain the same for the new user The same procedure holds true for the authorized users in a private/public limited company. In this case, the authorization certificate will have to be signed by the directors of the company. 2.3 Opening of an Electronic Payment Account: Page 9 of 65

10 For purchasing the tender documents online, bidders are required to pay the tender documents fees online using the electronic payments gateway service shall be integrated with the system. For online payments guidelines, please refer to the Home page of the e- tendering Portal Pre-requisites for online bidding: In order to bid online on the portal the user machine must be updated with the latest Java & DC setup. The link for downloading latest java applet & DC setup are available on the Home page of the e-tendering Portal. 2.5 Online Viewing of Detailed Notice Inviting Tenders: The bidders can view the detailed N.I.T and the time schedule (Key Dates) for all the tenders floated through the single portal e-procurement system on the Home Page at Download of Tender Documents: The tender documents can be downloaded free of cost from the e-procurement portal and Hartron website Key Dates: The bidders are strictly advised to follow dates and times as indicated in the online Notice Inviting Tenders. The date and time shall be binding on all bidders. All online activities are time tracked and the system enforces time locks that ensure that no activity or transaction can take place outside the start and end dates and the time of the stage as defined in the online Notice Inviting Tenders. 2.8 Bid Preparation (Qualification & Financial) Online Payment of Tender Document Fee, eservice fee, EMD fees of online Bids: The online payment for Tender document fee, eservice Fee & EMD can be done using the secure electronic payment gateway. The Payment for Tender Document Fee and eservice Fee can be made by eligible bidders/ contractors online directly through Debit Cards & Internet Banking Accounts and the Payment for EMD can be made online directly through RTGS / NEFT The secure electronic payments gateway is an online interface between contractors and Debit card / online payment authorization networks The bidders shall upload their technical offer containing documents, qualifying criteria, technical specification, schedule of deliveries, and all other terms and conditions except the rates (price bid) The bidders shall quote the prices in price bid format If bidder fails to complete the Online Bid Preparation & Submission stage on the stipulated date and time, his/hers bid will be considered as bid not submitted, and hence not appear during tender opening stage Bidders participating in online tenders shall check the validity of his/her Digital Signature Certificate before participating in the online Tenders at the portal Page 10 of 65

11 2.8.7 For help manual please refer to the Home Page of the eprocurement website at and click on the available link How to..? to download the file. 2.9 Guideline for Online Payments in e-tendering Post registration, bidder shall proceed for bidding by using both his digital certificates (one each for encryption and signing). Bidder shall proceed to select the tender he is interested in. On the respective Department s page in the e-tendering portal, the Bidder would have following options to make payment for tender document & EMD: i. Debit Card ii. Net Banking iii. RTGS/NEFT Operative Procedures for Bidder Payments A) Debit Card The procedure for paying through Debit Card will be as follows. (i) Bidder selects Debit Card option in e-procurement portal. (ii) The e-procurement portal displays the amount and the card charges to be paid by bidder. The portal also displays the total amount to be paid by the bidder. (iii) Bidder clicks on Continue button (iv) The e-procurement portal takes the bidder to Debit Card payment gateway screen. (v) Bidder enters card credentials and confirms payment (vi) The gateway verifies the credentials and confirms with successful or failure message, which is confirmed back to e-procurement portal. (vii) The page is automatically routed back to e-procurement portal (viii) The status of the payment is displayed as successful in e-procurement portal. The e-procurement portal also generates a receipt for all successful transactions. The bidder can take a print out of the same, (ix) The e-procurement portal allows Bidder to process another payment attempt in case payments are not successful for previous attempt. B) Net Banking The procedure for paying through Net Banking will be as follows: (i) Bidder selects Net Banking option in e-procurement portal. (ii) The e-procurement portal displays the amount to be paid by bidder. (iii) Bidder clicks on Continue button (iv) The e-procurement portal takes the bidder to Net Banking payment gateway screen displaying list of Banks (v) Bidder chooses his / her Bank (vi) The Net Banking gateway redirects Bidder to the Net Banking page of the selected Bank (vii) Bidder enters his account credentials and confirms payment (viii) The Bank verifies the credentials and confirms with successful or failure message to the Net Banking gateway which is confirmed back to e-procurement portal. (ix) The page is automatically routed back to e-procurement portal (x) The status of the payment is displayed as successful in e-procurement portal. The e-procurement portal also generates a receipt for all successful transactions. The bidder can take a print out of the same. (xi) The e-procurement portal allows Bidder to process another payment attempt in case payments are not successful for previous attempt. C) RTGS/ NEFT Page 11 of 65

12 The bidder shall have the option to make the EMD payment via RTGS/ NEFT. Using this module, bidder would be able to pay from their existing Bank account through RTGS/NEFT. This would offer a wide reach for more than 90,000 bank branches and would enable the bidder to make the payment from almost any bank branch across India. I. Bidder shall log into the client e-procurement portal using user id and password as per existing process and selects the RTGS/NEFT payment option. ii. Upon doing so, the e-procurement portal shall generate a pre-filled challan. The challan will have all the details that is required by the bidder to make RTGS-NEFT payment. iii. Each challan shall therefore include the following details that will be prepopulated: Beneficiary account no: (unique alphanumeric code for e-tendering) Beneficiary IFSC Code: Amount: Beneficiary bank branch: Beneficiary name: iv. The Bidder shall be required to take a print of this challan and make the RTGS/NEFT on the basis of the details printed on the challan. v. The bidder would remit the funds at least T + 1 day (Transaction + One day) in advance to the last day and make the payment via RTGS / NEFT to the beneficiary account number as mentioned in the challan. vi. Post making the payment, the bidder would login to the e-tendering portal and go to the payment page. On clicking the RTGS / NEFT mode of payment, there would be a link for real time validation. On clicking the same, system would do auto validation of the payment made. D) List of Net banking banks Sr.no Name of the bank Sr.no Name of the bank I. Allahabad Bank II. Axis Bank III. Bank of Bahrain and Kuwait IV. Bank of Baroda V. Bank of India VI. Bank of Maharashtra VII. Canara Bank VIII. City Union Bank IX. Central Bank of India X. Catholic Syrian Bank XI. Corporation Bank XII. Deutsche Bank XIII. Development Credit Bank XIV. Dhanlaxmi Bank XV. Federal Bank XVI. HDFC Bank XVII. ICICI Bank XVIII. IDBI Bank XIX. Indian Bank XX. Indian Overseas Bank XXI. Indusind Bank XXII. ING Vysya Bank XXIII. J and K Bank XXIV. Karnataka Bank XXV. Kotak Mahindra Bank XXVI. Karur Vysya Bank Page 12 of 65

13 XXVII. Punjab National Bank XXVIII. Oriental Bank of Commerce XXIX. South Indian Bank XXX. Standard Chartered Bank XXXI. State Bank of Bikaner and Jaipur XXXII. State Bank of Hyderabad XXXIII. State Bank of India XXXIV. State Bank of Mysore XXXV. State Bank of Travencore XXXVI. State Bank Of Patiala XXXVII. Tamilnad Mercantile Bank XXXVIII. Union Bank of India XXXIX. United Bank of India XL. Vijaya Bank XLI. Yes Bank Further for any clarification on process for e-tendering, the bidders are requested to contact the service provider at the following:- M/s Next Tender (India) Pvt. Ltd. O/o DGS&D Haryana, SCO-9,IInd Floor, Sector-16,Panchkula Helpdesk No (Toll free) 2.10 PAYMENT OF TENDER DOCUMENT FEE AND EMD The Bidders shall have to pay for the Tender documents, EMD Fees & eservice Fee of Rs.1000/- online by using the service of secure electronic payment gateway. The secure electronic payments gateway is an online interface between contractors and online payment authorization networks The Payment for Tender Document Fee and eservice Fee can be made by eligible bidders/ contractors online directly through Debit Cards & Internet Banking Accounts. The Payment for EMD can be made online directly through RTGS / NEFT and the bidder would remit the funds at least T + 1 day (Transaction + One day) in advance to the last day and make the payment via RTGS / NEFT to the beneficiary account number as mentioned in the challan The Bidders can submit their tender documents (Online) as per the dates mentioned in the key dates:- Sr. No. Department Stage 1 - Bidder s Stage Tender Document Download and Bid Preparation Start date and time from 2.00PM Expiry date and time upto 3.00 PM 2 Technical Qualification Opening at 3.30 PM 3 Short listing of Qualified bids To be informed later Page 13 of 65

14 & Opening of Financial Bid The bidders have to complete Bid Preparation & Submission stage on scheduled time as mentioned above. If any bidder failed to complete his/her aforesaid stage in the stipulated online time schedule for this stage, his/her bid status will be considered as bids not submitted Bidder must confirm & check his/her bid status after completion of his/her all activities for e-bidding Bidder can rework on his/her bids even after completion of Bid Preparation & submission stage (Bidder Stage), subject to the condition that the rework must take place during the stipulated time frame of the Bidder Stage. Page 14 of 65

15 SECTION 3 SCOPE OF WORK Page 15 of 65

16 3. SCOPE OF WORK 3.1 Haryana State Electronics Development Corporation Ltd. (HARTRON), a State Govt. undertaking invites sealed bids from the Principal Developers/their authorized distributors/dealers for supply & installation of software as per the minimum technical specifications and other terms and conditions mentioned in this Tender document. 3.2 All patches bug fixes and updates shall be provided as per the Principal Developer policy for life of the product supplied. Bidder needs to be ensured, unless otherwise specified the latest version of the software available only needs to be supplied. 3.3 Delivery Schedule: - Within 28 days from the date of Purchase Order. 3.4 After successful Installation, commissioning and handing over of the ordered items to the consignees the Successful Bidder must obtain signed installation certificate in the Installation Certificate Format (Format will be provided to the Successful Bidder along with the Letter of Acceptance) duly certified by the respective consignee on the installed items. 3.5 Payment terms:- 95% against delivery and balance 5% after installation/snr. 3.6 In case of delay in delivery beyond the delivery period, a for one week(seven days) for the delay of first two weeks and 1% for the delay of three weeks (21 days) upto a maximum cap of 4% for total delay of five weeks (35 days) would be applicable. Thereafter Hartron may cancel the order in consultation with indenting department and suitable action as stipulated in this tender document can be taken against the defaulting company. However if the indenting department opts to accept the items beyond five weeks (34 days) delay, 1% penalty per week would continue. Page 16 of 65

17 SECTION 4 ELIGIBILITY CRITERIA Page 17 of 65

18 4. ELIGIBILITY CRITERIA 4.1 This RFP is open to all firms/companies within India, who are eligible to do business in India under relevant Indian laws as in force at the time of bidding and meeting or exceeding all of the following minimum Qualification criteria. 4.2 Firm/company declared by GoH to be ineligible to participate for corrupt, fraudulent or any other unethical business practices shall not be eligible during the period for which such ineligibility is declared. 4.3 Breach of general or specific instructions for bidding, general and special conditions of contract with GoH may attract a proceeding to declare a firm/company ineligible for a certain period or certain number of consecutive tender calls 4.4 The Bidder must possess the requisite experience, strength and capabilities in providing the services necessary to meet the requirements as described in this tender Document. The Bidder must also possess the administrative capability, technical know-how and the financial wherewithal that would be required to successfully undertake the execution of orders. 4.5 Any Bidder not meeting even one of the qualification criteria as mentioned below shall be summarily rejected. The Bidders shall enclose documentary evidence for fulfilling the Eligibility in the Technical Bid. If a bidder fails to enclose the documentary proof for eligibility, their bid will be summarily rejected. Eligibility Criteria S# Clause Documents Required 1. Tender Document cost and eservice Fee and should have been submitted. The non refundable Payment for Tender Document Fee INR 1000/- (Rupees one Thousand Only) and eservice Fee Rs. 1000/- (Rupees one thousand only (Non refundable) can be made by eligible bidders / contractors online directly through Debit Cards & Internet Banking Accounts. 2. EMD should have been submitted. The Payment for EMD Rs.50,000/- (Rupees Fifty thousand only) can be made online directly through RTGS / NEFT and the bidder would remit the funds at least T + 1 day (Transaction + One day) in advance to the last day and make the payment via RTGS / NEFT to the beneficiary account number as mentioned in the challan. 3. Principal Developer/their Authorised Distributor/Dealer for the offered software can apply for the Tender. (The Authorised Distributor/Dealers to produce authorization letter from Principal Developer with respect to this e-tender.) 4. The Bidder should be a Company registered in India under the Indian Companies Act 1956 or a Registered Partnership /Proprietorship Firm and existing for the past 3 years as on date of submission of bid Letter of Authorisation from principal developer to represent their product for this Tender. a) In case the Bidder is a Registered Company in India, they should produce the copy of the Certificate of Incorporation. b) In case the Bidder is a Registered Partnership /Proprietorship Firm, they should produce the copy of necessary documentary evidence. Page 18 of 65

19 S# Clause Documents Required 5. Bidder should have an Turnover of Rs Lac cumulative in the last three Audited Financial years and should have a profit making company and should be a profit making company for atleast two years out of last three audited financial years 6. Bidder should not have been black listed by any Government entity in India for breach of any applicable law or violation of regulatory prescriptions or breach of agreement as on date of submission of Bid. 7. The Bidder must have successfully executed one order of supply & installation of software minimum value of INR 10 lacs or two orders of Rs. 5 lacs each or 3 orders of Rs. 3.5 lacs each in India in last 3 years as on the date of submission of Bid. 8. In case Bidder is not a Principal Developer then an authorized undertaking will be required from the Principal Developer stating that Principal Developer will discharge all responsibilities under warranty for the period indicated in the contract, in case the Bidder fails to do the same for any reason. 9. The bidder/principal Developer shall have minimum one service center in Chandigarh/Delhi/Gurgaon 10. Principal Developer/Bidder shall have office in Chandigarh/NCR. 11. Principal Developer/Bidder shall have their own Website 12. The Bidder should have all necessary licenses, permissions, consents, NOCs, approvals as required under law for carrying out its business. The Bidder should have currently valid Sales tax/service Tax Registration Certificate and PAN No. Copies of the Audited Balance Sheets and Profit and Loss Account for last 3 Financial years. A self-certified letter as per the Annexure-2 and letter of undertaking. A certified letter from the concerned Client confirming the total amount, date of engagement and successful completion of order. Authorized undertaking from the Principal Developer as per the Annexure-5 In case of Principal Developer/bidder s Own Service Centre, copies of the landline telephone bills or valid rent agreement as on tender opening date shall be submitted as a proof for availability of the service centers. Copies of the land-line telephone bills/rental agreement dated before date of submission of bid shall be submitted as a proof for availability of the office in Chandigarh/NCR. The URL of the Website Name and Copy of Home Page Print out shall be submitted. Copies of Sales Tax, Service Tax Certificate & PAN No. Undertaking be provided by the bidder that he has all the requisite approval/noc etc. as required under law to carry out it business. Any Bid failing to meet the above stated Qualification criteria shall be summarily rejected and will not be considered for Financial Evaluation Page 19 of 65

20 SECTION 5 LIST OF REQUIRED SOFTWARE Page 20 of 65

21 5.1 Please note that the items given below. Bidders are requested to offer any/all of following software with mentioned specifications:- S.no. Item Description Required quantity 1. Barcode Based Inventory Management software with function 01 requirement as under:- Web based application with security audited certification Preferably using freeware and open source database IT & Non-IT Asset/Inventory Control Management in reference to consumable and non-consumable items Asset/Inventory procurement/reordering with requisition, approval, Purchase order Receipt Management Installation Management PM (Preventive Maintenance) Management Data entry of Assets/Inventory in the software with the following details Sl. No., Description of item, Date of Purchase, Quantity with unit Source/supplier name, value(rs), Invoice no. & Date, location, Identification No., Purchase file no., verification details etc. (Any other field shall be required at the time of development of software) Generate bar code and affix it on the Assets/inventory viz furniture, fixtures, laboratory Instruments, IT equipment Options to Import/Export Asset/Inventory master data to software from MS excel, MS Access, CSV or Text formats predefined meta data information for each type Provision of tracking the existing Asset/inventory with or without barcode Multi-level user management & permissions Branch, Department, Location management Incorporation of images of the assets/inventory along with the assets date Assets/inventory transfer of different branch/department/location Insurance management Asset breakdown, Service/Repair management, Cell Escalation Support of multiple currencies and its rates Disposal Management/discard of obsolete assets Vendor Management Management of depreciation of each asset with rates and automatic calculation Download the data defined by the user in excel format Asset allocation With/without Source Code for any future updation or addition Advanced Open Query System/Customizable Reports(Employee/location wise asset tracking/ alerts on Warranty, AMC, Insurance expiry) Open Source Database (MySql/Postgres preferable) Page 21 of 65

22 2. Netsparker Prof. Web application Security Scanner with 3 years 01 subscription and 3 days training 3. Nessus Prof. software with 3 years subscription and 3 days training 01 Page 22 of 65

23 SECTION 6 GENERAL INSTRUCTIONS AND BID PREPARATION AND SUBMISSION Page 23 of 65

24 6.1 General Instructions The Bidders are requested to examine the instructions, terms and conditions and specifications given in this tender document. Failure to furnish all required information in every respect will be at the Bidder's risk and may result in the rejection of bid The Bidder (s) shall be deemed to have satisfied itself fully before Bidding as to the correctness and sufficiency of its/their Bids for the Contract and price quoted in the Bid to cover all obligations under this Tender It will be imperative for each Bidder(s) to familiarize itself / themselves with the prevailing legal situations for the execution of Contract. HARTRON shall not entertain any request for clarification from the Bidder regarding such legal aspects of submission of the Bids It will be the responsibility of the Bidder that all factors have been investigated and considered while submitting the Bids and no claim whatsoever including those of financial adjustments to the Contract awarded under this tender will be entertained by HARTRON. Neither any time schedule nor financial adjustments arising thereof shall be permitted on account of failure by the Bidder to appraise themselves It must be clearly understood that the Terms and Conditions and Specifications are intended to be strictly enforced. No escalation of cost in the Tender by the Bidder will be permitted throughout the period of Contract or throughout the period of completion of Contract whichever is later on account of any reasons whatsoever The Bidder shall make all arrangements as part of the Contract to supply commission and train the beneficiaries at various locations at their own cost and transport The Bidder shall be fully and completely responsible to HARTRON and State Government for all the deliveries and deliverables. 6.2 Clarifications in the Tender A prospective Bidder requiring any clarification in the Tender may notify HARTRON by to md@hartron.org with a copy to marketingdivision@hartron.org. Page 24 of 65

25 6.2.2 The responses to the clarifications if required will be notified in the websites by means of Corrigendum to the Tender Document. 6.3 Pre-Bid Conference - Amendments to the Tender In order to avoid clarification/confirmation after opening of bids, wherever specifically mentioned in NIT, Pre-bid conference shall be held so as to provide an opportunity to the participating bidders to interact with HARTRON with regard to vario0us tender provisions/tender specifications, before the bids are submitted. In case, due to the points/doubts raised by the prospective bidders any specific term & condition ( which is not a part of Standard terms and conditions of tender ) needs to be modified, then the same will be considered for modification A Pre-bid meeting will be held for addressing the clarifications on at 4.00PM in the conference room of Hartron Bhawan, Bay 73-76, Sector-2, Panchkula After pre-bid conference, the specifications & other tender conditions will be frozen. No change in specification and tender conditions will be permissible after bid opening. All the bidders must ensure that their bid is complete in all respects and conforms to tender terms and conditions & the tender specifications in to failing which their bids are liable to be rejected without seeking any clarifications on any exception/deviation taken by the bidder in their bid Bidder should depute their authorized representative who should be competent to take on the spot decisions The clarifications to any of the terms and conditions and or technical specifications laid in the Tender document and amendments, if any, will be notified on the Haryana Government portal haryanaeprocurement.gov.in. The Bidders are advised to check periodically for the amendments or corrigendum or information on these websites till the closing date of this Tender. Hartron will not make any individual communication and will in no way be responsible for any ignorance pleaded by the Bidders Any such supplement / corrigendum / amendment issued by Hartron before closing of the Tender shall be deemed to be incorporated by this reference into this RFP All such addendums / amendments / notices released in the form of corrigendum shall be binding on all Bidders HARTRON will not be responsible for any misinterpretation of the provisions of this RFP on account of the Bidders of their failure to update the Bid documents based on the addendums/ amendments/ corrigendum published via s HARTRON at its discretion may or may not extend the due date and time for the submission of bids on account of amendments HARTRON is not responsible for any misinterpretation of the provisions of this tender document on account of the Bidders failure to update the Bid documents on changes announced through the website The bidder(s) can submit representation(s) if any, in connection with the processing of the tender directly only to the Competent Purchase Authority(CPA) i.e. to MD, HARTRON, Sector-17/B, Chandigarh , upto specified date in the tender document. The same will be dealt either separately or in the pre-bid conference if scheduled for the tender. Page 25 of 65

26 In case any bidder makes any unsolicited communication in any manner, after the prebid conference or the bids have been opened (for tenders processed either on single bid or on two bid basis), the bid submitted by the particular bidder shall be summarily rejected, irrespective of the circumstances for such unsolicited communication. Further, if the tender has to be closed because of such rejection, and the jobs has to be re-tendered, then the particular bidder shall not be allowed to bid in the re-tender. The above provision will not prevent any bidder form making representation in connection with procession of tender directly and only to Competent Purchase Authority (CPA) as mentioned in the tender document. However, if such representation is found by CPA to be un-substantiative and / or frivolous and if the tender has to be closed because of the delays/disruptions caused by such representations and the job has to be re-tendered, then such bidder will not be allowed to participate in the reinvited tender. In case, any bidder while making such representations to Competent Purchase Authority (CPA) also involve other officials of HARTRON and / or solicits/invokes external intervention other than as may be permitted under the law and if the tender has to be closed because of the delays/disruptions caused by such interventions and has to be retendered, then the particular bidder will not be allowed to participate in the re-invited tender. 6.4 Language of the Bid The bid prepared by the Bidder as well as all correspondence and documents relating to the bid shall be in English only The supporting documents and printed literature furnished by the bidder may be in another language provided they are accompanied by an accurate translation in English duly notarized, in which case, for all purposes of the bid, the translation shall govern. Bids received without such translation copy are liable to be rejected. 6.5 Bid Currency Prices shall be quoted in Indian Rupee (INR). All payments / deposits / fees in respect of this tender also shall be in Indian Rupee only 6.6 Consortium Consortium is not allowed and the Bids submitted by consortium of companies/firms will be summarily rejected. 6.7 Bid Preparation and Submission Cost of Bidding The Bidders shall bear all costs associated with the preparation and submission of Bids. HARTRON will in no way be responsible or liable for these charges/costs incurred regardless of the conduct or outcome of the bidding process Tender Document Cost The Tender Document is available online and can be downloaded from Hartron Website i.e. or from Haryana Govt. e-procurement portal The Payment for Tender Document cost INR 1000/- (Rupees one Thousand Only) and eservice Fee of Rs. 1000/- (Rupees one thousand only (Non refundable) can be made by eligible bidders / contractors online Page 26 of 65

27 directly through Debit Cards & Internet Banking Accounts as per the detail given under section. Tender cost in any other form shall not be accepted Earnest Money Deposit (EMD) An EMD of Rs 50,000/- is to be made online directly through RTGS / NEFT and the bidder would remit the funds at least T + 1 day (Transaction + One day) in advance to the last day and make the payment via RTGS / NEFT to the beneficiary account number as mentioned in the challan The EMD of the Unsuccessful Bidders will be returned at the expense of the Bidders within a reasonable time consistent with the rules and regulations in this behalf. The EMD amount held by HARTRON till it is refunded to the Unsuccessful Bidders will not earn any interest thereof The EMD amount of the Successful Bidder(s) can be converted as the Security Deposit (SD) for successful execution of the orders and will be returned only after the successful fulfillment of the Contract The EMD amount will be forfeited by HARTRON if the Bidder(s) withdraws the bid during the period of its validity specified in the tender or if the Successful Bidder fails to sign the contract or the Successful in bidder fails to honour the terms & condition of the e-tender Tender Validity The e - tender submitted by the Bidders shall be valid for a minimum period of 90 days from the date of opening of the Tender. However Hartron reserves the right to extend the R/C for one more quarter or short close the Tender validity period if situation warrants to benefit the Government Letter of Authorization A letter of Authorization from the Board of Directors / appropriate authority authorizing the Tender submitting authority or a Power of Attorney shall be submitted in the Technical bid, otherwise the Bids will be summarily rejected Two Part Bidding The bids shall be submitted in electronic form in two bid part as give below. Bidders is required to examine all Instructions, Terms and Conditions and Technical specifications given in the Tender document. Failure to furnish information required by the Bid or submission of a Bid not substantially responsive in every respect will be at the Bidders risk and may result in rejection of Bids. Bidders shall strictly submit the Bid as specified in the Tender, failing which the bids will be non-responsive and will be rejected Technical Bid (Stage 1) The Technical Bid format as given in the Tender shall be filled, signed and stamped on all pages. Errors if any shall be attested by the Bidders. The Technical Bid shall not contain any indications of the Price otherwise the Bid will be summarily rejected The Technical Bids shall be typed, signed and stamped in all pages by the authorised signatory of the Bidder. Any alternations, deletions or overwriting shall be attested with full signature of the authorized signatory The bidders shall submit the details of make and model of the items offered against the Page 27 of 65

28 tender requirement Price Bid Form (Stage 2) All the Price items as asked in the Tender shall be filled in the Price Bid Format as given in the Tender The price quoted by the Bidder shall include cost and expenses on all counts viz. cost of equipment, materials, tools/ techniques/ methodologies, manpower, supervision, administration, overheads, travel, lodging, boarding, in-station & outstation expenses, etc and any other cost involved in the supply and commissioning The Price Bid Form shall not contain any conditional offers or variation clauses, otherwise the Bids will be summarily rejected The Prices quoted shall be only in INDIAN RUPEES (INR) only. The Prices shall be quoted in Figures and Words. The tender is liable for rejection if Price Bid contains conditional offers The Price Bid shall be typed and shall be signed by the authorized signatory in all pages. Any alterations, deletions or overwriting shall be attested with full signature of the authorized signatory The Bidder shall keep the Price firm during the period of Contract including during the period of extension of time if any. Escalation of cost will not be permitted during the said periods or during any period while providing services whether extended or not for reasons other than increase of duties / taxes payable to the Governments in India within the stipulated delivery period. The Bidders shall particularly take note of this factor before submitting the Bids In case the selected bidder misses to include the cost of any hardware/software which is necessary to meet the requirements of this tender, the selected bidder shall be solely responsible for the lapse and would be required to provide the such hardware/software without any additional cost to the indenting department Discount:- Bidder are advised not to indicate any separate discount. Discount, if any should be merged with the quoted prices. Discount of any type, indicated separately, will not be taken into account for evaluation purpose. However, in the event of such an offer, without considering discount, is found to be lowest, HARTRON shall avail such discount at the time of award of contract Correction of error Bidders are advised to exercise adequate care in quoting the prices. No excuse for corrections in the quoted figures will be entertained after the Commercial Bids are received by Hartron In cases of discrepancy between the prices quoted in words and in figures, the value indicated in words shall be considered The amount stated in the Commercial Bid, adjusted in accordance with the above procedure shall be considered as binding on the Bidder for evaluation Bid closing date and time The e-tenders shall be submitted not later than the date and time specified as under or Corrigendum if published. Page 28 of 65

29 Last date and time to submit the bid upto 3.00PM Hence the Bidders shall be cautious to submit the e-tenders well in advance to avoid disappointments as system will not allow them to submit the bid once the due date & time is over Mode of Submission of Bids The Bids shall be submitted electronically on Haryana Govt. e-procurement portal strictly as specified in the Tender document. The Bids will not be received personally Modification and withdrawal of Bids The Bids once submitted cannot be modified or amended or withdrawn. No documents would be supplemented after submission of Bids unless specifically asked by Hartron Rejection of Bid Bids submitted other than the electronic form on e procurement portal of Haryana Government shall not be entertained Any condition put forth by the Bidders not conforming to the bid requirements, shall NOT be entertained and such bid shall be rejected Disqualification HARTRON/Department may at its sole discretion and at any time during the evaluation of application, disqualify any Bidder, if the Bidder: i. Made misleading or false representations in the forms, statements and attachments submitted in proof of the eligibility requirements. ii. Submitted an application that is not accompanied by required documentation or is non-responsive. iii. Failed to provide clarifications related thereto, when sought. iv. Submitted more than one bid. v. Was declared ineligible/ blacklisted by any Govt. or quasi-govt. entity in India Conflict of Interest Neither the successful Bidder nor any Personnel related to it shall engage, either directly or indirectly, during the period of contract, in any business or professional activities which would conflict with the activities assigned to them under or pursuant to this tender Confidentiality The Bidder and their personnel shall not, either during the term or after expiration of this contract, disclose any proprietary or confidential information relating to the services, contract without the prior written consent of the Hartron Extension of Last date for Submission Hartron at its own discretion can extend the period for submission of bids by amending the Bid Documents / TENDER. In this case all rights and obligations of Hartron and Bidders shall stand extended. However no request for extension of time from the Bidders shall be binding upon Hartron. The decision of Hartron in this behalf will be final, conclusive and binding on the Bidder Late Bids Any bid received by Hartron after the deadline for submission of bids prescribed in the TENDER will be summarily rejected and returned unopened to the Bidder. No further correspondence on this subject will be entertained. Page 29 of 65

30 Duties, Taxes and Statutory levies The Bidder shall bear all personnel taxes levied or imposed on account of payment received under this Contract The Bidder shall bear all corporate taxes, levied or imposed on the Bidder on account of payments received by it from Hartron/Department for the work done under this Contract Bidder shall bear all taxes and duties etc. levied or imposed on the Bidder under the Contract including but not limited to Sales Tax, Customs duty, Excise duty, Octroi, Service Tax, VAT, Works Contracts Tax and all Income Tax levied under Indian Income Tax Act 1961 or any amendment thereof up to the date for submission of final price bid, i.e., on account of payments received by him for the work done under the Contract. It shall be the responsibility of the Bidder to submit to the concerned tax authorities the returns and all other connected documents required for this purpose. The Bidder shall also provide Hartron such information, as it may be required in regard to the Bidder s details of payment made by the Purchaser under the Contract for proper assessment of taxes and duties. The amount of tax withheld by Hartron/Department shall at all times be in accordance with Indian Tax Law and will furnish to the Bidder original certificates (Challan) for tax deduction at source and paid to the Tax Authorities If there is any reduction in taxes / duties due to any reason whatsoever, after Award of Contract, the same shall be passed on to Hartron/Department The Bidder shall be solely responsible for the payment /fulfillment of its tax liabilities and obligations under the Income Tax Act and other such laws in force and Hartron/Department shall not bear responsibility for the same Deductions All payments to the Bidder shall be subject to the deductions of tax at source under Income Tax Act, and other taxes and deductions as provided for under any law, rule or regulation. All costs, damages or expenses which Hartron may have paid or incurred, for which under the provisions of the Contract, the Bidder is liable; the same shall be deducted from any dues to the Bidder. Hartron shall if so required by applicable laws in force, at the time of payment, deduct income tax payable by the Bidder at the rates in force, from the amount due to the Bidder and pay to the concerned tax authority directly Right to Accept/ Reject the Bid Hartron reserves the right to accept or reject any Bid and to annul the TENDER process and reject all such bids at any time prior to award of contract, without thereby incurring any liability to the affected Bidder(s) or any obligation to inform the affected Bidder(s) of the grounds for such decision. Page 30 of 65

31 SECTION 7 TENDER OPENING AND EVALUATION Page 31 of 65

32 7. Tender opening and Evaluation 7.1 Technical Bid Opening The Technical Bid will be opened on the date and time as specified in the Tender schedule in the presence of those Bidders, who choose to be present against production of an authorisation letter from the Bidding authority. A maximum of two representatives for each Bidder would be allowed to attend the Tender opening. 7.2 Tender Validity The offer submitted by the Bidders should be valid for a minimum period of 90 days from the date of opening of the Tender. However HARTRON reserves the right to extend or short close the Tender validity period if situation warrants to benefit the Government. 7.3 Initial Scrutiny Initial Bid scrutiny will be conducted and incomplete details as given below will be treated as nonresponsive. If Tenders are; not submitted in two parts as specified in the Tender received without the Letter of Authorisation received without tender fee and EMD amount are found with suppression of details with incomplete information, subjective, conditional offers and partial offers submitted without support documents as per the Eligibility Criteria and Evaluation Criteria non-compliance of any of the clauses stipulated in the Tender lesser validity period All responsive Bids will be considered for further evaluation. The decision of HARTRON will be final in this regard. 7.4 Clarifications by Hartron When deemed necessary, HARTRON may seek bonafide clarifications on any aspect from the Bidder. However, that would not entitle the Bidder to change or cause any change in the substance of the Bid or price quoted. During the course of Technical Bid evaluation, HARTRON may seek additional information or historical documents for verification to facilitate decision making. In case the Bidder failed to comply with the requirements of HARTRON as stated above, such Bids may at the discretion of HARTRON, shall be rejected as technically non-responsive. 7.5 Bid Evaluation Process Suppression of facts and misleading information a) During the Bid evaluation, if any suppression or misrepresentation of is brought to the notice of HARTRON, HARTRON shall have the right to reject the Bid and if after selection, HARTRON would terminate the contract, as the case may be, will be without any compensation to the Bidder and the EMD, as the case may be, shall be forfeited. b) Bidders should note that any figures in the proof documents submitted by the Bidders for proving their eligibility is found suppressed or erased, HARTRON shall have the right to seek the correct facts and figures or reject such Bids. c) It is up to the Bidders to submit the full copies of the proof documents to meet out the criteria. Otherwise, Hartron at its discretion may or may not consider such documents. d) The Tender calls for full copies of documents to prove the Bidder's experience and capacity to undertake the project. Page 32 of 65