STATE ELECTION COMMISSION, U.T., CHANDIGARH, NEW DELUXE BUILDING, SECTOR-17 E, CHANDIGARH. SHORT TERM TENDER

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1 STATE ELECTION COMMISSION, U.T., CHANDIGARH, NEW DELUXE BUILDING, SECTOR-17 E, CHANDIGARH. SHORT TERM TENDER No. 4/3(TN)/SEC/CHD/1052 Dated : Sealed tenders are invited in two bid system from firms who have expertise in election related matters in terms of setting up of Computer Cells for various services/ job and IT related works required during general election to the Gram Panchayats in U.T., Chandigarh to be held in the month of December, 2013, so as to reach in the office of the State Election Commission on or before upto Noon. The tenders so received shall be opened on the same day at 3.00 p.m. in the presence of parties who wish to remain present. The tender must be accompanied with earnest money of Rs.10,000/- (Rupees Ten Thousand Only) by means of Demand Draft obtained from any Scheduled Bank payable at Chandigarh in favour of the State Election Commissioner, U.T Chandigarh. The tenders received after the due date and time and without earnest money shall be rejected out rightly. The tender form may be obtained from the Cashier of the State Election Commission, Room No.30 (Ground floor), New Deluxe Building, Sector 17-E, Chandigarh on any working day during office hours against the non refundable payment of Rs. 100/- (Rupees one hundred only) Tender documents may also be downloaded from the website and the tender cost of Rs.100/- in shape of demand draft in favour of State Election Commissioner, U.T., Chandigarh payable at Chandigarh may be submitted along with the bid. The State Election Commission reserves the right to accept or reject any tender without assigning any reasons.. Sd/- Accounts Officer, State Election Commission, U.T., Chandigarh. 1

2 STATE ELECTION COMMISSION, U.T., CHANDIGARH, NEW DELUXE BUILDING, SECTOR-17 E, CHANDIGARH. TENDER FORM S.No. of Tender Form 1. Name of item :- Setting up of Computer Cells for various services/ job and IT related works. Earnest Money Rs.10,000/- Cost of Tender Form Rs. 100/- (Rs. Ten Thousand only) (Rs. One hundred only) (non-refundable) Date of Issue Signature of Issuing Officer 2. Name of Firm :- Address :- 3. Telephone No. :- (Res.) (Mobile No.) (Fax No. (if any) 4. Description of Firm: - Proprietorship/ Partnership/ Private Company/ Public Company/ Other. 5. Registration No. i) Income Tax( PAN No.) ii) Service Tax No. Attach copies of proof duly self attested in support of i) & ii) in technical bid envelop 6. Name of person authorized to represent the firm:- 2 Signature of the tenderer along with rubber stamp

3 DESCRIPTION OF SERVICES/JOBS OF SETTING UP OF COMPUTER CELL (along with personnel, hardware & software requirements) S. No. Name of the Job 1. Preparation of final list of polling stations of 12 Gram Panchayats 2. Preparation of list of nominations, withdrawals, rejections, validly nominated candidates and List of contesting candidates (English & Hindi language). 3. Formation of polling parties. 4. Formation of counting parties. 5. Election Results Gram Panchayat wise. 6. Election Reports e.g. Gram Panchayat wise Election Report, Gram Panchayat wise Winner & Runner up report, Final report of Election, Any other election report as required by commission. 7. Scanning of documents Deployment of staff and equipments at the office of State Election Commission, U.T., Chandigarh, New Deluxe Building, Sector 17-E, Chandigarh Computer cell should have adequate staff for following jobs :- a. Feeding & maintenance of Election data b. Development of new reports as and when required. c. Uploading of Data on web site of the Commission. To facilitate all the above mentioned jobs Computer cell should have following staff:- a. Project Leader b. Programmer c. Computer operator (Duty hours of each employee depends upon nature of work in hand. It may be 8.30 hrs or it may be 24 hrs on all working days). 3

4 Also Computer cell should be well equipped with following hardware and software A to C items are to be provided by the company while D to F would be made available by State Election Commission a. Pentium 4 or above Computer with minimum 1 GB of RAM and 50 GB Hard Disk. b. Laser printers. c. Scanners. d. Internet Connection (to be provided by State Election Commission). e. Telephone Connection (to be provided by State Election Commission). f. Web space with domain (to be provided by State Election Commission for uploading of reports). 4

5 TERMS & CONDITIONS TERMS & CONDITIONS FOR TECHNICAL BID FOR SETTING UP OF COMPUTER CELL FOR FORTHCOMING GRAM PANCHAYAT ELECTIONS, 2013, STATE ELECTION COMMISSION, U.T. CHANDIGARH NEW DELUX BUILDING, SECTOR 17-E, CHANDIGARH 1. Mandatory Terms & Conditions:- S.No. Description Whether copy of desired Certificate/ documents are enclosed I. The Firm/Company should have a minimum of 5 years standing i.e. established on or before Yes/ No II. III IV V Income Tax Returns for the last three years & PAN No. Should have turnover of at least Rs lacs for the last two years. Should have rendered and successfully completed software development/ data processing services for at least one project not less than Rs.5.00 lacs or two projects not less than Rs.2.5 lacs each during previous 5 years for Government/ Semi Government ending last day of September, Should have adequate software personnel including Project Manager, Developers and Data entry operator(s) Yes/ No Yes/ No Yes/ No Yes/ No VI Should have adequate experience in handling Govt./ Semi Govt./autonomous body computer related projects & submit Experience Certificate. Yes/ No 5

6 2. DETAILS REQUIRED TO BE SUBMITTED WITH TECHNICAL BID FOR SETTING UP OF COMPUTER CELL :- NAME OF THE FIRM: OFFICE SET UP OF THE FIRM 3.2 Office Address: Year of Establishment: Phone No. & Contact Person With Designation: Shri Ph No Details of Branch Offices if any Organizational setup of the firm Total staff strength with their name, age Qualification and experience: 3.7. Details of works carried out and in hand for which they have provided similar services in last five years with details such as name of work, year of completion, client name and address, cost of work, nature of work, etc., Any other detail you would like to Intimate in support of your application For appointment:. Signature of the authorized Person with seal of the firm (Note: Attach separate sheet for furnishing information in case the space in the format is insufficient) 6

7 3) The tenders should reach this office by Noon. on or before and will be opened on the same day/date at 3.00 P.M. in the presence of tenderers, who may wish to be present. 4) The tender documents shall be submitted in two bid system as per tender notice. 5) The rates should be written in figures and words. Packet-I duly sealed shall contain:- (i) (ii) (iii) Earnest Money, Receipt of Tender Cost/Demand Draft (in favour of State Election Commission, U.T., Chandigarh payable at Chandigarh), copy of PAN and Service Tax Number and Terms and Conditions on the prescribed Format duly signed and stamped on each page by the tenderer and other documents which shall be superscribed as TECHNICAL BID. Undertaking in the shape of affidavit duly attested by the Executive Magistrate/Notary Public that the tenderer has not been black listed by any of the Govt. Deptt./PSU/Corporation. All documents mentioned in Condition No. 1,2 & 3 above. In the absence of above documents, tender will be rejected. Packet-II duly sealed shall contain Financial Bid on the prescribed form duly signed by the tenderer on each page superscribed as Financial Bid Packets I and II should be placed in one big envelope duly sealed and superscribed as Tender for doing the job of Setting up of Computer Cells for various services/ jobs and IT related works. (6) Tenders will be opened in two stages. First Stage At first stage Packet-I will be opened. In case, earnest money, receipt of tender cost/demand draft, requisite undertaking and terms and conditions etc., are found in order then Packet-II will be opened and if the required documents are not found in order, Packet-II will not be opened and the tender will be rejected. 7

8 Second stage:- Packet-II containing financial bid duly signed with seal of the firm on all pages. The Financial Bid of those tenderers will be opened who fulfill documents of bid-i (Packet I) and qualify technically and eligibility criteria. 7) The tenders should be accompanied with earnest money in the shape of Demand Draft of Rs.10,000/- (Rupees Ten Thousand Only) in the name of State Election Commissioner, U.T., Chandigarh obtained from any of the Scheduled Bank payable at Chandigarh,. No Cheques, Postal Order/Money Order/ Money Guarantee/Cash Payment will be accepted. 8) Rates should be quoted invariably on the tender form. In case space available in the tender form is not sufficient, the additional sheet may be used which should be signed by the tenderer with seal of the firm. 9) The rates should be quoted at the appropriate column in tender form in figures as well as in words, otherwise the tender will not be considered. 10) The tender should be neatly type written/hand written free from erasing and over typing/writing. 11) The tenderer with the seal of the firm should sign each document attached with tender. 12) Covering letter should clearly indicate the list of enclosures and number of pages. 13) The firm must have the capacity of Setting up of Computer Cells for various services/ job and IT related works as per requirement of the State Election Commission within short notice/stipulated time during the election process. 14) The approved contractor(s) will bear all the expenses. 15) No increase in quoted price will be allowed during the validity of tender. 16) The tender should be sent in sealed envelope with following information on the face of envelope :- A. Tender opening date :- B. Name of Job :- C. Name of the Firm :- 8

9 17) The firm will enter into the contract for doing the job setting up of Computer Cells for various services/ job and IT related works after the approval by State Election Commission, U.T., Chandigarh. During the validity of tender, the firm will be bound to supply the photo copies of document as per requirement within the stipulated period. 18) The income tax shall be deducted at source as per rates applicable under the Rules at the time of making payment to the contractor. 19) The tenderer whose tender may be accepted shall hereinafter be called the supplier which shall include his heirs, executors, administrators and assignees. 20) In case the firm fails to provide requisite copies of documents as required continuously during the election period, the order will be cancelled and action will be initiated to debar the firm from participating in further tender. Apart from it, said firm will also be liable for payment of excess amount (liquidated damages) for getting the job done from other sources. Action will also be initiated for blacklisting of the firm. For any delay in supply of setting up of Computer Cells for various services/ job and IT related works, the State Election Commission reserves the right either to impose penalty of Rs.1000/- per day or to cancel the work order and to blacklist the firm and to forfeit Bank guaranty of the firm. 21) The tenders received by the specified date and time will only be considered. 22) The tenders received after the due date and time will be rejected without assigning any reasons. 23) Conditional/Ambiguous tenders shall not be accepted. 24) The successful bidder will give a certificate to the effect that the rates so charged are not higher than those charged to any other Govt. department during the period. 25) Payment shall be made by the State Election Commission to the tenderer only after the entire job is over as per requirement and to the full satisfaction of the Sate Election Commission and duly verified by the concerned officer/official. 26) The successful bidder shall be required to furnish Bank Guaranty of Rs.20,000/-(Rupees twenty thousand only) valid for six months. 9

10 27) In case of failure of the tenderer/supplier to execute the contract as per the terms and conditions and to the full satisfaction of the State Election Commission, U.T., Chandigarh the security deposited by the firms shall be forfeited. 28) The security deposit will be forfeited in case of violation of any condition. 29) The rates quoted by the tenderer shall be valid for 6 months and shall inclusive of all taxes and levies. 30) The State Election Commission reserves the right of placing order for all items or some items as per requirements to one or more contractors at the approved lowest rates. 31) In case the bill is found having over- writing/cutting, the bill submitted against such work order will not be entertained. 32) In case of any dispute, the decision of the State Election Commissioner, State Election Commission, U.T., Chandigarh will be final. 33) The approved lowest rates will be valid up t o six months from the date of opening of financial bid. The Contract can be extended with mutual consent of both parties on approved rates. 34) The work will be assigned to one firm only on the basis of overall lowest quote and bids not quoting all items will be rejected. 35) The State Election Commission, U.T., Chandigarh reserves the right to reject any or all tenders without assigning any reasons. 36) Any legal dispute will be dealt within the jurisdiction of U.T., Chandigarh. 37) Successful bidder shall maintain the complete secrecy. On completion of work, bidder will hand over the complete data in the DVD. I/We undertake to abide by the terms & Conditions of the tender form. Dated: Signature of the Tenderer Along with Rubber Stamp 10

11 FINANCIAL BID PERFORMA (PACKET II) DESCRIPTION OF SERVICES/JOBS OF SETTING UP OF COMPUTER CELL (along with personnel, hardware & software requirements) S. No. Name of the Job Unit Total rate in Rupees Rate of taxes & In figures In words levies included 1. Preparation of final list of polling stations of 12 Gram Panchayats Per Gram Panchayat 2. Preparation of list of nominations, withdrawals, rejections, validly nominated candidates and List of contesting candidates (English & Hindi language). Per Gram Panchayat 3. Formation of polling parties. Per Polling Party 4. Formation of counting parties. Per Counting Party 5. Election Results Gram Panchayat wise. Per Gram Panchayat 6. Election Reports e.g. Gram Panchayat wise Election Report, Gram Panchayat wise Winner & Runner up report, Final report of Election, Any other election report as required by commission. Per Report 7. Scanning of documents Per Page 11

12 Deployment of staff and equipments at the office of State Election Commission, U.T., Chandigarh, New Deluxe Building, Sector 17-E, Chandigarh Computer cell should have adequate staff for following jobs :- a. Feeding & maintenance of Election data b. Development of new reports as and when required. c. Uploading of Data on web site of the Commission. To facilitate all the above mentioned jobs Computer cell should have following staff:- a. Project Leader b. Programmer c. Computer operator (Duty hours of each employee depends upon nature of work in hand. It may be 8.30 hrs or it may be 24 hrs on all working days). Also Computer cell should be well equipped with following hardware and software A to C items are to be provided by the company while D to F would be made available by State Election Commission a. Pentium 4 or above Computer with minimum 1 GB of RAM and 50 GB Hard Disk. b. Laser printers. c. Scanners. d. Internet Connection (to be provided by State Election Commission). e. Telephone Connection (to be provided by State Election Commission). f. Web space with domain (to be provided by State Election Commission for uploading of reports). Signature of the Tenderer Along with Rubber Stamp 12

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