NORTH A Grade NAAC-Reaccredited (3 rd Cycle) ÓŸÖ üß Öê ü¾öæ ÖÖ Ö µööêÿö NORTH MAHARASHTRA UNIVERSITY P.B.NO. 80,UMAVI NAGAR, JALGAON-425001 Telephone No- (0257) 2257239,240,241 Fax No.(0257) 2258406 Website :www.nmu.ac.in (Silver Jubilee year 2014-15) TENDER DOCUMENTS FOR SUPPLY INSTALLATION AND COMMISSIONING OF BIOMETRIC DEVICE FOR FINGERPRINT ATTENDANCE SYSTEM TOTAL PAGES 01 TO 12 Last Date for submission of Tender :26/12/2015 Tender Fee Rs.1000/-
A Grade NAAC-Reaccredited (3 rd Cycle) ÓŸÖ üß Öê ü¾öæ ÖÖ Ö µööêÿö NORTH MAHARASHTRA UNIVERSITY,JALGAON P.B.NO. 80,UMAVI NAGAR-JALGAON-425001 Telephone No- (0257) 2257226,236,237 Fax No.(0257) 2258408 Website :www.nmu.ac.in (Silver Jubilee year 2014-15) =============================================== Tender Ref. No: NMU/3/ /2015-16/RC Date 05.12.2015 TENDER DOCUMENTS FOR SUPPLY INSTALLATION AND COMMISSIONING OF BIOMETRIC DEVICE FOR FINGER PRINT ATTENDANCE SYSTEM 1 General Terms and Conditions As per Annexure-I Cost /fee of Tender Documents Rs.1000/- (Tender documents can be downloaded by tenderer from University s website and the 2 cost of tender documents shall be sent in the form of crossed demand draft payable in favour of Finance and Accounts Officer, North Maharashtra University, Jalgaon. 3 Earnest Money Deposit Rs.10,000/- (Earnest Money Deposit shall be sent in the form of crossed demand draft payable in favour of Finance and Accounts Officer, North Maharashtra University, Jalgaon. 4 Last date and time for submission of sealed tender Day : Saturday Date :26/12/2015 Time :17.00 hrs. Signature & Seal of the Tenderer
Annexure-A (DETAILS OF THE TENDERER) Sr.No. Particular 1 Name of the Company / Organization 2 Registered office Address & Complete postal address 3 Telephone and Fax Numbers, Email Address 4 Type of Organization (Proprietary / Partnership/ Pvt. Ltd./Public Ltd (certified copy in respect of registration must be enclosed) 5 Date of Establishment and Experience in business (In number of years) 6 Annual Turnover 2012-13, 2013-14, 2014-15 (Certified copies of audited annual statement of Accounts i.e. Balance sheet & Profit Loss Account must be enclosed) 7 C.S.T. Registration No. 8 V.A.T. Registration No. 9 PAN No. List of the clients (with contact person, Mobile 10 /Tel. No.,Email) being served during the last three years. 11 Details of Earnest Money Deposit & cost of tender paid ( i. e. D.D. NO. and bank details etc.) 12 Name of the company of which you are authorized dealer (copy of authorization letter form original equipment manufacturer must be enclosed as per annexure D ) Date : Place : Signature & Seal of the Tenderer Tender Document For Biometric Thumb Machine Page 3
Check list of documents to be enclosed Annexure B Following check list confirming the enclosures provided in the tender shall be provided along with technical bid Sr.No. Description Enclosed (Yes / No) 01 Registration certificate of the company issued under the company act or by any other competent authority in case of proprietary / partnership firm etc. 02 Vat registration certificate 03 CST registration certificate 04 PAN Registration Certificate under the Income Tax Act 1961 05 Proof of annual turnover for the last three financial year (as per Annexure-C) 06 List of clients 07 An affidavit that the bidder has never been black listed by any government department / government under taking /any other agency 08 Demand drafts of cost of tender and earnest money deposit 09 Audited balance sheet & profit & Loss account of the company / firm duly audited by Chartered Accountant for financial years 2012-13, 2013-14, 2014-2015. 10 ISO/ISI certification of the OEM/(s) for the product offered in the BID provided. 11 Printed Literature of the product quoted 12 Authorization letter from OEM (As per annexure D) 13 Certificate for after sale services and support of minimum 5 years Note: The tender of the bidders which do not comply with the enclosures as per Annexure-A may Summarily be rejected Signature Name & full address of tenderer M/s. Phone Nos. E-mail Official seal of the tenderer. Tender Document For Biometric Thumb Machine Page 4
Annexure C Certificate of Annual Turn Over Sr.No. Financial year Annual turnover In Lacs. 1 2012-13 2 2013-14 3 2014-15 Seal & Signature of the Chartered Accountants Seal & Signature of the bidder Tender Document For Biometric Thumb Machine Page 5
Annexure D Manufacturers Authorization Letter Date: /12/2015 To, The Registrar, North Maharashtra University, Post Box No.80, Umavinagar, Jalgaon. Dear Sir, Subject: -Authorization letter for tender for supply, installation and Commissioning of Biometric device for finger print attendance system Ref. : - NMU/ /2015, Tender Dated: / /2015 This is with reference to above subject of tender for supply, installation and commissioning of Biometric device for finger print attendance system for your University. We --------------------- -------- who are established and reputed manufacturer of -------------------------------------- having Factory / factories at ------------------------------------------------------------------------------ --------- (address of the factory) do hereby authorize M/s. --------------------------------- who is a business associate / partner of OEM/ authorized distributors /authorized dealers in India to participate in the above tender and execute the same if awarded. We here by extend our full support and also in meeting warranty obligation by providing necessary spares in time for the goods and for the services offered against this invitation for tender offered by M/s. -------------------------------------------------------.We here by commit to the tender terms and conditions and will not withdraw our commitment during the process and or during the period of contract. Thanking you, Yours faithfully, Name of the company Name of the persons & Designation (This authorization letter must be submitted on original letterhead of Manufacturer and should be signed by a person competent and having the power of Attorney to bind the manufacturer) Tender Document For Biometric Thumb Machine Page 6
Annexure E DECLARATION REGARDING BLACKLISTING / DEBARRING FOR TAKING PART IN TENDER. (To be executed & attested by Public Notary / Executive Magistrate on Rs.20/- non judicial Stamp paper by the bidder) I / We Manufacture / Partner(s)/ Authorized Distributor / agent of M/S. hereby declare that the firm/company namely M/s. ---------------------------------------- has not been blacklisted or debarred in the past by Union / State Government or by any other organization from taking part in tenders in India. I / We Manufacture / Partner(s)/ Authorized Distributor / agent of M/s. ----------------------------------------------------------------------- Or hereby declare that the Firm /company namely M/s.--------------------------------------- was blacklisted or debarred by Union / State Government or any Organization from taking part in tenders for a period of years w.e.f. to. The period is over on and now the firm/company is entitled to take part in tenders. In case the above information found false I / we are fully aware that the tender/ contract will be rejected/cancelled by University and EMD / SD shall be forfeited. In addition to the above University will not be responsible to pay the bills for any completed / partially completed work. Attested: (Public Notary / Executive Magistrate) DEPONENT Name Address Tender Document For Biometric Thumb Machine Page 7
Annexure F Technical Specifications of Biometric Device for Fingerprint Time Attendance System Sr. No. Storage Capacity Name of Item Fingerprint Templates 3000 Qty. Make/ Model No. Warranty 01 Biometric Card Capacity 3000 Transaction Storage 1,00,000 Fingerprint Sensor FAR 500 DPI Optical Sensor <=0.0001 % FRR <=1% Identification speed <=0.5 sec Audio/Visual Display 2.8 TFT Keypad 4 x 4 Keypad LED Indicator Green/Red Schedule Bell/Speaker Communication Communication Mini Speaker RS232, RS485, TCP/IP, USB Compatible software Web/desktop based to provide reports from the time attendance device. The various reports required are: week wise attendance, month wise attendance, configuration of days, configuration of holidays, should be able to count overtime of the employees based on the attendance. The reports should be available in Excel/PDF formats. 10 Note :Make, Model number and warranty to be specified by the tenderer. However NMU desires to have minimum 5 years warranty Date : Place : Signature & Seal of the Tenderer Tender Document For Biometric Thumb Machine Page 8
Annexure-G General Terms and Conditions : 1. Sealed tenders are invited for supply installation and commissioning of Biometric Finger Print Time Attendance from the manufactures and or their exclusive authorized dealer for North Maharashtra University, Jalgaon. Interested Vendors may send their proposals in Sealed Envelope in two bid system super scribed Tender for Supply, Installation and Commissioning of Biometric Device for finger print Time Attendance on or before 26/12/2015 2. Tender will be accepted only from the manufacturers or their Authorized Distributors. 3. The manufacturers should send document of registration of companies with a copy of product license, Income Tax, PAN No. and authorization certificate of the manufacturer as per annexure D in case of authorized dealer. 4. The cost/ fee of tender Rs.1000/- (Non Refundable)and Earnest Money Deposit(EMD) of Rs.10,000/-(Ten Thousand) should be enclosed along with Technical Bid in the form of Demand Drafts drawn in favour of Finance and Accounts Officer, North Maharashtra University, Jalgaon. The EMD so deposited shall be refunded to unsuccessful bidders on award of contract. The EMD of successful bidder will be converted into security deposit. The amount of security deposit will be refunded on submission of Performance Bank Guarantee. 5. The Bid E.M.D. will be forfeited : a) If the bidder withdraws his bid during the period of bid validity specified in the bid. b) In case of successful bidder, if the bidder i) Fails to sign the contract in accordance with the terms of the tender documents. ii) Fails to furnish required performance security in accordance with the terms of tender document within the time frame specified by the client. iii) Fails or refuses to honor his own quoted prices for the services or part thereof. 6. All rights are reserved with the University Authority to accept or reject any or all the Tender without assigning any reasons thereof. 7. Performance Bank Guarantee:- The successful bidder will have to submit Performance Bank Guarantee of 5% of total amount of invoice. The PBG will be released after expiry of one year warranty period. 8. Interested vendors may submit their tender super scribing Tender for supply, Installation and Commissioning of Biometric Device for finger print Time attendance to the North Maharashtra University, Jalgaon-425001 latest by 26.12.2015 up to 17.00 hrs. 9. The bid must be submitted in two bid system comprising of the technical bid and price bid.the Technical Bid must be contained the EMD and cost of tender and will be Opened First and based on the qualification the price bid shall be opened.tender submitted in single tender shall be rejected. 10. Catalogs of all products be attached to the Tender Tender Document For Biometric Thumb Machine Page 9
11. Delivery of Tender: The original copy of the tender form is to be enclosed in two separate envelopes, the envelope containing Annexure A to G marked as technical bid and another envelope containing only Financial Details marked as Price bid. The two envelopes should be sealed and should bear address of the office, tender enquiry no., due date and time. The two envelopes should be put in one envelope and addressed to Registrar, North Maharashtra University, post box No. 80, Umavinagar, Jalgaon-425001, (India) marked with our tender enquiry number and due date. 12. The tenderer should quote in figures as well as in words the rate and amount tendered by them in the price bid. 13. Telegraphic, conditional or incomplete tenders will not be accepted. Canvassing of any kind, direct or indirect, shall lead to disqualification of the tenderer. 14. Tender in any form other than the prescribed form issued by North Maharashtra University, Jalgaon will not be entertained and will be summarily rejected. 15. After submission of the Technical and Commercial Bid, the bids cannot be Revised / modified. In such cases the tender will be summarily rejected and the entire Earnest Money Deposit submitted with the tender will be forfeited. 16. The commercial bids of only those tenderers will be opened who are qualified after scrutiny of technical bid. 17. The technical qualification of bidder does not give right to vendor or manufacturer to have any confirm order from North Maharashtra University, Jalgaon. 18. North Maharashtra University, Jalgaon reserves the right to have selection of item listed in the tender from any company/manufacturer depending upon the design, requirement of item by end user and technical specification of the item. No claim from any vendor shall be entertained by North Maharashtra University, Jalgaon. 19. Depending upon the requirement, order will be placed by North Maharashtra University, Jalgaon. 20. Payment shall be released to the firm within 15 days from the date of successful delivery, installation and commissioning of the machine and submission of invoice along with warranty card, PBG etc. 21. PENALTY CLAUSE: In case of any delay in delivery and installation of the items within the time period as agreed upon, North Maharashtra University, Jalgaon shall have the right to claim penalty for late delivery & installation & commissioning @ 5% of the contract value per week subject to a maximum of 10% or more as to be decided by University Authority. The rate of penalty charges may go beyond 10% depending the magnitude of delay and non compliance of the commercial terms & conditions. The same penalty rate shall be livable in case of delay in corresponding installation & commissioning. 22. Tenderer should quote the price including all taxes duties, Freight, Insurance, Installation, commissioning etc. Tender Document For Biometric Thumb Machine Page 10
23. The party shall have to sign the agreement regarding acceptance of all terms and conditions mentioned in the tender document and Purchase order. The agreement should be on the stamp paper of Rs.200/-at the cost of the supplier and registered with notary. 24. Jurisdiction: The disputes, legal matters, court matters, if any, shall be subject to Jalgaon Jurisdiction only. 25. North Maharashtra University, Jalgaon reserves all rights to ignore any tender who fails to comply with the above instructions. 26. The Machines should be capable of marking the attendance of the officers/officials base on the finger print of the concerned officer / officials. 27. The contract includes providing the machines and to provide training to some of our officials for operating the systems. 28. One service operator for operating PC, attendance machine all software finger Print, enrolment, report generation, data base creation and its maintenance for a period of one months from the date of installation of biometric attendance system in this office. The software shall have superlative range of flexible functions such as, late-in Early-out policy overtime policy absentee policy, Multiple Holidays, manual entry and correction entry. Exit Events and Attendance summary as a part of Time-Attendance software. It should have provision to create multiple branches department, search designations grades and categories. 29. While all efforts have been made to avoid errors in the drafting of the tender documents. The bidder is advised to check the same carefully. No Claim on account of any error detected in the tender documents shall be entertained. Place :- Jalgaon. Date :- 05/12/2015 (Prof.A.M.Mahajan) Registrar Signature & Seal of Vendor in Confirmation of acceptance of all terms And conditions of tender Tender Document For Biometric Thumb Machine Page 11
Annexure H PRICE BID Sr. No. Item Quantity Unit Price Storage Capacity Fingerprint Templates 3000 Total Amount in Rupees 01 Card Capacity 3000 Transaction Storage 1,00,000 Fingerprint Sensor 500 DPI Optical Sensor Biometric FAR <=0.0001% FRR <=1% Identification speed <=0.5 sec Audio/Visual Display 2.8 TFT Keypad 4 x 4 Keypad LED Indicator Green/Red Schedule Bell/Speaker Mini Speaker RS232, Communication Communication RS485, TCP/IP, USB Compatible software Web/desktop based to provide reports from the time attendance device. The various reports required are: week wise attendance, month wise attendance, configuration of off days, configuration of holidays, should be able to count overtime of the employees based on the attendance. The reports should be available in Excel/PDF formats. 10 Date : Signature of OEM /AD Place : Name : Company Seal. Tender Document For Biometric Thumb Machine Page 12