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6:l>it'iWfl ~ ~ fi11e;-1 EMPLOYEES' PROVIDENT FUND ORGANISATION ( ~ cf ~ ~, 'lfffi'f ~) (Ministry of Labour& Employment, Government of India)

~ <i>l4h14, i:fium Regional Office, Peenya No. 62, 3'd Cross, Industrial Suburb, Yeshwantpur 2"d Stage, Bangalore - 560022.

Tel: 23571377; Fax: 23574424; E-mail: ro.peenya@epfindia.gov.in

No. PY /PNY /CT /Photocopier/ 507 /2016-17 Date: 06.02.2017

TENDER NOTICE

Employee's Provident Fund Organization, a statutory body under the Ministry of Labour and Employement, Government of India, having its Regional Office at No. 62, 3rd Cross, Industrial Suburb, Yeshwanthpur 2nd Stage, Bengaluru-560022 invites sealed quotations from OEM / Authorised Channel Partners / Dealers for supply of Qty 01 Monochrome Digital Multifunction Printer / Photocopier with buy-back offer . for old and obsolete Canon iR2420L Digital Multifunction photocopier.

Interested bidders may send their quotations in sealed covers to the following address:

Regional Provident Fund Commissioner-I, Employees Provident Fund Organisation, Regional Office, No. 62, 3rd Cross, Industrial Suburb, Yeshwantpur 2nd Stage, Bengaluru-560022.

The Tender Document can be obtained from this office on all working days between

10:00AM to 04:00PM and can also be downloaded from the website htto://www.eofindia.qov.in.

The schedule of receipt and opening of quotations is as follows:

Last date for receipt of quotations: 20-02-2017 by 04:00 PM.

Date of opening of quotations: 21-02-2017 at 11:00 AM.

[VARGHE ANIEL] Regional Provident F Commissioner-II

Regional Office, Peenya.

tcb'tiH-il ~ ~ fi11a.:i EMPLOYEES' PROVIDENT FUND ORGANISATION (-w=r cf ~ ~, '+IRG ~) (Ministry of Labour& Employment, Government of India)

a-~ cf>llllctll, qlin:rr Regional Office, Peenya No. 62, 3'd Cross, Industrial Suburb, Yeshwantpur 2"d Stage, Bangalore - 560022.

Tel: 23571377; Fax: 23574424; E-mail: ro.peenya@epfindia.gov.in

No. PY/PNY/CT/Photocopier/ 507 /2016-17 Date: 06.02.2017

TENDER NOTICE

1. Employee's Provident Fund Organization (herein after called as the "Organisation''), a statutory body under the Ministry of Labour and Employement, Government of India, having its Regional Office at No. 62, 3rd Cross, Industrial Suburb, Yeshwanthpur 2nd Stage, Bengaluru-560022 invites sealed quotations from OEM / Authorised Channel Partners / Dealers for supply of Qty 01 Monochrome Digital Multifunction Printer/ Photocopier. The sealed quotations should include buy-back offer for old and obsolete Canon iR2420L Digital Multifunction Printer/Photocopier

2. Quotations in the sealed cover super scribed "Tender Notice for supply of Photocopier Machine" addressed to Regional Provident Fund Commissioner-I, Employees Provident Fund Organisation, Regional Office, No. 62, 3rd Cross, Industrial Suburb, Yeshwantpur 2nd Stage, Bengaluru-560022 may be sent, so as to reach latest by 04:00 PM on 20.02.2017.

3. Quotations received after the last date will not be entertained. However, on the basis of response, date may be extended in the form of amendment to this tender.

4. _Quotation should be based on detailed Terms and conditions as mentioned in the Tender Document.

5. The schedule of receipt and opening of quotations is as follows:

Last date and time for receipt of quotations:

Date and time of opening of quotations:

20-02-2017 by 04:00 PM.

21-02-2017 at 11:00 AM.

• INVITATION OF THE BID

SCOPE OF THE WORK:

Employee's Provident Fund Organization, Regional Office, No. 62, 3rd Cross, Industrial Suburb, Yeshwanthpur 2nd Stage, Bengaluru-560022 invites sealed bids for supply and installation of One (1) number of Monochrome Digital Multifunction Printer / Photocopier with buy­back offer for old and obsolete Canon iR2420L Digital Multifunction Printer/Photocopier. The tenderer should be a reputed manufacturer or his authorized dealer. The technical specifications and configurations are given in Annexure I of the tender document.

DETAILS OF THE BID

(a) Last date and time for receipt of quotations: (b) Date and time of opening of quotations: (c) Place of submitting and opening of bids:

20-02-2017 by 04:00 PM. 21-02-2017 at 11:00 AM.

Employee's Provident Fund Organization, Regional Office, No. 62, 3rd Cross, Industrial Suburb, Yeshwanthpur ind Stage, Bengaluru-560022.

BIDDING PROCEDURE

It is proposed to have a Two Bid System in this Tender, i.e Technical Bid and Commercial Bid.

1. Technical Bid: The bidder should specifically provide full details of the OEM/Dealer in this Bid. The Technical Bid is placed at Annexure II and the same is to be filled by the bidding firm. A checklist of documents to be enclosed with the "Technical Bid" is placed at Annexure III. The full details are to be put in a sealed cover super scribed with the words "TECHNICAL BID" and addressed to "Regional Provident Fund Commissioner, Employees' Provident Fund Organization, No. 62, 3rd Cross, Industrial Suburb, Yeshwanthpur 2nd Stage, Bengaluru-560022. Please note that the prices should not be indicated in the Technical Bid.

2. Commercial Bid: The bidder should submit the Commercial Bid as per Annexure IV in a separate sealed cover, super scribed with the words "COMMERCIAL BID" and addressed to "Regional Provident Fund Commissioner, Employee's Provident Fund Organization, No. 62, 3rd Cross, Industrial Suburb, Yeshwanthpur 2nd Stage, Bengaluru-560022.

Both the covers, i.e Technical Bid and Commercial Bid are to be put in a single sealed cover

super scribed with "Tender for Supply of Digital Multifunction Printer/Photocopier"and addressed to "Regional Provident Fund Commissioner, Employees' Provident Fund Organization, No. 62, 3rd Cross, Industrial Suburb, Yeshwanthpur 2nd Stage, Bengaluru-560022. The cover should clearly indicate the

name and address of the tenderer.

The tenders may be submitted in person or sent through Post so as to reach this office by 04:00 PM on 20.02.2017.

The Technical Bid shall be accompanied by a Demand draft for ~ 500 (Rupees Five hundred only) drawn in favour of Regional Provident Fund Commissioner, payable at Bengaluru towards Tender processing fees (non-refundable). Technical Bids received without the draft or not fulfilling the prescribed conditions, will be summarily rejected and decision of the Organisation in this regard shall be final and binding. Only those bidders, whose technical bids are complete in all respects and satisfy the laid down conditions, will be considered for financial bids. No further correspondence by the bidder shall be entertained after the last date of submission of the tender. Technical bids shall be opened on 21.02.2017 at 11:00 AM by Tender Opening Committee.

Note: Tenders submitted through Fax/E-mail and incomplete offers will be summarily rejected. The Organisation reserves the right to accept or reject any or all bids in part or full received at its absolute discretion without assigning any reason whatsoever or any notice.

INSTRUCTIONS JO BIDDERS

1. The firms quoting for the tender should have at least three years' experience in undertaking such type of jobs in Government offices and must submit a list of such Department/Mi,nistry concerned along with satisfactory service certificate mentioning name/designation/telephone numbers etc where they have rendered such work for three or more years.

2. Bidder should submit the Processing Fee of , 500/- (Rupees Five hundred only) by way of Demand Draft of Nationalized/Scheduled Bank drawn in favour of Regional Provident Fund Commissioner, payable at Bengaluru while submitting their tender, else tender will be summarily rejected. No editing, addition/deletion of matter is permitted. If such action is observed at any stage, such tenders are liable for outright rejection.

3. Only enclosed formats as provided in original should be used. All sheets need to be submitted after affixing seal of the Company and signature of the authorized signatory. Additional sheets, duly authenticated, may be attached to elucidate specifications or clarify the specific issues.

4. The firm should not have been blacklisted during last three years in any government organizations. If it is found at any time during contract period that the firm is blacklisted then the contract will immediately be cancelled.

5. Original Tender document copy should be signed and stamped by the bidder on each page accepting tender terms and conditions.

6. The bidder may quote for a specific brand/model of Digital Photocopier or all the brands giving details of make, brand, part number, model number etc.

7. All columns of this bid should be filled. Any additional information should be enclosed separately and referred to in the relevant column of the bid form. Relevant product literature may be enclosed with the bid along with media (if any).

8. Vendor's are to comply with all the Technical Specifications as a part of Technical Bid.

'

9. The Photocopier machine can be supplied by the manufacturer directly or through their authorized dealer/authorized channel partners/distributors. Letter of authorization from the manufacturer/parent company is to be enclosed in case of authorized channel partner/ dealer.

10. If authorized dealer is quoting, then he has to submit tender specific authorization letter from OEM, stating "The (name of dealer with address) is quoting on behalf of us and we have an association of more than 3 years with the said dealer. Furthe~ in case the dealer would not be able to provide satisfactory service to Employees Provident Fund Organisation or any disputes arise with the said deale~ then (Name of the OEM) will provide the service at the same price and terms & condition of the tender to "Employees Provident Fund Organisation'~

11. The bidder shall quote the prices in INR of goods and services inclusive of all duties, taxes, levies or charges.

12. All the terms and conditions for the supply, delivery, payment, warranty, penalty, etc. will be as given herein and no change in any terms and condition by the vendors will be acceptable. The firms should also submit a list of their clients/customers (with complete name, address of the firms and telephone number of the contact person therein) including in Govt. educational institutions & public sectors with details of the Photocopier machine of the type under reference supplied by them for information of the Organisation.

13. Submission of the tender by a tenderer shall be taken to signify his acceptance of the above terms and conditions. Alterations, overwriting or erasing of any terms and conditions is not permitted.

14. VALIDITY AND EVALUATION

(a) The bids should be valid for a period of at least four months from the date of opening of the tender, within which the award shall be finalized.

(b) The tech no-commercial bids will be evaluated for satisfaction of the terms of the tender.

(c) Conditional tenders are liable to be rejected.

15. Canvassing in any form will be viewed seriously and if any tenderer is found to be resorting to such practice, the tender of such firm will be rejected.

TERMS AND CONDITIONS OF THE CONTRACT

The terms and conditions of the contract will be as under:

1. Photocopier machine to be supplied by the firm should be digital multifunctional only.

2. The Photocopier machine should be new only. The minimum specifications of the machine which will be supplied by the firm should match the specifications as mentioned in Tender document. The successful bidder will have to submit the original invoice of photocopier machine which is to be installed in the office.

3. All complaints will be attended to within 48 hours from the time of its lodging. During the currency of the contract period, it will be the responsibility of the contractor to keep the

equipment in perfect working order.

4. In case, any photocopier machine is to be taken out for repairs to firm's workshop, a standby machine of same/higher configuration shall be provided by the firm. Toner/developer and other consumables will be provided by the contractor free of cost. The machine should remain functional all the time with production of acceptable quality of reprints.

5. Tenderer should have at least three years of experience in the sales of Photocopier machines. Performance Statement and documentary proof of the same to be attached.

6. Tenderer should have turnover of more than Rupees Fifty lakhs per annum in the sales/services of Photocopier machines during last two years. Audited Balance sheet and profit and loss account statement for last three (3) years to be submitted along with the bid.

7. Photocopier machines will be procured from the bidder who, subject to being found technically qualified, quotes the least amount for supplying the digital photocopier and such bidder shall be awarded the contract.

8. Tenderer should have registration of Sales Tax/V.A.T, documentary proof to be enclosed.

9. The photocopier quoted should be of reputed standard make and should conform to the ISO Standard(s)

10. All the terms and conditions for the supply, delivery, payment, warranty, penalty, etc. will be as given herein and no change in any terms or conditions by the vendors will be acceptable.

11. To assist the examination, evaluation and comparison of bids, the Organisation may at its discretion, ask the bidder for clarification of its bid including price. The request for clarification and the response shall be in writing.

12. Delivery and installation period: Maximum Two (2) weeks from the date of purchase order. The installation report should be signed by the firm engineer jointly with authorized representative of the Organisation. The Photocopier machine is to be delivered and installed at Employees' Provident Fund Organization, No. 62, 3rd Cross, Industrial Suburb, Yeshwanthpur 2nd Stage, Bengaluru-560022.

13. Successful tenderer will have to adhere to the delivery schedule strictly.

14. Payment terms: Payment shall be released on successful installation of photocopier machines to be certified by firm's engineer jointly with authorized representative of the Organisation.

15. Warranty:

(a) The Tenderer should specify in clear terms the Warranty Clauses, and items covered under the Warranty.

(b) During the period of Warranty, the firm shall attend to any faults within 24 hrs from

' .

lodging of service/maintenance call and in any case not beyond 48 hours. In case the photocopier machine is down for more than seven working days, the Organisation reserves the right to get it repaired from any suitable agency at the risk and cost of vendor.

(c) Warranty period begins from the day of successful installation of photocopier machine to be certified by firms engineer jointly with authorized representative of the Organisation.

16. Training :

(a) The Bidder shall provide training for operation of the photocopier at the premises of the Organisation as and when required.

(b) The bidder shall provide all training, material and documents at his own cost.

17. It shall be the responsibility of the successful bidder to lift the old and obsolete Canon iR2420L photocopier machine at his own cost and risk.

18. Any disputes arising out of this tender will be under the jurisdiction of court of Bengaluru only.

[VARGHE DANIEL] Regional Provident f Commissioner-II

egional Office Peenya.

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ANNEXURE I

TECHNICAL SPECIFICATION OF DIGITAL MULTIFUNCTION PRINTER/ PHOTOCOPIER

1. Monochrome Digital Multifunctional Printer with Auto Duplex Feeder (RADF) and duplex printinq.

2. Maximum Oriqinal size A3 3. Paper sizes A3, A4, BS

Scan 600 dpi x 600dpi or more 4. Copy/ Print Resolution Copy 1200 x 1200 dpi or more

Print 1200 x 1200 dpi or more 5. No. Of trays 2 and above 6. Paper capacity 500 sheets and above 7. Paper feed Duplex 8. Print Speed 25 ppm and above 9. Functions Print, Scan, Copy, Scan to e-

mail/folder/USB Drive, Colour scanning and send functions, secured printinq.

10. Electricity consumption Low 11. Toner Yield Above 30,000 copies 12. Drum Yield Above 1,00,000 copies 13. OS compatibility Windows XP, Windows Vista, Windows

7, Windows 8, Windows Server 2003, Windows Server 2008, etc.

14. Network printing Yes 15. Memory 1.256 GB RAM (minimum) 16. Hard Disk 160 GB (minimum) 17. Interface Ethernet, USB

• AC power cable,

• Min 5 m long network printer cable 18. Accessories Suitable Stand/Trolley to be •

provided. Availability of spare parts and after

19. Spares sales services for 10 years after the delivery of the machine. Recommended Maintenance Kit for

20. Maintenance kit Copier/Printer/scanner shall be provided by the Manufacturer

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ANNEXURE II

TECHNICAL BID (To be filled by the bidder)

Name of the Firm/Bidder: ___________________ _

Postal Address: ------------------------

Telephone No & Fax No: __ _

E-mail id: ------Contact person name: ________ _

Name of work: Supply of Digital MFP /Photocopier.

SI. No. Description Bidder's Remarks

Service Tax registration No:

VAT NO: (if available)

Acceptance to carry out the work as per Terms & conditions

Free delivery and installation of MFD Photocopier Machine within 2 weeks from the date of issue of Purchase Order

Price quoted is firm during the entire contract period

Payment as per Payment Terms & Conditions

Supplier should have local service support ( enclose full details with registration copy)

All documents as per Checklist at Annexure III enclosed.

ANNEXURE III

CHECKLIST OF THE DOCUMENTS TO BE ATTACHED ALONG WITH THE TECHNICAL BID.

SL. Whether

No Name of the document enclosed (Yes/No)

1 Tender specific authorization letter from OEM (In case of authorized dealer). (Ref: Clause-10 of Instructions to Bidders}

2 List of clients/customers with complete name, address and contact number

3 Documentary proof of experience in sale of Photocooier

4 Audited Balance Sheet and Profit and Loss Account for last three vears

5 Documentarv proof of Sales Tax/VAT Reoistration

6 Documentary proof of quoted photocopier conforming to the ISO Standards. Original Tender document copy should be signed and

7 stamped by the bidder on each page accepting tender terms and conditions

8 Cost of processing the tender form, i.e. ~ 500 in the form of DD. List of clients/customers (with complete name, address of the firms and telephone number of the contact person

9 therein) including in Govt. educational institutions & PSU with details of the Photocopier of the type under reference supplied by them for information of the Organisation.

10 Minimum Three years of experience in the sales of Photocooier (Documents reauired)

11 Technical compliance.

ANNEXUREIV

COMMERCIAL BID (To be filled by the Firm/Bidder)

(Use separate Annexures in case the bid is for more than one brand of photocopier)

Name of the Firm/Bidder: ___________________ _

Postal Address: _______________________ _

Telephone No & Fax No: _ _ ___ ____ _

E-mail id: --- - ------------Contact person name: ___________ _

Name of work: Supply of Digital MFP/Photocopier.

SI Description Price (inclusive of all No. taxes) in, 1. (Details of the photocopier) 2. Less: Buy-back offer for Canon iR2420L

photocopier 3. Total