Smart Card Tender-011206

8/3/2019 Smart Card Tender-011206

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Tender Document No.

TENDER DOCUMENT

For Procurement of

CCoonnttaaccttlleessss ssmmaarrtt ccaarrdd bbaasseedd

AAcccceessss CCoonnttrrooll SSyysstteemm

Ministry of Earth sciences (MoES)Government of India

www.moes.gov.in

Block No. 9&12, C.G.O. Complex,Lodhi Road, New Delhi-10003.

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Tender Document for Contact less Smart card based Access Control System

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Document Control Sheet

Tender Document No

Name of the MinistryMinistry of Earth Sciences

Date of issue05.12.2006

Last date for submission of queries13.12.2006

Date for Pre-Bid Conference15.12.06 (3.00 pm)

Venue of Pre-Bid ConferenceConference Hall, Block No. 12 CGO

Complex

Last Date and Time for Receipt of Bids29.12.06 3.00 pm

Date and Time of Opening of Technical Bids29.12.06 3.30 pm

Place of Opening of BidsConference Hall

Address for CommunicationSection officer (General), Ministry of

Earth Science, Ground floor, Block

No. 12, CGO Complex, Lodhi Road,

New Delhi-110003.

Note: This tender document is not transferable.

Secretary,Ministry of Earth sciences


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Disclaimer

The information contained in this Tender Document or subsequently provided to Bidder(s) or

Applicants whether verbally or in documentary form by or on behalf of Secretary, Ministry of

Earth Sciences or any of their employees or advisors, is provided to the Bidder(s) on the

terms and conditions set out in this Tender Document and all other terms and conditions

subject to which such information is provided.

This Tender Document is not an agreement and is not an offer or invitation by the Secretary,

Ministry of Earth Sciences to any party other than the Applicants who are qualified to submit

the Bids (Bidders). The principle purpose of this Tender Document is to provide the

Bidder(s) with information to support the formulation of their Proposals. This Tender

Document does not purport (claim) to contain all the information each Bidder may entail

(require). This Tender Document may not be apposite (appropriate) for all persons, and it is

not possible for the Secretary, MoES their employees, or advisors to consider the

investment objectives, financial situation, and particular needs of each Bidder who reads or

uses this Tender Document. Each Bidder should conduct its own investigations and analysis

and should check the accuracy, reliability and completeness of the information in this Tender

Document and where necessary obtain independent advice from appropriate sources. The

Secretary, MoES their employees and advisors make no representation or warranty and

shall incur no liability under any law, statute, rules or regulations as to the precision

(accuracy), reliability or completeness of the Tender Document. The Secretary, MoES may

in their absolute discretion, but without being under any obligation to do so, update, improve

or supplement the information in this Tender Document.


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TABLE OF CONTENTS

1 Section 1: Introduction 71.1 Preface 71.2 Definitions and Abbreviations Used 72 Section 2: Invitation for Bids 82.1 Bids For 82.2 Due Diligence 82.3 Cost of Bidding 82.4 Content of Bidding Document 82.5 Clarification of Bidding Documents 92.6 Amendment of Bidding Documents 92.7 Sale of Tender Document 93 Section 3: Instructions to Bidders 113.1 Preparation of Bids 11

3.1.1 Language of Bid 113.1.2 Documents Constituting the Bid 113.1.2.1 Technical Bid 113.1.2.2 Financial Bid 113.1.2.3 Bid Security 113.1.2.4 Undertaking 113.1.3 Bid Prices 123.1.3.1 Prices in the Price Schedule 123.1.3.2 Separation of Price Components 123.1.3.3 Fixed Price 123.1.3.4 Bid Currencies 123.1.4 Bid Security 123.1.4.1 Amount of Bid Security 12

3.1.4.2 Currency of Bid Security 133.1.4.3 Requirement of Bid Security 133.1.4.4 Rejection of Bid 133.1.4.5 Discharge of Security Bid of Unsuccessful Bidder 133.1.4.6 Discharge of Security Bid of Successful Bidder 133.1.4.7 Forfeiture of Bid Security 133.1.5 Period of Validity of Bids 133.1.5.1 Validity Period 133.1.5.2 Extension of Period of Validity 143.1.6 Format and Signing of Bid 143.1.6.1 Number of Copies of Bid 143.1.6.2 Authentication of Bid 143.1.6.3 Validation of interlineations in Bid 143.1.7 Sealing and Marking of Bids 143.1.7.1 Enclosing of Bid 143.1.7.2 Mailing Address for Bids 153.1.7.3 Responsibility of Client 153.1.8 Rejection of Bid 153.1.9 Deadline for Submission for Bids 153.1.10 Last date for Submission 163.1.11 Extension for Last date for Submission 163.1.12 Late Bids 163.1.13 Modification and Withdrawal of Bids 163.1.13.1 Written Notice 163.1.13.2 Signing and Marking of Notice 163.1.13.3 Last Date for Notice 16


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3.1.14 Bid Opening and Evaluation of Bids 173.1.14.1 Opening of Technical Bids 173.1.14.2 Announcement of Bids 173.1.14.3 Bids Not Considered For Evaluation 173.1.14.4 Opening of Financial Bids 173.1.14.5 Announcement of Bids 173.1.14.6 Clarification of Bids 183.1.15 Preliminary Examination 183.1.15.1 Completeness of Bids 183.1.15.2 Rectification of Errors 183.1.15.3 Rejection of Bid 183.1.15.4 Evaluation and Comparison of Bids 183.1.16 Contacting the Client 193.1.16.1 Contact by Writing 193.1.16.2 Rejection of Bid 193.1.17 Award of Contract 193.1.17.1 Clients right to accept any Bid and to reject any Bid or all Bids 193.1.17.2 Notification of Award 193.1.17.3 Signing of agreement 203.1.18 Discharge of Bid Security 203.1.19 Expenses for the Contract 203.1.20 Failure to abide by the Agreement 203.1.21 Performance Guarantee 203.1.21.1 Period for Furnishing Performance Guarantee 203.1.22 Payment 213.1.23 No Claim Certificate 213.1.24 Suspension 213.1.25 Service Level Agreement 213.1.26 Standard of Performance 213.1.27 Time for Implementation of the Project 223.1.27.1

Delays In The Service Providers Performance 22

3.1.28 Confidentiality 223.1.29 Period Of Contract 223.1.29.1 User Acceptance Test And Quality Check 233.1.30 Annulment of Award 233.1.31 Termination of Contract 233.1.31.1 Termination for Default 233.1.31.2 Termination for Insolvency, Dissolution etc 243.1.31.3 Termination for Convenience 243.1.32 Sub Contracting 243.1.33 Exit Management Schedule 243.1.33.1 Purpose 243.1.33.2 Cooperation and provision of information 25

3.1.33.3 Confidential Information, Security And Data 253.1.33.4 Employees 263.1.33.5 General Obligation of the Service Provider 263.1.33.6 Exit Management Plan 263.1.34 Force Majeure 273.1.35 Arbitration and Jurisdiction 284 Section 4: Scope of Work 294.1 Introduction 294.2 Technical Specifications 304.3 Responsibilities Of The Service Provider 394.3.1 Part A - 394.3.2 Part B - 394.3.3 Part C - 40


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5 Section 5: Annexure & Forms 415.1 Annexure 1 Contents and Format of Technical Bid 415.2 Annexure 2 Contents and Format of Financial Bid 435.3 Annexure 3 Pre Qualification Criteria 455.4 Form 1 Format for Covering Letter 465.5 Form 2 Bid Proposal Sheet 495.6 Form 3 Performance Statement 505.7 Form 4 Format of Power-of-Attorney 515.8 Form 5 Undertaking 536 Section 6: Format of Agreement 54


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1 Section 1: Introduction

1.1 Preface:

The Ministry is looking for a solution which will enable it to provide role based access

to its employees, guests/visitors, suppliers, service providers, etc. to different parts of the

Ministry and its autonomous bodies. The system will also be used for generating

electronic record of entry and exit to any building/installation of the Ministry including

attendance records.

1.2 About the Ministry:

The Ministry of Earth Sciences was created on 12th July 2006 after merger of India

Meteorological Department (IMD); National Centre for Medium Range Weather

Forecasting (NCMRWF); Indian Institute of Tropical Meteorology (IITM), Pune and Earth

Risk Evaluation Centre (EREC) with the then Ministry of Ocean Development. The

Ministrys mandate is to look after Atmospheric Sciences, Ocean Science & Technology

and Seismology in a integrated manner.

The expanded Ministry of Earth Sciences aims to create a framework for understanding

the complex interactions among key elements of the Earth System, namely ocean,atmosphere and solid earth, by encompassing national programmes in Ocean science,

meteorology, climate, environment and seismology.1.3 Definitions and Abbreviations Used

MoES Ministry of Earth Sciences

NIOT National Institution of Technology

NCAOR National Centre for Antarctic & Ocean

ResearchINCOIS Indian National Centre for Ocean

Information ServicesIMD India Meteorological Department

IITM Indian Institution of Tropical Metrology

EREC Earthquake Risk Evaluation Centre

ITB Instruction to Bidders.

CMLRE Centre for Marine Living Resources &Ecology


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2 Section 2: Invitation for Bids

2.1 Bids For

This invitation for bids is for Contactless Smart card based Access Control

System .

Sealed offers prepared in accordance with the procedures enumerated in this

document should be submitted to the MoES on or before 29.12.2006 at 3.00

P.M.

2.2 Due Diligence

The Bidder is expected to examine all instructions, forms, terms & conditions

and specifications in the bidding document. The bid should be precise,

complete and in the prescribed format as per the requirement of the bid

document. Failure to furnish all information required by the bidding document

or submission of a bid not responsive to the bidding documents in every

respect will be at the Bidders risk and may result in rejection of the bid.

2.3 Cost of Bidding

The Bidder shall bear all costs associated with the preparation and

submission of its bid and Secretary, MoES hereinafter referred to as "the

Client", will in no case be held responsible or liable for these costs, regardless

of the conduct or outcome of the bidding process.

2.4 Content of Bidding Document

The requirements, bidding procedures and contract terms are prescribed in

the bidding documents. The bidding documents include:

Annexure 1 Contents and Format of Technical Bid

Annexure 2 Contents and Format of Financial Bid

Form 1 Format for Cover Letter

Form 2 Bid Proposal Sheet

Form 3 Performance Statement

Form 4 Format of Power-of-Attorney

Form 5 Undertaking

Form 6 Format of Agreement


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2.5 Clarification of Bidding Documents

A prospective Bidder requiring any clarification of the bidding documents may

notify the Client in writing by fax or e-mail. The following personnel may be

contacted for these purposes.

Name of the officer Designation Contact Particulars

Prabir G. Dastidar Scientist E Tel.: 011-24366130

Fax: 24360336

The Client shall respond in writing to any request for clarification of the

bidding documents, which it receives no later than 13.12.2006. The client

shall convene a pre-bid meeting on 15.12.2006 at 3.00 P.M. to provide the

clarifications.

2.6 Amendment of Bidding Documents

At any time before the deadline for submission of bids, the Client may, for any

reason, whether at own initiative or in response to a clarification requested bya prospective Bidder, modify the bidding document by amendment.

All prospective Bidders who have received the bidding document shall be

notified of the amendment in writing by e-mail and / or post, and all such

amendments shall be binding on them. The amended bid document shall also

be kept on the website www.moes.gov.in.

2.7 Sale of Tender Document

Tender Document will be sold @ Rs. 500/- per copy against cash or bank

draft drawn in the name of DDO, Department of Ocean Development. Tender

Document will also be available at www.moes.gov.in. Those downloading it from

website will be required to deposit a separate draft of Rs. 500/- along with Technical

bid, absence of which may make the bid liable for rejection. All those downloading

the tender document may send their names, e-mail address, fax numbers, contact

addresses by email to Shri Prabir G. Dastidar at [email protected] .


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Tender Document sale register will be maintained at General Section, Block No. 12,

C.G.O. Complex, Lodhi Road, New Delhi-110 003 where name, e-mail, fax number,

address, contact number, etc. of the person buying the tender document will be

recorded. All communications will be sent at the email provided above.

Same register to be used for recording attendance of the representative during

opening of the bids.


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3 Section 3: Instructions to Bidders

3.1 Preparation of Bids

3.1.1 Language of Bid

The bid prepared by the Bidder, as well as all correspondence and

documents relating to the bid exchanged by the Bidder and the Client shall be

written in English language only.

3.1.2 Documents Constituting the Bid

The bid prepared by the Bidder shall comprise the following components. The

bids not conforming to the requirements shall be summarily rejected.

3.1.2.1 Technical Bid

Technical Bid will comprise Cover Letter, Bid Proposal Sheet, Performance

Statement, Details of Similar Projects Done, and Undertaking. Please note

that no price schedule should be indicated in the Technical Bid and shall only

be quoted in the Financial Bid. Refer Annexure 1 for the Technical Bid

contents and formats.

3.1.2.2 Financial Bid

Financial Bid will comprise Cover Letter and Price Schedule. Cover Letter,

Price Schedule should be completed in accordance with ITB Section 3, 4 and

5. Refer Annexure 2 for the Financial Bid contents and formats.

3.1.2.3 Bid Security

Bid security should be furnished in accordance with ITB Section 3.1.4 and 5.

3.1.2.4 Undertaking

An undertaking from the Bidder stating the compliance with all the conditions

of the Contract and Technical Specifications of the Bidding Document since

no deviation will be acceptable to the Client in accordance with ITB Form 5.


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3.1.3 Bid Prices

3.1.3.1 Prices in the Price Schedule

The Bidder shall quote price in clear terms. Break up should abide by the

Format for Financial Bid described in Annexure 2. The rates quoted should be

inclusive of VAT/Sales Tax, Service Tax and other taxes.

All prices shall be for delivery of services at Clients premises up to the

satisfaction of client or clients representatives. The aggregated price should

be quoted in words also.

The Financial Bids should strictly conform to the formats to enable evaluation

of bids and special care may be taken that the bids having any hidden costs

or conditional costs will be liable for straight rejection.

3.1.3.2 Separation of Price Components

The price components furnished by the Bidder in accordance with ITB Section

3 above will be solely for the purpose of facilitating the comparison of bids by

the Client and will not in any way limit the Clients right to contract on any of

the terms offered.

3.1.3.3 Fixed PricePrices quoted by the Bidder shall be fixed and no variation will be allowed

under any circumstances. No open-ended bid shall be entertained and the

same is liable to be rejected straightway.

3.1.3.4 Bid Currencies

Prices shall be quoted in Indian National Rupee.

3.1.4 Bid Security

3.1.4.1 Amount of Bid Security

Pursuant to ITB Section 2, the Bidder shall furnish, as part of its bid, a bid

security in the form of Demand Draft / Bankers Cheque/Bank Guarantee drawn

in favour of Secretary, MoES for Rs. 50,000/- payable at Delhi.

3.1.4.2 Currency of Bid Security

The bid security shall be furnished in Indian National Rupees.


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3.1.4.3 Requirement of Bid Security

The bid security is required to protect the Client against the risk of Bidders

conduct, which would warrant the securitys forfeiture, pursuant to ITB Section

3.

3.1.4.4 Rejection of Bid

Any bid not secured in accordance with ITB Section 3 mentioned above, shall

be rejected by the Client, without any further correspondence, as non-

responsive.

3.1.4.5 Discharge of Security Bid of Unsuccessful Bidder

Unsuccessful Bidders bid security will be discharged / returned as promptly

as possible but not later than 120 days after the expiration of the period of bid

validity prescribed by the Client, pursuant to ITB Section 3.

3.1.4.6 Discharge of Security Bid of Successful Bidder

The successful Bidders bid security will be adjusted against the performance

guarantee upon the Bidder signing the Contract, pursuant to ITB Section 3.

3.1.4.7 Forfeiture of Bid Security

The bid security can be forfeited if a Bidder

Withdraws its bid during the period of bid validity specified by the

Bidder on the Bid Form or

Does not accept the correction of errors pursuant to ITB Section 3 or

In case of the successful Bidder, if the Bidder fails

To sign the Contract in accordance with ITB Section 3 or

To furnish performance guarantee in accordance with ITB Section 3

3.1.5 Period of Validity of Bids

3.1.5.1 Validity Period

Bids shall remain valid for 180 days after the date of bid opening prescribed

by the Client, pursuant to ITB Section 3. The Client holds the rights to reject a

bid valid for a period shorter than 180 days as non-responsive, without any

correspondence.


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3.1.5.2 Extension of Period of Validity

In exceptional circumstances, the Client may solicit the Bidders consent to an

extension of the period of validity. The request and the response thereto shall

be made in writing. Extension of validity period by the bidder should be

unconditional. The bid security provided under ITB Section 3 shall also be

suitably extended. A Bidder may refuse the request without forfeiting the bid

security. A Bidder granting the request will not be permitted to modify its bid.

3.1.6 Format and Signing of Bid

3.1.6.1 Number of Copies of Bid

The Bidder shall prepare one original and one spare copy of the Technical

Bid separately, clearly marking each "Technical Bid Original Copy" and

"Technical Bid Spare Copy", as appropriate. In the event of any

discrepancy between them, the original shall govern. The Bidder shall

prepare only one original copy of Financial Bid, clearly marking it as

"Financial Bid Do not open with Technical Bid".

3.1.6.2 Authentication of Bid

The original and all copies of the bid shall be type written and shall be signed

by a person or persons duly authorized to bind the Bidder to the Contract.

The letter of authorization shall be supported by a written power-of-attorney

accompanying the bid. Please refer Form 4 for the format of power-of-

attorney for signing the bid. The person or persons signing the bid shall initial

all pages of the bid, except for the un-amended printed literature.

3.1.6.3 Validation of interlineations in Bid

Any interlineations, erasures or overwriting shall be valid only if the person or

persons signing the bid have authenticated the same with signature.

3.1.7 Sealing and Marking of Bids

3.1.7.1 Enclosing of Bid

The original and one spare of the Technical Bid shall be bound and placed in

sealed envelopes clearly marking each "Technical Bid Original Copy"

and "Technical Bid Spare Copy", as appropriate. The Financial Bid shall

be placed in separate sealed envelope clearly marking it as "Financial Bid


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Do not open with Technical Bid". The inner envelopes shall then be placed

in an outer envelope.

3.1.7.2 Mailing Address for BidsThe inner and outer envelopes shall

be addressed to the Client at the following address

To

The Section Officer (General)

Ministry of Earth Sciences

Mahasagar Bhavan,

Block No.12, C.G.O Complex,Lodhi Road,

New Delhi 110 003

be marked Tender for Contactless Smart card based Access Control System

with contact less smart card. Do not open before 29.12.2006

also indicate the name and address of the Bidder to enable the bid to be

returned unopened in case it is declared "late".

3.1.7.3 Responsibility of ClientIf the outer envelope is not sealed and marked as required by the ITB Section

3, the Client will assume no responsibility for the bids misplacement or

premature opening.

3.1.8 Rejection of Bid

The Bid has to be submitted in the form of printed document. The bids

submitted by Telex, fax or email bids shall not be entertained.

Any condition put forth by the bidder non-conforming the bid requirements

shall not be entertained at all and such bid shall be rejected.

3.1.9 Deadline for Submission for Bids

The Bids (both Technical and Financial) must be received by the Client, at the

address specified under ITB Section 3, not later than 29.12.2006 by 3.00 P.M.


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3.1.10 Last date for Submission

In the event of the specified date for the submission of Bids being declared a

holiday for the Client, the Bids will be received up to the appointed time on the

next working day.

3.1.11 Extension for Last date for Submission

The Client may, at own discretion, extend this deadline for submission of bids

by amending the bid documents in accordance with ITB Section 3, in which

case all rights and obligations of the Client and Bidders previously subject to

the deadline will thereafter be subject to the deadline as extended.

3.1.12 Late Bids

Any bid received by the Client after the deadline for submission of bids

prescribed by the Client, pursuant to ITB Section 3, will be summarily rejected

and returned unopened to the Bidder. The Client shall not be responsible for

any postal delay or non-receipt / non-delivery of the documents. No further

correspondence on this subject will be entertained.

3.1.13 Modification and Withdrawal of Bids

3.1.13.1 Written NoticeThe Bidder may modify or withdraw its bid after the bids submission, if the

Client receives written notice of the modification or withdrawal, before the

expiration of deadline prescribed for submission of bids.

3.1.13.2 Signing and Marking of Notice

The Bidders modification or withdrawal notice shall be prepared, sealed,

marked and dispatched in accordance with the provisions of ITB Section 3. A

duly signed withdrawal notice may also be sent by fax or post so as to reach

the designated office before the expiration of deadline for submission of bids.

3.1.13.3 Last Date for Notice

No bid may be modified subsequent to the deadline for submission of bids.

No bid may be withdrawn in the interval between the deadline for submission

of bids and the expiration of period of bid validity specified by the Bidder on

the bid form. Withdrawal of a bid during this interval may result in the Bidders

forfeiture of its bid security, pursuant to ITB Section 3.


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3.1.14 Bid Opening and Evaluation of Bids

3.1.14.1 Opening of Technical Bids

The Client will open all Technical Bids, in the presence of Bidders

representatives who choose to attend the Technical Bid opening on

29.12.2006 at 3.30 P.M. The Bidders representatives who are present shall

sign a register evidencing their attendance. In the event of the specified date

of Bid opening being declared a holiday for the Client, the Bids shall be

opened at the appointed time and location on the next working day.

3.1.14.2 Announcement of Bids

The Bidders names, bid modifications or withdrawals and the presence or

absence of requisite bid security and such other details as the Client at

discretion may consider appropriate, will be announced at the opening. No bid

shall be rejected at bid opening, except for late bids, which shall be returned

unopened to the Bidder pursuant to ITB Section 3.

3.1.14.3 Bids Not Considered For Evaluation

Bids (and modifications sent pursuant to ITB Section 3.) that are rejected

during the bid opening process shall not be considered for further evaluation,

irrespective of the circumstances.

3.1.14.4 Opening of Financial Bids

Financial Bids will be opened and compared after the technical evaluation has

been completed for those Bidders whose technical bids reach the minimum

standard needed for the task.

3.1.14.5 Announcement of Bids

The Financial Bids will be opened, in the presence of Bidders representatives

who choose to attend the Financial Bid opening on date and time to be

communicated to all the technically qualified Bidders. The Bidders

representatives who are present shall sign a register evidencing their

attendance. The name of Bidder, Bid Prices, Discount, etc. will be announced

at the meeting.


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3.1.14.6 Clarification of Bids

During evaluation of bids, the Client may at its discretion, ask the Bidder for a

clarification of its bid. The request for clarification and the response shall be in

writing. If the response to the clarification is not received before the expiration

of deadline prescribed in the request, the Client reserves the right to make his

own reasonable assumptions at the total risk and cost of the Bidder.

3.1.15 Preliminary Examination

3.1.15.1 Completeness of Bids

The Client will examine the bids to determine whether they are complete,

whether they meet all the conditions of the Contract and Technical

Specifications and whether any computational errors have been made,

whether required sureties have been furnished, whether the documents have

been properly signed, and whether the bids are generally in order.

3.1.15.2 Rectification of Errors

Arithmetical errors will be rectified on the following basis. If there is a

discrepancy, between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total

price shall be corrected. If there is a discrepancy between words and figures,

the amount in words shall prevail. If the supplier does not accept the

correction of errors, its bid will be rejected and its bid security may be

forfeited.


If a bid is not responsive and not fulfilling all the conditions it will be rejected

by the Client and may not subsequently be made responsive by the Bidder by

correction of the non-conformity.

3.1.15.4 Evaluation and Comparison of Bids

A two-stage procedure will be adopted for evaluation of proposals, with the

technical evaluation being completed before the financial proposals being

opened and compared. The technical proposal may be evaluated using the

following criterion.

S. NO EVALUATION CRITERIA MARKS

1. Experience in having executing similar project (certificate from 40


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users to be provided)

2. Solution for inter-operability of cards in different institutes 20

3. Variation from solutions sought 10

4. Presence of vendor at Delhi, Hyderabad, Goa, Pune, Kochi 10

5. Time schedule for implementation 10

6. List of reports generated by the software 10

Total 100

The financial bids of only those bidders who have scored minimum of 70%

marks at the end of technical bid evaluation process will be considered for

financial bid evaluation.

The evaluation of the financial proposals shall be carried out considering thetotal cost of the project to Secretary, MoES as indicated in the formats

suggested for furnishing the Financial Bids vide Annexure 2.

3.1.16 Contacting the Client

3.1.16.1 Contact by Writing

Subject to ITB Section 3, no Bidder shall contact the Client on any matter

relating to its bid, from the time of the bid opening to the time the Contract is

awarded. If the Bidder wishes to bring additional information to the notice of

the Client, it should be done in writing.


Any effort by a Bidder to influence the Client in its decisions on bid evaluation,

bid comparison or contract award may result in rejection of the Bidders bid.

3.1.17 Award of Contract

3.1.17.1 Clients right to accept any Bid and to reject any Bid or all BidsThe Client reserves the right to accept or reject any bid, and to annul the

bidding process and reject all bids at any time before the contract award,

without thereby incurring any liability to the affected Bidder or Bidders.

3.1.17.2 Notification of Award

Before the expiry of the period of validity of the proposal, the Client shall

notify the successful Bidder in writing by registered letter or by fax, that its bid

has been accepted. The Bidder shall acknowledge in writing receipt of the


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notification of award and will send his acceptance to enter into agreement

within seven (7) days.

3.1.17.3 Signing of agreementThe notification of the award shall constitute signing of the agreement.

However, the Secretary, MoES may negotiate certain terms with successful

Bidder before signing of the agreement. The signing of agreement will amount

to award of contract and bidder will initiate the execution of the wok as

specified in the agreement. The format of agreement is given in section 6.

3.1.18 Discharge of Bid Security

Upon the successful signing of the agreement, Secretary, MoES shall

promptly request the Bidder to provide performance guarantee pursuant to

ITB Section 3. On receipt of the performance guarantee Secretary, MoES

shall prepare the contract agreement and discharge the bid security to

unsuccessful bidders pursuant to ITB Section 3.

3.1.19 Expenses for the Contract

The incidental expenses of execution of agreement / contract shall be borne

by the successful bidder.

3.1.20 Failure to abide by the Agreement

The conditions stipulated in the agreement shall be strictly adhered to and

violation of any of these conditions will entail termination of the contract

without prejudice to the rights of the Secretary, MoES with such penalties as

specified in the Bidding document and the agreement.

3.1.21 Performance Guarantee

3.1.21.1 Period for Furnishing Performance Guarantee

Within 21 days of the receipt of notification of award from the Client, the

successful Bidder shall furnish the performance guarantee at the rate 10% of

total value of the contract in accordance with the Conditions of Contract, in

the form of Bank Guarantee or Demand Draft / Bankers Cheque drawn in

favour of Ministry of Earth Sciences payable at Delhi. The bid security

submitted by the successful bidder shall be adjusted against this amount and

the balance amount, if any, needs to be paid if the successful bidder chooses


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to furnish the performance guarantee in the form Demand Draft / Bankers

Cheque.

3.1.22 PaymentPayment will be made on successful completion of the work as per the

requirement of the Ministry.

3.1.23 No Claim Certificate

The qualified Bidder shall not, be entitled to make any claim, whatsoever,

against the Client under or by virtue of or arising out of this contract nor shall

the Client entertain or consider any such claim after Bidder shall have signed

a "no claim" certificate in favour of the Client in such forms as shall be

required by the Client after the works are finally accepted.

3.1.24 Suspension

The Client may by a written notice of suspension, suspend all payments to

the qualified Bidder under the contract, if the qualified Bidder failed to perform

any of its obligations under this contract, (including the carrying out of the

services) provided that the such notice of suspension:

Shall specify the nature of the failure and

Shall request the qualified Bidder to remedy such failure within a

specified period from the date of' issue of such notice of suspension.

3.1.25 Service Level Agreement

The firm will ensure compliance of Service Level Agreement (SLA) as defined

in Agreement (Section 6)

3.1.26 Standard of Performance

The qualified Bidder shall carry out the service and carry out its obligations

under the contract with due diligence, efficiency and economy in accordance

with generally accepted norms techniques and practices used in the industry.

The qualified Bidder shall also employ appropriate / updated technology and

safe and effective equipment, machinery, material and methods.


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3.1.27 Time for Implementation of the Project

The successful Bidder shall complete and implement the project within the

agreed time frame starting from the date of award of contract. The

implementation schedule will be finalized in consultation with the Service

Provider and shall be strictly adhered to. The total time for implementation will

not exceed the time indicated in the technical bid.

3.1.27.1 Delays In The Service Providers Performance

The Implementation Time Schedule will be finalized in discussion with the

Service Provider who will implement the project fully within total time indicated

by him in the technical bid which will also form part of the contract agreement.

A delay by the Service Provider in the performance of its Contract obligations

shall render the Service Provider liable to any or all the following sanctions:

Forfeiture of its performance guarantee

Imposition of liquidated damages, and/or

Termination of the Contract for default

If at any time during performance of the contract, the Service Provider should

encounter conditions impeding timely completion of the services under the

Contract and performance of services, the Service Provider shall promptly

notify the client in writing of the fact of the delay, its likely duration and its

causes. As soon as practicable after receipt of the Service Providers notice,

the client shall evaluate the situation and may at its discretion extend the

Service Providers time for performance, in which case the extension shall be

ratified by the parties by amendment of the Contract.

3.1.28 Confidentiality

The qualified 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 or the Client's business or

operations without the prior written consent of the Client.

3.1.29 Period Of Contract

The period of Contract will be 5 years with effect from the date the signing of

contract. This will include period required for implementation, warranty period

of one year from the date of handing over the fully functional system and


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AMC of equipments and software during remaining period. The service

provider will also be responsible for supply of smart cards during the period

under contract. The period of AMC and supply of smart cards can be further

extended by 4 years at interval of two years based on rates decided mutually.

3.1.29.1 User Acceptance Test And Quality Check

The User Acceptance Tests, which shall involve testing of the entire setup

including the site implementation of hardware/equipment, generation of

reports and transfer of data in ASCII format to pay package. The User

Acceptance Test must be completed by the Service Provider to the

satisfaction of the Committee of Experts/Institution/Laboratory/Agency

appointed by the Department within a time frame specified by the MoES for

the commencement of the contract.

The Department reserves the right to evolve a procedure of Quality Checking

to ensure that the hardware/equipment, and Application Software are

according to the prescribed specifications.

3.1.30 Annulment of Award

Failure of the successful Bidder to comply with the requirement shall

constitute sufficient ground for the annulment of the award and forfeiture of

the bid security, in which event the Client may make the award to the next

lowest evaluated Bidder or call for new bids.

3.1.31 Termination of Contract

3.1.31.1 Termination for Default

The Client may, without prejudice, to any other remedy for breach of contract,

by written notice of default sent to the qualified Bidder, terminate the contract

in whole or in part if:

The qualified Bidder fails to deliver any or all of the obligations within

the time period(s) specified in the contract, of any extension thereof

granted by the Client.

The qualified Bidder fails to perform any other obligation(s) under the

contract.


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The qualified Service Provider will also be liable for any loss suffered by

the MoES because of his negligence.

Upon termination of this agreement, the parties will comply with the Exit

Management Schedule.

However, the disputes, if any, may be referred to Arbitration.

3.1.31.2 Termination for Insolvency, Dissolution etc

The Client may at any time terminate the contract by giving written notice to

the qualified Bidder without compensation to the qualified Bidder, if the

qualified Bidder becomes bankrupt or otherwise insolvent or in case of

dissolution of firm or winding up of company, provided that such termination

will not prejudice or effect any right of action or remedy which has accrued

thereafter to the Client.

3.1.31.3 Termination for Convenience

The Client reserves the right to terminate by prior written notice, the whole or

part of the contract. The notice of termination shall specify that termination be

for Client's convenience, the extent to which performance of work under the

contract is terminated and the date on which such termination becomes

effective.

3.1.32 Sub Contracting

Subcontracting of work will not be permissible in any form. Subcontracting will

lead to termination of contract and forfeiture of Performance Guarantee.

3.1.33 Exit Management Schedule

3.1.33.1 Purpose

This schedule sets out the provisions which apply on expiry or termination of

Service Agreement, the Project Implementation, Operation and Management

SLA (Service Level Agreement) and Statement of Works.

In the case of termination of the Project implementation and/or Operation and

Management SLA or SOWs (Statement of Works) due to illegality, the parties

shall agree at that time whether, and if so during what period, the provision of

schedule shall apply.


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3.1.33.2 Cooperation and provision of information

During the exit management period: The Service Provider will allow

Secretary, MoES or the Replacement Service Provider access to information

reasonably required to define the then current mode of operation associated

with the provision of the services to enable Secretary, MoES or the

Replacement Service Provider to assess the existing services being

delivered;

Promptly on reasonable request by Secretary, MoES or the Replacement

Service Provider, the Service Provider shall provide access to and copies of

all information held or controlled by them which they have prepared or

maintained in accordance with the Service Agreement, the Project

Implementation, the Operation and Management SLA and SOWs relating to

any material aspect of the services provided by the Service Provider.

Secretary, MoES or the Replacement Service Provider shall be entitled to

copy all such information. Such information shall include details pertaining to

the services rendered and other performance data. The Service Provider

shall permit Secretary, MoES and/or the Replacement Service Provider to

have reasonable access to its employees and facilities as reasonably

required by Secretary, MoES, the Replacement Service Provider tounderstand the methods of delivery of the services employed by the Service

Provider and to assist appropriate knowledge transfer.

3.1.33.3 Confidential Information, Security And Data

The Service Provider will promptly on the commencement of the exit

management period supply to the MoES and/or Replacement Service

Provider the following:

Information relating to the current services rendered and customer

satisfaction surveys and performance data relating to performance in

relation to the services; and

All other information (including but not limited to documents, records

and agreements) relating to the services reasonably necessary to

enable Secretary, MoES or its Replacement Service Provider to carry

out due diligence in order to transition the provision of the Services to


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Secretary, MoES or its Replacement Service Provider (as the case

may be).

3.1.33.4 EmployeesPromptly on reasonable request at any time during the exit management

period, the Service Provider shall, subject to applicable laws, provide to

Secretary, MoES and/or its Replacement Service Provider a list of all

employees (with job titles) of the Service Provider dedicated to providing the

services at the commencement of the exit management period;

3.1.33.5 General Obligation of the Service Provider

The Service Provider shall provide all such information as may reasonably be

necessary to effect as seamless a handover as practicable in the

circumstances to Secretary. MoES or its Replacement Service Provider and

which the Service Provider has in its possession or control at any time during

the exit management period.

For the purposes of this Schedule, anything in the possession or control of

any Service Provider/associated person, is deemed to be in the possession or

control of the Service Provider.

The Service Provider shall commit adequate resources to comply with its

obligations under this Exit Management Schedule.

3.1.33.6 Exit Management Plan

The Service Provider shall provide Secretary, MoES with a recommended exit

management plan ("Exit Management Plan") which shall deal with at least the

following aspects of exit management in relation to the Service Agreement as

a whole and in relation to the Project Implementation, the Operation and

Management SLA and SOWs.

A detailed programme of the transfer process that could be used in

conjunction with a Replacement Service Provider including details of

the means to be used to ensure continuing provision of the services

throughout the transfer process or until the cessation of the services

and of the management structure to be used during the transfer; and


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plans for the communication with such of the Service Provider's staff,

suppliers, customers and any related third party as are necessary to

avoid any material detrimental impact on Secretary, MoES operations

as a result of undertaking the transfer; and

Plans for provision of contingent support to Secretary, MoES and/or

the Replacement Service Provider for a reasonable period after

transfer for the purposes of providing service for replacing the

Services.

During the exit management period, the Service Provider shall deliver the

Services in a peaceful manner.

This Exit Management plan shall be furnished in writing to Secretary, MoES

within 90 days from the Effective Date of this signing of the Service

Agreement.

3.1.34 Force Majeure

Notwithstanding the provisions of the tender, the Bidder shall not be liable for

forfeiture of its performance guarantee, liquidated damages or termination for

default, if and to the extent that, its delay in performance or other failure to

perform its obligations under the contract is the result of an event of Force

Majeure.

For purposes of this Clause, "Force Majeure" means an event beyond the

control of the Bidder and not involving the Bidder and not involving the

Bidder's fault or negligence and not foreseeable. Such events may include,

but are not restricted to, acts of the Client either in its sovereign or contractual

capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions

and freight embargoes.

If a Force Majeure situation arises, the qualified Bidder shall promptly notify

the Client in writing of such conditions and the cause thereof. Unless

otherwise directed by the Client in writing, the Bidder shall continue to

perform its obligations under the contract as far as reasonably practical and

shall seek all reasonable alternative means for performance not prevented by

the Force Majeure event. The Client may terminate this contract, by giving a

written notice of minimum 30 days to the Bidder, if as a result of Force


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Majeure, the Bidder being unable to perform a material portion of the services

for a period of more than 60 days.

3.1.35 Arbitration and JurisdictionIf any dispute arises between the Parties hereto during the subsistence or

thereafter, in connection with the validity, interpretation, implementation or

alleged material breach of any provision of this Agreement or regarding a

question, including the questions as to whether the termination of this

Agreement by one Party hereto has been legitimate, both Parties hereto shall

endeavor to settle such dispute amicably. The attempt to bring about an

amicable settlement is considered to have failed as soon as one of the

Parties hereto, after reasonable attempts [which attempt shall continue for not

less than 30(thirty) days], give 15 days notice thereof to the other party in

writing.

In the case of such failure the dispute shall be referred to a sole arbitrator to

be appointed by Secretary, MoES.

The place of arbitration shall be Delhi.

The Arbitration proceeding shall be governed by the Arbitration & Conciliation

Act, 1996.

The proceedings of arbitration shall be in English language.

The arbitrators award shall be substantiated in writing. The court of

arbitration shall also decide on the costs of the arbitration procedure.

The parties hereto shall submit to the arbitrators award and the award shall

be enforceable in any competent court of law.

The Department may terminate this Contract, by giving a written notice of

termination of minimum 30 days, to the Service Provider if the Service

Provider fails to comply with any decision reached consequent upon

arbitration proceedings.

The contract shall be interpreted in accordance with the Indian law/Contract

Act.


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4 Section 4: Scope of Work

4.1 Introduction

The Ministry of Earth Sciences is looking for a solution for an access control-cum-

attendance management system for the Ministrys Headquarters as well as all

autonomous bodies under it. The basic purpose is to manage access control to various

parts of its offices/institutes. The other idea behind having an uniform access system

everywhere is to ensure that the employee going from one institute to another gets

access without any hassle. In other words, all employees of the Ministry and

autonomous bodies will be covered under this and will be assigned roles for access to

various parts of Ministry/ autonomous bodies and their laboratories, etc. The capturing

of in and out data is integral part of this project to manage attendance system and link

it to personnel information system.

The simple solution would have been to assign unique code to each employee and

cover his or her biometric feature in the system which will be compared at the gates of

offices/branches before he or she is given access. However, we also intend to use this

system with physical identity card. Thus, the card will have to contain the unique

employee code of the employee which when brought near the card reader will read theid, recall the biometric feature stored and compare the same with those of the card

holder and then allow access based on authorization given in respect of that employee.

The Ministry intends to go for contactless smart card for this purpose which will have a

photograph with certain details of the employee printed on it as well as embedded in its

memory. The card will be contactless so that transaction time can be minimal. In case

the employee forgets to get the card, he or she can get access by inputting his/her

employee code and then putting his/her finger on the biometric sensor. The biometric

feature to be used is the finger print.

Thus at each access control point one smart card reader and a biometric finger print

system will have to be installed, which in turn will be linked with a computer having

required software to generate various reports. The main feature of the proposed smart

card reader and the finger print reader are given below. Also the features of the software

this device and the reports to be generated are indicated below:


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4.2 Technical Specification for contact less bio-metric based access control and m

Description

Biometric Smart Card Reader

1. Biometric Sensor: Finger Print

2. Sensor Type: Optical (scratch resistant)/electric field sensor

3. Reader Type: Contact less smart card reader

Sensing distance: 60 mm

4. The Biometric Sensor should be inbuilt into the smart card reader.

5. Display: 16 character per line, dual line backlight LCD display with a resolution of 500 dpi.

6. Integrated Processor / Controller: Micro controller : 89C51-8bit.

7. Protocol : TCP/IP

8. DHCP / Static IP Configurations should be available

9. DNS / NTP Configurations should be available

10. The reader should function and attendance gets marked even in standalone mode if LA

network fails.

11. Each biometric smart card reader should be able to store at least 10000 transactions loca

in the reader.

12. The Reader should support ISO 14443A type smart cards

13. Few Readers should also have built-in smart card writer. Card personalization to be do

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at central location.

14. User should be able to punch in PIN number and mark attendance if the employee has n

carried his/her Smart card.

15. Display: LCD display with back light, witha. Idle messageb. Successful message should be customisablec. Unsuccessful message Should be customisable with buzzer

16. Should have RS 232 serial interface/ USB, asynchronous clock.

17. Clock speed should be minimum of 25 MHZ or above (latest)

18. Power: 230VAC, 50hz frequency

19. Protection: Reverse Polarity and Over-voltage protection

20. Operating Temperature: 0-.2C to +60C

21. Casing of the Biometric Reader should be of weather proof.22. Card reader should support SAM ( Security Access Module)

23. Built in 24 hour mode quartz real time clock.

24. Built in buzzer

25. Attendance should be recorded (server based programme) through

Card flash or card flash + fingerprint or employee id + fingerprint (any one of them)

26. Stores up to 10,000 records

27. Stores up to 10,000 fingerprint templates with provision to store two finger print templat

per employee

28. Battery backup for at least two hours to supply uninterrupted power in the case of powfailure

29. Fingerprint rotation 90

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30. In case Ministry goes in for electro magnetically operated doors or barriers, then the sam

should be easily Integraable . The vendor will have to do this integration.

31. Key Pad should be of Membrane type.

32. Casing of the Biometric Reader should be of weather proof.33. The card and the smart card reader should be UL/CE certified

*The card reader and the finger print reader should be housed in one unit.

The card

1. The card should be of best quality polycarbonate material. Should withstand flexin

abrasion/static electricity/humidity/magnetic field (Should be durable for at least 4 yea

from the date of issue)

2. Should be of standard dimension

3. Should Comply to ISO 14443, type A4. Different colored cards for class I, class II, class IV employees, Contract employees (sho

term and long term), casual labours, visitors will be required.

5. Card will have photo, name, date of birth, blood groups, employee code, date of issu

validity, emergency no., address of office, instruction to return the card if found lost, et

printed on it. Photo of employee will either be taken with digital camera or their passpo

size photo will be scanned.

6. Card should have embedded microprocessor

7. Card should have 4K on board memory capacity

8. On chip processor must be RISC processor.9. Should guarantee minimum 10,000 read/write cycles

10. The card and the smart card reader should be UL/CE certified.

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Software

Single software to be used for Access Control System. It should have capability for futu

up gradation. Details of all employees of the Ministry and autonomous bodies will have be stored on computer at each location.

The reports generated should be web based so that the administrator can access t

software from any location within MoES network .

The Software should have administration module to remotely control and manage all th

supplied biometric and non biometric readers on LAN.

The Software should easily be integrated to Pay Roll Management System (Vender w

provide data in required format for integration)

The software should provide all the administration functionalities like employee da

generation, attendance monitoring, attendance editing, and report generation. The Software should have personalization module to capture fingerprint and employ

details and store in the Central database and also write to the Employee Smart (ID) Card.

The software should have capability to capture up to two-fingerprint biometrics p

employee.

The software should have scheduler program to upload and download data, to and fro

the Biometric reader via the TCP/IP protocol.

Should support Windows NT/XP/Linux of latest version with relevant drivers

The scheduler program should have user selectable time interval or setting specific tim

during the day.

Employee Profile with biometrics should have administrator selectable unique employe

PIN (Personal Identification Number), so that the employee can use this PIN to ma

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attendance in case his/her smart card is not available.

The software should have User Administrationtoprovide for the following functions

Total programme control through host

Login provision Location based logins

Create user Edit user Provision for creating user for location / Department Provision for giving selective user rights Logout functionalities

The software should have General Administrationto provide for the following functions

Add location / department

Delete Location / Department

Provision to add new shift

Provision to deactivate existing shifts

Provision to edit shift information

Provision for changing permissible timings

Provision to specify rules for marking late

Provision to specify rules for calculating Overtime

Provision to add weekly holidays

Allocating Yearly holidays (Gazetted/RH)

Two days late arrival will deduct half day C.L. (Late arrival means reaching offic

after 30 minutes of opening of the office. Early departure means departure befo

closing the office)

should have edit provision to change the timing for late arrival due to meeting

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outside office (inside Delhi /outside Delhi). With the approval of competent authorit

reporting officer, administrator should be able to enter required information. in this

regard.

The software should have provision for generation of memo.

Provision to allow flexi timings- should have provision to compensate late sitting w

late arrival.

Provision to enter leave granted (CL/EL/ML/RH/etc) RH cant more than 2 in a yea

Report generation module to provide

Employee list: Details of one employee per screen including shift information, leav

etc

Daily attendance report (Number of hours worked)

Monthly attendance report (Number of hours worked)

Late entry and early departure report

Continues absentee report

Overtime report only for certain categories of staff.

Leave balance report

Leave transaction report

Weekend report

Unauthorized access report

Habitual late comes

Section wise attendance

Backup and restore facility

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The design of the software should be such that, any future addition of biometric

non biometric readers should require no changes to the software.

The software should integrate to MS SQL 2000 or latest version Oracle

Integration with other units

The card so prepared by MoES should be read by system already functional at NIOT and vice-vers

The specs of system installed at NIOT is kept at Annexure.

The reader will display the institutes name and the employment status of the visitor.

The bidder

Should be an ISO certified company.

Should have supplied similar systems to at least 2 organizations out of which at least o

order should be more than Rs. 5 lakhs. Please enclose a copy of the purchase order

The Bidder should have offices across India in all major metros.

The quantity

- Smart card including temporary smart cards with printed necklines card holders.- Training, integration and implementation- as per requirement.

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S.No. Item Hqrs., Delhi NCAOR, Goa IITM, Pune NCMRWF,Noida

CMLKoch

1. Biometric CardReaders

5 2 4 2 2

2. Cards 200 80 400 50 253. PCs 1 1 1 1 14. Dot Matrix

Printer1 1 1 1 1

5. UPS (1KVA)half an hourbackup time

1 1 1 1 1

6. Switch 1 1 1 1 12 buildings 1 building 2 buildings 1 building 1 bui7. Cost of cable

and its layingcharges

As per requirement

8. Applicationsoftware

1license 1 license 1 license 1 license 1 lic

9. Training Training, integration and implementation as per requirement.10. AMC for

equipmentsSl. No. 1,3, 4-8at all the sites

4 years (These rates can be used for extending the solutions to otherinstitutes/offices)

Approximately additional 400 cards may be required in next 4 years. Rate of card including cost of pethe contract period.

SQL server license is available with the Department, which will be used for this application.

Specifications for the Computer system

- Intel Pentium IV processor 3.0 GHz with Hyper Threading Technology and 800 MHz FSB or higher- Microsoft Windows XP (latest version)


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- 512 MB, 333 Mhz DDR SDRAM- 120 GB ultra ATA 100 7200 rpm HDD- DVD + CD Combo drive (latest version)- 5USB 2.0 ports and integrated IEEEE 1394 (fire wire)

- 53x41x25cms (WxHxD) approximately 14 Kg.- 17 (43.1 cms) CRT.

- Integrated ATI RADEON 9200 AGP Graphics with 128MB of memory Buffer.- V.92 56 K Internal Modem

Specifications for the Printer

- 80 column high resolution Dot Matrix Printer (latest model)


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4.3 Responsibilities Of The Service Provider

1. Installation and customization of software/MIS as per the actual requirements.2. Preparation of data base as per the requirements, of the (Officers/staff) within an

agreed time period.3. They will provide and install card readers and attachments.4. They will prepare the Smart Cards with color and other codings as decided by MoES.5. They will train staff per Centre/ Organization.6. Responsible for 100% implementation as per requirement.

4.3.1 Part A Basis for BID

The project is on turn key basis. Cost includes 3 years comprehensive on site warranty

throughout the period for Smart Card based Access Monitoring System for MoES HQs at

New Delhi, and its attached Offices and autonomous bodies under it. The cost also includes

for integration, commissioning, integration and training. The project shall be evaluated on a

turn key basis for the agreed schedule. The bidder shall have to abide by all the tender

terms and conditions requirements for procurement. AMC will be paid for each year after

warranty period is over.

4.3.2 Part B Warranty

The Supplier warrants that the Goods supplied under this Contract are new, unused, of the

most recent or current models and that they incorporate all recent improvements in design

and materials unless provided otherwise in the Contract. The Supplier further warrants that

all Goods supplied under this Contract shall have no defect arising from design, materials or

workmanship or from any act or omission of the Supplier, that may develop under normal

use of the supplied Goods in the conditions prevailing in the country of final destination.

All the components for the Smart card based access monitoring systems should carry 3

years onsite comprehensive warranty and during the warranty period, the service personnel

of the firm should visit the Ministry and the organizations at least once in a month with prior

consultation, for preventive maintenance of the equipment, if any. During warranty period,

the service personnel of the company should attend immediately in case of any complaint


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regarding working of any equipment in addition to the mandatory visit for the preventive

maintenance of the equipment. The period for correction of defects is given in SLAs of the

agreement (Section 6)

The supplier shall, in addition, comply performance guarantees specified under the contract.

If, for reasons attributable to the supplier, these guarantees are not attained in whole or in

part, the supplier shall, make such changes, modifications and/or additions to the Goods or

any part thereof as may be necessary in order to attain the contractual guarantees specified

in the contract at its own cost and expense and to carry out further performance test.

Upon receipt of such notice, the supplier, within the period specified above, repair or

replace the defective goods or parts thereof, free of cost at the ultimate destination. The

supplier shall take over the replaced parts/goods at the time of their replacement. No claim

what so ever shall lie on the purchaser for the replaced parts/goods thereafter.

4.3.3 Part C Performance Guarantees

The finally selected firm(s) shall also be required to provide a performance bank guarantee

@ 10% of the complete cost of the supply order in form of a bank guarantee from a

nationalized bank payable in favour of DDO, MoES, which shall remain valid upto 30 months

from the date of installation of the items supplied at MOES.


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5 Section 5: Annexure & Forms

5.1 Annexure 1 Contents and Format of Technical Bid

5.1.1 The Technical Bid should provide the following information using the attachedStandard Forms as detailed below:

Form 1: Format for Cover Letter

Form 2: Bid Proposal Sheet

Form 3: Performance Statement

Form 4: Format of power-of-attorney for signing of bid

Form 5: Undertaking

5.1.2 In preparing the Technical and financial Proposal, Bidders are expected to

examine this tender document in detail. The proposal should cover all the

aspects of the scope of work mentioned in Sections 4. Any bid not found

responsive with this tender document will be rejected. Material deficiencies in

providing the information requested may also result in rejection of the

Proposal.

The technical proposal is expected to include the following chapters inter-

alia,

S. No Parameter References

1 Readers

2 Cards

3 Networking, switches, etc

4 PC

5 UPS

6. Printers

7. Other details, if any

8. Technical bid proforma should have salient features of system

as depicted in scope of work to the vendor to mark complied or

not. If not, then, whether it will affect the solution being sought.

(Note: I)Full specification and technical brochures should also be enclosed.ii)The Technical Proposal must not include any financial information.)


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5.1.3 The total time of implementation from the date of placing confirmed order

should also be indicated.

5.1.4 The technical bid should be bound so that no loose sheets are there in it. An

index page with page numbers may also be put on the front.

5.1.5 The technical bid should be signed by authorized signatory of the firm.


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5.2 Annexure 2 Contents and Format of Financial Bid

5.2.1 Financial Cost Sheet

S.No. Item Requirement Price per unit Total Cost

(No. of units

X unit cost)

1. Biometric CardReaders

15 unit

2. Contactless smartcards with printingof photo and otherdetails

755

3. PCs 5

4. Dot Matrix Printer 5

5. UPS (1KVA) halfan hour backuptime

5

6. Switches 5

Delhi

Goa

Noida

Pune

7. Cost of cabling andits laying charges(Please quote foreach siteseparately as nounit cost can befixed)

As perrequirement

Kochi

8. Applicationsoftware

5 licences

9. Training at eachlocation

At all locations

10. AMC for 4 yearsfor Readers,Switches, PCs,Printers, Softwareafter warranty

AMC first year


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AMC secondyear

AMC third year

period. Pleasequote for eachyear separately.

AMC fourthyear

Total*

Total Cost (in words) : Rs

Date:

Place:

Signature of authorized person

Name

(Company Seal)

_________________In the capacity of

_________________________________________________________________________Duly authorized by_________________________________________________________________________

* Sum of all figures in last column.

Note : 1. Each card will have to be personalized and cost indicated above will include

this cost as well.2. No cutting or over-writing is allowed. Any cutting or overwriting will lead to

rejection of the bid.


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5.3 Annexure 3 Pre Qualification Criteria

5.3.1 Companies that are eligible to apply should meet the following criteria.

They should have prior experience in executing similar projects (please

provide documentary evidence for executing two such projects)

At least one of the two such projects should be worth Rs. 5.00 lakhs.

The turnover of the company during last two financial years should be more

than Rs. 25.00 lakhs per annum.

Should have sufficient technical expertise and logistics to execute the project

in different locations in India.

Should be able to complete installation in shortest possible time.

The bidder should be an ISO certified company

5.3.2 Proposal should cover the following

Company Profile

Technical Details

Financial Details


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Tender Document for Contact less Smart Card

5.4 Form 1 Format for Covering Letter

ToThe SecretaryMinistry of Earth SciencesMahasagar Bhavan,Block No. 12,C.G.O. Complex, Lodhi Road,New Delhi 110 003.

Sub: Technical Bid for Contactless Smart Card based Access Control System.

Dear Sir,

(a) Having examined the tender document and Annexures thereto and addenda

numbers _____ thereto, we, the undersigned, in conformity with the said contract,

offer to provide the said services on terms of reference to be signed upon the

award of contract for the sum indicated as per financial bid.

(b) We acknowledge having received the following addenda to the bid document:

Addendum No. Dated

(c) We undertake, if our proposal is accepted, to provide the services comprise in the

contract within time frame specified, starting from the date of receipt of

notification of award from Secretary, MoES.

(d) We agree to abide by this proposal for the period of 180 days from the date of bid

opening and it shall remain binding upon us and may be accepted at any time

before the expiration of that period.

(e) We agree to execute a contract in the form to be communicated by Secretary

MoES, incorporating all agreements with such alterations or additions thereto as

may be necessary to adapt such agreement to the circumstances of the standard

Office of Secretary, Ministry of Earth Sciences, New Delhi Page 46 of 58


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and notice of the award within time prescribed after notification of your intention

to accept this proposal.

(f) Unless and until a formal agreement is prepared and executed this proposal

together with your written acceptance thereof shall constitute a binding contract

agreement.

(g) We understand that you are not bound to accept a lowest or any bid you may

receive, not to give any reason for rejection of any bid and that you will not defray

any expenses incurred by us in biding.

(h) We would like to clearly state that we qualify for this work as our company meets

all the pre-qualification criteria indicated on your tender document. The details are

as under.

Pre-qualification Criterion Details

1. Year of establishment

2. Ownership and organizationalstructure of the firm is enclosed/or

not?

3. Memorandum of Association andArticles of Association along withCommencement of BusinessCertificate is enclosed/or not?

Yes/No

Financialyear

Turnover

(in Lakhs)

ProfitAfter Tax(in Lakhs)

2005-06

4. Turnover of the company during thelast three years

(Attach necessary documentaryproofs.)

2004-05



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5. Copy of orders of similar two projects Document showing value of contract

6. Copy of ISO certificate

7. Details of offices located in Delhi andother Cities

(i) As security for the due performance of the undertaking and obligation of the bid

we submit herewith a Demand Draft / Bankers Cheque bearing no.

____________ dated __________ drawn in favour of DDO, Department of

Ocean Development for Rs. 50,000/- (Rupees Fifty Thousand), payable at

Delhi.

Dated this _____ day of ____________________ 2006

Signature

(Company Seal)

__________________

In the capacity of

Duly authorized to sign bids for and on behalf of:



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5.5 Form 2 Bid Proposal Sheet

Name of the Company:

Registered Office Address:

Plot No.

Street

Area / Locality

City PIN

Telephone Fax

E-mail

URL

Local Office Address:

Plot No.

Street

Area / Locality

City PIN

Telephone Fax

E-mail

Contact Person:

Name

Designation

Telephone Fax

E-mail



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5.6 Form 3 Performance Statement

[Project Title] (At least two projects)

(Attach separate sheet for each project)

Client / Project Promoter

Contact Person

Address:

Plot No.

Street

Area / Locality

City PIN

Telephone Fax

E-mail

URL

Project Brief

Role of your Organization

Other particulars of the

Project

Current Status of the

Project



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5.7 Form 4 Format of Power-of-Attorney

POWER OF ATTORNEY

(On Stamp Paper of relevant value)

Know all men by these presents, we (name of the

company and address of the registered office) do hereby appoint and authorize Mr.

(full name and residential address) who is presently

employed with us and holding the position of as

our attorney, to do in our name and on our behalf, all such acts, deeds and things

necessary in connection with or incidental to our proposal for contactless smart card

in response to the tenders invited by the Secretary, MoES including signing and

submission of all documents and providing information/responses to Secretary,

MoES in all matters in connection with our Bid.

We hereby agree to ratify all acts, deeds and things lawfully done by our said

attorney pursuant to this Power of Attorney and that all acts, deeds and things done

by our aforesaid attorney shall and shall always be deemed to have been done by

us.

Dated this _____ day of ____________________ 2006

For

(Signature)

(Name, Designation and Address)

Accepted

(Signature)

(Name, Title and Address of the Attorney)

Date:



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Note:

To be executed by an authorized representative of the bidder.

The mode of execution of the Power of Attorney should be in accordance with the

procedure, if any, laid down by the applicable law and the charter documents of the

executants and when it is so required the same should be under common seal

affixed in accordance with the required procedure.

Also, wherever required, the Bidder should submit for verification the extract of the

charter documents and documents such as a resolution/power of attorney in favor of

the Person executing this Power of Attorney for the delegation of power hereunder

on behalf of the Bidder.

In case the Application is signed by an authorized Director / Partner or Proprietor of

the Applicant, a certified copy of the appropriate resolution / document conveying

such authority may be enclosed in lieu of the Power of Attorney.



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5.8 Form 5 Undertaking

It is certified that the information furnished here in and as per the document

submitted is true and correct and nothing has been concealed or tampered

with. We have gone through all the conditions of tender and is liable to any

punitive action for furnishing false information / documents.

Dated this _____ day of ____________________ 2006

Signature

(Company Seal)

__________________

In the capacity of

Duly authorized to sign bids for and on behalf of:



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Section 6 : Format of Agreement

This agreement is executed on this .day of.., 2006 between:

The President, Union of India, acting through the Deputy Secretary (Admn.), Ministryof Earth Sciences, Government of India, (hereinafter called MoES), which expression shall unlessthe contract does not so admit include successors and assignees of the one part

AND

(Name of successful bidder), located at (Address) (hereinafter called theContractor) which express shall, where the context admits include executors, administrators andauthorized assignees of the other part.

WHEREAS, the MoES has accepted the tender submitted by the contractor forinstallation of access control system based on smart card based technology for its headquarterslocated at Block No.9 and Block No.12, CGO Complex, Lodi Road, New Delhi andautonomous/attached organizations located at Pune, Goa and Kochi in terms of ..(order No.dated .) in full-scale at the rates contained in schedule of works annexed at (A) to the termsand conditions hereinafter contained.

(for Contractor) (for MoES)



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NOW THE PARTIES HERETO DO HEREBY MUTUALLY CONVENANT AND AGREE ASFOLLOWS

1. The Security Deposit for the work is Rs. The contractor has so far depositedan amount of Rs..towards SD (EMD converted as SD). The balance amount i.e. Rs..isto be recovered from the firms on account bill.

2. The contractor shall duly perform the above said work with great promptness, careand accuracy in the workman like manner to the satisfaction of the MoES and will complete thesame in accordance with the said specifications and said conditions of contract. He shall alsoguarantee the satisfactory working of the contract and will observe, fulfill and keep all conditionstherein mentioned (which shall deemed and taken to be part of this contract if the same has beenfully set forth herein) and the MoES do hereby agree that if the contractor shall duly perform thesaid terms and conditions, the MoES will pay or cause to be paid to the contract for the said workson the final completion thereof, at the rates specified in the schedules hereto annexed.

(for Contractor) (for MoES)



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TERMS AND CONDITIONS

PART-I

1. This part lays down the special conditions, which shall govern the contract, and itshall form an integral part of the contract. These special conditions of Contract supplement the

instructions to tenderer.

2. The contractor personnels attendance for having worked at concerned site shall bemaintained in details and shall be certified by concerned authorized official (as per location) of thecontractor while preferring the bill.

3. Method of Acceptance is detailed below:

Item of work Acceptance criteria

1. Installation of Access Control Systemie. Card reader, laying of cable,installation of switch, EC, etc.

Should be able to demonstrate full working system

2. Porting of data of employees andimplementation of software

Should be able to walk through the entire softwareand generate all reports specified in the schedule ofwork

3. Supply of personalized contactlesssmart card

Physical delivery in good condition

4. Training the concerned personnel toget familiarized with the application

Attendance record of contract personnel for trainingsessions.

4. Payment Terms:

(a) Payment will be made by MoES based on certification by officer incharge for havingcompleted the scheduled work;

(b) All payments will be made to the contractor (name) subject to the following:

(i) The contract will indemnify the MoES from and against all claims, demands, damages,losses, costs and expenses made by (name of the contractor). The contract shall also notclaim any amount under above said contract. The payments shall become due and payableto the contractor and all payments made to (contractor) against the above contract will beaccepted as resulting in full settlement of the dues against the contract.

(ii) The above clause is in terms of the indemnity certificate issued by the contractor and signedby the person holding Power of Attorney for and on behalf of (contactor).

(iii) 80% on successful installation and acceptance by the Ministry/autonomousbody;

(iv) 20% after two months of successful running;(v) AMC charges on annual basis as per SLAs



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5. Deduction of IT: Income tax will be deducted at source as per rules in vogue.

6. Taxes: If any taxes are payable by the contactor to the government or any other