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1
CSIR-NATIONAL INSTITUTE OF SCIENCE COMMUNICATION
AND INFORMATION RESOURCES
(CSIR-NISCAIR)
(EXTENDED DATE)
Tender Document for
Scanning/Outputting (Imagesetting) Work
( i ) Last date of collecting tender : 13.02.2014 (upto 17.00 Hours)
( ii ) Last date for submission of bids : 14.02.2014 (upto 12.30 Hours)
( iii ) Date of opening of technical bids : 14.02.2014 (at 15.00 Hours)
Note Financial bids of tender will be opened after evaluation of the
technical bids and successful bidders of technical evaluation
shall be informed about the opening date of financial bids.
Cost of tender document Rs. 300/-
EMD:Rs.32,000/-
2
National Institute of Science Communication and Information Resources
(NISCAIR)
Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi - 110012
Bid Document No.
Date of Issue ..................................................
Name of the Firm: .............................................................………………………
.............................................................................................…
.................................................................................................
.................................................................................................
Important Notice
An incomplete and/or late bid is liable to be rejected. To aid the bidders in submitting
complete Bid, a Checklist is included in the bid document (Annexure - 0). The bidders
must fill this and submit along with their bid.
3
CONTENTS
Invitation for the Bids
… 4
Chapter 1 Instructions to Bidders
… 5
Chapter 2
General Terms & Conditions
… 12
Chapter 3
Schedule of Requirements
… 15
Chapter 4
Details of Technical Specifications
… 16
Chapter 5
Price Schedule
… 17
Chapter 6
Contract Form
… 18
ANNEXURE – 0
Check List for Bid Submission
… 21
ANNEXURE – 1
Proforma for Bank Guarantee for Performance Security
… 23
ANNEXURE – 2
Bid Form (Technical Bid)
… 24
ANNEXURE – 3
Bid Form (Financial Bid)
… 26
ANNEXURE – 4
Questionnaire
… 28
4
INVITATION FOR THE BIDS
Scanning/Outputting (Imagesetting)
1.1 Sealed bids are invited to prepare a panel of 2 High Quality
Scanning/Outputting (Image- setting) firms which can execute the jobs on tight
schedules. The Bids are to be submitted in two parts, i.e. Technical Bid + EMD
and Financial Bid for various types of jobs of NISCAIR for two years. The total
value of the work is Rupees Sixteen lakhs (approx.)
The bidder may inspect various publications published by NISCAIR and have an
idea about the nature of work involved in order to make estimates about the cost
of work required to be done.
Contact persons:
Controller of Administration (COA) Phone: 25849787
or
Head, Production Phone: 25847353
National Institute of Science Communication And
Information Resources
Dr. K.S. Krishnan Marg (Pusa Campus)
New Delhi 110 012
1.2 The bids complete in all respects and addressed to the DIRECTOR, NISCAIR
should reach at the following address latest by 12.30 hours on 14.02.2014
NISCAIR BOOKSHOP
National Institute of Science Communication
and Information Resources
Dr. K.S. Krishnan Marg (Pusa Campus)
New Delhi 110 012
Ph: 25849787; Fax: 25849949, 25841033
Website: www.niscair.res.in
1.3 Technical Bid will be opened in the Conference Hall of NISCAIR on the same
day at 15.00 hours in the presence of bidders or their authorized representatives
who choose to be present and whose EMD is in order.
5
Chapter 1
INSTRUCTIONS TO BIDDERS
1.1 Eligible Bidders
This invitation for bids is open to all quality Scanning/Image setting firms from
Delhi only who fulfill the following conditions
(1) The Bidder should have annual turnover of about Rs. 25 lakhs from high
quality scanning/ outputting jobs.
(2) Bidder should have requisite machinery/equipment (as per Clause 1.4.2)
and have minimum 3 years experience in the Scanning/ outputting work.
1.2 Cost of Bidding
The bidder shall bear all costs associated with the preparation and submission of
its bid. NISCAIR will in no case be responsible or liable for these costs,
regardless of the conduct or the outcome of the bidding process.
1.3 The Bidding Documents
1.3.1 The services required, bidding procedures and contract terms are prescribed in the
bidding documents. In addition to the invitation for bids, the bidding documents
include:
(a) Instructions to bidders
(b) Schedule of requirements
(c) Technical Specifications and Price Schedule
(d) General Terms & Conditions
(e) Contract form, etc.
1.3.2 The bidder is expected to examine all instructions, forms, terms and specifications
in the bidding documents. Failure to furnish all information required or submission
of bid not substantially responsive to the bidding documents in every respect will be
at the Bidder’s risk and may result in rejection of its bid.
1.4 Preparation of Bids
1.4.1 Technical and Financial Bids
The bids are to be submitted in two parts in separate sealed envelopes
(a) Technical Bid + EMD
(b) Financial Bid
6
1.4.2 Technical Bid
The Technical bid prepared by the bidder is provided in the following Model
Response format:
Model Response Format
MUST HAVE
1. The firm should have annual turnover of Rs. 25 lakhs from high quality
scanning/outputting jobs.
2. The following equipments/facilities are important factor for award of work:
(a) High-end computers / MAC work station.
(b) Latest versions of MS Word, PageMaker, CorelDraw, Photoshop, InDesign,
Illustrator, Quark Express, WinZip and all sort of designing fonts. etc. and
should be able to output from EPS, PDF files and Scanned Tiff images for
both Hindi and English languages.
(c) Media compatibility for transportation of digital data _ CDs, DVDs, Zip
drives, Pen Drive.
(d) Laser printers.
(e) Drum type scanner or high end flatbed scanner with the capability of
scanning (A3 Size) (a) Transmission (b) Reflection and (c) Text data in
2000 DPI (min 150 LPI) resolution.
(f) Image setter (A2/A3 size), around 2540 DPI resolution. Facility for output
with imposition in one-piece film.
Optional
(g) Color Proofing Machine
(h) Color Laser Printer
3. Work Experience — List of other Govt. Departments, Public Sector, State Govt.,
Autonomous Body & Reputed Major Media Firms/Publishers/Printers for which the
bidder is having the similar kind of work. (Enclose work order of at least 3 firms
from last 3 years)
4. List of Scanning, Image-setting and proofing Machinery/Equipment available with
the bidder in single premises.
5. Copy of PAN Card.
6. Valid Service Tax Registration Certificate.
7. Copy of the last audited balance sheet of the vendor indicating the Turnover.
8. Bidders are expected to enclose printed samples and documents demonstrating their
capabilities and qualifications to satisfy NISCAIR that the bidder will assume the
7
total responsibility for the satisfactory execution for Scanning/Image setting work of
NISCAIR publications.
9. Copy of Registration of your Firm / Company/Office at Delhi.
10. Availability of internet access and related facilities. Bidder to give address of their
website if available.
11. The firms must enclose an Affidavit on Rs. 10/-. Non-judicial Indian Stamp paper
that the firm has never been blacklisted by any Govt. Deptt./Govt. Undertaking/any
other agency.
1.4.3 Financial Bid
(i) The financial bid shall indicate the Unit prices for each and every item indicated in
the specifications.
(ii) Prices quoted by the bidder shall be fixed during the bidders performance of the
contract/ empanelment and not subject to variation on any account. A bid
submitted with an adjustable price, quotation will be treated as non-responsive and
will be rejected.
(iii) All prices and other information like discount, etc., having a bearing on the price
shall be written both in figures and words in the prescribed offer form. If there is
discrepancy between the price/information quoted in words and figures, the
price/information quoted in words will be treated as final.
(iv) The Bids should be typed or neatly handwritten. Cutting & overwriting is not
allowed, otherwise bid may be rejected.
1.5 Submission of Bids
1.5.1 Sealing and Marking of Bids
(i) The bids shall be submitted in two separate sealed covers which shall be marked as
“Technical Bid” and “Financial Bid”.
(ii) The outer envelope containing Technical Bid and Financial Bid shall be addressed
to The DIRECTOR, National Institute of Science Communication and Information
Resources (NISCAIR), Dr K S Krishnan Marg, New Delhi- 110 012.
(iii) The outer and inner envelopes shall indicate the name and address of the bidder to
enable the bid to be returned unopened in case it is declared late.
(iv) Telex, cable or facsimile bids will be rejected.
1.5.2 Deadline for Submission of Bids
(i) Bids must be received by NISCAIR at the address given in Page 4 not later than
the time and date specified on Page 1. In the event of the specified date for the
submission of bids being declared a holiday for
NISCAIR, the bids will be received up to the appointed time on the next working
day.
(ii) The Director, NISCAIR may, at his discretion extend this deadline for submission
of bids by amending the bid documents, in which case all rights and
obligations of NISCAIR and bidders previously subject to the deadline will
thereafter be subject to the deadline as extended.
8
1.5.3 Late Bids Any bid received by NISCAIR after the deadline for submission of bids
prescribed by the NISCAIR will be rejected and/or returned unopened to the
bidder.
1.6 Bid Opening and Evaluation
1.6.1 Opening of Technical Bids
NISCAIR will open all technical bids in the first instance in the presence of
bidders’ representatives, who choose to attend, at the time, on the date and at the
place specified on Page 4. The bidders’ representatives present there, shall sign a
register evidencing their presence/attendance. In the event of the specified date of
the bid opening being declared a holiday for NISCAIR, the bids shall be opened
at the appointed time and location on the next working day.
1.6.2 Clarification of Bids (i) During evaluation of the bids, NISCAIR may at its discretion, ask the Bidder for
clarification of its bid. The request for clarification and the response shall be in
writing and no change in price or substance of the bid shall be sought, offered or
permitted.
(ii) No Bidder shall contact NISCAIR 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 NISCAIR, it should be done in writing.
(iii) The tenderers could also be called for discussion and could also be allowed to
modify their technical bids to suit the organization’s requirement. The idea is to
arrive at a threshold level of acceptability above which all the bidders shall be
treated on par. Those whose technical specifications do not reach the threshold level
of acceptability shall be rejected as technically unsuitable.
(iv) Any effort by a Bidder to influence NISCAIR in its decisions on bid evaluation, bid
comparison or empanelment/contract award decisions may result in rejection of the
Bidder’s bid.
1.6.3 Evaluation of Technical Bid
( i ) Prior to the detailed technical evaluation pursuant to Clause 1.4.2, NISCAIR will
determine the substantial responsiveness of each bid to the Bidding Documents.
For purpose of these Clauses, a substantially responsive bid is one which conforms
to all the terms and conditions of the Bidding Documents without material
deviations.
(ii) A bid determined as not substantially responsive will be rejected by NISCAIR and
may not subsequently be made responsive by the Bidder by correction of the non-
conformity.
(iii) The Technical bid evaluation will be done on the basis of bidder’s response to
“Model Response Format” furnished in Clause 1.4.2.
(iv) NISCAIR Technical Team may visit any time the Bidder premises to evaluate the
information provided in Model Response Format” furnished in Clause 1.4.2.
9
1.6.4 The bidders short-listed by NISCAIR based on evaluation of their technical bids
may be called for detailed discussions to a team selected by NISCAIR for the
purpose, at a specified date, time and venue, if needed.
1.6.5 Opening of Financial Bids
(i) NISCAIR will open the Financial bids of only those bidders which have been
found to be technically qualified to undertake the job, pursuant to Clause 1.6.3.
(ii) The Financial Bids of the technically qualified bidders shall be opened in the
presence of their representatives, who choose to be present, on a specified date
and time and Venue.
(iii) The date and time of opening of financial bids shall be informed to the technically
qualified bidders only.
1.6.6 Evaluation and Comparison of Bids
(i) 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 the Vendor does not accept the correction of errors, its
bid will be rejected. If there is a discrepancy between words and figures,
whichever is higher of the two shall be taken as bid price.
(ii) Bidders shall state their bid price for the payment schedule outlined in the Clause
2.4. Bids will be evaluated on the basis of this base price. Bidders are, however,
permitted to state an alternative payment schedule and indicate the reduction in
bid price they wish to offer for such alternative payment schedule. NISCAIR may
consider the alternative payment schedule offered by the selected Bidder but it
may not be binding on NISCAIR.
1.7 Empanelment/Award of Contract
1.7.1 Empanelment/Award Criteria
(a) Subject to Clause 1.7.4, NISCAIR will empanel the successful Bidder(s) whose
bid has been determined to be substantially responsive and has been determined
as the best evaluated bid provided further that the Bidder is determined to be
qualified to perform the Contract satisfactorily.
(b) NISCAIR at its discretion may prepare a panel of Two High Quality
Scanning/Imagesetting firms, the jobs can be given to a firm which execute
quality works within a tight schedule as and when required.
(c) The lowest quoting vendor (LQ-1) will be determined as per criteria given at
footnote given under Financial Bid.
(d) LQ-1 will have to match the Lowest determined rates of all the items of each
quoted configuration together with optional items quoted by any of the responsive
bidders. Lowest determined rates would be arrived at by taking lowest rates of
all the items quoted by the responsive bidders.
10
(e) In case LQ1 refuses to match to lowest each item rates of other Bidders then LQ2
will be asked to match the lowest of each item rate and would be given
preference.
(f) The bidder offering the second lowest quote (LQ-2) will then be asked to match
the price of (LQ-1) and placed on the panel. If LQ-2 does not agree, LQ-3 will be
asked to match LQ-1. This way 3-4 bidders will be empanelled for a given period.
If L2 or L3 does not agree to match the rates quoted by L1, then L1 should be the
sole vendor.
(g) As far as possible, the work shall be entrusted to empanelled firms equally
(±15%) .
(h) In case, any one firm fails to meet the tight schedule and quality standards then
the work will automatically pass on to the other firm. So, quality work is most
important.
(i) This panel may be valid for a period of 24 months (TWO YEARS) from the date
of signing of contract/award initially. However, the contract may be extended or
curtailed at the discretion of the Director, NISCAIR, depending on the
performance of the firm.
1.7.2 NISCAIR’s Right to Accept any Bid and to Reject any or All Bids
NISCAIR reserves the right to accept or reject any bid, and to annul the bidding
process and reject all bids at any time prior to award of Contract, without thereby
incurring any liability to the affected Bidder or Bidders or any obligation to
inform the affected Bidder or Bidders of the grounds for NISCAIR’s action.
1.7.3 Notification of Award
(i) Prior to the expiration of the period of bid validity, NISCAIR will notify the
successful Bidder in writing by registered letter or by fax to be confirmed in
writing by registered or hand delivered letter, that its bid has been accepted.
(ii) The notification of Award will constitute the formation of the Contract.
1.7.4 Signing of Contract
(i) At the same time as NISCAIR notifies the successful Bidder that its bid has been
accepted, NISCAIR will send the Bidder the Contract Form as provided in
Chapter 6 of the Bidding Documents, incorporating all agreements between the
parties.
(ii) Within 7 days of receipt of the Contract Form, the successful Bidder shall sign
and date the Contract and return it to NISCAIR.
1.7.5 Performance Security
(i) The Vendor should furnish performance security to NISCAIR for an amount of
Rs. 80,000/- ..in accordance with the Conditions of contract (Clause 2.3), in the
Performance Security Form prescribed by NISCAIR (Annexure-1) or another
11
form acceptable to NISCAIR. The payment will be released subject to the
production of this document.
(ii) Failure of the successful Bidder to comply with the requirement of Clause 1.7.4
or Clause 1.7.5(i) shall constitute sufficient grounds for the annulment of the
award in which event NISCAIR may make the award to the next evaluated bidder
or call for new bids.
1.7.6 Corrupt or Fraudulent Practices
(i) Vendors shall observe the highest standard of ethics during the procurement and
execution of the contract.
(ii) NISCAIR will reject a proposal for empanelment if it determines that the Bidder
recommended for empanelment has engaged in corrupt or fraudulent practices in
competing for the contract in question.
(iii) NISCAIR will declare a firm ineligible, either indefinitely or for a stated period of
time, if it at any time determines that the firm has engaged in corrupt or fraudulent
practices in competing for this bid, or in executing the contract.
1.7.7 Miscellaneous
(i) It will be imperative on each bidder to fully acquaint itself of all the local
conditions and factors which would have effect on the performance of the work
and its cost.
(ii) During the validity of this bid or during the extended period, if any, if the bidder
provides the same or equivalent services to any other Department/Organization in
India at a price lower than the price fixed for NISCAIR, the bidder shall
automatically pass on the benefits to NISCAIR.
1.8 Factors affecting the Chances of Empanelment
(i) The bidder should own all the facilities in single premises. The support facilities
should be fully owned and managed by the bidder.
(ii) The bidder must have
(a) Highend computers/MAC Work station
(b) Drum scanner or High-end Flatbed Scanner A3 Size
(c) Imagesetter A2/A3 size with higher resolution
(d) High speed Internet facility for receiving the file from e-mail (internet)
(e) Facility of output with imposition in one piece Formwise film positive
12
(f) Facility to output from latest versions of MS Word, PageMaker, CorelDraw,
Photoshop, InDesign, Illustrator, Quark Express, WinZip and should be able to
output from EPS & PDF files and Scanned Tiff images files
(iii) Conformity with the Request for Bid/Tender required and conditions.
(iv) The assessment based on the response to Model Response Format
(v) The assessment of the capability of the bidder to meet the terms and conditions.
(vi) The assessment of the capability of the bidder with respect to facilities and
equipment/ machinery available with the printer.
13
Chapter 2
GENERAL TERMS & CONDITIONS
2.1 Definitions and Interpretation
In this contract, the following terms shall be interpreted as indicated:
(i) “The Contract” means the agreement entered into between NISCAIR and the
Vendor as recorded in the Contract Form signed by the parties, including all the
attachments and appendices thereto and all documents incorporated by reference therein;
(ii) “The Contract Price” means the price payable to the Vendor under the Contract
for the full and proper performance of its contractual obligations;
(iii) “NISCAIR” means the organization intending to get Printing & Binding services.
It means and includes an officer who is authorised on behalf of the Director, National
Institute of Science Communication And Information Resources, Dr K S Krishnan Marg (NearPusaGate), New Delhi 110012.
(iv) “The Vendor” means the firm providing the desired services under this Contract;
(v) “The Site” means the NISCAIR Campus; and
(vi) “Day” means calendar day.
2.2 General Terms & Conditions of the Contract
1. Quotation must be submitted ONLY ON THE ENCLOSED PROFORMA and
every page must be signed by the authorised official of the quoting firm, failing which
it is liable to be rejected.
2. If the firm fails to execute the job within the stipulated time or leaves the job
incomplete or refuses to complete the work or takes more time than the schedule
fixed then the firm will be liable to be penalised @ 1% to maximum 10%. The
Director, NISCAIR, reserves the right to impose a penalty at his discretion. In
such cases, The Director, NISCAIR reserves the right to the termination of the
empanelment/contract without any advance notice and the firm will be black-
listed.
3. Bills will be accepted and admitted only after satisfactory completion of the work
and its approval. The firm should submit pre-receipted bills in triplicate
accompanied by the delivery challans.
4. The Institute reserves the right to terminate the contract at any time without
assigning any reason. In case of any dispute arising out of the job contract, the decision
of the Director, National Institute of Science Communication And Information
Resources will be final.
5. The Director, NISCAIR reserves the right to get any job printed from any printing
enlisted in panel.
6. There will not be any enhancement of rates quoted and approved during the
period of contract.
14
7. In case of: (I) Default in maintaining time schedule and (II) Delayed and/or bad
quality work, penalty as per rules would be levied.
8. The firm would have to provide free messenger service for collecting the material
and delivery of scanned material at our Office.
9 The firm has to ensure safe custody of photographs, T.Ps., floppies, CDs/DVDs,
zips, Pen Drives etc. and in case of any loss or damage the firm would have to
make good the loss at his costs.
10. The inputting jobs have to be provided by the firm in DVDs/CDs at their
own costs. No extra payment would be made.
11. Sub-contracting is not allowed.
12. Final deductions in the bill on account of short supply or bad quality would be
done by the Institute.
13. This panel may remain valid for a period of 24 months (TWO YEARS) initially.
However, the contract may be extended or curtailed at the discretion of The
Director, NISCAIR, depending on the performance of the firm.
14. The Earnest Money (EMD) amounting to Rs 32,000/-(Rupees Thirty two
thousand only) by way of Demand Draft in favour of The Director, NISCAIR,
New Delhi issued by a scheduled bank, should accompany the original tender. All
tenders which are received without earnest money will be rejected.
15. The earnest money will be liable to be forfeited if the bidder withdraws or
amends, impairs or derogates from the tender in any respect within the period of
validity of his tender or fails to furnish the Security Deposit.
16. The earnest money can be adjusted against the Security Deposit required to be
furnished by the successful bidder.
17. Earnest Money is liable to be forfeited if the contractor selected for the work fails
to confirm the acceptance of the order within seven days from the date of
intimation to that effect or fails to start the work from the date of commencement
given in the work order.
18. Canvassing in connection with the tender is strictly prohibited and the tenders
submitted by the contractor who resort to canvassing will be liable to rejection on
that ground alone.
19. The award of Scanning/Image-setting work will be made on the basis of evidence
of their experience and performance in their respective areas and not merely on
the basis on lowest rate basis.
15
20. The firm entrusted with NISCAIR’s Scanning/Imagesetting jobs shall execute the
work in the most business like manner maintaining optimum and high standards
in all respects, without any compromise at any stage of execution.
21. Firms are requested to please enclose a pre-receipt towards the receipt of their
earnest money so that the same may be returned to unsuccessful bidders.
22. Bids should be submitted in a SEALED COVER with quoting reference written
on the envelope in the name of Director, NISCAIR, DR. K.S.KRISHNAN
MARG, NEW DELHI-110 012. They will be received upto 12.30 P.M. on or
before Dated 14.02.2014 and will be opened at 15.00 P.M. on the same day at
NISCAIR Building, in the presence of the authorised representative of quoting
firm ( One member only).
23. Bids and/or earnest money (EMD) received after 12.30 pm on 20.01.2014
whether sent by post or delivered in person are liable to be rejected.
24. The Director, NISCAIR reserves the right to accept or reject any or all bids
without assigning any reason and engage more than one contractor for award of
Scanning/Imagesetting jobs.
2.3 Performance Security
( i ) The Vendor/Contractor should furnish Performance Security to NISCAIR for an
amount of Rs. 1,60,000/-(Rupees one lac sixty thousand only) valid up to 28
months from the date of implementation of the Contract.
(ii) The proceeds of the performance security shall be payable to NISCAIR as
compensation resulting from the Vendor’s failures to complete its obligation
under the contract.
(iii) The performance security shall be in one of the following forms
(a) A Bank guarantee from a scheduled bank in a form provided by NISCAIR
(Annexure-1) or another form acceptable to NISCAIR, or
(b) A Bankers Cheque or
(c) Demand Draft.
2.4 Payment Conditions Payment will be made within 30 days after receiving bills and satisfactory
execution of the jobs.
The Director, NISCAIR reserves the right to make suitable deduction from the
Bill in case scanning work is delayed and the quality is not found satisfactory.
16
2.5 ARBITRATION
1. In the event of any question dispute / difference arising under the agreement or in
connection herewith (except as to matters the decision of which is specially
provided under this agreement) the same shall be referred to the sole arbitration of
DG, CSIR or his nominee.
2. The award of the arbitrator shall be final and binding on the parties. In the event
of such arbitrator to whom the matter is originally referred unable to act for any
reason whatsoever, the Director-General, CSIR shall appoint another person to act
as arbitrator in place of the out-going arbitrator in accordance with the terms of
this agreement. The arbitrator so appointed shall be entitled to proceed with the
reference from the stage which it was left by his predecessor or afresh as the case
may be.
3. The Arbitrator may give interim award (s) and / or directions, as may be required.
4. Subject to the aforesaid provision, the Arbitration & Conciliation Act, 1996 and
the rules made hereunder and any modification thereof from time to time being in
force shall be deemed to apply to the arbitration proceedings under this clause.
17
Chapter 3
SCHEDULE OF REQUIREMENTS
The National Institute of Science Communication and Information Resources (NISCAIR)
is a constituent unit of the Council of Scientific & Industrial Research (CSIR). The R&D
Programmes being under taken at NISCAIR are geared towards meeting the information
needs of the different segment of the society. Apart from bringing out a variety of
scientific and technical publications, providing information services and training in
Science Communication, NISCAIR undertakes consultancy work in designing, editing
and publication of journals, books and reports etc. NISCAIR has also an active
programme in electronic publishing and undertake consultancy work in CD-ROM
publishing and IT facilities are also being developed.
NISCAIR is situated in Pusa Campus (near Pusa Gate), Dr K S Krishnan Marg,
New Delhi 110012. The campus of the Institute is spread over 2.4 hectare. It has a main
building 1790.60 m2 located almost in the Centre of the Campus surrounded by Front,
back and side lawns. The main building has ground plus two floors. Here is an annexe
building and five temporary structures (sheds) spread around the main building, and two
gates with security cabins at boundary of the campus.
3. Scope of Work and Requirements
It is planned to prepare a panel of Two Scanning/Outputting (Imagesetting) firms who
could provide High Quality Scanning/outputting services as per terms and conditions in
the tender document to our satisfaction.
NISCAIR is publishing/printing number of Books, Reports, Brochures, Covers,
Folders in single or multicolours and the scanning firm may be required to undertake
scanning jobs as and when required. The jobs are of highly prestigious nature and hence
their quality and schedule have to be scrupulously maintained. The total value of
Scanning/Outputting (Imagesetting) work may be around Rs. 16 lakhs during the period
of contract.
18
In case there is any delay in supplying the scanning/outputting jobs to NISCAIR,
the Director, NISCAIR reserves the right to withdraw the job and no payment would be
made for any part of the job completed or in progress. The detailed technical
specifications and the items for which rates are required, are given in Chapter 4 & 5.
19
Chapter 4
DETAILS OF TECHNICAL SPECIFICATIONS
1. SCANNING
(a) Four Colour Photo/TP
and provide Film Positives
2. SYSTEM INPUTTING (Including photo placement work, etc.)
(a) Black & White photo/T.P.
(b) Four Colour Photo/T.P
3A. SYSTEM OUTPUTTING
(a) Single Colour
(b) Two Colour
(c ) Three Colour
(d) Four Colour
3B. FORM MAKING
4. CAMERA PROCESSING
Negative Making
Negative + Positive Making
5. CONTACT UPS/Addl. Sets
6. PROOFING CHARGES
Machine Proofs
7. FERRO PRINT
8. SYSTEM CHARGES
Work (Rate per hour)
Signature………………………..
Name:…………………………...
Addrress:………………………..
Office Stamp:…………………...
20
Chapter 5
FINANCIAL BID The price should be typed or neatly handwritten. Cutting & overwriting is not allowed, otherwise bid may be
rejected
SCANNING/SYSTEM OUTPUTTING
Quote your rates for the following: Items Estimated
quantity*
(per square
inch)
Rate per sq inch
Unit Rate
Total
( )
(In Figures)
( )
(In Words)
( )
1. SCANNING
(a) Four Colour Photo/TP and provide film positives
500
2. SYSTEM INPUTTING (Including scanning & placement work etc.)
(a) Black & White Photo/T.P. 200
(b)Four colour photo/T.P. 200
3A SYSTEM OUTPUTTING (including ferro charges for all the sizes)
(a) Single colour 50,000
(b) Two colour 10,000
(c) Three colour 10,000
(d) Four colour 1,00,000
3B FORM MAKING CHARGES
(4pp/8pp/16pp)
20,000 forms
…………………………………….. per form
4. CAMERA PROCESSING
(a) Negative Making 5000
(b) Negative + Positive Making 5000
5. CONTACT UPS/ Addl Sets
(a) Single colour 5000
(b) Two Colour 5000
(c) Four Colour 10,000
Total (Sl. No. 1 to 5):
6. PROOFING CHARGES
Machine Proofs (4pp/8pp/16pp)
……………………….per sq. inch
7. SYSTEM CHARGES ……………………….per hour
Note: . Service Tax/Vat as admissible is payable
Signature……………………………. Name………………………………...
Address:………………….…………..
Office Stamp…………………………
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*Figures given in the column Estimated Quantity are just for the reference, actual work may
vary.
After determining basket rates, the priority of empanelment will be decided on basis of lowest in
sum total of rates quoted
for items from 1 to 5 of Financial Bid.
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Chapter 6
CONTRACT FORM
This agreement made the…………………………….day of…………………….2013
between National Institute of Science Communication & Information Resources
(Hereinafter the “NISCAIR’’) of one part and
…………………………………………………………………………………………
(Name of the Vendor (Hereinafter the ‘Vendor’) of the other part.
Whereas NISCAIR invited bids for certain services, viz. Scanning/Imagesetting, and has
accepted a bid by the supplier for the supply of those services in the sum of
Rs……………………….………(Rupees ……………………………………….…only)
(Contract Prices in words and figures) (hereinafter called the ‘Contract Price’)
Now this agreement is witnessed as follows:
1. In this agreement, words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to.
2. The following documents shall be deemed to form and be read and construed as part
of this agreement, viz.,
(a) the bid form and the price schedule submitted by the bidder
(b) the technical specifications
(c) the General terms and conditions of the contract
(d) NISCAIR’s notification of award
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1. In consideration of the payments to be made by NISCAIR to the Vendor as
hereinafter mentioned, the Vendor hereby covenants with the purchaser to provide
the services and to remedy defects therein conformity in all respects with the
provisions of the contract.
2. NISCAIR hereby covenants to pay the Vendor in consideration of the provisions
of services, the contract price or such other sum as may become payable under
the provisions of the contract at the times and in the manner prescribed by the
contract.
Brief particular of the Vendor are as under:
TOTAL VALUE:
In Witness whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year first above written.
Signed sealed and delivered by the
Said……………………………………..….(for the purchaser)
In the presence of………………………………………….
Signed sealed and delivered by the
Said………………………………………...(for the supplier)
In the presence of………………………………………….
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26
ANNEXURES/FORMATS FOR BID SUBMISSION
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ANNEXURE - 0
Checklist for Bid Submission
The following check-list must be filled in and submitted with the bid/tender document:
1. EMD Yes/No
2. Technical Bid
1. Has the bid document been issued to you? Yes/No
2. Have you attached the bid form shown in Annexure-2 with duly signed
Tender Documents, being acceptance of Terms & Conditions?
Yes/No
3. Have you attached proof of Registered Office at Delhi? Yes/No
4. Have you attached a copy of the last audited balance sheet of your firm? Yes/No
5. Have you provided details of Scanning, Outputting, Machinery/Equipments
available with you?
Yes/No
6. Have you attached the copy of Registration of your Firm/Company? Yes/No
7. Have you attached copy of PAN Card Created by USER? Yes/No
8. Have you attached proof of Valid Service Tax Registration Certificate? Yes/No
9. Have you attached copies of relevant work orders? Yes/No
10. Have you attached Questionnaire in Annexure – 4? Yes/No
11. Have you enclosed samples of jobs? Yes/No
3. Financial Bid
1. Have you attached the Bid Form in the format shown in Annexure- 3? Yes/No
2. Have you attached the Price Schedule for the services offered in the format
specified in Chapter 5?
Yes/No
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Please arrange your bid/tender document for each part as given below:
I. EARNEST MONEY DEPOSIT (EMD)
II. TECHNICAL BID
1. Registered Office at Delhi.
2. Bid Form (Annexure – 2) with duly signed Tender Documents, being acceptance of
Terms & Conditions
3. Copy of the last audited balance sheet of the company/firm.
4. Technical details of the services offered.
5. Copy of Registration of your Firm/Company/Office at Delhi
6. Copies of relevant work orders.
7. List of Designing, Scanning/Outputting/Machinery/Equipments.
8. Questionnaire (Annexure – 4).
9. Copy of PAN Card
10. Copy of Valid Service Tax Registration/VAT Certificate.
III. FINANCIAL BID
1. Bid Form (Annexure - 3).
2. Price Schedule for Services offered (Chapter 5).
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ANNEXURE-1
PROFORMA FOR BANK GUARANTEE FOR PERFORMANCE SECURITY
(To be stamped in accordance with the stamp act)
Ref: : ……….…………………. Bank Guarantee
No………………………………
To
The Director
National Institute of Science Communication And Information Resources
Dr. K.S. Krishnan Marg, New Delhi 110 012
Dear Sir,
In accordance with the Award of “Scanning/Outputting(Imagesetting) Work” Contract at
NISCAIR, M/s……………………………………………(hereafter called the Vendor) having
their Registered/Head Office at……………………………………wish to avail the same. As an irrevocable Bank Guarantee against supply of goods and its warranty for an amount of
Rs…………… (Rupees ……………………………..……………), equivalent to the …….% of
the contract price is required to be submitted by the Vendor as a condition precedent for the award of contract, which amount is liable to be forfeited/adjusted on the happening of any of the
following:
1. If the Vendor withdraws his contract during the period of contract specified by the Vendor on the bid form.
2. If the Vendor, having been accepted the Award of contract
(a) fails or refuse to execute the contract within the stipulated time, i.e., 10 days (b) fails or refuse to provide the satisfactory services during the warranty period.
We, the………………………………………Bank at having our head office at……………………………….and local office__________________Guarantee and undertake to
pay immediately on demand by National Institute of Science Communication & Information
Resources, the amount of Rs…………………..…………………………..
(Rupees………………………………………………….) without any reservation, protest, demur and recourse. Any such demand made by National Institute of Science Communication &
Information Resources shall be conclusive and binding on us, irrespective of any dispute or
difference raised by the Vendor.
The Guarantee shall be irrevocable and shall remain valid up to ……………….., if any further
extension of any guarantee is required, the same shall be extended to such required period on receiving instructions from M/s________________________________on whose behalf this
guarantee is issued.
In witness whereof the bank through its authorised officer, has set its hand and stamps on this …………………. day of ………………… 2013.
Witness
1) Signature:……..…………………………
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Name …………………………………..
Address………..…………………………
2) Signature ……………………………….
Signature……………………………..
Name:……………………………………
Name…………………………………
Address ………………………………… (Designation with
stamp)…………….
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ANNEXURE - 2 BID FORM
(Technical Bid)
(To be submitted on the firm’s letter head and signed by an authorised person)
To
The Director
National Institute of Science Communication And
Information Resources
Dr K S Krishnan Marg
New Delhi 110 012
Ref : Bid Document No……………………
Date:………………………
Sir,
Having examined the bidding documents, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer for Scanning/Imagesetting work as per the
schedule of requirements and in conformity with the said bidding documents.
We undertake, if our bid is accepted, to provide Scanning/Outputting(Imagesetting)
Services in accordance with the schedule specified in the bidding documents.
If our bid is accepted, we will submit a bank guarantee for the sum equivalent to
Rs…..…………. of the Estimated Contract Price for the due performance of the Contract,
in the form prescribed by the NATIONAL INSTITUTE OF SCIENCE
COMMUNICATION AND INFORMATION RESOURCES.
We agree to abide by this bid for a period of Ninety days after the date fixed for opening
and it shall remain binding upon us and may be accepted at any time before the expiration
of that period.
WE DECLARE
1. That we are equipped with adequate machinery for undertaking
Scanning/Outputting work of NISCAIR.
2. We hereby offer to supply the Services at the prices and rates mentioned in the
Financial Bid.
3. We enclose herewith the complete Technical Bid as required by you. This
includes:
● Bid form
● Copy of the last audited balance sheet of the company.
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● Details of income tax registration and Income tax clearance certificate
● Technical details of the services offered
● Copies of relevant work orders
● Details of Machinery/equipment available with us for undertaking the jobs.
● Copy of Registration of Firm/Company.
4. We have carefully read and understood the terms and conditions of the bid/tender
documents and the conditions of the contract applicable to the bid document and
we do hereby undertake to provide services as per these terms and conditions.
5. Certified that the bidder is:
a sole proprietorship firm and the person signing the bid document is the sole
proprietor/constituted attorney of the sole proprietor,
or
a partnership firm, and the person signing the bid document is a partner of the firm and he
has authority to refer to arbitration disputes concerning the business of the partnership by
virtue of the partnership agreement/by virtue of general power of attorney,
or
a company and the person signing the document is the constituted attorney.
(NOTE: Delete whatever is not applicable. All corrections/deletions should invariably be
duly attested by the person authorised to sign the bid document)
6. We do hereby undertake, that, until a formal work order is prepared and executed,
this bid, together with your written acceptance thereof and placement of letter of
intent awarding the work order, shall constitute a binding contract between us.
Dated this day of……………. …2013 Signature of Bidder
Details of enclosures. Full Address
:………………………………
:………………………………
……………………………….
Telephone No
:…………………….………..
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Telegraphic
Address:………………………
Fax No
:………………………………
E-mail :………………………………
COMPANY SEAL
ANNEXURE - 3
Bid Form (Financial Bid)
(on the letter head of the firm submitting the bid document)
To
The Director
National Institute of Science Communication And
Information Resources
Dr K S Krishnan Marg
New Delhi - 110012
Ref: Bid document No: ……………………..
Dated…...…………….
Sir,
Having examined the bidding/tender documents and having submitted the technical bid
for the same, we, the undersigned, hereby submit the financial bid for
Scanning/Imagesetting work as per the schedule of requirements and in conformity with
the said bidding documents.
We hereby offer to supply the Services at the prices and rates mentioned in the
Commercial Bid.
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We do hereby undertake, that, in the event of acceptance of our bid, the supply of
Services shall be made as stipulated in the schedule to the Bid document and that we shall
perform all the incidental services.
We enclose herewith the complete Financial Bid as required by you. This includes:
• Bid Letter
• Price Schedule (Chapter 5)
• Statement of deviations from Financial Terms and Conditions
(if any)
We agree to abide by our offer for a period of 90 days from the date fixed for opening of
the bid documents and that we shall remain bound by a communication of acceptance
within that time.
We have carefully read and understood the terms and conditions of the bid document and
we do hereby undertake to abide as per these terms and conditions. The Financial
Deviations are only those mentioned in the statement of deviations from financial terms
and conditions.
Certified that the bidder is:
a sole proprietorship firm and the person signing the bid document is the sole
proprietor/constituted attorney of sole proprietor,
or
a partnership firm, and the person signing the bid document is a partner of the firm and he
has authority to refer to arbitration disputes concerning the business of the partnership by
virtue of the partnership agreement/ by virtue of general power of attorney,
or a company and the person signing the bid document is the constituted attorney.
(NOTE: Delete whatever is not applicable. All corrections / deletions should invariably
be duly attested by the person authorised to sign the bid document.)
We do hereby undertake, that, until a formal work order is prepared and executed, this
bid, together with your written acceptance thereof and placement of letter of intent
awarding the work order, shall constitute a binding contract between us.
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Dated this day of…………………. 2013 Signature of Bidder
Details of enclosures: Full Address
:………………………………
……………………………….
……………………………….
Telephone
No…………………………….
Telegraphic
Address:……………………..
Fax
No……………………………………
E-
mail:……………………………………
COMPANY SEAL
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ANNEXURE - 4
QUESTIONNAIRE
Do You Have the following Facilities
1. SCANNER Qty/Make
Drum Scanner/Flatbed Scanner Yes No
Size : A3 Yes No
Should be able to Scan : (i) Transmission; (ii) Reflection and
(iii) Text Data
Yes No
Resolution above 2000 DPI Yes No
Screen Ruling ( min 150 LPI) Yes No
2. IMAGE SETTER
Size : A2/A3 Yes No
High Resolution Yes No
Form Making Facility Yes No
3 LATEST VERSIONS OF SOFTWARES Yes No
4. PROOFING
Facility to provide digital colour laser proof of designs Yes No
Facility to provide machine proofs of the scanned material. Yes No
Facility to Provide Ferro Print of the formwise positives Yes No
5. PROCESS CAMERA Yes No
Signature……………………….
Name:………………………….
Addrress:………………………
Office
Stamp:…………………...