final request for proposal (rfp) document for entering...

Department of Information Technology & Communication (DoIT&C) [Ref: NIT No.F11 (64)/DoIT/Project/11] Dated: 27/01/12

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[Reference No. F 11(64)/DoIT/Project/11 Dated 10/02/2012]

Place of submission of the bid proposal Office of Department of IT&C, New IT Building, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Rajasthan)

Date & Time of Pre-bid meeting 03/02/2012 at 03:00PM

Last Date & Time of Submission of Bid 27/02/2012 upto 04:00PM

Date & Time of Opening of Technical Bid 27/02/2012 at 04:30PM

Cost of Tender Document: Rs. 1000/- Only (Rupees One Thousand Only)

Name of the Bidding Company/ Firm:

Contact Person(Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone &

Fax Nos.:

Website & E‐Mail:

Department of Information Technology & Communication New IT Bhawan, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur - 302005

Tel: 141-2222011 Fax: 141- 2224855 Website: http://doitc.rajasthan.gov.in

Final Request for Proposal (RFP) Document for Entering into a “Rate Contract” for

“Stationary Items under CSC and e- Mitra Projects”


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TABLE OF CONTENTS

S.No. Chapters Page No

1 Abbreviations & Definitions

3

2 Invitation For Bids

5

3 Project profile

8

4 Eligibility Criteria

11

5 Scope of Work

13

6 Bidding Process

17

7 Terms and Conditions of the Bid

37

8 Annexure-1 (Technical evaluation checklist)

49

9 Annexure-2 (Pre-bid queries format)

51

10 Annexure-3 (Bidder’s authorization certificate)

52

11 Annexure-4 (Self-declaration – no blacklisting)

53

12 Annexure-5 (Certificate of conformity/ no deviation)

54

13 Annexure-6 (Financial Bid Format)

55

15 Annexure-7 (Tender form) 57


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CHAPTER-1

ABBREVIATIONS & DEFINITIONS

Bidder "Bidder" means any agency/ company/ firm which is participating in the Bid.

Authorised Signatory

The bidder’s representative/ officer vested (explicitly, implicitly, or through conduct) with the powers to commit the authorizing organization to a binding agreement. Also called signing officer/ authority having the Power of Attorney (PoA) from the competent authority of the respective Bidding firm.

Contract

“The Contract” means the agreement entered into between DoIT&C designated agency/ GoR and the selected bidder, as recorded in the Contract Form Signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein.

Rate Contract Period

The Rate Contract Period shall be Two Years from the date of signing of MoU.

CMC Contract Monitoring Committee GoR Government of Rajasthan (GoR)/ State Government DeGS District e-Governance Society.

DoIT&C Department of Information Technology and Communications, Government of Rajasthan

RISL RajCOMP Info Services Ltd. District Administration

District Collector or a Society constituted under the Chairmanship of District Collector (or any other department of State as the context indicates) in each of the 33 districts, entrusted with the responsibilities of facilitating and monitoring implementation and operation of the e-Mitra Scheme and the e-Governance mechanism in respective districts

CSC Common Services Centres (owned and managed by Women preferably) to be setup in Rural area of Rajasthan.

CSC Scheme The Common Services Centres (CSC) Scheme refers to the Scheme envisioned by the Government of India (GoI), as a component of the National e-Governance Plan (NeGP). The CSC Scheme envisages setting up of more than 1,00,000 e-enabled kiosks across the country and 6626 in the State of Rajasthan only in Rural areas.

SCA Service Centre Agency selected through competitive bidding. The SCA will set up and manage the CSC kiosks.

VLE Village Level Entrepreneur SDA State Designated Agency for CSC Scheme (DOIT&C) Day “Day” means a working day as per GoR/ GoI. LSP Local Service Provider will be selected through competitive bidding for

Entire State. The LSP will set up and manage the e-Mitra kiosks in urban areas

e-Mitra Scheme/Project

The e-Mitra Scheme (Project which includes operation of the ICT based Kiosks refers to the Scheme envisioned by the Government of Rajasthan,


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as a component of the e-Governance Plan. The e-Mitra Scheme envisages setting up of e-enabled kiosks across the Rajasthan state in urban areas.

e-Mitra Centre Name of the existing Citizen’s Service Centres set up predominantly in Urban areas in Rajasthan under the prevailing e-Mitra Scheme

DoIT&C Department of Information Technology and Communications, Government of Rajasthan

EMD Earnest Money Deposit GF&AR General Finance & Accounting Rules ICT Information and Communication Technology LoI Letter of Intent MoU Memorandum of Understanding NeGP National e-Governance Plan of Government of India, Department of

Information Technology (DIT), Ministry of Communications and Information Technology (MCIT), New Delhi.

NIT Notice Inviting Tender

Project The “Project” means the selection of the SCAs for CSC Project in the State of Rajasthan as per the scope of work, terms & conditions and other details of this RFP document.

Tendering Authority

“Tendering Authority” means Secretary & Commissioner, DoIT&C.

Project Site “The Project Site”, wherever applicable, means the designated place or places.

G2C Government to Citizen B2C Business to Consumer B2B Business to Business


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CHAPTER-2

INVITATION FOR BIDS

1) Department of Information Technology & Communication (DoIT&C) invites bid proposals

from competent and professional firms dealing in or manufacturing secured stationary

products/ items, who meet the minimum eligibility criteria as specified in this bid document

for entering into a “Rate Contract” for providing stationary item of A4 size multi colour

sheets with security features such as holograms, watermark, logo etc for a period of Two

years.

2) Firm will be selected through a transparent and competitive bidding process and a “rate

contract” for providing stationary item of “A4 size multi colour sheets with security features

such as holograms, watermark, logo etc ” entered into with them. As and when there is need

for a these stationary items to be outsourced, it will be directly assigned through a lump sum

contract to one of the successful bidders with whom a rate contract has been entered into.

3) It may be noted that the amount of work mentioned in the bidding document is approximate

and no minimum amount is guaranteed.

4) The complete bid document has been published on the websites http://www.rajasthan.gov.in,

http://www.dipronline.org and http://doitc.rajasthan.gov.in for the purpose of downloading.

The downloaded bid document shall be considered valid for participation in the bid process

subject to submission of required Bid document fee of 1000/- (Rupees One Thousand only)

in Cash/ Demand Draft in favour of “Secretary & Commissioner, DoIT&C” payable at

“Jaipur”. A copy of the bid document fee receipt must be enclosed along with the Technical

bid/ proposal failing which the bid will be summarily rejected.

5) Please note that a Pre-Bid meeting of prospective bidders, who have purchased the tender

document, is scheduled as per the details specified in Notice Inviting Tender (NIT) below.

The objective of this meeting is to address the queries of the prospective bidders related to

the Project/ Bid document.

6) A two-stage selection procedure shall be adopted. Bidders will be required to submit their

Technical and Financial Proposals in two separate envelopes, along with a Cover-Letter as

prescribed in this bid document. The first part will consist of Technical Proposal and the

second part will consist of Financial Proposal.

7) Department of Information Technology & Communication (DoIT&C) disclaims any factual/

or any other errors in this document (the onus is purely on the individual bidders to verify


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such information) and the information provided herein are intended only to help the bidders

to prepare a logical bid-proposal.

8) Bids would be considered only in the prescribed form/ document. Hence, bidders should

refrain providing the information which is not relevant. Bids not submitted in prescribed

format will be summarily rejected and EMD submitted along with the bids shall be forfeited.

9) All the communication/ correspondence including the bid document (Technical and

Financial Bid) should be signed and stamped on each page by the designated authorized

representative of the bidder. Proof of being as “authorized representative of the bidder”

should also be attached.

10) The Bids can be submitted up to date and time given as specified in the NIT below.


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NOTICE INVITING TENDER-NIT Tender Reference No. F5 (426)/DoIT/Tech/10/ dated 27/09/2011

Department of Information Technology & Communication (DoIT&C) invites bids/ proposals

from the eligible bidders for entering into a “Rate Contract” for providing stationary item of “A4

size multi colour sheets with security features such as holograms, watermark, logo etc ” for a

period of TWO Years.

Cost of Tender Document (non-refundable) Rs. 1000/- (Rupees One Thousand Only) Estimated Project Cost Rs. 60 Lacs (Rupees Sixty Lacs Only) Earnest Money Deposit (EMD) Rs. 1.20/- Lacs (Rupees One lac and Twenty

Thousand Only) Date of availability of Draft RFP Document From 27/01/2012 and up to 03:00PM on

3/02/2012 Date, Time& Place of Pre-Bid Meeting 03/02/2012 at 03:00PM

DoIT&C, Second Floor, Committee Room, B-Block, Yojana Bhawan, Jaipur (Raj.)

Period of sale of Final RFP From 10:30 am of 10/2/2012 to 27/2/2012 till 3:30pm

Last Date, Time & Place of submission of bids 27/02/2012 up to 04:00PM, Room No: 304, third floor, B-Block, Yojana Bhawan, Jaipur (Raj.)

Date, Time and Place of Opening of Technical Bids

27/02/2012 at 04:30PM DoIT&C, Second Floor, Committee Room, B-Block, Yojana Bhawan, Jaipur (Raj.)

Date & Time of Opening of Financial Bids Will be intimated later to the Technically qualified bidders

Websites for downloading Tender Document, Corrigendum’s, Addendums etc.

http://DoIT&C.rajasthan.gov.in http://www.dipronline.org http://doitc.rajasthan.gov.in http://www.rajasthan.gov.in

Bid & EMD Validity 180 Days from the date of bid submission Validity of Contract 2 years from signing of MoU.

Date:27/01/12 Secretary & Commissioner, IT&C Govt. of Rajasthan


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CHAPTER-3

PROJECT PROFILE

1. Project Objective

a) GoR is providing various G2C and B2C services to the citizens of Rajasthan in the urban

and rural areas through e-Mitra & CSC centres / kiosks respectively. The main objective

of these schemes is to provide wide range of citizen friendly services of different

departments under one roof so that the citizens do not have to run around various

departments. Its aim is to deploy information & communications technology (ICT) for

the benefit of the masses.

b) Various G2C services are being provided from these kiosks, however, one of the major

components of services is delivery of digitally signed certificates such as Bonafide,

Caste, Income, Solvency etc to citizens. These certificates are being delivered to the

applicant on pre-printed stationary with highly secured holograms and are digitally

signed.

c) Authorised Service Centre Agencies (SCAs) & Local Service Provider (LSPs), District e-

Governance Societies and Kiosk owners under CSC and e-Mitra projects respectively

will buy the stationary item of A4 size multi colour sheets with security features such as

holograms, watermark, logo etc from the rate contracted firm and these stationary items

will be delivered at LSPs/ SCAs/ DeGS office in all 33 districts of state by the chosen

firm.

d) DoIT&C intends to enlist competent and professional firms involved in providing

stationary item of A4 size multi colour sheets with security features such as holograms,

watermark, logo etc to support delivery of digitally signed certificates obtained through

CSC and e- Mitra Kiosks in rural and urban areas of state respectively and to enter into a

rate contract for providing A4 size multi colour sheets with security features such as

holograms, watermark, logo etc which are to be used in printing of digitally signed

certificates.

2. Need and Benefits

a) By entering into a “Rate Contract”, it is envisaged that the supplying of stationary items

of A4 size multi colour sheets with security features such as holograms, watermark, logo

etc works with DoIT&C shall be executed / completed in a rapid manner as per the

demand, thereby eliminating the need to issuing a separate RFP document for each work.


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This would save time, money and efforts thereby enhancing the efficiency of overall

service delivery by DoIT&C.

b) Availability of Quick Support Services.

c) Consistent and uniform purchase policies and procedures leading to standardization.

d) Better terms and conditions on Quality, Service and Delivery.

3. Brief Technical Solution Requirement / Scope of Work

a) The supply of A4 size multi colour sheets with security features such as holograms,

watermark, logo etc work shall be based upon following frameworks i.e. as per the

technical requirements:

i. Master origination

ii. Product specifications

iii. Features

b) The supply of A4 size multi colour sheets with security features such as holograms,

watermark, logo etc should be in as per technical requirements of DoIT&C, GoR.

Depending upon the volume needs, adequate changes will be deployed by the firm and

for a period varying from a couple of months to more than six months or as mutually

agreed.

c) Similarly, the specification of A4 size multi colour sheets with security features such as

holograms, watermark, logo etc work shall comply with the respective guidelines issued

by DoIT&C, Govt. of Rajasthan and Department of Information Technology (DIT),

Government of India (GoI).

d) Authorised Service Centre Agencies (SCAs), Local Service Provider (LSPs), Kiosk

owners and DeGS under CSC and e-Mitra projects respectively will buy the stationary

item of A4 size multi colour sheets with security features such as holograms, watermark,

logo etc from the rate contracted firm and these stationary items will be delivered at

LSPs/ SCAs / DeGS/ Kiosk office in all 33 districts of state by the chosen firm. The

payment of these items will be made by LSPs/ SCAs/ Kiosk owner/ DeGS whosoever

have given the work order / purchase order.

4. Implementing and participating agencies (Stakeholders)

a) Department of Information Technology & Communications (DoIT&C), Govt. of

Rajasthan

b) Service Centre Agencies ( SCAs under Common Service Centre (CSC) Project)


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c) Local Service Providers ( LSPs under e-Mitra Project)

d) Various State Govt. Line Departments/ PSUs/ Boards

e) Selected firms (to be selected through a competitive bid process)

f) Village Level Entrepreneurs / Kiosk owner

g) Citizens

5. Target group (Audience/ Beneficiaries)

a) Citizens of the State

6. Expected accomplishment from the project (Project Outcome)

After the evaluation of all the bids, DoIT&C shall enter into a “Rate Contract” with firm

supplying stationary item of A4 size multi colour sheets with security features such as

holograms, watermark, logo etc and will directly assign to them the work, as and when

required, thereby allowing efficient service delivery.


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CHAPTER-4

ELIGIBILITY CRITERIA

1. The Bidder must be an individual proprietor/ Company/ Firm registered under Indian

Company Act, 1956 or a Partnership firm registered under the Partnership Act 1932.

Consortium of companies/ firms is not allowed. Bidder must provide registration certificate

under the relevant act such as company’s act / Societies registration act etc as a proof.

2. The Bidder must possess and submit along with technical bid the following documents valid

as on date of submission of bids: -

a) Income Tax Return & audited statements of accounts for financial year 2010-11

b) VAT/ Sales Tax Registration Certificate along with the Sales Tax clearance certificate

of the last year (Sales tax clearance till March 2011)

Bidder should provide an attested & valid copy of all the above-mentioned certificates

along with the Technical bid.

3. The firm should have an annual turnover in this trade i.e. in manufacture or supply of pre-

printed stationary with secured holograms or Security Hologram Stickers of not less than Rs.

12.00 Lac (Rupees Tweleve Lac Only) for last two years i.e. 2009-2010 and 2010-2011

respectively. CA certificate should be enclosed.

4. Firm should have at least five years of experience from the date of submission of bid, in the

field of manufacturing or supply of pre- printed stationary with secured holograms or

Security Hologram Stickers (DOT MATRIX with 2000 DPI or more and 2D/3D

Conventional, both). Their past experience i.e. jobs executed, including the name of the

clients has to be validated by documentary evidence (Purchase Orders of State Govt

Departments / Central Government/ PSUs/ Ltd. Companies to be enclosed)

5. Bidder should attach the copy of atleast one work order with value of Rs. 7 Lacs in the

field of manufacturing or supply of pre- printed stationary with secured holograms or

Security Hologram Stickers along with the satisfaction letter of services given by the

supplier for an order placed.

6. The Bidder should not have been Black listed by any State/ Central Government department/

PSU in India during last three years as on bid submission date. Undertaking to this effect

shall be submitted by the bidder.

7. The Bidder should deposit Earnest money along with the Technical bid.. Bids received

without the required Earnest money will be rejected.

8. Partial Exemption from earnest money: Firms which are registered as SSI Unit with similar

activities as per the scope of RFP with the Director of Industries, Rajasthan, shall furnish the


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amount of earnest money in respect of items for which they are registered as such, subject to

their furnishing registration certificate in original or a Photostate copy or a copy there of

duly attested by any gazetted officer, @ of 50 % of the amount.

9. The Bidder must submit documentary evidence in support of his claim for fulfilling the

eligibility criteria and is required to submit an undertaking on the letterhead to the fairness of

these documents in support of the claim while submitting the Bid.

10. Sub-contracting of project in whole or part is not allowed. Contract may be liable for

termination, if, at any stage of project, it is found that bidder has subcontracted whole or part

of project without prior approval from Purchase/ Tendering Authority.

11. The firm should have a high security environment in his Premises to ensure 100% guarantee

of confidentiality and secrecy. Bidder has to furnish Undertaking on the letter head in this

regard.


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CHAPTER-5

SCOPE OF WORK

1) Scope of Work

Authorised Service Centre Agencies (SCAs) & Local Service Provider (LSPs) and kiosk

owners under CSC and e-Mitra projects respectively will buy the stationary item of A4 size

multi colour sheets with security features such as holograms, watermark, logo etc from the

rate contracted firm and these stationary items will be delivered at LSPs/ SCAs/ DeGS

office in all 33 districts of state by the chosen firm. The payment of these items will be

made by LSPs/ SCAs/ Kiosk owner/ DeGS whosoever have given the work order / purchase

order. The supply of A4 size multi colour sheets with security features such as holograms,

watermark, logo etc work shall be based upon following frameworks i.e. as per the technical

requirements:

i. Master origination

ii. Product specifications

iii. Features

i) Master Origination: High Security Masters, made from both 2D/3D Conventional

System and DOT MATRIX system capable of generating high security masters with

2000 DPI or more recombined together with multi-level animation effect, kinetic

effect, four channel at a single point, pearl effect having text and laser viewable

images pure 3-D text and pure 3-D model effect and LASER viewable animated

covert image and diffractive animated GUILLOCHE patterns (Randomly computer

generated pattern) for high security. The logo or emblem as suggested by the

Tendering Authority shall be incorporated in the hologram. The tenderer must posses

both Dot Matrix and 2D/3D Conventional Master Origination Machines to produce

Master as per the above specifications. The design of the Multi Colour A4 sheet shall

also be as per specifications of DoIT&C (including security features such as

watermark, logo, hologram etc)

a. The suggested artwork (at least 3 different designs of A4 Multi colour sheet as

well as Hologram) is to be submitted by the Tenderer containing the above

security points along with the Tender Documents and Technical Specifications.

The final design would, however, be furnished by the Department only at the time

of placing orders.


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b. The art work of the indigenously produced hologram samples (at least five

samples of each of the 3 designs pasted on a paper ) indicating all the specific

security features as per the tender document - including the Dot Matrix and

2D/3D Conventional effects/features and their recombination together must be

identified and submitted.

c. The master of hologram or multicolour A4 may be changed at the discretion of

the tendering authority at any time during the currency of the tender and the

tenderer should have the facilities to produce the master within the time frame

specified by the tendering authority.

ii) Product Specifications: The Hologram to be supplied shall have the following specifications :

a. shape and size : 25 mm Diameter Round

b. Material Type: Tamper evident on metalized polyster film of ultra clear EMCL

grade, suitable to be affixed on A4 size paper sheet

c. Colour: As decided by DoIT&C

d. Thickness: 25 Micron

e. Mastering type: Hologram having High Security Masters, made from both 2D/3D

Conventional System and DOT MATRIX system capable of generating high

security masters with 2000 DPI or more recombined together with multi-level

animation effect, kinetic effect, four channel effect at a single point, pearl effect

having text and laser viewable multiple images pure 3-D text and pure 3-D model

effect and LASER viewable animated covert image and diffractive animated

GUILLOCHE patterns (Randomly computer generated pattern) for high security.

f. The Multicolour A4 stationary should be 80 GSM parchment paper with 4 colour

secure printing including features such as logo, watermark etc.

iii) Features:

a. All the features and the layers in the Hologram except LASER viewable animated

covert image should be visible to normal eyes. b. The Hologram labels should have serrated edges all around. c. The Hologram shall not be affected by normal variation in atmospheric

conditions. d. The self-life of the Hologram should be minimum of three years without any

deformation or deterioration in normal atmospheric conditions.


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e. The Hologram label should have Laser Etched serial Numbering f. Mastering Type: Holograms to be supplied, under proper security cover and

necessary insurance without numbering place. The Hologram supplier has to

install Laser Etched and do necessary Coding/serial numbering as per instructions

on each & every Hologram so that the holograms may be distinguished by district

name.

g. Packaging: 200 Sheets Multicolour A4 size multi colour sheets with security

features such as holograms, watermark, logo etc each to be packed in one

corrugated carton duly sealed & wrapped. 2) Roles & Responsibilities (Stakeholder-wise)

i. Roles and responsibilities of DoIT&C

a. Review and approve the deliverables as submitted by the selected bidder.

b. Explain the operational/ functional requirements in detail to the selected bidder.

c. Conduct regular review meetings to monitor timely supply of A4 size multi colour

sheets with security features such as holograms, watermark, logo etc required under

the project.

d. Provide feedback on changes to be in the overall solution to improve usability of the

supplied items.

e. Report problems/ issues, if any, to the selected bidder for immediate action/

rectification.

f. Co-ordination with all the stakeholders of the project.

g. Review and approve the Payments to the bidder as per SLA.

h. Any other help/ assistance/ co-ordination required for the successful execution of the

work.

ii. Roles of responsibilities of Bidder

a. Identify operational/ functional requirements for supplying of the items.

b. Maintain the specifications as per the requirements of the Purchaser.

c. Provide the items as per best practices/ relevant applicable standards.

d. Document the required details accurately as per standard documentation

methodology.

e. Ensure timely supply of stationary item.

f. Resolve issues/ problems reported.

g. The selected bidder’s representatives shall travel on-site as required to fix any

problems/ issues found in the supplied items at own cost.


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h. All other works as per requirement of assigned scope of work.

CHAPTER-6

BIDDING PROCESS

The Bidding process below specifies the procedures that would regulate the overall bidding

process. It contains standard provisions that have been prepared to Design, Prepare, Advertise/

Publish, Submit, Open, Evaluate, Compare bids and Award of Contract and are to be strictly

adhered to by the bidder.

A) Preparation of Bidding Document

1) Earnest Money Deposit (EMD)

a) Every bidder, if not exempted, participating in the bid must furnish the earnest

money deposit as specified in the Notice Inviting Tender (NIT).

b) Government of Rajasthan and Union Government undertakings, corporations,

companies; autonomous bodies managed or controlled by Government are not

required to submit the EMD. Receipt of EMD or Registration certificate or

Certificate that the bidder is a Government undertaking/ Corporation/ Company/

autonomous body as mentioned above shall necessarily accompany the sealed bid

without which the bid shall be rejected forthwith.

c) Earnest money deposit of a bidder lying with DoIT&C in respect of other bids

awaiting decision will not be adjusted towards earnest money deposit for the fresh

bids. The earnest money originally deposited may, however, should be taken into

consideration in case bids are re-invited.

d) Form of EMD: The EMD may be deposited in the form of a banker’s cheque or

demand draft in favour of “Secretary & Commissioner, DoIT&C” payable at

“Jaipur”.

e) Refund of EMD: The earnest money deposit of unsuccessful bidders shall be

refunded soon after final acceptance of bid and award of contract.

f) Forfeiture of EMD: The EMD taken from the bidder shall be forfeited in the

following cases:-

i. When the bidder withdraws or modifies his bid proposal after opening of bids.

ii. When the bidder does not execute the agreement after placement of order

within the specified time.

iii. When the bidder fails to commence the supply of the goods and service as per

purchase / work order within the time prescribed.


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iv. When the bidder does not deposit the security money after the purchase/ work

order is placed.

v. To adjust any dues against the firm from any other contract with DoIT&C.

g) In case of best/ successful bidder, the EMD, if feasible, may also be adjusted in

arriving at the amount of the Performance Security Deposit.

2) Sale of Tender/ Bidding Document

The sale of bidding document shall commence with the issue of NIT and shall be

stopped at the date of opening of bids as specified in NIT. The complete bidding

document is also placed on the websites as specified in the NIT. The prospective

bidders are permitted to download the bid document from any of the specified websites

but must pay the cost of tender/ bidding document while submitting the bids to the

department.

B) Clarifications and Amendments of Bidding Document

3) Clarifications to the Bid Document

a) If the prospective bidder has any doubts as to the meaning of any portion of the bid

document, then he is allowed to refer the same to the tendering authority and get

clarifications. He may do so by contacting the tendering authority in writing at the

tendering authority’s address indicated in the NIT.

b) The Tendering authority/ Procurement Committee will respond in writing to any

request for clarification, provided that such request is received no later than fifteen

(15) days prior to the deadline for submission of Bids.

c) The Tendering authority shall forward copies of its response to all Bidders who

have acquired the Bidding Document directly from it and shall also place it on the

website of DoIT&C, including a description of the inquiry but without identifying

its source.

d) Should the Tendering authority deem it necessary to amend the Bidding Document

as a result of a clarification or otherwise, it shall do so by issuing a revised bid

document and/ or Addendum/ Corrigendum. If need be, the deadline for submission

of Bids may also be extended in order to give reasonable time to the prospective

Bidders to take into account the amendment.

e) Also, if tendering authority requires clarification from the bidder on the submitted

bid then it will ask to the bidder for the same but won’t accept any additional

documents on behalf of the bidder.


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4) Pre-bid Conference/ Meeting

a) The bidder or its official representative (not more than two representatives per

bidder) is invited to attend the pre-bid meeting as per the details specified in NIT.

The objective of this meeting is to address the queries of the prospective bidders

related to the Project/ Bid document.

b) Only the bidders/ firms, who have purchased the bidding document from the office

of the DoIT&C or have despoiled the requisite tender fee, are allowed to attend the

pre-bid conference and submit their pre-bid queries in the specified format and

schedule. Bidders having purchased the bid document are welcome to attend the

pre-bid meeting, even if they do not have any specific queries.

c) As a result of discussions in the pre-bid conference, if modifications in the tender

document, specifications of services and/or goods are considered necessary, they

may be done by issuing a addendum/ corrigendum and its copies shall be sent

through Email/ post to all the bidders who had purchased the tender documents

without identifying the source. The corrigendum/ addendum and the Final bidding

document will be placed on all the websites as specified in the NIT.

d) The tendering authority reserves the right not to respond to any/ all queries raised

or clarifications sought if, in their opinion and at their sole discretion, they consider

that it would be inappropriate to do so or do not find any merit in it.

5) Amendment of Bidding Document

a) At any time prior to the deadline for submission of the Bids, the tendering authority

may amend the Bidding document by issuing Corrigendum/ Addenda.

b) Any Corrigendum/ Addendum issued shall be a part of the Bidding document and

shall be communicated in writing to all, who have purchased the Bidding

document.

c) To give prospective Bidders reasonable time in which to take a Corrigendum/

Addendum into account in preparing their Bids, the tendering authority may, at its

discretion, extend the deadline for the submission of the Bids.

d) Any change in date of submission and opening of bids would be published in

appropriate manner including the websites mentioned in the NIT.

C) Submission and Opening of Bids

6) Cost of Bidding


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The Bidder shall bear all costs associated with the preparation and submission of its

Bid, and the tendering authority shall not be responsible or liable for those costs,

regardless of the conduct or outcome of the bidding process.

7) Language of Bids

The Bid, as well as all correspondence and documents relating to the Bid exchanged by

the Bidder and the tendering authority, shall be written only in English Language.

Supporting documents and printed literature that are part of the Bid may be in another

language provided they are accompanied by an accurate translation of the relevant

passages in English/ Hindi language, in which case, for purposes of interpretation of

the Bid, such translation shall govern.

8) Documents comprising the Bid

a) The bidder should ensure that all the required documents, as mentioned in the

bidding document, are submitted along with the bid and in the specified format

only. Non-submission of the required documents or submission of the documents in

a different format/ contents may lead to the rejections of the bid proposal submitted

by the bidder.

b) Also, the tender fee/ photocopy of the tender fee receipt along with the bid security

i.e. EMD should be enclosed in a separate envelop along with the bid.

c) Wherever applicable, the specified bidding form must be used and filled without

any alterations to its format, and no substitutes shall be accepted. All blank spaces

shall be filled in with the information requested.

d) The Bidder shall submit the Price Schedules/ Commercial/ Financial bid for Goods

and Related Services, according to their origin as appropriate, using the forms

furnished in the bid and enclose in a separate and sealed envelope duly signed/

stamped by the authorized signatory.

9) Alternative Bids

Alternative bids shall not be considered at all.

10) Bid Prices and Discounts

a) All the prices should be quoted only in Indian Rupees (INR) Currency.

b) Prices/ Rates shall be written both in words and figures. There should not be errors

and/ or over-writings. Corrections/ alterations, if any, should be made clearly and

initialled with dates by the authorized signatory.


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c) All rates quoted must be FOR destination/ site where A4 size multi colour sheets

with security features such as holograms, watermark, logo etc are to be supplied,

and should include all incidental charges except Central/ Rajasthan VAT, which

should be shown separately in the format for Price Quotation only. In case of local

supplies the rates should include all taxes, etc., and DoIT&C will not pay any

cartage or transportation charges.

d) The prices and discounts quoted by the Bidder in the Price Schedule/ Commercial/

Financial Bid shall conform to the requirements specified therein.

e) All the required items must be listed and priced separately in the Price Schedule. If

a Price Schedule shows items listed but not priced, their prices shall be assumed to

be included in the prices of other items. Items not listed in the Price Schedule shall

be assumed not to be included in the Bid, and provided that the Bid is substantially

responsive, the corresponding adjustment shall be applied in accordance with the

provisions of bid document.

f) The price to be quoted in the Bid Submission Sheet shall be the total price of the

Bid excluding any discounts offered. The Bidder shall quote any unconditional

discounts and the methodology for their application separately in the price

schedule.

g) The disaggregation of price components is required solely for the purpose of

facilitating the comparison of Bids by the tendering authority. This shall not in any

way limit the tendering authority’s right to contract on any of the terms offered: -

i. For Goods offered from within/ outside the country.

ii. For Related Services whenever such Related Services are specified in the

bidding document.

h) Prices quoted by the Bidder shall be fixed during the Bidder’s performance of the

Contract and not subject to variation on any account, unless otherwise specified in

the bid document. A Bid submitted with an adjustable price quotation shall be

treated as nonresponsive and shall be rejected. However, if in accordance with the

bid document, prices quoted by the Bidder shall be subject to adjustment during the

performance of the Contract, a Bid submitted with a fixed price quotation shall not

be rejected, but the price adjustment shall be treated as zero.

11) Period of Validity of Bids


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a) Bids shall remain valid for the period of 180 days, as specified in NIT, after the bid

submission deadline date prescribed by the tendering authority. A Bid valid for a

shorter period shall be rejected by the tendering authority as nonresponsive.

b) In exceptional circumstances, prior to the expiration of the bid validity period, the

tendering authority may request Bidders to extend the period of validity of their

Bids. The request and the responses shall be made in writing. If EMD is requested,

it shall also be extended for a corresponding period.

12) Format and Signing of Bid

a) Bid shall be typed or written in indelible ink and shall be signed (all the pages) by a

person duly authorized to sign on behalf of the Bidder, in token of acceptance of all

the terms and conditions of the bidding document. This authorization shall consist

of a written confirmation as specified in the bid document and shall be attached to

the Bid.

b) Any amendments such as interlineations, erasures, or overwriting shall be valid

only if they are signed or initialled by the authorized person signing the Bid.

13) Sealing and Marking of Bids

a) Bidders may always submit their bids by post or by hand. Bidders submitting bids

shall follow the bid submission procedures as specified in this document.

b) Bidders submitting bids by post or by hand shall enclose the Bid in sealed

envelopes. .

c) The envelopes shall:

i. bear the name and address of the Bidder;

ii. should be addressed to the tendering authority

iii. bear the specific identification of this bidding process pursuant to NIT and any

additional identification marks as specified in the bid document; and

iv. bear a warning not to open before the time and date for bid opening, in

accordance with the NIT.

d) If all envelopes are not sealed and marked as required, the tendering authority will

assume no responsibility for the misplacement or premature opening of the bid.

14) Deadline for the submission of Bids

a) Bids must be submitted by the bidders at the address and no later than the date and

time indicated in the NIT.


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b) Normally, the date of submission and opening of tenders would not be extended.

However, in exceptional circumstances or when the tender document is required to

be substantially modified as a result of discussions in pre-bid conference and the

time with the prospective bidders for preparation of bids appears insufficient, the

date may be extended by Secretary & Commissioner, DoIT&C and due publicity to

such change in date of opening of tenders would be given. In such cases, it would

be ensured that after issue of corrigendum, reasonable time is available to the

bidders to prepare and submit their bids. Any change in date of submission and

opening of tender would also be placed on the respective websites immediately.

However, if the modifications in tender document, specifications of goods and

service are substantial, fresh publication of original tender inquiry may also be

issued.

c) The tendering authority may, at its discretion, extend the deadline for the

submission of Bids by amending the Bidding Document, in which case all rights

and obligations of the tendering authority and Bidders previously subject to the

deadline shall thereafter would be subject to the deadline as extended.

15) Delayed/ Late Bids

The tendering authority shall not consider any bid that arrives after the deadline for

submission of bids as indicated in the NIT. Any bid received by the tendering authority

after the deadline for submission of bids shall be declared as late and returned

unopened to the Bidder.

16) Withdrawal, Substitution, and Modification of Bids

a) A Bidder may withdraw, substitute, or modify its Bid after it has been submitted by

sending a written Notice, duly signed by an authorized signatory, and shall include

a copy of the authorization. The corresponding substitution or modification of the

Bid must accompany the respective written Notice. All Notices must be: -

i. submitted in accordance with the bid document, and in addition, the respective

envelopes shall be clearly marked “Withdrawal,” “Substitution,”

“Modification”; and

ii. received by the tendering authority prior to the deadline prescribed for

submission of bids.

b) Bids requested to be withdrawn shall be returned unopened to the Bidders.


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c) No Bid shall be withdrawn, substituted, or modified in the interval between the

deadline for submission of bids and the expiration of the period of the specified bid

validity or any extension thereof.

17) Bid Opening

a) The designated Purchase / Procurement Committee (PC) will perform the Bid

Opening, which is a critical event in the bidding process.

b) The tendering authority shall conduct the bid opening at the address, date and time

specified in the NIT.

c) All the tenders received up to the specified time and date in response to all the

tender inquiries shall be opened by the members of the designated Purchase /

Procurement Committee at the specified place, date and time in the presence of

bidders or their authorized representatives who may choose to be present.

d) All Envelopes containing financial/ technical bids shall be signed with date by the

members of the Committee in token of verification of the fact that they are sealed.

The envelopes shall be numbered as a/n, where ‘a’ denotes the serial number at

which the tender envelop has been taken and ‘n’ denotes the total number of

tenders received by prescribed time.

e) First, envelopes marked “WITHDRAWAL” shall be opened, read out, and

recorded, and the envelope containing the corresponding Bid shall not be opened,

but returned to the Bidder. If the withdrawal notice is not accompanied by a copy of

the valid authorization, the withdrawal shall not be permitted and the corresponding

Bid will be opened. Next, envelopes marked “SUBSTITUTION” shall be opened,

read out, recorded, and exchanged for the corresponding Bid being substituted, and

the substituted Bid shall not be opened, but returned to the Bidder. No Bid shall be

substituted unless the corresponding Substitution Notice contains a valid

authorization to request the substitution and is read out and recorded at bid opening.

Envelopes marked “MODIFICATION” shall be opened, read out, and recorded

with the corresponding Bid. No Bid shall be modified unless the corresponding

Modification Notice contains a valid authorization to request the modification and

is read out and recorded at bid opening. Only envelopes that are opened, read out,

and recorded at bid opening shall be considered further.

f) All other envelopes shall be opened one at a time, and the following read out and

recorded: the name of the Bidder and whether there is a modification; the presence


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of an EMD and any other details as the tendering authority may consider

appropriate. No Bid shall be rejected at bid opening except for late bids, alternative

bids and bids not accompanied with the required tender fee and bid security

(EMD).

g) The Tendering authority shall prepare a record of the bid opening that shall include,

as a minimum: the name of the Bidder and whether there is a withdrawal,

substitution, or modification; the Bid Price, per lot if applicable, any discounts and

offers if they were permitted; and the presence or absence of Tender fee, EMD. The

Bidder’s representatives who are present shall be required to sign the Attendance

sheet. The omission of a Bidder’s signature on the record shall not invalidate the

contents and effect of the record.

h) Only the outer envelops and envelops marked “Technical Bid” shall be opened first

and in the sequence of the serial numbers marked on them. The envelopes

containing “Financial Bid” shall be kept intact and safe and shall be opened later on

the date and time intimated to the bidders who qualify in the evaluation of technical

bids.

i) The details of deposit of tender fee and EMD with each tender shall be read out

loudly.

D) Evaluation and Comparison of Bids

18) Guiding Principle for Evaluation of Bids

a) The tendering authority shall determine to its satisfaction whether the Bidder that is

selected as having submitted the best and substantially responsive Bid is qualified

to perform the Contract satisfactorily.

b) The determination shall be based upon an examination of the documentary

evidence of the Bidder’s qualifications submitted by the Bidder.

c) An affirmative determination shall be a prerequisite for award of the Contract to the

Bidder. A negative determination shall result in disqualification of the Bid, in

which event the tendering authority shall proceed to the next best bid to make a

similar determination of that Bidder’s capabilities to perform satisfactorily.

d) The tendering authority/ procurement committee, in observance of best practices,

shall: -

i. Maintain the bid evaluation process strictly confidential as per the details below.


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ii. Reject any attempts or pressures to distort the outcome of the evaluation, including fraud and corruption.

iii. Strictly apply only and all of the evaluation and qualification criteria specified in the bidding document.

19) Confidentiality

a) Information relating to the examination, evaluation, comparison, and post

qualification of Bids, and recommendation of contract award, shall not be disclosed

to Bidders or any other persons not officially concerned with such process until

publication of the Contract award.

b) Any attempt by a Bidder to influence the tendering authority or other officials in

the examination, evaluation, comparison, and post qualification of the Bids or

Contract award decisions may result in the rejection of his Bid.

c) From the time of bid opening to the time of Contract award, if any Bidder wishes to

contact the tendering authority on any matter related to the bidding process, he is

allowed to do so in writing.

20) Clarification of Bids

a) To assist in the examination, evaluation, comparison and post qualification of the

Bids, the tendering authority may, at its discretion, ask any Bidder for a

clarification of his Bid. The tendering authority’s request for clarification and the

response shall be in writing.

b) Any clarification submitted by a Bidder with regard to his Bid that is not in

response to a request by the tendering authority shall not be considered.

c) No change in the prices or substance of the Bid shall be sought, offered, or

permitted, except to confirm the correction of arithmetic errors discovered by the

tendering authority in the evaluation of the Commercial/ Financial Bids.

21) Determination of Responsiveness

a) The tendering authority’s determination of the responsiveness of a Bid would be based on

the contents of the Bid itself.

b) A substantially responsive bid would be the one that meets the requirements of the Bidding

Document without material deviation, reservation, or omission where: -

i. “Deviation” is a departure from the requirements specified in the Bidding

Document;

ii. “Reservation” is the setting of limiting conditions or withholding from complete

acceptance of the requirements specified in the Bidding Document; and


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iii. “Omission” is the failure to submit part or all of the information or documentation

required in the Bidding Document.

c) A material deviation, reservation, or omission is one that,

i. if accepted, would: -

a. affect in any substantial way the scope, quality, or performance of the

Goods and Related Services specified in the bidding document; or

b. limits in any substantial way, inconsistent with the Bidding Document, the

tendering authority’s rights or the Bidder’s obligations under the proposed

Contract; or

ii. if rectified, would unfairly affect the competitive position of other Bidders

presenting substantially responsive bids.

d) The tendering authority shall examine the technical aspects of the bid in particular,

to confirm that all requirements of bidding document have been met without any

material deviation or reservation.

e) The tendering authority shall compare all substantially responsive bids to determine

the best bid, in accordance with the provisions of this bidding document.

22) Non-material Non-conformities

a) Provided that a Bid is substantially responsive, the tendering authority may waive

any nonconformity in the bid that does not constitute a material deviation,

reservation or omission.

b) Provided that a Bid is substantially responsive, the tendering authority may request

that the Bidder submit the necessary information or documentation, within a

reasonable period of time, to rectify nonmaterial nonconformities or omissions in

the Bid related to documentation requirements. Requesting information or

documentation on such nonconformities shall not be related to any aspect of the

price of the Bid. Failure of the Bidder to comply with the request may result in the

rejection of its Bid.

c) Provided that a Bid is substantially responsive, the tendering authority shall rectify

nonmaterial nonconformities or omissions. To this effect, the Bid Price shall be

adjusted, for comparison purposes only, to reflect the price of the missing or non-

conforming item or component. The adjustment shall be made using the method

indicated in Evaluation and Qualification Criteria of this bidding document.

23) Evaluation of Bids


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a) The tendering authority shall evaluate each Bid that has been determined, up to the

stage of the evaluation, to be substantially responsive.

b) To evaluate a Bid, the tendering authority shall use all the criteria and

methodologies defined in this document.

c) To evaluate a Bid, the tendering authority shall consider the following: -

i. the bid price as quoted in accordance with bidding document.

ii. price adjustment for correction of arithmetic errors in accordance with bidding

document.

iii. price adjustment due to discounts offered in accordance with bidding document;

and

iv. price adjustment due to application of the evaluation criteria specified in

Section: Evaluation and Qualification Criteria of this bidding document. These

criteria may include factors related to the characteristics, performance, and

terms and conditions of purchase of the Goods and Related Services which shall

be expressed to the extent practicable in monetary terms to facilitate

comparison of bids unless otherwise specified in bidding document.

d) The tendering authority’s evaluation of a bid will exclude and not take into account:

i. in the case of Goods/ Services offered from within the tendering authority’s

country, all sales tax/ service tax and all other taxes, applicable in the tendering

authority’s country and payable on the Goods/ Services if the Contract is

awarded to the Bidder;

ii. in the case of Goods/ Services offered from outside the tendering authority’s

country, all customs duties, sales tax, service tax, and other taxes, applicable in

the tendering authority’s country and payable on the Goods/ Services if the

Contract is awarded to the Bidder; and

iii. any allowance for price adjustment during the period of performance of the

Contract, if provided in the Bid.

24) Evaluation of Technical Bids

a) The initial technical evaluation shall be completed by the designated Purchase

committee / Procurement Committee as early as possible after opening of technical

bids.


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b) The number of firms qualified in technical evaluation, if less than three, and it is

considered necessary by the tendering authority to continue with the tender process,

reasons shall be recorded in writing; otherwise fresh tenders will be invited.

c) After approval of the technical evaluation by tendering authority, the firms which

qualified in the technical evaluation shall be informed in writing about the date,

time and place of opening of their financial bids.

d) The firms which could not qualify in technical evaluation will be informed about

this fact. Their financial bid will be returned unopened and EMD refunded after

completion of the tender process i.e. award of the contract to the best/ successful

bidder. The result of evaluation of Technical bids shall also be placed on the

website of DoIT&C.

25) Evaluation of Financial Bids

a) The financial bids of bidders who qualified in technical evaluation shall be opened

at the notified time, date and place by the members of Purchase/ Procurement

Committee in the presence of the bidders or their representatives who choose to be

present.

b) The process of opening, marking and signing on the envelops and offers of

financial bids shall be similar to that of technical bids.

c) The names of the firms, the rates given by them and conditions put, if any, shall be

read out and recorded in tender opening register.

d) Conditional tenders are liable to be rejected. However, financial implication of

conditions may be worked out and added to the quoted price.

e) The evaluation shall include all costs and all taxes and duties applicable to the

bidder as per law of the Central / State Government / Local Authorities.

f) The offers shall be evaluated and marked L1, L2, L3 etc, L1 being lowest offer and

then others in ascending order.

g) L1 would be agency quoting least per document or sheet rate in the financial bid

table.

h) The Purchase / Procurement Committee prepare a comparative statement in tabular

form and its report on evaluation of financial bids and with the recommendation to

sanction the best offers to the tendering authority.

i) It shall be ensured that the offer recommended for sanction is justifiable looking to

the prevailing market rates of the goods and/ or service required to be procured.


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26) Correction of Arithmetic Errors

Provided that the Bid is substantially responsive, the competent Procurement

Committee shall correct arithmetical errors on the following basis: -

i. 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, unless in the opinion of the tendering authority there is an

obvious misplacement of the decimal point in the unit price, in which case the total

price as quoted shall govern and the unit price shall be corrected;

ii. if there is an error in a total corresponding to the addition or subtraction of

subtotals, the subtotals shall prevail and the total shall be corrected; and

iii. if there is a discrepancy between words and figures, the amount in words shall

prevail, unless the amount expressed in words is related to an arithmetic error, in

which case the amount in figures shall prevail subject to (i) and (ii) above.

27) Margin of Preference/ Price Preference

No margin of preference/ price preference shall be given to the goods produced or

manufactured and/ or services offered by Industries of Rajasthan over goods produced

or manufactured by Industries outside Rajasthan.

28) Negotiations

a) As a general rule, negotiations after opening of tenders would be discouraged

However, negotiations may be undertaken in exceptional circumstances, such as: -

i. when ring prices have been quoted.

ii. When the tendered rates have wide variations and are much higher than the

market rates prevailing at the time of opening of bids.

b) Negotiations shall not make original offer of the bidder ineffective.

c) Negotiations shall be conducted with appropriate bidders and by information given

in writing with a minimum period of 3 days (in case of a local bidder) and 7 days

(in case of an outstation bidder) shall be given for response in writing and in sealed

cover. In case of urgency the tender sanctioning, the tendering authority may

reduce the notice period for negotiations, provided the bidder receives the

information regarding holding negotiations.

d) In case, a bidder does not reduce his rates in response to negotiations or the rates so

reduced are still considered to be higher, the tendering authority may decide to

make a written counter offer to the lowest/ best bidder. If the lowest/ best bidder


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does not accept the counter offer given by the tendering authority, the tendering

authority may decide to recommend rejecting the bid or may repeat the process to

make the same counter offer to second lowest/ best bidder and so on to third, fourth

lowest/ best bidder, etc. till any bidder accepts it.

29) Disqualification

Tendering authority may at its sole discretion and at any time during the processing of bid, disqualify any Bidder/ Bid from the bid process if the bidder: -

a) Has not submitted the bid in accordance with the tender document.

b) Does not meet the minimum eligibility criteria as mentioned in the tender

document.

c) During validity of the bid or its extended period, if any, increases his quoted prices.

d) Has imposed conditions in his bid.

e) Has made misleading or false representations in the forms, statements and

attachments submitted in proof of the eligibility requirements.

f) Has submitted the bid after due date and time.

g) Is found to have a record of poor performance such as abandoning work, not

properly completing the contract, inordinately delaying completion, being involved

in litigation or financial failures, etc.

h) Has submitted bid which is not accompanied by required documentation and

Earnest Money Deposit (EMD).

i) Has failed to provide clarifications related thereto, when sought.

j) Has submitted more than one bid. This will cause disqualification of all bids

submitted by such bidders including forfeiture of the EMD.

k) Who is found to canvass, influence or attempt to influence in any manner for the

qualification or selection process, including without limitation, by offering bribes

or other illegal gratification shall be disqualified from the process at any stage.

Note: Bidders may specifically note that while processing the tender documents, if it

found expressly or implied, that some bidders may have compounded in any manner

whatsoever or otherwise joined to form a cartel resulting in delay/ holding up the

processing of tender then the bidders so involved are liable to be disqualified for the

contract as well as for a further period of two years from participation in any of the

tenders floated by any department, Govt. of Rajasthan. It may also be clarified that if


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need arises then Purchaser would go in for appointment of outside party(s) to undertake

the work under the captioned tender.

30) Tendering authority’s Right to Accept/ Reject any or all of the Bids

The tendering authority reserves the right to accept or reject any Bid, and to annul the

bidding process and reject all Bids at any time prior to Contract award, without thereby

incurring any liability to the Bidders.

E) Award of Contract

31) Acceptance of the Tender and Notification of Award

a) Prior to the expiration of the period of bid validity, the tendering authority shall

notify the successful Bidders, in writing, that their Bids have been accepted.

b) The tendering authority shall award the Contract to the Bidders whose offer have

been determined to be the best Bids and are substantially responsive to the Bidding

Document, provided further that the Bidders are determined to be qualified to

perform the Contract satisfactorily.

c) The tender sanctioning Purchase Committee (PC) after due consideration of

tenders, their conditions, financial implications, seeing samples, test reports, if any,

discussions with the bidders about important features of their articles, etc., shall

take decision regarding acceptance or rejection of the tenders.

d) Decision on tenders shall be taken within original validity period of offers. If the

decision on acceptance or rejection of a tender cannot be taken within the original

bid validity period due to unavoidable circumstances, all the bidders shall be

requested to extend validity period of their bids up to a specified date.

e) As soon as a tender is accepted by the tendering authority, its written intimation

would be sent to all the concerned bidders. A Letter of Intent (LOI) will be sent. In

the same intimation the bidders may be asked to execute an agreement in prescribed

format on a non-judicial stamp of prescribed value and deposit the amount of

prescribed performance security deposit within 15 days from the date of issue of

acceptance.

f) The acceptance of an offer is complete as soon as the letter of communication is

posted to the correct address of the bidder.

g) The acceptance of the tender shall also be placed on website of DoIT&C for

general information to all.


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h) The bidders whose bids could not be accepted shall also be informed and asked to

collect their EMD soon after the agreement with the successful bidder is executed

and his performance security deposit is obtained. Until a formal Contract is

prepared and executed, the notification of award shall constitute a binding Contract.

32) Tendering authority’s Right to vary Quantities/ Scope of Work

a) The amount of work mentioned in this document is approximate. DoIT&C does not

guarantee any minimum amount of work to be given.

b) The tendering authority reserves the right to increase the quantity of Goods and

Scope of Services originally specified in the bidding document by 50% and without

any change in the unit prices or other terms and conditions of the Bid and the

Bidding Document.

c) Repeat orders may also be placed with the consent of the contractor/ supplier on the

rates and conditions given in the tender provided that the repeat orders are up to

50% of the quantity originally purchased and the period is not more than one month

from the date of expiry of last supply (i.e., delivery) and that the original order was

given after inviting open tenders. The delivery/ completion period will also be

proportionally increased.

d) If the tendering authority does not purchase any of the tendered articles or

purchases less than the quantity/ value indicated in the tender form or does not

award any work during the rate contract period, the bidder shall not be entitled to

claim any compensation.

33) Signing of Contract

a) Promptly after notification of award, the tendering authority shall send to the

successful Bidder the tripartite Contract Agreement/ MoU (to be signed in between

LSPs / SCAs – DoIT&C - Rate Contracted firm) and the Special Conditions of

Contract.

b) Within fifteen (15) days of receipt of the Letter of Intent from the tendering

authority, the successful Bidders shall sign, date, and return the Contract

Agreement / MoU to the tendering authority.

34) Performance Security Deposit (PSD)

a) Within fifteen (15) days of the receipt of letter of Intent from the tendering

authority, the successful Bidders shall furnish the Performance Security Deposit


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(PSD) in accordance with the provisions under the “General Terms and Conditions”

as mentioned in this bidding document.

b) The selected bidder shall furnish to DoIT&C performance security amounting to

five percent (5%) of the total quoted/ agreed order value for the entire contract

period, payable at Jaipur, in form of / NSC/ Demand Draft/ KVP/ Cash/ Bankers

Cheque or any other saving instruments under National Saving schemes for

promotion of small saving issued by post office in Rajasthan.

c) Failure of the successful Bidder / firm to submit the aforementioned PSD or sign

the Contract Agreement shall constitute sufficient grounds for the annulment of the

award and forfeiture of the EMD or the PSD submitted at the time of entering into a

“Rate Contract”. In that event the tendering authority may award the Work/

Contract to the next best bidder whose offer is substantially responsive and is

determined by the tendering authority to be qualified to perform the Contract

satisfactorily.

35) Reservation of Rights

To take care of unexpected circumstances, DoIT&C shall reserve the rights for the following: - a) Extend the Closing Date for submission of the Proposals.

b) Amend the proposal requirements at any time prior to the Closing Date, with the

amendment being notified to prospective bidders.

c) Seek information from or negotiate with one or more of the Bidders on any issue at

any time and to continue to negotiate with one or more of the bidders.

d) Discontinue negotiations at any time with any bidder.

e) Allow a bidder to change its Technical proposal if the same opportunity is given to

all bidders.

f) To accept any tender not necessarily the lowest, reject any tender without assigning

any reasons and accept tender for all or anyone or more of the articles for which

tender has been invited or distribute items of stores to more than one bidder.

g) Terminate or abandon the tendering procedure or the entire project whether before

or after the receipt of proposals.

h) Seek the advice of external consultants to assist RISL in the evaluation or review of

proposals.


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i) Make enquiries of any person, company or organization to ascertain information

regarding the bidder and its proposal.

j) Reproduce for the purposes of the procedure the whole or any portion of the

Proposal despite any copyright or other intellectual property right that may subsist

in the Proposal.

Note: Direct or indirect canvassing on the part of the bidder or his representative would be a disqualification.

36) Monitoring of Contract

a) An officer or a committee of officers named Contract Monitoring Committee

(CMC) may be nominated by tendering authority to monitor the progress of the

contract during its delivery period. There may be more than one Committee for this

purpose, one for each project/ work order.

b) During the delivery period the CMC shall keep a watch on the progress of the

contract and shall ensure that quantity of goods and service delivery is in proportion

to the total delivery period given if it is a severable contract in which the delivery

of the goods and service is to be obtained continuously or is batched. If the entire

quantity of goods and service is to be delivered in the form of completed work or

entire contract like fabrication work, the process of completion of work may be

watched and inspections of the supplier’s or service provider’s premises where the

work is being completed, may be inspected.

c) If delay in delivery of goods and service is observed a performance notice would be

given to the selected bidder to speed up the delivery.

d) Any change in the constitution of the firm, etc. shall be notified forth with by the

contractor in writing to the tendering authority and such change shall not relieve

any former member of the firm, etc., from any liability under the contract.

e) No new partner/ partners shall be accepted in the firm by the selected bidder in

respect of the contract unless he/ they agree to abide by all its terms, conditions and

deposits with the tendering authority through a written agreement to this effect. The

bidder’s receipt for acknowledgement or that of any partners subsequently accepted

as above shall bind all of them and will be sufficient discharge for any of the

purpose of the contract.

f) The selected bidder shall not assign or sub-let his contract or any substantial part

thereof to any other agency without the permission of tendering authority.


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37) Re-invitation of Tenders

a) Re-invitation of tenders would generally be avoided by the tendering authority.

b) However, in case, higher prices than prevalent market rates have been received in

the tender process or considerable changes in specifications, terms and conditions

are required to be made as a result of discussion in pre-bid conference or otherwise,

re-invitation of tenders shall be done.

38) Lack of Competition

A situation may arise where, after evaluation of tenders the tendering authority may

end-up with one responsive tender only. In such a situation, the contract may be placed

to that bidder by the tendering authority, provided the quoted price is reasonable.


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CHAPTER-7

TERMS & CONDITIONS OF BID

Note: All the conditions mentioned in this chapter shall be used during the evaluation of the bids and later, when the work is awarded to a firm as per the “Rate Contract”.

A) General Conditions of the Bid

a) Sales Tax Registration & Clearance Certificate: Bidder who is not registered

under the Sales Tax Act prevalent in the State where his business is located

shall not bid. The Sales Tax Registration Number should be quoted and a sales tax

clearance certificate from the Commercial Taxes Officer of the Circle concerned

shall be submitted without which the Bidder is liable to rejection.

b) Tender forms shall be filled in ink or typed. No Bid filled in pencil shall be

considered. The bidder shall sign the Tender form at each page and at the end,

in token of acceptance of all the terms and conditions of the Bid.

c) Rates shall be written both in words and figures. There should not be errors

and/or over-writings. Corrections, if any, should be made clearly and initialled

with dates.

d) Bidder shall quote prices per document. Prices shall be quoted without any

condition. If price is quoted with condition then the bid would be summarily

rejected

e) The decision regarding acceptance of Bid by Tendering authority will be full and

final.

f) Direct or indirect canvassing on the part of the bidder or his representative will

be a disqualification.

g) Any change in the constitution of the company/firm, etc. shall be notified

forthwith by the bidder in writing to the tendering authority and such change

shall not relieve any former member of the company, etc., from any liability under

the contract.

h) TDS will be deducted at source as per rules

i) All legal proceedings, if necessity arises to institute by any of the parties shall

have to be lodged in courts situated in Jaipur and not elsewhere.

j) Loss of Revenue to the Tendering Authority: The bidder shall be vicariously

liable to indemnify the Tendering Authority in case of any misuse of

data/information by the bidder, deliberate or otherwise, which comes into the

knowledge of the Tendering Authority during the performance or prevalence of


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the contract.

k) Currency of Payment: Payment shall be made in Indian Rupees only.

l) Contract Amendments: No variation in or modification of the terms of the

Contract shall be made except by written amendment signed by both the

parties i.e. the Bidder and the Tendering Authority.

m) Tendering Authority Right to accept any bid and to reject any or all bids:

The Tendering Authority reserves the right to accept any bid, and to annul the

Tender process and reject all bids at any time, without assigning reasons &

without thereby incurring any liability to the affected bidder or bidders or any

obligation to inform the affected bidder.

n) Notification of award: Prior to the expiration of the period of the bid validity,

the Tendering Authority will notify the successful bidder in writing that its bid

has been accepted.

a) The notification of award will constitute the formation of contract.

b) Upon the successful bidder's furnishing of performance security, the

Tendering Authority will notify each unsuccessful bidder and will

discharge their EMD.

o) Period of Validity: Bids shall remain valid for 180 days after last date of bid

submission prescribed by the Tendering Authority, which may be extended

with mutual consent. A bid valid for a shorter period may be rejected by the

Tendering Authority as non-responsive.

p) Period of Contract: The Contract/ Project Period shall commence from the

date of issue of work order till one year of Operations after commissioning of

the work, and which is extendable for another 2 Years on mutual accepted

terms. However, this Extension will be sole discretion of Department of

Information Technology & Communication.

B) Force Majeure:

a) Notwithstanding the provisions of contract, the bidder shall not be liable for

forfeiture of its performance security, 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

b) For purposes of this clause, “Force Majeure” means an event beyond the control

of the bidder and not involving the bidder’s fault or negligence and not

foreseeable. Such events may include, but are not limited to, acts of the Purchase


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either in its sovereign or contractual capacity, wards or revolutions, fires, floods,

epidemics, quarantine restrictions and freight embargoes.

c) If a Force Majeure situation arises, the bidder shall promptly notify DoIT&C in

writing of such conditions and the cause thereof. Unless otherwise directed by

DoIT&C in writing, the bidder shall continue to perform its obligations under the

Contract as far as it is reasonably practical, and shall seek all reasonable

alternative means for performance not to be prevented by the Force Majeure.

C) Other condition :

a) The bidder shall not assign or sub-let his contract or any part thereof to any other

agency.

b) The bidder shall pay the expenses of stamp duty for execution of agreement.

c) Conditional bids are liable to rejection.

d) The Tendering Authority reserves the right to accept or reject any Bid without

assigning any reasons.

e) Any bid received by the Tendering Authority after the deadline for submission of

bids will be rejected & not considered and may be returned unopened to the

bidder.

D) Use of Contract Documents and information

a) The bidder shall not, without the Tendering Authority's prior written consent,

disclose the contract, or any provision thereof, or any specification, plan,

drawing, pattern, sample or information furnished by or on behalf of the

Tendering Authority in connection therewith, to any person other than a person

employed by the bidder. Disclosure to any such employed person shall be

made in confidence and shall extend only so far, as may be necessary for purposes

of such performance of the contract.

b) The bidder shall permit tendering authority to inspect bidder’s accounts and

records relating to the performance of the bidder and to have them audited.

c) Any document, other than the contract itself, shall remain the property of the

Tendering Authority and shall be returned (in all copies) to the Tendering

Authority on completion of the firms performance under the contract, if so

required by the bidder.

E) Patent Rights and copy rights: The Rate contracted firm shall indemnify DoIT&C

against all third-party claims of infringement of patent, copy right, trademark or

industrial design rights arising from use of the goods or any part thereof in India.


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F) Inspections and Tests:

a. Before Installation and commissioning, tendering authority or his representative

shall have the right to inspect and/or to test the goods to confirm their conformity

to the Contract specifications at no extra cost to DoIT&C.

b. The inspections and tests may be conducted within the premises of the contracted

firm, at the point of delivery and/or at the Goods final destination. If conducted

within the premises of the firm, all reasonable facilities and assistance, including

access to drawings and production data shall be furnished to the inspectors at no

extra charge to DoIT&C.

c. If any inspected or tested goods fail to conform to the specifications, Tendering

Authority may reject the goods and the firm shall either replace the rejected

goods or make alterations necessary to meet specification requirements free of

costs to DoIT&C.

d. Tendering Authority’s right to inspect test and where necessary, reject the goods

after the goods arrival at Project Site shall in no way be limited or waived by

reason of the goods having previously been inspected, tested and passed by the

Tendering Authority or its representative prior to the goods shipment.

e. Tendering Authority and/or his representative reserve the right of inspection and

testing of the goods prior to delivery and after delivery at the site.

f. Tendering Authority reserves the right to carry out inspections after the technical

scrutiny & before installation and commissioning of the goods and other required

material, if necessary. The physical verification will be at the bidder’s site or at

the site of the Authorized manufacturer. Such visit will be at the cost of the

bidder.

g. If site visit shows inconformity with documents submitted by the bidder then he

will be deemed to be ineligible for participating in the bid.

h. Incidental Services: The firm is required to provide the following services

including additional services if any, at his own cost.

(i) Performance or supervision of the on-site assembly and/or start-up of

the supplied Goods;

(ii) Furnishing of detailed operations and maintenance manual for each

appropriate unit of supplied Goods;

G) Binding Clause: All decisions taken by Tendering Authority regarding the

processing of this Bid and award of contract shall be final and binding on all parties


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concerned.

H) Resolution of Disputes: If any dispute arises out of the contract with regard to the

interpretation, meaning and breach of the terms of the contract, the matter shall be

referred to by the Parties to the Secretary IT&C who will be the Sole Arbitrator and

whose decision shall be final.

I) Special conditions of contract:

The following Special Conditions of Contract shall supplement the General Conditions

of Contract. Whenever there is a conflict, the provisions herein shall prevail over those in

the General Conditions of Contract.

J) Notices

a. For the purpose of all notices, rate Contracted firm shall send or inform to the

Tendering Authority at the Department of Information Technology &

Communication, New IT building, Yojana Bhawan, Jaipur.

b. All notices by DoIT&C will be sent on the following address or on changed

address if informed in writing by the selected firm to the department.

________________________________

________________________________

________________________________

(To be filled in at the time of Contract signature)

K) Disqualification Criteria

a) Tendering authority may at its sole discretion and at any time during the

processing of bid, disqualify any Tender from the bid process if the bidder

has –

1. Not submitted in accordance with this document.

2. Firms not meeting eligibility criteria.

3. During validity of the bid or its extended period, if any, the bidder

increases his quoted prices.

4. The conditional bids will not be accepted.

5. Made misleading or false representations in the forms, statements

and attachments submitted in proof of the eligibility requirements.

6. Bid received after due date and time.

7. If found to have a record of poor performance such as abandoning


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work, not properly completing the contract, inordinately delaying

completion, being involved in litigation or financial failures, etc.

8. Submitted bid which is not accompanied by required documentation and

Earnest Money Deposit (EMD) would be rendered non-responsive and will

be out rightly rejected.

9. Failed to provide clarifications related thereto, when sought.

10. Submitted more than one bid. This will cause disqualification of all bids

submitted by such bidders.

11. Bidders who are found to canvass, influence or attempt to influence in any

manner for the qualification or selection process, including without

limitation, by offering bribes or other illegal gratification shall be

disqualified from the process at any stage.

b) Bidders may specifically note that while processing the tender documents, if it

comes to our knowledge expressly or implied, that some bidders may have

compounded in any manner whatsoever or otherwise joined to form a cartel

resulting in delay/ holding up the processing of tender then the bidders so

involved are liable to be disqualified for this contract as well as for a further

period of two years from participation in any of the tenders floated by any

department, Govt. of Rajasthan. It is also clarified that if need arises then

DoIT&C would go in for appointment of outside party(s) to undertake the work

under the captioned tender.

c) A Bid not valid for at least 180 days shall be considered as non-responsive and

would be disqualified.

L) Terms of Payments

a) The payment will be made to the rate contracted firm for the stationary items by

the entity who has issued the work order / purchase order.

b) The payments will be made to the Rate contracted firm within 15 days from the

raise of invoice from rate contracted firm along with receipt of challan showing

delivery of the material ordered by the authorised SCAs / LSPs / Kiosk owner

and DeGS under CSC and e-Mitra scheme respectively. If the payment is not

made to rate contracted firm within the specified period of 15 days then 12% per

annum interest will be applicable on the delayed period and delayed amount.

c) Payment will be worked out on the basis of per Document as quoted by the

bidder in the financial bid table.


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d) Any liquidated damages imposed on the selected firm for non-performance, as

per the criterion mentioned in this bid document, will be deducted from the

payments made to the rate contracted firm.

e) All work applicable taxes will be deducted at source as per the prevalent rules &

regulations at the time of making payments to the rate contracted firm during

the billing cycles.

M) Exit Management

Preamble:

The word ‘parties’ include the tendering authority/ DoIT&C, Government of

Rajasthan and the Rate contracted firm.

This Schedule sets out the provisions, which will apply on expiry or termination

of the work Implementation, Operation and Management of SLA.

In the case of termination of the work Implementation and/or Operation and

Management SLA due to illegality, the Parties shall agree at that time whether,

and if so during what period, the provisions of this Schedule shall apply.

The Parties shall ensure that their respective associated entities carry out their

respective obligations set out in this Exit Management Schedule.

N) Transfer of Assets

(i) The selected firm(s) may continue work on the Assets for the duration of the exit

management period which may be a six months period from the date of expiry or

termination of the agreement. If required by GoR/ Department to do so. During

this period the firm will transfer all the assets in good working condition and as

per the specifications of the bid document including the ones being upgraded to

the GoR/ Department/ designated agency. The security deposit/ performance

security submitted by firm will only be returned after the successful transfer of

the entire work.

(ii) The firm will transfer the Hologram Master Plate & Printing plate along with

stock material (inventory) under the name of the GoR/ Department as desired by

the tendering authority during the exit management period.

(iii) DoIT&C during the Implementation Phase and the Operation and Management

Phase shall be entitled to serve notice in writing to the firm at any time during the

exit management period requiring the firm to provide DoIT&C or its nominated

agencies with a complete and up-to-date list of the Assets within 30 days of such

notice.


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(iv) Upon service of a notice under point “N” (i) the following provisions shall apply:

a. In the event, if the Assets which to be transferred to DoIT&C mortgaged to

any financial institutions by the firm, the firm shall ensure that all such liens

and liabilities have been cleared beyond any doubt, prior to such transfer.

All documents regarding the discharge of such lien and liabilities shall be

furnished to DoIT&C or its nominated agencies.

b. All title of the Assets to be transferred to DoIT&C or its nominated agencies

pursuant to “N” (ii) shall be transferred on the last day of the exit

management period. All expenses occurred during transfer of assets shall be

borne by the firm.

c. That on the expiry of this clause, the firm and any individual assigned for the

performance of the services under this clause shall handover or cause to be

handed over all Confidential Information and all other related material in its

possession, including the entire established infrastructure supplied by firm to

DoIT&C.

d. That the products and technology delivered to DoIT&C during the contract

term or on expiry of the contract duration should not be sold or re-used or

copied or transferred by firm to other locations without prior written notice

and approval of DoIT&C. Supplied stationary etc., used by firm for DoIT&C

shall be the legal properties of DoIT&C

O) Cooperation and Provision of Information

(i) During the exit management period:

a. The firm will allow DoIT&C or its nominated agencies access to the

information reasonably required to define the current mode of operation

associated with the provision of the services to enable DoIT&C or its

nominated agencies to assess the existing services being delivered.

b. The firm shall provide access to copies of all information held or controlled by

them which they have prepared or maintained in accordance with the work

Implementation, the Operation and Management SLA and SOWs relating to

any material aspect of the services provided by the firm. DoIT&C or its

nominated agencies shall be entitled to copy all such information comprising of

details pertaining to the services rendered and other performance data. The Firm

shall permit DoIT&C or its nominated agencies and/or any Replacement

Operator to have reasonable access to its employees and facilities as reasonably


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required by DoIT&C or its nominated agencies to understand the methods of

delivery of the services employed by the Firm and to assist appropriate

knowledge transfer.

P) Confidential Information, Security and Data

(i) The firm will promptly on the commencement of the exit management period

supply to DoIT&C or its nominated agencies the following:

a. Documentation relating to Intellectual Property Rights;

b. Work related data and confidential information;

c. All current and updated data as is reasonably required for purposes of DoIT&C

or its nominated agencies transitioning the services to its Replacement firm in a

readily available format nominated by DoIT&C or its nominated agencies; and

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

agreements) relating to the services reasonably necessary to enable DoIT&C or

its nominated agencies, or its Replacement firm to carry out due diligence in

order to transition the provision of the DoIT&C or its nominated agencies, or its

Replacement firm (as the case may be).

(ii) Before the expiry of the exit management period, the firm shall deliver to

DoIT&C or its nominated agencies all new or up-dated materials and shall not

retain any copies thereof, except that the firm shall be permitted to retain one

copy of such materials for archival purposes only.

Q) Transfer of certain agreements

On request by Tendering Authority or its nominated agencies, the firm shall effect such

assignments, transfers, innovations, licenses and sub-licenses as Tendering authority or

its nominated agencies may require in favour of tendering authority or its nominated

agencies, or its Replacement firm in relation to any equipment lease, maintenance or

service provision agreement between firm and third party leasers, operators, or

Operator, and which are related to the services and reasonably necessary for carrying

out of the replacement services by DoIT&C or its nominated agencies, or its

Replacement firm

R) Right of Access to Premises

At any time during the exit management period and for such period of time following

termination or expiry of the SLA, where assets are located at the firm's premises, the

firm will be obliged to give reasonable rights of access to (or, in the case of Assets


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located on a third party's premises, procure reasonable rights of access to) DoIT&C or

its nominated agencies, and/or any Replacement firm in order to inventory the assets.

S) General Obligations of the Rate contracted firm(s)

(i) The firm shall provide all such information as may reasonably be necessary to

effect as seamless during handover as practicable in the circumstances to DoIT&C

or its nominated agencies or its replacement firm and which the firm has in its

possession or control at any time during the exit management period.

(ii) The firm shall commit adequate resources to comply with its obligations under this

Exit Management Clause.

T) Exit Management Plan

(i) The firm shall provide DOIT&C or its nominated agencies 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 SLA as a whole and in

relation to the work Implementation, the Operation and Management SLA and

SOWs.

(ii) A detailed program of the transfer process that could be used in conjunction with a

Replacement firm 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

(iii)Plans for the communication with such of the Firm's, staff, suppliers, customers and

any related third party as are necessary to avoid any material detrimental impact on

DOIT&C's operations as a result of undertaking the transfer; and

(iv) If applicable, proposed arrangements for the segregation of the Firm's networks

from the networks employed by DoIT&C or its nominated agencies and

identification of specific security tasks necessary at termination; and

(v) Plans for provision of contingent support in terms of business continuance and hand

holding during the transition period, to DoIT&C or its nominated agencies, and

Replacement firm for a reasonable period, so that the services provided from the

registration counters continue and do not come to a halt.

(vi) The firm shall re-draft the Exit Management Plan annually after signing of contract

to ensure that it is kept relevant and up to date.

(vii) Each Exit Management Plan shall be presented by the Firm to and approved by

DOIT&C or its nominated agencies.


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(viii) In the event of termination or expiry of SLA, work Implementation, Operation

and Management SLA or SOWs each Party shall comply with the Exit

Management Plan.

(ix) During the exit management period, the Firm shall use its best efforts to deliver the

services.

(x) Payments during the Exit Management period shall be made in accordance with the

Terms of Payment Clause.

(xi) This Exit Management plan shall be furnished in writing to DOIT&C or its

nominated agencies within 90 days from the Effective Date of SLA.

(xii) It would be the responsibility of the firm to Support new firm during the

Transition Period.

U) Termination

a) Termination for Default

The Tendering Authority, without prejudice to any other remedy for breach of

Contract, by written notice of default sent to the firm, may terminate the

Contract fully or in part:

If the firm fails to deliver any or all Contracted services as per service

standards specified in the Contract or

If the firm fails to perform any other obligation(s) under the Contract, or

If the firm in the judgment of the Tendering Authority has engaged in

corrupt or fraudulent practices in competing for or in executing the

Contract.

In such type of event Tendering Authority can terminate the Contract and would

be free to fully take over the assets and operations without giving any

compensation to the firm.

b) Termination for Insolvency

Tendering Authority may at any time terminate the Contract by giving written

notice to the firm if the firm becomes bankrupt or otherwise insolvent. In this

event, termination will be without compensation or any type of to the firm,

provided that such termination will not prejudice or affect any right of action or

remedy which has accrued or will accrue thereafter to the Tendering authority.

c) Forfeiture of security


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Failure of the successful bidder to comply with the requirement of the contract

shall constitute sufficient grounds for the annulment of the award and forfeiture

of the performance security, in which event the tendering authority may make

the award to the next lowest evaluated bidder or call for new bids.

V) Liquidated Damages (LD) for delay in commissioning the work

1) In case of extension in the delivery and/ or installation period/ completion period

with liquidated damages, the recovery shall be made on the basis of following

percentages of value of works which the bidder has failed to supply within 15 days

from the date of work order or complete the work: -

a) Delay up to one fourth period of the prescribed delivery period,

successful installation & completion of work

2.5%

b) Delay exceeding one fourth but not exceeding half of the prescribed delivery period, successful installation & completion of work.

5.0%

c) Delay exceeding half but not exceeding three fourth of the prescribed delivery period, successful installation & completion of work.

7.5%

d) Delay exceeding three fourth of the prescribed delivery period,

successful installation & completion of work.

10.0%

Note:

a) Fraction of a day in reckoning period of delay in supplies/ maintenance services shall

be eliminated if it is less than half a day.

b) The maximum amount of agreed liquidated damages shall be 10%.

c) If the firm requires an extension of time in completion of contractual supply on

account of occurrence of any hindrances, he shall apply in writing to the authority

which had placed the supply order, for the same immediately on occurrence of the

hindrance but not after the stipulated date of completion of supply.

d) Delivery period may be extended with or without liquidated damages if the delay in

the supply of goods in on account of hindrances beyond the control of the bidder.

2) Warranty/ Services shall be provided by the bidder as per Conditions of Contract.

3) All disputes arising out of this agreement and all questions relating to the

interpretation of this agreement shall be decided by the DoIT&C and the decision of

the DoIT&C shall be final.


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ANNEXURE-1

TECHNICAL EVALUATION CHECKLIST

S. No. List of Documents Supporting documents Annexed as

1. Covering Letter On Bidder’s Letter head

Anx-1

2. The Bidder must be an individual proprietor / Company/ Firm registered under Indian Company Act, 1956/ The Partnership Act 1932. A bidding firm should be an individual corporation/ company. Consortium of companies/ firms is not allowed.

Copy of the Company/ Firm’s Registration Certificate

Anx-2

3. The Bidder must possess and submit along with technical bid the following documents valid as on date of submission of bids: -

a) Income Tax Return & audited statements of accounts for financial year 2010-11

b) VAT/Sales Tax Registration Certificate with sales tax clearance certificate of the last year.

Valid copy of all the mentioned/ required Certificates.

Anx-3

4. The firm should have an annual turnover in this trade i.e. in manufacture or supply of pre- printed stationary with secured holograms or Security Hologram Stickers of not less than Rs. 12.00 Lac (Rupees Tweleve Lac Only) for last two years i.e. 2009-2010 and 2010-2011 respectively. CA certificate should be enclosed.

Copies of annual audited reports last two financial years (2009-10 & 2010-11) along with CA Certificate should clearly indicating the year wise turnover.

Anx-4

5. Firm should have at least five years of experience from the date of submission of bid, in the field of manufacturing or supply of pre- printed stationary with secured holograms or Security Hologram Stickers (DOT MATRIX with 2000 DPI or more and 2D/3D Conventional, both). Their past experience i.e. jobs executed, including the name of the clients has to be validated by documentary evidence

(Purchase Orders of State Govt Departments / Central Government/ PSUs/ Ltd. Companies to be enclosed).

Anx-5

6. Bidder should attach the copy of atleast one work order with value of Rs. 7 Lacs in the field of manufacturing or supply of pre- printed stationary with secured holograms or Security Hologram Stickers along with the satisfaction letter of services given by the supplier.

Bidder should attach the copy of atleast one work order with value of Rs. 7 Lacs in the field of manufacturing or supply of pre- printed


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stationary with secured holograms or Security Hologram Stickers along with the satisfaction letter of services given by the supplier.

7. The Bidder should not have been Black listed by any State/ Central Government department/ PSU in India during last three years as on bid submission date. Duly notarized undertaking to this effect shall be submitted by the bidder on Rs. 100 stamp paper.

Duly notarized undertaking to this effect shall be submitted by the bidder on Rs. 100 stamp paper.

Anx-6

8. The Bidder should deposit Earnest money along with the Technical bid. The bid received without required Earnest money will be rejected.

Copy of the EMD Receipt/ EMD in the specified format.

Anx-7

9. The Bidder must submit documentary evidence in support of his claim for fulfilling the eligibility criteria and is required to submit an undertaking on the letterhead to the fairness of these documents in support of the claim while submitting the Bid.

Undertaking on the bidder’s letter head

Anx-8

10. The firm should have a high security environment in his Premises to ensure 100% guarantee of confidentiality and secrecy. Bidder has to furnish Undertaking on the letter head in this regard.

Undertaking on the bidder’s letter head

Anx-9

11. The Bidder should have a local support office at Jaipur.

Copy of Rent /Lease Deed/ Utility Bill clearly indicating the address of local office in Jaipur.

Anx-10

12. The suggested artwork (at least 3 different designs of A4 Multi colour sheet) is to be submitted by the Tenderer containing the above security points along with the Tender Documents and Technical Specifications.

3 different designs of A4 Multi colour sheet

13. The suggested artwork (at least 3 different designs of Hologram) is to be submitted by the Tenderer containing the above security points along with the Tender Documents and Technical Specifications

3 different designs of Hologram

14. Any other Annexure mentioned in this bid document.

All the Annexure (in order), as mentioned in this bid document

Anx-11

15. Any other document specified elsewhere in this bid document.

Any other document specified elsewhere in this bid document

Anx-12


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Note: The bidder/ firm is requested to kindly adhere to the order of documents as mentioned above.

Also, all the required documents should be properly annexed as indicated above along with an Index

Page with the Page numbers of the respective Annexures.


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ANNEXURE-2

PRE-BID QUERIES FORMAT

Name of the Company/Firm:

Tender Fee Receipt No. _________________________Dated____________for Rs. ________________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S.No. RFP Page No.

RFP Clause

No.

Clause Details Query/ Suggestion/ Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF).

Queries not submitted in the prescribed format will not be considered/ responded at all by the

tendering authority. Also, kindly attach the coloured scanned copy of the receipt towards the

submission of the bid document fee.


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ANNEXURE-3

BIDDER’S AUTHORIZATION CERTIFICATE

To,

______________________________,

______________________________,

______________________________,

______________________________,

<Bidder’s Name>_______________________________________________, <Designation> ____________________ is hereby authorized to sign relevant documents on behalf of the company/ firm in dealing with Bid of reference <Bidder Name, Dept & Date>______________________. He is also authorized to attend meetings & submit pre-qualification, technical & commercial information as may be required by you in the course of processing the above said Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:


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ANNEXURE-4

SELF-DECLARATION – NO BLACKLISTING

To,

<Tendering Authority>,

______________________________,

______________________________,

In response to the Tender Ref. No. ____________________________________________ dated ___________ for <Project Title>, as an owner/ partner/ Director of ___________________________________________, I/ We hereby declare that presently our Company/ firm ___________________is having unblemished record and is not declared ineligible for corrupt & fraudulent practices either indefinitely or for a particular period of time by any State/ Central government/ PSU.

If this declaration is found to be incorrect then without prejudice to any other action that may be taken, my/ our security may be forfeited in full and the tender if any to the extent accepted may be cancelled.

Thanking you,

Name of the Bidder: -



Date:

Place:


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ANNEXURE-5

CERTIFICATE OF CONFORMITY/ NO DEVIATION

To,

<Tendering Authority>,

______________________________,

______________________________,

CERTIFICATE

This is to certify that, the specifications under stationary item of Multi colour A4 size multi colour sheets with security features such as holograms, watermark, logo etc, which I/ We have mentioned in the Technical bid, and which I/ We shall supply if I/ We am/ are awarded with the work, are in conformity with the specifications of the Tender document and that there are no deviations of any kind from the requirement specifications.

Also, I/ we have thoroughly read the tender document and by signing this certificate, we hereby submit our token of acceptance to all the tender terms & conditions without any deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the execution of the project, to meet the desired Standards set out in the Tender Document.

Thanking you,

Name of the Bidder: -



Date:

Place:


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ANNEXURE-6

FINANCIAL BID FORMAT

Date: __________

To,

Secretary & Commissioner, Department of Information Technology & Communication, Yojana Bhawan, Tilak Marg, C-Scheme, Jaipur (Raj.)

Dear Sir,

Having examined the Bidding Document, the receipt of which is hereby duly acknowledged, I/ we, the undersigned, offer to work as “Supply of Multi Colour A4 size multi colour sheets with security features such as holograms, watermark, logo etc” under “Rate Contract” as per the defined Scope of the work & in conformity with the said bidding document for the same. We will charge the Department on a “per unit basis” as per the price quoted below:-

Financial Bid Format

A) <Please Specify…>

Item No. and Description Unit Cost per printed

stationary sheet

in INR

Tax rate in percentage, if any,

as applicable

(Please also specify here the type of

Tax & percentage)

Tax (Rs.) Total Cost per sheet (Rs.)

A B C D=A+C

1) I/ We undertake that the prices are in conformity with the specifications/ requirements

prescribed. The per unit quote is inclusive of all cost likely to be incurred for executing this

work. The prices are inclusive of all type of govt. taxes/ duties as per above table.

2) I/ We undertake, if our bid is accepted, to deliver the services in accordance with the

requirements of DoIT&C/ designated department.

3) If our bid is accepted, we will give the Performance Security of Rs. ___________for the due

performance of the Contract, in the form prescribed by DoIT&C.


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4) I/ We agree to abide by this bid for a period of 180 (One Hundred Eighty only) days after the

last date fixed for bid submission and it shall remain binding upon us and may be accepted at

any time before the expiry of that period.

5) Until a formal contract is prepared and executed, this bid, together with your written

acceptance thereof and your notification of award shall constitute a binding Contract

between us.

6) We understand that you are not bound to accept the lowest or any bid you may receive.

7) We agree to the terms & conditions mentioned in the Tender document.

Date: ________________

Place: ________________

Signature (in the capacity of): _____________________

Authorized Signatory: ___________________________

Seal of the Company/Firm: _______________________


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ANNEXURE - 7

TENDER FORM

TENDER FOR “Rate Contract” for supply of Multi Colour A4 size multi colour sheets

with security features such as holograms, watermark, logo etc

1) Addressed to: Secretray & Commissioner, DoIT&C, Jaipur (Raj.)

Name of the Issuing Authority

Secretary & Commissioner IT&C Govt. of Rajasthan

Address 2nd floor, New IT building, Yojana Bhawan, Jaipur (Raj.)

Telephone No. +91-141-2222011

Fax No. +91-141- 2224855

E-Mail

2) RFP Reference: NIT No. Dated:

3) Details of the Bidder:

Name of Bidder/ Lead Partner

Details of the authorized contact person of the Bidder/ Lead Partner of the Consortium.

Registered Office Address

Year of Establishment

Type of Firm

Put Tick( ) mark

Public Limited/ Private Limited/ Proprietary/ Partnership/ Society/ Other

PAN No details:

Telephone Number(s)

Email Address


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Fax No.

Mobile no.

Website http://

Year-wise financial turnover (In Crores) 2009-10 2010-11

4) Experience in same or similar works completed

S.No. Name of the Department with address, Name of contact person and telephone numbers

Description of project / work

Responsibility or Role of the bidder in the project

Order Value (Rs)

Completion Date

1.

2.

3.

4.

(Please attach completion certificates from the concern department/company)

5) Details of ongoing similar works with status

S.No. Name of the Department with address, Name of contact person and telephone numbers

Description of project

Responsibility or Role of the bidder in the project

Order Value (Rs)

Project Status

1.

2.

3.

4.

(Please attach client certificates)

6) Details of major works only

S.No. Name of Company/Firm

Brief Description of Projects

Order Value (in Rs) Status


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7) The Tender fee amounting to Rs. 1,000/- (Rupees Ten Thousand only) has been deposited

vide cash receipt no. _______dated ___________.

8) The rates quoted are valid up to _________. (Subject to a minimum of 180 days from the

last date of bid submission). The validity can be extended with mutual agreement.

9) Following documents are attached towards the proof of earnest money deposited.

S.No. Earnest Money Deposit through

Demand Draft Number Dated Drawn on Bank

10) We agree to abide by all the conditions mentioned in this Tender Notice issued by the Tendering Authority and also the further conditions of the said Tender Notice given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein).

11) Reproduced/ re-word-processed formats or Bidder's own formats for the price quotations will disqualify the Bidder.

12) Tax Clearance Certificates:

S.No. Type of Tax Whether tax clearance certificate enclosed (Yes/No)

CA Certificate Number

1 RST-TIN

2 CST / VAT

13) We accept payment modality as payment will be made to the rate contracted firm for the

stationary items by the entity who has issued the work order / purchase order. The payments

will be made within 15 days from the raise of invoice by us, along with receipt of challan

showing delivery of the material ordered by the authorised SCAs / LSPs / Kiosk owner and

DeGS under CSC and e-Mitra scheme respectively. If the payment is not made to us within

the specified period of 15 days then 12% per annum interest will be applicable on the

delayed period and delayed amount.

Note: Remittance charge on payment made shall be borne by the Bidder.

14) Technical Bid & Annexure 1 to 8 duly filled and signed is enclosed with this Tender form along with Terms & Conditions in token of acceptance.

15) Financial Bid is enclosed in a separate envelope duly signed and sealed.

Date:


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Name of the Bidder:

Place:

Seal:

Note: Please add separate pages as Annexure, if required.

(To be mentioned on the cover as “Financial bid”)