GOVERNMENT OF INDIA

MINISTRY OF COMMERCE & INDUSTRY

OFFICE OF THE CONTOLLER GENERAL OF PATENTS,

DESIGNS & TRADEMARKS

PATENT OFFICE

BOUDHIK SAMPADA BHAWAN,

PLOT NO.32, SECTOR –14, DWARKA,

NEW DELHI -110078

E-mail:delhi-patent@nic.in,

Website:www.ipindia.nic.in,

Tele: 011-28032253 Fax : 011-28034301,02

TENDER DOCUMENT FOR

PURCHASE OF DESKTOP MONITORS AND COMPATIBLE USB TO

VGA ADAPTORS

BY

INDIAN PATENT OFFICE

BOUDHIK SAMPADA BHAWAN,

PLOT NO 32, SECTOR-14 DWARKA NEW DELHI

GOVERNMENT OF INDIA

MINISTRY OF COMMERCE & INDUSTRY OFFICE OF THE CONTOLLER GENERAL OF PATENTS,

DESIGNS & TRADEMARKS PATENT OFFICE

BOUDHIK SAMPADA BHAWAN, PLOT NO.32, SECTOR –14, DWARKA,

NEW DELHI -110078 E-mail:delhi-patent@nic.in, Website:www.ipindia.nic.in,

Tele: 011-28032253, Fax: 011-28034301, 02

No. IPO/DEL/IT/01/2015 Date: 28/01/2015

NOTICE INVITING TENDER (NIT)

On behalf of The President of India, Controller General of Patents, Designs & Trademarks

(CGPDTM) invites sealed rate tenders for purchase of Desktop Monitors on F.O.R. delivery

basis from vendors who have experience in supplying of Desktop Monitors to Government

departments or Public Sector Undertakings.

S.

No.

Nature of work EMD

(Rs.)

Period of

Supply

Period of

Sale of

tender

document

Last

date for

submission

of Tender

Date of

opening of

Tender

1.

a) Supply of 273

Desktop Monitors

(23 inches)

b) Supply of 273

USB to VGA adapter

compatible with

above mentioned

monitor (without

external power

supply)

1,00,000

(One

Lakh

only)

30 Days 28/01/2015

to

18/02/2015

up to 11:00

AM

18/02/2015

up to 5:00

pm

Technical bid

19/02/2015 at

11:00 am

Financial bid

20/02/2015 at

11:00 am

The tender documents can be purchased from the CASH COUNTER of the Patent

Office, New Delhi on a payment of Rs. 2000/- (Non refundable) through cash/ DD

drawn in favour of “ Controller of Patents”, payable at New Delhi. The tender documents

can also be seen/ downloaded by visiting Website: www.ipindia.gov.in or

www.tenders.gov.in D.D. of Rs. 2000/- favouring “Controller of Patents” payable at New

Delhi should be submitted as tender fee, if the tender document is downloaded from

website.

Introduction and Objective:

Office of the Controller General of Patents, Designs & Trade Marks intends to implement

the system of Dual Display (Extended Desktop) on the Desktops of the Officers of Patent

Office in order to enhance the workability in the paperless environment of Patent Offices. The

purpose of the introduction of extended desktop display is to facilitate simultaneously read,

write and search on the online electronic interface of IPO using extended display system.

Qualifying Criteria:

Tenders are invited from vendors who have experience in supplying of Desktop Monitors to

Government departments or Public Sector Undertakings with the eligibility as below:-

1. The Average annual financial turnover for last three years shall be at least Rs. 10

Crore. Copies of the balance sheets of last three financial years, duly certified by a

Chartered Accountant shall be submitted in support of the requisite financial

Turnover.

2. The bidder shall have successfully completed similar works of supplying of Desktop

Monitors during the last five years as mentioned below:

a. At least five work orders, costing not less than Rs 40 Lakh each

OR

b At least three work Orders, costing not less than Rs 70 Lakh each

OR

c At least two work Orders, costing not less than Rs 1 Crore each

OR

d. At least One Work Order, costing not less than Rs 2 Crore each

3. Copy of Sales Tax/VAT/Registration Certificate.

The bidders shall submit the copies of relevant documents to support their eligibility in the

Envelope-1 of the tender. The copies of these documents shall be signed and stamped by the

bidder and duly attested by a Notary Public.

Process for filing Tender:

The tenders are to be submitted in two separate sealed Envelopes/covers enclosed in a bigger

envelop.

ENVELOPE-1

The Envelope-1 shall contain the followings:

D.D. of Rs. 2000/- favouring “Controller of Patents”, payable at New Delhi, is to be

submitted as tender fee, if the tender documents are downloaded from website.

Earnest Money Deposit (EMD) as per NIT

Acceptance letter for un-conditional acceptance of the Tender conditions as per the

Proforma given in the Instructions to Tenderers. (Signed and Stamped) Annexure

„A‟

An undertaking affidavit on Stamp Paper of Rs. 10/- as per Annexure „B‟

Tendering Companies/Firms/Agencies are required to enclose self attested photocopies

of the following documents along with the Technical Bid, failing which their bids shall

be summarily/out-rightly rejected and will not be considered any further:-

a. Registration certificate:

b. Copy of PAN/TAN number, Sales tax registration, VAT registration.

c. Copy of the IT return filed for the last three financial years.

d. Copies of the OEM presence in India or channel partners / service providers,

authorised distributors / dealers / resellers.

Copies of the experience of supplying orders for Govt. Deptt./ PSU etc.

Credentials/documents in support of meeting the Pre-qualifying criteria as

prescribed in the NIT.

This envelope shall be marked as:

Envelope-1: TECHNICAL BID including “EMD”, Acceptance letter/Annexure

„A‟, Annexure „B‟, Signed tender document including NIT, GCC, etc.)

NIT No.

DUE ON :

FROM : (NAME OF THE TENDERER)

ENVELOP -2

The envelop 2 shall contain the following:

Price Bid duly filled in, signed and stamped on each page by the tenderer/ authorized

representative of the tenderer.

No cutting or overwriting shall be allowed and in any such cases the bid shall be treated

as CANCELLED AND TENDERER SHALL BE TREATED AS DISQUALIFIED.

This envelope shall be marked as:

ENVELOPE-2: PRICE BID for (Name of work as mentioned in NIT “Notice

Inviting Tender”)

NIT No.

DUE ON :

FROM: (NAME OF THE TENDERER)

Both envelopes (1 and 2) shall be placed in a bigger envelope with mention of Name of work,

date and time of submission of bids along with tenderer name and address and to be

submitted in The Patent Office, Boudhik Sampada Bhawan, plot no 32, Sector-14,

Dwarka, New Delhi-001178 before last date and time.

Tenders received after the last date shall be summarily rejected and will be returned to the

intending tendered in sealed condition.

The tenderer shall sign and stamp each page of this tender document and all other

enclosures appended to it as a token of having read and understood the terms and

conditions contained herein and submit the same along with the bid

The intending tenderer, if required, may submit questions in writing or e-mail at delhi-

patent@nic.in, to seek clarifications latest by 06/02/2015 to the Patent Office, New Delhi.

The "Technical Bid" will be opened on 19th February 2015 at 11:00 AM in the

presence of the tenderers or/and their representatives at Conference Hall , Boudhik

Sampada Bhawan , Patent office, New Delhi.

“Financial Bid” will be opened on 20th February, 2015 at 11:00 AM , of those bidders

who are declared eligible in the technical bid.

CGPDTM or any person authorized by him reserves the right to accept/reject any or all the

tenders in part or full or divide the work among two or more parties without assigning any

reasons whatsoever and in such case bidders/intending bidders, shall not have any claim on

Office of Controller General of Patents, Designs and Trade Marks.

Administrative Officer

The Patent Office, New Delhi

General conditions of contract (GCC)

1. These General Conditions shall apply to the extent that they are not

superseded by provisions in other parts of the Contract.

2. The Goods supplied under this Contract shall conform to the standards

mentioned in the Technical Specifications, and, when no applicable standard is

mentioned, to the authoritative standard appropriate to the Goods.

3. All bids complete in every respect must reach this office within the last date

and time of receipt of bid. No extension shall be allowed for any reason what so

ever. Late tenders, Tenders received without Bid security/Earnest Money will be

rejected summarily.

4. Within 21 days of receipt of the notification of contract award/purchase order,

the Supplier shall furnish performance security for the amount specified in the

SCC.

5. The proceeds of the performance security shall be payable to the Purchaser as

compensation for any loss resulting from the Supplier's failure to complete its

obligations under the Contract.

6. The Purchaser or its representative shall have the right to inspect and/or to test

the Goods at the supplier’s site to confirm their conformity to the contract

specification at no extra cost to the purchaser.

7. Delivery of the Goods shall be made by the Supplier in accordance with the

terms specified by the Purchaser in the order within the period as indicated in

the tender document.

8. The Goods supplied under the Contract shall be fully insured in Indian Rupees

against loss or damage incidental to manufacture or acquisition, transportation,

storage and delivery in the manner specified.

9. Where the Supplier is required under the Contract to transport the Goods

to a specified place of destination within India defined as Project site, transport

to such place of destination including insurance, as shall be specified in the

Contract, shall be arranged by the Supplier, and the related cost shall be included

in the Contract Price.

10. The Supplier warrants that the Goods supplied under this Contract are new,

unused, of the most recent or current models and that they incorporate all

recent improvements in design and materials unless provided otherwise in the

Contract. The Supplier further warrants that all Goods supplied under this

Contract shall have no defect arising from design, materials or workmanship

(except when the design and/or material is required by the Purchaser's

Specifications) or from any act or omission of the Supplier.

11. The Purchaser shall promptly notify the Supplier in writing of any claims

arising under this warranty. Upon receipt of such notice, the Supplier shall

immediately within in 02 days arrange to repair or replace the defective goods or

parts thereof free of cost at the ultimate destination. The Supplier shall take over

the replaced parts/goods at the time of their replacement. No claim whatsoever

shall lie on the Purchaser for the replaced parts/goods thereafter.

12.1 Payments shall be made by the Purchaser normally within sixty (60) days

after submission of the invoice or claim by the Supplier along with the certificate of

successful installation, testing & commissioning from the officer authorized by

CGPDTM at respective location.

12.2 The Supplier's request(s) for payment shall be made to the Purchaser in

writing, accompanied by an invoice describing, as appropriate, the Goods

delivered and the Services performed, and by documents, submitted pursuant to

GCC Clause 7, and upon fulfillment of other obligations stipulated in the contract.

12.3 No advance payment or payment against Performa invoice will be made.

Payment will be made after receipt, inspection, and installation/testing

13. Prices charged by the Supplier for Goods delivered and Services performed

under the Contract shall not vary from the prices quoted by the Supplier in its bid.

14. No variation in or modification of the terms of the Contract shall be made

except by written amendment signed by the parties.

15. Delivery of the Goods and performance of the Services shall be made by the

Supplier in accordance with the time and delivery schedule specified by the

Purchaser in the Contract.

If at any time during performance of the Contract, the Supplier should encounter

conditions impeding timely delivery of goods and performance of Services, the

Supplier shall promptly notify the Purchaser in writing of the fact of the delay, its

likely duration and its cause(s).

As soon as practicable after receipt of the Supplier’s notice, the Purchaser shall

evaluate the situation and may, at its discretion, extend the Supplier’s time for

performance with or without penalty, in which case the extension shall be ratified

by the parties by amendment of the Contract.

16. The Purchaser may, without prejudice to any other remedy for breach of

contract, by written notice of default sent to the Supplier, terminate the Contract in

whole or part:

(i) If the Supplier fails to deliver any or all of the Goods within the period(s)

specified in the order, or within any extension thereof granted by the Purchaser

pursuant to GCC Clause 22; or

(ii) If the Supplier fails to perform any other obligation(s) under the Contract.

(iii) If the Supplier, in the judgment of the Purchaser has engaged in corrupt or

fraudulent practices in competing for or in executing the Contract.

17.1 Notwithstanding the provisions of GCC Clauses 16,17, and 18, the

Supplier shall not be liable for forfeiture of its performance security, liquidated

damages or termination for default, if and to the extent that, its delay in

performance or other failure to perform its obligations under the Contract is the

result of an event of Force Majeure.

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

control of the Supplier and not involving the Supplier's fault or negligence and not

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

Purchaser either in its sovereign or contractual capacity, wars or revolutions,

fires, floods, epidemics, quarantine restrictions and freight embargoes.

17.3 If a Force Majeure situation arises, the Supplier shall promptly notify the

Purchaser in writing of such conditions and the cause thereof. Unless otherwise

directed by the Purchaser in writing, the Supplier shall continue to perform its

obligations under the Contract as far as is reasonably practical, and shall seek all

reasonable alternative means for performance not prevented by the Force Majeure

event.

18.1 The Purchaser and the supplier shall make every effort to resolve

amicably by direct informal negotiation any disagreement or dispute arising

between them under or in connection with the Contract.

18.2 If, after fifteen (15) days from the commencement of such informal

negotiations, the Purchaser and the Supplier have been unable to resolve

amicably a Contract dispute, either party may require that the dispute be

referred for resolution to the formal mechanisms.

19. Suppliers shall be entirely responsible for all taxes, duties, license fees,

octroi, road permits, etc.as well as any costs associated with the installation,

testing and commissioning of the Desktop Monitors with USB to VGA adaptors

as an extended Display into existing desktop systems.

Penalty:

The applicable rate for penalty is 1 % per week delay and maximum

deduction is 10% of the contract value, if the delay is more than three

months the contract is likely to be terminated.

Performance Bank Guarantee

The applicant who has been awarded the contract (successful bidder) shall

furnish a performance bank guarantee to the tune of 5% of the value of

the contract in the form of bank guarantee or FD receipt in the name of

Controller of Patents, New Delhi which should be valid for a period of sixty

days beyond the completion of all contractual obligations of the applicant

including warranty. Performance security shall be forfeited and credited

to the Government account in the event of breach of contractual

obligation by the applicant.

Jurisdiction

The disputes, if any, arising between the successful bidder and CGPDTM

shall be resolved amicably, failing which shall be referred to an Arbitrator,

mutually acceptable to both parties, appointed by the CGPDTM as per the

Arbitration and Conciliation Act, 1996. Alternatively, this shall be subject

to the exclusive jurisdiction of courts at Mumbai.

Tender fee

In addition to the documents as listed in the Notice Inviting Tenders (NIT),

the bidders downloading the Tender documents from the Website are

required to deposit the requisite tender fee of Rs. 2000/- (Non-refundable)

by way of a D.D. in favour of Controller of Patents”, drawn from any

nationalized or approved scheduled bank and payable at New De lh i and

the same shall be enclosed in Envelope-I along with other documents.

Annexure 1

Technical Specifications for Monitors

1

Display size

(diagonal): 23 inches

2 Technology In Plane Switching LED

3 Aspect ratio: Widescreen (16:9)

4 Resolution (native): 1920 x 1080 (Full HD)

5 Contrast ratio: 1000:1 static

at least 2000000:1 dynamic

6 View angle: 178° horizontal, 178° vertical

7 Response time 8 ms (max)

8 Product color: Black

9

Tilt and swivel angle:

Tiltable

Swivel: 360° (preferably)

10 Connectivity:

1 Video Graphics Array (VGA), 1 (DVI-D) with

HDCP, atleast 1 USB 2.0/3.0

11

Display features:

Plug and Play

Anti glare

User programmable

Language selection

On-screen controls

LED Backlight

Energy Star compliant

12 Warranty atleast 3 years onsite

13

Accessories:

AC power cord

USB cable

VGA Port cable

Documentation CD

software (if any)

Technical Specifications for Display Adaptor

Connector(s)

Type Hot swappable/Hot pluggable/Plug n Play

Connector Type(s) 1 - USB 2.0

1 - VGA

Performance

Supported Display Resolutions Widescreen Standard(16/32 bit):

1600x1200, 1400x1050, 1280x1024, 1280x960, 1152x864, 1024x768, 800x600

Software

OS Compatibility Windows 2000/ XP(32/64bit)/ Vista(32/64bit)/ 7(32/64bit)/ 8(32/64 bit)

Cable Requirements Cable for USB 2.0 port to adaptor

TERMS AND CONDITIONS

1. The bidder should have the following qualifications for bidding:

a. Shall be registered in India

b. Shall have OEM presence in India or channel partners / service

providers, authorised distributors / dealers / resellers

c. Shall have been in existence for not less than five years. d. Shall be having sufficient experience and expertise in the relevant

field e. Shall have experience of supplying orders for Govt. Deptt./ PSU etc.

for more than 3 years f. Shall have PAN/TAN number, Sales tax registration, VAT registration g. Should not be blacklisted by any Ministry/ Department of the

Government of India or any PSU or any other organization. h. Should have minimum annual turnover of Rs10 Crore for each of the

last three years i. Should have authorized service centers in Delhi/NCR, Kolkata,

Chennai and Mumbai. 2. Delivery Schedule: The Successful Bidder shall be able to deliver the required items within a period of 30 days of placing order (on F.O.R. delivery basis) Delivery/Installation is to be done as per following schedule:

S. No. Office Address Quantity (approx..)

1 Patent Office Delhi Intellectual Property Office Building, Plot No. 32, Sector 14, Dwarka, New Delhi-110078

114

2 Patent Office Chennai Intellectual Property Office Building, G.S.T. Road, Guindy, Chennai-600032

71

3 Patent Office Kolkata Intellectual Property Office Building, CP-2 Sector V, Salt Lake City, Kolkata-700091

48

4 Patent Office Mumbai Boudhik Sampada Bhawan, Antop Hill, S. M. Road, Mumbai - 400 037.

40

The exact quantity to be delivered at each location will be intimated to the selected vendor 3. Warranty : All the products must carry On Site Warranty as per technical specifications

4. Quality : The products asked for should be of very high standard and of reputed company with authorized service centers in Delhi, Kolkata, Mumbai and Chennai.

5. Liquidated Damages : The Successful bidder shall be liable to indemnify the CGPDTM in all respects and meet and pay off the litigation expenses and all the liabilities including damages, sums etc. arising out of and as a consequence of the negligence, deficiencies, mistakes, lapses, delays etc. in the execution of the various jobs and the services provided.

6. Responsiveness : The Successful bidder should ensure quick back up response in case of equipment failure which should be replaced if needed within 24 hours of the distress call.

7. Payment : There is no provision for making advance payment to the Successful bidder.

8. Purchase Order : The purchase order for the entire quantity can be placed either in one lump sum or as per the requirement through repeat order. The quantity shown is tentative and may increase or decrease.

A. PROFORMA FOR TECHNICAL BID Description Information

1 Name of the Firm & Owner : (With Tel.,Mob. Nos. and Email)

2 Professional Qualification of Owner

3 Type of Organisation (Proprietorship/Partnership/Pvt. Ltd./Limited Company)

4 Website of Tenderer Firm, if any

5 Month/Year of Establishment

6 PAN/Sales Tax/VAT Regd. Nos.

7 Annual Turnover

2011-12

2012-13

2013-14

8 Brand being offered/OEM

9 Whether product(s) offered by the bidders are exactly as per the configuration of CGPDTM. If not, indicate the changes in each product

10 Total staff strength

11 No. of Engineers employed and their Qualification

12 Details of Services centers including Address, email , Contact no. etc. in all four locations (Delhi, Kolkata, Mumbai & Chennai)

13 Clientage (submit copies)

14 Details of Earnest Money

15 Validity of Tender

16 Delivery Schedule

17 Whether Terms & Conditions and Technical Specifications Specified above are acceptable to the Firm

18 Whether Warranty as per the desired specification

19 Other Details, if any

Date

Signature of Owner/Authorized Representative

B. PROFORMA FOR FINANCIAL BID

S. No. Item Quantity Price per Unit (Rs) [on F.O.R. basis and Inclusive of all taxes]

Total (Rs)

1

23 Inch Desktop Monitor as per

Technical specification

above

273 (As per Delivery Schedule of para 2 of Terms and Condition on page no. 12)

2

USB to VGA Display

Adaptor(without external power

supply)

273 (As per Delivery

Schedule of para 2 of Terms and Condition on page no. 12)

Date

Signature of Owner/Authorized Representative

Acceptance letter/Annexure A

I/We---------give un-conditional acceptance of the Tender conditions as given below:

Sl.

No.

Description Values/Description to be applicable for

relevant clause(s)

i) Name of work SUPPLY OF DESKTOP MONITORS

AND COMPATIBLE USB TO VGA

ADAPTORS FOR PATENT OFFICE,

NEW DELHI

ii) Client/Owner CGPDTM

iii) Type of Tender Item Rate

iv) Earnest Money

Deposit/security Deposit

Rs. 1,00,000/- (Rupees One Lakh

only)

v) Time for supply 30 days from issue of letter/FAX/E-mail

of intent of acceptance of tender. vi) Mobilization Advance Not applicable

vii) Interest Rate on

mobilization advance

Not applicable

viii) Validity of Tender 90 (Ninety) days

ix) Performance Guarantee 5% (Five Percent only) of contract value

within 30 days after signing of contract

agreement in the form of account payee

demand draft or bank guarantee or FD

which should be valid for a period of sixty

days beyond the completion of all

contractual obligations of the applicant

including warranty.

xi) Warranty period The product must carry On Site Warranty

of 3 years

Signature of the tenderer/representative

Annexure- „B‟

Undertaking by the Tenderer

(a) I/We ………………………………………………………… agree to abide by and fulfill all terms and

conditions referred to above and as contained in tender documents elsewhere and in

default thereof, to forfeit and pay to CGPDTM, or its successors or its authorized

nominees such sums of money as are stipulated in the notice inviting tenders and

tender documents.

(b) I/We hereby pay the earnest money of amount as mentioned in the

“Memorandum to this Form of Tender” in favour of “Controller of Patents” payable at

New Delhi.

(c) If I/We fail to supply the item within 30 days of the date of issue of Letter of Intent

and/or I/we fail to sign the agreement as per contract and/or I/we fail to submit

performance guarantee as per contract, I/we agree that CGPDTM, shall, without

prejudice to any other right or remedy, be at liberty to cancel the Letter of Intent

and to forfeit the said earnest money as specified above.

(d) I/we are also enclosing herewith the Acceptance letter on the prescribed

Proforma as referred to in condition of NIT as Annexure-“ A ”

Dated the day of

SIGNATURE OF TENDERER

NAME (CAPITAL LETTERS) :

ADDRESS :

SEAL OF TENDERER

SIGNATURE OF WITNESS

NAME (CAPITAL LETTERS) :

OCCUPATION