government of india ministry of communications & … · 2017-03-03 · 2 industries centre/...

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GOVERNMENT OF INDIA Ministry of Communications & Information Technology

Department of Posts OFFICE OF THE CHIEF POSTMASTER GENERAL

TAMIL NADU CIRCLE, CHENNAI – 600002 ANNEXURE-I GENERAL TERMS AND CONDITIONS Sub : Notice Inviting e -Tender for the supp ly o f Digital Postal Franking Machines under Remotely Managed Franking Systems f o r the Post Offices and Business Post Centers in Tamil Nadu Circle. 1. Parties :

The parties to the contract are the contractor (the tenderer from whom the Digital Postal franking machines to be procured) and the Government of India through the Department of Posts for and on behalf of the President of India. 2. Eligibility a. The bidder should have a minimum average annual turnover of Rs.2 crores for the last three

financial years and should have shown a profit for two of the last three financial years. b. The original equipment manufacturers (OEM) or their authorized service dealers are eligible for

participating in the NIT. The attested copy of the valid dealership certificate should be enclosed along with the NIT in case of authorized dealers.

c. The bidder should have full-fledged service centres of their own in Tamilnadu. 3. Address:

For all purposes of the contract including arbitration there under, the address of the firm mentioned in the tender shall be the final unless the firm notifies a change of address by a separate letter sent by registered post with acknowledgement due to the undersigned. The firm shall be solely responsible for the consequences of any omission or error to notify change of address in the aforesaid manner. 4.Earnest Money deposit:

4.1 Earnest money of Rs. 90,000/- (Rupees Ninety thousand only) must be deposited by bidders in any Post Office and Original Receipt in form ACG 67 or computerized UCR receipt provided by the Post Office in token of having received the amount should be submitted electronically along with their tenders. The scanned copies of receipts for EMD and cost of tender form must be uploaded accordingly and original receipt to be sent in a sealed envelope to the Assistant Director(Admin), O/o the Chief Postmaster General, Tamil Nadu Circle, Chennai-600 002 as per instruction above.

Assistant Director (Admin) O/o the Chief Postmaster General

Digital Signature Certificate Tamil Nadu Circle, Chennai – 600002.

4.2 Firms registered with NSIC/DGS&D/MSME Act 2006 units registered with District

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Industries Centre/ Joint Director of Commerce and Industries, Government of Tamil Nadu/respective State Governments with current validity are exempted from furnishing the Earnest Money Deposit (Bid Security).

4.3 No request for transfer of any previous deposit of earnest money or security deposit or payment of any pending bill held by the Department in respect of any previous work will be entertained.

4.4 Tenderer shall not be permitted to withdraw his offer or modify the terms and conditions, thereof. In case the tenderer fails to observe and comply with the stipulations made herein or backs out after quoting the rates, the aforesaid amount of earnest money will be forfeited to the Government.

4.5 The tenders without Earnest Money Deposit will be summarily rejected except those registered under DGS&D/NSIC/MSME Act 2006.

4.6 No claim shall lie against the Government/Department in respect of erosion in the value or interest on the amount of earnest money deposit or security deposit. EMD of unsuccessful bidders will be refunded to them after expiry of final bid validity and latest on or before the 30th day after the award of the contract. 5. Preparation and Uploading of Tender: a. Preparation of Bids: 1. Bidder should take into account any corrigendum published on the tender document before uploading their bids. 2. Bidder in advance, should get ready the bid documents to be uploaded as indicated in the tender document/schedule and generally, they can be in PDF/XLS formats. Bid documents may be scanned with 100 dpi with black and white option. b. Submission of Bids: 1. Bidder should log into the site well in advance for bid submission so that he/she upload the bid in time (ie) on or before the bid submission time. Bidder will be response for any delay. 2. The bidder has to digitally sign and upload the required bid documents owning responsibility for their correctness/authenticity one by one as indicated in the tender document. 3. Bidder has to select the payment option as “offline” to pay the tender fee/EMD as applicable and should enter the details of the instrument. 4. Bidder should prepare the EMD/ cost of Tender as per the instructions specified in the tender document. The originals should be posted by Speed Post to the undersigned before the last date & time of bid submission. The details of the UCR issued by the Post office/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.



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5. The bidder shall authenticate the bid with his/her digital signature Certificate for submitting the bid electronically on e-procurement platform and the bids not authenticated by Digital Certificate of the bidder will not be accepted on the e-procurement platform.

6. A standard BOQ format has been provided with the tender document to be filled by the bidders. Bidders are requested to note that they should necessarily submit their financial bids in the format provided and no other form is acceptable. Bidders are required to download the BOQ file, open it and complete the white coloured (unprotected) cells with their respective financial quotes and the other details (such as name of the bidder). No other cells should be changed. Once the details are completed, the bidder should save it and submit it online, without changing the file name. If the BOQ file is found to be modified by the bidder, the bid will be rejected.

7. The server time (which is displayed on the bidder’s dash board) will be considered as the standard time for referencing the dead line for submission of the bids by the bidders, opening of bids, etc. The bidder should follow this time during the bid submission.

8. Upon the successful and timely submission of bids, the portal will give a successful bid submission message and a bid summary will be displayed with bid number and the date and time of the submission of the bid with all other relevant details.

9. The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used an entry pass for any bid opening meetings. 6. Signing of Tender: Authentication of the bid with Digital Signature Certificate 1. Signature should be done electronically with digital signature certificate as per e-procurement system. 2. Individual signing the tender or other documents connected with contract must specify whether he/she signs as:

a) A “sole proprietor” of the concern or constituted attorney of such sole proprietor.

b) A partner of the firm, if it be a partnership firm, in which case he must have authority to execute contracts on behalf of the firm and to refer to arbitration disputes concerning the business of the partnership either by virtue of the partnership agreement or by a power of attorney duly executed by the partners of the firm.

c) Director or a principal officer duly authorized by the Board of Directors of the Company, if it is a company. A copy of the board resolution/authority duly signed by all Directors of the company should be uploaded.

N.B. i. In case of partnership firms, a copy of the partnership agreement, or general power of

attorney is executed in favour of any of the partners or any authorized officers of the firm, then copy of power of attorney duly attested by a Notary Public, should be furnished on stamped paper duly sworn or affirmed by all the partners admitting execution of the partnership agreement or the general power of attorney. The attested copy of the certificate of registration of firm should also be uploaded along with the tender.


Tamil Nadu Circle, Chennai – 600002.

Digital Signature Certificate

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ii. In case of partnership firms where no authority to refer disputes concerning the business of partnership firm has been conferred on any partner , the tender and all other related documents must be digitally signed by all partners of the firm.

iii. A person signing the tender form or any documents forming part of the tender on behalf of another person should have an authority to bid on behalf of such other person and if, on enquiry it appears that the persons so signing had no authority to do so, the Department of Posts, may, without prejudice, cancel the contract and hold the signatory liable for all costs, consequences and damages under the civil and criminal remedies available.

iv. In case of Private Ltd/Limited companies, Company Incorporation Certificate along with the Articles of Association has to be uploaded.

v. It may be ensured that no page of NIT are downloaded, printed and uploaded with the

manual signature of the bidders. Such bids with manual signature and seal of the tenderer should be summarily rejected.

3. Relative document to be uploaded along with other documents mentioned in Annexure III. 7. Technical Bid: i) All documents relating to Technical bids should be uploaded accordingly (refer Part II of Annexure III of Tender document) and relevant connected documents. ii) All documents of technical bid should be submitted electronically in PDF format. iii)The tenderer shall be required to furnish a declaration in online stating that soft copies uploaded by them are genuine. Any incorrectness/deviation noticed will be viewed seriously apart from cancelling the work, duly forfeiting the EMD, the firm will also be blacklisted. iv) The bidder has to keep track of any changes by viewing Addendum/Corrigendum issued by the Tender inviting authority on time to time basis on e-procurement platform. The Department will not be responsible for any claims/problems arising out of this. v) A specific member in the Tender that the terms.

Assistant Director (Admin)

O/o the Chief Postmaster General Digital Signature Certificate Tamil Nadu Circle,

Chennai – 600002.

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8. Commercial Bid: 8.1 The Department shall carry out the Technical Evaluation solely based on the uploaded certificate/documents in the e-procurement system and open the price bids of responsive bidders. 8.2 The Commercial bid should be submitted in BOQ file given in CPP portal. The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document. 8.3 The Commercial bids of the Tenderer shortlisted after evaluation of technical bids will be opened on a specified date and time to be intimated to the respectable Tenderer. A duly constituted Tender Evaluation Committee will evaluate the Technical bids and commercial bids. 8.4 A consolidated price (inclusive of all kinds of Taxes and other incidental charges) should be quoted along with its break up showing various items of charge. The price quoted shall be firm and final. 8.5 The bidder should quote for the specific brands/models giving details of make, brand, model number etc.

8.6. No terms and conditions should be entered by the Tenderers along with commercial bid. 8.7 Any conditional bid will not be accepted. 8.8 In case of any discrepancy between the unit price and the total price, the unit price shall prevail and total price shall be corrected unless it is lower than the sum total of unit prices. If there is any variation between the amount written in figures and words, and the amount whichever is lower shall be taken into consideration. 9. Validity of the Bids: The bids shall be valid for a period of 180 days from the date of award of work which can be extended for a further period of one year. 10. Opening of Tender:

On the date and time indicated in the Schedule of Tender, Technical bids will be opened first. Thereafter, Commercial bids of the tenderer shortlisted after evaluation of Technical bids will be opened either on the same day or on a specified date and time to be intimated to the respective Tenderer.



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11. Criterion for evaluation of tenders: 11.1 The evaluation of the tenders will be done on the basis of certificates/documents uploaded through online only as furnished in form given in Annexure –III, which includes: 11.1.1 Payment of transaction fee of Rs.1500 for Tender processing fee. 11.1.2 Payment of Earnest Money Deposit of Rs. 90,000/- 11.1.3 Submission of documents mentioned in Part-II of Annexure-III and as per clause 5 of Annexure I. 11.2 The commercial bid of such firms found valid based on technical parameters ,as per Part-I

and Part-II of Annexure III will be opened either on the same day or on the date, time and venue

to be announced after opening of the Technical bid. Evaluation of Commercial Bids will be

based on total consolidated price.

11.3 It must be kept in view that no decision will be given by the Tender Evaluation Committee

and any inferences drawn during the meeting of this committee by the Tenderers or their

representatives will be their own view and the Department will not be responsible and abide by

the same. The reasons for selections or rejections of a particular tender will not be disclosed.

11.4 The award of work will be further subject to any specific terms and conditions of the contract given in Part II of Annexure II of this NIT. 12. Right of Acceptance: 12.1 The Department of Posts reserves all rights to reject any tender including of those Tenderers who fail to comply with the instructions without assigning any reason whatsoever and does not bind itself to accept the lowest or any specific tender. The decision of Department of Posts in this regard is final and binding. 12.2 Any failure on the part of the contractor to observe the prescribed procedure and any attempt to canvass for the supply order will prejudice the firm’s quotation. 13. Communication of Acceptance:

Successful Tenderer will be informed of the acceptance of his tender. Necessary instructions regarding the amount and time provided for Security Deposit will be communicated.



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14. Time schedule for supply of Digifrank Machine under RMFS: The supply and installation of Digital Postal Franking Machine under RMFS must be completed within one month from the date of supply order. 15. Security Deposit: 15.1. The successful Tenderer at the time of agreement has to furnish Security Deposit equivalent to 10% of the total amount of the Digital Postal Franking Machine under RMFS (fixed in multiples of Thousands) by way of: 1. Demand Draft drawn in favour of Chief Postmaster, Anna Road HO, Chennai-600002.

Or 2. NSCs or Fixed Deposits in a Nationalized Bank pledged to the Department of Posts for a period extending to one year from the date of Supply order. 3. Bank Guarantee from a Nationalised Bank for a period extending to one year from the date of Supply order. The Security deposit has to be furnished within seven days from the date of acceptance of Tender and should produce the documents in original. The firms registered with NSIC/ DG S&D are exempted from furnishing Performance Security (Security Deposit) as per Rule 430(1) (a) read with Rule 430 (1) (c) (ii) of Postal Manual Volume II. The Performance Security (Security Deposit) will not be adjusted against any payment due to the firm from the Department of Posts.

15.2 Security Deposit can be forfeited by order of the Dep artment o f Post s in the event of any breach or negligence or non-observance of any condition of contract or for unsatisfactory performance of the Supplied Digital Postal Franking Machine. On expiry of the one year from the date of Supply order , such portion of the said security deposit as may be considered by t h e D e p a r t m e n t o f P o s t s shall be retained sufficient to cover any incorrect or excess payments made on the bills to the firm, shall be retained until the final audit report on account of firm’s bill has been received and examined.



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16.Penalty In the event of the contractor failing to:

i) Observe or perform any of the conditions of the tender as setout therein

or

ii) Execute the supply of the goods to the satisfaction of and by the time fixed by the

Department of Posts.

a) It shall be lawful for the Department of Posts in its discretion in the former event to remove or withhold any part of the item until such times as he may be satisfied that contractor is able to do and will duly observe the said conditions and in the latter event to reject or remove as the case may require any goods supp lied otherwise than in a good and work man like manner to the satisfaction of and by the time fixed by the Department of Posts and in both or either of the events aforesaid to make such arrangements as he may think fit for the reproduction of the work so removed or work in lieu of that so rejected or removed as aforesaid on account and at the risk of the contractor.

b) Provided further that if in either event any excess cost be incurred by reason of

the difference between the prices paid and the accepted rates Department of Posts may charge the amount of such excess cost to the Contractor and the same may at any time thereafter be deducted from any amount that may become due to the contractor under this or any other contract or from the security deposit or may be demanded of him to be paid within seven days to the credit of the Department of Posts.

c) In the event of discovery of any error or defect due to the fault of the

contractor at any time after the delivery of goods ordered, the contractor shall be bound, if called upon to do so, to rectify such error or defect at his own cost to the satisfaction of and within the time fixed by the Department of Posts. In the event of the delivery of any defective work, which owing to urgency or for any other reason cannot be wholly rejected the Department of Posts shall have the power to deduct from any payment due to the contractor such sum as he may deem expedient.

d) In the event of a goods being wholly rejected, the Department of Posts may at its

discretion either:

i) Permit the contractor to rectify the defect within such time as he may specify at contractor’s own cost which shall include the costs of all sorts i.e. materials, labour overheads, transportation etc

or

ii) Arrange to get the additional work done elsewhere and by any other

person or from any other source than the contractor in which case the amount of extra cost if any shall be recovered from the contractor in the manner provided in sub-clause (b) of this clause.



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e) The powers of the Department of Posts under this condition shall in no way affect or prejudice the powers in certain events to terminate the contract vested in him as herein provided nor forfeiture of deposit mentioned under clause 15 above.

f) Since the work being awarded to the contractor is of important nature the time

schedule given a t c lau se 1 4 o f An n e xu re I must be adhered to failing which a Penalty at the rate of 2% for every week’s delay or part there of will be imposed which will be recovered in the manner stated in sub-clause (b) of this clause.

17. Natural Calamity, strike etc:

In case of strike, combination of workmen or natural calamity of any kind, fire accidents or circumstances beyond the control of the firm causing non-supply of ordered items resulting in undue delay without penalty. Department of Posts shall have the power to get the s u p p l y m a d e elsewhere without charging the contractor. No obligation will rest on Department of Posts to pay for any portion of the supply made before such a stoppage. The firm shall provide every facility for timely completion of the supply order. 18. Insolvency etc:

In the event of the firm being adjudged insolvent or having a receiver appointed for it by a court or any other order under the Insolvency Act made against them or in the case of a company the passing any resolution or making of any order for winding up, whether voluntary or otherwise, or in the event of firm failing to comply with any of the conditions herein specified the Department of Posts shall have the power to terminate the contract without previous notice. 19. Breach of terms and conditions:

In case of breach of any of terms and conditions mentioned above, the competent authority will have the right to cancel the work order without assigning any reason therefore and nothing will be payable by this Department in that event and the performance security deposit shall also stand forfeited. 20. Subletting of Work:

The firm shall not assign or sublet the supply of Digital Postal Franking Machine under RMFS to any other person or firm.

21. Right to call upon Information regarding supply of Digifrank machine:

The Department will have the right to call upon information regarding status of supply of Digital Postal Franking Machine under RMFS at any point of time.



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22. Precautionary Measures: 22.1 While observing the economy in costs in his own interest the supplier must be careful that quality and timely execution of the supply order is maintained as well as time schedule prescribed etc., should not be disturbed. 22.2 The contractor must take every care to see that the supply of Digital Postal Franking Machine under RMFS does not fall into unauthorized hands. Care should be taken to execute the supply of the machines under proper security conditions and no spare item of supply order of the Digital Postal Franking Machine under RMFS should be retained/sold or otherwise made over by the contractor or any of his staff member to any person other than the person(s) authorized by the Department of Posts.

23. The tender is not transferable. Only one tender shall be submitted by a tenderer.

24. Repeat order, if any upto 25% of the tendered quantity, shall be acceptable to the vendor at the same price and terms and conditions.

25. Equipment: The following should be kept in view during the supply of Digital Postal Franking Machine under RMFS

25.1. The firm must confirm that the Digital Postal Franking Machine under RMFS to be supplied is an authorized model of Department of Post. The mere fact that the competent authority has approved the Digital Postal Franking Machine under RMFS (just by seeing it in a non-expertise way) will in no way absolve the firm from supplying the machines with different specifications. Where the equipments offered are not to the required specifications the extent of deviation may be clearly indicated.

25.2. The specification should comply with the clause 4 Part I of Annexure II.

26. Terms of payment: 26.1. The payment would be made after the supply and installation of Digital Postal Franking Machine under RMFS in specified Post Offices/Business Post Centers. No payment will be made in advance nor shall any loan from any bank or financial institution be recommended on the basis of the order of award of work. 26.2. The contractor shall submit the bill in TRIPLICATE duly stamped and pre-receipted, at the end of supply and installation of the Digital Postal Franking Machine under RMFS at the concerned locations. 26.3. All payment shall be made by cheque only. Income Tax if any shall be deducted at source

from the bill. 26.4. Service reports for installing the Digital franking Machines duly stamped by the in charge of the respective office are to be attached along with the bill for payment.



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26.5 The Department of Posts shall be at liberty to withhold any of the payments in full or in part subject to recovery of penalties mentioned in preceding para. 26.6 The term ‘payment’ mentioned in this para includes all types of payment due to the contractor arising on account of this contract excluding Bid Security and Performance Security governed by the separate clauses of the contract. 27. Arbitration: If a dispute arises out of or in connection with this contract or in respect of any defined legal relationship associated therewith or derived there from, the parties agreed to submit that dispute to arbitration under the ICADR Arbitration rules 1996. The authority to appoint the arbitrator(s) shall be the International centre for Alternative Dispute Resolution. The International Centre for Alternative Dispute Resolution will provide Administrative Services in accordance with the ICADR Arbitration Rules 1996

Note :-

a) The number of arbitrator (s) shall be one.

b) The language of the arbitration proceedings shall be in English.

c) The place of arbitration proceedings shall be at Bangalore.



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TAMIL NADU CIRCLE, CHENNAI – 600002 ANNEXURE II

PARAMETERS AND TECHNICAL SPECIFICATION Sub: Notice Inviting e-Tender for the supp ly o f Digital Postal Franking Machines under Remotely Managed Franking Systems f o r the Post Offices and Business Post Centers in Tamil Nadu Circle.

Part I

1. Scope of work:- Supply of Digital Postal franking Machines under Remotely Managed Franking System for Tamilnadu Circle.

2. Number of Machines required: The tentative requirement of Digital Postal franking machines under Remotely Managed Franking system is 10 Nos of Upper Low End and 8 Nos of Upper Mid End models. The competent authority reserves the right to increase or decrease the tentative number. 3. Approximate Tender Value : Rs.43,29,900/- 4. Specification of Digifrank machines under RMFS is as detailed below:

UPPER LOW END MODEL :

Sl.no Specifications 1 DPM version should be version 2.0 2 Speed of the machine : 2000 to 3000 articles per hour. 3 Type of Printing: INKJET 4 Quality of ink : Water resistant / Water proof 5 Colour of print impression : Blue, Waterproof 6 Date & Time setting shall be fully automatic with integrated real time clock.

Date advance is not allowed 7 The machine shall be able to print Digital Post Mark (DPM) as per DOP

specification. 8 The machine shall be able to print a Daily Batch Statement of Mailing (SOM). 9 The machine shall be able to print Value upto Maximum Rs. 9999.99. 10 The machine Ascending register upto 12 Digits & Descending register upto 10

Digits. This is to keep a cumulative record of funds franked by the machine (Ascending Register) that can go up to 12 digits (including 2digit after decimal)A cumulative record of funds left in the machine (Descending Register) that can go up to 10 digits (including 2digit after decimal).



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11 Sequential item counter - To be printed on the impression. There should be no increment on printing of zero value frank.

12 Zero postage - May be printed with “Not Valid” indicator. 13 Weighing platform capacity shall be at least 2.5 kg. 14 Weighing accuracy: +/- 0.5 gms. 15 The machine shall be able to process articles with thickness up to at least 10

mm. 16 The machine shall have facility of electronic password - Integrated

alphanumerical , programmable and user selectable through key pad 17 The machine shall have facility of crediting password –

a. Integrated alphanumerical , programmable and user selectable through key pad.

b. Initial Deposit minimum Rs 2,000/- and subsequent recharge in multiples of Rs 1,000/-.

c. Downloading of funds in multiples of Rs 100/- 18 The machine should self-lock when left idle. 19 The user shall be able to unlock the machine-using password. 20 The machine shall be able to give a low fund warning and low ink warning. 21 The machine shall have integrated modem for connecting to the remote server

for re- crediting of meter. There shall be no manual setting of the meter. 22 The value feeding shall be only through weighing platform. 23 The machine shall be fitted with a Postal Security Device. 24 The machine shall have provision of Slogan Dies which are programmable and

user selectable through keypad. 25 The machine shall have facility for loading of postage rates through online from

Department of Post server and automatic calculation of postage for various postal products weight wise and category wise.

26 The machine shall operate on 230+/- 10% Volts, AC 50 Hz, and power supply. 27 The machine should be authorized model of Department of Post. 28 The Stickers in the Digital Postal Franking Machine preferable in rolls.

UPPER MID END MODEL : Sl.no Specifications 1 DPM version should be version 2.0 2 Speed of the machine : above 10000 articles per hour. 3 Type of Printing: INKJET 4 Quality of ink : Water resistant / Water proof 5 Colour of print impression : Blue, Waterproof 6 Date & Time setting shall be fully automatic with integrated real time clock.

Date advance is not allowed



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7 The machine shall be able to print Digital Post Mark (DPM) as per DOP

specification. 8 The machine shall be able to print a Daily Batch Statement of Mailing (SOM). 9 The machine shall be able to print Value upto Maximum Rs. 9999.99. 10 The machine Ascending register upto 12 Digits & Descending register upto 10

Digits. This is to keep a cumulative record of funds franked by the machine (Ascending Register) that can go upto 12 digits (including 2digit after decimal)A cumulative record of funds left in the machine (Descending Register) that can go up to 10 digits (including 2digit after decimal).

11 Sequential item counter - To be printed on the impression. There should be no increment on printing of zero value frank.

12 Zero postage - May be printed with “Not Valid” indicator. 13 Weighing platform capacity shall be at least 5kg. 14 Weighing accuracy: +/- 0.5 gms. 15 The machine shall be able to process articles with thickness upto at least 10 mm. 16 The machine shall have facility of electronic password - Integrated

alphanumerical , programmable and user selectable through key pad 17 The machine shall have facility of crediting password –

d. Integrated alphanumerical , programmable and user selectable through key pad.

e. Initial Deposit minimum Rs 2,000/- and subsequent recharge in multiples of Rs 1,000/-.

f. Downloading of funds in multiples of Rs 100/- 18 The machine should self-lock when left idle. 19 The user shall be able to unlock the machine-using password. 20 The machine shall be able to give a low fund warning and low ink warning. 21 The machine shall have integrated modem for connecting to the remote server

for re- crediting of meter. There shall be no manual setting of the meter. 22 The value feeding shall be only through weighing platform. 23 The machine shall be fitted with a Postal Security Device. 24 The machine shall have provision of Slogan Dies which are programmable and

user selectable through keypad. 25 The machine shall have facility for loading of postage rates through online from

Department of Post server and automatic calculation of postage for various postal products weight wise and category wise.

26 The machine shall operate on 230+/- 10% Volts, AC 50 Hz, and power supply. 27 The machine should be authorized model of Department of Post. 28 The Stickers in the Digital Postal Franking Machine preferable in rolls.



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TAMIL NADU CIRCLE, CHENNAI – 600002

Part II Terms and conditions specific to the contract

1. Tenderers shall quote only for Departmental of Post approved models. Tenderers shall enclose a

photocopy of the approval by the Departmental of Post(DOP) for the model offered.

2. Acceptance of tender: Acceptance of tender by DOP will be communicated by a letter of acceptance. The acceptance by letter will conclude the contract enforceable in law.

3. Tenderers shall declare Technical data of the model quoted by them as per questionnaire in Annexure V .The operating instruction manual and other literature shall be supplied along with each machine.

4.The Postal franking machines are to be used in following ambient condition.

Temperature 0 degree Celsius to 40 degree Celsius. Humidity: RH 90% at 40 degree Celsius.

5. GUARANTEE/WARRANTY CLAUSE: The period of Guarantee/ Warranty shall be 12 months from the date of installation of Digital franking machines at the concerned Locations.

6. Repeat order : Repeat order if any upto 25% of the tendered quantity shall be acceptable to the vendor at the same prices, terms and conditions as that in the Basic order.

7.Consequences of Failure to Deliver: The time stipulated for delivery of goods shall be deemed to be the essence of the contract and delivery must be completed within the stipulated time. In the event of supplier’s failure to supply the goods by the stipulated date/s, DOP shall be entitled to deduct by 2% per week for the delayed no of weeks or part thereof. 8. Locations:

The tenderer will have to deliver, install and commission Digital Postal Franking

Machines under Remotely Managed Franking Systems in the locations indicated by the

Postmaster General (M & BD), Chennai-600 002.



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9 .Payment terms:

100% payment would be released on installation and commissioning of Digital Postal Franking Machines under Remotely Managed Franking Systems in the location. An advanced stamped receipt should be sent along with the bill in duplicate along with installation report signed by the concerned Postmasters/Incharge, BPCs.

10. Rate and Tax:

The rate should be quoted per item, which should include all taxes and charges including freight and delivery, installation charges at the locations concerned. The rate will be valid up to one year. 11. Quality of Stores:

Any violation of terms and conditions or supply of inferior quality of goods will result

in total rejection of goods, apart from taking suitable remedial action at your cost and risk. 12. Quantity of Stores:

The quantity mentioned at NIT is only tentative and the undersigned reserves all rights either to increase or decrease the quantity required. Further orders if any upto 25 % of the tendered quantity within the period of validity of the tender should be honoured on the same terms and conditions.

13. Test Certificate:

Test certificate of Digital franking Machine conforming to DOP specifications from the manufacturer/Govt. approved laboratory must be furnished along with supplies made. 14. The company / firm / Tenderer should not have been declared as blacklisted company by any of the Government agency in the last 3 years.

15. The vendor should submit an undertaking from OEM that the OEM will continue to provide support to the model being quoted for a period of 7 years from the date of installation of the machines at the concerned locations.

16. General :

16.1. Any attempt on the part of the tenderer to influence in any way for the acceptance of his tender will render the tender for rejection.

16.2. The decision of the competent Authority shall be final on any matter of dispute arising out of his tender.

17. After Sales:

17.1. The cartridges for refilling should be supplied within one day. 17.2. The downtime for complaint call is 12 hours and call response time is 24 hours. 18. The machine should be able to frank all kinds of articles smoothly without being struck in the machine.



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GOVERNMENT OF INDIA DEPARTMENT OF POSTS, INDIA

Annexure III

Part – I Technical information and undertaking.

(See Clause 6 of Annexure I of this tender document)

(Tenderer may use separate sheet wherever required) Sub: Notice Inviting e -Tender for the supp ly o f Digital Postal Franking Machines under Remotely Managed Franking Systems f o r the Post Offices and Business Post Centers in Tamil nadu Circle 1. Name of the tenderer/concern : 2. Nature of the concern : (i.e. Sole proprietor or partnership firm or a company or a Government Department or a Public Sector Organization)

i. Address

a) Corporate office : b) Works Office :

ii. Telephone Numbers

a)Corporate office :

b)Works Office :

3. Details of payment of tender Transaction fee :

4. Details of payment of EMD :

ACG 67 Receipt No. dated

Name of Post Office (original receipt to be scanned and uploaded) and amount of Earnest Money Deposit Rs. ______ (Rupees_______________ ).

5. Whether each page of NIT and its Annexure have been signed with Digital Signature Certificate :

6. Proposed date to start supply :

7. Time required for completing the supply :



Chennai – 600002.

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Undertaking

1. I/We undertake that I/we have carefully studied all the terms and conditions and understood the parameters of the proposed supply and installation of Digital Postal Franking Machines under Remotely Managed Franking Systems for the Department of Posts and shall abide by them. 2. I/We also undertake that I/We have understood “Parameters and Technical Specifications of Supply and Installation of Digital Postal Franking Machines under Remotely Managed Franking Systems in Annexure II of the tender No. TCB/100-107/RMFMs/2014_2 dt. .2014 and shall supply the machines as per those “Parameters and Technical Specifications of the Digital Postal Franking Machines under Remotely Managed Franking Systems”. 3. I/We further undertake that the information given in this tender are true and correct in all respect and we hold the responsibility for the same. 4. I/We also undertake that the s u p p l y w i l l b e m a d e in accordance with specifications given in the Part I of Annexure II to the Notice Inviting Tender and I/We shall be responsible for rejection/cancellation of the contract if the replacement of parts / spares and the work are not found up to the mark or for civil/criminal proceedings if the material supplied is found sub-standard. Dated at:

(Dated signature of tenderer with stamp of the firm)



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Annexure III Part II

List of documents to be uploaded in the CPP Portal along with Technical Bid

Sl.no Documents to be uploaded in the CPPP 1 Each page of NIT and its annexures, comprising ___ pages including Pre Contract

Integrity Pact, has to be digitally signed and uploaded. (Clause 5 of Annexure I) 2 EMD Receipt has ACG 67 indicating the EMD Amount paid. 3 Copy of transaction fee receipt 4 Copy of VAT Registration Certificate or similar registration with Govt.Authorities. 5 Copy of letter of authorization of Department of Post for the proposed model of Digital

Postal Franking Machine . 6 Copy of Registration Certificate issued by NSIC, Govt.of India/DGS&D, MSME units

registered with District Industries Centre/Department of Commerce and Industries, Government of Tamil Nadu or with respective State Governments in respect of those who are seeking exemption for payment of Earnest Money Deposit (Bid Security).

7 Income Tax Returns filed during the assessment year 2012-13 and 2013-14, 2014-2015 duly authenticated with a copy of PAN card”.

8 In case of Sole Proprietary or Partnership Firms, Balance sheets for the year 2011-12 and 2012-13 ,2013-2014 duly authenticated.

9 In case of Private limited company or Public limited company, annual report consisting of balance sheet & profit and loss account for 2011-12 & 2012-13, 2013-14 duly authenticated.

10 List of service centers with phone numbers, nearest location of their principal support center and details of customer support establishment.

11 Attested copy of valid dealership certificates in case of authorized dealers. 12 Summary of List of supplies undertaken during the last three years may be

uploaded. (Summary may be enclosed on separate sheets for each supply and time taken to supply, observations/ appreciation of the organization for whom the supply was conducted, and any other information considered important by tenderer)

13 The bidder has to upload a declaration stating that the soft copies are genuine. 14 An undertaking from the OEM that they shall continue to provide support to the

product/model being quoted for minimum a period of 7 years. 15 Relative documents mentioned in para 5(b) of Annexure I 16 Company profile. 17 Any other information important in the opinion of the tenderer.

Note: 1. Documents listed at Sl.No. 1 to 15 are mandatory for submission. 2. However, in respect of Firm/Company which commenced its operation on or after 01.04.2010, the financial statements mentioned at Sl.nos. 7 to 9 above should cover the period from the date of commencement of operation and upto 31.03.2013 3. Tenders not accompanied with any of the documents mentioned at Sl.no. 1 to 15, except to the extent stated in Note 2 above, will be rejected.



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ANNEXURE IV

PRE CONTRACT INTEGRITY PACT

General

This pre-bid pre-contract Agreement (hereinafter called the Integrity Pact) is made on …….day

of the month of…….2014, between, on one hand, the President of India acting through Shri.

……..Designation of the officer, Ministry/Department, Government of India (hereinafter called

the "BUYER", which expression shall mean and include, unless the context otherwise requires,

his successors in office and assigns) of the First Part and M/s represented by Shri__, Chief

Executive Officer (hereinafter called the "BIDDER/Seller" which expression shall mean and

include, unless the context otherwise requires, his successors and permitted assigns) of the

Second Part.

WHEREAS the BUYER proposes to procure (Name of the Stores/Equipment/Item) and the

BIDDER/Seller is willing to offer/has offered the stores and

WHEREAS the BIDDER is a private company/public company/Government

undertaking/partnership/registered export agency, constituted in accordance with the relevant law

in the matter and the BUYER is a Ministry/Department of the Government of India/PSU

performing its functions on behalf of the President of India.

NOW, THEREFORE, To avoid all forms of corruption by following a system that is fair, transparent and free from any

influence/prejudiced dealings prior to, during and subsequent to the currency of the contract to be

entered into with a view to :

Enabling the BUYER to obtain the desired said stores/equipment at a competitive price in

conformity with the defined specifications by avoiding the high cost and the distortionary impact

of corruption on public procurement, and



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Enabling BIDDERs to abstain from bribing or indulging in any corrupt practice in order to secure

the contract by providing assurance to them that their competitors will also abstain from bribing

and other corrupt practices and the BUYER will commit to prevent corruption, in any form, by its

officials by following transparent procedures.

The parties hereto hereby agree to enter into this Integrity Pact and agree as follows: Commitments of the BUYER

1.1 The BUYER undertakes that no official of the BUYER, connected directly or

indirectly with the contract, will demand, take a promise for or accept, directly

or through intermediaries, any bribe, consideration, gift, reward, favour or any

material or immaterial benefit or any other advantage from the BIDDER, either

for themselves or for any person, organisation or third party related to the contract

in exchange for an advantage in the bidding process, bid evaluation, contracting

or implementation process related to the contract.

1.2 The BUYER will, during the pre-contract stage, treat all BIDDERs alike, and will

provide to all BIDDERs the same information and will not provide any such

information to any particular BIDDER which could afford an advantage to

that particular BIDDER in comparison to other BIDDERs.

1.3 All the officials of the BUYER will report to the appropriate Government office

any attempted or completed breaches of the above commitments as well as any

substantial suspicion of such a breach.



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2. In case any such preceding misconduct on the part of such official(s) is reported by the

BIDDER to the BUYER with full and verifiable facts and the same is prima facie found to

be correct by the BUYER, necessary disciplinary proceedings, or any other action as

deemed fit, including criminal proceedings may be initiated by the BUYER and such a

person shall be debarred from further dealings related to the contract process. In such a

case while an enquiry is being conducted by the BUYER the proceedings under the

contract would not be stalled.

Commitments of BIDDERs

3. The BIDDER commits itself to take all measures necessary to prevent corrupt practices,

unfair means and illegal activities during any stage of its bid or during any pre-contract or

post-contract stage in order to secure the contract or in furtherance to secure it and in

particular commit itself to the following:

3.1 The BIDDER will not offer, directly or through intermediaries, any bribe, gift,

consideration, reward, favour, any material or immaterial benefit or other

advantage, commission, fees, brokerage or inducement to any official of the

BUYER, connected directly or indirectly with the bidding process, or to any

person, organisation or third party related to the contract in exchange for any

advantage in the bidding, evaluation, contracting and implementation of

the contract.



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3.2 The BIDDER further undertakes that it has not given, offered or promised to give,

directly or indirectly any bribe, gift, consideration, reward, favour, any material or

immaterial benefit or other advantage, commission, fees, brokerage or inducement

to any official of the BUYER or otherwise in procuring the Contract or forbearing

to do or having done any act in relation to the obtaining or execution of the

contract or any other contract with the Government for showing or forbearing to

show favour or disfavour to any person in relation to the contract or any other

contract with the Government.

3.3* BIDDERs shall disclose the name and address of agents and representatives and

Indian BIDDERs shall disclose their foreign principals or associates.

3.4* The BIDDERs shall disclose the payments to be made by them to agents/brokers or

any other intermediary, in connection with this bid/contract.

3.5* The BIDDER further confirms and declares to the BUYER that the BIDDER is the

original manufacturer/integrator/authorised government sponsored export entity of

the defence stores and has not engaged any individual or firm or company whether

company whether Indian or foreign to intercede, facilitate or in any way to

recommend to the BUYER or any of its functionaries, whether officially or

unofficially to the award of the contract to the BIDDER, nor has any amount

been paid, promised or intended to be paid to any such individual, firm or

company in respect of any such intercession, facilitation or

recommendation.



Chennai – 600002.

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3.6* The BIDDER, either while presenting the bid or during pre-contract negotiations or

before signing the contract, shall disclose any payments he has made, is committed

to or intends to make to officials of the BUYER or their family members, agents,

brokers or any other intermediaries in connection with the contract and the details

agreed upon for such payments.

3.7* The BIDDER will not collude with other parties interested in the contract to impair

the transparency, fairness and progress of the bidding process, bid evaluation,

contracting and implementation of the contract.

3.8* The BIDDER will not accept any advantage in exchange for any corrupt practice,

unfair means and illegal activities.

3.9* The BIDDER shall not use improperly, for purposes of competition or personal

gain, or pass on to others, any information provided by the BUYER as part of the

business relationship, regarding plans, technical proposals and business details,

including information contained in any electronic data carrier. The BIDDER also

undertakes to exercise due and adequate care lest any such information is

divulged.

3.10* The BIDDER commits to refrain from giving any complaint directly or through any

other manner without supporting it with full and verifiable facts.

3.11* The BIDDER shall not instigate or cause to instigate any third person to commit

any of the actions mentioned above.



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3.12* If the BIDDER or any employee of the BIDDER or any person acting on behalf of

the BIDDER, either directly or indirectly, is a relative of any of the officers of the

BUYER, or alternatively, if any relative of an officer of the BUYER has financial

interest/stake in the BIDDER’s firm, the same shall be disclosed by the BIDDER at

the time of filing of tender.

The term ‘relative’ for this purpose would be as defined in section 6 of the

Companies Act 1956.

3.13* The BIDDER shall not lend to or borrow any money from or enter into any

monetary dealings or transactions, directly or indirectly, with any employee of the

BUYER. 4. Previous Transgression 4.1 The BIDDER declares that no previous transgression occurred in the last three

years immediately before signing of this Integrity Pact, with any other company

in any country in respect of any corrupt practices envisaged hereunder or with any

Public Sector Enterprise in India or any Government Department in India that

could justify BIDDER's exclusion from the tender process.

4.2 The BIDDER agrees that if it makes incorrect statement on this subject, BIDDER

can be disqualified from the tender process or the contract, if already awarded, can

be terminated for such reason.



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5. Earnest Money (Security Deposit)

5.1 While submitting commercial bid, the BIDDER shall deposit an amount ___ (to be

specified in RFP) as Earnest Money/Security Deposit, with the BUYER through

any of the following instruments:

(i) Demand Draft in favour of _ (ii) A confirmed guarantee by an Indian Nationalised Bank, promising

payment of the guaranteed sum to the BUYER on demand within three

working days without any demur whatsoever and without seeking

any reasons whatsoever. The demand for payment by the BUYER

shall be treated as conclusive proof of payment.

(iii) Any other mode or through any other instrument (to be specified in the

RFP).

5.2 The Earnest Money/Security Deposit shall be valid upto a period of five

years or the complete conclusion of the contractual obligations to the

complete satisfaction of both the BIDDER and the BUYER, including

warranty period, whichever is later.

5.3 In case of the successful BIDDER a clause would also be incorporated in the

Article pertaining to Performance Bond in the Purchase Contract that the provisions

of Sanctions for Violation shall be applicable for forfeiture of Performance

Bond in case of a decision by the B.UYER to forfeit the same without assigning `

any reason for imposing sanction for violation of this Pact.



Chennai – 600002.

27

5.4 No interest shall be payable by the BUYER to the BIDDER on Earnest

Money/Security Deposit for the period of its currency

6. Sanctions for Violations

6.1 Any breach of the aforesaid provisions by the BIDDER or anyone employed by it

or acting on its behalf (whether with or without the knowledge of the BIDDER)

shall entitle the BUYER to take all or any one of the following actions,

wherever required:

(i) To immediately call off the pre contract negotiations without assigning any

reason or giving any compensation to the BIDDER. However, the proceedings with

the other BIDDER(s) would continue.

(ii) The Earnest Money Deposit (in pre-contract stage) and/or Security

Deposit/Performance Bond (after the contract is signed) shall stand forfeited either

fully or partially, as decided by the BUYER and the BUYER shall not be required

to assign any reason therefore.

(iii) To immediately cancel the contract, if already signed, without giving any

compensation to the BIDDER.



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(iv) To recover all sums already paid by the BUYER, and in case of an Indian

BIDDER with interest thereon at 2% higher than the prevailing Prime Lending Rate

of State Bank of India, while in case of a BIDDER from a country other than India

with interest thereon at 2% higher than the LIBOR. If any outstanding payment is

due to the BIDDER from the BUYER in connection with any other contract for any

stores, such outstanding payment could also be utilised to recover the aforesaid

sum and interest. (v) To encash the advance bank guarantee and performance bond/warranty bond,

if furnished by the BIDDER, in order to recover the payments, already made by the

BUYER, along with interest.

(vi) To cancel all or any other Contracts with the BIDDER. The BIDDER shall be

liable to pay compensation for any loss 'or damage to the BUYER resulting from

such cancellation/rescission and the BUYER shall be entitled to deduct the amount

so payable from the money(s) due to the BIDDER.

(vii) To debar the BIDDER from participating in future bidding processes of the

Government of India for a minimum period of five years, which may be further

extended at the discretion of the BUYER.

(viii) To recover all sums paid in violation of this Pact by BIDDER(s) to any

middleman or agent or broker with a view to securing the contract.

(ix) In cases where irrevocable Letters of Credit have been received in respect of

any contract signed by the BUYER with the BIDDER, the same shall not be

opened

(x) Forfeiture of Performance Bond in case of a decision by the BUYER to forfeit

the same without assigning any reason for imposing sanction for violation

of this Pact.



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6.2 The BUYER will be entitled to take all or any of the actions mentioned at para 6.1

(i) to (x) of this Pact also on the Commission by the BIDDER or anyone employed

by it or acting on its behalf (whether with or without the knowledge of the

BIDDER), of an offence as defined in Chapter IX of the Indian Penal code, 1860 or

Prevention of Corruption Act, 1988 or any other statute enacted for prevention of

corruption.

6.3 The decision of the BUYER to the effect that a breach of the provisions of this Pact

has been committed by the BIDDER shall be final and conclusive on the BIDDER.

However, the BIDDER can approach the Independent Monitor(s) appointed for the

purposes of this Pact.

7. Fall Clause

7.1 The BIDDER undertakes that it has not supplied is not supplying similar

product/systems or subsystems at a price lower than that offered in the present bid

in respect of any other Ministry/Department of the Government of India or PSU

and if it is found at any stage that similar product/systems or sub systems was

supplied by the BIDDER to any other Ministry/Department of the Government of

India or a PSU at a lower price, then that very price, with due allowance for

elapsed time, will be applicable to the present case and the difference in the cost

would be refunded by the BIDDER to the BUYER, if the contract has already been

concluded.



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8. Independent Monitors

8.1 The BUYER has appointed Independent Monitors (hereinafter referred to as

Monitors) for this Pact in consultation with the Central Vigilance Commission

(Names and Addresses of the Monitors to be given).

8.2 The task of the Monitors shall be to review independently and objectively, whether

and to what extent the parties comply with the obligations under this Pact.

8.3 The Monitors shall not be subject to instructions by the representatives of the

parties and perform their functions neutrally and independently.

8.4 Both the parties accept that the Monitors have the right to access all the documents

relating to the project/procurement, including minutes of meetings.

8.5 As soon as the Monitor notices, or has reason to believe, a violation of this Pact, he

will so inform the Authority designated by the BUYER.

8.6 The BIDDER(s) accepts that the Monitor has the right to access without restriction

to all Project documentation of the BUYER including that provided by the

BIDDER. The BIDDER will also grant the Monitor, upon his request and

demonstration of a valid interest, unrestricted and unconditional access to his

project documentation. The same is applicable to Subcontractors. The Monitor shall

be under contractual obligation to treat the information and documents of the

BIDDER/Subcontractor(s) with confidentiality.



Chennai – 600002.

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8.7 The BUYER will provide to the Monitor sufficient information about all meetings

among the parties related to the Project provided such meetings could have

an impact on the contractual relations between

8.8 The Monitor will submit a written report to the designated Authority of

BUYER/Secretary in the Department/ within 8 to 10 weeks from the date of

reference or intimation to him by the BUYER / BIDDER and, should the occasion

arise, submit proposals for correcting problematic situations. 9. Facilitation of Investigation

In case of any allegation of violation of any provisions of this Pact or payment of commission,

the BUYER or its agencies shall be entitled to examine all the documents including the Books of

Accounts of the BIDDER and the BIDDER shall provide necessary information and documents

in English and shall extend all possible help for the purpose of such examination.

10. Law and Place of Jurisdiction

This Pact is subject to Indian Law. The place of performance and jurisdiction is the seat of the

BUYER.

11. Other Legal Actions

The actions stipulated in this Integrity Pact are without prejudice to any other legal action that

may follow in accordance with the provisions of the extant law in force relating to any civil or

criminal proceedings.



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12. Validity

12.1 The validity of this Integrity Pact shall be from date of its signing and extend upto 5

years or the complete execution of the contract to the satisfaction of both the

BUYER and the BIDDER/Seller, including warranty period, whichever is later. In

case BIDDER is unsuccessful, this Integrity Pact shall expire after six months

from the date of the signing of the contract.

12.2 Should one or several provisions of this Pact turn out to be invalid; the remainder

of this Pact shall remain valid. In this case, the parties will strive to come to an

agreement to their original intentions.

13. The parties hereby sign this Integrity Pact at………….on………………….. BUYER BIDDER Name of the Officer CHIEF EXECUTIVE OFFICER Designation Dept./MINISTRY/PSU Witness Witness 1……………………………….. 1…………………………. 2……………………………… 2…………………………. *Provisions of these clauses would need to be amended /deleted in line with the policy of the BUYER in regard to involvement of Indian agents of foreign suppliers.



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UNDERTAKING 1. I/We undertake that I/we have carefully studied all the terms and conditions and understood the parameters of the proposed supply and installation of Digital Postal Franking Machines under Remotely Managed Franking Systems for the Department of Posts and shall abide by them. 2. I/We also undertake that I/We have understood “Parameters and Technical Specifications of Supply and Installation of Digital Postal Franking Machines under Remotely Managed Franking Systems in Annexure II of the tender No. TCB/100-107/RMFMs/2014_2 dt. .2014 and shall supply the machines as per those “Parameters and Technical Specifications of the Digital Postal Franking Machines under Remotely Managed Franking Systems”.

3. I/We further undertake that the information given in this tender are true and correct in all respect and we hold the responsibility for the same. 4. I/We also undertake that the s u p p l y w i l l b e m a d e in accordance with specifications given in the Part I of Annexure II to the Notice Inviting Tender and I/We shall be responsible for rejection/cancellation of the contract if the replacement of parts / spares and the work are not found up to the mark or for civil/criminal proceedings if the material supplied is found sub-standard. Dated at:

(Dated signature of tenderer with stamp of the firm)



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ANNEXURE V

DIGITAL POSTAL FRANKING MACHINES

Sl.no Details of Digital Postal Franking Machines Information

1 Make/Model 2 Whether approved by Department of posts (Yes/No) 3 Speed of the machine (Franks /hour.) 4 Max. letter thickness (mm) 5 Postal value range (min/max.) 6 Type of credit, ascending and control total meters 7 (electronic/otherwise) 8 Method of date setting. 9 Label printing facility for thicker envelops and parcels. 10 Size of slogan die (mm) - show impression 11 Size of town die (mm) - show impression. 12 Number of user accounts that can be serviced 13 Electronic password Yes/no 14 Number of keys/function etc. 15 Electronic Display. Yes/no 16 Supply details - V +/- --%, --HZ, --Watt, --Amps. 17 Item counter, non-resettable (number of digits) 18 Batch value, resettable (number of digits) 19 Min. envelope size (max.) 20 Label storage capacity (nos.) 21 Tape Roll capacity (nos.) 22 Max. envelope size (mm x mm) 23 Without auto feeder 24 With auto feeder 25 Weight of the machine (kg.) 26 Overall dimensions (h x w x d) 27 High value security (give value) 28 Low credit warning (yes/no) 29 Ram capacity (KB, no. of pages) 30 EPROM capacity. 31 Noise level (dBA at 1 meter) 32 Min. number of impression with one cartridge (for inkjet. 33 Number of digits of PO secret code. 34 Type of meter cover provided, number of cover seals &

location



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Instruction for online bid submission:

As per the directions of the Department of Expenditure this tender document has been published on the CPP Portal (http://eprocure.gov.in). The bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid digital signature certificate. The instructions given below are meant to assist the bidders in registering on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the CPP Portal. More information useful for submitting online bids on the CPP Portal may be obtained at http://eprocure.gov.in). Registration:

1. Bidders are required to enroll on the eprocument module of the CPP Portal http://eprocure.gov.in) by clicking on the link “click here to enroll”. Enrolment on the CPP Portal is free of charge.

2. As part of the enrolment process, the bidders will be required to choose a unique user name and assign a password for their accounts.

3. Bidders are advised to register their valid e mail address and mobile numbers as part of the registration process. These would be used for any communication from the CPP Portal.

4. Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (class II or class III certificates with signing key usage) issued by any certifying authority recognised by CCA India (eg: SIFY/TCS/nCode/ eMudhra etc.) with their profile.

5. Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSCs to others which may lead to misuse.

6. Bidders then log into the site through the secured login by entering their user ID/password and the password of the DSCs/e token.

Searching for tender documents: 1. There are various search options built in the CPP Portal to facilitate bidders to search active

tenders by several parameters. These parameters could include Tender ID, organization name, location, date, value etc. There is also an option of advance search for tenders, wherein the bidders may combine a number of such parameters mentioned above to search for a tender published on the CPP Portal.

2. Once the bidders have selected the tenders they are interested in, they may download the required documents/tender schedules. These tenders can be moved to the respective “My tender” folder. This would enable the CPP Portal to intimate the bidders through SMS / email in case there is any corrigendum issued to the tender document.

3. The bidder should make a note of the unique tender ID assigned to each tender, in case they want to obtain any clarification /help.

Preparation of Bids:

1. Bidder should take into account any corrigendum published on the tender document before uploading their bids.

2. Please go through the tender advertisement and the tender document carefully to understand the documents required to be uploaded as part of the bid. Please note the number of covers in which the bid documents have to be submitted, the number of documents – including the names and contents of each of the document that need to be uploaded. Any deviations from these may lead to rejection of bid.

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3. Bidder in advance, should get ready the bid documents to be uploaded as indicated in the tender document/schedule and generally, they can be in PDF/XLS formats. Bid documents may be scanned with 100 dpi with black and white option.

4. To avoid the time and effort required in uploading the same set of standard documents which are to be submitted as a part of every bid, a provision of uploading such standard documents(eg; PAN card copy, Annual Reports, Auditors certificate etc.,) has been provided to the bidders. Bidders can use “My Space” area while submitting a bid, and need not be uploaded again and again. This will lead to a reduction in the time required for bid submission process.

Submission of Bids:

1 Bidder should log into the sight well in advance for bid submission so that he/she upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues.

2 The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document.

3 Bidder has to select the payment option as “offline” to pay the tender fee/EMD as applicable and enter details of the instrument.

4 Bidder should prepare the EMD as per the instructions specified in the tender document. The original should be posted/given in person to the tender processing section, latest by the last date of bid submission. The details of the UCR issued by any postoffice/ any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.

5 A standard BOQ format has been provided with the tender document to be filled by all the bidders. Bidders are requested to note that they should necessarily submit their financial bids in the format provided and no other format is acceptable. Bidders are required to download the BOQ file, open it and complete the white coloured (Unprotected) cells with their respective financial quotes and other details (such as name of the bidder). No other cells should be changed. Once the details have been completed the bidder should save it and submit it online, without changing the file name. If the BOQ file is found to be modified by the bidder, the bid will be rejected.

6 The server time (which is displayed on the bidder’s dash board) will be considered as the standard time for referencing the dead line for submission of the bids by the bidders, opening of the bids etc. The bidder should follow this time during the bid submission.

7 All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered can not be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bid is maintained using the secured Socket Layer 128 bit encryption technology. Data storage encryption of sensitive fields is done.

8 The uploaded tender documents become readable only after the tender opening by the authorized bid openers.

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9 Upon the successful and timely submission of bids, the portal will give a successful bid submission message and a bid summary will be displayed with the bid number and the date and time of the submission of the bid with all other relevant details.

10 The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used as an entry pass for any bid opening meetings.