government of india - tamilnadu post · for chief pmg,tn circle, chennai 600002. government of...

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No. Tech/5-13/18-19/I/NIT

Assistant Director (Technology),

DSC of the Tenderer. for Chief PMG,TN Circle, Chennai 600002.

GOVERNMENT OF INDIA

Ministry of Communications, Department of Posts

Office of the Chief Postmaster General, Tamilnadu Circle, Chennai 600002

No. Tech/5-13/18-19/I/NIT dated at Chennai 600 002 the 19.08.2019

Notice Inviting e-Tender (Open)

1. Online Tenders are invited on behalf of the President of India for outsourcing the Clearing

House Interface (CHI) for General Post Office (GPO), Chennai and implementing Cheque Truncating

System (CTS) Project of Reserve Bank of India in identified post offices in the postal circles of Tamilnadu,

Kerala, Karnataka, Andhra Pradesh, Telengana, West Bengal, Orissa and North East for a period of one

year from the date of acceptance of tender/award of work which can be extended for a further period of

one year.

2. Schedule of Tender:

Tender No Tech/5-13/18-19/I/NIT

Tender Estimated cost Rs. 9,58,800/-

Amount of Earnest Money Deposit(EMD) Rs. 20,000/-

Last date of submission of Bids up to 1700 hours on 09.09.2019

Mode of submission of Bids On-line mode only

Date & Time of opening of Bids At 1100 hours on 11.09.2019

3. Each page of NIT and its Annexure including Pre Contract Integrity Pact has to be authenticated

with DSC and uploaded. All the documents in support of eligibility criteria are to be uploaded along

with Technical bid. The Tenderers are advised in their own interest to upload the scanned copies of the

papers/documents with their bids, failing which their bids may be declared non responsive.

4. The foremost requirement of participation in e Tender is to have a Digital Signature Certificate.

Instructions to the bidders to upload the bids online is also enclosed in Annexure ( containing 46 pages).

The signature of Tenderer made in all other documents annexed with the bid (as in Clause 5) should be

the same as that of DSC made in all pages of NIT.

5. The Chief PMG, TN Circle reserves the right to cancel the tender at any time/stage or

relax/amend/withdraw any of the terms and conditions contained in the tender Documents without

assigning any reason thereof. Any enquiry, after uploading of the bid shall not be entertained. In case of

withdrawal of bid, the EMD will stand forfeited.

6. The Terms and Conditions of the tender are uploaded in PDF format and Commercial bid is

uploaded in BOQ format.

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7. Complete tender documents may be downloaded from the website of Central Public

Procurement Portal (http://eprocure.gov.in) and Notice can be viewed from the website of the

Department of Posts www.indiapost.gov.in and website of Tamilnadu Postal Circle

www.tamilnadupost.nic.in. Information on corrigendum if any, relating to this tender will also be

available in eProcurement web portal and also in the website of Department.

8. Offline bids will not be entertained for the tenders published in e-procurement platform.

http://eprocure.gov.in/

http://www.indiapost.gov.in/

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DEPARTMENT OF POSTS, INDIA

Office of the Chief Postmaster General, Tamilnadu Circle, Chennai 600002

ANNEXURE-I

GENERAL TERMS AND CONDITIONS

Sub: Outsourcing the Clearing House Interface (CHI) work for General Post Office (GPO),

Chennai and implementing Cheque Truncating System (CTS) Project.

1. Introduction:

About Cheque Truncating System and Department of Posts

As per guidelines issued by Reserve Bank of India(RBI), all Clearing Houses including Post

offices should have Cheque Clearing House Interface (CHI) and Cheque Truncation

System(CTS) should be implemented. GPO, Chennai in Tamilnadu postal circle is the Nodal

office for CHI. Tamilnadu Postal Circle will outsource the CHI & CTS work and undertake this

CHI work for Postal Circles of Tamilnadu, Andhra Pradesh, Telengana, Karnataka, Kerala,

Odisha, West Bengal and North East.

2. Parties:

The parties to the Contract are the vendor/bank (the Tenderer to whom the work will be

awarded) and the Government of India/ Department of Posts through the Chief Postmaster

General [the Purchaser] of Tamilnadu circle, Chennai 600002 on behalf of President of India.

3. Addresses:

For all purposes of the contract including arbitration there under, the address of the vendor/bank

mentioned in the tender shall be the final unless the vendor/bank notifies a change of address by

a separate letter sent by Registered Post with acknowledgement due, / Speed Post to the

undersigned. The vendor/bank 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.20,000/- (Rupees Twenty thousand only) must be deposited by the

bidders in any Post Office under Unclassified Receipt (UCR).

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4.2 The scanned copy of UCR receipt for EMD must be uploaded.

4.3 The original UCR receipt will be sent by speed Post to the Assistant Director

(Technology), Office of the Chief Postmaster General, Tamilnadu Circle, Chennai 600002

before the last date and time of uploading the tender specified in the schedule of tender.

4.4 Firms registered under NSIC/DGS&D/MSME Act 2006 (registered with District Industries

Centre/Joint Director of Industries and Commerce, Government of Tamil Nadu/ respective State

Governments), with current validity, are exempted from furnishing (EMD) Bid Security.

4.5 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.

4.6 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 Deposit will be forfeited to the

Government.

4.7 The tenders without Earnest Money Deposit will be summarily rejected except those

registered under DGS&D/NSIC/MSME 2006.

4.8 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 after expiry of final bid validity and latest on or before the 30th

day after

the award of the contract.

4.9 EMD of the successful bidders will be refunded only after performances security is credited.

5. Eligibility Criteria :

The Bidder is required to meet the following „ minimum eligibility criteria‟ and provide

adequate documentary evidence for each of the criteria stipulated below:

a) The bidder should be in existence in India for a minimum of 5 years (Certificate of

incorporation to be attached).

b) Bidder should be the owner of the CTS application software (Declaration to be provided).

c) The bidder should have more than 5 years of experience of CTS services including CTS

outsourcing services. etc (Proof of PO‟s reference letters to be attached).

d) The Bidder should have experience of successfully providing CTS outsourced services to at

least 5 Banks in India.

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e) The bidder should have in-house software development capabilities in India to ensure

customizations, interfaces etc as per Banks requirement (Declaration and List of Employee with their

qualification and contact details).

f) The bidder should have experience in implementation of all CTS models like centralized

model, hub & spoke model, decentralized model, image service bureau etc (Declaration).

g) The bidder should have minimum turnover in of Rs. 30 lakhs in last 3 consecutive financial

year (Copy of Balance Sheet).

h) The bidder should be a national organization with presence in all the MICR centers of

Southern Grid. (Name and Addresses to be provided)

6. Preparation / Uploading of Bids:

6.1 Bidder should take into account any corrigendum published on the tender document before

uploading their bids.

6.2 Bidder should get ready the bid documents in advance 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.

6.3 Bidder should log into the portal well in advance for bid submission so that the bid is uploaded

in time i.e., on or before the bid submission time. Bidder will be responsible for any delay due to

other issues.

6.4 The bidder has to authenticate with his Digital Signature Certificate (DSC) and upload the

required bid owning responsibility for their correctness/authenticating documents one by one as

indicated in the tender document.

6.5 Bidder has to select the payment option as “offline” to pay the Tender Fee and EMD as

applicable and enter correct details of the UCR receipt obtained from the post office.

6.6 Bidder should pay the EMD as per the instructions specified in the tender document. The

original should be posted by Registered Post / Speed post to the undersigned to reach before the

last date and time of the bid submission. The details of the UCR issued by any post office/ any

other accepted instrument, physically sent, should tally with the details available in the scanned

copy uploaded in the CPP portal and the data entered during bid submission time. Otherwise the

uploaded bid will be rejected.

6.7 The bidder shall authenticate the bid with his Digital Signature Certificate for submitting the bid

electronically on e-procurement platform and the bids not authenticated by Digital Signature

Certificate of the bidder will not be accepted on the e-procurement platform.

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6.8 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.

6.9 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.

6.10 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.

6.11 The average no.of cheques handled per month would be 1,17,500 approximately.

6.12 A standard BOQ format has been provided with the tender document, to be filled by the bidders.

Bidders are required to note they should necessarily submit their commercial bids in the format

provided and no other format is acceptable. Bidders are required to download the BOQ file and

fill all the necessary details, which are coloured. No other cells should be modified. Once the

details are filled, the bidders should save it and submit it online, without changing the file name.

If the BOQ file uploaded is found to be modified by the bidder, the bid will be rejected.

7. Authentication of the bid with Digital Signature Certificate:

7.1 Signature should be done electronically with Digital Signature Certificate as per e-procurement

system. Individual signing the tender or other documents connected with contract must specify

whether he signs as:

‘Sole proprietor‟ of the concern or constituted attorney of such sole proprietor; if the bid

is authenticated by someone other than the sole proprietor, a copy of the power of

Attorney/Authentication should be uploaded.‟

7.2 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. If no authority is given to sign the bid, all

partners should authenticate the bid with their respective Digital Signature Certificates.

7.3 Copy of Authority in favour of the authorized Officer of the company duly executed by all the

Directors, should be uploaded.

7.4 In the case of Co-operative Society, the person who is signing the tender document must have

authority to do so and relevant authority from the Competent person should be uploaded.

N.B (i) In the case of partnership firms, a copy of the partnership agreement, or general 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 and the same should be uploaded along with the tender. The attested copy of

the certificate of registration of firm should also be uploaded along with the tender.

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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 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 Pvt. Ltd., / Limited companies, company Incorporation certificate along with the

articles of Association has to be uploaded.

(v) It may be ensured that no pages of NIT are downloaded, printed and uploaded with the

manual signature of the bidder, such bids with manual signature & seal of the tenderer shall be

summarily rejected.

vi) No page of NIT should be left out by the bidder while uploading and all pages are to be

authorized.

vii) The bidder should sign the pre-integrity pact submitted in Annexure V.

8. Technical Bid:

8.1 All documents of technical bid should be uploaded electronically in PDF format as required vide

Part II of Annexure II along with the scanned copy of UCR receipt obtained for EMD for the

amount indicated in clause 4 of NIT with full details of Technical facilities for executing the

work and other information sought for in Part I of Annexure II.

8.2 The Tenderer shall be required to furnish a declaration in “online” stating that the soft copies

uploaded by them are genuine. Any incorrectness/ deviation noticed will be viewed seriously

apart from cancelling the work duly forfeiting the EMD and the firm will also be blacklisted.

8.3 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/problem arising out of this.

8.4 A specific mention in the tender that the terms and conditions mentioned in the tender are

acceptable to the firm in full is to be made by uploading a signed copy to this effect along with

the Technical bid.

8.5 Vendor should have experience in implementing CTS solution on OPEX model.

8.6 The proposed CTS software should be compatible with the scanners available in each circle of

India Post in Southern grid mentioned in Para 1 of Annexure I.

8.7 Any incorrect information /deviation in uploading the documents will be viewed seriously apart

from cancelling the work, duly forfeiting the EMD and the firm will be blacklisted.

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9. Financial Bid:

9.1 The Department shall carry out the Technical evaluation solely based on the uploaded

certificates/documents in the e-procurement system and open the price bids of responsive

bidders.

9.2 The Financial Bid should be submitted in a standard BOQ format provided with the tender

document in CPP Portal. The bidder has to authenticate each page of bid with DSC and upload

the required bid documents one by one as indicated in the tender document.

9.3 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 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.

9.4 The Financial Bids of the Tenderer short-listed after evaluation of

technical bids will be opened on a specified date and time to be intimated to the respective

Tenderer. A duly constituted Tender Evaluation Committee (TEC) will evaluate the Technical

bids and Financial Bids.

9.5 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.

9.6 Terms of payment as stated in Tender Document shall be final.

9.7 At the time of payment, Income Tax, if any, shall be deducted at source as per Government

Rules and guidelines as may be prevailing of the time of payment.

9.8 No terms and conditions should be entered by the Tenderer along with Financial bid.

9.9 Any conditional bid will not be entertained.

10. Opening of the Tender:

On the date and time indicated in the “Schedule of Tender”, Technical bids will be opened first.

Thereafter, Financial Bids of the Tenderers short-listed 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:

The evaluation of the tenders will be done on the basis of technical information furnished in

form given in Annexure – II, which includes the following;

11.1 Payment of Earnest Money Deposit of Rs.20,000/-

11.2 Submission of documents mentioned in Part-II of Annexure-II.

11.3 The Financial Bid of such firms found valid based on technical parameters, as per Part-I and II

of Annexure – II, 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 Financial Bids will be based on

total consolidated amount.

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

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.

11.5 The award of work will be further subject to any specific terms and conditions of the contract

given in Annexure V of this NIT.

11.6 The bidder shall invariably furnish the EMD details before the date and time of opening of

Tender either personally or through Regd/Speed post and the receipt of the same is the

responsibility of the bidder. The Department will not take any responsibility for delay or non

receipt.

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 the 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 work will prejudice the contractor‟s quotation.

12.3 The Department of Posts reserves the right to cancel the tender at any time without assigning

any reason.

13. Communication of Acceptance:

Successful bidder will be informed of the acceptance of the bid. Necessary instructions

regarding the amount and time provided for security deposit will be communicated.

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14 Award of Contract

14.1 The Department of Posts shall issue a Letter of Intent to the selected Bidder after mutual

acceptance of the Work Plan.

14.2 The Bidders will sign the contract as per the standard form of contract in Annexure V within 10

days of issuance of the letter of intent.

14.3 The Bidder should commence the assignment on the date and at the locations specified in

the NIT. In case the winning Bidder fails to start the CHI/CTS work from on the specified

date after issue of Letter of Award of Work/ Letter of Intent, then the Department of Posts

may cancel the award of work to the lowest bidder and negotiate with the second lowest

bidder (L2) for award of work.

15. Validity of the bids:

The bids shall be valid for a period of one year from the date of award of work which can also

be extended for a further period of one year.

16. Performance Bank Guarantee (Security Deposit):

16.1 The selected Bidder shall be required to furnish a Performance Bank Guarantee equivalent to

10% of the assessed value of the contract, in the form of an unconditional and irrevocable bank

guarantee from a scheduled Financial bank in India in favour of Department of Posts for the

entire period of contract with additional 90 days claim period. The bank guarantee must be

submitted after award of contract but before signing of contract in the form as per Appendix C

of Annexure V . The successful bidder has to renew the bank guarantee on same terms and

conditions for the period up to contract including extension period, if any. Performance Bank

Guarantee would be returned only after successful completion of tasks assigned to them and

only after adjusting/recovering any dues recoverable/payable from/by the Bidder on any account

under the contract. On submission of this performance guarantee and after signing of the

contract, EMD would be refunded to the successful bidder.

16.2 The Performance Security can be forfeited by order of the Department of Posts in the event of

any breach or negligence or non-observance of any condition of contract or for unsatisfactory

performance or for non-acceptance of the work order. On expiry of the contract, such portion of

the said Security Deposit as may be considered by the Department of Posts sufficient to cover

any incorrect or excess payments made on the bills to the firm, shall be retained until the final

audit report on the account of firm‟s bill has been received and examined.

16.3 The Performance Security has to be furnished within 7 days from the date of acceptance of

tender and produced the required documents in original. The performance security will not be

adjusted against any payment due to the firm from the Department of Posts.

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17. 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 of any resolution or making of any order for winding up, whether voluntary or

otherwise, or in the event of the 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.

18 Breach of Terms and Conditions

In case of breach of any of terms and conditions, the competent authority will have the right to

cancel the work order without assigning any reason there for and nothing will be payable by this

Department in that event and the Security deposit shall also stand forfeited.

19. Subletting of work

The firm shall not assign or sublet the work or any part of it to any other person or firm.

20. Right to call upon information regarding status of work

The Department will have the right to call upon information regarding status of work at any

point of time.

21. Terms of payment:

21.1 No payment shall 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.

21.2 The Circles will identify a nodal officer to receive the bills and the vendor should send the

bills to the nominated officer to process the settlement of the bills.

21.3 All payments shall be made by cheque only. Before releasing payments, TDS and other taxes as

admissible from time to time will be deducted from each bill.

21.4 Payments shall be made to the vendor/Bank by the respective circle on a monthly basis

based on the number of successful scanning completed in the CHI both inward and

outward.

21.5 The term “ payment “ mentioned in this para includes all types of payment due to the contractor

arising on account of this contract excluding Earnest Money and Security Deposit governed by

the separate clauses of the contract.

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22. Arbitration

22.1 In the case of dispute arising upon or in relation to or in connection with the contract between the

Purchaser and the Supplier, which has not been settled amicably, any party can refer the dispute

to arbitration under ICADR Arbitration Rule 1996. The Arbitration and Conciliation Act, 1996

and any statutory modification or re-enactment thereof, shall apply to these arbitration

proceedings. The authority to appoint the arbitrator (s) shall be the International centre for

Alternative Dispute Resolution. The ICADR will provide Administrative service in accordance

with the ICADR arbitration Rule 1996.

22.2 The no. of Arbitrator shall be ONE. Arbitration proceedings shall be held in Bangalore, India and

the language of the arbitration proceedings and that of all documents and communications

between the parties shall be English.

22.3 The decision of the arbitrator shall be final and binding upon both parties. The expenses of the

arbitrators as determined by the arbitrators shall be shared equally by the Purchaser and the

Supplier. However, the expenses incurred by each party in connection with the

preparation, presentation shall be borne by the party itself. All arbitration awards shall be in

writing and shall state the reasons for the award.

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Tender No: Tech/5-13/18-19/II


Office of the Chief Postmaster General, Tamilnadu Circle, Chennai – 600002.

Part-I of ANNEXURE II - TECHNICAL INFORMATION AND UNDERTAKING

Sub: Notice Inviting e-Tender for outsourcing the Clearing House Interface (CHI) work for

General Post Office (GPO), Chennai and implementing Cheque Truncating System (CTS)

Project.

1. Name of the Tenderer/Concern :

2. Nature of the Concern ( i.e., Sole Proprietor or Partnership Firm or a Pvt. Ltd Company or a

Public Ltd Company or a Government Department or a Public Sector Organization or a Regd

Co-operative Society) :

3. Details of payment of Earnest Money Deposit:

Earnest Money Deposit

Receipt No.

Date.

Name of the Post Office

*(Scanned copy of the receipt to be uploaded and the original receipt to be sent by Registered Post /

Speed Post to the undersigned)

UNDERTAKING

1. I/We undertake that I/we have carefully studied all the terms and conditions and understood the

parameters of the proposed work of the Department of Posts and shall abide by them.

2. I/We also undertake that I/We have understood “Parameters and Technical specifications” for

performing the work mentioned in Annexure II of the tender and shall execute the work strictly

as per these “Parameters and Technical Specifications”.

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 certify that the soft copies uploaded are genuine and authenticated with Digital Signature

Certificate. Any incorrectness / deviation shall result in cancellation of work besides forfeiture of

EMD.

Date:

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Part –II of Annexure-II

Documents to be Uploaded in the CPP Portal along with Technical bid

1. Each page of NIT and its Annexure including Pre Contract Integrity Pact has to be authenticated

with DSC and uploaded.

2. Scanned copy of UCR receipt of Tender Fee and EMD receipt.

3. Copy of Registration Certificate issued by NSIC, Govt. of India Enterprise/DG S&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).

4. In case of Private Ltd Co or Public Ltd Co or Registered Co-operative Society, Annual

Reports consisting of Balance sheet and Profit and Loss Account for the year 2016-2017,

2017-2018 and 2018-2019 duly authenticated by the Charted Accountant.

5. In case of Sole Proprietorship or Partnership, Balance Sheets and Profit and loss Accounts

for the years 2016-2017, 2017-2018 and 2018-2019 duly authenticated by the Charted

Accountant.

6. Income Tax returns for the Assessment Years 2017-2018,2018-2019 and 2019-2020 duly

authenticated.

7. Copy of Registered Partnership Deed/General Power of Attorney other documents as

referred to in Clause 5 of Annexure I to the NIT/ Incorporation certificate and Articles of

Association (Any one of these documents as is applicable) 8. Copy of PAN card.

9. Copy of Certificate of Registration for VAT or similar registration with Govt. Authorities.

10. List of major customers during the last two years.

11. Any other information important in the opinion of the Tenderer.

12. The bidder has to upload a declaration stating that the soft copies uploaded are genuine.

Note: 1. The documents mentioned at serial 1 to 9 and 12 above are mandatory, the

failure to submit these documents will entail disqualification of the tender at

Technical Bid Stage itself.

2. However, in respect of Firm/bank which commenced its operation on or after 01-04-

2016, the financial statements mentioned at items 4 to 6 above should cover the period

from the date of commencement of operation and up to 31.03.2019.

3. Tenders not accompanied with any of the documents mentioned at serial 1 to 9, except to

the extent stated in Note 2 above will be rejected.

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Annexure III

Part I of Annexure III – Financial Bid Covering Letter (To be submitted on the Letter head of the Vendor/Bank)

To,

The Chief Postmaster General,

Tamilnadu Postal Circle,

Chennai – 600002

Dear Sir, .

Ref: NIT no. Tech/5-13/18-19/I/NIT dated 19.08.2019

1. Having examined the NIT document, we, the undersigned, herewith submit our response to your

NIT Notification dated 19 /08/2019 for CTS Project, in full conformity with the said NIT

document. (in case of consortium, the names of the consortium partners shall be provided here)

2. We, the undersigned, offer to provide services to Department of Posts for carrying out the

CTS/CHI functions.

3. We have read the provisions of the NIT document and confirm that these are acceptable to us.

Hence, we are hereby submitting our Financial Bid.

4. We agree to abide by this NIT, consisting of this letter, financial bid and all requisite supporting

documents, for a period of 90 days from the closing date fixed for submission of bid as stipulated

in the NIT document.

5. We hereby declare that we are interested in participating in the CTS project and have submitted

the financial bids for CHI facility as mentioned below.

Sl

No.

CHI Facility Location

1 Cheque Clearing House Interface at GPO, Chennai connecting all Head Post

Offices in the postal circles of Tamilnadu, Karnataka, Kerala, Andhra Pradesh,

Telengana, Odisha, West Bengal and North East.

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6. We would like to declare that we are not involved in any litigation with any Government in India

and we are not under a declaration of ineligibility for corrupt or fraudulent practices.

7. We hereby declare that we have not been blacklisted by any Central/ State/ UT Government.

8. We hereby declare that we have not been charged with any fraudulent activities by any Central/

State/ UT Government.

9. We hereby certify that we have taken steps to ensure that no person acting for us or on our behalf

will engage in bribery.

10. We undertake that, in competing for (and, if the award is made to us, in executing) the above

contract, we will strictly observe the laws against fraud and corruption in force in India namely

“Prevention of Corruption Act, 1988”.

11. In case we are engaged by the Department of Posts as a vendor for the CTS project, we shall

provide any assistance/cooperation required by Department of Posts, for performing their auditing

and inspection functions. We understand that our non-cooperation for the same shall be grounds

for termination of service.

12. In case we are engaged as a vendor for this CTS project, we agree to abide by all the terms &

conditions of the Contract that will be issued by Department of Posts and the terms and conditions

of RBI.

13. The financial bid includes the cost of setting up and operating scanning of cheques stations, cost of

providing additional services like training and performing all functions as per the scope of work

defined in section 5 of the NIT.

14. We declare that the Technology solution provided by us cannot be repaired/ accessed by third

parties.

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Our correspondence details with regard to this NIT are:

No. Information Details

1. Name of the Contact Person

2. Address of the Contact Person

3. Name, designation and contact address

of the person to whom all references

shall be made regarding this NIT

4. Telephone number of the Contact

Person

5. Mobile number of the Contact Person

6. Email ID of the Contact Person

7. Corporate website URL

Yours sincerely,

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

18




Part II of Annexure III – Financial Bid Form for a Given Schedule

(This will be in BOQ format and the same to be uploaded

as mentioned in para 5.5 of Annexure VI as below)

“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 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.”

19




Tender No: Tech/5-13/14-15/II


Office of the Chief Postmaster General, Tamilnadu Circle, Chennai – 600002.

ANNEXURE IV

Sub: Notice inviting Tender for selection of Vendor /Bank for out sourcing CHI work for GPO, Chennai

and CTS work.

1. SCOPE OF WORK

The scope of work of the Vendor/Banker is defined below

1. Functional scope

2. Geographical scope

1.1 Functional Scope

The functional scope of this work shall include all the steps described below.

Providing CHI for General Post Office (GPO), Chennai 600001.

1. Providing CHI facility on outsourcing basis for GPO, Chennai.

2. Capturing the data as per the guidelines/requirements prescribed by Reserve Bank of

India and National Payments Corporation of India.

3. Arrangements to transfer digitized images from all identified Post Offices in all the

Circles mentioned in para no. 1 of Annexure I, to the CHI for GPO, Chennai

4. This process may be implemented /expanded to any other postal circles if required.

5. Required training if any, should be provided for the officials of HPOs in each circle.

1.2 Setting up of Scanning stations:

The model of operations proposed by the DoP is described hereunder.

Head Post offices or any other identified post offices in Tamilnadu, Andhra Pradesh, Telengana,

Karnataka, Kerala, Odisha, West Bengal and North East Circles will have scanning facility

provided with the scanner, connectivity etc. The staff in these offices will have to scan cheques

physically and push them electronically. These images can be captured in a nodal point by the

vendor/ Bank through their customized software and the clearance facility can be extended

through the CHI. The infrastructure required at the field units/HOs will be provided by the

DOP.

Images have to be processed at the CHI for GPO, Chennai. This provision of providing CHI

facility on behalf of GPO, Chennai is primary function of the Vendor/Bank. This work is an

outsourced model on click charges method per cheque both inward and outward.

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1.3 Mandatory requirements

A Facilities provided by Department of Posts at Scanning Centre & CHI

A.1 Following infrastructure will be provided by the DoP.

i. A desktop computer will be provided by the DoP at all locations with any of the

following Operating System:

Windows 7 Professional/ Enterprise Version OR Windows 8 or other higher version of

OS of Windows compatible with the software of the Vendor/Bank.

ii. A scanner either Canon CR-50 or Digital Check scanner TS 240 or any other

compatible scanner to scan the images of the cheques will be provided at all stations

by DoP.

A.2 Working of the above equipment at every station will be ensured by DoP

A.3 2 Mbps broadband connectivity will be provided by DoP

A.4 Power backup to the above systems will be provided by DoP.

A.5 Clearly demarcated space for scanning cheques within each identified Post Office premises

A.6 Furniture to house scanning stations and seat for operator and supervisor

A.7 Electricity to operate scanning stations

A.8 Storage space for scanning

B Facilities provided by the Vendor

B.1 The software to scan the images and capturing data will be provided by the vendor/Bank.

B.2 Training to the DoP staff at the identified post offices.

1.4 Training Manpower for scanning activity

1. The vendor /Bank personnel shall identify resource personnel for necessary training to the

officials of DoP including scanning the cheques at all specified locations in all the circles

mentioned in para. 1.2

2. The CHI will be managed by the vendor/banker with its own personnel.

1.5 Data backup and transfer:

The data thus collected would be transmitted to the Hub/bank/CHI for the process of realization

at the earliest and within the time lines prescribed by RBI.

1.6 Privacy & Security

The vendor/Bank are responsible to make sure that the data is kept in a very secure and

confidential manner and under any circumstances, shall they neither use the data themselves nor

part with the data to any other agency other than the DoP .

1.7 Providing Electronic MIS Reports as provided by the software

The MIS required for accounting of cheque both inward and outward will be provided by the

vendor/Bank. The formats and contents of the MIS reports shall be decided by the DoP/Vendor.

1.8 Geographical Scope

The geographical scope of work for operations shall include the areas as specified in part II of

Annexure V.

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1.9 Non-performance of selected vendors

If a vendor performance in a station/CHI is not up to the mark or vendor is facing logistic

problems due to its own internal resources, the Department of Posts (DoP) in such cases will

allow another vendor (the second vendor in a schedule or the designated reserve vendor) to carry

out the task. In extreme cases, the Department of Posts will exercise the option of canceling the

order and allocating the work to the second or reserve vendor of the schedule as per its

discretion.

1.10 Roles & Responsibilities

The roles and responsibilities of the vendor/bank involved in the scanning process are defined

below:

The Vendor/Bank:

1. Installation and configuration of scanning software for cheque scanning facility and support

at identified Post Offices which will work as stations for scanning cheques.

2. Compatibility of the software with the Canon CR-50 scanner and Digital Check scanner

TS 240 240 or any other compatible scanner already provided at the scanning centres.

o Ensure processes and standards followed for CTS/CHI.

o Work closely with the purchaser in implementing CTS

o Ask for remedial / corrective action in case of process / quality deviations and grievances

addressal

o At the periodic intervals the electronic data captured in the post offices would be sent to the

CHI @ Chennai in the prescribed method and mode by the Vendor.

o The supplier would provide facility and train the officials at the post offices, a list of which

is provided by the circles. Ensure adequate back up arrangements at all centres.

o The purchaser would have the full right to add or delete any post office /location from list at

Part II of Annexure V.

Manage data and cheques both inward and outward from CHI to the postal units in the circle.

Training of DoP personnel to handle cheques wherever required.

1.11 Timeline

Timeline will be as specified below. These timeline must be strictly adhered to unless special

dispensation is obtained from the Chief PMG or other authorized representative.

Description of activity Start Date of CHI & Scanning

Scanning of cheques in all scanning locations in all the

circles mentioned in para no. 1 of Annexure I With effect from 1

st of October

2019 or the date specified by the

Tenderer after finalization of

tender

22




Annexure V – Standard form of Contract

7.1 Contract Form

This Contract is made on this…………..day of ………….2019 by and between the President of

India, acting through Chief PMG, Tamil Nadu Circle, Department of Posts, Chennai 600002

(hereinafter referred to as „Purchaser‟ which expression shall unless repugnant to the context or

meaning thereof, include its successor-in-office and assigns) of the ONE PART:

AND

(Name of the Vendor/bank) having its registered office at (Address of Firm) through – (Name

and Designation) who is duly authorized in his behalf hereinafter referred to as „Supplier‟

(which expression shall unless repugnant to the context or meaning thereof, include its

successor-in-office and assigns) of the SECOND PART:

And in pursuance of having accepted the said bid the parties have agreed to enter into this

agreement.

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively

assigned to them in the Contract referred to.

2. The following documents (collectively referred to as “Contract Documents”) shall be deemed to

form and be read and construed as part of this Agreement, viz.:

a) Part I of Annexure V: The General Conditions of Contract;

b) Appendix A: Services to be provided by the Vendor/Bank

c) Appendix B: Payment to the Vendor/Bank

d) Appendix C: Bank Guarantee Format.

e) Part II of Annexure V: Scanning locations at Post Offices in the identified circles.

3. The mutual rights and obligations of the Purchaser and the Supplier shall be as set forth in the

Contract, in particular:

a) the Supplier shall carry out the Services in accordance with the provisions of the Contract;

and

b) the Purchaser shall make payments to the Supplier in accordance with the provisions of the

Contract.

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IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their

respective names as of the day and year first above written.

For and on behalf of The President of India, acting through

Mr. /Ms__________________________ (Name & Designation)

O/o the Chief Postmaster General

Tamilnadu Circle, Chennai 600002

For and on behalf of [name of Supplier]

Mr. /Ms____________________________

(Name & Designation)

(Authorized Signatory of the Supplier)

[Note: If the Supplier consists of more than one entity, all these entities should appear as

signatories]

Witness

1. Signature__________________

Name_______________________

Designation__________________

Organisation_________________

2. Signature__________________

Name_______________________

Designation__________________

Organisation_________________

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Part I of Annexure V

7.2 General Conditions of Contract

1. GENERAL PROVISIONS

1.1 Definitions

Unless the context otherwise requires, the following terms whenever used in this Contract have the

following meanings:

(a) “Applicable Law” means the laws and any other instruments having the force of law in India.

(b) “Purchaser” means the entity purchasing the services under this Contract i.e. The Chief

Postmaster General

(c) “Contract” means the Agreement entered into between the Purchaser and the Supplier, together

with the contract documents referred to therein, including all the attachments, appendices,

annexure, and all documents incorporated by reference therein

(d) “Cost of service” means the price to be paid for the performance of the Services, in accordance

with Clause GC 6, subject to such additions and adjustments thereto or deductions there from,

as may be made pursuant to the Contract

(e) “Effective Date” means the date on which this Contract comes into force and effect pursuant to

Clause GC 2.1.

(f) “Supplier” means– the Vendor/bank engaged by the purchaser for outsourcing CHI activity and

related CTS implementations.

(g) “GC” means these General Conditions of Contract.

(h) “Government” means the Government of India.

(i) “Purchaser ” means the Department of Posts/Tamilnadu Circle.

(j) “Supplier” means the Vendor/Bank whose bid to perform the Contract has been accepted and is

named as such in the Agreement.

(k) “Party” means the Purchaser or the Supplier, as the case may be, and “Parties” means both of

them.

(l) “Personnel” means persons hired by the Bidder and assigned to the performance of the Services

or any part thereof.

(m) “SC” means the Special Conditions of Contract by which the GC may be amended or

supplemented.

(n) “Services” means the work to be performed by the Supplier pursuant to this Contract, as

described in Appendix A hereto.

(o) “Bidder” means the entity bidding for the services under the Contract.

(p) “In writing” means communicated in written form with proof of receipt.

1.2 Relationship Between the Parties

Nothing contained herein shall be construed as establishing a relationship of master and servant

or of principal and agent as between the Purchaser and the Supplier. The Supplier, subject to this

Contract, has complete charge of Personnel performing the Services and shall be fully

responsible for the Services performed by them or on their behalf hereunder.

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1.3 Law Governing Contract

This Contract, its meaning and interpretation, and the relation between the Parties shall be

governed by the Applicable Laws of India.

1.4 Language This Contract has been executed in English, which shall be the binding and controlling

language for all matters relating to the meaning or interpretation of this Contract.

1.5 Notices 1.5.1 Any notice, request or consent required or permitted to be given or made pursuant to this

Contract shall be in writing. Any such notice, request or consent shall be deemed to have been

given or made when delivered in person to an authorized representative of the Party to whom the

communication is addressed, or when sent to such Party at the address specified in the SC.

1.5.2 A Party may change his address for notice hereunder by giving the other Party notice in writing

of such change to the address specified in the SC.

1.6 Location: The Services shall be performed at such locations as specified in NIT and where the location is

not so specified, at such locations, as the Purchaser may approve.

1.7 Authorized Representatives Any action required or permitted to be taken, and any document required or permitted to be

executed under this Contract by the Purchaser or the Bidder may be taken or executed by the

officials specified in the SC.

1.8 Taxes and Duties The Supplier and their Personnel shall pay such indirect taxes, duties, fees, and other

impositions levied under the Applicable Laws of India.

1.9 Fraud and Corruption

1.9.1 Definitions

It is the Purchaser‟s policy to require that the Purchaser as well as Suppliers observe the highest

standard of ethics during the selection and execution of such contracts. In pursuance of this

policy, the Purchaser:

(a) defines, for the purpose of this provision, the terms set forth below as follows:

(i) “corrupt practice” means the offering, receiving, or soliciting, directly or indirectly, of anything of

value to influence the action of a public official in the selection process or in contract execution;

(ii) “fraudulent practice” means a misrepresentation or omission of facts in order to influence or the

execution of a contract to the Purchaser; and includes collusive practice among bidders, prior to or

after bid submission, designed to establish bid prices at artificially high or non-competitive levels

and to deprive the Purchaser of the benefits of free and open competition.

26




(iii) “collusive practices” means a scheme or arrangement between two or more bidders, with or

without the knowledge of the Purchaser, designed to establish prices at artificial, noncompetitive

levels;

(iv) “coercive practices” means harming or threatening to harm, directly or indirectly, persons or their

property to influence their participation in a procurement process, or affect the execution of a

contract;

(v) “unfair trade practices” means supply of services different from what is ordered on, or change in

the Scope of Work which was agreed to;

1.9.2 Measures to be taken by the Purchaser

(a) The Purchaser may terminate the contract if it determines at any time that representatives of the

Supplier were engaged in corrupt, fraudulent, collusive or coercive practices during the selection

process or the execution of that contract, without the Supplier having taken timely and appropriate

action satisfactory to the Purchaser to remedy the situation;

(b) The Purchaser may also sanction against the Supplier, including declaring the Supplier ineligible,

either indefinitely or for a stated period of time, to be awarded a contract if it at any time

determines that the Supplier has, directly or through an agent, engaged in corrupt, fraudulent,

collusive or coercive practices in competing for, or in executing, a Purchaser-financed contract.

1.9.3 Commissions and Fees Purchaser will require the successful Supplier to disclose any commissions or fees that may have

been paid or are to be paid to agents, representatives, or commission agents with respect to the

selection process or execution of the contract. The information disclosed must include at least

the name and address of the agent, representative, or commission agent, the amount and

currency, and the purpose of the commission or fee.

1.10 Interpretation In this Contract unless a contrary intention is evident:

(a) the clause headings are for convenient reference only and do not form part of this Contract;

(b) unless otherwise specified a reference to a clause number is a reference to all of its sub-clauses;

(c) unless otherwise specified a reference to a clause, sub-clause or section is a reference to a

clause, sub-clause or section of this Contract including any amendments or modifications to the

same from time to time;

(d) a word in the singular includes the plural and a word in the plural includes the singular;

(e) a word importing a gender includes any other gender;

(f) a reference to a person includes a partnership and a body corporate;

(g) a reference to legislation includes legislation repealing, replacing or amending that legislation;

27




(h) where a word or phrase is given a particular meaning it includes the appropriate

grammatical forms of that word or phrase which have corresponding meanings;

(i) in the event of an inconsistency between the terms of this Contract and the Bid document and

the Proposal, the terms of this Contract hereof shall prevail

2. COMMENCEMENT, COMPLETION, MODIFICATION AND TERMINATION OF CONTRACT

2.1 Effectiveness of Contract

This Contract shall come into effect on the date the Contract is signed by both Parties.

2.2 Termination of Contract subject to necessary approvals

"Notwithstanding the duration of the contract stated in GC 2.4, the Purchaser, without

prejudice or liability, reserves the right to terminate the contract at any point of time in the

event necessary approvals for continuation of scanning are not available to the Purchaser"

In case of termination as per this clause, all payments due to the Supplier for that period shall be

made by the Purchaser.

2.3 Commencement of Services

The Supplier shall begin carrying out the Services with effect from the Effective Date specified

in Schedule of Tender.

2.4 Expiration of Contract

Unless terminated earlier pursuant to Clause GC 2.2 hereof, this Contract shall expire at the end

of such time period after the Effective Date as specified in the SC.

2.5 Entire Agreement

This Contract contains all covenants, stipulations and provisions agreed by the Parties. No agent

or representative of either Party has authority to make, and the Parties shall not be bound by or

be liable for, any other statement, representation, promise or agreement not set forth herein.

2.6 Modifications or Variations

a) Any modification or variation of the terms and conditions of this Contract, including any

modification or variation of the scope of the Services, may only be made by written agreement

between the Parties. However, each Party shall give due consideration to any proposals for

modification or variation made by the other Party.

(b) In cases of substantial modifications or variations, the prior written consent of the Purchaser is

required.

2.7 Force Majeure

2.7.1 Définition

a) For the purposes of this Contract, “Force Majeure” means an event which is beyond the

reasonable control of a Party, is not foreseeable, is unavoidable and not brought about by or at

the instance of the Party claiming to be affected by such events and which has

28




caused the non-performance or delay in performance, and which makes a Party‟s performance of

its obligations hereunder impossible or so impractical as reasonably to be considered impossible

in the circumstances, and includes, but is not limited to, war, riots, civil disorder, earthquake,

fire, explosion, storm, flood or other extreme adverse weather conditions, strikes, lockouts or

other industrial action (except where such strikes, lockouts or other industrial action are within

the power of the Party invoking Force Majeure to prevent), confiscation or any other action by

Government agencies.

(b) Force Majeure shall not include (i) any event which is caused by the negligence or intentional

action of a Party or agents or employees, nor (ii) any event which a diligent Party could

reasonably have been expected both to take into account at the time of the conclusion of this

Contract, and avoid or overcome in the carrying out of its obligations hereunder.

(c) Force Majeure shall not include insufficiency of funds or inability to make any payment required

hereunder.

2.7.2 No Breach of Contract

The failure of a Party to fulfill any of its obligations under the contract shall not be considered to

be a breach of, or default under, this Contract insofar as such inability arises from an event of

Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable

precautions, due care and reasonable alternative measures in order to carry out the terms and

conditions of this Contract, and (b) has informed the other Party as soon as possible about the

occurrence of such an event.

2.7.3 Measures to be taken

(a) A Party affected by an event of Force Majeure shall continue to perform its obligations under

the Contract as far as is reasonably practical, and shall take all reasonable measures to

minimize the consequences of any event of Force Majeure.

(b) A Party affected by an event of Force Majeure shall notify the other Party of such event as

soon as possible, and in any case not later than fourteen (14) days following the occurrence of

such event, providing evidence of the nature and cause of such event, and shall similarly give

written notice of the restoration of normal conditions as soon as possible.

(c) Any period within which a Party shall, pursuant to this Contract, complete any action or task,

shall be extended for a period equal to the time during which such Party was unable to perform

such action as a result of Force Majeure.

(d) During the period of their inability to perform the Services as a result of an event of Force

Majeure, the Supplier, upon instructions by the Purchaser, shall either:

(i) Demobilize,; or

(ii) Continue with the Services to the extent possible, in which case the Supplier shall continue to

be paid proportionately and on prorata basis, under the terms of this Contract.

29




(e) In the case of disagreement between the Parties as to the existence or extent of Force Majeure,

the matter shall be settled according to Clause GC 8.

2.8 Suspension The Purchaser may, by written notice of suspension to the Supplier, suspend all payments to the

Supplier hereunder if the Supplier fails to perform any of its obligations under this Contract,

including the carrying out of the Services, provided that such notice of suspension (i) shall

specify the nature of the failure, and (ii) shall allow the Supplier to remedy such failure, if

capable of being remedied, within a period not exceeding thirty (30) days after receipt by the

Supplier of such notice of suspension.

2.9 Termination

2.9.1 By the Purchaser

The Purchaser may, without prejudice to any other remedy for breach of Contract, terminate

this Contract in case of the occurrence of any of the events specified in paragraphs (a) through

(i) of this Clause GC 2.9.1. In such an occurrence the Purchaser shall give a not less than thirty

(30) days‟ written notice of termination to the Supplier, and sixty (60) days‟ in the case of the

event referred to in (l).

(a) If the Supplier does not remedy a failure in the performance of their obligations under the

Contract, within thirty (30) days after being notified or within any further period as the

Purchaser may have subsequently approved in writing.

(b) If the Supplier becomes (or, if the Supplier consists of more than one entity, if any of its

Members becomes and which has substantial bearing on providing Services under this

contract) insolvent or go into liquidation or receivership whether compulsory or voluntary.

(c) If the Supplier, in the judgment of the Purchaser has engaged in corrupt or fraudulent practice

in competing for or in executing the Contract.

(d) If, as the result of Force Majeure, the Supplier are unable to perform a material portion of the

Services for a period of not less than sixty (60) days.

(e) If the Supplier submits to the Purchaser a false statement which has a material effect on the

rights, obligations or interests of the Purchaser.

(f) If the Supplier places itself in position of conflict of interest or fails to disclose promptly any

conflict of interest to the Purchaser.

(g) If the Supplier fails to provide the quality services as envisaged under this Contract. The

Purchaser may make judgment regarding the poor quality of services, the reasons for which

shall be recorded in writing. The Purchaser may decide to give one chance to the Supplier to

improve the quality of the services.

h) If the Purchaser, in its sole discretion and for any reason whatsoever, decides to terminate this

Contract, the same will be terminated.

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i) In the event the Purchaser terminates the Contract in whole or in part, pursuant to Clause GC

Clause 2.9.1, the Purchaser may procure, upon such terms and in such manner as it deems

appropriate, services similar to those undelivered or not performed, and the Supplier shall be

liable to the Purchaser for any additional costs for such similar services. However, the Supplier

shall continue performance of the Contract to the extent not terminated.

2.9.2 Cessation of Rights and Obligations

Upon termination of this Contract pursuant to Clauses GC 2.2 or GC 2.9 hereof, or upon

expiration of this Contract pursuant to Clause GC 2.4 hereof, all rights and obligations of the

Parties hereunder shall cease, except (i) such rights and obligations as may have accrued on the

date of termination or expiration, (ii) the obligation of confidentiality set forth in Clause GC 3.4

hereof, (iii) the Supplier‟s obligation to permit inspection, copying and auditing of their accounts

and records set forth in Clause GC 3.5 hereof, and (iv) any right which a Party may have under

the applicable Law.

2.9.3 Cessation of Services

Upon termination of this Contract by notice of either Party to the other pursuant to Clauses GC

2.9.1 or GC 2.9.2 hereof, the Supplier shall, immediately upon dispatch or receipt of such notice,

take all necessary steps to bring the Services to a close in a prompt and orderly manner and shall

make every reasonable effort to keep expenditures for this purpose to a minimum. With respect

to documents, data, and/ or any other material prepared by the Supplier and equipment and

materials furnished by the Purchaser, the Supplier shall proceed as provided, respectively, by

Clauses GC 3.9 or GC 3.10 hereof.

2.9.4 Payment upon Termination Upon termination of this Contract pursuant to Clauses GC 2.9.1 or GC 2.9.2, the Purchaser

shall make the following payments to the Supplier:

(a) If the Contract is terminated pursuant to Clause GC 2.9.1 (d), (g), (i) and l or 2.9.2,

remuneration pursuant to Clause GC 6.3 hereof for Services satisfactorily performed prior to

the effective date of termination;

(b) If the agreement is terminated pursuant of Clause GC 2.9.1 (a) to (c), (e), (f), (h) and (i), the

Supplier shall not be entitled to receive any agreed payments upon termination of the contract.

However, the Purchaser may consider making payment for the part satisfactorily performed on

the basis of Quantum Merit as assessed by it, if such part is of economic utility to the

Purchaser. Applicable under such circumstances, upon termination, the Purchaser may also

impose liquidated damages as per the provisions of Clause GC 9 of this agreement. The

Supplier will be required to pay any such liquidated damages to Purchaser within 30 days of

termination date.

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2.9.5 Disputes about Events of Termination:

If either Party disputes whether an event specified in paragraphs (a) through m) of Clause GC

2.9.1 or in Clause GC 2.9.2 hereof has occurred, such Party may, within thirty (30) days after

receipt of notice of termination from the other Party, refer the matter to Clause GC 8 hereof, and

this Contract shall not be terminated on account of such event except in accordance with the

terms of any resulting arbitral award.

2.10 Extension of Contract The contract shall be valid for one year from the date of signing. The contract may be

extendable by one year as required by the Purchaser based on mutual agreement.

3. OBLIGATIONS OF THE SUPPLIER

3.1 General

3.1.1 Standard of Performance

The Supplier shall perform the Services and carry out their obligations hereunder with all due

diligence, efficiency and economy, in accordance with generally accepted professional standards

and practices, and shall observe sound management practices, and employ appropriate

technology and safe and effective equipment, machinery, materials and methods. The Supplier

shall always act, in respect of any matter relating to this Contract or to the Services, as faithful

advisers to the Purchaser, and shall at all times support and safeguard the Purchaser‟s legitimate

interests in any dealings with third Parties.

3.2 Prohibition of Conflicting Activities

The Supplier shall not engage, and shall cause their Personnel as well as and their Personnel not

to engage, either directly or indirectly, in any business or professional activities which would

conflict with the activities assigned to them under this Contract.

a) The Supplier shall keep safe, secure and confidential and protect from unauthorized access, loss

or damage all information and all documents, data and information of any nature collected in the

course of this project.

b) The Supplier shall not store, copy, publish, print, interfere, tamper with or manipulate the

information collected in the course of this project.

c) The Supplier shall not give access to the information or data collected in the course of handling

cheques to any person who is not authorized to handle the information or data. Information

should only be given to personnel authorized by the Purchaser and only transmitted in the

manner prescribed by both sides/RBI/Banker/Vendor

3.4 General

Confidentiality

Except with the prior written consent of the Purchaser, the Supplier and the Personnel shall not

at any time communicate to any person or entity any confidential information acquired in the

course of the Services, nor shall the Supplier and the Personnel make public the

recommendations formulated in the course of, or as a result of, the Services.

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3.5 Accounting, Inspection and Auditing

(a) The Supplier (i) shall keep accurate and systematic accounts and records in respect of the

Services hereunder, in accordance with internationally accepted accounting principles and in

such form and detail as will clearly identify all relevant time changes and costs, and the bases

thereof, and (ii) shall periodically permit the Purchaser or its designated representative and/or

the Purchaser, and up to five years from expiration or termination of this Contract, to inspect

the same and make copies thereof as well as to have them audited by auditors appointed by the

Purchaser or the Purchaser, if so required by the Purchaser or the Purchaser as the case may

be.

(b) The Purchaser shall have the right to carry out inspection checks, audits of the Supplier‟s

premises and/ or locations, facilities, or point of delivery of services performed under this

contract.

(c) The Purchaser shall have the right to carry out scheduled/ un-scheduled visits to any of the

locations, scanning centres/CHI manned by the Supplier and oversee the processes and

operations of the Supplier

3.6 Sub-contracting

The Supplier shall not be permitted to sub-contract any part of its obligations, duties, or

responsibilities under this contract

3.7 Reporting Obligations (a) The Supplier shall submit to the Purchaser the reports and documents specified in Appendix B

hereto, in the form, in the numbers and within the time periods set forth in the said Appendix.

3.8 Rights of Use (a) All rights of use of any process, product, service, or data developed, generated, or collected, or

any other task performed by the Supplier under the execution of the contract, would lie

exclusively with the Purchaser or its nominated agencies in perpetuity free from all liens,

encumbrances, and other third party rights and the Supplier shall, wherever required, take all

steps that may be necessary to ensure the transfer of such rights in favour of the Purchaser or its

nominated agencies.

3.9 Intellectual Property Rights (IPR) (a) The intellectual property rights to all the outputs, deliverables, data, reports developed during the

execution of this Contract shall remain sole property of the Purchaser

3.10 Assignment

The Supplier shall not assign, in whole or in part, their obligations under this Contract

33




4. SUPPLIER’S PERSONNEL

4.1 General The Supplier shall employ and provide such qualified and experienced Personnel as are required

to carry out the Services.

4.2 Project Manager

If required, the Supplier shall ensure that at all times during the Supplier's performance of the

Services a project manager, acceptable to the Purchaser, shall take charge of the performance of

such Services.

5. OBLIGATIONS OF THE PURCHASER

5.1 Change in the Applicable Law Related to Taxes and Duties

If, after the date of this Contract, there is any change in the Applicable Laws of India with

respect to taxes and duties, which are directly payable by the Supplier for providing the

services i.e. service tax or any like applicable tax from time to time, which increases or

decreases the cost incurred by the Supplier in performing the Services, then the remuneration

and reimbursable expenses otherwise payable to the Supplier under this Contract shall be

increased or decreased accordingly by agreement between the Parties hereto

5.2 Services, Facilities and Property of the Purchaser

(a) The Purchaser shall make available to the Supplier and its Personnel, for the purposes of

the Services and free of any charge, the services, facilities and property described in Appendix

A at the times and in the manner specified in said Appendix.

(b) In case that such services, facilities and property shall not be made available to the

Supplier as and when specified in Appendix A, the Parties shall agree on any time extension that

it may be appropriate to grant to the Supplier for the performance of the Services .

5.3 Payment

In consideration of the Services performed by the Supplier under this Contract, the

Purchaser shall make to the Supplier such payments and in such manner as is provided

in Appendix B of this Contract.

6. GOOD FAITH

6.1 Good Faith The Parties undertake to act in good faith with respect to each other‟s rights under this Contract

and to adopt all reasonable measures to ensure the realization of the objectives of this Contract.

34




6.2 Operation of the Contract The Parties recognize that it is impractical in this Contract to provide for every contingency

which may arise during the life of the Contract, and the Parties hereby agree that it is their

intention that this Contract shall operate fairly as between them, and without detriment to

the interest of either of them, and that, if during the term of this Contract either Party believes

that this Contract is operating unfairly, the Parties will use their best efforts to agree on such

action as may be necessary to remove the cause or causes of such unfairness, but no failure to

agree on any action pursuant to this Clause shall give rise to a dispute subject to arbitration in

accordance with Clause GC 8 hereof.

7. SETTLEMENT OF DISPUTES

7.1 Amicable Settlement

Performance of the contract is governed by the terms & conditions of the contract, in case of

dispute arises between the parties regarding any matter under the contract, either Party of the

contract may send a written Notice of Dispute to the other party. The Party receiving the

Notice of Dispute will consider the Notice and respond to it in writing within 30 days after

receipt. If that party fails to respond within 30 days, or the dispute cannot be amicably settled

within 60 days following the response of that party, clause GC 8.2 shall become applicable.

7.2 Arbitration

(a) In the case of dispute arising upon or in relation to or in connection with the contract between the

Purchaser and the Supplier, which has not been settled amicably, any party can refer the dispute

to arbitration under ICADR Arbitration Rule 1996. The Arbitration and Conciliation Act, 1996

and any statutory modification or re-enactment thereof, shall apply to these arbitration

proceedings. The authority to appoint the arbitrator (s) shall be the International centre for

Alternative Dispute Resolution. The ICADR will provide Administrative service in accordance

with the ICADR arbitration Rule 1996.

(b) The no. of Arbitrator shall be ONE. Arbitration proceedings shall be held in Bangalore, India and

the language of the arbitration proceedings and that of all documents and communications

between the parties shall be English.

(c) The decision of the arbitrator shall be final and binding upon both parties. The expenses of the

arbitrators as determined by the arbitrators shall be shared equally by the Purchaser and the

Supplier. However, the expenses incurred by each party in connection with the

preparation, presentation shall be borne by the party itself. All arbitration awards shall be in

writing and shall state the reasons for the award.

35




8. LIQUIDATED DAMAGES

8.1 The parties hereby agree that due to negligence of act of any party, if the other party suffers

losses, damages the quantification of which may be difficult, and hence the amount

specified hereunder shall be construed as reasonable estimate of the damages and both the

parties agree to pay such liquidated damages, as defined hereunder as per the provisions of this

Contract.

8.2 The liquidated damages shall be applicable under the following circumstances:

(a) Except as provided under GC 2.7, if the Supplier fails to perform the services within the

period specified in the Contract, the Purchaser may without prejudice to all its other

remedies under the Contract, deduct from the payment due, as liquidated damages. The

Purchaser shall be free to impose any penalty as deemed fit. In addition, the Purchaser shall

reserve the right to terminate the contract and recover the liquidated damages by forfeiting the

performance guarantee submitted by the Supplier.

(b) If the services supplied do not meet the minimum specifications and standards as per the

Contract, and the same is not modified to meet the requirements within 14 days of being

informed by the Purchaser. The Purchaser shall be free to impose any penalty as deemed fit. In

addition, the Purchaser shall reserve the right to terminate the contract and recover the liquidated

damages by forfeiting the performance guarantee submitted by the Supplier.

9. ADHERENCE TO RULES & REGULATIONS

9.1 Adherence to Safety Procedures, Rules, Regulations, & Restrictions

(a) The Supplier shall comply with the provisions of all laws including labour laws, rules, regulations

and notifications issued there under from time to time. All safety and labour laws enforced by

statutory agencies and by Purchaser shall be applicable in the performance of this Contract and

the Supplier shall abide by these laws.

(b) Access to the data centre/ data processing sites and Purchaser‟s locations shall be restricted to

only essential personnel belonging to the Supplier who are genuinely required for execution of

work or for carrying out management/ maintenance who have been explicitly authorised by the

Purchaser. The Supplier shall maintain a log of all activities carried out by each of its personnel.

(c) The Supplier shall take all measures necessary or proper to protect the personnel and facilities

and shall observe all reasonable safety rules and instructions. The Supplier shall adhere to all

security requirement/regulations of the Purchaser during the execution of the work.

d) The Supplier shall take all measures to ensure compliance with all applicable laws and shall

ensure that the Personnel are aware of consequences of noncompliance or violation of laws

including Information Technology Act, 2000

(e) The Supplier shall report as soon as possible any evidence, which may indicate or is likely to lead

to an abnormal or dangerous situation and shall take all necessary emergency control steps to

avoid such abnormal situations

36




(f) The Supplier shall at all times indemnify and keep indemnified the Purchaser for

any situation arising out of this clause while providing its services under the Project.

10. LIMITATION OF LIABILITY

10.1 Limitation of Liability

Except in case of gross negligence or willful misconduct:

(a) Neither party shall be liable to the other party for any indirect or consequential loss or

damage, loss of use, or loss of profits or interest costs, provided that this exclusion shall

not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser; and

(b) The purchaser shall not be liable to the supplier in case of any loss or profits or additional costs

incurred etc. subsequent to termination of contract as per section 2.2 of GCC of this contract.

11. MISCELLANEOUS PROVISIONS

(i) Any failure or delay on part of any Party to exercise right or power under this Contract shall not

operate as waiver thereof.

(ii) The Supplier shall notify the Purchaser of any material change in their status, in particular,

where such change would impact on performance of obligations under this Contract.

(iii) Each member/constituent of the Supplier, in case of a Consortium shall be jointly and severally

liable to and responsible for all obligations towards the Purchaser for performance of

works/services under the Contract.

(iv) The Supplier shall at all times indemnify and keep indemnified the Purchaser

against all claims/damages etc. for any infringement of any Intellectual Property Rights (IPR)

while providing its services under the Project.

(v) The Supplier shall at all times indemnify and keep indemnified the Purchaser

against any claims in respect of any damages or compensation payable in

consequences of any accident or injury sustained or suffered by its employees or agents or

by any other third Party resulting from or by any action, omission or operation

conducted by or on behalf of the Supplier.

(vi) The Supplier shall at all times indemnify and keep indemnified the Purchaser

against any and all claims by Employees, agent(s), employed engaged or otherwise

working for the Supplier, in respect of wages, salaries, remuneration, compensation or the like.

(vii) All claims regarding indemnity shall survive the termination or expiry of the Contract.

(viii) The Supplier shall not make or permit to be made a public announcement or media release about

any aspect of the Contract without a written consent from the Purchaser.

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(ix) No Partnership – Nothing in this Contract shall be construed a partnership or agency between

the Parties and the supplier shall not make any assurance, promise or covenant nor shall hold

himself out as competent to do so on behalf of the Purchaser nor shall pledge the credit of the

Purchaser for any transaction in relation to this Contract

Appendices to Contract

APPENDIX ‘A’

Service and role of Vendor/Bank

a. Provide the required software and support at the identified post offices which will work as

stations for scanning cheques..

b. Compatibility of their software to the hardware available in identified post offices ie. Scanning

Centres.

c. Capturing the data as per the guidelines/requirements prescribed by Reserve Bank of India and

National Payments Corporation of India.

d. Ensure processes and standards followed for CTS/CHI.

e. Ensure availability of certified operators and Supervisors at all the centres identified.

f. Work closely with the purchaser in implementing CTS

g. Ask for remedial / corrective action in case of process / quality deviations and grievances

redressal

h. Installation and configuration of scanning software for cheque scanning facility

i. At the periodic intervals the electronic data captured in the post offices would be sent to the CHI

@ Chennai in the prescribed method and mode by the Vendor.

j. The supplier would provide facility and train the officials at the post offices, a list of which is

provided by the circles. Ensure adequate back up arrangements at all centres.

k. The purchaser would have the full right to add or delete any post office /location from list at

Part II of Annexure V

APPENDIX ‘B’ - Payment to the Vendor/Bank/Service Provider.

1 No payment shall 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.

1. The Circles will identify a nodal officer to receive the bills and the Supplier should send the bills

to the nominated officer to process the settlement of the bills.

3 All payments shall be made by the Purchaser in favour of the Supplier through cheque only.

Before releasing payments, TDS and other taxes as admissible from time to time will be

deducted from each bill.

2. Currency of Payment: All payments shall be made in Indian Rupees.

38




5. Payments shall be made to the vendor/Bank by the respective circle on a monthly basis based on

the number of successful scanning completed in the CHI both inward and outward. The Service

provider of CHI / Bank / Vendor shall prepare a statistical data for the same and present to the

respective circles for making payment.

6. An acknowledgement would be provided by the vendor/bank for receipt of payment

7. The term “ payment “ mentioned in this para includes all types of payment due to the supplier

account of this contract excluding Earnest Money and Security Deposit governed by the separate

clauses of the contract.

8. Power to withhold: Notwithstanding anything contained in the payment schedule mentioned

below, if in the opinion of the Purchaser, any work done or supply made or service rendered by

Supplier is deficient in any manner in comparison to the prescribed standards, Purchaser shall

be at liberty to withhold a reasonable portion of the payments due to the Supplier, till such

work/ supply/ service is made confirming to the prescribed standards. These powers to

withhold payments shall be without prejudice to any other power/ right of the purchaser under

this contract.

APPENDIX C

FORM OF BANK GUARANTEE BOND

In consideration of the President of India (hereinafter called „the Government‟) having agreed to

exempt _______________________________ [hereinafter called „the said Supplier(s)‟] from

the demand, under the terms and conditions of an Agreement dated __________ made between

_______________________________________

and__________________________________for_____________ (hereinafter called „the said

Agreement‟), of security deposit for the due fulfillment by the said Supplier(s) of the terms and

conditions contained in the said Agreement, on production of a bank Guarantee for Rs.

__________ (Rupees______________________________________ Only) We,

______________________________________________________________,

(hereinafter referred (indicate the name of the bank) to as „the Bank‟) at the request of

_________________________________________________ [supplier(s)] do hereby undertake

to pay to the Government an amount not exceeding Rs. ______________

against any loss or damage caused to or suffered or would be caused to or suffered by the

Government by reason of any breach by the said Supplier(s) of any of the terms or conditions

contained in the said Agreement.

3. The above Performance Bank Guarantee is 10 % of the assessed value. The Performance

Bank Guarantee will have to be paid /increased by the vendor/bank as and when the

number of cheques handled are increased as per roll out plan, covering the increase in cost

of the plan project.

39




4. We _______________________________________________________ (indicate the name of

the bank) do hereby undertake to pay the amounts due and payable under this guarantee without

any demur, merely on a demand from the Government stating that the amount claimed is due by

way of loss or damage caused to or would be caused to or suffered by the Government by reason

of breach by the said supplier(s) of any of the terms or conditions contained in the said

Agreement or by reason of the supplier (s)‟ failure to perform the said Agreement. Any such

demand made on the bank shall be conclusive as regards the amount due and payable by the

Bank under this guarantee. However, our liability under this guarantee shall be restricted to an

amount not exceeding Rs. _______________.

5. We undertake to pay to the Government any money so demanded notwithstanding any dispute or

disputes raised by the supplier(s) in any suit or proceeding pending before any Court or Tribunal

relating thereto our liability under this present being absolute and unequivocal.

The payment so made by us under this bond shall be a valid discharge of our liability for

payment there under and the supplier(s) shall have no claim against us for making such payment.

6. We,_____________________________________________________________ (indicate the

name of bank) further agree that the guarantee herein contained shall remain in full force and

effect during the period that would be taken for the performance of the said Agreement and that

it shall continue to be enforceable till all the dues of the Government under or by virtue of the

said Agreement have been fully paid and its claims satisfied or discharged or

till__________________________________ Office/Department/Ministry

of________________________________ certifies that the terms and conditions of the said

Agreement have been fully and properly carried out by the said supplier (s) and accordingly

discharges this guarantee. Unless a demand or claim under this guarantee is made on us in

writing on or before the ___________________________________________ we shall be

discharged from all liability under this guarantee thereafter

7. We, _______________________________________________ (indicate the name of bank)

further agree with the Government that the Government shall have the fullest liberty without our

consent and without affecting in any manner our obligations hereunder to vary any of the terms

and conditions of the said Agreement or to extend time of performance by the said supplier (s)

from time to time or to postpone for any time or from time to time any of the powers exercisable

by the Government against the said Supplier (s) and to forbear or enforce any of the terms and

conditions relating to the said agreement and we shall not be relieved from our liability by

reason of any such variation, or extension being granted to the said Supplier (s) or for any

forbearance, act or omission on the part of the Government or any indulgence by the

Government to the said Supplier (s) or by any such matter or thing whatsoever which under the

law relating to sureties would, but for this provision, have effect of so relieving us.

40




8. This guarantee will not be discharged due to the change in the constitution of the Bank or the

Supplier(s).

9. We, ________________________________________ (indicate the name of bank) lastly

undertake not to revoke this guarantee during its currency except with the previous consent of

the Government in writing.

10. Dated the ____________ day of ___________ _____ for _____________________ (indicate the

name of the Bank).

Note: Period of guarantee would be of 18 months from the date of signing the contract

41




Part II of Annexure V

List of Head Post Offices for scanning

1. Tamilnadu Postal Circle:

Sl

no Region Division Name of the post office PIN

1 Chennai City GPO, Chennai GPO 600001

2 Chennai City Anna Road Anna Road 600002

3 Chennai City Central Mylapore HO 600004

4 Chennai City Central T.Nagar HO 600017

5 Chennai City North Park Town HO 600003

6 Chennai City Arakkonam Arakkonam HO 631001

7 Chennai City Kanchipuram Kanchipuram HO 631501

8 Chennai City Kanchipuram Tiruvallur HO 602001

9 Chennai City Arakkonam Ranipet HO 632401

10 Chennai City Tiruvannamalai Arni HO 632301

11 Chennai City Vellore Vellore HO 632001

12 Chennai City Tambaram Ambattur HO 600053

13 Chennai City Tambaram Avadi Camp HO 600054

14 Chennai City Tambaram Tambaram HO 600045

15 Chennai City Chengalpattu Chengalpattu HO 603001

16 Chennai City South St.Thomas Mount HO 600016

17 Chennai City Pondicherry Pondicherry HO 605001

18 Chennai City Pondicherry Tindivanam HO 604001

19 Chennai City Pondicherry Villupuram HO 606001

20 Chennai City Tiruvannamalai Tiruvannamalai HO 606601

21 Central Cuddalore Cuddalore HO 6070001

22 Central Vriddhachalam Tirukkoilyur 605757

23 Central Vriddhachalam Kallakurichi 606202

24 Central Mayiladuthurai Mayiladuthurai HO 609001

25 Central Mayiladuthurai Sirkali HO 609110

26 Central Cuddalore Chidambaram H.O. 608001

27 Central Nagapattinam Nagapattinam HO 611001

28 Central Nagapattinam Tiruvaur HO 610001

29 Central Pattukkottai Tiruthuraipundi HO 614713

30 Central Srirangam Turaiyur HO 621010

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31 Central Srirangam Perambalur HO 621212

32 Central Tiruchirappalli Lalgudi HO 612601

33 Central Tiruchirappalli Tiruchirappalli HO 620001

34 Central Srirangam Srirangam HO 620006

35 Central Karur Kulithalai HO 639104

36 Central Karur Karur HO 639001

37 Central Pudukkottai Pudukottai HO 622001

38 Central Pattukkottai Pattukottai HO 614601

39 Central Thanjavur Mannargudi HO 614001

40 Central Thanjavur Thanjavur HO 613001

41 Central Thanjavur Papanasam Ho 614205

42 Central Kumbakonam Melakaveri HO 612002

43 Central Kumbakonam Kumbakonam HO 612001

44 Central Vriddhachalam Vriddhachalam HO 606001

45 Southern Dindigul Dindigul 624001

46 Southern Dindigul Nilakottai 624208

47 Southern Dindigul Palani 624601

48 Southern Kanniyakumari Nagercoil 629001

49 Southern Kanniyakumari Thuckalay 629175

50 Southern Karaikudi Karaikudi HO 630001

51 Southern Karaikudi DevakottaiHO 630302

52 Southern Madurai Madurai HO 625001

53 Southern Madurai Tallakulam HO 625002

54 Southern Madurai Arasaradi HO 625016

55 Southern Ramanathapuram Ramanathapuram 623501

56 Southern Ramanathapuram Paramakudi 623707

57 Southern Sivaganga Manamadurai 630606

58 Southern Sivaganga Sivaganga 630561

59 Southern Theni Periyakulam 625601

60 Southern Theni Bodinayakanur 625513

61 Southern Tirunelveli Ambasamudram 627401

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62 Southern Tirunelveli Palayankottai 627002

63 Southern Tirunelveli Tirunelveli 627001

64 Southern Kovilpatti Tenkasi 627811

65 Southern Tuticorin Srivaikuntam 628601

66 Southern Kovilpatti Sankarankovil 627756

67 Southern Tuticorin Tuticorin 628001

68 Southern Tuticorin Tiruchendur 628215

69 Southern Kovilpatti Kovilpatti 628501

70 Southern Virudhunagar Virudhunagar 626001

71 Southern Virudhunagar Sivakasi 626123

72 Southern Virudhunagar Rajapalayam 626117

73 Southern Virudhunagar Aruppukottai 626101

74 Western Coimbatore Coimbatore HO 641001

75 Western Coimbatore R.S.Puram HO 641002

76 Western Pollachi Pollachi HO 642001

77 Western Tirupur Tirupur HO 641601

78 Western Tirupur Mettupalayam HO 641301

79 Western Erode Erode HO 638001

80 Western Erode Bhavani HO 638301

81 Western Erode Gobichettipalayam HO 638452

82 Western Krishnagiri Krishnagiri HO 635001

83 Western Dharmapuri Dharmapuri HO 636701

84 Western Tiruppattur Tirupattur HO 635601

85 Western Namakkal Namakkal HO 637001

86 Western Namakkal Tiruchengodu HO 637211

87 Western Nilgiris Udagamandalam HO 643001

88 Western Nilgiris Coonoor HO 643101

89 Western Salem East Salem HO 636001

90 Western Salem West Suramangalam HO 636005

44




91 Western Salem East Atur HO 636102

92 Western Tiruppattur Gudiyatham HO 632602

93 Western Pollachi Udumalpet HO 642126

94 Western Tirupur Dharapuram HO 638656

2. 59 Head Post Offices in Andhra Pradesh Postal Circle.

3. 36 Head Post Offices in Telengana Circle.

4. 58 Head Post Offices in Karnataka Postal Circle.

5. 52 Head Post Offices in Kerala Postal Circle.

6. 47 Head Post Offices in West Bengal Postal Circles.

7. 35 Head Post Offices in Orissa Postal Circle.

8. 9 Head Post Offices in North East Circle.

Details of post offices in other postal circles as mentioned above will be intimated by the

concerned Postal Circle to the Supplier directly.

45




ANNEXURE- VI

1. 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 from

http://eprocure.gov.in.

2. Registration:

1. Bidders are required to enroll on the e-procurement 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

recognized 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.

3, 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.




46




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.

4. 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.

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.

5. 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 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 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 colored (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 cannot 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.

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.

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Annexure VII

Guidelines for Cheque scanning work and CHI work

The guideline for this CTS project on the following items are as mentioned in paras 5.1. to 5.5 under

Scope of work:

i. Functional Scope

ii. Geographical scope

iii. Setup of Scanning facility

iv. Mandatory requirements

v. Training of staff

vi. Cheque scanning work and flow of data

vii. Roles and Responsibilities of vendor and DOP

Annexure VIII

Indicative Number of CTS Centres & Training Requirements

A. Indicative Number of scanning facility in all HOs is listed

Sl. No. CIRCLENAME TOTAL HPOs

1 Tamil Nadu 94

2 Karnataka 58

3 Kerala 52

4 Andhra Pradesh 59

5 Telengana 36

6 West Bengal 47

7 Orissa 35

8 North East 9

Selection Process for Schedules

1. The lowest rate L1, received for Tamilnadu postal circle will be given the rights to carry out

operations

2. The bidder at L2 will be given the rights in case L1 failed to carry out operations within the time

line.

3. In case of a tie between 2 or more bidders for L1 (Discovered Rate), the Purchaser reserves the

right to split the circles instead of HOs to the tied L1 bidders considering the operational

constraints.

4. The bidder with the lowest bid L1 has to start the project to meet the timeline phase wise

immediately.