BHARAT SANCHAR NIGAM LIMITED (A Govt. Of India Enterprise) Office of the Principal General Manager Telecom District, BSNL, Thiruvananthapuram

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1 BHARAT SANCHAR NIGAM LIMITED (A Govt. Of India Enterprise) Office of the Principal General Manager Telecom District, BSNL, Thiruvananthapuram e- Tender Document e-tender for Printing and Supply of General Forms in Trivandrum BA No.TVM BA/Tender/General Forms/ / dated at Trivandrum the

2 TABLE OF CONTENTS Section Title Page No. NOTICE INVITING TENDER 3 I E-Tendering Instruction to Bidders 5 II GENERAL INFORMATION 9 III GENERAL AND COMMERCIAL CONDITIONS OF CONTRACT 15 IV SCOPE OF WORK AND SPECIFICATION 22 OF WORK V AGREEMENT 25 VI PROFORMA FOR THE PERFORMANCE BANK 27 GUARANTEE VII BIDDERS PROFILE 29 VIII CHECK LIST 31 IX EMD REFUND, ADVANCE STAMPED RECEIPT 33 X MANDATE FORM FOR ELECTRONIC 34 FUNDTRANSFER OF PAYMENTS XI VENDOR MASTER FORM 35 XII CERTIFICATE FOR TENDER DOCUMENT 37 DOWNLOADED FROM INTERNET XIII UNDERTAKING AND DECLARATION 38 XIV Certificate Regarding No Near Relatives working in BSNL 39 XV LETTER OF AUTHORISATION FOR ATTENDING BID OPENING 40 XVI BID FORM 41 XVII FINANCIAL BID 42 2

3 BHARAT SANCHAR NIGAM LIMITED (A Govt. Of India Enterprise) Office of the Principal General Manager Telecom District, BSNL, Thiruvananthapuram NOTICE INVITING TENDER No.TVM BA/Tender/General Forms/ / dated at Trivandrum the Tender for Printing & supplying of General forms for Trivandrum BA For and on behalf of CMD Bharat Sanchar Nigam Limited, Principal General Manager, BSNL, Trivandrum invites E-tender from reputed printers /dealers /agents/suppliers/distributers for Printing & supplying of General forms in Trivandrum BA COST OF TENDER DOCUMENT: Tender documents can not be purchased from BSNL Office. It can be downloaded from the websites & and cost of bid document of Rs 590/- only in the form of DD drawn in favour of Accounts officer Cash, O/o PGMT, Thiruvananthapuram from any Nationalised/Scheduled Bank payable at Trivandrum. Scanned copy of document should be uploaded to with required documents along with a declaration that no modification has been made to the tender format. The physical copy of the bid documents with DDs ( cost of tender document & EMD) in favour of Accounts Officer (Cash) BSNL,O/o PGMT Trivandrum, should be submitted along with the tender document, otherwise the tender will be summarily rejected. Estimated cost of the Tender is Rs 2,38,100/- (Rupees Two lakh thirty eight thousand and one hundred only) 3. Eligibility Condition:- a) Having experience in printing /dealing/supplying or distribution of the above field. (A certificate issued by any public sector undertaking or reputed firm for having carried out similar works for one year). b) Should have permanent account number from income tax authorities. Copy of PAN card should be submitted. c) Should have GST registration number or exemption certificate number (As applicable). d) Proper samples should be submitted along with the Bid. 4. Period of contract:-one year from the date of agreement and extendable further one year with the same terms and conditions as decided by the PGMT, Trivandrum BA 5. Bid Security/Earnest Money Deposit (EMD): Each bid shall be accompanied by an EMD (Bid Security) of Rs. 4800/- (Rupees Four thousand eight hundred only) in the form of a crossed Demand Draft obtained from any Public Sector/ Scheduled Bank in favour of "The Accounts Officer (Cash), BSNL, Trivandrum, Kerala" payable at Trivandrum. 6. SSIs registered with NSIC under single point registration(for the tendered item) are exempted from submission of EMD to the extent of monetary limit. The unit claiming concession of NSIC is required to submit proof regarding current registration with NSIC along with their Monetary Limit for the tendered item. 7. Submission of Tender: The duly completed tender should be uploaded to before the last date of online submission. The physical submission of the sealed bids can be done into the Tender Box kept at O/o AGM (MM & TENDER), BSNL, Bhavan, Trivandrum or sent by Registered Post with Acknowledgement Due. (Address: AGM (MM & 3

4 TENDER), BSNL Bhavan, Trivandrum, Kerala ) on or before the time mentioned in the NIT.. Cost of Tender Form Rs.590/- (Rupees Five hundred and ninety only) Tender Form available on site From to Last date of Online submission of Up to hrs on 01/11/2017 Tender. Last date of Physical submission of Tender at O/o PGMT hrs on Date and time of opening of Tender hrs on Estimated Cost (in Rs) /- 9. Place of opening of Tender bids O/o PGMT, Tender Opening Venue 3 RD FLOOR, O/o the Principal General Manager BSNL Bhavan, Uppalam road, Trivandrum General: If the last date of receipt/opening of Tender happens to be a holiday, tenders will be received and opened at the same time and venue as mentioned above on the next working day. All Tenders which are received after the last date and time prescribed above or are not accompanied by EMD (Bid Security) or valid documentary proof establishing any exemptions in the matter of EMD, besides the cost of the tender documents (if applicable) or are incomplete in any respect, or are prepared or submitted without strictly following the terms and conditions and instructions carried in the tender documents, shall be summarily rejected. The Principal General Manager Telecom, BSNL, Trivandrum reserves the right to cancel the tender at any stage of the tendering process or accept or reject any or all the tenders received without assigning any reason. He is not bound to accept the lowest bid. AGM (MM & TENDER), O/o PGMT, BSNL BHAVAN TRIVANDRUM

5 SECTION-I E-tendering Instructions to Bidders Note:-The instructions given below are ITI s e-tender portal centric and for e-tenders invited by O/o PGM, BSNL, Trivandrum BA, Kerala Telecom Circle. General:- Submission of Bids only through online process is mandatory for this Tender. For conducting electronic tendering, BSNL, Kerala Telecom Circle, Trivandrum is using the portal ( of M/s ITI, a Government of India Undertaking. I. Tender Bidding Methodology: Sealed Bid System Two Stage Us ing Two Envelope, i.e.1) Technical B id & 2) Financial bid shall be submitted by the bidder at the same time on the portal. II. B road outline of activities from B idders pros pective: 1. Procure a Digital Signing Certificate (DSC) 2. Register on Electronic Tendering Sys tem (ETS) 3. Create Users and assign roles on ETS 4. View Notice Inviting Tender (NIT) on ETS 5. Download Official Copy of Tender Documents from ETS 6. Clarification to Tender Documents on ETS Query to BSNL (Optional) View response to queries posted by BSNL, as addenda. 7. Bid-Submission on ETS 8. Attend Public Online Tender Opening Event (TOE) on ETS Opening of Technical & Financial Part as specified in the tender document. 9. View Post-TOE Clarification posted by BSNL on ETS (Optional) Respond to BSNL s Post-TOE queries. 10. Participate in e-reverse Auction on ETS (if applicable) For participating in this tender online, the following instructions need to be read carefully. These instructions are supplemented with more detailed guidelines on the relevant screens of the ETS. Note 1: It is advised that all the documents to be submitted are kept scanned and converted to PDF format in a separate folder on your computer before starting online submission. Financial Bid (Excel Format) may be downloaded and rates may be filled appropriately. This file may also be saved in a secret folder on your computer. Note 2: While uploading the documents, it should be ensured that the file name should be the name of the document itself. 3. Digital Certificates For integrity of data and its authenticity/ non-repudiation of electronic records, and be compliant with IT Act 2000, it is necessary for each use r to have a Digital Certificate (DC). also referred to as Digital Signature Certificate (DSC), of Class 3 or above, issued by a Certifying Authority (CA) licensed by Controller of Certifying Authorities (CCA) [refer (a) Registration Tender document can be downloaded from the website: SNL and to be submitted in the e-format as well as by post/courier/by hand. Cost of Tender Document (in the form of DD) and Bid Security (in the form of Bank Guarantee in original),power of Attorney in original 5

6 along with the hard copies of all documents which are uploaded in the e tender portal and the same should be submitted to AGM (Tender),O/o PGM, Uppalam RoadTrivandrum-01, before the scheduled date and time of submission of the tender otherwise the Bid will not be considered. Amendments, if any, to the tender document will be notified in the above website as and when such amendments are notified. It is the responsibility of the bidders who have downloaded the tender document from the website to keep themselves abreast of such amendments before submitting the tender document. Intending bidders are requested to register themselves with M /s. ITI through SNL for obtaining user-id, Digital Signature etc., by paying Vendor registration fee. Tender processing fee payment should be done during requis ition of tender on line. BSNL has decided to use process of e-tendering for inviting this tender and thus the physical copy of the tender would not be sold. Note: After successful submission of Registration details and Vendor registration fee and processing fee (as applicable). Please contact ITI Helpdesk (as given below), to get your registration accepted/activated. ITI He lpde s k Address Details Telephone/Mobile Nos. Mr. Dhanraj Prakash dhanraj.prakash@gmail.co Mr.Sanil e.mail:twhelpdesk632@gmail.com [between 9:30 hrs to 18:00 hrs on working days] ID twhelpdesk632@gmail.com B SNL s Contact Pe rs on Telephone/ Mobile ID vs.jaya@gmail.com AGM.(Tender), O/o PGM, BSNL Bhavan, Uppalam Road,Trivandrum Bidding related Information for E- Tender (Sealed B id) The entire bid-submission would be online on ETS. Broad outline of submissions are as follows: The documents should be uploaded as follows During Request stage of uploading, upload the following documents only. 1. DD for Tender Fee as per DNIT (Scanned copy on e -Tendering Portal and Physically to Tender Inviting Officer in case of e-tender). 2. Bank Guarantee/DD for EMD as per DNIT (Scanned copy on e -Tendering Portal and Physically to Tender Inviting Officer in case of e-tender). 3. Valid NSIC/ MSE Certificate, if applicable. In case the ownership of such MSE Entrepreneurs happens to be from SC/ST category, proof in this regard also need to be submitted. 4. Valid PAN No. 5. GST Registration details 6. Power of Attorney (if applicable).scanned copy on E-Tendering Portal and original to be submitted to Tender Inviting Officer in case of e-tender. 7. Scanned copy of all required certificates as per clause 5.2 of Section-II 8. Article of M e m o r a n d u m of A s s o c i a t i o n or P a r t n e r s h i p d e e d or P r o p r i e t o r s h i p deed ( if applicable) 9. Proof of experience (Scanned copy on E-Tendering Portal and original to be submitted to Tender Inviting Officer in case of e-tender) 10. Proof of office at Trivandrum. During submission stage, upload the remaining documents alone. 6

7 6. Offline Submiss ions of Eligibility Certifying Documents : The bidder is requested to submit the all the documents related to eligibility (originals) offline to AGM (MM &Tender), O/o PGM, BSNL Bhavan, Uppalam Road,Trivandrum-01,as specified in the Tender document. 7. Special Note on Security of B ids Security related functionality has been rigorously implemented in ETS in a multi-dimensional manner. Starting with 'Acceptance of Registration by the Service Provider', provision for security has been made at various stages in Electronic Tender's software. Specifically for Bid Submission, some security related aspects are outlined below. As part of the Electronic Encrypt functionality, the contents of both the Electronic Forms and the Main-Bid are securely encrypted using a Pass-phrase created by the server itself. The Pass phrase is more difficult to break. This method of bid-encryption does not have the security and dataintegrity related vulnerabilities which are inherent in e-tendering systems which use Public- Key of the specified officer of a Buyer organization for bid-encryption. Bid-encryption in ETS is such that the Bids cannot be decrypted before the Public Online Tender Opening Event (TOE), even if there is connivance between the concerned tender-opening officers of the Buyer organization and the personnel of e -tendering service provider. 8. Public Online Te nder Opening Event (TOE) ETS offers a unique facility for Public Online Tender Opening Event (TOE). Tender Opening Officers as well as authorized representatives of bidders can attend the Public Online Tender Opening Event (TOE) from the comfort of their offices. For this purpose, representatives of bidders (i.e. Supplier organization) dully authorized are requested to carry a Laptop and Wireless Connectivity to Internet. Every legal requirement for a transparent and secure Public Online Tender Opening Event (T OE) has been implemented on ETS.As soon as a Bid is decrypted with the corresponding Pass - Phrase as submitted online by the bidder himself (during the TOE itself), salient points of the Bids are simultaneously made available for downloading by all participating bidders. The work of taking notes during a manual Tender Opening Event is therefore replaced with this superior and convenient form of Public Online Tender Opening Event (TOE). ETS has a unique facility of Online Comparison Chart which is dynamically updated as each online bid is opened. The format of the chart is based on inputs provided by the Buyer for each Tender. The information in the Comparison Chart is based on the data submitted by the Bidders in electronic forms. A detailed Technical and Financial Comparison Chart (after financial evaluation) enhance Transparency. Detailed instructions are given on relevant screens. ETS has a unique facility of a detailed report titled Minutes of Online Tender Opening Event (TOE) covering all important activities of Online Tender Opening Event (TOE). This is available to all participating bidders for Viewing/ Downloading. There are many more facilities and features on ETS. For a particular tender, the screens viewed by a Supplier will depend upon the options selected by the concerned Buyer. 9. E-Re verse Auction (NOT APPLICABLE) E-Reverse Auction would be conducted on Zone/total package/net cost to BSNL value for bid evaluation, subsequently after the opening of the Financial Part. The following would be parameters for e-reverse Auction Sl No Parame te r Value 1. Date and Time of reverse Auction bidding Will be event to intimated Technically Responsive 2 Duration of Reverse Auction bidding event bidders after the opening of financial (typically part 1 to 3 Automatic extension of the Reverse Auction Closing Time, if last bid received is within a pre - defined Time Duration before the 2) hours. Yes 7

8 3.1 Pre defined Time Duration xx Minutes (typically 05 minutes) 3.2 Time Duration of Automatic extension.yy Minutes (Typically 10 minutes) 3.3 Maximum number of Auto Extensions.nn Automatic Exensions (Typically 04 to 06 extensions) 4 5 Criteria of bid acceptance Entity start price Beat on starting last quoted price as well as Beat on Rank- Zone/total package/net cost to BSNL ( To be decided 6 Minimum bid decrement by..(value planning cell) in currency) to be decided by planning cell 7 Display of Pseudo identity of bidders during Tot all Bidders, as well as 8 bidding Display of period Bidder s own current Rank BSNL Yes officers Note: Parameters at Sl No. 5 and 6 shall be confirmed after Opening & Evaluation of Financial bid parts. 10. Other Instructions For further instructions, the vendor should visit the home-page of the portal ( Important Note: It is strongly recommended that all authorized users of Supplier organizations should thoroughly peruse the information provided under the relevant links, and take appropriate action. This will prevent hiccups, and minimize teething problems during the use of ETS. The following FOUR KEY INSTRUCTIONS for BIDDERS must be assiduously adhered to: (i) Obtain individual Digital Signing Certificate (DSC or DC) well in advance of your first tender submission deadline on ETS (ii) Register your organization on ETS well in advance of your first tender submission deadline on ETS (iii) Get your organization s concerned executives trained on ETS well in advance of your first (iv) tender submission deadline on ETS Submit your bids well in advance of tender submission deadline on ETS.There could be last minute problems due to i n t e r n e t timeout, breakdown, etc. While the first three ins tructions mentione d above are especially relevant to firs t-time us e rs of ETS, the fourth ins truction is relevant at all time s. 11. Minimum Re quire ments at B idders end Computer System with good configuration (Min P IV, 1 GB RAM, Windows (XP) Broadband connectivity. Microsoft Internet Explorer 6.0 or above and Digital Certificate(s) 12. Vendors Training Program Vendors may contact the ITI Helpdesk personnel given in clause 4 of Section I Part C, for any type of training/help, which they may require while uploading the bids. 8

9 SECTION II GENERAL INFORMATION E-Tender for Printing & supplying of General Forms for Trivandrum BA 1. Type of Tender :- No. of Bid Submission Stages for Tender : Two stage 2 Bid Validity period: 180 days from the Tender opening date 3. COST OF BIDDING: The bidder shall bear all costs associated with the preparation and submission of the bid. The Purchaser will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. 4.Qualifying bid shall contain :- i) EMD ii) Cost of the Tender documents (if downloaded from website) iii) Certificate(s) showing fulfillment of the eligibility criteria(s). iv) Bidder s Profile & Questionnaire duly filled & signed. v) Non-Relation Certificate duly filled & signed. vi) Undertaking & declaration duly filled & signed vii) Tender documents duly signed at the end of each page for having read it & accepted it viii) Tender/ Bid form ix) Samples x) GST registration number. 5. Financial bid shall contain: Financial Bid (Section XVII) duly filled & signed 4.1 The Bidder is expected to examine all instructions, forms, terms and specifications in the bid documents. Failure to furnish all information required as per the Bid Documents or submission of bids not substantially responsive to the Bid Documents in every respect will be at the bidder's risk and shall result in rejection of the bid. 4. Queries On Bid Documents A prospective bidder, requiring any clarification of the Bid Documents shall notify the Company in writing or by fax at the company's mailing address indicated in the invitation for Bids. The BSNL shall respond in writing to any request for clarification of the Bid Documents, which if received not later than 7 days prior to the date for the opening of the bids. Copies of the query (without identifying the source) and the clarifications by the company shall be sent to all the prospective bidders who have purchased the bid documents and all such clarifications issued by the company will form part of the bid document. 5. Amendment Of Bid Documents: 5:1 At any time, prior to the date for submission of bids, the BSNL may for any reason whether suo motto or in response to a clarification requested by a prospective Bidder, modify the bid documents by amendments. 5.2 The amendments shall be notified in writing or by FAX to all prospective bidders on the address intimated at the time of purchase of bid document from the company and these amendments will be binding on them. 5.3 In order to afford prospective bidders reasonable time to take the amendments into account in preparing their bids, the company may, at its discretion, extend the deadline for the submission/opening of bids suitably. 9

10 6. ELIGIBLE BIDDERS: The eligible bidders should be an Indian company /suppliers /dealers/printers /Distributors registered to manufacture/sell the Tendered item or authorized by the Original Equipment Manufacturer (OEM) to supply the item and submit the bid for the same. The bidder should have successfully executed educational order (EO)/Commercial order (CO) for the item issued by BSNL/DOT, Central/State Govt. Departments/ PSUs/ Central /State Govt. Organizations during or after the year The bidder should have a valid certificate issued by the competent authority of the above said organizations as proof of successful execution of educational/commercial orders. Authorization letter issued to the bidder from the Original Equipment Manufacturer (OEM) to submit the bid on their behalf should be enclosed with the bid. The proof of successful execution of educational/commercial orders, the proof of manufacturing/selling the tendered item or authorization by the manufacturer to submit the bid on their behalf should form part of the bid. 7. Documents Establishing Bidder's Eligibility And Qualification The bidder shall furnish, as part of his bid documents establishing the bidder's eligibility, the following documents: i) Bid Security in accordance to clause no.8 ii) Tender document (s), in original, duly filled in and signed by tender or his authorised representative. All corrections and overwriting must be initialed with date by the tenderer or his authorized representative. iii) The copy of Experience certificate of BSNL/other same type of organization (Govt. &PSU) iv) Copy of PAN card (Income Tax) v) The registration of the firm. Authenticated copy of partnership deed in cases of partnership firm. vi) Bid Form, duly filled viii) Tenderer s profile, duly filled. ix) Original "Power of Attorney" in case person other than the tenderer has signed the tender documents. x) GST registration certificate. xi) Proper samples should be submitted in a separate cover. 8. Bid Security: 8:1 The bidder shall furnish, as part of his bid, a bid security (EMD) for an amount as mentioned in item2 for each zone. No interest shall be paid by the company on the bid security for any period, what so ever. 8:2 The bid security is required to protect the company against the risk of bidders conduct, which would warrant the security s forfeiture, pursuant to Para Bid Security shall be paid in the form of Crossed Demand Draft issued by a scheduled Bank, drawn in favor of Accounts Officer (Cash), BSNL O/o PGMTD, Tvm payable at Trivandrum. 8.4 A bid not secured in accordance with Para 8.1 & 8.3 shall be rejected by the company as non responsive. 8.5 The bid security of the unsuccessful bidder will be refunded as promptly as possible but not later than 30 days after the expiry of the period of bid validity prescribed by the company. 8.6 The successful bidder's bid security will compulsorily be converted to part performance security deposit in accordance with clause The bid security shall be forfeited: If a bidder withdraws his bid during the period of bid validity specified in the bid document violating any tender conditions If the bidder makes any modifications in the terms and conditions of the tender before acceptance of the tender, which are not acceptable to the company or 10

11 8.7.4In case of a successful bidder, if the bidder fails: i) to sign the agreement in accordance with clause 25.1 ii) to furnish Security Deposit in accordance with clause Bid Prices: 9.1 The bidder shall give the total composite price inclusive of all levies and taxes, packing, forwarding, freight and insurance in case of materials to be supplied and inclusive of all taxes and levies in case of works to be executed. The contractor shall be responsible for transporting the materials, to be supplied by the company (at the store Depot) or otherwise to execute the work under the contract, to site at his/ their own cost. The costs of transportation are subsumed in the standard Schedule Rates and therefore no separate charges are payable on this account. The offer shall be firm in Indian Rupees. 9.2 Prices shall be quoted by the bidder as percentage below/above/at par the schedule of rates given in schedule of rates (Financial Bid). Prices quoted at any other place shall not be considered. 9.3 The price quoted by the bidder shall remain fixed during the entire period of contract and shall not be subject to variation on any account. A bid submitted with an adjustable price quotation will be treated as non-responsive and rejected. 9.4 Discount, if any. offered by the bidders shall not be considered unless they are specifically indicated in the schedule of rates (financial Bid). Bidders desiring to offer discount shall therefore modify their offers suitably while quoting and shall quote clearly net price taking all such factors like Discount, free supply, etc. into account. 10. Period Of Validity Of Bids: 10.1 Bid shall remain valid for 180 days from date of opening of the bid (Qualifying Bid). A Bid Valid For A Shorter Period Shall Be Rejected By The Company As Non-responsive The company reserves the right to request the lowest 3 bidders as per read out list on the opening day to extend the bid validity for a period of further 180 days and the bidder has to necessarily extend the bid validity. Refusal to extend the bid validity will result in forfeiture of the bid security. A bidder accepting the request and extending the bid validity will not be permitted to modify his bid. 11. Signing of Bid: 11.1 The bidder shall submit as a part of his bid, the bid documents (in original) duly signed on each and every page, establishing the conformity of his bid to the bid documents of all the works to be executed by the bidder under the contract. (Note: The tenderer is advised to keep a photocopy (at his own cost) of the bid documents for his own reference.) 11.2 The bid shall contain no inter-lineation, erasures or overwriting except as necessary to correct errors made by the bidder in which case such corrections shall be signed with date by the person or persons signing the bid. 12. Method Of Preparation &Submission Of Bids: 12.1 Scanned copy of tender document and eligibility documents along with DDs (form cost and EMD) should be uploaded to www. tenderwizard /BSNL. Cost Bid should be filled up by the bidder in the tenderwizard properly. The original documents for the same should be submitted to AGM (MM& Tender), 3 rd floor,o/o PGMT,Trivandrum. 11

12 Envelope Marked on the Contents of Envelope First Bid cover Security Containing Bid security & cost of tender document Second Tender Document Containing Signed Tender documents including eligibility certificates except Financial bid. Third Financial Bid Rates duly quoted by the tenderer in the prescribed format in the e-tender Fourth Sample All samples should be submitted on all these envelopes the name of the firm and whether "Bid security" OR "tender Document" or "Financial" bid must be clearly mentioned and should be properly sealed. These envelope are to be placed inside an outer envelope and properly sealed. All envelopes (3 inner & one outer) must bear the following: "Not To Open Before 15.00hrs on The tenderer will be bound by all terms, conditions & specifications as detailed in the tender documents. Any tender with conditions other than those specified in the tender document is liable to be summarily rejected. No modification by the contractor in any of the conditions will be permitted after the tender is opened. 13. Submission of Bids: 13.1 Tenders should be dropped in person in the tender box placed in the office of AGM (MM& Tender) before the closing (date & time) of tender, as mentioned in NIT. The tenderer is to ensure the delivery of the bids at the correct address. The company shall not be held responsible for delivery of bid to the wrong address. The slit of the tender box will be sealed immediately after the specified time for receipt of tender. Any tender presented in person after the sealing of box will not be received by the Principal General Manger any of the subordinates or will not be allowed to be deposited in the tender box Postponement of Tender opening: Whenever it is considered necessary to postpone the opening date of tenders, quick decision must be taken and communicated to the tenderers who have purchased the tender documents and shall be at least one day before the original date of opening. The reasons for postponing the tender opening shall be recorded in writing. Such notice of extension of date of opening shall also be put-up on the notice board and also published in the newspapers in which original NITS have been published. If the date of opening of bids is declared as holiday, the bids will be opened on the next working date at the same time and venue. The Government of India if subsequently, declares date fixed for opening of bids as holiday the revised schedule will be notified. However, in absence of such notification, the bids will be opened on next working day, time and venue remaining unaltered. 14. Late Bids: 14.1 Tenders will not be received after the specified time of closing of the tender and the same shall be rejected and returned unopened to the bidder. It is the sole responsibility of the tenderer that he should ensure timely submission of tender. 15. Modifications And Withdrawal Of Bids: 15.1 The bidder may modify or withdraw his bid after submission and before opening, provided that the intimation is deposited by the bidder in a properly sealed envelope (with Wax/ Packing PVC tape) in the tender box, before the scheduled time & date for closing of tender No bid shall be modified subsequent to the deadline for submission of bids E. Bid Opening and Evaluation 16. E-tender Opening of Bids 12

13 BSNL/representative shall open the bids in the presence of bidders or his authorised representatives who choose to attend, at the time stipulated in NIT on due date. The bidder's representative who are present, shall sign an attendance register The bidder shall submit authority letter to this effect before they are allowed to participate in the bid opening (A Format is given in section-xi) A maximum of two (2) representatives for any bidder shall be authorised and permitted to attend the bid opening The Bids shall be opened in the following manner The bid opening committee shall count the number of bids and assign serial numbers to the bids. For example, if 10 tenders have been received the bids shall be numbered as 1 of 2, of 10 etc. All the members shall initial on the outer envelopes of all the bids with date The envelopes containing the tender offer and not properly sealed, as required vide para 12.1 shall not be opened and shall be rejected outright. Closing the cover by gum will not be treated as sealed cover. The reasons for not opening such tender offers shall be recorded on the face of the envelope and all the members of bid opening committee shall initial with date First the outer envelope containing the three envelopes be opened. The bid opening committee shall initial on all three envelopes with date Among these three envelopes, the envelope marked "Bid Security" shall be opened first and examined The bidders who have submitted proper bid security as per tender document, their "Tender document" shall be opened and papers/documents submitted by the bidder shall be examined and recorded by the Tender Opening Committee. After opening the qualifying bid, all the documents contained therein shall be serially numbered and signed by the bid opening committee members After recording of the "Qualifying Bid" the TOC will place all the Financial bids submitted by the bidder in an envelope and will properly seal it with wax or Packaging PVC tape for keeping in safe custody The Financial Bid shall be opened in the following manner: The envelope marked "Financial Bid" will be opened only for qualified tenders in Qualifying bid" The date and time of opening of "Financial bid" shall be conveyed to all the bidders who have qualified in Qualifying Bid and their representative shall be allowed to attend the financial bid opening After opening the "Financial Bid" the bidder's name, bid prices, modifications, bid withdrawals and such other details as the company, at its discretion, may consider appropriate, will be announced at the opening In case there is discrepancy in figures and words in the quote, the same shall be announced in the bid opening, but the quote in words shall prevail. 17. Clarification Of Bids By The Company To assist in examination evaluation and comparison of bids, the company may, at its discretion ask the bidder for clarification of bids. The request for its clarification and its response shall be in Writing. However, no post bid clarification at the initiative of the bidder shall be entertained. 18. Preliminary Evaluation: 18.1 The Company shall evaluate the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed and whether the bids are generally in order If there is discrepancy between words and figures, the amount in words shall prevail. If the Contractor does not accept the correction of the errors, his bid shall be rejected. Prior to the detailed evaluation, pursuant to clause 21, the company will, determine the substantial responsiveness of each bid to the bid document. For purpose of these clauses a substantially responsive bid is one which conforms to all the terms and conditions of the bid documents without deviations. The company s determination of bid's responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence. 13

14 18.3 A bid, determined as substantially non responsive will be rejected by the company and shall not subsequent to the bid opening be made responsive by the bidder by correction of the non-conformity The company may waive any minor infirmity or non-conformity or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of the bidder. 19. Evaluation And Comparison Of Substantially Responsive Bids 19.1 Evaluation will be by item wise rate and the L1 rate will be accepted.the company shall evaluate in detail and compare the bids previously determined to be substantially responsive pursuant to clause The evaluation and comparison of responsive bids shall be on the percentage deviation (above/below/at par) offered and indicated in schedule of rates of the bid documents. 20 Contacting BSNL 20.1 Subject to clause 17 no bidder shall try to influence the company on any matter relating to its bid, from the time of bid opening till the time the contract is awarded Any effort by the bidder to modify his bid of influence the company in the Company's bid evaluation, bid comparison or the contract award decision shall result in the rejection of the bid. 21. Award of Contract 21.1 The company shall consider award of contract only to those eligible bidders whose offers have been found technically, commercially and financially acceptable and the purchase order will be issued as per the requirement of the concerned section then and there. 22. Company's Right To Vary Quantum Of Work The company, at the time of award of work under the contract, reserves the right to decrease or increase the work by up to 25% of the total quantum of work specified in the schedule of requirements without any change in the rates or other terms and conditions. 23. Company's Right To Accept and Reject Any bids The PGMT, Trivandrum reserve the right to accept or reject any bid and to annual the bidding process and reject all bids, at any time prior to award of contract without assigning any reason what so-sever and without thereby, incurring any liability to the affected bidder or bidders on the grounds for the company's action. 24 Issue of Letter Of Intent 24.1 The issue of letter of intent shall constitute the intention of the company to enter in to the contract with the bidder. Letter of intent will be the issued as offer to the successful bidder The bidder shall within 21 days of issue of letter of intent, give his acceptance along with security Deposit (5% 0f the estimated cost ) as per the bid documents. 25 Signing of Agreement 25.1 The signing of agreement shall constitute the award of contract on the bidder. The agreement with the successful bidder shall be signed by the company with in a week of submission of materials security as per clause 24.2 above As soon as the tender is approved by the competent authority, the bid Security deposited by the successful bidder shall be compulsorily converted into the performance security deposit, which will be held by the company till the completion of warranty period, 26. Annulment of Award Failure of the successful bidder to comply with the requirement of clause 24.2 shall constitute sufficient ground for the annulment of the award and forfeiture of the bid security, in which event, the company may make the award to any other bidder at the discretion of the company or call for new bids. 14

15 SECTION-III GENERAL AND COMMERCIAL CONDITIONS OF CONTRACT 1.1 QUALITY OF WORK As directed the work should be carried out as mentioned in Page 18 from the date of issue of purchase order. For delayed work, penalty as per clause 5 below will be imposed In the event of any failure to comply with any of the clause of the tender terms and conditions or the agreement, the tender is liable to be cancelled and the security deposit is liable to be forfeited Time is the essence of the contract and the contractor should respond to the calls immediately If the service of the tenderer is not satisfactory, BSNL has the right to terminate the tender by giving 15 days notice for breach of contractual obligations. 2. RESPONSIBILITY OF THE CONTRACTOR: 2.1. The contractor should supply the items as specified in Page In case of additional requirements the contractor should be in a position to supply them at the approved rate without delay Any communication to the last known address will be sufficient for any purpose of written communications. Any plea of absence from head quarters or change of address will not be accepted to establish the non-receipt of communication on the part of the tenderer. 3. DAMAGES AND LOSSES 3.1. The successful tenderer will be engaged as SUPPLIER ON CONTRACT BASIS The tenderer getting the work order will be entirely responsible for all losses and damages caused during execution of supply by his party to men, material and properties belonging to not only BSNL but also to other departments, organizations and individuals. BSNL shall have no liability whatsoever Any legal or financial implications while executing the work would rest with the tenderer only. BSNL shall have no liability whatsoever. 4. PENALTIES / LIQUIDATED DAMAGES The contractor should carry out the work of printing and supplying of different forms in the stipulated time and supply to AGM(Admn),O/o PGMT, Trivandrum. In the supply order,the date of supply and the matter to be printed will be indicated. In the event of failure on the part of the successful tenderer to complete the work as per the work ordered, the Security deposit amount paid by him will stand forfeited in addition to blacklisting the firm for 3 years, after giving 15 days notice. If any consequential damages occur to the items, materials during erection and execution of work, the cost of damage incurred so should be borne by the tenderer and damaged part (s) verified / replaced within a reasonable time of 7 days. 15

16 5. DELIVERY Delivery of the goods/service shall be made by the supplier in accordance with the terms specified by the purchaser in his schedule of requirements and special conditions of contract and the goods/ shall remain at the risk of the supplier until delivery has been completed. The delivery of the item shall be to the ultimate location as given in the supply order by AGM (ADMN), O/o PGMT,Tvpm. Delivery of goods should be completed within 30 days from the date of issue of supply order. 6. DELAYS IN THE SUPPLIER S PERFORMANCE : 1. Delivery of Goods and installation shall be made by the supplier in accordance with the time schedule specified by the Purchaser in its Purchase Order. In case the supply is not completed in the stipulated delivery period, as indicated in the purchase order, Purchaser reserves the right either to short close/ cancel the purchase order and / or recover liquidated damage charges. 2. Delay by the supplier in the performance of its delivery obligations shall render the supplier liable to any or all of the following sanctions: forfeiture of its performance security, imposition of liquidated damages, and / or termination of the contract for default. 3. If at any time during performance of the contract, the Supplier encounters conditions impending timely delivery of the goods and performance of service, the supplier shall promptly notify to the Purchaser in writing the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the supplier s notice, the Purchaser shall evaluate the situation and may at its discretion extend the period for performance of the contract. 7. WARRANTY 7.1. The supplier shall warrant that the printed item supplied/service rendered shall be new and free from all defects and faults in materials used, workmanship and manufacture and shall be of the highest grade and consistent with the established and generally accepted standards for materials of the type ordered or service rendered and shall perform in full conformity with the specifications. The supplier shall be responsible for any defect that may develop under the conditions provided by the contract and under proper use, arising from faulty material, design or workmanship o f the ITEMS, inadequate quantity of material to meet ITEMS requirements, inadequate contact protection, deficiency in design and /or otherwise etc and shall remedy such defects at his own cost when called upon to do so by the purchaser who shall state in writing, in what respect the printed items/service is faulty. This warranty shall survive inspection or payment for/and acceptance of goods If any defect is not remedied by the supplier within a reasonable time, (maximum 15 days) the purchaser may proceed to get the defect rectified from the other supplier etc., at the suppliers risk and expenses, but without prejudice to any other right if the purchaser may have against the supplier in respect of such defect Replacement under warranty clause shall be made by the contractor free of charges at site including freight, insurance and other incidental charges. 7.4 Warranty of the goods supplied shall be for minimum period of one year from the date of supply. 8. TERMINATION 8.1. BSNL, Trivandrum m a y without prejudice to any other remedy for breach of contract, may terminate the contract in whole or in parts by giving 15 days notice. 16

17 i) If the contractor fails to perform any of the terms and conditions under the contract. ii) BSNL Trivandrum may without prejudice to other rights under the law of the contract provided to get the tender work done at the risk and cost of the tenderer in above circumstances. iii) BSNL Trivandrum may also by giving written notice and without compensation to the contractor terminate the contract if the contractor becomes unwilling, bankrupt or otherwise insolvent without affecting its right of action for remedy, as deemed fit BSNL shall not be responsible for any loss or damage incurred to the contractor as a result of the termination of the contract. BSNL shall be free to take due action for the appointment of a new contractor during the period under notice and thereafter. The contractor / the company will be debarred for further participation in the tender floated by this BA 8.3. The successful tenderer shall under no circumstances sublet the contract and if shall do so, the BSNL, Trivandrum whereupon by notice in writing rescind the contract. 8.4 If innovative method if found out later, then the competent authority has discretion to terminate the Tender 9. PAYMENT OF BILLS The contractor shall submit all bills in triplicate on serially machine numbered printed forms only to the officer, Asst General Manager (Admn.), O/o PGMT, BSNL, Trivandrum along with an advance stamped receipt for processing for payment on completion of each work order.(issuing authority to be specified) Necessary deductions towards income tax and surcharge and any other tax levied by State / Central Government / Local administration shall be made from the bills at the time of payment as per rules in existence at that time. The payment will be made only through RTGS/NEFT and on certifying the satisfactory completion of the work by the concerned SDE and countersigned by AGM (ADMN) O/o PGMT, Trivandrum. 100% of the payment will be made on receipt / supply and successful supply of printed materials in good condition as given in the supply order with the following documents. Invoice clearly indicating the break-up details of composite rights i.e. basic, ED, GST, freight, packing charges etc. Delivery Chalan with consignee s signature of receipt. The contractor shall submit the GST registration number/pan/tan numbers in the bill. e-payment 1. In cities /areas where ECS/EFT facility is provided by banks, the bidder must have accounts in such ECS/EFT facility providing banks and that bank account number shall be quoted in the bids by the bidder. The cost of ECS/EFT will be borne by BSNL in all cases where the payment to Contractor is made in a local branch i.e; bidder is having bank account in the same place where the payment is made by BSNL unit. 2. In case payment is made to outside branch i.e: bidder is having account not in the same place from where the payment is made by BSNL unit, the crediting cost will have to be borne by the bidder/recipient only. 3. The bidder must submit the Mandate form (Section X)for transfer of payment through Electronic Clearance/Electronic Fund transfer. 4. In case e-payment is not possible,payment shall be made by Account payee cheque 5 PRICES 17

18 5.1 Prices charged by the supplier for goods delivered and services performed under the contract shall not be higher than the prices quoted by the Supplier in its Bid except for variation caused by change in taxes/duties as specified in clause mentioned below. 5.2 For changes in Taxes/duties during the scheduled delivery period, (a) Prices will be fixed at the time of issue of purchase order as per taxes and statutory duties applicable at that time. (b) In case of reduction of taxes and other statutory duties during the scheduled delivery period, purchaser shall take the benefit of decrease in these taxes /duties for the supplies made from the date of enactment of revised duties/taxes. (c) In case of increase in duties/taxes during the scheduled delivery period, the purchaser shall revise the prices as per new duties/taxes for the supplies, to be made during the remaining delivery period as per terms and conditions of the purchase order. 6. Any increase in Taxes and other statutory duties / levies after the expiry of the delivery date shall be to the supplier s account. However, benefit of any decrease in these taxes/duties shall be passed on to the Purchaser by the supplier 10. RIGHTS RESERVED FOR BSNL BSNL Trivandrum reserves the right to blacklist a tenderer for a suitable period in case he fails to honour his tender without sufficient grounds BSNL reserves the right to reject any or all tenders at any point of time without assigning any reason In case of any dispute before entering into contract, the decision of the Principal General Manager, BSNL, Trivandrum shall be final The General Manager, BSNL, Trivandrum shall be the final authority for deciding the successful tenderer and his decision will be final. BSNL reserves the right to disqualify such bidders who have a record of not meeting contractual obligations against earlier contracts entered into with the BSNL-Decision of GM in this regard is final; DEMISE OF THE CONTRACTOR BEFORE FULFILLING THE CONTRACT. Without prejudice to any of the rights or remedies under this contract, if the contractor expires, the contract will be terminated without forfeiting the security deposit to BSNL or any compensation to the contractor, which does not amount to breach of the contract. Any amount payable to BSNL under this contract shall be recovered from any payment due to him or from the security deposit. Contractor s legal heirs/representatives shall not without the consent in writing of the Officer-in-charge, have the right to continue to perform the duties or engagements of the contractor or under the contract, in case of his death. In all cases proof of death and other relevant documents to this effect shall be submitted to the Officer-in-charge in writing. The tenderer who failed to honour the contractual obligations of any earlier contract with BSNL or who has been blacklisted either conclusively or on record by any other BA of BSNL is further debarred from participating in the subject Tender BSNL Trivandrum reserves the right to ask for additional quantities of equipment or decrease the number of equipment. The increase is 25% of the total quantity and decrease will not be more than 25% of the total quantities mentioned in this tender. 11. RESTRICTIONS 18