GOVERNMENT OF INDIA MINISTRY OF COMMERCE & INDUSTRY OFFICE OF THE CONTOLLER GENERAL OF PATENTS, DESIGNS & TRADEMARKS

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1 GOVERNMENT OF INDIA MINISTRY OF COMMERCE & INDUSTRY OFFICE OF THE CONTOLLER GENERAL OF PATENTS, DESIGNS & TRADEMARKS PATENT OFFICE BOUDHIK SAMPADA BHAWAN, PLOT NO.32, SECTOR 14, DWARKA, NEW DELHI Website: Tele: Fax : ,02 TENDER DOCUMENT FOR PURCHASE OF DESKTOP MONITORS AND COMPATIBLE USB TO VGA ADAPTORS BY INDIAN PATENT OFFICE BOUDHIK SAMPADA BHAWAN, PLOT NO 32, SECTOR-14 DWARKA NEW DELHI

2 GOVERNMENT OF INDIA MINISTRY OF COMMERCE & INDUSTRY OFFICE OF THE CONTOLLER GENERAL OF PATENTS, DESIGNS & TRADEMARKS PATENT OFFICE BOUDHIK SAMPADA BHAWAN, PLOT NO.32, SECTOR 14, DWARKA, NEW DELHI Website: Tele: , Fax: , 02 No. IPO/DEL/IT/01/2015 Date: 28/01/2015 NOTICE INVITING TENDER (NIT) On behalf of The President of India, Controller General of Patents, Designs & Trademarks (CGPDTM) invites sealed rate tenders for purchase of Desktop Monitors on F.O.R. delivery basis from vendors who have experience in supplying of Desktop Monitors to Government departments or Public Sector Undertakings. S. Nature of work EMD Period of Period of Last Date of No. (Rs.) Supply Sale of date for opening of tender submission Tender 1. a) Supply of 273 Desktop Monitors (23 inches) b) Supply of 273 USB to VGA adapter compatible with above mentioned monitor (without external power supply) 1,00,000 (One Lakh only) document 30 Days 28/01/2015 to 18/02/2015 up to 11:00 AM of Tender 18/02/2015 up to 5:00 pm Technical bid 19/02/2015 at 11:00 am Financial bid 20/02/2015 at 11:00 am The tender documents can be purchased from the CASH COUNTER of the Patent Office, New Delhi on a payment of Rs. 2000/- (Non refundable) through cash/ DD drawn in favour of Controller of Patents, payable at New Delhi. The tender documents can also be seen/ downloaded by visiting Website: or D.D. of Rs. 2000/- favouring Controller of Patents payable at New Delhi should be submitted as tender fee, if the tender document is downloaded from website.

3 Introduction and Objective: Office of the Controller General of Patents, Designs & Trade Marks intends to implement the system of Dual Display (Extended Desktop) on the Desktops of the Officers of Patent Office in order to enhance the workability in the paperless environment of Patent Offices. The purpose of the introduction of extended desktop display is to facilitate simultaneously read, write and search on the online electronic interface of IPO using extended display system. Qualifying Criteria: Tenders are invited from vendors who have experience in supplying of Desktop Monitors to Government departments or Public Sector Undertakings with the eligibility as below:- 1. The Average annual financial turnover for last three years shall be at least Rs. 10 Crore. Copies of the balance sheets of last three financial years, duly certified by a Chartered Accountant shall be submitted in support of the requisite financial Turnover. 2. The bidder shall have successfully completed similar works of supplying of Desktop Monitors during the last five years as mentioned below: a. At least five work orders, costing not less than Rs 40 Lakh each b At least three work Orders, costing not less than Rs 70 Lakh each OR OR c At least two work Orders, costing not less than Rs 1 Crore each d. At least One Work Order, costing not less than Rs 2 Crore each OR 3. Copy of Sales Tax/VAT/Registration Certificate. The bidders shall submit the copies of relevant documents to support their eligibility in the Envelope-1 of the tender. The copies of these documents shall be signed and stamped by the bidder and duly attested by a Notary Public. Process for filing Tender:

4 The tenders are to be submitted in two separate sealed Envelopes/covers enclosed in a bigger envelop. ENVELOPE-1 The Envelope-1 shall contain the followings: D.D. of Rs. 2000/- favouring Controller of Patents, payable at New Delhi, is to be submitted as tender fee, if the tender documents are downloaded from website. Earnest Money Deposit (EMD) as per NIT Acceptance letter for un-conditional acceptance of the Tender conditions as per the Proforma given in the Instructions to Tenderers. (Signed and Stamped) Annexure A An undertaking affidavit on Stamp Paper of Rs. 10/- as per Annexure B Tendering Companies/Firms/Agencies are required to enclose self attested photocopies of the following documents along with the Technical Bid, failing which their bids shall be summarily/out-rightly rejected and will not be considered any further:- a. Registration certificate: b. Copy of PAN/TAN number, Sales tax registration, VAT registration. c. Copy of the IT return filed for the last three financial years. d. Copies of the OEM presence in India or channel partners / service providers, authorised distributors / dealers / resellers. Copies of the experience of supplying orders for Govt. Deptt./ PSU etc. Credentials/documents in support of meeting the Pre-qualifying criteria as prescribed in the NIT. This envelope shall be marked as: Envelope-1: TECHNICAL BID including EMD, Acceptance letter/annexure A, Annexure B, Signed tender document including NIT, GCC, etc.) NIT No. DUE ON : FROM : (NAME OF THE TENDERER) ENVELOP -2 The envelop 2 shall contain the following: Price Bid duly filled in, signed and stamped on each page by the tenderer/ authorized representative of the tenderer. No cutting or overwriting shall be allowed and in any such cases the bid shall be treated

5 as CANCELLED AND TENDERER SHALL BE TREATED AS DISQUALIFIED. This envelope shall be marked as: ENVELOPE-2: PRICE BID for (Name of work as mentioned in NIT Notice Inviting Tender ) NIT No. DUE ON : FROM: (NAME OF THE TENDERER) Both envelopes (1 and 2) shall be placed in a bigger envelope with mention of Name of work, date and time of submission of bids along with tenderer name and address and to be submitted in The Patent Office, Boudhik Sampada Bhawan, plot no 32, Sector-14, Dwarka, New Delhi before last date and time. Tenders received after the last date shall be summarily rejected and will be returned to the intending tendered in sealed condition. The tenderer shall sign and stamp each page of this tender document and all other enclosures appended to it as a token of having read and understood the terms and conditions contained herein and submit the same along with the bid The intending tenderer, if required, may submit questions in writing or at delhipatent@nic.in, to seek clarifications latest by 06/02/2015 to the Patent Office, New Delhi. The "Technical Bid" will be opened on 19 th February 2015 at 11:00 AM in the presence of the tenderers or/and their representatives at Conference Hall, Boudhik Sampada Bhawan, Patent office, New Delhi. Financial Bid will be opened on 20 th February, 2015 at 11:00 AM, of those bidders who are declared eligible in the technical bid. CGPDTM or any person authorized by him reserves the right to accept/reject any or all the tenders in part or full or divide the work among two or more parties without assigning any reasons whatsoever and in such case bidders/intending bidders, shall not have any claim on Office of Controller General of Patents, Designs and Trade Marks. Administrative Officer The Patent Office, New Delhi

6 General conditions of contract (GCC) 1. These General Conditions shall apply to the extent that they are not superseded by provisions in other parts of the Contract. 2. The Goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications, and, when no applicable standard is mentioned, to the authoritative standard appropriate to the Goods. 3. All bids complete in every respect must reach this office within the last date and time of receipt of bid. No extension shall be allowed for any reason what so ever. Late tenders, Tenders received without Bid security/earnest Money will be rejected summarily. 4. Within 21 days of receipt of the notification of contract award/purchase order, the Supplier shall furnish performance security for the amount specified in the SCC. 5. The proceeds of the performance security shall be payable to the Purchaser as compensation for any loss resulting from the Supplier's failure to complete its obligations under the Contract. 6. The Purchaser or its representative shall have the right to inspect and/or to test the Goods at the supplier s site to confirm their conformity to the contract specification at no extra cost to the purchaser. 7. Delivery of the Goods shall be made by the Supplier in accordance with the terms specified by the Purchaser in the order within the period as indicated in the tender document. 8. The Goods supplied under the Contract shall be fully insured in Indian Rupees against loss or damage incidental to manufacture or acquisition, transportation, storage and delivery in the manner specified. 9. Where the Supplier is required under the Contract to transport the Goods to a specified place of destination within India defined as Project site, transport to such place of destination including insurance, as shall be specified in the Contract, shall be arranged by the Supplier, and the related cost shall be included in the Contract Price.

7 10. The Supplier warrants that the Goods supplied under this Contract are new, unused, of the most recent or current models and that they incorporate all recent improvements in design and materials unless provided otherwise in the Contract. The Supplier further warrants that all Goods supplied under this Contract shall have no defect arising from design, materials or workmanship (except when the design and/or material is required by the Purchaser's Specifications) or from any act or omission of the Supplier. 11. The Purchaser shall promptly notify the Supplier in writing of any claims arising under this warranty. Upon receipt of such notice, the Supplier shall immediately within in 02 days arrange to repair or replace the defective goods or parts thereof free of cost at the ultimate destination. The Supplier shall take over the replaced parts/goods at the time of their replacement. No claim whatsoever shall lie on the Purchaser for the replaced parts/goods thereafter Payments shall be made by the Purchaser normally within sixty (60) days after submission of the invoice or claim by the Supplier along with the certificate of successful installation, testing & commissioning from the officer authorized by CGPDTM at respective location The Supplier's request(s) for payment shall be made to the Purchaser in writing, accompanied by an invoice describing, as appropriate, the Goods delivered and the Services performed, and by documents, submitted pursuant to GCC Clause 7, and upon fulfillment of other obligations stipulated in the contract No advance payment or payment against Performa invoice will be made. Payment will be made after receipt, inspection, and installation/testing 13. Prices charged by the Supplier for Goods delivered and Services performed under the Contract shall not vary from the prices quoted by the Supplier in its bid. 14. No variation in or modification of the terms of the Contract shall be made except by written amendment signed by the parties. 15. Delivery of the Goods and performance of the Services shall be made by the

8 Supplier in accordance with the time and delivery schedule specified by the Purchaser in the Contract. If at any time during performance of the Contract, the Supplier should encounter conditions impeding timely delivery of goods and performance of Services, the Supplier shall promptly notify the Purchaser in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier s notice, the Purchaser shall evaluate the situation and may, at its discretion, extend the Supplier s time for performance with or without penalty, in which case the extension shall be ratified by the parties by amendment of the Contract. 16. The Purchaser may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Supplier, terminate the Contract in whole or part: (i) If the Supplier fails to deliver any or all of the Goods within the period(s) specified in the order, or within any extension thereof granted by the Purchaser pursuant to GCC Clause 22; or (ii) If the Supplier fails to perform any other obligation(s) under the Contract. (iii) If the Supplier, in the judgment of the Purchaser has engaged in corrupt or fraudulent practices in competing for or in executing the Contract Notwithstanding the provisions of GCC Clauses 16,17, and 18, the Supplier shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if and to the extent that, its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure For purposes of this Clause, "Force Majeure" means an event beyond the control of the Supplier and not involving the Supplier's fault or negligence and not foreseeable. Such events may include, but are not limited to, acts of the Purchaser either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes If a Force Majeure situation arises, the Supplier shall promptly notify the

9 Purchaser in writing of such conditions and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event The Purchaser and the supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract If, after fifteen (15) days from the commencement of such informal negotiations, the Purchaser and the Supplier have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred for resolution to the formal mechanisms. 19. Suppliers shall be entirely responsible for all taxes, duties, license fees, octroi, road permits, etc.as well as any costs associated with the installation, testing and commissioning of the Desktop Monitors with USB to VGA adaptors as an extended Display into existing desktop systems. Penalty: The applicable rate for penalty is 1 % per week delay and maximum deduction is 10% of the contract value, if the delay is more than three months the contract is likely to be terminated. Performance Bank Guarantee The applicant who has been awarded the contract (successful bidder) shall furnish a performance bank guarantee to the tune of 5% of the value of the contract in the form of bank guarantee or FD receipt in the name of Controller of Patents, New Delhi which should be valid for a period of sixty days beyond the completion of all contractual obligations of the applicant including warranty. Performance security shall be forfeited and credited to the Government account in the event of breach of contractual obligation by the applicant.

10 Jurisdiction The disputes, if any, arising between the successful bidder and CGPDTM shall be resolved amicably, failing which shall be referred to an Arbitrator, mutually acceptable to both parties, appointed by the CGPDTM as per the Arbitration and Conciliation Act, Alternatively, this shall be subject to the exclusive jurisdiction of courts at Mumbai. Tender fee In addition to the documents as listed in the Notice Inviting Tenders (NIT), the bidders downloading the Tender documents from the Website are required to deposit the requisite tender fee of Rs. 2000/- (Non-refundable) by way of a D.D. in favour of Controller of Patents, drawn from any nationalized or approved scheduled bank and payable at N e w D e l h i and the same shall be enclosed in Envelope-I along with other documents.

11 Technical Specifications for Monitors Annexure 1 Display size 1 (diagonal): 23 inches 2 Technology In Plane Switching LED 3 Aspect ratio: Widescreen (16:9) 4 Resolution (native): 1920 x 1080 (Full HD) 5 Contrast ratio: 1000:1 static at least :1 dynamic 6 View angle: 178 horizontal, 178 vertical 7 Response time 8 ms (max) 8 Product color: Black 9 Tilt and swivel angle: Tiltable Swivel: 360 (preferably) 10 Connectivity: 1 Video Graphics Array (VGA), 1 (DVI-D) with HDCP, atleast 1 USB 2.0/ Display features: Plug and Play Anti glare User programmable Language selection On-screen controls LED Backlight Energy Star compliant 12 Warranty atleast 3 years onsite 13 Accessories: AC power cord USB cable VGA Port cable Documentation CD software (if any) Technical Specifications for Display Adaptor Connector(s) Type Connector Type(s) 1 - USB 2.0 Performance Supported Display Resolutions Software OS Compatibility Cable Requirements Hot swappable/hot pluggable/plug n Play 1 - VGA Widescreen Standard(16/32 bit): 1600x1200, 1400x1050, 1280x1024, 1280x960, 1152x864, 1024x768, 800x600 Windows 2000/ XP(32/64bit)/ Vista(32/64bit)/ 7(32/64bit)/ 8(32/64 bit) Cable for USB 2.0 port to adaptor

12 TERMS AND CONDITIONS 1. The bidder should have the following qualifications for bidding: a. Shall be registered in India b. Shall have OEM presence in India or channel partners / service providers, authorised distributors / dealers / resellers c. Shall have been in existence for not less than five years. d. Shall be having sufficient experience and expertise in the relevant field e. Shall have experience of supplying orders for Govt. Deptt./ PSU etc. for more than 3 years f. Shall have PAN/TAN number, Sales tax registration, VAT registration g. Should not be blacklisted by any Ministry/ Department of the Government of India or any PSU or any other organization. h. Should have minimum annual turnover of Rs10 Crore for each of the last three years i. Should have authorized service centers in Delhi/NCR, Kolkata, Chennai and Mumbai. 2. Delivery Schedule: The Successful Bidder shall be able to deliver the required items within a period of 30 days of placing order (on F.O.R. delivery basis) Delivery/Installation is to be done as per following schedule: S. No. Office Address Quantity (approx..) 1 Patent Office Delhi Intellectual Property 114 Office Building, Plot No. 32, Sector 14, Dwarka, New Delhi Patent Office Chennai Intellectual Property 71 Office Building, G.S.T. Road, Guindy, Chennai Patent Office Kolkata Intellectual Property 48 Office Building, CP-2 Sector V, Salt Lake City, Kolkata Patent Office Mumbai Boudhik Sampada 40 Bhawan, Antop Hill, S. M. Road, Mumbai The exact quantity to be delivered at each location will be intimated to the selected vendor 3. Warranty : All the products must carry On Site Warranty as per technical specifications

13 4. Quality : The products asked for should be of very high standard and of reputed company with authorized service centers in Delhi, Kolkata, Mumbai and Chennai. 5. Liquidated Damages : The Successful bidder shall be liable to indemnify the CGPDTM in all respects and meet and pay off the litigation expenses and all the liabilities including damages, sums etc. arising out of and as a consequence of the negligence, deficiencies, mistakes, lapses, delays etc. in the execution of the various jobs and the services provided. 6. Responsiveness : The Successful bidder should ensure quick back up response in case of equipment failure which should be replaced if needed within 24 hours of the distress call. 7. Payment : There is no provision for making advance payment to the Successful bidder. 8. Purchase Order : The purchase order for the entire quantity can be placed either in one lump sum or as per the requirement through repeat order. The quantity shown is tentative and may increase or decrease.

14 A. PROFORMA FOR TECHNICAL BID Description 1 Name of the Firm & Owner : (With Tel.,Mob. Nos. and ) Information 2 Professional Qualification of Owner 3 Type of Organisation (Proprietorship/Partnership/Pvt. Ltd./Limited Company) 4 Website of Tenderer Firm, if any 5 Month/Year of Establishment 6 PAN/Sales Tax/VAT Regd. Nos. 7 Annual Turnover Brand being offered/oem 9 Whether product(s) offered by the bidders are exactly as per the configuration of CGPDTM. If not, indicate the changes in each product 10 Total staff strength 11 No. of Engineers employed and their Qualification 12 Details of Services centers including Address, , Contact no. etc. in all four locations (Delhi, Kolkata, Mumbai & Chennai) 13 Clientage (submit copies) 14 Details of Earnest Money

15 15 Validity of Tender 16 Delivery Schedule 17 Whether Terms & Conditions and Technical Specifications Specified above are acceptable to the Firm 18 Whether Warranty as per the desired specification 19 Other Details, if any Date Signature of Owner/Authorized Representative

16 B. PROFORMA FOR FINANCIAL BID S. No. Item Quantity Price per Unit (Rs) [on F.O.R. basis and Inclusive of all taxes] Inch Desktop Monitor as per Technical specification above USB to VGA Display Adaptor(without external power supply) 273 (As per Delivery Schedule of para 2 of Terms and Condition on page no. 12) 273 (As per Delivery Schedule of para 2 of Terms and Condition on page no. 12) Total (Rs) Date Signature of Owner/Authorized Representative

17 Acceptance letter/annexure A I/We give un-conditional acceptance of the Tender conditions as given below: Sl. No. Description Values/Description to be applicable for relevant clause(s) i) Name of work SUPPLY OF DESKTOP MONITORS AND COMPATIBLE USB TO VGA ADAPTORS FOR PATENT OFFICE, NEW DELHI ii) Client/Owner CGPDTM iii) Type of Tender Item Rate iv) Earnest Money Deposit/security Deposit Rs. 1,00,000/- (Rupees One Lakh only) v) Time for supply 30 days from issue of letter/fax/ of intent of acceptance of tender. vi) Mobilization Advance Not applicable vii) Interest Rate on mobilization advance Not applicable viii) Validity of Tender 90 (Ninety) days ix) Performance Guarantee 5% (Five Percent only) of contract value within 30 days after signing of contract agreement in the form of account payee demand draft or bank guarantee or FD which should be valid for a period of sixty days beyond the completion of all xi) Warranty period The product must carry On Site Warranty of 3 years Signature of the tenderer/representative

18 Annexure- B Undertaking by the Tenderer (a) I/We agree to abide by and fulfill all terms and conditions referred to above and as contained in tender documents elsewhere and in default thereof, to forfeit and pay to CGPDTM, or its successors or its authorized nominees such sums of money as are stipulated in the notice inviting tenders and tender documents. (b) I/We hereby pay the earnest money of amount as mentioned in the Memorandum to this Form of Tender in favour of Controller of Patents payable at New Delhi. (c) If I/We fail to supply the item within 30 days of the date of issue of Letter of Intent and/or I/we fail to sign the agreement as per contract and/or I/we fail to submit performance guarantee as per contract, I/we agree that CGPDTM, shall, without prejudice to any other right or remedy, be at liberty to cancel the Letter of Intent and to forfeit the said earnest money as specified above. (d) I/we are also enclosing herewith the Acceptance letter on the prescribed Proforma as referred to in condition of NIT as Annexure- A Dated the day of SIGNATURE OF TENDERER NAME (CAPITAL LETTERS) : ADDRESS : SEAL OF TENDERER SIGNATURE OF WITNESS NAME (CAPITAL LETTERS) : OCCUPATION