GOVERNMENT OF RAJASTHAN ELECTION DEPARTMENT No. F. 1(3)III/C/Elec./2009/ 6775 Jaipur, dated 16-6-09 Tender Notice for supply of Hologram for Photo Identity Cards to Electors. 1. Tenders are invited from experienced firms in two bid (General cum Technical Bid & Commercial Bid) in sealed envelope for supply of Holograms. The cover should be subscribed TENDER FOR SUPPLY OF HOLOGRAM FOR PHOTO IDENTITY CARDS TO ELECTORS the tender should be accompanied by the Earnest Money deposit of Rs. 10000/- only. Tenders not accompanied by full-required earnest money deposit will not be considered. The earnest money to be deposited must be in form of Bank Draft/Bank Guarantee Payable at Jaipur in favour of Chief Electoral Officer & Principal Secretary to the Government Election Department, Rajasthan, Jaipur. 2. Only those firms who had supplied at least 1 Crore Holograms in last 2 years can apply in bid. 3. The number of holograms & estimated cost is as follows : S. No. Name of work Estimated cost Earnest Money 1 Supply of 1 Crore Hologram for Photo Identity Cards to Electors of Rajasthan 5 Lacs 10000.00 4. The Tenders should be addressed to the Chief Electoral officer, Election Department, & shall be deposited in office of Joint Chief Electoral Officer, room No. 7101, Food Building, Secretariat Rajasthan Government, Jaipur.Schedule of tender is as follows :- S. No. Particulars Date Time 1. Tenders will be sold upto 9 JULY, 2009 12.00 A.M. 2. Tendes can be deposited upto 9 JULY, 2009 1.00 P.M. 3. Tender will be opened at 9 JULY, 2009 2.00 P.M. 5. Prescribed tender form will be available in the office of the Chief Electoral Officer, Election Department, Rajasthan; Jaipur situated in the Government Secretariate premises against the cost of RS. 100/- (Rupees One Hundred Only) in case taken personally or Rs.150/- in case to be dispatched by post. 6. Tender received in the form other than prescribed form issued by the office of Chief Electoral Officer shall not be considered. 7. The Chief Electoral Officer, Election Department, Rajasthan, Jaipur reserve the right to accept or reject any tender without assigning any reason thereof. He (The C.E.O.) reserves the right to accept any tender in full or in part or reject any tender or all the tenders and divide the work between two or more tenderer without assiging any reason thereof. Jt. Chief Electoral Officer, Election Department, Rajasthan, Jaipur
GOVERNMENT OF RAJASTHAN (ELECTION DEPARTRMENT) TENDER FORM FOR SUPPLY OF HOLOGRAM (FOR USE ON PHOTO IDENTITY CARDS TO BE PROVIDED TO ELECTORS) PART I GENERAL CUM- TECHNICAL BID 1 Name of firm / contractor... Full address......pin Code. Telephone No.... Fax No.... e-mail address... 2 Amount of earnest money in figure Rs. (....../- ) in words (Rupees...) D. D. No.... dated... drawn on......( Name of the Bank & Branch) The total estimated cost of the Hologram is 5 Lakh and Tenderers are required to deposit Rs. 10000 in form of D. D. as earnest money deposit. 3 ITEM OF WORK :- (I) SPECIFICATION OF METALISED HOLOGRAM WITH STATE LOGO. (1) THREE DIMENSIONAL HOLOGRAM GENERATED BY USING ARTWORK. (2) SIZE - 20 MM. ( I.E. 2 CM) DIAMETER CIRCLE. (3) HOLOGRAM SHOULD BE SERIALLY NUMBERED VIZ. RJ 10000001, RJ 10000002 ETC. (4) THE NATIONAL EMBLEM SHOULD BE PRINTED ON THE HOLOGRAM WITH THE NAME OF THE STATE IN THE BACKGROUND. (5) APPROXIMATE QUANTITY OF HOLOGRAM TO BE SUPPLIED 1 CRORE. (6) Supply Supply will be made in sheet form. (7) Backing Metalise Polyester (8) Design for Hologram will be made available by Election Department (9) Total Thickness 0.055mm+ 10% without Paper sheet. (10) Adhesive Acrylic suitable for application on paper/paper board and adhesive quality should be such that it does not seep through the paper / paper board. Adhesive should not be affected by heat caused during lamination process. (11) Release paper should allow easy removal of hologram (12) Punching Tearing or Release liner due to deep punching should not be there Note A sample of Hologram is also enclosed with this document. 4 Note on how do you propose to undertake the work. 5 I/We... ( Name of the tenderer) Proprietor / Partner / Director hereby undertakes to supply of Holograms confirming to your tender inquiry specifications and abide by all terms and conditions of this tender. Place : Dated : Seal & Signature of the tenderer
ANNEXURE Condition No. 1 Tender form should be invariably returned duly filled in and signed with seal along with quotation. Condition No. 2 The rate quoted is valid and operative for supply orders issued on or before 31 st March 2010. It is binding on the tenderer to supply the order items within 30 days time from the date of issue of work order. Condition No. 3 The Person/persons whose tender may be accepted shall be hereinafter called the contractor which shall unless excluded by or repugnant to the context include his heirs, executors, administrators and his assignees. Condition No. 4 The tenders are required to quote on all inclusive rate ( F. O. R. Jaipur) for the holograms as per following specifications:- SPECIFICATION OF METALISED HOLOGRAM. (1) THREE DIMENSIONAL HOLOGRAM GERNERATED BY USING ARTWORK. (2) SIZE - 20 MM.( I.E. 2 CM) DIAMETER CIRCLE. (3) HOLOGRAM SHOULD BE SERIALLY NUMBERED VIZ. RJ 10000001, RJ 10000002 ETC. (4) THE NATIONAL EMBLEM SHOULD BE PRINTED ON THE HOLOGRAM WITH THE NAME OF THE STATE IN THE BACKGROUND. (5) APPROXIMATE QUANTITY OF HOLOGRAM TO BE SUPPLIED - 1 CRORE. (6) Supply Supply will be made in sheet form. (7) Backing Metalise Polyester (8) Design for Hologram will be made available by Election Department (9) Total Thickness 0.055mm+10% without Paper Sheet. (10) Adhesive Acrylic suitable for application on paper/paper board and adhesive quality should be such that it does not seep through the paper / paper board. Adhesive should not be affected by heat caused during lamination process. (11) Release paper should allow easy removal of hologram (12) Punching Tearing or Release liner due to deep punching should not be there Condition No. 5 (1) The draft / Banker Cheque of EMD amounting to Rs. 10000/- to be deposited by the tenderer will be attached with General Cum- Technical Bid. Condition No. 5 (II) The sealed tenders are invited in two bids in two separate envelopes i.e. (1) General Cum- Technical Bid (2) Commercial Bid. Each page of tender will be signed with seal. Entries with pencil will not be allowed. Both the envelopes should be put in a big-sealed envelopes. Details such as tenderer's name, address, job work, date & time should be clearly mentioned on envelope. Commercial bid, of only those tenderers who qualify in General Cum Technical Bid, will be opened. Condition No. 6 The contractor shall be entitled for payment for making the complete supply of the agreed quantity of Holograms. The department reserves the right to reduce or increase the quantity of holograms to be supplied to the department at the same contracted rates. Condition No. 7 Successful tenderer (Contractor) will have to pay security deposit equal to 5% of the value of the work order within 15 days of acceptance of tender in the form of Bank Guarantee by any Scheduled Bank for a period of 12 Months or Demand Draft drawn in favour of the Chief Electoral Officer, Rajasthan, Jaipur. The security deposit will not be accepted in any other form. Condition No. 8 The security deposit so collected under condition No. 7 shall be refunded to the contractor after two months of the final payment provided the work done by the contractor is found to be satisfactory and in good order. In this period, the contractor will have to complete any rectification work required by the Chief Electoral Officer, Rajasthan, Jaipur failing which the Security deposit shall be adjusted towards the excess cost incurred by the department on such rectification work.
CONDITION NO. - 9 The contractor shall, within 15 days of the receipt of the letter of the acceptance of his tender, deposit with the Chief Electoral Officer, Rajasthan, Jaipur security deposit amount in the manner specified in condition No. 7 thereof. The contractor shall maintain the Security deposit amount through the contract period. All compensation of other sums of money payable by the contractor to Government under terms of this contract may be deducted from or realized by sale of sufficient part of his security deposit or more as also the interest arising therefrom any sums which may be due or may become due to Government of any nature on any account whatsoever and in the event of his security deposit being reduced by reason of any such deduction or realization by sale of security as aforesaid, the contractor shall within ten days thereafter make good in cash or Government securities endorsed as aforesaid any sum or sums which may have been deducted from or realized by sale of this security or any part thereof. If the contractor fails or neglects to deposit the amount of security deposit within the prescribed time the tender already accepted shall be treated as cancelled and the Earnest Money paid by the tenderer shall be forfeited to Government without any notice. If the tender is withdrawn before the final settlement, the earnest money deposit will be forfeited by Government. The earnest money deposit will be returned on written demand to the unsuccessful tenderer after the tenders have been settled. If the tenderer fails to pay the security deposit in the manner and time prescribed, the earnest money deposited by the tenderer will be forfeited and credited to Government, The successful tenderer should execute an agreement on a stamp paper of Rs.100/- in favour of the Chief Electoral Officer, Rajasthan, Jaipur within 7 days from the date of receipt of intimation of order failing which the earnest money deposited will be forfeited and penal action will be initiated as per the agreement. Condition No. 10 The time allowed for carrying out the work as entered in the tender shall be 30 days and strictly observed by the contractor and shall be reckoned from the date on which the order to commence work is given to the contractor. The work shall throughout the stipulated period of the contract be proceeded with all his allegiance (time being deemed to be essence of the contract on the part of the contractor) otherwise the contractor shall pay as compensation as amount as the department (whose decision in writing shall be final) may decide. If the amount of the deemed estimated cost of the whole work for every day on / during which the work remain uncommenced or unfinished after the proper dates and further to ensure good progress during execution of the work the contractor shall be bound in all cases in which the time allowed for any work exceeds 30 days to complete it. The time period for supply of the goods or for the execution of the work is incomplete; it may be extended with the consent of the department. Condition No. - 11 Master (Replica/ Die) of the above Hologram prepared by the Contractor will be property of the department. The Contractor must deposit the above Master (Replica/ Die) to the departmenet after completion of the work. Condition No. 12 In case the contractor fails to supply the Holograms any part thereof within the contracted period, or in case the work is not found in accordance with the prescribed specifications and / or approved sample, the Chief Electoral Officer, Rajasthan, Jaipur shall be entitled to take the following steps : (a) (b) To recover from contractor as liquidated damages as per GF&AR rules applicable. To make the supply of Hologram through any other agency at the risk and cost of contractor without canceling the contract in respect of the incomplete portion of work ordered. Condition No. 13 The tenderer should not under any circumstance revise his rates already quoted. Any request for an increase in the rates will not be entertained under any circumstance. Condition No. 14 The contractor shall submit his bill in the printed forms. The charges to be made in the bills shall always be entered at the rates specified in the tender or in the case of any extra supply ordered, at the same rates.
Condition No. 15 The supplier shall execute the whole and every part of the work in the most substantial and workman like manner and both as regards materials and every other respect in strict accordance with specification. The contractor shall also confirm, fully and faithfully to the designs, specimen and instructions in writing relating to the work assigned by the department issued from time to time during the execution of the work. Condition No. 16 If at any time during the execution of the contract the department shall for any reason whatsoever (other than default on the part of the contractor for which the Chief Electoral Officer is entitled to rescind the contract) desires that the whole or any part of the work specified in the tender should be suspended for any period or that the whole or part of the work, should not be carried out at all, he shall give to the contractor a notice in writing to that effect and upon the receipt of such notice the contractor shall forthwith suspend or stop the work wholly or in part as required thereon. Condition No. 17 The contractor shall not be entitled to claim any compensation from the Government for the losses suffered by him on account of delay by Government in whatsoever reasons including, inter-alia- (i) Force majors, (ii) Act of God. Condition No. 18 All works in course of execution or executed in pursuance of the contract shall at all times be open for the inspection and supervision of the Chief Electoral Officer and his subordinates. Condition No. 19 All sums due and payable by the contractor to Government as and by way of compensation under the agreement shall be considered as a reasonable compensation irrespective of the quantum of actual loss or damages sustained or caused to Government. Condition No. 20 Except otherwise specified in the contract and subject to the powers delegated to him by Government under the Code and rules then in force, the decision of the Chief Electoral Officer shall be final, conclusive and binding on all parties to the contract on all questions relating to the meaning of the specifications, and instructions herein before mentioned and as to the quality or workmanship on the work. Condition No. 21 If any contractor does not accept any of the said conditions his tender shall not be considered. Condition No. 22 Payment to contractor shall be made by A/C Payee Banker Cheque or Demand Draft to the banker nominated by the contractor immediately on receipt of the material. Condition No. 23 The tendered rates shall be inclusive of all taxes, rates and shall also be inclusive of the tax leviable in respect of work contract under the provision of the Rajasthan Sales Tax Act and TDS and no price escalation will be allowed on any account. Condition No. 24 There shall be no exemption from payment of full earnest money deposit in any case. Also there shall be no price preference or any other kind of concession in favour of any category of Tenderers. Condition No. 25 The entire works shall have to be carried out as per the instructions issued by the Chief Electoral Officer; Rajasthan, Jaipur from time to time and his decision shall be final and binding in respect of all points of doubt. Condition No.26 Supply of Holograms will be made available at office of the Chief Electoral Officer, Rajasthan, Jaipur. Condition No. 27 Rules of G.F. & A.R. Rajasthan will be applicable. Condition No. 28 Testing of supplied Holograms will be made by department through National Laboratory & payment of firm will be released only after that. The charges paid for it will be deducted from the due payment of the firm. Condition No. 29 The Contractor will attached copy of the latest Sales Tax Certificate & Income Tax Clearance Certificate in respect of his firm / Company issued by the authorities concerned with this tender.
Condition No. 30 Previous experience of supply of holograms is compulsory. Information of number of supply orders of Hologram for quantity of at least 1 Crore by the firm in last two years will be submitted by firm in the format enclosed as annexure I. Condition No. 31 The Chief Electoral Officer reserves the right to accept or reject any tender without assigning any reason thereof. He also reserved the right to accept any tender in whole or in part of reject any tender or all the tenders and to divide the order between two or more Tenderers without assiging any reason thereof. The decision of the Chief Electoral Officer, Rajasthan, Jaipur shall be final and binding on the tenderer(s) in respect of this tender. Signature of tenderer
GOVERNMENT OF RAJASTHAN (ELECTION DEPARTMENT) Subject : - Tender for supply of Hologram for Electors Photo Identity Card. PART II COMMERCIAL BID 1. Name of firm. :-... 2. Rate offered per Hologram unit. ( In figures ) :-... ( In Words) :-... Place: Date: Seal & Signature of the tenderer
1 Information's regarding previous experience :- S.N. Name of organization ordered for supply of holograms Date of work order Deliver y Period Quantity of hologram ordered Total value of ordered consignment. Annexure-I Whether Hologram supplied successful ly or not # Type of organizatio n Govt./Semi Govt./Privat e sector. Note :- Attested Copy of above referred work orders must also be enclosed with this statement. # An attested copy of the successful supply / delivery from concerned organisation / order or copy of payment release order should also be enclosed with the statement. Place: Date: Seal & Signature of the tenderer