Tender for Online Rationalization, De-duplication, Data Entry of Elector details & Up-dations, Preparation, Integration & Consolidation,BLO Register Processing, Printing and Binding, Control table Corrections, Generation & Printing of Photo Electoral Roll-2013 as per the guidelines of Election Commission of India Tender No. MPSEDC/MKT/2012/215 REVISED (All s of this document except for Commercial-bid to be submitted in original duly signed on each along with the technical bid envelope. The Commercial bid in original is to be enclosed in a separate sealed envelope) M.P. State Electronics Development Corporation Ltd. 147, Zone-I, M. P. Nagar, Bhopal - 462011 (M P) Ph. No. 0755-2769822, 2769816, Fax: 0755-2769824 www.mpsedc.com 1
INVITATION FOR BIDS Addl. Chief General Manager, MPSEDC Ltd., Bhopal invites sealed bids, under two envelopes system, from bidders for Revised Tender document for Online Rationalization, De-duplication, Data Entry of elector details and Up-dations, Preparation, Integration & Consolidation, BLO Register processing, printing and binding, Control table Corrections, Generation and Printing of Photo Electoral Roll as per the guidelines of Election Commission of India on behalf of office of the Chief Election Commission, Bhopal. Interested bidders may obtain further information from the office of MPSEDC Ltd. Bhopal Bids are invited for the work mentioned hereunder: Sl. Items Description No. a Scope of Work Online Rationalization, De-duplication, Data Entry of elector details and Up-dation, Preparation, Integration & Consolidation, BLO register processing, printing and binding, Control table Corrections, Generation and Printing of Photo Electoral Roll as per the guidelines of Election Commission of India b Cost of Tender Document Rs.1000.00 (non-refundable) by Demand Draft/Cash c Sale of Tender documents Date 18.05.2012 to 18.06.2012 (Between 10.30 a.m. to 5.30 p.m.) d Pre-Bid Meeting 26.05.2012 at 11.00 a.m. e Last date of submission of Bid 19.06.2012 up to 3.00 p.m. f Date of opening of Technical Bid 19.06.2012 at 4.00 p.m. g EMD Rs. 1,00,000/- (Rupees One Lakh Only) in the form of Demand Draft payable to MPSEDC Ltd., Bhopal h Place of opening of Bids MPSEDC Ltd., 147, Zone-1, Maharana Pratap Nagar, Bhopal 462 011 (M.P.) i Address for communication MPSEDC Ltd., 147, Zone-1, Maharana Pratap Nagar, Bhopal 462 011 (M.P.) Note : Tender can be downloaded from the website www.mpsedc.com In case. tender document has been downloaded from the website, the Bidder will have to enclose a Demand Draft of Rs.1000/- (Rupees One Thousand only) as tender document fee from any scheduled bank in favour of MPSEDC Ltd. payable at Bhopal along with the tender. *Any future Corrigenda/Information shall be posted only on our website www.mpsedc.com 2
Letter for Submission of Tender Addl. CGM, MPSEDC 147 Zone I, M P Nagar Bhopal (M P) Dated --------, 2012. Ref : Revised - Tender Document for Online Rationalization, De-duplication, Data Entry of elector details and Up-dations, Preparation, Integration & Consolidation, BLO register processing, printing and binding, Control table corrections, Generation and Printing of Photo Electoral Roll as per the guidelines of Election Commission of India - against Tender No. MPSEDC/MKT/2012/215 due on 19.06.2012 Dear Sir, Having examined the tender document relating to the Revised Tender document for Online Rationalization, De-duplication, Data Entry of elector details and Up-dations, Preparation, Integration & Consolidation, BLO register processing, printing and binding, Control table corrections, Generation and Printing of Photo Electoral Roll as per the guidelines of Election Commission of India as detailed in your tender, Conditions and scope of work etc., and having understood the provisions and requirements relating to the development and all other factors governing the tender, We hereby submit our offer for the same in accordance with terms and conditions and confirm our acceptance to execute the order within the time period specified in the tender document, at the rates quoted by us in the accompanying Bid. If, after the tender document is accepted, we fail to complete the said work as per the order. We agree that, M/s. MPSEDC LTD. Bhopal shall have full authority to forfeit the earnest money and cancel our order with no obligation on their part. We confirm having deposited earnest money of Rs 1,00,000/- (Rupees One Lakh only) by Demand Draft No..dated.. Drawn on Bank. Branch attached here to, and general information required are as per Annexure attached. We further confirm that i. We have successfully executed orders of similar nature and we have sufficient experience and financial strength in handling orders of this value. ii. We have sufficient qualified manpower and after support to execute the order efficiently in the specified time schedule. iii. The quoted rates shall be valid till the completion of the order but not less than 90 days. iv. We further confirm that all chapters of the tender documents have been read, understood and signed and there is no deviation/discrepancy. v. We hereby declare that we have not been blacklisted by any Govt. Authority. The information given above and in the Tender Document is true to the best of our knowledge and we understand that in case, the information is found to be false, our tender/work order can be rejected at any point of time. Signature of the Bidder With stamp and date 3
1. General information: 1 Name of the Bidder: Part I Technical Bid 2 Category of the Bidder (Whether company, partnership firm or Proprietary concern) (Enclosed Registration Certificate). 3 Name of Chief Executive Officer and Telephone No. 4 Contacts: Telephones Residence: Fax: E-mail: Mobile No: Office: 5 Year of Establishment Name(s), contact number and Address(s) of proprietor or partners or Directors 6 Other branches/agencies of the Bidder in the state of Madhya Pradesh. (Enclose list if any) 7 Amount of Earnest Money Deposit Demand Draft details Amount (In figures) Amount (In words) Payable at (Indicate Name of Bank & Branch) Serial Number Dated 8 Sales Tax/Commercial Tax/ VAT/CST No., P F No. & Service Tax No. 9 Income Tax PAN/GIR No. 10 Name & Zone No. (Maximum 4) for which the Bidder have submitted the bid. TECHNICAL INFORMATION: 11 Available Facilities: No. of Employees on permanent roll Technical : Non-Technical: (Details be given ) 4
Number of card production centers and places thereof Available Infrastructure 12 Total number of Pentium-IV computers with minimum 160 GB HDD or above. 13 Operating System 14 Number of Digital Cameras available 15 Number of Laminating Machines Available 16 Number of Laser Printers (20ppm,600 dpi or above) available 17 Number of additional sets of equipments, if any, proposed to be procured (give details) 18 Time required to place the equipments on the job 19 Backup facilities 20 21 Software support No. of UPS/Generators with capacity 22 Turn over of the Last 3 years (Attach CA's certificate) 2009-10 2010-11 2011-12 23 24 Name and Address of the Banker List of major orders executed (details to be given ) 25 Past experience as per eligibility criteria (details may be given along with Documentary evidence) 26 Work in hand (details to be given) with documentary evidence. Note: The Computers used by the Vendor should have Windows XP Professional SP II or Windows 7, Dotnet Framework 3.5, Crystal Reports Redistributable 2008, Hindi Indic IME and MS office 2003 or 2007 installed on them. The vendor should use licensed softwares for the activities outlined in this Tender. Vendor should deploy the Computers of good configuration (with minimum 2 GB RAM). The Vendor must install the licensed Anti Virus on all the systems to be used for this work. 5
2. Eligibility Criteria: The Eligibility Criteria for bidders is as follows: 1. Tender can be submitted by any bidder who has previous satisfactory experience of preparation of Photo Electoral Rolls and Elector s Photo Identity Cards () in any state of India as per guidelines of Election Commission of India. A certificate from the concerned DEO/CEO/SLA (clearly indicating the name/names of Districts) in this regard should be enclosed. Sub-contractors certificate(s) not allowed. The bidder must have had an average annual turnover of Rs.30 lakhs during the last 3 financial years. The balance sheets of the last three years should be submitted. In this regard CA certificate should be submitted by the Bidder. OR Tender can also be submitted by those bidders who have the work experience in the field of Data Processing along with the ISO 9001 certification and an annual turnover of Rs.1 Crore in atleast one year in the last three financial years. 2. The Bidder should not be blacklisted by any Government Authority. The Bidder must enclose the notarized affidavit with this regard. 3. Description of work The Scope of Work involves the following activities: Part I Data Entry Supplementary Revision of Electoral Roll The Bidder will carry out Online Additions, Modifications & Deletions through Form 6, 6A, 7, 8 & 8A provided by the DEO Office of the concerned District. After the Data Entry, the Bidder will print checklists of supplementary rolls and submit the same to DEO office. The DEO Office will verify the checklist and if found, correct, the Bidder will print the supplementary lists and generate PDF files of the Photo Electoral Roll. In case, errors are observed in the checklists the Bidder will have to correct the errors and print another checklist. This process will be continued till error free checklists are prepared. The vendor will create PDF files (with and without photo) of the error free photo electoral roll and submit the PDF files on CD/DVD in three copies (make Moser Baer, HP, Philips or Sony only) in jewel case with Authorised signature and seal to concerned district. The vendor will also return the original data. Part II Printing The vendor will print one laser print of the error free integrated, Supplementary, Final and Continuous revision photo electoral roll on single side of white A4 Sheet of minimum 75 gsm. The vendor will also generate 10 photocopies of the photo electoral roll on both sides of white A4 sheet of minimum 75 Gsm. Part III BLO Register As per the directions of ECI, every Booth Level Officer (BLO) will be provided a register that will be used as a working copy of the Electoral Roll and it has to be printed for each Electoral Roll Part separately. It should also have the photographs of the electors. In addition sufficient space should be given for each entry for the BLO to make corrections where the entry is incorrect. The BLO Register will also contain the various report formats pertaining to the respective Booth. The vendor will create the PDF files containing the BLO Registers from the Electoral Roll data. It is expected that for a part having 1200 electors the BLO Register will comprise of approximately 300 s (150s both side). After generating the BLO Registers the vendor has to take the one print of them on a A4 size paper of 75 GSM. After printing of the BLO Registers, the last step is to bind them properly. In Madhya Pradesh State there are approximately 47830 Parts/Booths. The process of Generating, Printing & Binding of BLO Registers containing Photo Electoral Roll is to be done at District office only. The binded BLO Registers have to be delivered to the concerned District Election authorities by the vendor on time. And after completion of work, will submit the pdf files on CD/DVD in three copies. 6
The vendor will create PDF files and submit the PDF files on CD/DVD in three copies (make Moser Baer, HP, Philips or Sony only) in jewel case with Authorised signature and seal to concern district. Part IV Preparation of s The process of Online generating s will involve the following operations: 1. Receiving residual electors Photographs of Electors from DEO if not available in database. 2. Grabbing of photographed images or Scanning of images of collected passport size photographs and merging into database if not available in database. 3. Editing of data (including alternation if any in other entries), at the time of processing on the card format. 4. Printing of Checklist of Electors whose have been prepared or modified. 5. Incorporating corrections after field verification of checklist by BLO. 6. Printing of error free cards. 7. Cutting of Printed cards to proper sizes. 8. Fixing of holograms 9. Affixing appropriate facsimile signature of the ERO. 10. Lamination of cards. 11. Handing over of cards to District authority. 12. Report generation at different stages of work as required by DEO. 13. The card shall be on milky white paper of thickness not less than 80 GSM of size 5cms horizontal and 8.4 cms vertical with permissible variation of plus or minus 5 percent and the card shall be produced by single side printing on paper and folding the same before lamination. Maximum Six cards will be printed on one A-4 size paper. It will be the responsibility of the vendor to get approval for the quality of the paper to be used for printing s from the Govt. competent authority. The applicable fee for approving the quality of paper will be borne by the vendor. 14. Lamination Pouch for of thickness 125 Microns (75 microns polyester & 50 micron polymer, transparent & colourless) and size: 60mm X 94mm ±5% 15. The applicable fee for testing of Lamination Pouch (for every purchased lot) for preparation will be borne by the vendor. 16. Image specification: Format: JPEG Resolution 320x240 Pixels in aspect ratio of 4:3 Image size: 24 mm vertical x 18 mm Horizontal The total process from Photography till handing over the, BLO Register, integrated, supplementary, final and continuous Photo Electoral Roll in PDF format, CD/DVD ROMs and associated work to the concerned DEO is to be done by the Bidder in coordination with the concerned district authorities. Part- V Integration and Consolidation The vendor will perform the Online Rationalization (breaking of a single part into two parts), Deduplication (removing duplicate entries), Control table Corrections, Photograph merging in elector s database after scanning the photo, adding of Mobile Nos., E-Mail IDs, Passport No. etc, followed by data Up-dations. All these activities will be carried out as per the instructions of the concerned District Election officials and guidelines of CEO. The vendor will carry out online integration by merging the mother roll and supplementary lists into one single roll and re-numbering the electors through the software provided by SLA. After integration the vendor will generate Photo electoral roll in PDF format and print one copy of the electoral roll as check list and submit the same to District Election authorities. The District Election authorities will check and mark corrections on the check list. The vendor will collect the corrected check list and make the corrections in the Database through the software provided by SLA and print corrected copy of the check list and submit the same to District authorities. In case, errors are still found after correction, the vendor will have to make corrections and print another check list. This process shall be continued till error free check list (which shall be known as final check list) is generated. The vendor will create PDF files (with and without photo) of the error free, integrated photo electoral roll and submit the PDF files on CD/DVD(make Moser Baer, HP, Philips or Sony only) in three copies in jewel case with Authorised signature and seal to concerned district. 7
The process of incorporating corrections in electoral roll shall be done at respective district head quarters only. Notes: 1. The amount will be paid only for the data entry of Form 6 & 6 A (Additions). 2. The vendor will generate and print MIS Reports ( Residual Electors Report, De-duplication Report, Format 1-8 Reports, Photo Electoral Roll Data Errors Report, etc.) relating to the work as and when required. The generation of MIS Reports will form a part of work and any cost incurred by the vendor shall be included in the quoted rates. No extra charges will be paid for the generation and printing of MIS Reports. 8
TERMS AND CONDITIONS 1 Tender should be submitted only in this original form. It should be filled up in all respects and should be duly signed (with seal) on each by the Bidder. 2 This Tender Form consists of two parts. A In Part I Bidder is required to give the technical and business profile of his firm/ corporation / company and Terms / Conditions, Job specification etc.. B Part II is related to the price bid for the job. 3 Each tender shall be accompanied by earnest money deposit (EMD) in the form of Bank draft of any Nationalised/Scheduled Banks for an amount of Rs. 1,00,000 (Rupees One lakhs only). No exemption in EMD/Security deposit in any form will be given to any firm/ company/ corporation/ public undertaking. Bank draft shall be payable to the Madhya Pradesh State Electronics Development Corporation Ltd., Bhopal on any of the Nationalised/Scheduled Banks having an operating branch at Bhopal. 4 Bank draft for Earnest Money Deposit along with Part I, shall be placed and sealed in envelope marked 'A'. Part II of the Tender Form i.e. Price Bid form shall be placed and sealed in envelope marked 'B'. Thereafter all the sealed envelopes, 'A' and B shall be placed and sealed in envelope marked 'C', addressed and submitted to the Office of the Additional Chief General Manager, 147, Zone-1, MP Nagar Bhopal- 462 011 by registered post or by hand within specified time limit. The envelope should be clearly super-scribed with the words "Tender Document for Rationalization, De-duplication, Data Entry of elector details and Up-dations, Preparation, Integration & Consolidation,BLO Register processing and printing, control table correction, Generation and Printing of Photo Electoral Roll as per the guidelines of Election Commission of India at top. The name and address with telephone number, Fax number, e-mail etc. of the Bidder should also be specified on the envelope. a Tender shall be submitted only in the name of firm to whom tender form has been issued. b Commercial Bid will be opened in the presence of the successful Bidders. Date, Time and Place of opening price bids will be intimated to them in due course. No appeal against the decision of the Committee shall be entertained. 5 a The total work is divided into 23 Zones. The Bidder can bid for any four Zones; however, the successful bidder shall be awarded work for only one Zone. b After opening of the Bids, if it is found that, a Bidder has quoted lowest rates in more than one Zone, he will be given an opportunity to select one zone. In case of other zones, where, the Bidder is lowest, the respective second lowest bidders will be offered to work at the lowest rates. If the second lowest bidder does not accept the offer, the zone will be offered to the third lowest bidder and so on. c In case, no bidder accepts the offer as mentioned in 5b. above, a limited tender will be invited from all the bidders who have not been allotted any zone. d MPSEDC reserves the right to offer more than one zone to the lowest bidder in case, no reasonable bids are available after carrying out the exercise mentioned in 5b. and 5c. 6 The Bidder(s) whose tender is accepted shall hereinafter be called "Contractor" which shall include his heirs, executors, administrators and assigns. 7 The primary source/document for the work is Photo electoral rolls published in 2012 at CEO office. Any discrepancies observed shall be corrected by the Contractor. 9
GENERAL CONDITIONS 1 The Bidder should quote rate inclusive of all taxes, as per PART II. No extra payment will be given. 2 If forma or Reports are modified by Election Commission of India or MPSEDC, during the process, the contractor will have to carry out modification/rectification at no extra cost. 3 The tendered rates shall be inclusive of all taxes. No price escalation will be allowed on any account. 4 The rate quoted should be valid and operative for work orders as issued by MPSEDC. It is binding on to the contractor(s) to execute the job entrusted to him/them by MPSEDC at a place, date and time, decided by MPSEDC at the rate quoted by the Contractor(s) and accepted by MPSEDC. 5 Successful Bidder (Contractor) will have to pay security deposit equal to 10% of the value of the work within ten days of acceptance of his tender in the form of formance Bank Guarantee or F.D.R. (from any nationalized bank) for a period of minimum One Year duly pledged. In case the contractor fails to deposit the security amount within seven days, the Earnest Money Deposited by him shall be forfeited, and MPSEDC will be free to award the contract to any other agency at the contractor s risk and cost. 6 The successful Bidder will have to sign an Agreement with MPSEDC for the Zone for which he has been declared as successful bidder within one week of issue of Letter of Intent/Work Order. The Bidder must establish the setup at the District headquarters within 7 days after issue of work order. 7 MPSEDC reserves right to accept or reject any or all tenders without assigning any reasons. He will also not be bound to accept the lowest tender and will be free to take suitable decisions on merit of the tenders. 8 The Contractor shall submit his bill in the printed form to MPSEDC in triplicate. The charges to be claimed in the bills shall always be as per the rates approved. A The Contractor will submit the bill after successful completion of each part of work (from Part 1 to 5 as mentioned in the Description of along with certificate from District Authorities & delivery challan. Payment of 70% of the bill will be made to the Contractor by MPSEDC, subject to the receipt of payment from the DEO office. B MPSEDC will check the data received on behalf of the Chief electoral Officer, MP and if it is found satisfactory will issue a certificate in this regard. C After the receipt of the certificate from MPSEDC, the Contractor shall be entitled for the remaining payment of work, which has been entrusted to him by MPSEDC. The Contractor will submit the Bill for the remaining 30% amount to MPSEDC. MPSEDC will make payment of the amount after deducting any amount if necessary, subject to receipt of payment from the DEO office. No Interest will be paid on delayed payments. D Payment to Contractors shall be made by A/c Payee (crossed) Demand Draft/Cheque only. 9 The Security deposit collected shall be refunded to the Contractor within three months of the final payment. In this period, the Contractor will have to complete any rectification work as may be required by MPSEDC, failing which the security deposit shall be adjusted towards the excess cost incurred by MPSEDC on such rectification work. 10 The Contractor shall bear the expenses regarding the collection of data paper and lamination test report charges etc. Supply of all deliveries. 11 In case the Contractor fails to complete the work or any part thereof with in the contract period or in case the work is not found in accordance with the prescribed specification and/or approved sample or if the progress of any particular portion of work is found not up to the satisfaction, or the contractor fails to supply CDs/DVDs and other deliverables etc. as specified in the Tender Document within the stipulated time (Annexure 5), the liquidated damages may be charged on the accepted work as per the following: A 5% payment shall be deducted per day (including Sunday and holidays) on the remaining work for which deliverables are not completed. B If the delivery of complete Photo electoral rolls of all assembly constituencies is delayed 10
from the days as per Annexure 5, MPSEDC shall have the power to terminate the contract in respect of the balance supply of Photo electoral rolls. In that event MPSEDC will also have the power to get the above mentioned work completed through some other agency/source and the additional cost, if any, shall be recovered from the Contractor. C To get the work completed through any other agency, at the risk and cost of the Contractor in respect of the incomplete portion of work. D The Contractor shall be liable to make good any loss, which MPSEDC may sustain by reason of higher price, and/or any other administrative expenses incurred on the incomplete portion of work. E After testing of paper and lamination pouch (of every purchased lot) contractor will print photo electoral roll and. The applicable fee for testing will be deposited by the Vendor to the District. If the quality of paper & pouch is not as per the specifications mentioned in the tender, then the District authorities have the right to examine them from the competent government agency. 12 The contractor shall not under any circumstances revise the rates already quoted and approved and should complete the work undertaken within the time limit agreed. Any request for an increase in the rates will not be entertained under any circumstances. 13 The Contractor shall execute the whole work in strict accordance with guidelines of ECI. The Contractor shall also confirm exactly, fully and faithfully to the designs, specifications and instructions issued by MPSEDC/CEO office. 14 MPSEDC shall have power to make any alterations in or additions to the original specifications, specimen designs and instructions that may appear to him to be necessary. The Contractor shall be bound to carry out the work in accordance with any instructions in this connection, which may be given to him by MPSEDC. Such alterations shall not invalidate the contract, and any additional work which the Contractor may be directed to do in the manner specified above as part of the work shall be carried out by the Contractor on the same conditions in all respects on which he agreed to do the main work and at the same rates as specified by him in the tender for the main work. 15 If at any time after the execution of the contract MPSEDC shall for any reason whatsoever (other than default on the part of the Contractor for which the contract can be rescinded) desire 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 necessary direction to the Contractor. Upon the receipt of such direction the Contractor shall forthwith suspend or stop the work wholly or in part as required therein and no compensation shall be payable to the Contractor for suspending or stopping the work. 16 The Contractor shall not be entitled to claim any compensation from MPSEDC for the loss suffered by him on account of delay by MPSEDC for whatsoever reasons including interealia: A Force majeure. B Natural calamity. C Act of enemies of the State or any other reasonable cause beyond the control of MPSEDC/DEO. 17 All work under or in course of execution or executed in pursuance of the contract shall at all times be open for the inspection and supervision of MPSEDC/CEO/DEO and their authorised subordinates. 18 If the Contractor attempts to bribe by way of gratuity, gift, loan, perquisite, reward or advantages, pecuniary or otherwise directly or indirectly, promises or offers office or employment, or if any such officer or person becomes in any way directly or indirectly interested in the contract, MPSEDC may thereupon by notice in writing rescind the contract and the security deposit shall thereupon stand forfeited. 19 If it is found that the original contractor has sub-contracted the work, the work order shall be cancelled and the security deposit forfeited. 20 Security deposit will be forfeited if any term and condition of the contract is breached and the Contractor fails to complete the said work satisfactorily. The decision of the Managing Director, MPSEDC in this regard shall be final. 11
21 If the tender is withdrawn or rates are modified before the final acceptance of rates, the earnest money deposit shall be forfeited by MPSEDC. The earnest money deposit will be returned on written demand to the unsuccessful tenders after the tenders have been finalised. 22 If the Bidder fails to pay the security deposit in the prescribed manner and within the time provided, the earnest money deposit paid by the Bidder will be forfeited and credited to the Corporation. 23 The time allowed for carrying out the work shall be as per Annexure 5, and strictly observed by the Contractor and shall be reckoned from the days on which the order to commence the work is given to the Contractor. The work shall be completed within the stipulated period of the contract and be proceeded with all due diligence. In case of circumstances beyond the control of the contractor the decision of MPSEDC/CEO shall be final. 24 If a dispute arising out of, and/or in connection with and/or in relation to this contract or breach or termination thereof exists between the parties and the same cannot be settled within fifteen days by mutual discussions, such disputes or differences shall be referred to the Arbitrator under the provisions of the Arbitration and Conciliation Act, 1996. The Arbitrator panel s decision shall be final and binding on both the parties. 25 All powers exercisable, functions to be discharged in terms and conditions and provisions of this deed in relation to MPSEDC, shall be exercised and discharged by MPSEDC or by any other officer specifically authorized by him in this regard. 26 The database files (Offline Form-6 data in MS-Access format) and CDs created for computerisation of Photo electoral rolls as per tender document will be the sole property of the Office of the Chief Electoral officer, Madhya Pradesh. The Contractor should not retain them on their computers. The Contractor would not use this database in any form for any other purpose except those indicated in this tender document. 27 The duration/validity of this tender will be from August 2012 to July 2013. But the CEO/SLA has the right to extend or reduce the duration as per the requirement. 28 If ordered by the concerned DEO, the Contractor/Vendor must place his Manpower, Systems, Printers etc. at the Tehsil office for the preparation of Photo Electoral Roll & in sufficient quantity. 29 The Contractor/Vendor must provide the services of qualified & experienced Supervisors, Data Entry Operators etc. at the District level. 30 The Contractor/Vendor should deploy minimum 1 Supervisor for each District and 1 Computer & Data Entry Operator for every AC in their respective District. If instructed by the DEO/CEO/SLA, the Contractor/Vendor must increase the number of Systems & Data Entry Operators to execute the work in time. 31 The DEO/CEO/SLA can inspect the hardware setup installed by the vendor at any time, at district or Tehsil level. The vendor must submit the manpower details/list to the district authorities indicating the Name, Post, Mobile Numbers etc. before beginning the work and after any substitutions in the manpower deployed. 32 The vendor must ensure that he should digitize all the forms as and when received from the district authorities and no backlog/pendency in work is acceptable. 12
II COMMERCIAL BID Financial Bid must be submitted strictly in the given format Bidding Zones Zone 1 Raisen Rajgarh Zone 2 Gwalior Sheopur Zone 3 Sagar Datia Zone 4 Morena Shivpuri Activity Unit Qty * (AC) Part I (as per clause no. 3 160663 Entry Part II 1 Laser print 143791 Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 1 Part I (as per clause no. 3 Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 2 Part I (as per clause no. 3 Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 3 Part I (as per clause no. 3 Part II 1 Laser print Part III (as per clause no. 3 381654 188232 AC 9 Entry 161370 156028 368604 178446 AC 8 Entry 150358 184067 439873 186343 AC 11 Entry 197557 200944 471836 305732 Rate Amount 13
Zone 5 Bhind Tikamgarh Zone 6 Damoh Chhatarpur Zone 7 Satna Anuppur Zone 8 Rewa Panna Zone 9 Sidhi Part V (as per clause no. 3 AC 11 Total of Zone 4 Part I (as per clause no. 3 147923 Entry Part II 1 Laser print 179630 Part III (as per clause no. 3 436114 211080 Part V (as per clause no. 3 AC 10 Total of Zone 5 Part I (as per clause no. 3 87210 Entry Part II 1 Laser print 181119 Part III (as per clause no. 3 435657 186817 Part V (as per clause no. 3 AC 10 Total of Zone 6 Part I (as per clause no. 3 135403 Entry Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 7 Part I (as per clause no. 3 Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 8 Part I (as per clause no. 3 176615 423637 212073 AC 10 Entry 176870 191196 462347 313700 AC 11 Entry 136005 14
Singrouli Shahdol Zone 10 Seoni Dindori Katni Zone 11 Jabalpur Umaria Zone 12 Balaghat Mandla Zone 13 Narsinghpur Betul Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 9 Part I (as per clause no. 3 Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 10 Part I (as per clause no. 3 Part II 1 Laser print 187928 453171 250820 AC 10 Entry 132310 198450 483066 190558 AC 10 Entry 192760 193521 Part III (as per clause no. 3 474108 215244 Part V (as per clause no. 3 AC 10 Total of Zone 11 Part I (as per clause no. 3 141755 Entry Part II 1 Laser print 168416 Part III (as per clause no. 3 411162 215087 Part V (as per clause no. 3 AC 9 Total of Zone 12 Part I (as per clause no. 3 145602 Entry Part II 1 Laser print 163040 15
Zone 14 Bhopal Guna Zone 15 Hoshangabad Chhindwara Zone 16 Vidisha Ashoknagar Sehore Zone 17 Dewas Ratlam Part III (as per clause no. 3 393106 160581 Part V (as per clause no. 3 AC 9 Total of Zone 13 Part I (as per clause no. 3 Entry 134028 Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 14 Part I (as per clause no. 3 Part II 1 Laser print 204601 507930 162146 AC 11 Entry 161612 201207 Part III (as per clause no. 3 492397 186060 Part V (as per clause no. 3 AC 11 Total of Zone 15 Part I (as per clause no. 3 210947 Entry Part II 1 Laser print 207785 Part III (as per clause no. 3 473189 218533 Part V (as per clause no. 3 AC 12 Total of Zone 16 Part I (as per clause no. 3 160711 Entry Part II 1 Laser print Part III (as per clause no. 3 173320 406493 203212 16
Zone 18 Badwani Khargone Zone 19 Shajapur Mandsour Zone 20 Dhar Jhabua Zone 21 Indore Alirajpur Part V (as per clause no. 3 AC 10 Total of Zone 17 Part I (as per clause no. 3 191918 Entry Part II 1 Laser print 170532 Part III (as per clause no. 3 408082 205928 Part V (as per clause no. 3 AC 10 Total of Zone 18 Part I (as per clause no. 3 166889 Entry Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 19 Part I (as per clause no. 3 Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 20 Part I (as per clause no. 3 Part II 1 Laser print 174226 405966 176229 AC 9 Entry 154732 168382 391055 235879 AC 10 Entry 176765 227796 Part III (as per clause no. 3 555763 220423 Part V (as per clause no. 3 AC 11 Total of Zone 21 17
Zone 22 Ujjain Neemuch Zone 23 Khandwa Burahanpur Harda Part I (as per clause no. 3 Part II 1 Laser print Part III (as per clause no. 3 Part V (as per clause no. 3 Total of Zone 22 Part I (as per clause no. 3 Part II 1 Laser print 156410 Entry 168323 405390 198568 AC 10 Entry 134153 147488 Part III (as per clause no. 3 357616 150800 Part V (as per clause no. 3 AC 8 Total of Zone 23 * The above (Data entry, Residual electors & no. of s) mentioned are estimated I hereby accept all the Terms and Conditions of this Tender Document. Signature of Bidder with Seal 18
Annexure - 1 19
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Annexure -2 22
Annexure - 3 23
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Name of District Total Assembly Segments Total Polling Stations Total Electors Annexure 4 Estimated Quantity Data Entry s to be (Additions) prepared [1] [2] [3] [4] [5] [6] Sheopur 2 405 355277 45810 53837 Morena 6 1122 1047302 108175 190763 Bhind 5 1129 939595 103643 137656 Gwalior 6 1208 1171545 115560 124609 Datia 3 530 440226 42745 46339 Shivpuri 5 1068 923301 89382 114969 Guna 4 765 624708 84028 101857 Ashoknagar 3 626 466403 31549 39016 Sagar 8 1449 1380077 107613 140004 Tikamgarh 5 895 821817 44280 73424 Chhatarpur 6 1198 1029231 47444 91052 Damoh 4 914 759819 39766 95765 Panna 3 680 569441 49919 65383 Satna 7 1433 1286033 86926 152682 Rewa 8 1452 1308085 126951 248317 Sidhi 4 751 752560 41887 99542 Singrauli 3 499 518586 42890 86989 Shahdol 3 735 607443 51228 64289 Anuppur 3 528 432159 48477 59391 Umaria 2 417 363059 14670 16280 Katni 4 880 716782 62138 93995 Jabalpur 8 1630 1535310 178090 198964 Dindori 2 562 406038 18991 29956 Mandla 3 855 621422 46577 85862 Balaghat 6 1279 1007601 95178 129225 Seoni 4 1085 802437 51181 66607 Narsingpur 4 848 643122 63116 66855 Chhindwara 7 1494 1232439 92834 117054 Betul 5 1161 920222 82486 93726 Harda 2 395 310672 35589 36046 Hoshangabad 4 906 724919 68778 69006 Raisen 4 944 708412 87990 104280 Vidisha 5 1052 771648 105718 105736 Bhopal 7 1427 1456540 50000 60289 Sehore 4 878 716426 73680 73781 Rajgarh 5 1111 837996 72673 83952 Shajapur 5 1127 837633 96639 103986 Dewas 5 1045 856843 85272 109390 Khandwa 4 881 716391 48939 60710 Burhanpur 2 484 413890 49625 54044 Khargone 6 1153 981746 111141 112313 Badwani 4 770 688425 80777 93615 Alirajpur 2 401 358421 52938 95916 Jhabua 3 598 558959 26491 103800 Dhar 7 1151 1100972 128241 132079 Indore 9 2074 1861793 123827 124507 Ujjain 7 1381 1138073 102735 143162 Ratlam 5 948 795060 75439 93822 Mandsour 4 941 787249 70250 72243 Neemuch 3 565 479984 53675 55406 Total 230 47830 40784092 3613951 4772491 26
Annexure 5 Time Schedule Sr.No. Activity No. of days from the date of order/loi 1 Online Rationalization (breaking of a single part into two parts), De-duplication (removing duplicate entries), Shifting of Electors from one part to another, Integration and consolidation, Data Entry of Electors details, Deletion, Modification, Control table corrections, Mobile Nos, E-Mail IDs, Passport No. etc, followed by data Up-dations, merging of photographs & preparation. 10 days 2 Online Integrate all supplements with the Mother Roll to prepare 3 days a Draft Roll. 3 Checklist verification of the Photo Electoral roll after integration 4 days and carrying out corrections if any. 4 Print final Checklist for verification of the corrections made in the 2 days Photo Electoral roll 5 Creation of PDF files (with and without photo) of the error free, 2 days integrated photo electoral roll. 6 Printing of the Draft Roll for Draft Publication-2013(one laser print 6 days & ten photo 7 BLO Register processing, printing and binding 10 days 8 Data submission (Elector data, PDF CDs with & without photo) 2 days 9 Data entry of new electors details As per ECI schedule 10 Print final Checklist for verification of the corrections made in the Photo Electoral roll As per ECI schedule 11 Checklist verification of the Photo Electoral roll after data entry and carrying out corrections if any. As per ECI schedule 12 Creation of PDF files (with and without photo) of the error free Final photo electoral roll. As per ECI schedule Note-Time limit can be changed as per ECI instruction. The vendor has to carry out work as per the modified schedule. However no extra charges shall be payable for any change in schedule. 27