RECEIPT Serial No. Issued to Against receipt No. dated and payment vide Cash/Bank Draft drawn upon: No. dated for Rs.1000/- (Rupees One Thousand only). Short term Tender Documents issued on for Managing Director Haryana State Electronics Dev.Corpn.Ltd. Bays No. 73-76, Sector - 2, Panchkula-134109 Page 1 of 21
IMPORTANT DATES REGARDING SHORT-TERM TENDER NO. HARTRON/ID/02/2013-14 Date of Sale Tender Document Close of Sale of Tender Document Last Date of Submission of Tender Opening of Technical Bids From 19.03.2013 onwards on working day Upto 1.30 p.m. on 02.04.2013 Upto 3.00 p.m. on 02.04.2013 On 02.04.2013 at 3.30 p.m. Page 2 of 21
TABLE OF CONTENTS Clause No. Page No. 1. Introduction 4 SECTION 1 2. Scope of work (EPIC) 5-6 3. Bid Qualification 7 4. Earnest Money Deposit (EPICs) 7 5. Payment Terms(EPICs) 7-8 6. Penalty Clause 8 7. Providing of raw material 8 8. Replacement of defective EPICs 9 9. Use of Software 9 10. Schedule of the job 9 SECTION 2 11. Subletting of job 10 12. Use of contract document & Information 10 13. Reserve the right to vary the quantity of work 10-11 14. Validity of rate 11 15. Inspection 11 16. Bid evaluation criteria 11 17. Compensation and extension of time period 12 18. Arbitration Clause 12 19. Jurisdiction 12 SECTION 3 20. Bid requirement 13 21. Contents of Bid 13 ANNEXURES A. Business Details 14-16 T1. Bidders Particulars 17-18 T2. Bid Form 19 C1. Commercial Bid 20-21 Page 3 of 21
1. Introduction (HARTRON), a State Government Undertaking is State Level Agency for the Jobs related to Election Department Haryana and U.T. Chandigarh. For the Job of preparation of Electors Photo Identity Cards (EPICs) at District Headquarters for the State of Haryana and U.T., Chandigarh, Hartron is engaging the Companies/Parties for timely execution of the job. *********** Page 4 of 21
SECTION 1 : Rate for Preparation of Electors Photo Identity Cards (EPICS) by providing manpower and required infrastructure at District Election Offices. Offers are invited from the reputed Companies/Parties for preparation of Electors Photo Identity Cards at District Headquarters by installing the required infrastructure along-with trained manpower throughout the year under Continuous Revision period as well as during Summary Revision period. The job shall be carried out as per the requirement from the Election Commission of India /Election Department, Haryana/Hartron time to time and shall be binding to all the Companies/Parties. 1. Scope of Work (EPIC):- That the activities involved in preparation of Epics are given below:- A) During Continuous Revision Period (Ist February to 31 st August) The Companies/Parties have to install at least one complete set of infrastructure (Computer System, Laser Printer, Scanner/Digital Camera, Web Camera, Lamination Machine, Cutter etc.). Companies/Parties will also depute at least one trained Computer Professional at District Election Offices during the period of Continuous Updation. The manpower deputed should be having good knowledge in typing in Hindi (Unicode) & English language. B) During Summary Revision (Ist September to 24 th January) During Summary Revision period, large numbers of forms of new electors are received. These forms are entered in Hindi & English & Epics of these electors are to be prepared in a short time span defined by Election Commission of India/Hartron/Election Department, Haryana. Page 5 of 21
So, the selected Companies/Parties have to install at least 5 to 7 Computers with sufficient numbers of trained man-power for Data Entry & Capturing of photos, generation of check lists, proof reading, up dation of data etc. As EPICs of these electors are to be prepared in a short span of time, sufficient numbers of Printers, Lamination Machines, Cutters, man power etc. are to be installed during this period. However, quantities of computers & man power may vary depending upon the volume of data and time span. The Main Steps in this process of preparing the EPIC as: 1.1 Punching of data in Hindi & English from Form 6. 1.2 Capturing of images of electors from Form 6. 1.3 Printing of checklists. 1.4 Editing of data from checklists. 1.5 Printing of Epics (Methodology for printing of Epics will be defined by Hartron/Election Department, Haryana time to time). 1.6 Cutting of printed EPIC in proper size as specified (6 cards per A/4 sheet will be printed). 1.7 Fixing of hologram at proper place on the EPICs. 1.8 Affixing of appropriate facsimile signature of the ERO on the EPICs. 1.9 Proper lamination of EPICs. 1.10 Handing over of EPICs to the authorized representative of the concerned District Election Offices after sorting booth wise. 1.11 Report generation as per requirement. 1.12 The Companies/Parties will ensure trained technical manpower deployed for the above said work. 1.13 There will be no minimum guarantee of turnout of EPICS and payment thereof. 1.14 The schedule of continuous Updation & Summary Revision period can be redefined as per the requirement of Election Commission of India. Page 6 of 21
1.15 The agreement can be terminated at any point of time, if there is any changes as per the requirement of ECI. 2. Bid Qualification:- a) Past Experience: - The Bidder should have an experience of similar nature work in Govt. Sector/Public Undertaking. b) Turn over: - The turnover for the last 2 years should be of minimum Rs. 10 Lakh per year for computer related job work only. c) The Company/Party must have their registered office either at Chandigarh or in the State of Haryana/Delhi. d) Company/Party must have to attached copy of following documents:- i) Service Tax No: ii) Pan Card of Company. 3. Earnest Money Deposit (EMD) All Companies/Parties are required to deposit refundable EARNEST MONEY of Rs. 50,000/- (Rupees Fifty Thousand only) in the form of Demand Draft in favour of Haryana State Electronics Development Corporation Ltd., Chandigarh from a Scheduled Bank, payable at Chandigarh. 4. Payment Terms The selected companies/parties will raise bills one time for Continuous Updation period & one time for the revision period. (a) 60% payment will be released on bills submitted by the Companies/Parties along with the receipt of the EPICs delivered from the concerned Distt. Election Offices. (b) 30% payment will be released after verification of records from concerned Distt. Election Offices by HARTRON on the completion of work done by the vendor. Page 7 of 21
(c) 10% payment will be released after receipt of payment in order to all respects like verification of EPICs and receipt of payment from the concerned department. (d) The TDS and the works contract tax, if applicable, as per the prevailing rates will be deducted at source as per rule while making the payment to Vendor. A certificate to this effect will be issued by the Corporation. 5. Penalty Clause That if the Associating Agency fails to complete the job within prescribed period/scheduled time, then a penalty @ 2% per day of the total work order will be imposed, which is upto the maximum of 10%. After the prescribed time, the work order will be treated cancelled, no payment will be made of the work done and EMD will be forfeited on error rate above 5%. Further, it will be the responsibility of the vendor to handover the Epics to the respective districts in good condition, failing which the appropriate action will be taken against defaulter vendor. 6. Providing of Raw Material The Corporation will supply Small Pouch & Paper for EPICs. The wastage to the tune of 2% will be allowed. The holograms will also be supplied by the Election Department to the Associating Agency. There shall be no misuse of the holograms and will kept in the safe custody and shall maintain the complete account of the holograms and the same shall be submitted to the concerned District Election Offices after taking of necessary receipt. The unused holograms will also be handed over to the concerned Distt. Election Offices after completion of work. In case of short account of holograms, the recovery can be made from the Associating Agency @ procurement cost plus 100% as handling charges. Page 8 of 21
7. Replacement of defective EPICs The vendor will replace the EPICs free of cost if the card is declared defective for not meeting the quality specifications or is not adhering to any of guidelines of the ECI. The Corporation or any officer authorized by him may furnish a list of mismatch cases to the vendor or its representative and the vendor shall prepare the EPICs for these cases only on receipt of the instructions from the Corporation or any officer authorized as per guidelines to be issued by the Corporation. However, in case of rejection of Identity Cards, other then the above cases, on account of error in Electoral Roll, the same shall be borne by the Corporation/Department. 8. Use of Software The vendor shall strictly adhere to the specification and instructions of the ECI for the preparation of EPICs and directions issued in this regard from time to time by the Corporation or any other officer. The vendor is strictly prohibited for use of the software regarding preparation of EPIC, if provided by other than the Corporation. *************** Page 9 of 21
SECTION 2 GENERAL TERMS AND CONDITIONS OF THE TENDER 1. Documents are not transferable. 2. The Bidder Profile should be filled as per Annexure A 3. Provide documentary details wherever necessary. 4. Subletting of Contract Job. The Selected Companies/Parties will not sublet the contract job at any cost and shall carry out the same in the mentioned premises. If at any stage, the same is found, the contract order will be cancelled, security deposit forfeited and payment of the job done will not be made. 5. Use of Contract Document & Information a. The Selected Companies/Parties shall not, without the Corporation s prior written consent, disclose the contract, or any provision thereof, or any specifications, sample or information furnished by or on behalf of the Corporation in connection therewith, to any person other than a person employed by the Bidder in the Performance of the contract. b. The Selected Companies/Parties will not use the document(s) & data for any purpose and will not give the document(s) and data to any person/organization. The document(s) and data will be sole property of HARTRON/Department of Election. If at any movement of time, it comes to the notice of the corporation/department, regarding misuse of document(s) & data, the corporation has the right to cancel your contract and forfeit the security deposit, blacklisting and also no payment will be made for the work done. 6. Corporation reserves the right to vary quantities at the time of award of work. Page 10 of 21
a. The Corporation reserves the right to allot the job/work among the selected Bidders/party(s). b. The Corporation reserves the right to accept or reject any or all bids without assigning any reason. c. The Corporation reserves the right to engage more parties at any point of time as per requirement. d. Hartron/Department official will be at any point of time, be free to visit the premises where the job is being executed to ensure that the process is followed as specified in the tender. Any fault by the tendered is liable for the cancellation of the order/imposing suitable penalty. 7. Period of Validity of rate The rate shall be valid upto 31 st March, 2014 and can be extended as per the requirement of ECI. 8. Inspection Inspection will be carried-out from time to time by the authorized officer(s) of the concerned Department/Hartron to ensure that the quality and other parameters of the Job allotted and contract are being met. 9. Bid evaluation criteria The Technical bid conditions shall be evaluated first. All the documents should necessarily be accompanied in the bid. No document shall be accepted at a later stage. The Earnest Money Deposit of the required amount will have to be enclosed along with the Technical qualification Bid without which the tender shall be rejected. The other parameters for technical evaluation of the bidders include: a. Their past experience as well as performance in handling similar type of work mentioned in this document. b. Satisfaction of bidder s previous clients as far as quality of work and adherence to time schedule is concerned. Page 11 of 21
10. Compensation & Extension of Time Period The claim for any compensation shall not be applicable for the losses suffered on account of the following reasons:- (i) (ii) (iii) Force majeure Act of God Act of enemies of the State or any other reasonable cause beyond the control of the Government. In case of such failure, the Vendor may make an application for extension of time to the Managing Director, HARTRON and the Managing Director, HARTRON may grant such extension as shall appear to be reasonable in the circumstances of the case. 11. Arbitration Clause If any question, difference or objection whatsoever arise in any way connected with or arising out of this instrument or the meaning or operation of any part thereof or the rights, duties or liabilities of either party then save in so far as the decision of any such matter is herein before provided for and has been so decided, every such matter including whether its decision has been otherwise provided for and/or whether it has been finally decided accordingly or whether the contract should be terminated or has been rightly terminated in whole or part and as regards the rights and obligations of the parties as the result of such termination, shall be referred for arbitration of the Financial Commissioner & Principal Secretary to Govt. Haryana, IT Department or his nominee and his decision shall be final and binding and where the matter involves a claim amount if any awarded in such arbitration shall be recoverable in respect of the matters so referred. 12. Jurisdiction The Civil Court at Chandigarh will have the exclusive jurisdiction in regard to the matter arising out of this agreement. Page 12 of 21
Section 3 : Bid Requirements 1. Offers are invited for and on behalf of Haryana State Electronics Dev. Corpn. Ltd. (HARTRON) from the reputed Companies/Parties as Associates for preparation of Electors Photo Identity Cards at District Headquarters by adopting off-line method. The job shall be carried out as per the requirement from the ECI/Election Department/Hartron and shall be binding to all the Companies/Parties. 1.1 The Bidder must quote for the complete job as per the Tender Document. Offer for part job shall not be considered and will be rejected without further reference. 1.2 The Bid Documents are not transferable and the cost of the tender document is not refundable under any circumstances. 1.3 Telex/E-Mail/Fax bids and incomplete bids will be summarily rejected. 1.4 Bidders should enclose along with the Technical Bid of their offers, the full details of Computer and related Hardware to be used with specifications. 1.5 All pages of the Bid being submitted must be signed and sequentially numbered by the Bidder. 2. Contents of Bid The Bids prepared by the Bidder shall comprise of the following two components:- a. Technical Bid comprising the following are to be filled as per the formats provided in the Tender Document. i) Bidder must enclose duly filled and signed Annexure A. ii) Earnest Money iii) Bidders Particulars (Annexure-T1) iv) Bid Form (Annexure-T2) b. Commercial Bid i) Commercial Bid for Preparation of Epics (Annexure-C1). The Technical and Commercial Bid must be sealed in separate envelop and then both the bids should be put in envelop mentioning Bid for preparation of EPICs. Page 13 of 21
BUSINESS DETAIL (Annexure- A ) 1. Date of Incorporation/Agreement/Partnership: 2. Particulars of Business, if any: Name of Office : Name of Premises/Building/Village : Area/Locality/Sub-Division : Town/City/District : State/Union Territory : Telephone No. : No. of Branches : Nature of Business : Income Tax PAN No.# : Service Tax No. : 3. Company/Party must have to attach the copy of following document:- i). Service Tax No. ii). Income Tax PAN No. 4. Turnover in the last two financial year i) 2010-11 Rs. (copy must be attached) ii) 2011-12 Rs. 5. Also, brief description of the work carried out. 6. Names, Addresses etc. of Partners/Members/Directors (For Information about more persons, please add separate sheet(s) in the format given below) Page 14 of 21
Details of Partners/Members/Directors : No. of Partners/Members/Directors : Full Name : Name of Premises/Building/Village : Area/Locality/Taluka/sub-Division : Town/City/District : State/Union Territory : Telephone No. : Income Tax PAN No.# : 7. Bank details : Bank Name : Branch : Bank Account No. : Type of Bank Account : 8. Any other details : Page 15 of 21
Date: Signature of Tenderer Name : Status/ Designation : (Seal) Note : Furnish separate profiles, if desired. ********** Page 16 of 21
(Enclose with Technical Bid) Annexure T1 BIDDERS PARTICULARS BIDDERS SHOULD FURNISH ANSWERS TO ALL THE QUESTIONS BELOW. BIDDERS MAY PLEASAE NOTE THAT IF THE ANSWER SO FURNISHED ARE NOT CLEAR AND/OR ARE EVASIVE, THE ENTRY WILL BE LIABLE TO BE IGNORED. 1. Tender No. HARTRON/ID/01/2013-14 2. What is your permanent Income Tax A/C No. : 3. Service Tax No. : 4. Please indicate Name & full address of your Banker : 5. Business name and Constitution of the firm. Is the firm registered under:- (a) The Indian Companies Act, 1956 (b) The India Partnership Act, 1932 (Please also give name of partners) (c) Any act, if not who are the owners. (Please give full names and address). 6. State whether required Computer related Hardware is held for the execution of the job. 7. For Partnership firms state whether they are registered or not registered under Indian Partnership Act, 1932. Should the answer to this question by a Partnership firm be in the affirmative, please state further:- (a) Whether by the Partnership agreement, authority to refer disputes concerning the business of the partnership to arbitration has been conferred on the partner who has signed the tender. Page 17 of 21
(b) If the answer to (a) is in the negative, whether there is any general power of attorney executed by all the partners of the firm authorizing the partners who signed the tender to refer dispute concerning business of the partnership to arbitration. N.B.: (c) If the answer to either (a) or (b) is in the affirmative furnish a copy of either the partnership agreement or the general power of attorney as the case may be. (1) Please attach to the tender a copy of either document on which reliance is placed for authority of partners or the partners signing the tender to refer disputes to arbitration. The copy should be attested by a Notary Public or its execution should be admitted by Affidavit on a property stamped paper by all the partners. (2) Where authority to refer disputes to arbitration has not been given to the partners signing the tender the tenders must be signed by every partner of the firm. 8. Mention specifically that whether the price tendered by you is to the best of your knowledge and belief, not more than the price usually charged by you for the job of the same nature. If not state the reasons thereof, if any, also indicate the margins of difference. 9. Please confirm that you have read all the instructions carefully and have complied with accordingly. Signature of Witness: Full name & address of Witness in Block letters Signature of Tenderer Date: Place: (1) Full name and address of the persons Signing (In BLOCK letters) (2) Whether signing as Proprietor/Partner Constituted Attorney/duly authorized by the Company. (seal) Page 18 of 21
(Enclose with Technical Bid) BID FORM Managing Director Haryana State Electronics Dev. Corpn. Ltd.,(HARTRON) HARTRON BHAWAN, Bays No. 73-76, Sector - 2, Panchkula 134109. Annexure-T2 Date: / / Sir, Having examined the Bidding Documents of Tender HARTRON/ID/01/2013-14, we, the undersigned, offer for the job of preparation of Electors Photo Identity Cards (EPICs) conformity with the said Bidding Documents for same as may be ascertained in accordance with the Schedule of Prices provided in the Commercial Bid from time to time. We undertake, if our bid is accepted, to commence the work immediately as specified in the work order within 02 days calculated from the date of receipt of your Notification of Award. We agree to abide by this bid for a period upto 31 March, 2014 and it shall remain binding upon us and may be accepted at any time before expiration of that period. Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. We also understand that you have the right to vary the quantities and/or split the total order among the Bidders. Dated Day of 2013 Signature & Seal (in the Capacity of) Only Authorized to sign bid for and on behalf of Page 19 of 21
BID LETTER ANNEXURE C1 To Managing Director Haryana State Electronics Dev. Corpn. Ltd.,(HARTRON) HARTRON BHAWAN, Bays No. 73-76, Sector - 2, Panchkula-134109. Sir, Ref: Tender No.HARTRON/ID/01/2013-14 We declare: 1. We hereby offer the following rates for Preparation of Epics (inclusive of all taxes):- Rate for EPIC: Sr.No. Description Rate per EPIC (Rs.) 1. Data Entry, Capturing of photos, checklists, updations, Final checklist, Preparation of EPICs (i.e. Cutting, Stamping, Pasting of Holograms, Pouching & Lamination) and Sorting/making of bundle of EPICs booth wise 2. We hereby certify that we have read and understood the terms and conditions of the tender and the conditions of the Contract applicable to the tender and we do hereby undertake to supply as per these terms and conditions. 3. Certified that the Bidder is: A sole proprietorship firm and the person signing the tender is the sole proprietor/constituted attorney of the sole proprietor. Or a partnership firm, and the person signing the tender is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/by virtue of general power of attorney. Page 20 of 21
Or a company and the person signing the tender is the constituted attorney. NOTE: Delete whatever is not applicable. All corrections/deletions should invariably be duly attested by the person authorized to sign the tender document. 4. We do hereby undertake that until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the Contract shall constitute a binding Contract between us. Dated: this day of 2013 Signature of Bidder Details of enclosures: Name: Full address: Telephone No. E-mail: Fax No. Page 21 of 21