Supply and Installation of A3 Size Scanner

O/o PRINCIPAL CHIEF CONSERVATOR OF FORESTS MADHYA PRADESH FOREST DEPARTMENT (Information Technology Wing) Satpura Bhawan, BHOPAL 462004 (MP) Phone no. 0755-2674302 Fax no. 0755-2555480 www.mpforest.gov.in TENDER DOCUMENT For Supply and Installation of A3 Size Scanner Price of Tender Document: - Rs.1000/- (Rupees one thousand only) A3 Scanner Tender Page 1 of 15

O/o PRINCIPAL CHIEF CONSERVATOR OF FORESTS (INFORMATION TECHNOLOGY WING) BASEMENT, WING-D, SATPURA BHAWAN BHOPAL 462004 (M. P.) www.mpforest.gov.in PHONE : 0091-755- 2674302 FAX : 0091-755-2555480 E-Mail ID : apccfit@mpforest.org Supply and Installation of A3 Size Scanner Tender No. 03/scanner/MPFD/2015-16 Date18/11/2015 1. Designation and address of the Officer inviting the tender : Additional Principal Chief Conservator Of Forests -Wing Information Technology O/o Principal Chief Conservator of Forests, Basement, Wing-D, Satpuda Bhawan, Bhopal- 462004 (M.P.) 2. a) Last date & time sale of the tender document b) Last date & time of receiving the Tender c) Date & place of opening of Tender : : : 30.11.2015 (upto 1300 hrs.) 30.11.2015 (upto 1500 hrs.) 30.11.2015 (at 1600 hrs.) O/o PCCF Wing (IT), D wing, Basement Satpuda Bhawan, Bhopal. A3 Scanner Tender Page 2 of 15

PART-1 PARTICULARS OF TENDER Tenders are invited for Supply and Installation of A3 Size Scanner at O/o PCCF Wing (IT), D wing, Basement Satpuda Bhawan, Bhopal. (A) The tender procedure and contract terms are prescribed in the tender document. In addition to the invitation of tender, the tender document includes the various other documents as given in the annexures. (B) (C) The tender document can be obtained on any working day during office hours from the Office Of Principal Chief Conservator of Forest (Wing-Information Technology) Madhya Pradesh Forest Department, (MPFD) "D" Basement Wing, Satpura Bhawan Bhopal till 30-11-2015 up to 1300 hrs after paying the cost of tender document through Bank draft in favour of Joint Director (Admin) MP Forestry Project, Bhopal payable at Bhopal. The cost of tender document is Rs. 1000. It can be downloaded also from www.mpforest.gov.in and the cost of tender document can be deposited along with the bid of the tender document. In the form of demand draft in favour of Joint Director (Admin) MP Forestry Project, Bhopal payable at Bhopal. (D) Tender document issued by M.P Forest Department or downloaded from the above website will only be considered valid. (E) (F) The tenderer is expected to examine all instructions, terms and conditions, specifications, forms and formats etc as mentioned / enclosed in the tender document. Failure to furnish all information required in the tender document or submission of a tender not substantially responsive to the tender document in every respect will be at the tenderers risk and is likely to result in out-right rejection of the tender. The supplier tenderer (hereafter referred to as agency in this document) is required to submit the bid in sealed covers clearly super scribed Supply and Installation of A3 Size Scanner which should reach the O/o PCCF (Wing IT), Satpuda Bhawan, Bhopal till 30.11.2015 by 1500 hrs (G) Tenders will be opened on the same day at 1600 hrs in the presence of bidders or their duly authorized representatives who wish to remain present. As a token of acceptance of all the terms and condition mentioned in this document, the bidder is required to sign all pages of this document and return the same along with their bid. Tenders with unsigned documents will be rejected. A3 Scanner Tender Page 3 of 15

PART-2 INSTRUCTIONS TO TENDERERS 1. INFORMATION REOUIRED WITH THE PROPOSAL 1.1 The tender must clearly indicate the name of the manufacturer, the type and model & make of each principal item of equipment proposed to be supplied. The tender should also contain details of specifications and other comprehensive descriptive materials in support of technical specifications. 1.2 The above information may be provided by the tenderer in the form of separate sheets, specifications, catalogues etc. 1.3 Any tender not containing sufficient descriptive material to describe the proposed equipment may be treated as incomplete and hence may be rejected. Such descriptive materials and specifications submitted by the tenderer will be retained by the MPFD. Any deviations from these will not be permitted during the execution of contract, without specific written permission of M.P Forest Department. 2. AMENDMENTS IN TENDER DOCUMENT 2.1 At any time prior to the due date for submission of the tender or even prior to the opening of the financial bid, MPFD may for any legal reason, whether at its own initiative or as a result of a request for clarification/ suggestion by a prospective tenderer, amend the tender document by issuing a notice. 2.2 In case any amendment due to legal reason is required to be done, it shall be notified on the website at least 3 days before the proposed date of submission of the tender. M.P Forest Department will bear no responsibility or liability arising out of non-receipt of the information in time or otherwise. If any amendment is required to be notified within 3 days of the proposed date of submission of the tender, the last date of submission shall be extended for a suitable period of time. 3. LANGUAGE OF TENDER AND MEASURE The tender prepared by the tenderer along with all the related documents shall be in English. All correspondence between the tenderer and M.P Forest Department shall also be in English or Hindi. 4. EARNEST MONEY DEPOSIT The tenderer shall furnish earnest money of Rs. 10,000/- in the form of a demand draft in favour of Joint Director (Admin) M P Forestry Project payable at Bhopal Tenders without EMD shall be rejected by M.P Forest Department as being non-responsive. No A3 Scanner Tender Page 4 of 15

interest shall be paid by M.P Forest Department on the amount of earnest money deposit. 5. THE AERNEST MONEY MAY BE FORFEITED 5.1 If a tenderer withdraws his tender during the specified period of validity of offer. 5.2 If the successful tenderer fails to sign the contract agreement within stipulated period. 5.3 The earnest money of the successful tenderer shall be released at the time of signing of the agreement with MPFD. At this time, the tenderer shall have to deposit security money amounting to 10% of the contract value in the form Bank Guarantee in favour of Additional Chief Conservator of Forests (IT), M.P Forest Department valid for 15 months. The earnest money of all other tenderers shall be released after signing the agreement with the successful bidder. 6. PERIOD OF VALIDITY OF TENDER The tender will be valid for 90 days from the date of opening of the bid. In exceptional circumstances, M.P Forest Department may solicit the consent of the tenderers to an extension of the period of validity of offer. The request and the response there of shall be made in writing. 7. FORMATS AND SIGNING OF TENDER The name and designation of all persons signing the tender document should be written below every the signature. Tender by a partnership firm must be furnished with full name of all partners with a copy of partnership deed. In case of authorized person the letter of authorization by written power-of-attorney should be enclosed with the tender. The person or persons signing the tender shall initial all pages of the tender document as a token of acceptance of all the terms and condition mentioned in document. 8. WITHDRAWAL OF BIDS The Bidder may withdraw its bid after the submission, provided that written notice of the withdrawal is received by the Tendering Authority prior to the deadline prescribed for submission of bids. No bid can be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of the bid validity specified by the Bidder on the Bid Form. Any withdrawal of bid by the bidder during this interval shall result in the forfeiture of its bid security amount. A3 Scanner Tender Page 5 of 15

9. ADDITIONAL INFORMATION The Tendering Authority may ask the TENDERERS for additional information, visit to vendors site ask for technical presentation and/or arrange discussions with their professional, technical faculties to verify claims made in technical offer documentation. The request for a clarification and the response shall be in writing and no change in prices or substance of the bid shall be sought, offered or permitted. No relative positions will be given and the committee will decide only according to requirement and its fulfillment. If it is found that the documents submitted by the bidder are not compatible with the actual situation at site, or if the document supplied by the bidder are found to be fraudulent or misrepresenting the facts, it will render the bidder ineligible for further participation in the tender process. The decision of the Tender Committee in this regard is final and binding on the bidder and cannot be challenged. 10. BLACKLISTED/DEBARRED TENDERERS The tenderer should not have been blacklisted or debarred by any Central/ State/ Public Agency from carrying out similar business during last three financial years 11. CONDITIONAL TENDERS Conditional tenders shall be summarily rejected 12. BINDING CLAUSE The MPFD reserves the right to accept or reject summarily any or all tenders in whole or in part without assigning any reason whatsoever, or increase or decrease of quantities of any item of the work and the successful tenderer shall perform the same at the rate quoted. 13. WARRANTY AND MAINTENANCE The tenderer shall provide onsite warranty of 1 years of all the equipments. 14. PACKING The main Equipment/Instrument, in question, is required to be securely packed as Per INTERNATIONAL STANDARD TRADE PACKING to avoid damages to the Consignment in transit. A3 Scanner Tender Page 6 of 15

15. DELIVERY PERIOD The scanner will have to be supplied installed and made its services fully functional within 1 Month from the date of supply order. Any delay in delivery installation and making it fully functional will not be acceptable in any case. If the scanner is not supplied in full within stipulated timeframe, M P Forest Department will inflict penalty to the vendor. An amount of Rs 2,000/- (Two thousand only) will be deducted/recovered from vendor for delay of every week (where in case of part of the week will be treated as one full week) beyond stipulated date of delivery. The penalty for delay will be maximum up to 10% of the total contract value. Further delay in delivery of the equipments may lead to cancellation of the contract by the MPFD and forfeiture of EMD/security deposits. 16. PRICE AND CURRENCIES The tenderer shall submit his rates in Indian Rupees only. The rates should include all applicable taxes, duties and surcharges. A break up of taxes be given so the taxes to be deducted at source before payment can be deducted 17. PAYMENT TERMS AND CONDITION The payment for supplied and Installation of A3 Size Scanner will be done after the satisfactory performance. If supplied item does not work as per the expected norms the firm/company will have to replace it within 7 days of working days time. The payment to the tenderer will be made after the supply and satisfactory feedback from the users. TDS, as applicable, will be deducted before making the payment. (Signature of Authorized Signatory With Company Seal) A3 Scanner Tender Page 7 of 15

GENERAL PARTICULARS OF TENDERER Annexure 1 S.no. Particulars Details 1 Name of Tenderer/Firm 2 Tenderer / Firm Postal Address 3 E-mail 4 Telephone No/.Fax 5 (a) Name, designation & contact number of the representative of the Tenderer to whom all references shall be made. (b) Nature of the firm (Individual/ Partnership/ Pvt. Ltd /Public Ltd. Co. /Public Sector etc.) The Association of various firms like Consortium /Joint Venture/ etc are not allowed to participate in this tender. (c) Please Attach self attested copy of Registration/ Partnership deed etc. 6 Annual Turnover for last 3 Years (attach proof i.e. financial statement etc.) 7 Name and address of the Indian/foreign collaboration if any. 8 Sales Tax Registration no.(copies of Registration Certificates of trade tax/sales tax to be enclosed) 9 Income Tax PAN (Copy to be enclosed) 10 Has the tenderer /firm ever been debarred by any institution for undertaking any work? (If yes give the details) 11 Any other information attached by the tenderer(details and Annexure/Page No. where its enclosed) 12 Does tenderer have any relative working in forest department? If yes state the name and designation Tenderers are requested to give their full particulars and legal and financial status. (Signature of tenderer with Seal) A3 Scanner Tender Page 8 of 15

Annexure 2 ELIGIBILITY CRITERIA S.No Elgibility Requirement Compliance(Yes/No) Remark Tenderer Is a registered manufacturing/ Authorized firm in India and is operational for more than last three years or Authorized dealer of such firm Tenderer has field service setup to provide good after sale services including necessary repair and Address of after sales service center Authorization certificate form OEM in prescribed format in favor of Forest Dept. (Original Certificate to be attached) Address (Signature of Authorized Signatory With Company Seal) A3 Scanner Tender Page 9 of 15

Annexure 3 TECHNICAL COMPLIANCE FOR ELLIGBLE BIDDERS (Check list)-mandatory The Technical Specifications of A3 Size Scanner are as follows: S. No. Required Scanner Specification Compliance (Yes/No) Technical Specs offered by Tenderer Basic 1. Scanner Type Flatbed 2. Optical Resolution 2400x4800dpi 3. Sensor Type C C D 4. Light Source Xenon Gas Flouorescent Lamp Scan Quality 5. Max. Resolution 12800dpi 6. Pixel Depth (In/Out) 48 bits input, 24 bits output 7. Optical Density 3.8 Scan Speed (For Sheetfeed Only) 8. Black A4 1200dpi 2.7mSec/line 9. Color A4 1200dpi 8.0mSec/line Automatic Document Feeder 10. ADF Speed 6ppm (A4, 300dpi, Draft, Monochrome) 11. Paper Capacity 100 sheets A3 Scanner Tender Page 10 of 15

(Signature of Authorized Signatory With Company Seal) A3 Scanner Tender Page 11 of 15

Annexure 4 PRICE BID Price quoted by the tenderer shall be inclusive of all taxes and levies applicable. No escalation of prices would be permitted on any ground. S. No Product Description Unit Unit Rate Tax Total cost /unit (including tax) Quantity 01 A3 Size Scanner nos 01 Total price of (01 nos) of Scanner (in figures):-rs Total price of (01 nos) of Scanner (in words):-rs (Signature of Authorized Signatory With Company Seal) A3 Scanner Tender Page 12 of 15

Annexure 5 Manufacturer s Authorization To, Date: The APCCF (IT), O/o PCCF Satpura Bhawan, Bhopal This is to certify that is being our Authorized Channel Partner, for the Range of (Company name) - Scanner. We hereby extend our full warranty a s p e r O E M P o l i c y. Authorized Signatory. Seal & Sign Note: All Bidders should invariably attach authorization in prescribed format on Manufacturer Letter Head in original without which tender will not be considered. A3 Scanner Tender Page 13 of 15

Annexure -6 PERFORMANCE SECURITY To,. [Name of Employer]. [Address of Employer]. WHEREAS. [Name and address of tenderer] (Hereinafter called "the Contractor") has undertaken, in pursuance of Letter of Acceptance No. dated to execute [Name of Contract and brief description of Works] (Hereinafter called "the Contract"). AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance with his obligation in accordance with the contract; AND WHEREAS we have agreed to give the Contractor such a Bank Guarantee: NOW THEREFORE we hereby affirm that we are the guarantor and responsible to you on behalf of the contractor, up to a total of [Amount of guarantee]* (In words). Such sum being payable in the types and proportions of currencies in which the Contract Price is payable, and we undertaken to pay you, upon your first written demand and without cavil or argument, any sum or sums within the limits of [Amount of guarantee] as aforesaid without your needing to prove or to show grounds or reasons for your demand for the sum specified therein. We hereby waive the necessity of your demanding the said debt from the contractor before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the Contract of the Works to be performed there under or of any of the Contract documents which may be made between you and the contractor shall in any way release us from any liability under this guarantee, and we hereby waive notice of any such change, addition or modification. This guarantee shall be valid up to 3 (three) months from the date of expiry of the Defect Liability Period / warranty. Signature, Name and Seal of the guarantor.. Name of Bank. Address Phone No., Fax No., E-mail Address, of Signing Authority... Date.. * An amount shall be inserted by the Guarantor, representing the percentage the Contract Price specified in the Contract including additional security for unbalanced Bids. If any and denominated in Indian Rupees. A3 Scanner Tender Page 14 of 15

Annexure -7 DECLARATION BY THE TENDERER I/We (Hereinafter referred to as Tenderer) being desirous of tendering for the work, under this tender and having fully understood the nature of the work and having carefully noted all the terms and conditions, specifications etc. as mentioned in the tender document do hereby declare that- 1. The tenderer is fully aware of all the requirements of the tender document and agrees with all provisions of the tender document and accepts all risks, responsibilities and obligations directly or indirectly connected with the performance of the tender. 2. The tenderer is fully aware of all the relevant information for proper execution of the proposed work. 3. The tenderer is capable of executing and completing the work as required in the tender and is financially solvent and sound to execute the tendered work. The tenderer is sufficiently experienced and competent to perform the contract to the satisfaction of M.P Forest Department. The tenderer gives the assurance to execute the tendered work as per specifications, terms and conditions of the tender on award of work. 4. The tenderer has no collusion with other tenderers, any employee of M.P Forest Department or with any other person or firm in the preparation of the tender. 5. The tenderer has never been debarred from similar type of work by any Government undertaking /Department. (An undertaking on Stamp paper in this regard shall have to be submitted). 6. The tenderer accepts that the earnest money may be absolutely forfeited by M.P Forest Department if the tenderer fails to sign the contract or to undertake or to execute the work as per tender condition with in stipulated time. 7. All the information and the statements submitted with the tender are true. (Signature of Tenderer) SEAL A3 Scanner Tender Page 15 of 15