Tender Document. for. Supply of Plotter cum Scanner at. The Kolkata Municipal Corporation. Tender

Transcription

1 for Supply of Plotter cum Scanner at The Kolkata Municipal Corporation Tender THE KOLKATA MUNICIPAL CORPORATION Building Department 5, S. N. Banerjee Road Kolkata

2 Table of Contents 1. Notice Inviting Tender 3 2. General Terms and Conditions Minimum Eligibility Criteria Important Information Bid Evaluation Process Bidding Process and Submissions General Guidelines for e-tendering Documents to be Submitted with Technical Proposal Uploading of documents online Financial proposal Earnest Money Deposit and Cost of e-tender Proposals Evaluation Process Selection of Bidder, Award of Contract and Payment Contract Performance Guarantee Clarification to the Format of Certificate from Statutory Auditor of Bidder Technical Specifications

3 1 Notice Inviting e-tender THE KOLKATA MUNICIPAL CORPORATION Notice Inviting e-tender No. KMC/DG(Building)/ Of DG(Building), Kolkata Municipal Corporation TENDER REFERENCE NUMBER: KMC/DG(Building)/ /02 Director General (Building), Kolkata Municipal Corporation invites e-tender for the work detailed in the table below. (Submission of Bids online) Detail of Scheme(s)/ Work(s): Name of Work 1 Plotter cum Scanner 36 (HP Designjet T2500) Earnest Money 2% of offered value(vat including) Time of Completion Price of Tender 4 weeks Rs ) In the event of e-filling, intending bidders may download the tender documents from the website directly with the help of Digital Signature Certificate. Necessary earnest money may be remitted through Demand Draft issued from any Nationalized/Scheduled Bank in favour of The Kolkata Municipal Corporation, payable at Kolkata and also needs to be documented through e-filling. The original Demand Draft against Earnest Money Deposit (EMD) needs to be submitted to: Director General (Building) The Kolkata Municipal Corporation Building Department 5,S.N.Banerjee Road (3rd Floor) Kolkata ) Both Technical Bid and Financial Bid, duly digitally signed, are to be submitted concurrently in the website 3) Submission of Technical Bid and Financial Bid should be done as per the stated time schedule. 4) The FINANCIAL OFFER of the prospective bidder will be considered only if the TECHNICAL BID of the bidder is found qualified by the Tender Evaluation Committee. The decision of the Tender Evaluation Committee will be final and absolute in this respect. 3

4 A. Definitions 2 General Terms and Conditions 1. Bidder means a bidder who has responded to this RFP by submitting his Technical and Commercial Proposal. 2. Contract means the contract signed by the parties, to which these Conditions of Contract (CC) are attached together with all the documents listed in such signed Contract 3. Contract Price means the price to be paid to the Vendor for supply and maintenance of the PCs and Peripherals, in accordance with the payment terms. 4. Vendor means the Bidder whose bid to perform the Contract has been accepted by KMC and is named as such in the Letter of Award. 5. Government means the Government of West Bengal. 6. Intellectual Property Rights means any patent, copyright, trademark, trade name or service marks. 7. Installation means that the laying down and installation of the equipment in accordance with this Contract. 8. Party means the Purchaser or the Bidder, as the case may be, and Parties means both of them. 9. Personnel means persons hired by the Bidder as employees and assigned to the performance of any part thereof. 10. Services means the work to be performed by the Bidder pursuant to this Contract, as described in the detailed of Terms of Reference. 11. Language: English shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract. B. Instructions to the Bidder 1. The notice inviting tender, the terms and conditions, the specifications, agreement, etc. constitute the Set. 2. Kolkata Municipal Corporation (KMC) reserves the right to accept or reject any tender offer. Also, Kolkata Municipal Corporation is not bound to accept the lowest price offer. 4

5 3. Item Delivery and Documentation: a. The Hardware equipment and System Software to be supplied shall be as per specification in Section-A, B, C and D of the tender document. b. The supply and installation should be executed by the vendor. 4. Delivery and installation at the site has to be made free of charge as per specification made in the purchase order to the VENDOR. All user guides, literature, technical reference manuals, etc. are also to be supplied by the vendor free of cost. C. Clarification to the Tender Any clarification regarding the supply may be sought from the office of the Director General (Building), Kolkata Municipal Corporation, 5,S.N.Banerjee Road (3rd Floor), Kolkata Minimum Eligibility Criteria Only bidders meeting the minimum eligibility criteria will be considered for technical evaluation of their bids. The minimum eligibility criteria will be as follows: 1. Eligibility: The supplier must have a proven track record, preferably with experience in government sector; should have annual turn over of Rs. 2 crore or above in hardware in the last financial year. 2. Experience: The supplier must have done at least 3 (three) installations of supply/integration for Computer hardware in India preferably in Kolkata in Government or other reputed Establishments of worth of at least Rupees Ten Lakhs (Rs 10,00,000) each and at least 1 (One) of those installations in the last financial year ( ). The documentary proof for the same must accompany the tender. The Bidder should submit a list of important customers served with documentary evidence along with the Bid. 3. Original Specification Sheet / Technical Literature and Technical Compliance Sheet on letter head of OEM concerned should be enclosed along with the technical bid. Bids without detailed specification will not be considered. The bidders should provide a complete chart with the names of the manufacturers, model no. and parts for each item offered by them. 4. Technology Ownership: Only manufacturers or authorized dealers of the items tendered for will be eligible to offer their bids. Attested copy of manufacturership from manufacturer is to be submitted; otherwise the bid will be rejected. All items in the Tender should be quoted. The items may be from 5

6 different manufacturers, but the vendors should provide one certificate owing the responsibility of integration. 5. Financials: The organization should be of repute and incorporated in India. Annual reports of the bidder or parent should be available for review on request. The total annual sales turnover of the Organization from supply/integration of Computer hardware should be in excess of Rupees Ten Crore (Rs. 10 Crore) in the last financial year. Audited report/ Certificate has to be submitted ensuring the same. 6. Support and Post Installation Warranty: The Bidder should mention in detail their support infrastructure including address, contact phone no. and fax no. in Kolkata and in India and modalities by which fast response to maintenance calls and minimum downtime will be ensured. The OEM shall preferably have a registered support service office in Kolkata with residential Engineer. 7. Hardware: The equipment offered must have ability to meet the technical specification. Necessary documents to substantiate adherence to technical specifications shall have to be submitted along with the offer by the supplier. The hardware products (or product lines) must be manufactured under a process that is fully latest ISO 9001:2000 and ISO 14001, Latest Environmental standards certified or equivalent certification. The Hardware supplied should be compatible with Windows 7. Bidders are also instructed to provide latest version of Windows The bidder shall preferably have an established office in Kolkata. 9. The bidder shall not have any current/ongoing litigation/disputes with KMC or any other Government of West Bengal departments or black listed/debarred in any department of Govt. of WB/Govt. of India/Other State Govt. organizations. 6

7 4 Important Information THE KOLKATA MUNICIPAL CORPORATION Sl.No. Item Details 1. Project Name Supply of 1 Plotter cum Scanner 2. Cost of Tender Rs in the form of Demand Draft in favour of The Kolkata Municipal Corporation payable at Kolkata 3. Earnest Money Deposit (EMD) 2% of offered value(vat including) in the form of Demand Draft in favour of The Kolkata Municipal Corporation payable at Kolkata 4. Documents download start date (Online) 11/12/2014 from 10:00 AM 5. Bid submission start date (On line) 11/12/2014 from 12:00 Noon 6. Bid Submission closing date (On line) 02/01/2015 till 05:00 PM 7. Last Date of submission of EMD & Cost of Tender (Offline) 03/01/2014 till 02:00 PM 8. Bid opening date for Technical Proposals (Online) 05/01/2015 at 12:30 PM 9. Nodal Officer for this Project Sri Sukanta Das Dy Chief Engineer / North (Building) Kolkata Municipal Corporation 5,S.N.Banerjee Road (3rd Floor) Kolkata Cost of Tender: Rs.500/- (Rupees Five Hundred only) in the form of a Demand Draft from any Nationalized/Scheduled Bank drawn in favour of The Kolkata Municipal Corporation payable at Kolkata. Earnest Money Deposit: 2% of offered value(vat including) in the form of a Demand Draft from any Nationalized/Scheduled Bank drawn in favour of The Kolkata Municipal Corporation payable at Kolkata. Bidder s Responsibility: It is expected that the bidder should be thoroughly familiar with all specifications and requirements of this. Any failure or omission in the submitted documents shall not be considered and may be liable for cancellation. Award: Award will be made to the Bidder whose bid provides the greatest value in the view of the KMC from the standpoint of suitability to purpose, quality, service, previous experience, price, ability to deliver, or for any other reason deemed by the designated committee in the best interest of the KMC. The decision of KMC shall be final. 7

8 5 Bid Evaluation Process A single step two-folder bidding procedure will be used for the evaluation. Under this process, the technical proposal will be opened and evaluated prior to opening and evaluating the financial proposal. The proposals will be examined and discussed with the bidder if required. The evaluation of the bids will follow the steps outlined in this section. 5.1 General Examination of Bids After completion of prefatory scrutiny by Kolkata Municipal Corporation, the valid bids having minimum eligibility will be sent to the technical committee for general evaluation. The technical committee will decide which deviations or reservations identified at this point is material and therefore which bids should be declared as not substantially responsive. If a bid is not substantially responsive, it can be rejected and cannot be made responsive by correction or withdrawal of the nonconforming deviation or reservation. At the end of this stage, the committee will agree on: Those bids which should not be considered for further evaluation Any clarification that should be requested from qualified bidders 5.2 Examination of short listed Technical Bids The short listed technical bids shall be examined for completeness and clarifications, if any, shall be sought for from the respective bidders in case the same is considered essential. The technical and financial proposals must be consistent. 5.3 Examination of Financial Bids Kolkata Municipal Corporation will determine whether the Financial Proposals are complete, i.e. whether the Bidder has included all components as per the tender document. All price proposals shall include all taxes etc. The price schedule shall also have the indicative price break-ups. 6 Bidding Process and Submissions 6.1 KMC is employing e-tendering for this project. The general guidelines for e-tendering are: Registration of Bidder: Any bidder willing to take part in the process of e-tendering will have to be enrolled & registered with the Government e-procurement System by logging on to The bidder is to click on the link for e- Tendering site as given on the web portal Digital Signature certificate (DSC): Each bidder is required to obtain a Class-II or Class-III Digital Signature Certificate (DSC) for submission of tenders. DSC is given as a USB e-token. After the receipt of the digital signature, the vendor can contact IT Department of KMC in case of any further assistance The bidder can search & download N.I.T. & (s) electronically from the computer once he logs on to the website using the Digital Signature Certificate. This is the only mode of collection of s. 8

9 6.1.4 Submission of Tenders: Tenders are to be submitted online in two folders at a time, one for the Technical Proposal & the other for the Financial Proposal, within the prescribed date and time using the Digital Signature Certificate (DSC). The documents are to be duly digitally signed before being uploaded. The documents will then get encrypted (transformed into non readable formats). 6.2 Other Documents to be Submitted (with Technical Proposal): All documents are to be scanned (wherever required) and uploaded along with the Technical Proposal Audited financial statements (Balance Sheet and Profit & Loss Statements for last 3 years ( , & ) Registration/Incorporation Certificate of the bidder Latest valid Income Tax Return, Income Tax Clearance Certificate and Service Tax Registration Certificate Sales Tax/VAT Clearance Certificate Trade License. 6.3 Uploading of documents online: Technical Proposal The Technical proposal should contain scanned copies of the following in two covers (folders). (a) Statutory Cover Containing the following documents: 1. Pre-Qualification Document: i) PreQualification Application ii) An affidavit towards declaration mentioning that the equipment offered must be as per the technical specification mentioned in Section A, B, C and D of the Tender document. iii) Demand Draft towards Earnest Money Deposit (EMD) as prescribed in the Tender document in favour of The Kolkata Municipal Corporation (Scan properly and upload the same Digitally Signed) should be uploaded seperately in the EMD cover. iv) Demand Draft towards cost of Tender paper as prescribed in the Tender document in favour of The Kolkata Municipal Corporation (Scan properly and upload the same Digitally Signed). 2. Tender document (download properly and upload the same Digitally Signed). The rate will be quoted in the BOQ. Quoted rate will be encrypted in the BOQ under Financial Bid. In case quoting any rate in Tender Form, the bidder is liable to be summarily rejected. 3. Technical Experience: The supplier must have done at least 3 (three) installations of supply/integration for Computer hardware in India preferably in Kolkata in Government or other reputed Establishments of worth of at least Rupees Fifty Lakhs (Rs 50,00,000) each and at least 1 (One) of those installations in the last financial year ( ). 9

10 4. Technology Ownership: Only manufacturers or authorized dealers of the items tendered for will be eligible to offer their bids. Attested copy of manufacturership from manufacturer is to be submitted; otherwise the bid will be rejected. All items in the Tender should be quoted. The items may be from different manufacturers, but the vendors should provide one certificate owing the responsibility of integration. 5. Support and Post Installation Warranty: The Bidder should mention in detail their support infrastructure including address, contact phone no. and fax no. in Kolkata and in India and modalities by which fast response to maintenance calls and minimum downtime will be ensured. The OEM shall preferably have a registered support service office in Kolkata with residential Engineer. 6. Technical Specification: The equipment offered must have ability to meet the technical specification. Necessary documents to substantiate adherence to technical specifications shall have to be submitted along with the offer by the supplier. The hardware products (or product lines) must be manufactured under a process that is fully latest ISO 9001:2000 and ISO 14001, Latest Environmental standards certified or equivalent certification. The Hardware supplied should be compatible with Windows 7. Bidders are also instructed to provide latest version of Windows Certificate from Statutory Auditor of Bidder: Bidders should submit a certificate (in pre defined format) from statutory Auditor mentioning annual turnover from hardware. (b) Non- Statutory Cover/My Space containing the following documents to be tagged with tender: Sl. No. Category Name Sub-Category Description A. Certificate(s) Certificate(s) B. Company Detail(s) C. Credential Company Detail Credential 1 Credential 2 Detail(s) Latest valid Income Tax Return, Income Tax Clearance Certificate and Service Tax Registration Certificate. Sales Tax/VAT Clearance Certificate. Registration/Incorporation Certificate of the bidder. Trade License. Copy of installations of supply / integration for Computer hardware in the past financial years of Rs.50 lakhs or above. Annual turnover of Rs. 10 crore or above in hardware in the last financial year. Certification of Windows 8, FCC Class B and worldwide UL certification or equivalent. A Leader Account for Intel. A direct named OEM of Microsoft for preloading OS. A list of important customers served with. 10

11 D. Financial Info P/L & Balance Sheet Original Specification Sheet / Technical Literature and Technical Compliance Sheet on letter head of OEM concerned. The bidders should provide a complete chart with the names of the manufacturers, model no. and parts for each item offered by them. Audited financial statements Balance Sheet and Profit & Loss Statements for last 3 years ( , , ). 6.4 Financial Proposal The financial proposal should contain the following documents in one cover (folder) i.e. a) Bill of Quantities (BOQ). The tenderer is to quote the rate online through computer in the space marked for quoting rate in the BOQ. b) Only downloaded copies of the above documents are to be uploaded virus scanned & Digitally Signed by the contractor. c) The bidders shall quote the following: i) Price of Desktop PC (as per specification mentioned in Section A) ii) Price of LaserJet Printer (as per specification mentioned in Section B) iii) Price of UPS ( as per specification mentioned in Section C) iv) Price of Barcode Scanner (as per specification mentioned in Section D) 6.5 Earnest Money Deposit (EMD) & Cost of Tender 1 Earnest Money and Cost of Tender, in the form and manner as specified in Section 1, are to be submitted physically and also need to be documented through e- filling. 2 Proposals not accompanied with scanned copy of the prescribed Earnest Money Deposit and Cost of Tender (both submitted physically) shall be rejected. i. The EMD of the unsuccessful Bidder shall be refunded after final acceptance of the tender and within reasonable time not exceeding six months from the date of opening of the technical proposal. The EMD will carry no interest. ii. iii. In case of the successful bidder, the EMD shall be refunded after successful completion of warranty period. The EMD will be forfeited if a Bidder withdraws his offer before finalization of the tender or if the Bidder fails to sign the prescribed agreement within the specified period. Technical proposal opening date and venue The technical proposals shall be opened online at the appointed time as mentioned in Section 1 of this Tender document and shall be scrutinized. The scrutiny will cover the mandatory compliance criteria as mentioned in the bid. All such technical proposals, which are found compliant and conform to the mandatory compliance criteria, shall be declared as valid technical proposals. The valid technical proposals will thereafter, be evaluated by the Technical Committee of the KMC. The evaluation 11

12 may require the bidders to present their credentials on a date to be intimated to them through . Discrepancies in Proposals In case of discrepancies in proposals, the decision of KMC would be final. Acceptance & Rejection of Proposals Bidders must provide a response to all sections and requirements of this Tender document for their proposals to be considered complete. Bidder s failure to comply with any part of the Tender document may result in the bidder s proposal being disqualified for being non-responsive to KMC s Tender document. KMC reserves the right to reject any proposal without assigning any reason whatsoever. All components of the technical proposal must qualify in technical evaluation. If any component fails to qualify in technical evaluation, this will lead to rejection of the proposal. Authorized Representatives Any action required or permitted to be taken and any document required or permitted to be executed under this contract by Kolkata Municipal Corporation or the Bidder may be taken or executed by the officials authorized for the purpose. 6.6 Proposals Evaluation Process A single stage online bidding procedure will be used for the evaluation. Under this process, the technical proposal will be opened online and evaluated prior to opening and evaluating the financial proposal. The proposals will be examined and discussed with the bidder if required. The evaluation of the bids will follow the steps outlined in this section. General Examination of Proposals After completion of prefatory scrutiny by Kolkata Municipal Corporation, the technically valid proposals will be sent to the technical committee for general evaluation. The technical committee will technically evaluate the proposals according to the criteria specified and also evaluate the responsiveness of the proposals. Examination of Financial Bids The financial proposals of only those bidders whose technical proposals are deemed to be responsive and technically qualified shall be opened. The date of opening of the financial proposals will be intimated to all bidders by . The financial proposals of bidders whose technical proposals are deemed to be unresponsive or technically not qualified shall remain unopened. Upon opening the financial proposals, KMC shall determine whether the Financial Proposals are complete, i.e. whether the Bidder has included all components as per the Tender document and the proposal includes all taxes etc. 6.7 Selection of Bidder, Award of Contract and Payment The Firm Work Order will be made to the Bidder whose bid provides the greatest value in the view of the KMC from the standpoint of suitability to purpose, quality, service, previous experience, price, ability to deliver, or for any other reason deemed by the designated committee in the best interest of the KMC. The decision of KMC shall be final. 12

13 6.7.2 Payment will be made only after successful implementation of all the ordered items upto the satisfaction of KMC and on submission of bills. 6.8 Contract Performance Guarantee Within 15 days of issue of work order, the selected IT vendor shall provide KMC with a Contract Performance Guarantee (CPG) for a sum of 10% of the total project value for providing support and maintenance services The CPG may be submitted either in form of a crossed Bank Draft/Pay Order in favour of The Kolkata Municipal Corporation payable at Kolkata or an irrevocable Bank Guarantee issued by any Nationalized/Scheduled bank The objective of the CPG is to ensure commencement and continuity of delivery of services by the selected IT vendor The CPG shall be an irrevocable. The list of banks who can issue the CPG shall be provided by KMC to the selected IT vendor at the time of award of contract. The CPG shall be returned to the selected IT vendor on successful completion of warranty period. 6.9 Clarification to the All the Bidders are requested to carefully go through the provisions laid down in this Tender document and other documents and seek all clarifications in the Pre- Bid Conference. KMC shall consolidate all the clarification sought for by various Bidders and clarify the same before the Submission of Proposals. No clarifications shall be entertained thereafter. At any time before the scheduled submission of proposal, KMC may, for any reasons, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the Tender document by amendment(s). The amendment/response to clarification(s) if any shall be sent in writing to all the Bidders who attended the Pre-Bid Conference and will also be published in the KMC web portal and will be binding on them. KMC may, at its discretion, extend the date for submission and/or opening of the proposals. 13

14 7 Certificate from Statutory Auditor of Bidder <To be printed on the authorized Letterhead of the Statutory Auditor of the Bidder> This is to certify that (Name of the Bidder) has turnover from hardware for the last three financial years as under. Financial Capability of (Name of Bidder) (all figures in Rs. Lakh) Parameter FY FY FY Annual turnover from hardware Average of last 3 years Name and Signature of Authorized Signatory of Statutory Auditor Designation: Name of Audit Firm: Seal of the Firm 14

15 8 TECHNICAL SPECIFICATIONS THE KOLKATA MUNICIPAL CORPORATION Section D: Specification of Plotter cum Scanner Plotter cum scanner 36 (HP Designjet T PS Or equivalent model of any other reputed international brand.) 15