microsoft word - dgps_e_tender2013 final-37nlrmp.pdf

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Commissionerate of Survey, Settlement & Land Records

K R Circle, Bangalore

Government of Karnataka

REQUEST FOR PROPOSAL

FOR SUPPLY OF 37 DGPS INSTRUMENTS

2013

.


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Request for Proposal for supply of 37 numbers of DGPS

Commissionerate, Survey, Settlement and Land Records.

2

TABLE OF CONTENTS

1 SECTION 1 - LETTER OF INVITATION

2 SECTION 2-DATA SHEET

3 SECTION 3 TECHNICAL PROPOSAL - STANDARD FORM

4 SECTION-4, FINANCIAL PROPOSAL - STANDARD FORMS

5 SECTION 5 OTHER TERMS & CONDITIONS

6 ANNEXURE- 1 - TECHNICAL SPECIFICATIONS FOR SF

PPK(CATEGORY-I)

8 ANNEXURE -3 -WARRANTY CERTIFICATE

9 ANNEXURE-4 AGREEMENT


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SECTION - 1: LETTER OF INVITATION

1. Department of Survey, Settlement and Land Records invites sealed proposals from reputedIndian/ Foreign manufacturers or authorized agents/dealers/distributors of the manufacturers

who meet the eligibility criteria for the Supply of DGPS instruments. The detailed

specifications of the equipment to be supplied are listed in Annexure- 2 of this Request for

Proposal (RFP).

2. This RFP includes the following sections: Section 1 Letter of Invitation Section 2 Data Sheet (Information to the bidders) Section 3 Technical Proposal Standard Forms Section 4 Financial Proposal Standard Forms Section 5 Other Terms & Conditions

3. The complete bidding document has been published on the website http://www.Eprocurement.karnataka.gov.in for the purpose of downloading.

4. Bidder (authorized signatory) shall submit their offer on-line in Electronic formats both fortechnical and financial proposal. The EMD should also be through e-procurement modes of

payment

5. The Department will not be responsible for delay in online submission due to any reason. Forthis, bidders are requested to upload the complete bid well advance in time so as to avoid

11th hour issues like slow speed; choking of web site due to heavy load or any other

unforeseen problems.

6. Contact No: 080-25501216, 080-25501227(Helpline numbers of E-procurement)7. Please note that a pre-bid meeting of prospective bidders is scheduled as per the details

specified in Calendar of events. The objective of this meeting is to address the queries of the

prospective bidders related to the Project/Bidding document.

8. Clarification of Tender Document: A prospective Bidder requiring any clarification on the RFPDocument may submit his queries, in writing, at the mailing address and as per schedule

indicated in calendar of events. The queries must be submitted in the following format only

to be considered for clarification:

S.# Section No/Clause No Page No Reference/Subject Clarification Sought

The queries not adhering to the above mentioned format would not be responded. The

DSSLR will respond to any request for clarification to queries on the Tender Document,

received not later than the dates prescribed in calendar of events. The clarifications will be

uploaded on the portal (http://eproc.karnataka.gov.in)


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9. The DSSLRs Rights to modify Submission Deadline: The DSSLR may, in exceptionalcircumstances and at its discretion, extend the deadline for submission of proposals by issuing

an corrigendum or by intimating all bidders who have been provided the proposal documents,

in writing or by facsimile, in which case all rights and obligations of the project and the bidders

previously subject to the original deadline will thereafter be subject to the deadline as

extended

Bangalore

Date:

Yours sincerely,

Commissioner

Survey, Settlement and Land Records

Bangalore


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SECTION - 2: DATA SHEET

2.0 Tender Inviting Authority Commissioner, SSLR.

2.1 Purpose of the Tender

Document

Supply of DGPS instruments

2.2 The names, addresses, and telephone numbers of the contact officials of the Department are:

Names and

DesignationsAddress Contact

Numbers

Sri K V RudreshaDeputy Director of Land

Records (City survey)

C/o. Commissionerate of Survey,

Settlement & Land Records,KR Circle, Bangalore 560 001

080-22272700

2.3 Method of selection of the

bidder

2 bid proposal consisting of Prequalification, Technical proposal &Financial proposal . Financial proposal of only technically qualifiedbidderswill be evaluated. **

**Prequalification of bidders would be done on the basis of

compliance to the conditions in 2.10. This will be followed by

technical evaluation of the instruments.

2.4 Calendar of events Refer Table 2.1 below

2.5 Language of Proposals &Currency

English

All prices should be quoted in Indian Rupees only. This is applicable

even where the items are proposed to be supplied to the Department

by importing them from a Foreign Country into India.

2.6 Proposal validity period 180 days after the last date of submission

2.7 EMD Amount Bidders shall submit, along with their bids, Earnest Money Deposit

(EMD) of Rs. 5,00,000(Rupees Five lakhs only), through e-

procurement modes of payment.

Credit Card, Debit Card, NEFT OTC , For more clarifications contact e-procurement 080-25501216, 080-25501227


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2.8 Performance Bank

Guarantee

Performance Bank Guarantee @ 10% of the value of the contract to

be submitted within 30 days of issue of Letter of Intent by the

Department. In case the successful bidder fails to deliver the goods,

the EMD and the Performance Bank Guarantee will be forfeited. Incase they are delivered late then, penalties will be deducted out of

the payment and the EMD and Performance Bank Guarantee will be

returned after the supply of the goods. The Performance Bank

Guarantee should be of any Nationalised Bank valid for a period of 6

months from the date of letter of intent with a provision of its further

extension / revalidation up to the period of one year from the date of

completion site acceptance test or up to the warranty (including

extended warranty) period, whichever is later. The specimen ofPerformance Bank Guarantee would be provided to the successful

bidder along with the issue of letter of content.

2.9 Specifications of items to be

supplied

Please see the Table 2.2 below

2.10 Eligibility Criteria To be eligible for Technical Evaluation, the following conditions

should be satisfied by the bidder:

1. The bidder should be a Company registered under the CompaniesAct 1956 on or before April 1

st, 2009 and should have been in the

business of supply of DGPS (amongst other survey instruments

like Electronic Total Stations etc).

2. The bidder shall be a manufacturer or authorized agent/dealer / distributor of the manufacturer who has designed,

manufactured, supplied, erected, commissioned, maintained

DGPS of the similar type and capacity required under this RFP.

The Bidder should have supplied DGPS equipment of aggregate

minimum value of Rs 300 Lakhs in the last three years to at least a

total of 3 customers in the last three years

3. Purchase order should also include maintenance for at least 2

years in each of the 3 projects. OR a certificate from the parent

company that they are capable of maintaining the DGPS

equipment.


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4. The DGPS should have been in successful operation in other

National/ International Scientific/ Government organizations

on the date of bid opening.

5. The manufacturer (OEM) of DGPS should be manufacturing andsupplying DGPS equipments for 5 (five) years as on this date.

6. The bidder should have an average annual turnover of not less

than Rs 5.00 Crores in last 3 financial years of 2009-10 , 2010-

11, 2011-12 FROM THE SALES & SERVICE OF DGPS , ELECTRONIC

TOTAL STATION INSTRUMENTS, SURVEY RELATED EQUIPMENTS

(in case the bidder also deals with sales and services of

Electronic Total Stations) and should be a profit making entity.

7. The Department will intimate the bidders about technical

demonstration.

Necessary supporting documents (i.e., certificate of incorporation,

audited financial statements, Auditors certificate for turnover for

each of the year etc.,) should be enclosed in proof of satisfying the

above eligibility criteria.

2.11 Evaluation Procedure The bid evaluation will be done in three steps as mentioned below:

1.Pre-qualification to verify adherence to eligibility criteriamentioned above.

2.Technical evaluation3.Evaluation of Financial Proposals of those bidders who

successfully qualify the Technical Evaluation and short

listing of bidder who quotes the lowest price (L1 bidders)

2.12 Proposal submission

procedure

1. Proposals should strictly be prepared in the formats as provided inthis RFP.

2. Technical Proposal and Financial proposals should be submitted ine-procurement portal. Hard copies of the Technical Proposal and

supporting documents should also be submitted at the

Commissionerate.


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Table 2.1 Calendar of Events

S.No Events Date Time

1. Issue of Request For Proposal (RFP) 22-02-2013 11.00 a.monwards

2. Last date and time for receipt of writtenqueries by bidders

26-02-2013 5.00 p.m

3. Place time and date of Pre-bid meeting 27-02-2013 11.00 a.m4. Clarifications to bidder queries 01-03-2013 5.00 p.m

5. Last date and time for submission ofproposals

06-03-2013 3.00 p.m

6. Place time and date of Opening ofTechnical Bids

08-03-2013 4.00 p.m

7. Demo of instruments 9th and 10th

March 201311.00 a.m

8. Place time and date of Opening ofFinancial Bids

11-03-2013 4.00 p.m

Table 2.2 Items to be supplied

SlNo.

Item NameItem

SpecificationQuantity to be supplied (numbers)

1 DGPS instrumentsSF-PPK

ReferAnnexure-1

37


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SECTION - 3: TECHNICAL PROPOSAL - STANDARD FORMS

Proposal format & submission procedure: Technical Proposal should consist of the following forms.

S.No. Item Reference

1. General information about the bidder Form 12. Financial information about the bidder Form 23. Past experience of the bidder in supply of

Electronic Total StationsForm 3

4. Statement of deviations Form 4Important Notes:

1. The Technical Proposal should be submitted strictly in the formats specified in this RFP.2. Along with the Proposal, the bidder is required to submit a copy of this RFP signed on every

page.

3. The bid shall be signed by the bidder or a person or persons duly authorized to bind the bidderto the Contract. The letter of authorization shall be indicated by written power-of-attorney,

accompanying the bid. The person or persons signing the bid shall initial all pages of the bid,

except for un-amended printed literature.

4. The bid shall contain no interlineations, erasures or overwriting except as necessary to correcterrors made by the bidder, in which case the person or persons signing the bid shall initial

such corrections.

5. Bidders Technical Proposal should contain the following sections:a. Introductionb. General information about the bidder (in Form 1)c. Financial information about the bidder (in Form 2)d. Reconfirmation by the bidder on acceptance of the following important terms &

conditions (bidder may explain these & other terms in more detail)

i. Inspectionii. Warrantyiii. Guaranteeiv. Maintenancev. Trainingvi. After sales support

vii. Validity of offerviii. Penal clauses

e. Past experience of the bidder in supply of DGPS (in Form 3)


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f. Statement of deviations in (Form 4)g. Details of the 3 projects as required in clause 2.12 of this RFP.h. Any other information that the bidder would like to highlight (e.g., how the

equipment are proposed to be sourced, technical comparison with peers in the

market, etc.,)

i. Miscellaneous attachments (e.g., Power of Attorney)6. The bidder shall furnish details of supplies made in the last 3 years to the Government

Organizations in India along with the users certificate regarding satisfactory functioning of,

and satisfactory maintenance of the equipment/instrument .

7. The bidder should also furnish the following confirmations in this Technical Proposal:a. In a separate sheet, duly signed, full information in respect of the output that the

bidder obtained from the machine offered; and also that bidder guarantees for the

performance of the machine under the normal conditions and also that bidder will

demonstrate guaranteed output after installation of the machine.

b. Attach lists duly signed, for such spare parts and tools as are absolutely essential forproper maintenance and operation of machine for a period of five years (in the case of

Electronic and Optical Spare Parts) and 5 years (in the case of Electronic and

Mechanical Spare Parts) giving full particulars of the spare parts and tools with the

price of each spare part and tool separately.

c. All the accessories must be from the original manufacturer only. It will be ascertainedthrough OEM certificate. Department will get the instruments and accessories

examined from the III rd party agency

d. Bidders who claim to be authorized suppliers/ agents of OEMs should submit anauthorization from the OEM to that effect.

e. Confirmation that the bidder has adequate servicing and spare parts facilities in Indiain respect of the equipment/ instrument tendered for or that bidder will arrange to

provide such facilities simultaneously with the supply of the equipment/instrument.

f. Confirmation from manufacturer that necessary maintenance ofequipment/instrument and spare parts will be made available for life of the machine

on a continuous basis.

g. Confirmation that the contractor/supplier shall be responsible for the correct supplyof the stores being ordered and shall replace the same free of cost if found not

conforming to the required specifications or incomplete in any performance. The


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spares shall be guaranteed for interchangeability and performances. The changed

parts if any will be guaranteed for correctness and interchangeability.

8. Indian Agents submitting their offer on behalf of their Foreign Principals are required tofurnish the following information/documents along with the Technical Proposal

a. Authority letter from their Foreign Principalsb. Warranty Certificate from their Foreign Principals (Specimen enclosed).c. Xerox copy of latest Income Tax Clearance Certificated. Xerox copy of latest Central sales Tax Certificate.e. Technical brochure / literature / catalogue of the Main Instrument / Equipment

quoted for.

9.Form 1: General Information of the BidderName

Address

Telephone Fax

E-mail Website

Date of Incorporation Date of Commencement of Business

Number of Employees as on 31-03-2012

Details of Authorized Person (please attach Power of Attorney)

Name

Designation

Address

Telephone Email

Form 2: Financial Information of the Bidder

Years FY 2009-10 FY 2010-11 FY 2011-12 Average Turnover

Particulars Total From Sales

and Service ofDGPS , ETS

and Survey

Related

equipments

Total From Sales

and Serviceof DGPS , ETS

and Survey

Related

equipments

Total From Sales


and Survey

Related

equipments

Total From Sales


and Survey

Related

equipments

Turnover

(Rs.000)

Profit

(Rs.000)


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A statement of turnover from the sales and service of DGPS, ETS and Survey Related equipments

signed by the companys auditor should be enclosed as supporting document.

Form 3: Past Experience in Sales and Service of DGPS, ETS and Survey related equipments*

1.

Customer Name/

Government Department

2.

Name of the Contact

Person and Contact details

(address, phone number &

e-mail ID)

3.Details of Equipment

Supplied & Quantity**

S.No. Item Name Quantity Supplied

1.2.3.

4.Start Date/ End Date of

Supply

5.

Total cost of the

Equipment Supplied by

the Bidder

6.

Maintenance cost for

above equipment

Start Date to End Date

IMPORTANT NOTES:

*The bidders need to provide copies of at least 3 (THREE) Purchase Orders of value as indicated in the

RFP, Maintenance Contract, Order Completion Certificates & letters of satisfactory maintenance. The

period of supply should be from April 1st

, 2009 to March 31st, 2012. Ref to 2.12-3

** Please enclose technical leaflet /brochure / literature.

Form 4: Format for Statement of Deviation(s) from Scheduled Requirements

S. No. Reference of ClauseNo. & Pg. No

Deviation in the Proposal Reasons in brief


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The instruments should have been sold in the past three years in sufficient numbers and all of

them should have been sold to end users like the department and not to any other agency/dealer

which in turn sells to others. . The same should be supported by clear legible and direct documents.

Any invoice not backed by delivery challan and completion certificate will not be accepted. It

was also made clear to the vendors that in case of doubt, the Department would either resort to

verification with the other clients or would demand credentials of the bidders to be certified by clients

claimed by the bidders.

SECTION - 4: FINANCIAL PROPOSAL - STANDARD FORMS

IMPORTANT NOTES:

Bidders are advised to carefully consider the following points before finalizing their Financial Bids.

1.A Proposal to supply quantities lesser than those mentioned below will be declared invalid.2.The rates quoted should be inclusive of onsite installation and cabling charges. The bidder

should also consider the expenses that will be incurred on training.

3.The bidder should provide the technical details of all the parts of the equipment/instrument.

The Financial Proposal should be prepared in the following format & sealed in a separate envelop.

Format for Financial Proposal DGPS

Sl. No. Item Name Quantity to besupplied (numbers)

Unit Price(In Rupees)

Total Price(in Rupees)

1 DGPS instrumentsSF-PPK

37

Note:

1. LEAST COST (LC) method of selection. The Price should be inclusive of all duties, taxes,

insurance, freight, loading & unloading charges, handling charges, and other harges/levies

as applicable.

2. All the duties that would be waived if the department gives Customs Duty Certificate to be

indicated separately in the financial proposal. If the department gives customs duty

certificate the L1 would be calculated on the net cost excluding customs duty, otherwise

cost including customs duty will determine L1.


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SECTION 5: OTHER TERMS & CONDITIONS:

Following are the broad terms & conditions applicable during the bid process & after selection of

successful bidder.

a. Decrease/Increase in quantity to be supplied: Normally no item or quantity will be cancelled orreduced/increased within the delivery period. But the Department reserves the right to cancel

any item or reduce any quantity from the purchase order, if the stores are not supplied within the

original delivery period. The Departments also reserves the right to increase the quantity within

the original delivery period.

b. Shipping location: The equipment have to be supplied to the following address:

Sl.

No.

Destination Number of equipments

1 Each district -23 districts

1

2 Selected

districts (7

districts)

2

Total 37

c. Penalties for delay in supply of equipments: The equipments tendered for, should besupplied within 30 days, from the date of release of Purchase Order by the Department. For the

delays, which are solely attributable to the bidder, the Department would levy a penalty of 3% of

Purchase Order per week on the successful bidder. If the delay exceeds 4 weeks the penalty shall be

5% of Purchase Order per week and if delay exceeds 10 weeks, the Purchase Order may be cancelled

& the EMD amount would be adjusted against the penalty.

d. Payments: Payments to the party will be made as follows:The successful bidder has to provide the Bank Account Details for Payment through ECS.

100% payment shall be made within 30 days of completion of acceptance testing of the equipment.

The vendor to furnish 3 years unconditional warranty from the OEM. This warranty will not be

affected; even if the suppliers bank guarantee is forfeited for default in execution of warranties. In

other words the OEM would stand guarantee for the repair/service of the instrument even if the local

supplier is not in a position to repair/service the instrument. The warranty from OEM to include the

transportation cost from the site to the authorized service center and back to the site, in case the local

supplier has not discharged his contractual obligation within the timelines as per the RFP.


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The successful bidder shall provide 3 Bank Guarantees of 10% of the value of the total contract First

Bank Guarantee for 10% of the total value of the contract valid for one year; Second Bank Guarantee

for 10% of the total value of the contract valid for 2 years; and Third Bank Guarantee for 10% of the

total value of the contract valid for 3 years. In case of any penalties, that need to be imposed as per

the RFP, the Bank Guarantee of that year can be enchased proportionately. At the end of the first

year penalties if any as specified in the RFP will be deducted and the Bank Guarantee will be returned.

So also, at the end of the second year penalties if any, as specified in the RFP will be deducted and the

Bank Guarantee will be returned, and at the end of the third year penalties if any, as specified in the

RFP will be deducted and the Bank Guarantee will be returned.

Provided that: (a) the bidder repairs/supplies the defective items/items that go out of order, free of

cost, during the above period, within a week from the date of intimation of the defect/malfunctioning

of the equipment, failing which a penalty of 3% out of 10% for every weeks delay shall be imposed;

(b) Inspection and calibration shall be done twice in 1st

year on starting of 7th

month and starting of

12th

month considering supply date as day one, failing which a penalty of 2% for every weeks delay

shall be imposed; (c) Quarterly maintenance to be done mandatorily during the period, failing which a

penalty of 2% out of 10%, shall be imposed for every weeks delay; (d) In case the equipment

malfunctions within a week of repair/maintenance, it shall be construed as unsatisfactory

maintenance/repair and a penalty of 3% per week out of 10% shall be imposed till the maintenance is

done. All the above penalties shall be deducted from the Bank Guarantee of the year in which the

default by the vendor occurred. In case the delay is in fraction of week the penalty shall be

proportionately applied.

OR

The vendor to furnish 3 years unconditional warranty from the OEM. This warranty will not be

affected; even if the suppliers bank guarantee is forfeited for default in execution of warranties. In

other words the OEM would stand guarantee for the repair/service of the instrument even if the local

supplier is not in a position to repair/service the instrument. The warranty from OEM to include the

transportation cost from the site to the authorized service center and back to the site, in case the local

supplier has not discharged his contractual obligation within the timelines as per the RFP.

In addition, the successful bidder shall provide a bank guarantee of 15% of the value of the total

contract valid for three years. The bidder to give bank guarantee in the denominations of 5%, 2% and

8% for a total of 15 % value. The 5% Bank Guarantee will be valid for 1 year, the 2% Bank Guarantee

will be valid for 2 years, the 8% Bank Guarantee will be valid for 3 years. At the end of 1st year the

bank guarantee for 5% will be returned, and at the end of 2nd year the bank guarantee for 2% will be

returned and the at the end of 3rd year the bank guarantee for 8% will be returned, in case there is


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no complaint on repair / service. In case of any penalties, that need to be imposed as per the RFP, the

same will be deducted and the Bank Guarantee will be returned at the end of first year. So also, at the

end of the second year penalties if any, as specified in the RFP will be deducted and the Bank

Guarantee will be returned, and at the end of the third year penalties if any, as specified in the RFP

will be deducted and the Bank Guarantee will be returned.

The penalty provisions as mentioned in Section 4 (d) will continue.

In case the penalty amount is more than the Bank guarantee amount, then the bank guarantee will be

adjusted first and a notice to pay the remaining amount will be served to the supplier.

In case the supplier fails to pay the remaining penalty amount after bank guarantee is adjusted, and

after serving of notice, the department will approach the civil court for recovery.

City of Bangalore will be the jurisdiction for any civil dispute.

THE BIDDER IS AT LIBERTY TO CHOOSE ANY OF THE ABOVE TWO OPTIONS.

IRRESPECTIVE OF WHICH OPTION IS CHOSEN THE SUCCESSFUL BIDDER SHOULD ESTABLISH A

SERVICE CENTRE AT BANGALORE WITHIN 3 MONTHS.

e. Proposal preparation costs: The bidder is responsible for all costs incurred in connection withparticipation in this process, including, but not limited to, costs incurred in participation in

meetings/discussions/presentations, preparation of proposal, in providing any additional

information required by the department to facilitate the evaluation process, and in negotiating a

definitive agreement and all such activities related to the bid process. This RFP does not commit

the department to award a contract or to engage in negotiations. Further, no reimbursable cost

may be incurred in anticipation of award.

f. Proposal Validity: The proposals shall be valid for a period of six (6) months from the date ofopening of the proposals. A proposal valid for a shorter period may be rejected as non-

responsive.

g.

Amendments: At any time prior to the deadline for submission of proposals, the department, forany reason, may modify the RFP by amendment notified in writing or by fax or email to all bidders

who have received this RFP and such amendment shall be binding on them. The department, at

its discretion, may extend the deadline for the submission of proposals.

h. Prices: The department reserves the right to procure the components/services listed in this RFP inwhole or in part. No adjustment of the contract price shall be made on account of any variations


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in costs of labor and materials or any other cost component including any tax or statutory duty

affecting the total cost in fulfilling the obligations under the contract. The contract price shall be

the only payment, payable by the department to the successful bidder for completion of the

contractual obligations, subject to the terms of payment specified in the contract. The price

should be inclusive of all duties, taxes, and insurance, freight, loading & unloading charges,

handling charges, out of pocket expenses & other levies as applicable. The prices should be

quoted in INR (Indian Rupees) irrespective of the country of sourcing. In case of discrepancy

between the amounts mentioned in figures and in words, the amount whichever is less shall

govern. In case of discrepancy between the total cost and unit cost, the unit cost will prevail.

i. Packaging: The items tendered are required to be securely packed as per B.I.S. (ISI) standardtrade practices (for domestic sourcing)/ international standard trade practices (for international

sourcing) to avoid damages to the consignment in transit.

j. Insurance: The consignment is required to be dispatched to the specified shipping location, dulyinsured for transit insurance for all risks from the consigners Warehouse to the consignee's

Warehouse, till the completion & acceptance of erection/installation of the main Equipment /

Instrument.

k. Transportation: The transportation charges should be pre-paid for delivery of consignment to theconsignee on Door Delivery basis.

l. Inspection of Supplies: Preliminary inspection of the stores shall be carried out by the supplier,(i.e., successful bidder on whom a Purchase Order is placed by the Department), at the factory

before dispatch. The final joint inspection will be carried out at the consignee's site after receipt of

the consignment. In case of defective supply due to latent manufacturing defects, the same has to

be removed and replaced at the supplier's cost. All the expenses incurred in replacement shall be

borne by the supplier.

A number decided by the department will be randomly selected out of the instruments suppliedand will be sent for Third Party for verification of specifications mentioned in the work order.

m. Installation & Training: The successful bidder would be required to install the equipment at thelocations specified at Section 5 (b) of this RFP. He should also provide in-depth functional

(theoretical and practical) training, and basic repair & maintenance related training to

employees as specified by the Department. The employees would be nominated by the


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Department, and training to be provided in the locations which will be specified by the

department.. The Department estimates the training efforts of a minimum 10 (TEN) working days.

The bidders should consider these factors at the time of finalizing their Financial Bids. The rates

quoted by the bidders should be inclusive of installation & training charges. About 500 employees

has to be trained. The training venue will be decided and intimated by the department.

n. Repairs & Maintenance: The supplier should provide comprehensive warranty for the equipments(as per Section -5 Clause-d) for three years at no extra cost. The supplier shall have to support the

equipments after three years also for at least next seven (7) years at the mutually agreed price if

so required by the department. The proposal of the bidders should explain in detail the repairs &

maintenance facilities that would be made available to the Department by the bidder.

o. Force Majeure: Force Majeure means events such as but not limited to acts of God notconfined to the premises of the supplier claiming the Force Majeure, flood, drought, lightning or

fire, earthquakes, strike, lock-outs beyond its control, labour disturbance not caused at the

instance of the supplier claiming Force Majeure, acts of government or other competent

authority, war, terrorist activities, military operations, riots, epidemics, civil commotions etc. No

failure, delay or other default of any contractor or sub-contractor of the supplier shall entitle the

supplier to claim Force Majeure under this Article.

The supplier seeking to rely on Force Majeure shall prove that Force Majeure conditions indeed exist

and promptly, within 2 days, notify the Department of the occurrence of a Force Majeure event as a

Condition precedent to the availability of this defense with particulars detail in writing and shall

demonstrate that it has and is taking all reasonable measures to mitigate the events of Force Majeure.

In the event the Force Majeure substantially prevents, hinders or delays the suppliers performance of

his obligations for a period in excess of 5 days, the Commissioner-SS&LR may declare that an

emergency exists. The Commissioner-SS&LR will issue a notice to the Supplier to perform his

Obligations within the time prescribed in the notice. In the event that the supplier is not able to

perform his obligations within the time provided in the notice, the Commissioner-SS&LR may

Terminate the Agreement and/or obtain the item/items from an alternate supplier. Unless

Otherwise directed by the Department in writing, the Supplier shall continue to perform its obligations

under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means

for performance not prevented by the Force Majeure event.


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p. Termination: The Department may at any time terminate the Contract by giving written notice tothe Supplier, without compensation to the Supplier, if the Supplier becomes bankrupt or

otherwise insolvent, provided that such termination will not prejudice or effect any right of action

or remedy which has accrued or will accrue thereafter to the Department.

q. Disqualifications: The proposal is liable to be disqualified in the following cases or in case bidderfails to meet the bidding requirements as indicated in this RFP:

i. Proposal not submitted in accordance with this RFP.ii. During validity of the proposal, or its extended period, if any, the bidder increases his

quoted prices.

iii. The bidder qualifies the proposal with his own conditions.iv. Proposal is received in incomplete form.v. The bidder should mandatorily fill the columns regarding compliance and deviations if any.

vi. Proposal is received after due date and time.vii. Proposal is not accompanied by all requisite documentsviii. Information submitted in technical proposal is found to be misrepresented, incorrect or

false, accidentally, unwittingly or otherwise, at any time during the processing of the

contract (no matter at what stage) or during the tenure of the contract including the

extension period if any.

ix. Financial Proposal is enclosed with the same envelope as Technical Proposal.x. Bidder tries to influence the proposal evaluation process by unlawful means at any point

of time during the bid process

xi. In case any one party submits multiple proposals or if common interests are found in two ormore bidders, the bidders are likely to be disqualified, unless additional proposals/bidders are

withdrawn upon notice immediately.

In case the terms & conditions of the contract applicable to this invitation to tender are not

acceptable to any bidder, he should clearly specify any deviation; in the format appended to

this RFP (refer Form 5).


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20

ANNEXURE-1

TECHNICAL SPECIFICATIONS OF SF- PPK MODE

DGPS ONE SET MEANS ONE BASE + ONE ROVER

Specifications For Single Frequency GPS PPK

Sl.No. Description Specifications Compliance Deviation

1 Receiver type Single frequency PPKfacility to upgrade them with GPRS- it is clarified that the supplied instrumentshould be in a position to use GPRS withoutany extra cost investment on the instrumentfrom the department

2 Antenna: Antenna and GPS Receiver & GLONASS & SBAS

3 Channel 12 channels or above.

4 Protection Water / dust proof Receiver and antennashould withstand the shock and vibration

when toppled from pole mount top The

instrument should have the certification for

water proofing of I P 67.

5 TEMPERATURE:

Operating -10C to + 60C

Storage -20C to + 60C

6 Humidity Receivers, antennas andcontrollers upto 100% humidity

7 Weight less than 4 Kgs includingreceiver, antenna and controller

8 Type Virtual Alphanumeric touch screenkeypad and transcriber software with

required number of hardware control keys

with windows based operation

9 Illumination Display should have backlightillumination.

10 Display Bright, readable in sunlight,graphic LCD with color display.

11 Position updaterate

1 Hz and above.

12 Accuracy:

Static: Horizontal : +/-10mm + 2 ppm(baseline length) RMSVertical : +/-2cm+ 2 ppm(baseline length) RMS

Kinematic: Horizontal : +/-1.2cm+2.5ppm

Vertical : +/-20mm+2.5ppm

13 Communication USB, RS232: and Bluetooth


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21

14 Internal MemorySDRAM 256 MB.

15 Interface Card Slot SD/CF card slots /USB ports

16 Software Windows Compatible. Acombined software capable of handlingboth the total stationand GPS data should be supplied

17 Post processingsoftware

Import/Export

facility.

Should be able to install andprocess in standard OS like MS Windows.

Should have standard programs for post

processingand network adjustment; report

generation with graphical display.

Support for all co- ordinate system,

datum, and ellipsoid. Capable of giving

out Projection/ height/ combined scale

factors. Facility to do processing withPrecise ephemeris. Static data processing.

Software to have facility of processing

data for user defined time interval /

satellite data. The software should be

capable of transferring the field data

directly into the industrystandard CAD / OGIS file format/

Shape file

Software should be capable of transferring

the field data directly into industry standard

CAD, OGIS file format and SHP file.

18 HeightMeasurement

Measurement tape / rod formeasuring antenna height from ground

point.19 Power supply Battery/s capable of at least 12

hours of operation. It should not take

more than 4 hours for fullcharging of battery from fullydischarged state.-

Battery / Batteries to support 12 hours of

work in the field Operation battery time

needs to be 12 hours.

20 External power Provision of external power throughcar batteries; 10.5 V to 28 V.

21&22

Tripod-originalmanufacturers

tripod

Tribrach-

original

manufacturers

Tribrach

Telescopic Tripod wooden type one

number for each for Base and Rover. Not for

additional Rover.

10 units of instruments with wooden tripod

with tribrach with optical plummnet + 10

units of instruments with wooden tripod with

tribrach with optical plummnet + 10 units of

instruments with Bi-pod with 10 poles


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22

23 Carrier Mounting system for Antennawith suitable adaptors if required 1 no. each

for base and rover should be supplied. The

Tribrach and carrier should be detachable

and separate.

24 Poles Suitable poles for mounting the Rovershould be supplied withcomplete accessories - Poles for additional

Rovers only i. e 10 poles along with Bi-pods.

26 Downloading cable Receiver to Computer

27 Antenna Cable 1.5 mts of antenna cable

28 Carrying Case Individual carrying case for eachAntenna and Receiver should be supplied

29 Warranty As per Section 3 Clause e of this RFP.


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23

ANNEXURE-3: WARRANTY CERTIFICATE

We warrant that everything to be supplied by us hereunder shall be brand new, free from all

defects and faults in material, workmanship and manufacture and shall be of the highest grade & quality

and consistent with the established and generally accepted standards for material of the type ordered,

shall be in full conformity with the specifications/drawings of samples if any and shall operate properly.

We shall be fully responsible for its efficient operation.

In case of any latent defect or inconsistency due to poor manufacturing/repair & overhaul of the

equipment/instrument, or defective supply not conforming to the specifications if observed at the time

of final inspection and thereafter within 3 years from the date of acceptance, we undertake the

guarantee to maintain/repair/supply free of cost the defective items/items that go out of order up to

the final destination and during the maintenance period, and the inland expenses borne by the indentor,

will be at our cost.

The warranty shall survive inspection and payment for and acceptance of the goods but shall

expire (except in respect of complaints of which the contractor has been notified prior to such date) 3

years after their successful acceptance by the purchaser.

SEAL of manufacturer

Date Signature ..

Name & address of manufacturer


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24

ANNEXURE-4: AGREEMENT

An agreement made this .. day of .. . . . . BETWEEN

....

(hereinafter called the contractor which expression shall include his legal representatives) of the one

part and the President of India (hereinafter called the Government) of the other part and WHEREBY the

contractor agrees to supply to the .. Department of Survey, Settlement & Land Records,

Government of Karnataka (hereinafter called Department) the under mentioned articles at cost

mentioned against them:

and on the terms and conditions hereinafter mentioned:-

a) That all stores shall be delivered free at by .b) that all stores supplied shall be new and of good quality and in exact accordance with the

sample submitted.

c) that the inspection of the stores shall be carried out by the himself or by a GazettedOfficer deputed by him at the place mentioned in para (a) above and that the stores rejected

must be removed by the contractor within a week from the date of rejection. All stores not

accepted shall lie at the risk of the contractor. If not removed within the period specified above

the .. shall have the right to dispose of such stores as he thinks fit at the risk of the

contractor and on his account or if he prefers to charge him rent for the space occupied by

same.

d) that the time of delivery stated above shall be of the essence of the contract and should thecontractor fail to deliver the whole/any part of the stores within the period specified in clause

(a) and as per the sample the .. shall have the right to forfeit the deposit mentioned in

clause (f) and to purchase the stores elsewhere which the contractor has failed to deliver as

aforesaid at the expenses of the contractor and the contractor will be liable to pay such further

sum as will be sufficient to meet the difference of cost between the rates tendered and those at

which the purchases are actually made should they be higher. This is without prejudice to

action being taken under clause h) thereof.

e) that the Department. shall have full power to reject the whole or any part of thestores which to the true intent and meaning is not in exact accordance with the approved

sample and that the decision of the Department shall be final.


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25

f) that the payments to the bidder will be made as follows 100% payment shall be made within 30 days of completion of acceptance testing of the

equipment. The successful bidder shall provide 3 Bank Guarantees of 10% of the value of the

total contract First Bank Guarantee for 10% of the total value of the contract valid for one

year; Second Bank Guarantee for 10% of the total value of the contract valid for 2 years; and

Third Bank Guarantee for 10% of the total value of the contract valid for 3 years. In case of any

penalties, that need to be imposed as per the RFP, the Bank Guarantee of that year can be

encashed proportionately. At the end of the first year penalties if any as specified in the RFP will

be deducted and the Bank Guarantee will be returned. So also, at the end of the second year

penalties if any, as specified in the RFP will be deducted and the Bank Guarantee will be

returned, and at the end of the third year penalties if any, as specified in the RFP will be

deducted and the Bank Guarantee will be returned.

Provided that: (a) the bidder repairs/supplies the defective items/items that go out of order,

free of cost, during the above period, within a week from the date of intimation of the

defect/malfunctioning of the equipment, failing which a penalty of 3% of the cost of defective

ETS/s for every weeks delay shall be imposed and recovered out of the Bank Guarantee; (b)

Inspection and calibration shall be done twice in 1st

year on starting of 7th

month and starting of

12th month considering supply date as day one, failing which a penalty of 2% of the cost of ETS/s

not calibrated for every weeks delay shall be imposed; (c) Quarterly maintenance to be done

mandatorily during the period, failing which a penalty of 2% of the cost of defective ETS/s, shall

be imposed for every weeks delay; (d) In case the equipment malfunctions within a week of

repair/maintenance, it shall be construed as unsatisfactory maintenance/repair and a penalty of

1% of the cost of defective ETS/s per week shall be imposed till the satisfactory maintenance is

done. All the above penalties shall be deducted from the Bank Guarantee of the year in which

the default by the vendor occurred. In case the delay is in fraction of week the penalty shall be

proportionately applied.

g) That the contractor will execute a Performance Guarantee for 46% of the cost of theequipments as security for compliance with the terms and condition of this contract.

h) That the contractor will be entirely responsible for the execution of this contract in all respect inaccordance with the conditions of this contract and shall not assign or sub-let the same.


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26

i) That the contractor undertakes the guarantee to maintain/repair/supply the defectiveitems/items that go out of order, free of cost during the maintenance period of 3 years, up to

the final destination.

j) If the contractor becomes insolvent or he or his Agent offers any bribe in connection with thecontract or the contractor fails to observe or perform any condition of this contract, then

notwithstanding any previous waiver of such default or action being taken under any other

clause hereof the , may on behalf of the Government terminate the contract and forfeit

the said deposit and recover from the contractor any loss suffered by the Government on

account of the contract being terminated.

k) If any dispute or difference shall arise including this contract the settlement of which is nothereinbefore provided for the same shall be referred to the arbitration of the Surveyor General

of India and if he is unable or unwilling to act as arbitrator to the arbitration, of any person

nominated by him in writing and the decision of such arbitrator shall be final and binding on the

parties to this contract.

In Witness whereof the parties have hereunto set their hands the day and year first above

written.

Signed by the said contractor

In the presence of:-

1st

Witness

Address

2nd

Witness

Address

Signed by the said for and on behalf of the

President of India

In the Presence of:-

1st Witness

Address

2nd

Witness

Address


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27

Performance Bank Guarantee

Ref: Date _________________

Bank Guarantee NO. ___________________________________________

To

>

1. Against Letter of Intent number _________ dated _________ relating to Tender No. forSupply of .. (hereinafter called the 'LoI) entered into between the Department of

Survey Settlement & Land Records (hereinafter called "DSSLR") and _________________

(hereinafter called the Bidder), this is to certify that at the request of the Bidder we

______________________ Bank, are holding in trust in favour of DSSLR, the amount of Rs.

___________________________ (write the sum here in words) to indemnify and keep

indemnified the DSSLR against any loss or damage that may be caused to or suffered by the

DSSLR by reason of any breach by the Bidder of any of the terms and conditions of the contract

that will be entered subsequently (within 15 days) and/or in the performance thereof. We

agree that the decision of DSSLR, whether any breach of any of the terms and conditions of the

contract and/or in the performance thereof has been committed by the Bidder and the amount

of loss or damage that has been caused or suffered by DSSLR shall be final and binding on us and

the amount of the said loss or damage shall be paid by us forthwith on demand and without

demur to DSSLR.

2. We __________________________________ Bank, further agree that the guarantee hereincontained shall remain in full force and effect during the period that would be taken for

satisfactory performance and fulfilment in all respects of the contract by the Bidder i.e. till

_______________(write a date which is three years and fifteen days from the date of LOI)

(hereinafter called the said date) and that if any claim accrues or arises against us

_____________________ Bank, by virtue of this guarantee before the said date, the same shall

be enforceable against us ________________________ Bank, notwithstanding the fact that the

notice of any such claim is given to us __________________________ Bank, by DSSLR either

before the said date or within the enforcement period of six months thereafter. Payment under

this letter of guarantee shall be made promptly, within one month of our receipt of notice to

that effect from SSLR.


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3. It is fully understood that this guarantee is effective from the date of the said LoI and that we_________________________ Bank, undertake not to revoke this guarantee during its currency

without the consent in writing of DSSLR.

4. We undertake to pay to DSSLR any money so demanded notwithstanding any dispute ordisputes raised by the Bidder in any suit or proceeding pending before any court or Tribunal

relating thereto our liability under this present guarantee being absolute and unequivocal. The

payment so made by us under this guarantee shall be a valid discharge of our liability for

payment there under.

5. We _____________________________ Bank, further agree that DSSLR shall have the fullestliberty, without affecting in any manner our obligations hereunder to vary any of the terms and

conditions of the said contract or to extend time of performance by the Bidder from time to

time or to postpone for any time or from time to time any of the powers exercisable by DSSLR

against the said Bidder and to forebear or enforce any of the terms and conditions relating to

the said contract and we, ________________________ Bank, shall not be released from our

liability under this guarantee by reason of any such variation or extension being granted to the

said Bidder or for any forbearance by DSSLR to the said Bidder or for any forbearance and or

omission on the part of DSSLR or any other matter or thing whatsoever, which under the law

relating to sureties, would, but for this provision have the effect of so releasing us from our

liability under this guarantee.

6. This guarantee will not be discharged due to the change in the constitution of the Bank or theBidder.

Our liability under this Bank Guarantee shall not exceed and is restricted to Rs._______________

(Rupees _________________ only) (repeat the amount given in clause 1). This Guarantee shall remain in

force up to and including _________ (write the date which is six months from the contract end date).

Date _________________

Place _________________ Signature _________________Witness 1 _________________ Printed name _________________

Date _________________

Place _________________ Signature _________________

Witness 2 _________________ Printed name _________________

(Bank's common seal)

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