NAAC Accredited ‘A’ Grade University SUMMER HILL, SHIMLA …2).pdf · 2019-10-21 · HIMACHAL PRADESH UNIVERSITY (NAAC Accredited ‘A’ Grade University) SUMMER HILL, SHIMLA-171005

HIMACHAL PRADESH UNIVERSITY (NAAC Accredited ‘A’ Grade University)

SUMMER HILL, SHIMLA-171005

TENDER NO. PF.HPUL/Automation Liberary-2018. Dated: 22.10.2019

E - TENDER

For

Supply, Installation and Commissioning

of

RFID (Radio Frequency Identification) Management System

for Central Library, Himachal Pradesh University

Shimla-171005 (H.P.)

Website: www.hpuniv.ac.in tender document can also be downloaded from www.hptenders.gov.in .

http://www.hpuniv.ac.in/

http://www.hptenders.gov.in/

INDEX

Sr. No. Title Page No.

Section 1 INVITATION FOR BIDS 1-2

Section 2 INSTRUCTIONS TO BIDDERS

A. Guideline to the Bidder

B. Preparation of Bids

C. Submission of documents & Bid’s

D. E-bid opening & Evaluation

E. Award of Contract

3-12

Section 3 GENERAL CONDITIONS OF THE TENDER

& CONTRACT

13-16

Section 4 SCOPE OF THE WORK, EXECUTION,

MAINTENANCE AND OTHER CONDITIONS

17-19

Section 5 FORMS &SCHEDULES

Form A- Undertaking on behalf of OEM

Form B- Financial Growth, Installation, and support

service

Form C- Details of installation Base

Form D- Acceptance of conditions of the Tender

Document by the Bidder.

Form E- Declaration that the Bidder has not been

debarred/black/blacklisted

SCHEDULES

Schedule I-Price schedule format for articles to be

supplied and annual comprehensive maintenance

contract after warranty period.

Schedule II (A)-Compliance report of Eligibility.

Schedule II (B)-Compliance report of Technical Bid.

Schedule III-Technical Fact sheet.

20-45

Section 6 Contact Details 46

1

SECTION-l

INVITATION FOR BIDS

Himachal Pradesh University Shimla-171005

(NAAC Accredited ‘A’ Grade University)

Store Purchase Office

E-mail:[email protected]

Phone: 0177-2833531

NOTICE INVITING TENDER (NIT)

No: PF.HPUL/Automation Liberary-2018. Dated: 22-10-2019

E-Tenders are invited from the reputed Indian/Foreign bidder who are manufacturer or

authorized channel partner of OEM for the RFID (Radio Frequency Identification Management

System) for Central Library of H.P.University Shimla-5. The detailed tender document with

complete terms & conditions, technical specifications etc. can be viewed and downloaded from

website: http://www.hptenders.gov.in w.e.f. 22-10-2019 to 16-11-2019 up to 12:00 Noon. The last

date and time for submission & uploading of filled in tender document is 16-11-2019 up to 12:00

Noon..

The tender will be opened on 16-11-2019 at 02:00 PM. All subsequent corrigendum,

modifications and clarifications in respect of this tender will be published on aforesaid website

only. The bidders are advised to visit the aforesaid website regularly. The bid shall be filled in

online on the website http://www.hptenders.gov.in. The cost of tender form is Rs. 5000./-(Rupees

Five thousand Only) which is non-refundable and is payable in favour of Finance officer Himachal

Pradesh University, Summer-hill, Shimla-171005 in shape of Demand Draft, Earnest Money

Deposit of Rs.1,25,000/- (Rupees One Lac Twenty Five Thousand Only) in the form of Fixed

Deposit Receipt (FDR) pledged in favour of Finance officer Himachal Pradesh University,

Summer-Hill, Shimla-171005which shall be submitted either by post or in person before the date

of opening of tenders.

Store Purchase Officer

H.P. University Shimla-5



2

TENDER DOCUMENT CUM RATE CONTRACT AT A GLANCE

1. Work Supply, Installation and commissioning

of RFID (Radio Frequency

Identification) Management System for

Central Library, Himachal Pradesh

University Shimla-5.

2. Authority Inviting Tender Store Purchase Officer

Himachal Pradesh University

Summer Hill, Shimla-5

3. Estimated cost of contract Rs. 50 lakhs (Rupees Fifty Lakhs Only)

4. e-tender Publishing Date

22-10-2019 on 02:00 PM

5. e—bid submission start 07-11-2019 on 10:00 AM

6. Last date and time of submission of bids 16-11-2019 upto 12:00 Noon

7. How the bids should be submitted e-Bid on https://hptenders.gov.in

8. To whom the EMD in original and non-

blacklisting of firm on Rs.50/-Stamp duly

notarized should be submitted to

The Finance Officer


Summer Hill, Shimla – 171005

9. Date and time of opening of technical bids 16-11-2019 on 02:00 PM at Dean of

Studies office HPU Summer-Hill

Shimla-5

10. Date and time of opening of financial bids Will be notified/updated later online at

www.hpuniv.ac.in

11. Amount of Tender Form & EMD Rs. 5000/- (Rupees Five Thousand

only) Form fee & Rs.1,25,000/-(Rupees

One Lakhs Twenty-Five Thousands

only) as EMD.

12. Bid Validity Period

180 (One Eighty Days) days from the

last date of submission of bids

https://hptenders.gov.in/


3

SECTION – 2

INSTRUCTIONS TO BIDDERS

A. Instruction for filling of Tender

1. GUIDELINE TO BIDDER ON THE OPERATION OF ELECTRONIC TENDERING

1.1 BLANK TENDER FORMS

Tender form can be downloaded from the e-tendering portal Government of Himachal Pradesh i.e.

www.hptenders.gov.in after entering the details of payment towards tender fees as per the Tender

Schedule.

1.2 The prospective tenderers are free to ask for any additional information or clarification by email

concerning the work, and the reply to the same will be given by the Librarian of H.P.University and

the same will be made available on University Website www.hpuniv.ac.in and this clarification

referred to as common set of conditions/deviations (C.S.D.), shall form part of tender documents and

which will also be common and applicable to all tenderers.

1.3 The tender submitted by the tenderers shall be based on the clarification and shall be unconditional.

Conditional tenders will be summarily REJECTED.

1.4 All tenderers are cautioned that tenders containing any deviation from the contractual terms and

conditions, specifications or other requirements and conditional tenders will be treated as not

responsive.

1.5 Tenderers should have valid class II/III Digital Signature Certificate (DSC) obtained from any

Certifying Authorities. In case of requirement of DSC, interested Bidders should go to

www.hptenders.gov.in and follow the procedure mentioned in the document ‘Procedure for application

of digital certificate’.

2. The Bidder is expected to examine the Tender Document carefully. Failure to furnish all information

required as per the Tender Document will result in the rejection of the Bid.

3. Amendment of Bids

3.1 Bids once submitted cannot be amended. However, in some circumstances (such as major anomaly in

the technical specifications having a major impact on pricing), the Purchaser may decide to take fresh

bids from all the Bidders before actually opening of the Commercial Bids. 3.2 In order to afford prospective Bidders reasonable time to make amendment in their bids, the Purchaser

may, at his discretion, extend the deadline for the submission of bids. However, no such request in this

regard shall be binding on the Purchaser.




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B. PREPARATION OF BIDS

4.1 Language of Bid & Correspondence

The Bid will be prepared by the Bidder in English language only. All the documents relating to the

Bid (including brochures) supplied by the Bidder should also be in English, and the correspondence

between the Bidder & Purchaser will be in English language only. The correspondence by Fax / E-

mail must be subsequently confirmed by a duly signed copy (unless already signed digitally).

4.2 Documents comprising of Bid: The Bidder will prepare the bid in three parts: -

(I) Eligibility Claim

I. All RFID equipment (Tags, Readers & Gates etc.) should be from One RFID Manufacturer. To

ensure compatibility with KOHA based library management system, provide certificate from

OEM.

II. Bidders should be the manufacturer/authorized dealer. Letter of Authorization from original

equipment manufacturer (OEM) on the same and specific to the tender should beenclosed as

per the format of Form-A.

III. The Bidder/OEM should have implemented RFID based library automation solution in at least 3

university libraries having 50,000 or more books in each of the libraries across India and have

executed at least 3 P.O’s of Rs. 15,00,000/-(Fifteen Lakhs) during the period of last 5 years (2014-

2019) and fill information in Form-C.

IV. Detailed profile of the Company/ Firm of the bidder with MoU, form 32 or equivalent.

V. Audited Statement of the Bidder showing average turnover of Rs. 15,00,000/-(Fifteen Lakhs) for

three years i.e. 2016-17, 2017-18, 2018-19 and fill information in Form -B.

VI. Receipt of Rs. 5000/- (Rupees Five Thousand only) towards the cost of the tender document in the

form of demand draft to be submitted in favour of ‘Finance Officer, HPU, Shimla-5.

VII. Declaration in Form ‘E’ that the Bidder has not been debarred/black listed by any reputed

Government/ Semi-Government organization for quality of services/product and that there is no

major complaint against the quality of service/ products by any organization mentioned in this

clause.

VIII. Category wise list of items for which the bid is being made (Copy be attached with eligibility

bid document).

5

IX. The OEM must have minimum recent 5 years and above experience in supplying and servicing

products in libraries.

X. The OEM/bidding company should be ISO 9001/9002 certified.

XI. Income Tax Returns of past 3 years of the bidder from 2016-17, 2017-18, 2018-19.

XII. The Bidders must have a valid PAN No., TIN No.& GST No. (Copy of same should be attached).

XIII. The bidding firm/company must be a single company and no consortium should be allowed (Copy

of registration of firm be attached). The Bidder should submit MOA (Memorandum of

Association) along with Form 32 or equivalent.

XIV. Proof for regional support base (Punjab/ Haryana/ Himachal Pradesh/ Chandigarh/Delhi) be

provided by the bidder.

XV. EMD/Bid security of Rs.1,25,000/- (Rupees One Lac Twenty Five Thousand Only) in favor of

Finance Officer, HPU in form of FDR.

XVI. OEM has to give undertaking of full support for guarantee and warranty of the components and its

installation in case the authorized bidder is not able to provide support.

XVII. The bidder has to give in writing on his letter head that the benefit of subsidized custom duty (as

per DSIR certificate) will be passed to the University even if he has quoted the price in Indian

rupees. Any other tax exemption, if valid for University may be passed to the University.

XVIII. Proof of authorized signatory of the bidder on the stamp paper.

XIX. It is reiterated that Purchaser's decision regarding Bidder's eligibility will be final.

XX. All products must comply with internationally recognized standards for RFID-based Library self-

service systems. Certificate from OEM Should be provided to that effect.

XXI. Bidder must show evidence that OEM’s systems are working on industry standard platforms and

not any OEM specific hardware / software.

XXII. The complete solution proposed by the bidder must include supply and installation of RFID

components, development and operation of software components and RFID Consumables in an

integrated manner.Integration should be possible directly through SIP2 and NCIP without any

middle ware components.

XXIII. Bid may be rejected at any stage of the evaluation if it is found that the company:

Has provided misleading information

Has been banned / blacklisted by a central or state government

Has indulged in any malpractice/ unethical practice

Has not honored contractual obligation elsewhere

6

II. TECHNICAL BID: This part of the Bid must comprise of the following documents:

i. Fact Sheets (Schedule III) for all the products quoted by the Bidder must be signed and stamped by the

authorized signatory.

ii. Product catalogues revised up to date. If some product up gradation has taken place since the printing of

the colour brochures, latest authenticated releases/ bulletins must be enclosed.

iii. Benchmarking Report of the products (if any) done by a technically reputed organization.

iv. The certificate by OEM that the quoted products are latest and shall not be obsolete within the next 5 years.

v. Five years warranty on all RFID components including onsite support.

vi. Facts sheets (Schedule III) must be properly filled with proper page numbers showing where the tender

specification of the quoted product is being complied.

vii. All system components must be UL, CE, and FCC Part 15-Certified; SIP2, RS-232, TCP/IP Ethernet

10/100, 802.11b (wireless) compliant; and meet the EU RoHS and WEEE Directives.

viii. The proposed system must not interfere with other equipment that may be nearby. The proposed system

must be able to connect through the Library’s Ethernet network via an RJ-45 connector and/or secured

wireless network. The RFID system must be ISO 15693 18000-3 Mode 1 Compliant and must use Reader

Talks First (RTF) Architecture.

ix. All the RFID components proposed in the system should be manufactured by a single OEM, to ensure

seamless compatibility and single source for supply and support. Part bid/assembly of RFID components

from different OEMs by the Bidder is not acceptable.

x. It is important that the bidders point out clearly in its bid, any deviation in the software and hardware

specification (if any). If any deviation if found later on and is not specified in the bid, it will result in

complete rejection of the bids.

xi. The proposed system must provide application-specific software to incorporate all RFID Library related

hardware (detection systems, staff station readers, cataloguing stations, patron self-check stations,

inventory, book issue and book return system), the circulation RFID tags and any other RFID-related

hardware into the system. The Software system has to support all general features of the Library system

for RFID automation even though they might not be part of the system right now. Such functionalities are

required in the system so as to keep future upgrades possible.

7

III.COMMERCIAL BID

The Commercial Bid shall consist of:

(i) AMC with Onsite OEM Support charges for the 6th, 7th and8th year in Schedule I. The Bidder

should quote for the 6th, 7thand 8th year AMC after making his own assessment.

(ii) The rates are to be quoted by the bidders in Indian currency (rupees) only and payment shall be

made to successful bidders in Indian Rupees only. Statutory applicable taxes (GST, Sales

Tax/VAT, Service Tax etc.) should be mentioned separately in the Financial Bid. L-1 will be

evaluated on total price quoted including AMC charges for the 6th, 7th and 8th year inclusive

of all taxes. However, Unit Price quoted should be inclusive of all other levies, statutory taxes,

Custom Duty Charges and charges such as Octroi, Packaging & Forwarding charges etc. and

should be delivered at the premises of Himachal Pradesh University, Shimla-5.

(iii) The rates quoted by him will be used for comparing the bids and rates must be quoted only in

figures in BOQ specified for the purpose.

4.3 Bid Currencies

4.3.1 Prices should be quoted in Indian rupees in the BOQ.xls (Bill of quantity) document.

H.P.University has valid custom duty and excise duty exemption certificates.

4.3.2 The subsidized custom duty shall be paid by the bidder on behalf of the HPU.

4.4 Bid Security/EMD and Performance Bank Security

4.4.1 Bid Security/ EMD is of Rs.1,25,000/- (Rupees One Lac Twenty Five Thousand Only)

4.4.2 The Bid Security/ EMD is required to protect the Purchaser against the risk of Bidder's conduct.

4.4.3The Bid Security/ EMD shall be in the shape of FDR in favour of “Finance Officer, Himachal

Pradesh University, Shimla-5” from the Nationalized Bank.

4.4.4 Unsuccessful Bidders’ Bid Security/ EMD will be refunded as promptly as possible after

completion of the tendering process.

4.4.5 The successful Bidder's Performance Bank Security will be discharged upon the Bidders executing

the Contract Agreement and furnishing the Performance Bank Security @ 10% of the awarded

8

contract amount in the form of FDR duly pledged in favour of the Finance Officer, Himachal

Pradesh University, Shimla-5.

4.4.6 No interest will be payable by the Purchaser on the above mentioned Bid Security/ EMD.

4.4.7 The Bid Security/ EMD may be forfeited;

1. If a Bidder withdraws its bid during the period of bid validity specified by the Bidder and required

by the Purchaser.

2. In the case of a successful Bidder, if the Bidder fails,

a. to sign the contract, and

b. to furnish Performance Security.

c. violates any of the such important conditions of this tender document or indulges in any

such activity as would jeopardize the interest of the Purchaser or provides some wrong

technical information relating to the products. The decision of the Purchaser regarding

forfeiture of the Bid Security shall be final &shall not be called upon question under any

circumstances.

4.5Validity

The bid should be valid for acceptance up to a period of 180 Days. The Bidders should be

ready to extend the validity, if required without any additional financial implications.

4.6 Delivery

The Equipment should be delivered within 04 to 06 weeks and installed within 90 days. If

the bidder fails to deliver and place any or all the Equipment’s or perform the service by

the specified date, penalty at the rate of 1% per week of the total order value subject to the

maximum of 10% of total order value will be deducted.

4.7 Modification and Withdrawal of Bids

4.7.1. Modifications of Bids may be allowed by the Purchaser under circumstances mentioned in

para 3.1. This option will be available to every Bidder who has submitted his Bid.

4.7.2. Bids cannot be withdrawn in the interval after its submission of bids and before the expiry

of Bid's validity specified by the Purchaser.

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4.8 Training

Bidders need to provide adequate training on Linux, KOHA front and backend, library

inventory, customization of reports, card programming and printing etc. of minimum one month

to the nominated persons of H.P. University Shimla-5 at their cost. H.P. University will not bear

any training expenditure.

4.9 Warranty Declaration

Bidders must give the comprehensive on-site warranty of 5 years as required from the date of

successful installation of Equipment against any manufacturing defects and also give the

warranty declaration that “everything to be supplied by us hereunder shall be free from all

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

the type ordered, shall be in full conformity with the specification and shall be complete enough

to carry out the experiments, as specified in the tender document. Any deviation in the material

and the specifications from the accepted terms may liable to be rejected and the bidders need to

supply all the goods in the specified form to the satisfaction / specifications specified in the

order / contract and demonstrate at their own cost.

After successful installation of the RFID equipment’s the committee will approve the

standard and working of the same after which the warranty of all the RFID equipment’s

starts for the specified period (5 yrs.) as the tender norms.

C- SUBMISSION OF DOCUMENTS & BID’s

4.10 COVER I: DOCUMENTS TO BE UPLOADED AT THE TIME OF ONLINE SUBMISSION

Scanned copies of the following documents shall be uploaded by the bidder in Cover No. 1 at

the time of online submission of the bid:

4.10.1 Cost of bid and Bid security (Scan Copy).

4.10.2 Valid G.S.T., PAN NO. Certificate of the bidder (Scan Copy).

4.10.3 ITR returns of last three years (A.Y.2016-17,2017-18, 2018-19) (Scan Copy).

4.10.4 Audited Balance sheet of the firm for the assessment year 2016-17, 2017-18 & 2018-

19and Average Turnover certificate of C.A of Rs. 15 lakhs (Fifteen Lakhs Only) for

last three years mentioned above (Scan Copy).

10

4.10.5 Client list and work done list & Service Centre (Scan Copy)

4.10.6 Scan Copy of Form A, Form B, Form C, Form D & Form E.

4.10.7 Scan Copy of Schedule–II-A (Compliance of Eligibility Bid)

4.10.8 Scan Copy of Schedule–II-B (Compliance of Technical Bid)

4.10.9 Scan Copy of Schedule–III (Technical Fact Sheet)

4.10.10 Scan copy of all Technical Specification specify in colour brochures.

4.11 Cover II: FINANCIAL BID

The Tenderer shall quote his financial offer duly signed in terms of item rates at the

appropriate place of tender template in Excel Format File “BOQ.xls’’

4.12Sealing and Marking of Bids

4.12.1 The Bidder shall seal & mark various parts of the Bid as follows:

(a) Eligibility Claim as per Schedule II-A and II-B, in two copies (one original + 1 copy) indifferent

envelops. All envelops shall be sealed in a covering envelop super scribed with words "Eligibility

Claim for RFID Management System Components Tender" "DO NOT OPEN BEFORE 16-11-

2019 upto 02:00 PM". The Tender fee and Bid Security in original should be sent in separate

envelops.

(b) Technical Bid as per Schedule- III in two copies (one original + 1 copy) in different envelops.

All four envelops shall be sealed in a covering envelop super scribed with words "Technical Bid for

RFID Management System Components Tender" "DO NOT OPEN BEFORE 16-11-2019 upto

02:00 PM"

(c) Bid Security 4.4.1/4.4.3 in one envelope. This envelope should be super-scribed with words

"Bid Security RFID Management System Components Tender" DO NOT OPEN BEFORE

16-11-2019 upto 02:00 PM".

(d) Commercial Bid as per para 4.2 (iii) shall be uploaded in form of BOQ.xls document on the

Website: https://hptenders.gov.inonor before the last date of bid submission.

4.12.2 Every envelope and forwarding letter of various parts of the Bid shall be addressed as follows:

Store Purchase Officer

Store Purchase Office


Summer Hill, Shimla – 171005

https://hptenders.gov.in/

11

4.12.3 If the envelopes are not sealed and marked as required above the Purchaser will assume no

responsibility for the Bid's misplacement or premature opening.

4.12.4 Bids sent through Telex /Telegrams/ Fax/ E-mail shall not be acceptable.

4.12.5 The envelope shall be sealed by signing across all joints & pasting good quality adhesive tape on

top of such joints & signatures.

4.13 Late Bids

4.13.1 Any bid received by the Purchaser after the deadline for submission of bids prescribed by the

Purchaser, as per Tender Schedule will be REJECTED.

D -BID OPENING AND EVALUATION

4.14 The Bids shall be opened as per schedule given in Notice Inviting Tender/Schedule of the Tender

Process.

4.15 SHORT LISTING OF BIDDERS FOR FINANCIAL BIDDING PROCESS

The tendering authority will first open the eligibility and technical bid documents of all bidders and after

scrutinizing these documents will shortlist the contractors who are eligible for Financial Bidding Process.

4.16 OPENING OF THE FINANCIAL BIDS

The contractors may or may not be present in the office of the Tender opening authority at the time of

opening of Financial Bids. However, the results of the Financial Bids of all contractors shall be available

on the H.P University, web portal of H.P. Tenders immediately after the completion of opening process.

E-AWARD OF CONTRACT

4.17 Post Qualification

The lowest Bidder can be denied the right of continuing with the contract, if the equipment being

supplied by him, fails the standard performance criteria. In such an event, the next lowest bidder (L-2)

shall be considered totally on the cost and risk of the L-I bidder.

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4.18 Award Criteria

Purchaser will award the Contract to the substantially responsive Bidders who offer the lowest evaluated

rates. The negotiation in special case shall be made with the L-I bidder only.

4.19 Purchaser's Right to Accept any Bid and to Reject any or all Bids

The Purchaser reserves the right to accept or reject any Bid or to annul the bidding process fully or

partially or modifying the same and to reject all Bids at any time prior to the award of Contract, without

incurring any liabilities in this regard.

4.20 Notification of Award

4.20.1 Prior to the expiry of the period of Bid validity, the Purchaser will notify the successful Bidder in

writing by speed post or Fax or email that his Bid has been accepted.

4.20.2 The liability of the supplier(s) to deliver the Goods and perform the services will commence from

the date of notification of Award. The Delivery Period shall be counted from the date of issue of

purchase order. The "date of delivery" shall be the date on which the equipment /material is

received at the destinations.

4.20.3 Upon the successful Bidders' furnishing of performance security, the purchaser will promptly

notify. The unsuccessful Bidder and will refund his " Bid Security" amount.

4.21 Signing of Contract

4.21.1 At the same time as the Purchaser notifies the successful Bidder that his 'Bid' has been accepted,

the Purchaser will send the Bidder the Contract Form provided in the 'Bidding Documents',

incorporating all agreements between the parties.

4.21.2 Within 20 days of receipt of the Contract form, the successful Bidder shall sign the Contract and

return it to the Purchaser. The Purchaser's liability of taking the goods from the selected suppliers

shall commence only from date of signing the date of the Contract.

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SECTION-3

GENERAL CONDITIONS OF THE TENDER & CONTRACT

4.22 Definitions

4.22.1 In this part, the following interpretation of terms shall be taken:

(a) "The Contract" means an agreement regarding supply of the goods & provision of services entered

into between the Himachal Pradesh University and the Supplier, as recorded in the Contract Form

signed by the parties, including all appendices thereto and all documents incorporated by reference

therein.

(b) "The Contract Price" means the price payable to the Supplier under the Contract for the full and

proper performance of its contractual obligations.

c) "The Goods" means all the equipment, machinery and/or other material, which the Supplier is required

to supply to the Purchaser under the Contract.

d) "Services" mean services ancillary to the supply of the Goods, such as transportation and insurance,

and any other incidental services, such as installation, commissioning, training, maintenance and

other such obligations of the Supplier covered under the Contract.

e) "The Purchaser" means the Himachal Pradesh University or any other Department/ Institute/ College of

the University notified by it.

f) "The Supplier", means short listed Bidder supplying the goods and services under this Contract.

Note: The afore-said definitions will be valid with respect to one or more Suppliers shortlisted to execute

the Project. Services to be executed by each Supplier have been explained in detail in this Tender

Document

4.23 Application

These General Conditions shall apply to the extent that these are not superseded specific by provisions in

other parts of this tender document. A detailed contract agreement shall be signed after the contract is

awarded in duplicate on non-judicial stamp paper of value not less than Rs. 100/-. Detailed provisions of

such a contract-agreement shall have an over-riding effect vis-a-vis this tender document. Until the final

contract documents are prepared and executed, this tender documents together with the tenderer thereof

shall constitute a binding contract between the successful tenderer and HPU based on terms and

conditions in the aforesaid documents and the finally submitted and accepted prices.

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4.24 Acceptance Certificate

On successful completion of acceptability test, receipt of deliverables etc. for the equipment and after the

H.P. University is satisfied with the working on the system, the acceptance certificate signed by the

bidder and the representative of the H.P. University will be issued. The date on which such certificate is

signed shall be deemed to be the date of acceptance of the system and the WARRANTY of the Hardware

starts from that date.

4.25 Governing Language

A. The Contract shall be written in English. All correspondence and other documents pertaining to the

Contract, which are exchanged by the parties, shall be written in english.

B. The technical documentation involving detailed instruction for operation and maintenance, users'

manual etc. is to be delivered with every unit of the equipment supplied. The language of the

documentation should be english.

4.26 Inspections and Tests

A. The event of the hardware and software failing to pass the acceptance test, as per the specifications

given, a period not exceeding two weeks will be given to rectify the defects and clear the

acceptance test, failing which, the H.P. University reserves the right to cancel the purchase order.

B. On successful completion of acceptability test, receipt of deliverables, etc., and after the H.P.

University is satisfied with the working on the system, the acceptance certificate will be signed by

the, Testing Agency and the representative of the H.P. University. Notwithstanding anything

contained above, in case of dispute, claim & legal action arising out of the contract, the parties shall

be subject to the jurisdiction of courts at Shimla, Himachal Pradesh (India) only.

4.27 Payment: All prices will be in Indian Rupee after giving benefit of subsidized custom duty

exemption vide DSIR certificate or any other certificate providing subsidy available with the H.P.

University:

Ist Instalment - 60% against the delivery of the equipment to SPO, HPU, Shimla-5 on pro-rata

basis and successful implementation of the Library Automation System and successful

conversion of existing sample of 2000 entry data integration with supply equipments, only after a

joint inspection by the HPU and the implementing agency .

IInd Instalment- 20% on successful completion of installation and commissioning.

IIIrd Instalment- 20% after Six months of successful usage subject to submitting Performance

Bank Guarantee of 10%of the total gross value of awarded contract up to warranty period.

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* (The P.B.G 10 % in the shape of FDR from the Nationalised Bank duly pledged in favour

of the Finance Officer, H.P. University shall be accepted which shall be valid up to 5 years of

warranty period after the completion of the work).

Note: Ist instalment/payment shall be released only on production of bill/Invoice supported by delivery

challan by the Supplier. Any bill/invoice supported by requisite documents will be processed

within 30 days after inspecting/testing of goods delivered by the supplier be conveyed in one go

within this period. If the claim is found in order, the payment will be made within 30 days from

the date of submission. IInd instalment shall be made after installation, success full commissioning,

inspection by the purchaser and submission of bank guarantee by the suppliers.

4.28 Packing Delivery & Documentation

4.28.1 The supplier shall provide such packing as is required to prevent damage or deterioration of the

goods during transit to their final destination as indicated in the Contract. The packing shall be

sufficient to withstand, without limitations, rough handling during transit and exposure to extreme

temperatures and precipitation during transit and open storage. The Supplier shall be responsible

for any defect in packing’s.

4.28.2 The packing, marking and documentation within and outside the packages shall comply strictly

with such special requirements as will be specifically provided for in the contract.

4.29 Insurance

4.29.1 The Goods supplied under the Contract shall be fully insured against loss or damage incidental to

manufacture or acquisition, transportation, storage and delivery.

4.29.2 The supplier will indemnify the Purchaser from all responsibility of compensation etc. caused by

third party injury including death while he is discharging his duties under the contract.

4.30 Transportation

The entire cost of carriage/transportation from the port of discharge to the destination shall be borne

by the Supplier.

16

4.31 Taxes and Duties

Supplier shall be entirely responsible for payment of all taxes, duties and levies, imposed up to/until

thedelivery point specified in the Contract. The deductions at source towards Income Tax (IT) and

GST and other taxes as notified by the state/ central government from time to time will be made as

per rules.

4.32 Time Schedule

The work shall be executed strictly within 90 days from the date of receipt of the work order. A

joint programme of execution of the work will be prepared after the award of work. The contractor

shall scrupulously adhere to these targets and program and deploy adequate personnel, requisite

equipment etc. at site.

4.33 After Sales Service

Complaints should be attended properly, maximum within 24 hrs service should be provided

directly by bidder. After sales service centre should be available at the nearest to the city of

institution on 24x7x365 basis.

17

SECTION-4

SCOPE OF THE WORK, MAINTENANCE AND OTHER CONDITIONS

Scope of Work

1) The Successful bidder on awarding the contract & purchase order from University shall start

delivery of the “Purchase of RFID Library Automation Solutions’ within specified delivery

period only for the requirements to be provided by University.

2) Bidder shall arrange for transport of the “Purchase of RFID Solutions’’ up to the delivery

location install the “Central Library H.P. University” with required peripherals and test the

same.

3) The labor required for entire delivery, installations & commissioning cycle will be the

responsibility of the Vendor.

4) Bidder shall provide on-site support for all related works with regard to the RFID Solutions.

5) Delay in the delivery if the “Purchase of RFID Solutions” due to non-availability transport

arrangements for the transporting the material to see that the material reach the destination within

the stipulated period.

6) The price should inclusive of all levis/taxes like service tax, vat, sales tax, transportation,

customs, excise, traveling charges etc.

7) The University reserves the right to reject any or all tenders. The University may accept tender in

full or part or may award part of the works to different bidders.

8) Terms of Delivery

All items should be delivered within 04 to 06 weeks from the date of purchase order at H.P.

University Summer hill Shimla-5. Bidder will have to verify all the items within one week

from the date of delivery in the presence of H.P. University, officials at respective

Departments.

9). During Warranty period if RFID Solutions failed/ not working, a standby system should be

provided by from Bidder no extra charges for this.

Service Window

Bidder shall provide technical support for the material supplied as per the service window

mentioned here under:

1) Service Window: Working hour of the Location

18

2) Telephonic Support: Within 15 minutes

3) On-Site Call Response: Within 24 Hours otherwise a penalty of Rs. 1000/- (Rupees One

Thousands only) per day will be Charged.

4) Spare Turn around: Same Working Day.

Warranty

a) The warranty for the RFID Solutions to be supplied shall carry a free comprehensive, onsite

warranty for a minimum period of 5 years and shall commence after the delivery, installations &

satisfactory operation of the “RFID Solutions” at the specific H.P. University location.

b) Bidder shall be responsible for replacement of any component of the “RFID Solutions” incase

found defective before or during installation and also during warranty period.

Uptime

The Bidder shall attend to and put forth the best of efforts to rectify any of the problems to the work

station or its related peripherals supplied and installed in the University on all the days irrespective of

holidays i.e. general or special. It is also to be noted that in the event of the Bidder failing to carry out

the repairs/replacement within the time stipulated as per service window, the company shall at its

own cost provide the University stand by “RFID Solutions” of equivalent configuration, and the

same shall be used by the University till the repairs/ replacement receive to the location of the

University and the same becomes operational.

Annual Maintenance

After warranty period, the supplier will enter into AMC with the customer at such rates, as he will

quote as part of this commercial Bid. This amount needs to be quoted in terms of money. These

charges should include all items, which may need repair and replacement excluding consumables.

Some Standard Conditions

1. All hardware and software should be from a single OEM. Assembled hardware is not acceptable.

2. The RFID equipment should support both protocols like SIP2 and NCIP. The Bidder will be fully

responsible for standard integration using SIP2 and NCIP protocol with KOHA Management

System and the performance of all components of the RFID equipment and materials being

supplied and installed and any malfunction/defective materials should be replaced free of cost

during the warranty period.

19

3. In case of foreign manufacturer, the Indian distributor needs to provide an undertaking that none of

its Directors/Owners has not been prosecuted for bribery or any criminal proceedings in India or

anywhere in the world, in case the Indian company is owned partly or wholly by any foreign

company this undertaking needs to be given for such holding company directors also.

4. It should be possible to install the software for tagging on any number of computers or laptops.

The tagging process should be independent and we should be able to install the software on

laptop/s to take the RFID station and laptop to stack area for ease of tagging.

5. The programmed accession number would need to be the same as the item accession number and

this needs to be demonstrated on notepad / excel or word.

6. RFID Staff Station should operate on KOHA as interface for Check-in/ Checkout/Renewal as front

end.

7. All the Software and hardware of RFID should be from a single manufacturer only.

8. The RFID Gates should be having ETA (Equipment Type Approval) from Wireless Planning

Commission).

9. All Bidders are expected to provide minimum two locations where the University Committee may

check the following equipment (i) Staff Station(ii) Security Gate Antenna along with Door

Locking, (iii) Self Check in/ Out counter (iv) Intelligent Trolley.

10. Technical Committee’s Decision will be highly dependent on Actual Site Visit to satisfy ourselves

for the Quoted equipment’s in addition to the above mentioned points.

11. The Library may decide to go for a Phase-Wise Implementation and hence the Rate Quoted should

be valid for minimum One Year.

20

SECTION 5

(FORMS AND SCHEDULES)

(To be submitted on company’s letter head with Technical Bid)

FORM –A

UNDERTAKING ON BEHALF

OF

ORIGINAL EQUIPMENT MANUFACTURER (OEM

To

The Store Purchase Officer,

H P University, Summer Hill,

Shimla 171005.

Subject: Authorisation to a distributor/ channel partner for e- tender No.

PF.HPUL/Automation Liberary-2018.

Dear Sir,

Please refer to your Notice Inviting Tenders for RFID (Radio Frequency Identification) Library

Equipment for Central Library, HPU in H.P. University, Shimla-5 published in www.hptenders.gov.in

__________________________________________. M/S ___________________________________, who is our reliable distributor/channel partner and has

executed several RFID project for the last ____________years, is hereby authorized to quote on our

behalf for this prestigious tender. M/S _____________________________________is likely to continue

as our business partner during years to come. We undertake the following regarding the supply of

computer hardware/ peripherals/ software/ system integrator (for RFID):

1. The machines/ equipment supplied in this tender shall be manufactured by us as per the specifications

required by the Purchaser. M/S ____________________________ ____________________ shall not

be allowed to do any major hardware integration on our equipment and ensure compatibility with

KOHA based library management system.


21

2. It will be ensured that in the event of being awarded the contract the machines/equipment will be

delivered & maintained by M/S__________________________________________ properly as per

the conditions of the contract. For this purpose, we shall provide M/S ___________________

necessary technical support including technical updates, & spares. If M/S____________ fails to

maintain the machines/ equipment for any what-so-ever, reason OEM shall ensure for proper

maintenance of these machines during the warranty/ AMC period.

3. If due to any reasons, the tie up between our Company & M/S _________________ breaks down

subsequently, we shall honour the terms & conditions of the contract.

4. We shall provide support in terms of spares and service for all RFID components by the bidder/OEM

for next 5 years.

Yours very truly,

Name: __________________

Designation: _______________

Company: ___________________

(Signature of the authorized signatory with stamp)

22

FORM –B

(To be submitted with Eligibility Bid)

FINANCIAL, INSTALLATION AND SUPPORT SERVICE PROFILE OF BIDDER

I. Financial Parameters

1. Turnover of Rs. 15,00,000/- (Fifteen Lakhs) for the F.Y. 2016-17, 2017-18, 2018-

19 duly signed by the C.A.

2. Balance Sheet and Profit & Loss accounts for the last three years 2016-17, 2017-18,

2018-19.

3. Income Tax Return (ITR) for the last three years 2016-17, 2017-18, 2018-19.

4. List of premier contributors to Equity including Promoter's Contribution.

5. Latest list of Directors of the company.

II. Installation Base and Regional Spread (Give Details)

Name: __________________

Designation: _______________

Company: ___________________


23

FORM - C

DETAILS OF INSTALLATION BASE

(Support with Documents Pertaining to Work Orders)


Sr. No Organization/

Educational Institutions

not less than University

Number of RFID work

station, security gate,

Self-check In/Out,

books tags supplied

& installed

Value in Rs. Date of

Order

Current

Status

1.

2.

3.

ry truly,

Name: __________________

Designation: _______________

Company: ___________________


24

FORM - D

DECLARATION REGARDING ACCEPTANCE OF TERMS & CONDITIONS

CONTAINED IN THE TENDER DOCUMENT


To



Shimla 171005.

Sir,

I have carefully gone through the Terms & Conditions contained in the Tender

Document (No. PF.HPUL/Automation Liberary-2018) regarding RFID Components for

Himachal Pradesh University. I declare that all the provisions of this Tender Document

contained inSection-1 to Section-5 are acceptable to my Company. I further certify that I

am an authorized signatory of my company and am, therefore, competent to make this

declaration

Yours very truly,

Name: __________________

Designation: _______________

Company: ___________________

Address: _____________________


25

FORM – E

DECLARATION REGARDING PAST PERFOMANCE


To



Shimla 171005.

Sir,

I have carefully gone through the Terms & Conditions contained in the Tender

Document [No. PF.HPUL/Automation Liberary-2018.] regarding RFID components for

Himachal Pradesh University Central Library. I hereby declare that my company has not

been debarred/black listed by any reputed Government / Semi Government

organizations/University for quality/ service products nor is there any pending dispute

regarding short shipment/ installation/service. I further certify that I am an authorized

signatory of my company and am, therefore, competent to make this declaration.

Yours very truly,

Name: __________________

Designation: _______________

Company: ___________________

Address: _____________________


26

SCHEDULE –I

PRICE SCHEDULE FORMAT FOR ARTICLES TO BE SUPPLIED AND ANNUAL

COMPREHENSIVE MAINTENANCE CONTRACT AFTER WARRANTY PERIOD

(To be uploaded in BOQ online)

No.

Brief Description

of RFID (Radio Frequency Identification)

Management System for HPU Library

Quantity

(Nos.)

Rate GST

@

Total Rates

with

GST in

figures

Rates in

words

HARDWARE COMPONENTS

A. 1. Staff Station Reader 03

2. Wi-Fi enable RFID Hand Held Reader 01

3.(a) Gate Antenna System (Two Aisle) 01

3.(b) Gate Antenna System (One Aisle) 01

4. Self-Check-In Check-Out Kiosk 02

5. RFID Book Return Station (Book Drop Box) 01

6. Smart Cards 8,000

7. Self-Adhesive RFID Tags (For Books) 2,00,000

8. Institution Labels 2,00,000

9. Smart Card Printer (with consumable for

printing 10,000 smart cards in total)

02

10. Compatible Smart Card Read/Writer

(compatible with smart card)

02

11. Web Camera 01

12. Pen Tablet 01

SERVICE PART

13. Tagging Job Work (for Books) 2,00,000

14. Printing and programming of 3000 smart

cards

01

15. Conversion/migration and verification of the

library data from existing SOUL to KOHA

software of approximately 86,000 data

entries.

01

16. Data entry of approximately 40,000 books

and journals to KOHA software.

01

17. KOHA Software installation and

customization according to HPU Library.

01

B. AMC (Hardware& Software) 6th Year 01

7th Year 01

8th Year 01

Total - B

Grand Total = A+B

27

* AMC will be applicable only after the completion of Warranty period.

1. The charges for Annual AMC after warranty period of 60 months shall be quoted

separately as per Schedule-I on BOQ and this is a sample format only.

2. Bidder has to quote for AMC also otherwise they will be treated as disqualified

because the L-I shall be decided on the computation of AMC rates also.

3. If required in future, for item no. 7 (RFID Tags- Books), item no.

8(Institution Labels), item no. 6 (RFID smart card), item no. 13 (Tagging Job

Work for books) & Item no. 14 (Smart Card Printing System); the Successful

bidder has to supply the additional quantity on the same rates to purchasing

department during the period of Warranty of 5 years.

Name ___________

Business Address_____________

Place: ____________ Signature of Bidder_________

Date: _______________ Seal of the Bidder__________

28

SCHEDULE-II (A)

(Fill in the fact sheets carefully and should be signed by authorized signatory)

COMPLIANCE REPORT OF ELIGIBILITY

Sr. No Eligibility Claim Yes/No Page No. Remarks

1. All RFID equipment (Tags, Readers & Gates etc.) should

be from One RFID Manufacturer. To ensure compatibility

with KOHA based library management system, provide

certificate from OEM.

2. Bidders should be the manufacturer/authorized dealer.

Letter of Authorization from original equipment

manufacturer (OEM) on the same and specific to the

tender should be enclosed as per the format of Form-A.

3. The Bidder/OEM should have implemented RFID based

library automation solution in at least 3 university libraries

having 50,000 or more books in each of the libraries

across India and have executed at least 3 P.O’s of Rs.

15,00,000/-(Fifteen Lakhs) during the period of last 5

years (2014-2019) and fill information in Form-C.

4. Detailed profile of the Company/ Firm of the bidder with

MoU, Form 32 or equivalent.

5. Audited Statement of the Bidder showing average

turnover of Rs. 15,00,000/- (Fifteen Lakhs) for three years

i.e. 2016-17, 2017-18, 2018-19 and fill information in

Form -B

6. Receipt of Rs. 5000/- (Rupees Five Thousand only)

towards the cost of the tender document in the form of

demand draft to be submitted in favour of ‘Finance

Officer, HPU, Shimla-5.

7. Declaration in Form ‘E’ that the Bidder has not been

debarred/ black listed by any reputed Government/ Semi-

Government organisation for quality of services/product

and that there is no major complaint against the quality of

service/ products by any organisation mentioned in this

clause.

8. Category wise list of items for which the bid is being

made (Copy be attached in eligibility bid document).

9. The OEM must have minimum recent 5 years and above

experience in supplying and servicing products in

libraries.

10. The OEM/bidding company should be ISO 9001/9002

certified.

29


11. Income tax returns of cost 3 years from 2016-17, 2017-18,

2018-19.

12. The Bidders/OEM must have a valid PAN No. TIN No &

GST Number (Copy of same should be attached).

13. The bidding firm/company must be a single companyand

no consortium should be allowed (Copy of registration of

firm be attached). The Bidder should submit MoA

(Memorandum of Association) alongwith FORM- 32 or

equivalent.

14. Proof for regional support base (Punjab/

Haryana/Himachal Pradesh/ Chandigarh) be provided by

the Bidder.

15. EMD/Bid security of Rs.1,25,000/- (Rupees One Lac

Twenty Five Thousand Only) in favor of Finance Officer,

HPU in form of FDR.

16. OEM has to give undertaking of full support for guarantee

and warranty of the components and its installation in case

the authorized bidder is notable to provide support.

17. The bidder has to give in writing on his letter head that the

benefit of subsidized custom duty (as per DSIR

certificate) will be passed to the University even if he has

quoted the price in Indian rupees. Any other tax

exemption, if valid for University may be passed to the

University.

18. Proof of authorized signatory of the bidder on the stamp

paper.

19. It is reiterated that Purchaser's decision regarding Bidder's

eligibility will be final.

20. All products must comply with internationally recognized

standards for RFID-based Library self-service systems.

Certificate from OEM should be provided to that effect.

21. Bidder must show evidence that OEM’s systems are

working on industry standard platforms and not any OEM

specific hardware / software.

22. The complete solution proposed by the bidder must

include supply and installation of RFID components,

development and operation of software components and

RFID consumables in an integrated manner. Integration

should be possible directly through SIP2 & NCIP without

any middle ware components.

30


23. Bid may be rejected at any stage of the evaluation if it is

found that the company:

• Has provided misleading information

• Has been banned / blacklisted by a central or state

government

• Has indulged in any malpractice/ unethical practice

• Has not honoured contractual obligation elsewhere

31

SCHEDULE-II (B)

(Fill in the fact sheets carefully and should be signed by authorized signatory)

COMPLIANCE REPORT OF TECHNICAL BID


1. Fact Sheets (Schedule III) for all the products quoted by

the Bidder must be signed and stamped by the authorized

signatory.

2. Product catalogues revised up to date. If some product up

gradation has taken place since the printing of the colour

brochures, latest authenticated releases/ bulletins must be

enclosed.

3. Benchmarking Report of the products (if any) done by a

technically reputed organization.

4. The certificate by OEM that the quoted products are latest

and shall not be obsolete within the next 5 year.

5. Five years warranty on all RFID components including

onsite support.

6. Facts sheets (Schedule III) must be properly filled with

proper page numbers showing where the tender

specification of the quoted product is being complied.

7. All system components must be UL, CE, and FCC Part

15-Certified; SIP2, RS-232, TCP/IP Ethernet 10/100,

802.11b (wireless) compliant; and meet the EU RoHS and

WEEE Directives.

8. The proposed system must not interfere with other

equipment that may be nearby. The proposed system must

be able to connect through the Library’s Ethernet Network

via an RJ-45 connector and/or secured wireless network.

The RFID system must be ISO 15693, 18000-3 Mode 1

Compliant and must use Reader Talks First (RTF)

Architecture.

9. All the RFID & EM components proposed in the system

should be manufactured by a single OEM, to ensure

seamless compatibility and single source for supply and

support. Part bid/assembly of RFID & EM components

from different OEMs by the Bidder is not acceptable.

32


10. It is important that the bidders point out clearly in its bid,

any deviation in the software and hardware specification

(if any). If any deviation if found later on and is not

specified in the bid, it will result in complete rejection of

the bids.

11. The proposed system must provide application-specific

software to incorporate all RFID Library related hardware

(detection systems, staff station readers, cataloguing

stations, patron self-check stations, inventory, book issue

and book return system), the circulation RFID tags and

any other RFID-related hardware into the system. The

Software system has to support all general features of the

Library system for RFID automation even though they

might not be part of the system right now. Such

functionalities are required in the system so as to keep

future upgrades possible.

33

SCHEDULE-III

Fact Sheet

(Fill in the fact sheets carefully and should be signed by authorized Signatory)

Technical Specifications of “RFID Solutions”

Item No. 1: Library Staff Station

Item Minimum Specifications Qty.

03

Matched/Not

Matched

Remarks(if any)

1. For circulation and conversion operations at the staff

desk. It physically should consist of a combined station unit from the manufacturing level. There

should be no separate Reader & Antenna. Only data

and power cables should be connected to the unit.

2. The RFID antenna shall be fully shielded, i.e. not read items placed under the table and on the side of the

antenna pad.

3. The unit shall be fabricated in transparent Plexiglass

with integrated LED’s showing the operational status.

4. The staff station shall be able to program and verify

multiple RFID tags placed on the antenna

5. The staff station will enable the security status of the

tag to be changed without interaction with the LMS.

6. The staff station connects to the PC via USB only

7. Suitable software for integrating the RFID functions

into the circulation workflow and for tagging library

items will be provided with the equipment

8. Internal/External reader for patron ID Card based ISO/IEC 14443A Mifare Plus to read for circulation.

9. Design: Easy to use space-saving, ergonomic design

and interface and should Include feedback indicators

10. The software system provided should be able to

provide the detailed MIS for the tagging. It should be

able to generate the lists for the tagging of the items with the time stamp, Accession No & Tag Id.

11. For circulation processes the software should be able

to provide an MIS for all the checked out and checked

in items with patron details.

12. Energy Profile: 200-240 VAC, 2.0/1.0 A, Single

phase.

34

13. Multiple books can be programmed in one go.

14. Staff station should have an STQC certified Biometric

Scanner integrated with the application software.

15. High speed slip printer with auto cuter to

be integrated with each staff station

Technical Specs

1. Operating Frequency 13.56 Mhz 2. Power Consumption Maximum 30W 3. Transmitting Power 1W minimum

4. Read Range 25 cm and above

5. Antenna Internal 6. Communication

Interface USB/RS232/Ethernet / IP

7. Supported

Transponders

ISO 15693, ISO 14443A and

ISO 18000:3

8. Read confirmation Required

9. Operating Temperature 00 C to + 400 C or better

10. Housing Material ABS/ Brushed Steel or

Similar

Compatible branded online UPS with minimum 4hrsbackup

with each staff station

Item No. 2: Wi-Fi enable RFID Handheld Portable Reader Item Minimum Specifications Qty.

01

Matched/Not

Matched

Deviation, if any

1. The portable handheld reader and the required accessories must be a cordless, one-piece design to be

held in one hand with facility of conducting full range

search, inventory and shelf order functionality.

2. The portable handheld reader must feature sound battery backup

3. The total weight of the portable handheld reader must

be less than 1 Kg, including battery, RFID reader,

antenna and computing unit, and any other components that must be carried by the user.

4. The portable handheld reader must be easily set down

on a library shelf or cart when necessary to free the user’s hands.

5. The portable handheld reader must incorporate an

ergonomic design to aid user in reading shelves at all

levels easy to use and be relatively non-stressful to wrist, arm. shoulder and elbow.

6. The portable handheld reader battery life must allow the

user to work for at least 16 hours before recharging.

35

7. The portable handheld reader must use an anti-collision algorithm that does not limit the number of tags, which

can be simultaneously identified and read.

8. The portable handheld reader must have the capacity to

download at least 1 million items from library’s automation system onto the portable handheld reader

memory medium.

9. The proposed portable handheld reader must

accommodate data collection simultaneously with other functions.

10. The proposed system must accommodate Sorting,

Shelving, Searching, finding of library documents and pulling the defined data to help the user.

11. The proposed portable handheld reader must have an

audible tone and visible indicators to verify items has

been identified.

12. The proposed system must accommodate secure status

checking to allow a user to identify individual items

which have not been properly checked out and have

caused an alarm of the detection system.

13. Reader should have facility to transfer data using USB

and Wi-Fi (Wi-Fi Security Protocol WEP/WPA/WPA2).

14. Real time communication capability with ILS/LMS

software.

15. Reader should have the capability to work off-line

mode.

Specifications Parameter Technical Specs. 1. Operating Frequency 13.56 MHz 2. Standby Mode

(battery life)

Minimum 24 Hours

3. Charging time Max. 5 hrs full charge 4. Transmitting Power 1W approximately 5. Read Range Minimum 15 cm and above 6. Communication Interface USB and Wi-Fi 7. Supported transponder ISO 15693-3 8. Indicators LED Indicator/LCD Display

for Power, Read & Error

and a configurable buzzer

9. Operating Temperature 00𝐶 𝑡𝑜 +400C or better 10. Storage Memory 4Gb minimum 11. Housing Material ABS Plastic

Item No. 3 (a & b): Two and One Aisle Library Security Gate


01

01

Matched/Not

Matched

Deviation, If any

1. Two aisle library security gate (3a).

2. One aisle library security gate (3b).

36

3. The gates shall be fabricated in solid Plexiglass and shall

be able to detect genuine RFID ISO 15693 tags in 3D

orientation and should be transparent.

4. External devices, such as CCTV and/or barriers can be

connected.

5. The gate shall trigger an alert with specific AFI or EAS AFI or values.

6. The system incorporates visual and audible alarms.

7. The People Counter should be available to be viewed on

any PC in the local area.

8. The audible alert has a variable alarm pattern and

adjustable volume.

9. The system detects direction specific and can be configured for incoming and outgoing.

10. The gates shall incorporate a people counter based on infrared technology.

11. The system should incorporate an energy saving

function that can remain in a low energy state until the

people counter detects. movement

12. The gates shall provide full detection from 0 to 105 cm

and should have facility to set the gate in unidirectional

or bidirectional.

13. It shall obtain optimal detection performance at a pedestal distance of 105 cm.

14. The system should be provided with ‘False positive filtering’, reducing false alarms caused by foreign

objects.

15. The gate supports multiple RFID data encoding models

simultaneously.

16. The system shall provide multiple gate installation up to

10 gates.

17. The system provides an optional Base plate for easy

install available for single or dual gate installations.

18. The antenna´s mounting points must be easy to install.

19. The supplied gates should have an ETA (Equipment Type Approval) from Wireless Planning Commission of

India and should not be less than 5ft in height.

37

20. The antennas shall have side panel designed for applying customizable vinyl graphics for promotion activities.

The institute will provide the content which is to be

printed on these panels. Printing & application in the vendors scope.

21. The gate should support a software which can provide details like People Counter, Alarm statistics to a PC

directly without going to the Gate.

22. The software should communicate with LMS through SIP2.

23. The software should display the accession no of the item

generating an alarm with exact timestamp.

Technical Specs 1. Operating Frequency 13.56 Mhz

2. Power Supply AC 230V/50 Hz

3. Transmitting Power 0.5W to 6W variable

4. Read Range 36 inch or more

5. Communication Interface RS232 / Ethernet/USB

6. Supported Transponders ISO 15693-3,ISO18000-3

7. Operating Temperature 00𝐶 𝑡𝑜 +400C or better 8. Communication

Parameters

Baud Rate: 115200 Kbps

9. Read Rate 50 to 100 tags/second

10. Housing Material Plexi Glass or similar

Compatible online UPS with 4hrs minimum backup with each

gates.

Item No: 4 Self Check In/ Out Kiosk Station


02

Matched/Not

Matched

Deviation, if any

1. The kiosk shall be free standing and should suit the library décor.

2. The housing shall be made of metal / wood.

3. The housing covers computer hardware, wiring and power supply and can be locked. No wires or peripherals

should be accessible from outside.

38

4. The system shall have minimum 2 external USB connectors for service & maintenance.

5. The system shall have a 22” portrait positioned touch

screen and OSD facility available.

6. The system shall have a thermal printer that can print paper rolls with a maximum width of 60mm.

7. The system shall be able to check in and out library

items based on RFID and barcode.

8. The system shall support check-in and check-out using

the RFID.

9. The system shall be able to detect multiple items and

secure item processing.

10. All user elements should be placed within DDA/ ADA range (for wheel chair drivers).

11. The system shall Identify users with RFID, and Mifare. 12. The system should have an optional payment module for

cash (coins & notes) and chip & pin cards which can be

connected for future use.

13. The kiosk shall have a side shelf (on the right side) for

placing bags, belongings or books while using the system.

14. Multilingual support to be present. 15. The kiosk shall have a graphic wrap. Content for the

graphic wrap will be provided by the library, however its

printing and application will be in vendors scope.

16. The software shall enable checking library items in and

out based on a SIP2 connection to the library

management system.

17. The software shall enable patrons to check their account (items borrowed and expiration per item, fees and fines)

and to prolong (if the library choose to allow for it).

18. When processing library items (checking in-or out) the status of each item shall be displayed ((incl. the setting

of the security bit and type of item (i.e. books, CD,

DVD’s, Blu-ray and games). The system shall provide

interface to pay library fines using online payment gateways like Paytm / PayU Money / Google Pay /

Amazon Pay / Phone Pay etc.

19. The software shall allow to integrate payment functionality at a later stage (cash (coins & notes) and

chip & pin cards, without software charges.

20. The software shall allow the library to choose between

several standard themes designs, also children’s themes.

21. The software shall allow the library to optional chose a

customised theme.

22. The screen can display more than 14 languages that

patrons can choose from for communication.

23. The software enables a patron to complete all functions (check in, check out, check account, payments) under

one login, making the transaction process easy and

smooth.

24. The software can be configured to continue working in

39

offline mode, when the connection to the LMS has failed. The software shall continue to let patrons borrow

and return items to provide a continuous service; then

once the connection to the LMS has been restored, all

offline transactions shall be automatically uploaded to the LMS ensuring that all transaction history has been

updated. If transactions fail to upload correctly then the

staff will be alerted automatically.

25. The software shall provide relevant book recommendations to the users during the check-out

process to improve circulation and improve library

experience.

26. The software provides the opportunity to print a receipt

with selected book support.

27. The software can recommend books from the physical

and digital book collection.

28. The kiosk should be integrated with KOHA through

SIP2/NCIP.

Specifications

Parameter Technical specs 1. Operating Frequency 13.56 MHz

2. Power Supply 180-230 V Ac; 50 Hz

3. Transmitting Power 1W approx. 4. Read Range Min. 25 cms and above,4 to 5

books of average size

5. Communication

Interface

RS232 / Ethernet/USB

6. Supported

Transponders

ISO 15693, ISO 14443A and

ISO 18000:3

7. Operating Temperature 00𝐶 𝑡𝑜 +400C or better

8. Packaging Material Wood/Metal/ABS

10 .Display 22” inch TFT capacitive touch screen

UPS online backup of minimum 4 hrs with each self-check in/

out kiosk station.

Item No. 5: RFID Book Return Station (Book Drop Box) Item Minimum Specifications Qty. Matched/Not

Matched

Deviation, If any

1. Twenty four hours (24 hrs) operation should be possible. 01

2. The drop box should be aesthetically designed and must comply with internationally recognized standards for

RFID based self-return system. It should have

mechanism to disable RFID tags.

3. RFID Drop box should come with security system to

prevent the users from removing the checked out books

from the drop box.

The system should incorporate a conveyer belt or equivalent to prevent damage to the library books

40

returned using the drop box.

4. Drop box must able to connect to the library's Ethernet network via an RJ45 connector and/or secured wireless

network

5. Once the transaction is complete system should be able to generate a slip confirming the transaction.

6. If there is fine on the book, suggested notification should

be alerted to users and instruct the user to pay the fine in

the library within the library. Library should be able to customize the information on the slip as per library's

requirements.

7. Drop box should be upgradable in future to support

multiple bins.

8. Drop box should be able to accept all types of library's

RFID tagged items including but not limited to books,

journals, bound volume, CDs, DVDs, etc.

9. If the item does not belong to the library, Drop box

should not accept the item. But if the item is placed

along with the valid library item, drop box should accept

all items

10. Drop box comes with inbuilt slip generator with

standard slips. Library should be able to procure the

printer cartridge and paper from any other third party vendor. Bidder will share the details of the cartridge,

paper, etc and make sure both are supported with open

and international standard

11. Drop box should easily integrate with web-based application for remote as well as within campus

monitoring of the performance of the system, alert for

paper out or cartridge failure, or any kind of system failure, alerts, etc.

12. Drop box should be inbuilt with industrial PC and

minimum 22 inches Touch Screen for smooth

operation. Bidder shall submit the relevant documents/ certificate / brochure / etc for the same.

13. The drop box should have book drop system with

collection of books minimum of 100 items.

14. Return bin of the drop box should have proper system

to minimize the book damage. It should have a

hydraulic mechanism to ensure that the panel drops down as the weight of the books increases

15. The system must automatically switch into store mode

the check-in data when the system goes offline due to

ILM software being in backup mode or the network being down etc.

16. If the multiple items are processed, progress should be

clearly reported to the users on screen.

17. The system should have an inbuilt UPS backup to

support the kiosk for minimum 4 hours in case of

power failure. The UPS should be inside the kiosk and should not be external

41

18. Real time check in should be processed.

19. High Speed Thermal Slip Printer along with e–mail to

the user upon return.

20. 22” Touch Screen Monitor using Capacitive

Technology.

21. Receiving Cart should be with springboard having good quality wheel for easy movement.

22. Small Form Factor/ Industrial Branded PC with SSD

HDD.

23. The Book Return Station should show returned books

on the screen.

24. The Book Return Station should be integrated with

KOHA through SIP2/ NCIP.

25. Instant notification of the circulation system goes

offline or the printer is out of paper.

UPS online backup of minimum 4 hrs with Book Return

Station (book drop box)

Item No. 6: Smart Cards Item Minimum Specifications Qty.

8,000

Matched/Not

Matched

Deviation, If any

1. Size of Cards: ISO ID Card Standard.

2. ISO Standard: ISO 14443A/B. 3. Only original NXP Mifare 1K Chips to be provided.

Genuineness of the NXP cards will be validated using

the Tag Info app provided by NXP, downloaded from NXP website. Samples to be provided with the technical

bid.

4. Only first sector to be used for the library setup. The remaining space will be used by the institution for

future multiple applications. Vendor has to supply the

software application for the printing and programming

of the cards

5. A contact less card reader/writer to program the cards

once printed.

6. Supports both Mifare / ICODE. 7. LED indicators for power supply, card detection and

card programming.

8. Frequency 13-56 MHz.

42

Item No. 7: Self Adhesive RFID Tags (for Book)


2,00,

000

Matched/Not

Matched

Remarks(if any)

1. The RFID chip used in the tag should have been

designed specifically for Library use i.e. it should have

three sections:

Lockable section for item identification.

Re-writable section for library specific use.

Security function(EAS/AFI) for item anti-theft (which can be activated and deactivated).

The RFID chip should have multi read function, i.e.

several tags can be read at the same time.

2. Tag size should be 80mm X 50mm with at least 2048 bits memory, rewritable, multi-read antitheft and good

quality self-adhesive.

3. Tags should be fully ISO 15693/18000-3; ICODE SLX2

compliant.

4. Other features: “Tag Talks First” (TTF) feature, tamper

proof, detection rate of the system should be above 95%

consistently regardless of the number of items that are in the field. Tag can be rad over a distance and no line

of sight required.

5. Warranty of Tags Minimum 40 years for logic circuits

and replacement of defective tags if found during first

time tagging.

6. Mechanical Dimension

Transponder coil size 80X50 mm + 0.5mm

Transponder die-cut size 80X50 mm 0.2mm

Thickness of the IC upto 350 micrometer maximum.

7. Electrical Characteristics

Integrated Circuit (IC) Philips i-Code-SLI X.

ICS protocol/ anti-collision ISO 15693/18000-3.

Operating frequency 13.56 MHz.

Memory 2048 bits R/W EEPROM.

8. General characteristics of transponder

Operating temperature (electronics parts): -00C to +

400C or above.

9. Antenna type: Aluminum

Item No.8: Institution Labels


2,00,

000

Matched/Not

Matched

Deviation, if any

1. Paper UDV

2. Good quality self-adhesive labels of following specification:

Good quality smooth face.

43

Item No. 11: Web Camera


01

Matched/Not

Matched

Deviation, If any

1. CMOS VGA sensor technology. 2. Motion Video: 0.30 megapixel (640x480 pixels) or

better.

3. 60O diagonal view. 4. USB 3.0 compatible. 5. Automatic image adjustment with manual overwrite.

Item No. 12: Pen Tablet Item Minimum Specifications Qty.

01

Matched/Not

Matched

Deviation, If any

1. Working Area : 4X3 inches 2. Technology: Electromagnetic Technology 3. Pressure Levels: 512 levels or better 4. Resolution : 2200 LPI 5. Accuracy: 0.01 inch (0.25mm) or better

Label printed with Name and logo (design to be

approved by Department) in colored format.

Size: Minimum size 100 mm X 100 mm.

Strong permanent adhesive, which does not leach in to the paper of the book.

Thickness 350 µm Max.

Item No.9: Compatible Smart Cards printer Item Minimum Specifications Qty.

02

Matched/Not

Matched

Deviation, If any

1. Resin Thermal Transfer

2. 300 dpi

3. 26 seconds per card / 138 cards per hour (YMC with

transfer).

4. Accepts CR80 card size /ISO ID Card Std. 5. Compatible Printer with dual side color printing

technique and system control display.

6. Consumables to print 1000 cards sufficient ribbons and

cleaning kits.

7. Compatible Printer should be connected through USB

only.

8. Compatible Printer should have inbuilt capability to print

and program the cards in a single process. Printer encoding

should support Mifare 1K chips. No external device to be connected.

Item No. 10: Compatible Smart Cards reader/writer Mifare 1 kb card reader/ writer (Compatible with

Mifare smart card) 02

44

6. Report Rate: 100 RPS 7. Interface: USB 3.0 or better 8. Digital Pen: Cordless digital stylus pen with a pen tip

and two barrel buttons

9. Number of single write operations: 100,000.00

Service Part

Item No. 13: RFID Tagging Job Work (For Book) Item Minimum Specifications Qty.

2,00,

000

Matched/Not

Matched

Deviation, If any

1. RFID Tag & Sticker to be pasted in same process

2. The accession number should be entered in

DANISH/ NBD/ ISO 28560 standard format

3. Minimum 2000 books to be completed in a day and the entire work of tagging should be completed in 3

months (90 days).

4. Registration of books to be done in single process.

5. Data validation/ editing required for Classification,

Preparation of Subject Heading, Data entry in

MARC21 format, Verification etc. including Retrieving the Book from the shelf and returning the

same to the Specific shelf after processing as per

Library standards for all Book entries.

6. To paste spine label where ever found missing.

Item No. 14: Smart Card Printing System


Matched/Not

Matched

Deviation, If any

Smart Card Printing System (Includes Card printer with ribbon required for 3000 cards, cleaning cards, web

camera, Pen tablet & Card Printing Software).

01

Item No. 15: Conversion/migration library data


Matched/Not

Matched

Deviation, If any

Conversion/migration of the library data from existing

SOUL to KOHA software of approximately 86000 data

entries.

01

45

Item No. 16: Data Entry Item Minimum Specifications Qty.

Matched/Not

Matched

Deviation, If any

Data entry of approximately 40,000 books and journals

to KOHA software. 01

Item No. 17: KOHA installation and customization


Matched/Not

Matched

Deviation, If any

Open Source integration Library Management System

software i.e. KOHA latest version with LINUX

operating system (multiple user branch Library handling) and SIP2/NCIP protocol integrated with

KOHA.

01

46

In case of any query please contact

1.) Tender Enquiry: Mr. Dinesh Kumar Sharma

(Deputy Librarian)

Contact Number: 0177-2830793 (from 10:00 AM to

05:00 PM on working days)

Email Id: [email protected]