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Page 1 of 68
Request for Proposal (RFP)
For
Supply, Installation and Maintenance of Online UPS at Head
Office/ Divisional/ Circle Office (s)
Commissioner, Commercial Tax Department- GST Bhawan,
Sector-19, North block, Capitol complex, Atal Nagar, Raipur(C.G.)
Pin Code - 492002.
Email: [email protected], [email protected]
Website: http://comtax.cg.gov.in
Page 2 of 68
Notice Inviting Tender
No. xx/---/--/--/2017 Raipur, Dated xx/xx/2018
The Commercial Tax Department, Government of Chhattisgarh invites online bids (Technical
& Financial) from eligible bidders which are valid for a minimum period of 180 days from
the date of opening Financial Bid for “Supply, Installation and Maintenance of Online
UPS at Head Office/ Divisional/ Circle Office (s)”.
The document can be downloaded from the website http://comtax.cg.gov.in &
https://eproc.cgstate.gov.in. Response to this Request for Proposal (RFP) shall be deemed to
have been done after careful study and examination of this document with full understanding
of its implications. This section provides general information about the Issuer, important
dates and addresses and the overall eligibility criteria for the parties.
Issuer
Commissioner, Commercial Tax Department- GST Bhawan,
Sector-19, North block, Capitol complex,
Atal Nagar, Raipur(C.G.)
Pin Code – 492002
Tel: 0771– 2512666
Fax: 0771-2512655
Email: [email protected]
Website: http://comtax.cg.gov.in & https://eproc.cgstate.gov.in
Address for Bid Submission and Correspondence
Commissioner, Commercial Tax Department- GST Bhawan,
Sector-19, North block, Capitol complex,
Atal Nagar, Raipur(C.G.)
Pin Code – 492002
Tel: 0771– 2512666
Fax: 0771-2512655
Email: [email protected]
Page 3 of 68
DISCLAIMER
The information contained in this Request for Proposal (hereinafter referred to as “RFP”)
document provided to the Bidders, by the Commissioner, Chhattisgarh Commercial Tax
Department- GST Bhawan, Atal Nagar, Raipuror any of their employees or advisors, is
provided to the Bidder(s) on the terms and conditions set out in this RFP document and all
other terms and conditions subject to which such information is provided.
The purpose of this RFP document is to provide the Bidder(s) with information to assist in
the formulation of Proposals. This RFP document does not aim to hold all the
information each Bidder may require. This RFP document may not be appropriate for all
persons, and it is not possible for the Commercial Tax Department, Government of
Chhattisgarh, their employees or advisors to consider the business/investment objectives,
financial situation and particular needs of each Bidder who reads or uses this RFP
document. Each Bidder should conduct its own investigations and analysis and should check
the accuracy, reliability and completeness of the information in this RFP document
and where necessary, obtain independent advice from appropriate sources.
Commercial Tax Department, Government of Chhattisgarh, their employees and advisors
make no representation or warranty and shall incur no liability under any law, statute,
rules or regulations as to the accuracy, reliability or completeness of the RFP document.
Commercial Tax Department, Government of Chhattisgarh may, in its absolute discretion,
but without being under any obligation to do so, update, amend or supplement the
information in this RFP document.
Page 4 of 68
FACT SHEET
1 Tender No. xx/---- /Commercial Tax Department/-- /2018 for Supply,
Installation and Maintenance of Online UPS at Head
Office/ Divisional/ Circle Office (s).
2 Name of the tender issuer Commissioner, Commercial Tax Department, Government
of Chhattisgarh.
3 Date of issue of tender
document
09.11.2018
4 Pre Bid Meeting 24.11.2018
5 Last date for sending Pre Bid
Query
22.11.2018
6 Pre Bid Query Response Pre bid query response would be published on 27.11.2018
7 Last Date for Submission of
Bids
03.12.2018
8 Earnest Money Deposit
(EMD)
EMD of Rs. 1,00,000/- should be submitted offline (Refer EMD
Payment manual as available in the website under the section
“Manuals”)
9 Date of Opening of Tech- Bids 06.12.2018
10 Date of Commercial Bid
opening
07.12.2018
11 Address for Communication
and place of bid opening
Commissioner, Commercial Tax Department- GST
Bhawan,
Sector-19, North block, Capitol complex,
Atal Nagar, Raipur(C.G.)
Pin Code – 492002
12 Cost of Tender Document Rs 5,000 (Rupees Five Thousand Only) through online
transaction.
13 Validity of Proposal Proposals must remain valid 180 days after the submission
date.
14 Bid Submission Bid submission will be online through
Page 5 of 68
Note:
1. The date of the opening of the commercial bids will be intimated to the qualified
Bidders before the due date through Email or Telephone.
2. Commercial Tax Department, Government of Chhattisgarh, reserves the right to
change any schedule of bidding process. Please visit Commercial Tax Department’s
website mentioned in document regularly for the same.
3. Proposals must be received not later than time & date and at venue mentioned in the
Fact Sheet. Proposals that are received after the deadline WILL NOT be considered
in this procurement process.
https://eproc.cgstate.gov.in only.
15 Availability of Tender
Document
Tender can be downloaded from
https://eproc.cgstate.gov.in & http://comtax.cg.gov.in
16 Method of Selection Lowest cost proposal
17 Preference Experienced bidders of Chhattisgarh would be given
preference/consideration.
Page 6 of 68
Executive Overview
The nodal agency for tax systems, so as to increase tax revenue of the state in a simplified and
rationalised manner for the overall growth of trade industry and commerce of the State.
Commercial Tax Departments core purpose is to improve revenue efficiency combined with best
tax practices ensuring a progressive tax administration in the State.
ABOUT THIS REQUEST FOR PROPOSAL (RFP)
The Commercial Tax Department, Government of Chhattisgarh has decided to invite Tender for
Supply, Installation and Maintenance of Online UPS at Head Office/ Divisional/ Circle Office (s).
The Hardware’s will be procured in a transparent manner through competitive bidding process.
Commercial Tax Department, Government of Chhattisgarh invites Tenders through Competitive
Bid for Supply, Installation and Maintenance of Online UPS at Head Office/ Divisional/ Circle
Office (s) as per the Technical specifications given in this Tender document for supply as above.
Rates for above should be valid for atleast 180 days.
This notice does not in any manner impose any legal obligations on Commercial Tax Department,
Government of Chhattisgarh or confer any rights on any other party in respect of the contents
herein. Any contractual obligations or rights shall always be subject to a final and binding written
contract executed between Commercial Tax Department, Government of Chhattisgarh and the party
claiming such contractual obligations or rights.
Commercial Tax Department, Government of Chhattisgarh has the sole discretion to accept or
reject any of the submissions without assigning any reasons. Responses submitted through Agents /
Intermediaries will not be considered.
Page 7 of 68
ELIGIBILITY CRITERIA:
S
No. Description Documents to be Submitted
1 The bidder must be OEM (Original
Equipment Manufacturer)/ Authorised
channel partner of computer systems.
A letter of Undertaking by OEM should be
submitted as per Annexure XIII provided in
this RFP.
2 The bidder in case of OEM should be a
company registered in India under companies
Act, 2013 (No 18 of 2013), registered with the
Tax Authorities and operating for the last 5
years in IT/ ITeS/ E-Governance Services as
on 31/07/2018.
And in case of Authorised channel partner, the
bidder may be a registered
company/partnership firm/proprietorship.
- Certificate of Incorporation
- GST Registration
- Income Tax Registration
3 The bidder should have an cumulative average
Annual turnover of not less than Rs. 0.50
Crores from System Integration for the last
three financial years (as of 31/03/2018).
- A copy of the audited Balance sheet
of the bidding company showing
turnover for last three years.
- Certificate from the statutory auditor
or CA. (if Required by any
Act/Rules)
4 The bidder must have a proven track record of
successfully implementing at least any one of
following projects for Supply, Installation and
Maintenance of Online UPS at Head Office/
Divisional/ Circle Office (s) for Central
Government / any of the State/ UT
governments / PSU in India in the last 5 years.
(i.e. from 2013-2014, to 31/03/2018).
1. 1 Project of worth of Rupees 8 Lacs
Or
2. 2 Projects worth of Rupees 6 Lacs
each
Or
a) Work orders confirming year and Area of
activity, the value of services delivered to
each of the projects.
b) Complete / Satisfactory ongoing
Certificate from Client
Page 8 of 68
3. 3 Projects worth of Rupees 4 Lacs
each
Note:
a) Projects mentioned to qualify for this clause
should have completed installation/
commissioning, if applicable, and its
maintenance phase should be on-going/
completed.
b) More than one work order against one
tender shall be treated as one work order.
However, orders against rate contract shall not
be clubbed.
5 The bidder must not have been declared
insolvent/bankrupt or should not have filed for
insolvency/bankruptcy or in the process of
being declared bankrupt before any designated
authority.
A Self Declaration regarding the bidder not
being, or not having filed, or is not in the
process of being declared,
insolvent/bankrupt shall be submitted.
6 The bidder should not have been
blacklisted by any of the State/Central
Government or organizations of the
State/Central Government in India in the
past three years.
Self-Declaration in this regard by the
authorized signatory of the bidder.
7 The bidder should have a local office in
the State. However, if the local presence
is not there in the State, the selected
bidder should give an undertaking for
arranging for the same within one month
of award of the contract.
Undertaking letter should be submitted by
the bidder.
8 The bidder should submit valid undertaking
letter for Hardware and System Software
confirming following:
1. OEM undertake that the support
including spares, updates, patches,
A letter of Undertaking by OEM should be
submitted as per Annexure XIII provided in
this RFP.
Page 9 of 68
security patches, fixes, bug fixes, for
the quoted products shall be available
for minimum 3 year;
2. Confirm that the products meet the
technical & functional requirements &
products quoted are latest version /
specification and not the end of life.
9 OEM whose products have been offered in
the bid shall have Technical Assistance
Centre (TAC) and shall have Toll Free
Number for TAC. OEM should have their
own office in India manned with their own
engineers.
Documentary proof for the same should be
submitted by the OEM.
10 The bidder should furnish, as part of its
proposal, an Earnest Money Deposit (EMD)
amount as the details mentioned in point no.
8 of the Fact sheet of RFP.
EMD should be submitted offline.
EMD should be submitted offline in the
form of Bank Guarantee (BG)/Bank draft.
[Refer EMD Payment manual as
available in the website
(https://eproc.cgstate.gov.in) under the
section “Manuals”]
11 A Power of Attorney / Board resolution in the
name of the person signing the bid by
bidder.
Original Power of Attorney/Board resolution
copy.
12 The detailed Technical Specification of the
Model/ Models with the images should be
available to public on OEM official website
for verification.
As per OEM official website, to be provided
with URL.
Notes:
1. Work order for providing Supply, Installation and Maintenance of Online UPS at Head Office/
Divisional/ Circle Office (s) and post sale services for equipment’s as required. Commercial Tax
Department, Government of Chhattisgarh reserves the rights to decide on placing the work order, it
can be on one go or it can be in a phased manner.
Page 10 of 68
1. SCOPE OF WORK
The scope of work necessarily, but not exclusively includes the following activities:-
a. The bidder will be required to deliver and install the items at respective location of
respective site offices all across the State. The List of the locations is attached in the
Annexure A.
b. The bidder will install and run the equipment at respective locations.
c. Commercial Tax Department, Government of Chhattisgarh will place the purchase order to
successful bidder after releasing the Contract. The Bidder should deliver the equipment as
per schedule given in Annexure – IV. The bidder should deliver the products to the
respective locations mentioned therein.
d. The supply and payment will be based on the Purchase Order (s) issued from time to time.
e. The successful bidder shall have to supply all necessary accessories along with the supplied
goods, appropriate licenses, device drivers, user manual and documentation, which may be
required, whether mentioned or not mentioned in the tender, for successful acceptance and
delivery of the quoted equipments to Commercial Tax Department, Government of
Chhattisgarh and end user.
f. The bidders are expected to accept all technical/commercial terms & conditions mentioned
in the bid document. Any deviations in the terms and conditions should be clearly
mentioned. Commercial Tax Department, Government of Chhattisgarh, however, reserves
the right to reject any or all of the offers with deviation.
g. Bidder will provide 3 years standard onsite warranty support from the date of final delivery
and acceptance by respective offices or end users. Bidder should arrange to repair / replace
the defective device as per below Response and Resolution times of placing a call.
Hardware equipment’s divided into following groups/levels
Sr.
No.
Description Severity Level
Page 11 of 68
1 Desktop with Monitor, Laptops. 1
2 Printer, Multi function printer and
UPS.
2
ii) Response and Resolution times
Sr.
No.
Severity
Level
Response
Time
(In Business
Hour)
Resolution Time
Excluding
Response Time
(In Business
Hour)
1 1 4 24
2 2 8 48
Note: Business hours are considered to be all official working days.
Government Holidays will not be considered for above time lines.
For example: If any Hardware stopped working on Saturday evening, then
Response time and Resolution time will vary accordingly (Count will start
from Monday).
h. Sample Testing will be done by Commercial Tax Department, Government of Chhattisgarh
or Commercial Tax Department nominated agency as per testing procedure agreed before
signing of agreement.
i. The payment shall be released after audit of SLA (Service Level Agreement) for a
respective quarter after adjusting penalties (if any) and hence, no advance shall be released.
j. If any bidder requires site survey, then the same has to be done at bidder’s own cost.
Commercial Tax Department, Government of Chhattisgarh shall not be liable for payment
towards such activities.
k. The bidder has to provide all necessary hardware, accessories, software etc. required to
make the solution work.
l. Maintenance and upkeep of all the equipments and software provided by the bidder will be
the sole responsibility of the bidder.
m. Bidder shall take adequate insurance cover for the equipment provided at the site against
theft, fire, damage etc, at its own cost till delivery at respective locations. In case of Natural
disasters like Flood, Earthquake, successful bidder will not be held responsible for any
insurance cover.
Page 12 of 68
n. During the tenure of the contract, the bidder shall bear all the operational costs associated
with the contract which may arise due to various problems.
o. Bidder shall ensure that all supplies (hardware, software etc.) must not be End of Support /
End of Service and spares/upgrades shall be available for at least 3 years from date of
commissioning.
p. The bidder will have to supply, install and maintain hardware, software and peripherals.
q. The bidder has to paste non-removable sticker on Supplied Products with details of bidder’s
name, address, contact detail, service centre/ help line number and warranty expiry date.
r. The bidder has to supply all hardware’s and peripherals with QC Passed seal. And this seal
should not be broken until the delivery of the product. The bidder or his authorized
representative shall check this seal in presence of the Nodal Officer and if any seal is found
broken, then the goods would be returned. After opening the seal Nodal Officer shall give
an undertaking that the seal has not been broken.
s. List of equipment’s are as mentioned below. (Detailed specifications are attached in
Annexure II).
Sr. No. Item No’s Total Quantity
1 Online UPS 228 228
Note:
The quantity mentioned above is indicative. It may get changed depending on the requirement
of the indenting department. Location of offices is given at Annexure A. The no. of centers is
indicative. It may be changed depending upon the purchaser’s requirement.
This is the sole discretion of Commercial Tax Department, Government of Chhattisgarh.
Minimum assured order is as per the quantity summarized above and list of Locations is at
Annexure A.
For any clarifications (if any), please contact Deputy Commissioner (Computer) Commercial
Tax Department, Government of Chhattisgarh
2. BID SUBMISSION
2.1 General
a) While every effort has been made to provide comprehensive and accurate background
information and requirements and specifications. Bidders must form their own conclusions
Page 13 of 68
about the system implementation services required. Bidders and recipients of this TENDER
may wish to consult their own legal advisers in relation to this TENDER.
b) All information supplied by bidders may be treated as contractually binding on the bidders,
on successful award of the assignment by the Commercial Tax Department, Government of
Chhattisgarh on the basis of this TENDER.
c) No commitment of any kind, contractual or otherwise shall exist unless and until a formal
written contract has been executed by or on behalf of the Commercial Tax Department,
Government of Chhattisgarh. Any notification of preferred bidder status by the Commercial
Tax Department, Government of Chhattisgarh shall not give rise to any enforceable rights
by the bidder. The Commercial Tax Department, Government of Chhattisgarh may cancel
this public procurement at any time prior to a formal written contract being executed by or
on behalf of the Commercial Tax Department, Government of Chhattisgarh.
d) This TENDER supersedes and replaces any previous public documentation &
Communications, and bidders should place no reliance on such communications.
e) Please refer “Guidelines_to_Bidders_EPS_v1.1” PDF document downloads along with this
tender for bidding process (Annexure - XII).
2.2 Compliant Tenders / Completeness of Response
a) Bidders are advised to study all instructions, forms, terms, requirements and other bidders
are advised to study all instructions, forms, requirements, appendices and other information
in the TENDER documents carefully. Online submission of the bid / proposal shall be
deemed to have been done after careful study and examination of the TENDER document
with full understanding of its implications
b) Failure to comply with the requirements of this paragraph may render the Proposal non-
compliant and the Proposal may be rejected. Bidders must:
i. Comply with all requirements as set out within this TENDER.
ii. Include all supporting documentations specified in this TENDER.
2.3 Pre-Bid Meeting & Clarifications
Bidders Queries
a) The Bidders will have to ensure that their queries for Pre-Bid should reach to Commercial
Tax Department, Government of Chhattisgarh by email (Excel File only) on or before the
Page 14 of 68
last date for sending pre-bid queries mentioned in Fact Sheet of this document, by e-mail
only through authorized representative of the bidder.
b) The queries should necessarily be submitted in the following format:
S.
No.
TENDER Document
Reference(s) (Section &
Page Number(s))
Content of TENDER
requiring Clarification(s)
Points of
Clarification
1.
2.
3.
4.
5.
6.
c) Commercial Tax Department, Government of Chhattisgarh shall not be responsible for
ensuring that the bidder’s queries have been received by them. Any requests for
clarifications post the indicated date and time may not be entertained by the Commercial
Tax Department, Government of Chhattisgarh.
2.4 Responses to Pre-Bid Queries and Issue of Corrigendum
a) The Officer notified by the Commissioner, Commercial Tax Department, Government of
Chhattisgarh will endeavour to provide timely response to the queries. However,
Commercial Tax Department, Government of Chhattisgarh makes no representation or
warranty as to the completeness or accuracy of any response made in good faith, nor does
Commercial Tax Department, Government of Chhattisgarh undertake to answer all the
queries that have been posed by the bidders.
b) At any time prior to the last date for receipt of bids, Commercial Tax Department,
Government of Chhattisgarh may, for any reason, whether at its own initiative or in
response to a clarification requested by a Prospective Bidder, modify the TENDER
Document by a Corrigendum.
c) The Corrigendum (if any) & clarifications to the queries from all bidders will be posted on
the Commercial Tax Department website http://comtax.cg.gov.in and
https://eproc.cgstate.gov.in.
d) Any such corrigendum shall be deemed to be incorporated into this TENDER.
Page 15 of 68
e) In order to provide Prospective Bidders reasonable time for taking the corrigendum into
account, Commercial Tax Department, Government of Chhattisgarh may, at its discretion,
extend the last date for the receipt of Proposals.
2.5 Key Requirements of the Bid
Right to Terminate the Process
a) Commercial Tax Department, Government of Chhattisgarh may terminate the TENDER
process at any time and without assigning any reason. Commercial Tax Department,
Government of Chhattisgarh makes no commitments, express or implied, that this process
will result in a business transaction with anyone.
b) This TENDER does not constitute an offer by Commercial Tax Department, Government of
Chhattisgarh. The bidder’s participation in this process may result to Commercial Tax
Department, Government of Chhattisgarh selecting the bidder to engage towards execution
of the contract.
2.6 TENDER Processing Fees
Bidder needs to pay INR 5,000 for document processing through https://eproc.cgstate.gov.in during
bid submission.
2.7 Earnest Money Deposit (EMD)
a) EMD needs to be submitted offline (Refer EMD Payment manual as available in the website
under the section “Manuals”).
b) EMD of successful bidder would be returned by Commercial Tax Department, Government
of Chhattisgarh after submission of the Performance Bank Guarantee (PBG)/Bank draft.
c) EMD of all unsuccessful bidders would be refunded by Commercial Tax Department,
Government of Chhattisgarh within 60 Days of the bidder being notified as being
unsuccessful.
d) EMD amount is interest free and will be refundable to the unsuccessful bidders without any
accrued interest on it.
e) The EMD may be forfeited:
If a bidder withdraws its bid during the period of bid validity.
In case of a successful bidder, if the bidder fails to sign the contract in accordance
with this TENDER.
Page 16 of 68
If the bidder is found to be involved in fraudulent practices.
If the bidder subleases the contract to any other person.
2.8 Submission of Responses
a) Please refer the bid submission manual available on e-procurement website for
understanding the usage of e-procurement system. The manual is open for public use.
2.9 Authentication of Bids
A Proposal should be accompanied by a Power of Attorney in the name of the signatory of the
Proposal as per Annexure VI mentioned in this TENDER.
2.10 Preparation and Submission of Proposal
The bidder shall be responsible for all costs incurred in connection with participation in the
TENDER process, including, but not limited to, costs incurred in conduct of informative and other
diligence activities, participation in meetings/discussions/presentations, preparation of proposal, in
providing any additional information required by Commercial Tax Department, Government of
Chhattisgarh to facilitate the evaluation process, and in negotiating a definitive contract or all such
activities related to the bid process. Commercial Tax Department, Government of Chhattisgarh will
in no case be responsible or liable for those costs, regardless of the conduct or outcome of the
bidding process.
2.11 Language
The Proposal should be filled by the bidders in English language only. If any supporting documents
submitted are in any language other than English, translation of the same in English language is to
be duly attested by the bidders. For purposes of interpretation of the documents, the English
translation shall govern.
2.12 Evaluation process
a) Commercial Tax Department, Government of Chhattisgarh will constitute a Tender
Evaluation Committee to evaluate the responses of the bidders.
b) The Tender Evaluation Committee constituted by the Commercial Tax Department,
Government of Chhattisgarh shall evaluate the responses to the TENDER and all
Page 17 of 68
supporting documents / documentary evidence. Inability to submit requisite
supporting documents / documentary evidence, may lead to rejection.
c) The decision of the Tender Evaluation Committee in the evaluation of responses to
the TENDER shall be final. No correspondence will be entertained outside the
process of evaluation with the Committee.
d) The Tender Evaluation Committee may ask for meetings with the bidders to seek
clarifications on their proposals.
e) The Tender Evaluation Committee reserves the right to reject any or all proposals on
the basis of any deviations.
f) Each of the responses shall be evaluated as per the criterions and requirements
specified in his TENDER.
2.13 Tender Opening
Received bids will be opened online. Participated bidders can be present online through portal
(https://eproc.cgstate.gov.in). Physical presence may not be required however participating bidders’
or their authorized representatives can mark attendance online during bid opening.
2.14 Tender Validity
The offer submitted by the Bidders should be valid for minimum period of 180 days from the date
of opening of Tender.
2.15 Tender Evaluation
i) Initial Bid scrutiny will be held and incomplete details as given below will be treated as
non-responsive, if the Proposals are -
a) not submitted in as specified in the TENDER document.
b) received without the Letter of Authorization (Power of Attorney).
c) found with suppression of details.
d) with incomplete information, subjective, conditional offers and partial offers.
e) submitted without the documents requested in the checklist.
f) have non-compliance of any of the clauses stipulated in the TENDER
g) with lesser validity period.
ii) All responsive bids will be considered for further processing as below.
Page 18 of 68
Tender Evaluation Committee will prepare a list of responsive bidders, who comply with all the
Terms and Conditions of the Tender. All eligible bids will be considered for further evaluation by a
Committee according to the Evaluation process defined in this TENDER document. The decision of
the Committee will be final in this regard.
a) Evaluation Committee will examine the bids to determine whether they are complete,
whether any computational errors have been made, and whether the bids are generally in
order.
b) The Commercial Tax Department, Government of Chhattisgarh may conduct clarification
meetings with each or any bidder to discuss any matters, technical or otherwise.
c) Further, the scope of the Evaluation Committee also covers taking any decision with regard
to the Tender Document, execution/implementation of the project including management
period.
Proposal document shall be evaluated as per the following steps.
The following section outlines the steps to be used for submission and processing of bids:
1. The bid shall be submitted in three parts, the EMD (Envelope- A), Tech-Commercial Bid
(Envelope-B) & the Price Bid (Envelope-C) shall be submitted in e-Procurement Portal.
A. Earnest Money Deposit (EMD) - Envelope-A: Bidder has to submit EMD offline (Refer
EMD Payment manual as available in the website under the section “Manuals”). The
EMD should be sealed in one envelope marked “EMD”.
B. The Tech-commercial bid- Envelope-B: The e-Procurement portal shall contain all the
technical specification mentioned. The bidder should fill-up the format given in
ANNEXURE-II. No alternation / modification in the format shall be permitted. The
bidder should enclose relevant technical brochures/ literatures for the item(s) quoted in
support of the technical specification quoted and other document as per requirement of
the proof of feasibility.
The Tech-Commercial Bid must contain -
(i) Authorized signatory certificate from the appropriate authority.
(ii) PROPOSAL COVERING LETTER as per ANNEXURE-V should be duly
filled in, signed and complete in all respects.
Page 19 of 68
(iii) Particulars of the bidders as per ANNEXURE-IX should be duly filled in,
signed and complete in all respects.
(iv) Pre Contract Integrity pact as per ANNEXURE X should be duly filled in,
signed and complete in all respects.
(v) The Technical information of the products being offered along with brochure/
data sheet etc.
(vi) Any other terms and conditions from bidder (Please, note that the terms may or
may not be acceptable to Commercial Tax Department).
(vii) All other supporting document as per eligibility criteria mentioned in this RFP.
(viii) Original Tender documents with all pages duly signed and stamped.
(ix) Valid GST Registration Certificate copy of bidder.
C. The Price bid shall be filled in e-Procurement portal as per format prescribed provided
in ANNEXURE-III duly completed in all respects.
2. The Financial bid of only technically short listed bidders would be opened in presence of
the authorized representatives of the bidder
3. The language for bid submission is English.
4. No bid can be modified subsequent to the deadline for submission.
5. The Bidders should note that Prices should not be indicated in the Tech-Commercial Bid
and should be quoted only in the e-Procurement portal. In case the prices are indicated in the
Tech–Commercial Bid, the bid shall stand rejected.
6. EMD amount shall be returned to unsuccessful bidder within 60 days after opening of
Financial Bid and EMD of successful bidder will be returned after the submission of PBG
and releasing of work order from Commercial Tax Department, Government of
Chhattisgarh.
7. The Performance Bank Guarantee (PBG)/Bank draft as per ANNEXURE-I amounting to
10% of the work order has to be submitted prior to releasing of Work Order. All charges
whatsoever such as premium, commission etc., with respect to the Performance Bank
Guarantee shall be borne by the selected bidder. PBG may be forfeited if the bidder violates
the terms & condition of the bid submitted.
8. The Performance Bank Guarantee/Bank draft shall be valid for 3 years 3 months from
releasing of Work Order from Commercial Tax Department, Government of Chhattisgarh.
Page 20 of 68
3. INSTRUCTIONS TO BIDDERS
BID PRICE
a. The Price Schedule should include, the price of goods at the site including all duties, GST
and other levies, if any.
b. All prices should be in Indian National Rupee (INR) and foreign bidders should comply
with all the rules and regulations of RBI, Excise, Custom and GST at their own cost.
4. AWARDING CRITERION FOR WORK ORDER
a. Suppression of facts and misleading information
i. During the bid evaluation, if any suppression or misrepresentation of information is
brought to the notice of Commercial Tax Department, Government of Chhattisgarh,
the Commercial Tax Department, Government of Chhattisgarh shall have the right to
reject the bid and if after selection, Commercial Tax Department, Government of
Chhattisgarh would terminate the work order as the case may be, will be without any
compensation to the Bidder and the EMD/ Security Deposit as the case may be, shall
be forfeited.
ii. Bidders should note that any figures in the proof documents submitted by the bidders
for proving their eligibility is found suppressed or erased, the Commercial Tax
Department, Government of Chhattisgarh shall have the right to seek the correct facts
and figures or reject such bids.
iii. It is up to the bidders to submit the full copies of the proof documents to meet out the
criteria. Otherwise, Commercial Tax Department, Government of Chhattisgarh may
not consider such documents.
iv. The Tender calls for full copies of documents to prove the bidder’s experience and
capacity to undertake the project.
b. Tech-Commercial Bid Evaluation
The Bidders who have duly complied with the Eligibility Criteria will be eligible for further
processing.
c. Price Bid Evaluation
i. Bidders who are qualified in Tech- Commercial Bid (Envelope-B) only will be called for
Price Bid opening. The Price Bids will be opened in the presence of the Committee
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Members at Commissioner, Commercial Tax Department- GST Bhawan, Sector-19, North
block, Capitol Complex, Atal Nagar, Raipur(C.G.) Pin Code – 492002.
ii. The Price evaluation will include all Duties and Taxes as given below:
i) In cases of discrepancy between the cost quoted in words and in figures, cost quoted
in words will be considered.
ii) In evaluation of the price of an imported item, the price will be determined inclusive
of the Customs Duty;
iii) In evaluation of the price of articles which are subject to Excise Duty, the price will
be determined inclusive of such Excise Duty;
iv) In a tender where all the tenders are from within the State of Chhattisgarh, or where
all the tenders are from outside the State of Chhattisgarh, the GST shall be
included for the evaluation of the price; and
v) Price evaluation will be inclusive of all Taxes and delivery charge up to respective
location as per details mentioned in Annexure A.
iii. The lowest cost as per the above evaluation will be declared as L1. Commercial Tax
Department will not be responsible for any erroneous calculation of tax rates or any
subsequent changes in rates or structure of applicable taxes. All differences arising out as
above shall be fully borne by the Successful Bidder. Price shall be inclusive of all freight,
forwarding, transit insurance and installation charges.
NOTE:
Experienced bidders of Chhattisgarh would be given preference/consideration.
5. GENERAL TERMS AND CONDITIONS OF THE BID
Note: Bidders must read these conditions carefully and comply strictly while submitting
their bids.
1. THE BIDDER IS EXPECTED TO EXAMINE ALL INSTRUCTIONS, forms, terms,
and specifications in the bidding documents. Failure to furnish any information required in
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the bidding documents or submitting a bid not substantially responsive to the bidding
documents in any respect may result in the rejection of the bid.
2. THE BIDDER SHALL BEAR ALL THE COSTS associated with the preparation and
submission of its bid, and Commercial Tax Department, Government of Chhattisgarh in no
case will be responsible or liable for these costs, regardless of conduct or outcome of bidding
process.
3. PROFESSIONAL EXCELLENCE AND ETHICS: Tendering Authority requires that all
bidders participating in this bid adhere to the highest ethical standards, both during the
selection process and throughout the execution of the contract.
4. CURRENCY OF FINANCIAL PROPOSAL shall be made in Indian Rupees (INR) only.
5. FAILURE OF THE SUCCESSFUL BIDDER to comply with any of the requirement shall
constitute sufficient ground for the annulment of the award, in this event, the Commercial
Tax Department; Government of Chhattisgarh may have to re-Tender as per CVC
Guidelines.
6. AMENDMENT/CANCELLATION: The Tendering Authority reserves the right to cancel
this Tender at any time without any obligation to the bidders. The Tendering Authority at
any time, prior to the deadline for submission of Proposals, may amend the Tender by
issuing an addendum in writing or by standard electronic means. The addendum will be
binding on all the bidders. Bidders shall acknowledge receipt of all amendments. To give
bidders reasonable time to take an amendment into account in their Proposals, the Tendering
Authority may, if the amendment is substantial, extend the deadline for the submission of
Proposals.
7. RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL BIDS: The
Tendering Authority reserves the right to accept any bid, and to annul the bid process and
reject all bids at any time prior to award of contract, without assigning any reason & without
thereby incurring any liability to the affected bidder or bidders or any obligation to inform
the affected bidder or bidders of the grounds for the action.
8. CONDITIONAL BIDS: If a bidder imposes conditions, which is in addition to or in conflict
with the conditions mentioned herein, his bid is liable to be summarily rejected. In any case
none of such conditions will be deemed to have been accepted unless specifically mentioned
in the letter of acceptance of bid issued by the Tendering Authority.
9. PERIOD OF VALIDITY. Bids shall remain valid for 180 days after last date for bid
submission prescribed by Commercial Tax Department, Government of Chhattisgarh which
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may be extended with mutual consent. A bid valid for a shorter period may be rejected by
Commercial Tax Department, Government of Chhattisgarh as non-responsive.
10. LATE BIDS: Any bid received by the Tendering Authority after the deadline for submission
of bids will be rejected and will not to be considered.
11. NOTIFICATION OF AWARD: Prior to the expiration of the period of the bid validity,
Commercial Tax Department, Government of Chhattisgarh will notify the successful bidder
in writing that its bid has been accepted. After notification of award bidder will submit
Security deposit in the form of Performance Bank Guarantee/Bank draft and Commercial
Tax Department, Government of Chhattisgarh will release the work order for the same.
12. ANY MATTER WHICH HAS NOT BEEN COVERED UNDER THESE
PROVISIONS shall be governed as per the provisions of Chhattisgarh Store Purchase
Rules, 2002.
13. ACCEPTANCE TESTING: The equipment will be tested by Commercial Tax Department,
Government of Chhattisgarh or Commercial Tax Department nominated agency. The
specific acceptance parameters will be agreed with the successful bidder before signature of
the contract.
14. PROPRIETARY RIGHTS: The supplier shall indemnify the Purchase against all third
party claims of infringement of patent, copy right, trademark, license or industrial design
rights, software piracy arising from use of goods or any part thereof within India.
15. DELAYS IN THE PERFORMANCE OF SUPPLIER’S OBLIGATION: Any delay by
the supplier in the performance of its delivery obligations shall render the supplier liable to
any or all of the following sanctions – forfeiture of its performance security, imposition of
liquidated damages and / or termination of the work order for default.
16. PENALTY: All the items should be delivered as per the schedule of delivery attached in the
Annexure-IV from the date of placement of order by Commercial Tax Department,
Government of Chhattisgarh, any delay will attract penalty.
S.No. Timeframe Penalty Clause/Description
1. Within 90 Days Nil Delivery & installation: Within 90 working
days from the date of confirmed purchase
order.
2. Beyond 90 days
of confirmed
Sum equivalent to one
percent (1%) of the total If the bidder fails to deliver and install the
requisite hardware and software within 90
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purchase order contract value for the
particular location for
each calendar week of
delay or part thereof be
deducted upto 10%
working days of the issue of the confirmed
purchase order then sum equivalent to 1% of
the total contract value for the particular
office site(s) for each calendar week of delay
or part thereof be deducted up 10%
3. Delay beyond 10
Weeks
It will be sufficient to
cause for termination of
the contract. In that case
the Performance Bank
Guarantee of the bidder
will be forfeited.
Delay in excess of 10 weeks will be
sufficient to cause for termination of the
contract. In that case the Performance Bank
Guarantee of the bidder will be forfeited.
4. Resolution of
issues for
Severity Leve1 I
within 3 days.
Rs. 300 per day During warranty period, if the complaint is
not resolved within Severity levels defined,
the penalty of Rs. 300 per day.
The bidder shall give an undertaking to this
clause.
5. Resolution of
issues for
Severity Leve1
II within 3 days.
Rs. 200 per day During warranty period, if the complaint is
not resolved within Severity levels defined,
the penalty of Rs. 200 per day for Severity
Level-II
The bidder shall give an undertaking to this
clause.
6. Resolution of
issues for
Severity Level-I
and Level-II
between 4th
day
till 7th
Day
150% of Rs. 300 per day
for Severity Level-I
150% of Rs. 200 per day
for Severity Level-II
If the complaint is not resolved within 7 days
for both Severity Levels, then from 8th day
to 14th day, penalty would be levied @
150%.
The amount of penalty will be recovered
from the Performance Bank Guarantee or
quarterly payment during warranty period.
7. Resolution of
issues for
Severity Level-I
and Level-II
200% of Rs. 300 per day
for Severity Level -1
200% of Rs. 200 per day
for Severity level-II
If the complaint is not resolved within 14
days for both Severity Levels then from 15th
day onwards, penalty would be levied @
200%.
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from 8th
day
onwards
The amount of penalty will be recovered
from the Performance Bank Guarantee or
quarterly payment during warranty period.
8. Beyond
stipulated
maximum
downtime
Penalty of 200% of Rs.
300 per day for Severity
Level-I and 150% of Rs.
200 per day for Severity
Level-II
In case an item is not usable beyond the
stipulated maximum down due to hardware
failure the bidder will be required to arrange
for an immediate replacement of the same till
it is repaired. Failure to arrange for the
immediate repair/replacement will be liable
for penalty of RS. 300 per day for Severity
Level-I and Rs. 200 per day for Severity
Level-II. The amount of penalty will be
recovered from the Performance Bank
guarantee or quarterly payment.
17.1 Delay in excess of 8 weeks will be sufficient to cause for termination of the contract. In
that case the Performance Bank Guarantee of the bidder will be forfeited.
17.2 In case, the selected bidder does not supply the ordered items for any reason, the bidder
will be liable to pay the difference amount to the purchaser, over and above the performance
guarantee, which indenter department has to pay to the next or other selected bidder for
purpose of the said items.
17.3 Free maintenance services shall be provided by the bidder during the period of
warranty of 3 years after installation.
Note: The penalty will be calculated on annual basis.
17. PROFORMA OF BANK GUARANTEE (PBG)/Bank draft: The Selected Bidder at his
own expense shall deposit 10% of the contract value as a PBG/Bank draft to Commercial
Tax Department, Government of Chhattisgarh, before releasing the Work Order. The PBG
will be released after Three years three months (3 years & 3 months) of the Work Order
subject to successful completion of scope of work mentioned in the RFP.
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18. LIQUIDATED DAMAGES: If the supplier fails to deliver any or all the goods or perform
the services within the time period specified in the contract, Commercial Tax Department,
Government of Chhattisgarh shall without prejudice to its other remedies under the contract,
deduct from the contract price, as liquidated damages, (not by way of penalty) 2% per week
of the value of undelivered items to a maximum of 5% and the penalty shall be deducted
from final amount paid by Commercial Tax Department, Government of Chhattisgarh. The
Commercial Tax Department, Government of Chhattisgarh reserves the right to cancel the
order in case the bidder will not deliver the equipment beyond 10 weeks after the delivery
period.
19. TERMINATION FOR DEFAULT: Commercial Tax Department, Government of
Chhattisgarh may, without prejudice to any other remedy for breach of contract, by written
notice of default sent to the supplier, terminate this contract in whole or in part, if it is
satisfied that:
a. The supplier fails to deliver any or all of the goods within the time period(s) specified in the
contract.
b. The supplier fails to perform any other obligation (s) under the contract; or
c. The supplier, in either of the above circumstances does not rectify / remedy its failure within
a period of 15 days (or such longer period as the Commercial Tax Department, Government
of Chhattisgarh may authorize in writing) after receipt of the default notice from
Commercial Tax Department, Government of Chhattisgarh. In the event Commercial Tax
Department, Government of Chhattisgarh terminate the contract.
20. FORCE MAJEURE
a. Notwithstanding the provisions of clauses 18, 19 and 20 the bidder shall not be liable for
forfeiture of its performance security, liquidated damages or termination for default, if and
to the extent that, its delay in performance or other failure to perform its obligation under
the contract is the result of an event of force majeure.
b. For purposes of this clause, “Force Majeure” means an event beyond the control of the
supplier and not foreseeable events may include, but are not restricted to, acts of
Commercial Tax Department, Government of Chhattisgarh in its sovereign capacity, wars
or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes and
other acts of God.
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c. If a force majeure situation arises, the supplier shall promptly notify to Commercial Tax
Department, Government of Chhattisgarh in writing of such condition and the cause thereof.
Unless otherwise directed by Commercial Tax Department, Government of Chhattisgarh in
writing, the supplier shall continue to perform its obligation 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.
d. If the force majeure condition(s) mentioned above be in force for a period of 30 days or
more at any times, Commercial Tax Department, Government of Chhattisgarh shall have the
option to terminate the contract on expiry of 30 days of commencement of such force
majeure by giving 14 days notice to the supplier in writing. In case of such termination, no
damages shall be claimed by either party against the other, save and except those which had
occurred under any other clause of this contract prior to such termination.
21. TERMINATION FOR INSOLVENCY: Commercial Tax Department, Government of
Chhattisgarh may at any time cancel the Agreement/Contract by giving written notice to
the supplier, if the supplier becomes bankrupt or otherwise insolvent, provided that such
termination will not prejudice or affect any right of action or remedy which has accrued or
will accrue thereafter to Commercial Tax Department, Government of Chhattisgarh.
22. TERMINATION FOR CONVENIENCE: Commercial Tax Department, Government of
Chhattisgarh, may by 14 days time period written notice sent to the supplier, terminate the
Agreement/Contract, in whole or in part, at any time for its convenience. The notice of
termination shall specify that termination is for Commercial Tax Department’s convenience
and the extent to which performance of work under the Agreement/Contract is terminated
and the date upon which such termination becomes effective.
23. RESOLUTION OF DISPUTES: Commercial Tax Department, Government of
Chhattisgarh and the supplier shall make every effort to resolve amicably by direct informal
negotiation any disagreement or dispute arising between them under or in connection with
the contract. If, after thirty days from the commencement of such informal negotiations
Commercial Tax Department, Government of Chhattisgarh and the supplier have been
unable to resolve amicably a contract dispute, either party may require that the dispute be
referred for resolution as per Arbitration and Conciliation Act, 1996 (No. 26 of 1996) or
Committee constituted/headed by Chief Secretary, Government of Chhattisgarh.
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24. APPLICABLE LAW: The work order shall be interpreted in accordance with the laws of
India, irrespective of the place of delivery, the place of performance or place of payment
under the contract. The contract shall deem to have made at the place in India from where the
contract has been issued.
25. NOTICES: Any notice given by one party to the other pursuant to this contract shall be sent
in writing or Telefax and confirmed in writing to Commissioner, Commercial Tax
Department , Sector-19, North block, Capitol complex, Atal Nagar, Raipur(C.G.), Pin Code
– 492002.
A notice shall be effective when delivered or on the notice’s effective date whichever is
later.
26. TAXES & DUTIES: The supplier shall be entirely responsible for all taxes, duties, license
fee etc. All custom duties and levies, duties, Indian Foreign Exchange Law, RBI Guidelines,
GST payable on components, raw materials and any other items used for their consumption
or dispatched directly to respective location of sites in the State of Chhattisgarh.
Any upward/downward revision of taxes shall be applicable at the time of invoicing.
However, to arrive at the bid value of the respective bidder, bidder has to quote the charges
inclusive of all taxes mentioning the prevailing tax rates.
27. DEFENCE OF SUITS: If any action in court is brought against the Commercial Tax
Department, Government of Chhattisgarh / Consignee for failure or neglect on the part of the
bidder to perform any acts, matters, covenants or things under the contract or for the damage
or injury caused by the alleged omission of neglect on the part of the contractor, his agents,
representatives or sub-contractors, workmen supplier or employees, the contractor in all such
cases shall indemnify and keep Commercial Tax Department, Government of Chhattisgarh
harmless from all costs, damages, expenses or decrees arising out of such action.
Governing Law: This contract shall be governed in accordance with the laws of India.
Jurisdiction of Courts: The High Court of Chhattisgarh at Bilaspur, has exclusive
jurisdiction to determine any proceeding in relation to the Contract.
Compliance with Laws: The Selected Bidder shall comply with the laws in force in India in
the course of performing the Contract.
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28. WARRANTY: The Product quoted should be covered for two years comprehensive onsite
warranty (including battery) from the date of final delivery/services and acceptance by
Commercial Tax Department, Government of Chhattisgarh / Commercial Tax Department
nominated testing agency.
29. SPECIAL CONDITIONS OF BID
1. SUPPLY AND COMMISSIONING:-
For the Hardware Manufactured in India
a) Bidder should conduct sample pre-dispatch inspection on all hardware as per
tender specification.
b) Commercial Tax Department, Government of Chhattisgarh may nominate third
party agencies who will conduct independent inspection and specification
conformity on random sample basis at the manufacturer’s plant if necessary.
c) System Integrator would bear the cost of third party inspection for one
manufacturing plant of the supplier if necessary. If a Successful Bidder wants to
produce in more than one location, then the cost of positioning the third party
inspection by Commercial Tax Department, Government of Chhattisgarh in the
second and subsequent plants would be borne by the Successful Bidder at their
cost only.
d) online UPS to be supplied must give same performance results or better results
with respect to technical evaluation results.
2. PACKAGING AND STORAGE:-
Packaging:-
Each package would contain the month and year of manufacture, manufacturer's
serial number and barcode printing of manufacturing details. Stickers containing
the manufacturer's serial number and barcode printing of the serial number with
one number should be stuck outside the Carton box, in the Warranty manual and
in the acknowledgement form. Detailed instructions regarding this aspect would
be issued to the Successful Bidder(s) by Commercial Tax Department,
Government of Chhattisgarh. The Successful Bidder should furnish the service
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centre details in each carton box to enable the beneficiaries to contact the
appropriate service centre in case of necessities. Similarly, the toll free
telephone number also should be prominently displayed in the user manual to
facilitate the beneficiaries.
a) Accepted items after third party inspection should be stuck with QC Passed slip.
b) Individual items should be packed in polythene pouches of appropriate sizes.
c) Online UPS should be packed as per the standard packing followed by Industry.
All other items should be individually packed and put inside the UPS box.
Finally, the packing slip should be dropped inside the carton boxes.
d) The carton boxes should be sealed and preserved in the stores. The
manufacturer's serial number should be prominently stuck / written on the carton
box along with Barcode (code 3 of 9 standards). Removable stickers should be in
addition to the normal printing on the carton boxes.
e) Each box should contain a delivery note containing the manufacturer serial
number, month and year of manufacturing along with provision for writing down
the beneficiary number, name and date of delivery.
Packing List:-
A packing list should be prepared for the following items.
i) All hardware’s model number, batch number and serial number
ii) User Manual in Hindi and English in soft or print format.
iii) Do’s and Don’ts instruction leaflet in Hindi and English.
iv) A brochure containing help desk logo having website address, call centre
telephone numbers shall be placed in the warranty card, user manual, Do's and
Don'ts instruction guide in Hindi and English.
v) Names and addresses of Service centres, contact persons in service centre,
Telephone numbers and also the supervisor's name, address and telephone
numbers to enable the end user to contact the supervisors in the event of poor
service by the authorized service personnel.
vi) Two number of removable barcode stickers containing the manufacturer's serial
number. This should be as per the format prescribed by Commercial Tax
Department, Government of Chhattisgarh.
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3. LOCATIONS FOR SUPPLY OF GOODS AND SERVICE:
a) The equipment and Services under this contract shall be supplied and
commissioned in the respective locations.
b) The Supplier shall adhere to all the technical as well as commercial terms
irrespective of the location of the site.
c) All hardware’s and peripherals shall be supplied in full as per ordered
configuration and quantity for acceptance testing. The Hardware which does not
comply with the technical specification will not be accepted under any
circumstance.
d) Insuring the goods in transit is the responsibility of the suppliers.
e) The items should be delivered at the locations and items should be handed over to
the officials/acceptance teams concerned at the locations. The list of locations and
respective quantity will be provided to the Successful Bidder.
f) The Successful Bidder shall send status report on delivery in the format to be
prescribed in such intervals as may be required by Commercial Tax Department,
Government of Chhattisgarh from time to time till the execution of the entire
order.
g) A leaflet containing the details of the System Integrator responsible to attend the
installation, warranty services at each geographical area, name and designation of
the contact persons and Nodal Officer, higher level in-charge who is responsible
to oversee the service centres, person to whom complaints can be made in case
the service provided by any centre is not satisfactory, phone, fax, mobile numbers
& email address must be provided along with each peripheral delivered. This
would enable the beneficiaries to directly approach the System Integrator not
service centres in the event of repairs. These details also should be provided to
Commercial Tax Department, Government of Chhattisgarh. This would be
published on Commercial Tax Department’s website.
h) If within a month of delivery and commissioning but within the warranty period,
the operation or use of the equipment proves to be unsatisfactory, the Successful
Bidder shall replace the faulty ones or carry out necessary repairs as per the
warranty terms and conditions agreed upon with Commercial Tax Department,
Government of Chhattisgarh.
i) In case the Successful Bidder fails to carry out the warranty regulations,
Commercial Tax Department, Government of Chhattisgarh would engage any
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other operator and carry out the service/replacement and deduct the amounts from
the warranty amount retained by Commercial Tax Department, Government of
Chhattisgarh as per the payment terms or from their pending bills or any money
due or payable to them.
4. INSURANCE: The delivery and Installation of goods to the destination is the
responsibility of the successful bidder only. The goods supplied under the work
order should be covered for comprehensive Insurance by the Successful Bidder till
delivery, installation and acceptance by the authorized person. Successful Bidder
should manage and maintain all peripherals till the 3 years.
5. ACCEPTANCE :
a) The concerned Nodal Officer will make suitable arrangement for verifying the
hardware supplied and accepting the same. Nodal Officer will ensure that all
peripherals are installed properly.
b) The authorized representative of the Successful Bidder should carry out the testing
along with acceptance team from the department.
c) The Acceptance team would be constituted by the Nodal Officer. Team will include
an authorized representative of the successful bidder. The Nodal Officer will issue
the acceptance / rejection certificate within 7 days of receiving the hardware’s
mentioning the report.
6. BILLING:
The Successful Bidder shall raise the invoice for the hardware/ peripherals supplied
in the name of Commercial Tax Department, Government of Chhattisgarh and
shipping address will be site address, where the all peripherals are delivered and
installed. A signed copy of delivery and installation acceptance of peripherals by
Nodal Officer should be submitted along with Invoice.
7. SUPPORT SERVICES:
a) The Successful Bidder should provide comprehensive maintenance of the all
hardware, which shall include corrective maintenance at the service centres.
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b) The maintenance shall include replacement of all parts. If the any hardware is down,
the same should be repaired/ restored/ replaced within 24 hours in case of security
level 1 products and within 48 hours for security level 2 products.
c) The Purchaser reserves right to terminate the contract in the event of unsatisfactory
maintenance and claim damages and costs for non-fulfillment of contract.
d) No advance payment will be made by Commercial Tax Department, Government of
Chhattisgarh against placing the order to the bidder.
8. VALIDITY OF AGREEMENT
The contract will be valid for a period of 3 years after successful GO-LIVE of
operation and maintenance and may be extended up to 2 years on mutual agreement.
The GO-LIVE period will be 3 months from the date of signing of the Agreement.
PAYMENT TERMS
a) All payments will be made in INR only.
b) No advance will be paid or no letter of credit will be issued.
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c)
S.
No.
Payment
Schedule
Clause Documents/Verification
Process
1
.
100% of the
Payment of
Hardware
After successful delivery,
Installation and
inspection of the ordered
goods, assessment of
invoices and deduction of
penalty, if any
applicable.
Delivery Challan need to be
submitted. The inspection will
be done as decided by
Commercial Tax Department,
Government of Chhattisgarh,
Inspection certificate also need
to be submitted with the invoices
signed by Inspection committee.
Invoices will be processed once
in the month after the successful
installation.
d) Any upward/downward revision of taxes shall be applicable at the time of invoicing.
However, to arrive at the bid value of the respective bidder, bidder has to quote the
charges inclusive of all taxes mentioning the prevailing tax rates.
e) The Duties and Taxes as applicable at the time of supply within the Delivery Schedule
specified in the Tender will be paid. In case, the Duties and/or Taxes have been
reduced retrospectively, the successful bidder is liable to return the same.
f) The Successful Bidder will have full and exclusive liability for payment of all Duties,
Taxes and other statutory payments payable under any or all of the Statutes/Laws/Acts
etc now or hereafter imposed.
g) Payment shall be made within 30 days of the submission of invoices.
h) The payment will be subject to fulfilment of warranty obligations.
30. AWARD OF CONTRACT
1. The calculation for L1 will be done on the basis of lowest rate proposed by bidder as per
Financial Proposal submitted by the bidder (Annexure – III).
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ANNEXURE I – DRAFT PERFORMANCE GUARANTEE
(To be issued by a Bank)
This Deed of Guarantee executed at ————————— by ———————— (Name of the
Bank) having its Head/Registered Office at —————————————— (hereinafter
referred to as ―the Guarantor) which expression shall unless it be repugnant to the subject or
context thereof include its heirs, executors, administrators, successors and assigns;
In favour of The Commissioner, Commercial Tax Department, Government of Chhattisgarh,
having its office at Sector-19, North block, Capital complex, Atal Nagar, Raipur(C.G.)
(hereinafter called ― Commissioner, Commercial Tax Department, Government of Chhattisgarh,
which expression shall unless it be repugnant to the subject or context thereof include its
executors, administrators, successors and assigns);
Whereas M/s _ a company formed under (specify the applicable
law) and having its registered office at has been, consequent to conduct and
completion of a competitive bidding process in accordance with the letter of requirements in
Document No. dated / /2018 issued by Commissioner, Commercial Tax Department,
Government of Chhattisgarh, and selected M/s (hereinafter referred to as the bidder) for the
Agreement by Commissioner, Commercial Tax Department, Government of Chhattisgarh as
more specifically defined in the aforementioned document including statement of work and
the Agreement executed between the Commissioner, Commercial Tax Department, Government
of Chhattisgarh and bidder. The Agreement requires the bidder to furnish an unconditional and
irrevocable Bank Guarantee for an amount of Rs. /- (Rupees only) by way of security
for guaranteeing the due and faithful compliance of its obligations under the Agreement.
Whereas, the bidder approached the Guarantor and the Guarantor has agreed to provide a
Guarantee being these presents:
Now this Deed witnessed that in consideration of the premises, we, ————— Bank hereby
guarantee as follows:
1. The bidder shall implement the Project, in accordance with the terms and subject
to the conditions of the Agreement, and fulfil its obligations there under.
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2. We, the Guarantor, shall, without demur, pay to Commissioner, Commercial Tax
Department, Government of Chhattisgarh an amount not exceeding Rs. (Rupees
only) within 7 (seven) days of receipt of a written demand therefore from
Commissioner, Commercial Tax Department, Government of Chhattisgarh stating that the Bidder
has failed to fulfil its obligations as stated in Clause 1 above.
3. The above payment shall be made by us without any reference to the Bidder or any
other person and irrespective of whether the claim of the Commissioner, Commercial Tax
Department, Government of Chhattisgarh is disputed by the bidder or not.
4. The Guarantee shall come into effect from (Start Date) and shall continue
to be in full force and effect till the earlier of its expiry at 1700 hours Indian Standard Time
on (Expiry Date) (both dates inclusive) or till the receipt of a claim, from the
Commissioner, Commercial Tax Department, Government of Chhattisgarh under this
Guarantee, which is one month after the expiry of Performance Guarantee, whichever is earlier.
Any demand received by the Guarantor from Commissioner, Commercial Tax Department,
Government of Chhattisgarh prior to the Expiry Date shall survive the expiry of this Guarantee
till such time that all the moneys payable under this Guarantee by the Guarantor to
Commissioner, Commercial Tax Department, Government of Chhattisgarh.
5. In order to give effect to this Guarantee, Commissioner, Commercial Tax
Department, Government of Chhattisgarh shall be entitled to treat the Guarantor as the
principal debtor and the obligations of the Guarantor shall not be affected by any variations in
the terms and conditions of the Agreement or other documents by Commissioner, Commercial
Tax Department, Government of Chhattisgarh or by the extension of time of performance
granted to the bidder or any postponement for any time of the power exercisable by
Commissioner, Commercial Tax Department, Government of Chhattisgarh against the bidder or
forebear or enforce any of the terms and conditions of the Agreement and we shall not be
relieved from our obligations under this Guarantee on account of any such variation, extension,
forbearance or omission on the part of Commissioner, Commercial Tax Department, Government
of Chhattisgarh or any indulgence by Commissioner, Commercial Tax Department to the bidder
to give such matter or thing whatsoever which under the law relating to sureties would but for
this provision have effect of so relieving us.
6. This Guarantee shall be irrevocable and shall remain in full force and effect until
all our obligations under this guarantee are duly discharged.
Page 37 of 68
7. The Guarantor has power to issue this guarantee and the undersigned is duly
authorized to execute this Guarantee pursuant to the power granted under
In witness, whereof the Guarantor has set its hands hereunto on the day, month and year first
here-in- above written.
Signed and Delivered by and authorized office.
Authorized Signatory Bank
Page 38 of 68
ANNEXURE II – COMPLIANCE SHEET
UPS SPECIFICATION AND COMPLIANCE SHEET:
Description Specifications
Technology MOSFET-PWM
KVA 1000VA/1KVA (online UPS)
WARRANTY 2 YEARS OR MORE including battery
BACKUP TIME 30 MINUTES.
Information
Accessibility
Product Details, specification and brochure to be available in OEM
Website. The Specification of the product mentioned in the website should
conform to the configuration mentioned above.
ANNEXURE III – FINANCIAL PROPOSAL FORMAT
To be submitted in original along with the Proposals (ENVELOPE - C)
Tender Document No. -------
To
Commissioner, Commercial Tax Department- GST Bhawan,
Sector-19, North block, Capitol complex,
Atal Nagar, Raipur(C.G.)
Pin Code – 492002
Tel: 0771– 2512666
Fax:
Sir,
I/We hereby submit our Proposal for the “Supply, Installation and Maintenance of Online UPS
at Head Office/ Divisional/ Circle Office (s)” mentioned in the Tender Document within the
time specified and in accordance with the Special Terms and Conditions as well as Scope of
Work. The rates are quoted in the prescribed format given below:
Table: A
Sr.
No.
Item
Unit
(A)
Per Unit
Rate
(B)
Per Unit Tax
(C )
Per Unit Cost
inclusive of
Tax
D=(B+C)
Total Cost
A*D
1 Online UPS 228
Page 39 of 68
Total Overall
Cost= X
X
*Specification for Devices is available on page no. 38 Annexure II
Total Overall Cost =
Please note the following:
1. All quoted prices should be inclusive of all taxes and duties prevailing on the date
of proposal submission.
2. L1 would be identified for Table ‘A’.
3. Since the price proposal is in INR, Commercial Tax Department, Government of
Chhattisgarh shall not consider any upward variation/ fluctuation on account of any
foreign exchange at any time during the currency of the contract.
4. Prices are valid for a period of 180 Days from date of submission of the Bid.
5. Other than what is given above, the bidder is expected to account for any other
deliverable to make the implementation successful and will be considered for commercial
evaluation.
6. Commercial Tax Department, Government of Chhattisgarh reserves the right to
increase/decrease/amend the no. sites at the time of the Agreement or during the
Contract Period.
Signature of the bidder with seal
X
Page 40 of 68
ANNEXURE-IV
TENTATIVE DELIVERY SCHEDULE*
a. Date of Issuance of PO : T0
b. Delivery and Installation of Hardware’s : T0 + 3 Months
We will deliver all the Hardware’s and peripherals based on the above delivery schedule at
the designated distribution locations in Chhattisgarh state as per the list provided by
Commercial Tax Department, Government of Chhattisgarh.
*90 days’ time will be provided for delivery and installation after issuance of Purchase
Order from Commercial Tax Department, Government of Chhattisgarh. Bidder also need to
provide detailed Project Plan with Delivery and installation time lines on it location wise
with the submitted Tender
Dated _____________ 2018 (Signature and seal of Bidder)
Page 41 of 68
ANNEXURE A - List of locations
S
No
Division Center Sub-Ordinate Offices Location
1
Hea
d
Off
ice Raipur Naya
Raipur
Head Office Capitol Complex, North
Block, Sector 19, Naya
Raipur
2
Raip
ur
Div
isio
n 0
1
Raipur Civil
Lines
Divisional Joint
Commissioner Division 01
First Floor Vanijyik Kar
Bhawan, Near Raj Bhawan,
Civil Lines Raipur
3 Raipur Civil
Lines
Appeal Joint
Commissioner Division 01
First Floor Vanijyik Kar
Bhawan, Near Raj Bhawan,
Civil Lines Raipur
4 Raipur Civil
Lines
Joint Commissioner
Enforcement
First Floor Vanijyik Kar
Bhawan, Near Raj Bhawan,
Civil Lines Raipur
5 Raipur Civil
Lines
Assitant Commissioner
State Tax Circle 01
Second Floor Vanijyik Kar
Bhawan, Near Raj Bhawan,
Civil Lines Raipur
6 Raipur Civil
Lines
Assitant Commissioner
State Tax Circle 02
Second Floor Vanijyik Kar
Bhawan, Near Raj Bhawan,
Civil Lines Raipur
7 Raipur Civil
Lines
Assitant Commissioner
State Tax Circle 03
Second Floor Vanijyik Kar
Bhawan, Near Raj Bhawan,
Civil Lines Raipur
8 Raipur Civil
Lines
Assitant Commissioner
State Tax Circle 04
Ground Floor Vanijyik Kar
Bhawan, Near Raj Bhawan,
Civil Lines Raipur
9 Raipur Civil
Lines
Assitant Commissioner
State Tax Circle 05
First Floor Vanijyik Kar
Bhawan, Near Raj Bhawan,
Civil Lines Raipur
10 Mahasamund Assitant Commissioner
State Tax
Lohani Building, Near
Railway Crossing,
Mahasamund
11
Raip
ur
Div
isio
n 0
2
Raipur
Devendra
Nagar
Divisional Joint
Commissioner Division 02
Third Floor Nayi Duniya
Buiding Devendra Nagar
Raipur
12 Raipur
Devendra
Nagar
Assitant Commissioner
State Tax Circle 06
First Floor Nayi Duniya
Buiding Devendra Nagar
Raipur
13 Raipur
Devendra
Nagar
Assitant Commissioner
State Tax Circle 07
First Floor Nayi Duniya
Buiding Devendra Nagar
Raipur
14 Raipur
Devendra
Nagar
Assitant Commissioner
State Tax Circle 08
Second Floor Nayi Duniya
Buiding Devendra Nagar
Raipur
Page 42 of 68
15 Raipur
Devendra
Nagar
Assitant Commissioner
State Tax Circle 09
Second Floor Nayi Duniya
Buiding Devendra Nagar
Raipur
16 Dhamtari Assitant Commissioner
State Tax
Second floor, Kushal
Complex, Near Bus Stand
Dhamtari
17 Bhatapara Assitant Commissioner
State Tax
Opp Hathnipara Gate,
Tarenga Road Bhatapara
18 Jagdalpur Assitant Commissioner
State Tax Circle 01
Chitrakot Road, Beside
Gayatri Mandir, Jagdalpur
19 Jagdalpur Assitant Commissioner
State Tax Circle 02
Chitrakot Road, Beside
Gayatri Mandir, Jagdalpur
20
Bil
asp
ur
Div
isio
n 0
1
Bilaspur
Infront of New
Bus Stand
Divisional Joint
Commissioner Division 01
Ambey Plaza, Opposite New
Bus Stand Tifra Bilaspur
21 Bilaspur
Infront of New
Bus Stand
Appeallate Joint
Commissioner
Ambey Plaza, Opposite New
Bus Stand Tifra Bilaspur
22 Bilaspur
Infront of New
Bus Stand
Joint Commissioner
Enforcement
Ambey Plaza, Opposite New
Bus Stand Tifra Bilaspur
23 Bilaspur
Infront of New
Bus Stand
Assitant Commissioner
State Tax Circle 01
Ambey Plaza, Opposite New
Bus Stand Tifra Bilaspur
24 Bilaspur
Infront of New
Bus Stand
Assitant Commissioner
State Tax Circle 02
Ambey Plaza, Opposite New
Bus Stand Tifra Bilaspur
25 Ambikapur Assitant Commissioner
State Tax
Near Nawapara Church,
Ambikapur
26 Koriya
Manendragarh
Assitant Commissioner
State Tax
PWD Tiraha, Ambikapur
Road Manendragarh
27
Bil
asp
ur
Div
isio
n 0
2
Bilaspur
Infront of New
Bus Stand
Divisional Joint
Commissioner Division 02
Ambey Plaza, Opposite New
Bus Stand Tifra Bilaspur
28 Bilaspur
Vyapar Vihar
Assitant Commissioner
State Tax Circle 03
Nehru Complex, First Floor,
Old RTO Office, Vyapar
Vihar Bilaspur
29 Korba Assitant Commissioner
State Tax Circle 01
Collectorate Campus, Korba
30 Korba Assitant Commissioner
State Tax Circle 02
Collectorate Campus, Korba
31 Raigarh Assitant Commissioner
State Tax Circle 01
Vanijyik Kar Bhawan, Near
Income Tax Office, Panjari
Plant Chakradhar Nagar
Page 43 of 68
Raigarh
32 Raigarh Assitant Commissioner
State Tax Circle 02
Vanijyik Kar Bhawan, Near
Income Tax Office, Panjari
Plant Chakradhar Nagar
Raigarh
33 Janjgir -
Champa
Assitant Commissioner
State Tax
Kuber Gali, Naila, Janjgir
Chmapa
34
Du
rg D
ivis
ion
Durg Malviya
Nagar Chowk
Divisional Joint
Commissioner
Vanijyik Kar Bhawan, Near
Malviya Chowk, Jail Road
Durg
35 Durg Malviya
Nagar Chowk
Appeal Joint
Commissioner
Vanijyik Kar Bhawan, Near
Malviya Chowk, Jail Road
Durg
36 Durg Malviya
Nagar Chowk
Assitant Commissioner
State Tax Circle 01
Vanijyik Kar Bhawan, Near
Malviya Chowk, Jail Road
Durg
37 Durg Malviya
Nagar Chowk
Assitant Commissioner
State Tax Circle 02
Vanijyik Kar Bhawan, Near
Malviya Chowk, Jail Road
Durg
38 Durg Malviya
Nagar Chowk
Assitant Commissioner
State Tax Circle 03
Vanijyik Kar Bhawan, Near
Malviya Chowk, Jail Road
Durg
39 Durg Malviya
Nagar Chowk
Assitant Commissioner
State Tax Circle 04
Vanijyik Kar Bhawan, Near
Malviya Chowk, Jail Road
Durg
40 Kabirdham Assitant Commissioner
State Tax
Near Ashoka College, G
Shyam Nagar Kawardha
Kabirdham
41 Rajnandgaon Assitant Commissioner
State Tax
Panchayat Bhawan, Near
Railway Station
Rajnandgaon
Page 44 of 68
ANNEXURE V - PROPOSAL COVERING LETTER
(A copy to be enclosed with each part of the proposal)
Date:…………………..
To,
Commissioner, Commercial Tax Department- GST Bhawan,
Sector-19, North block, Capitol complex,
Atal Nagar, Raipur(C.G.)
Pin Code – 492002
Tel: 0771– 2512666
Fax:
Dear Sir,
We………………………….. (Name of the bidder) hereby submits our proposal in response
to notice inviting tender date…………….. and Tender Document No. ………
…………….. and confirm that:
1. All information provided in this proposal and in the attachments is true and correct to
the best of our knowledge and belief.
2. We shall make available any additional information if required to verify the correctness
of the above statement.
3. Certified that the period of validity of bids is 180 days from the last date of submission
of the proposal, and
4. We are quoting for all the services mentioned in the tender.
5. We the bidders are not under a Declaration of Ineligibility for corrupt or
fraudulent practices or blacklisted by any of the Government agencies.
6. Commissioner, Commercial Tax Department- GST Bhawan, may contact the following
person for further Information regarding this tender:
a. Name and full address of office, Contact No., Email ID, Company Name
b. Name and full address of office, Contact No., Email ID, Company Name
7. We are submitting our Eligibility Criteria proposal, bid documents and technical
bid documents
a. In soft format in the form of a CD/DVD clearly hyperlinking all the relevant
scanned documents and highlighting relevant portions of the document for ease of
evaluation. This is in addition to the paper documents in hard copy format to be
Page 45 of 68
submitted by the bidders and needs to be handed over along with bids.
b. The hard copy format is also similarly indexed, flagged and highlighted at
relevant places.
Yours sincerely,
Signature
Full name of signatory
Designation
Name of the bidder (firm, etc.)
Page 46 of 68
ANNEXURE VI: FORMAT FOR POWER OF ATTORNEY
(To be provided in original as part of Techno-Commercial Proposal (Envelope – B) on stamp
paper of value required under law duly signed by the bidder for the tender)
Dated:
POWER OF ATTORNEY
To Whomsoever It May Concern
Know all men/women by these presents, we (name and registered office address of
the Bidder) do hereby constitute, appoint and authorize Mr. (Name of the Person(s)),
domiciled at (Address), acting as (Designation and
the name of the firm), as Authorized Signatory and whose signature is attested
below, as our attorney, to do in our name and on our behalf, all such acts, deeds and
things necessary in connection with or incidental to our Proposal for award of
Agreement “Supply, Installation and Maintenance of Online UPS at Head Office/
Divisional/ Circle Office (s)” involving the deliverables as per agreement with
Commercial Tax Department, Government of Chhattisgarh, vide Invitation for Tender
(Tender Document No.) dated _____, issued by Commissioner, Chhattisgarh
Commercial Tax Department- GST Bhawan, Raipur, including signing and submission
of all documents and providing information and responses to clarifications / enquiries
etc. as may be required by Commissioner, Chhattisgarh Commercial Tax Department-
GST Bhawan, Raipur, or any governmental authority, representing us in all matters
before Commissioner, Chhattisgarh Commercial Tax Department- GST Bhawan,
Raipur, and generally dealing with Commercial Tax Department, Government of
Chhattisgarh in all matters in connection with our Proposal for the said Project.
We hereby agree to ratify all acts, deeds and things lawfully done by our said attorney
pursuant to this Power of Attorney and that all acts, deeds and things done by our
aforesaid attorney shall and shall always be deemed to have been done by us.
For ---------------------
(Signature)
(Name, Title and Address)
Accept
(Attested signature of Mr. )
(Name, Title and Address of the Attorney)
Page 47 of 68
Notes:
- To be executed by the bidder
- The mode of execution of the Power of Attorney should be in accordance with the
procedure, if any, laid down by the applicable law and the charter documents of the
executant(s) and when it is so required the same should be under common seal affixed
in accordance with the required procedure.
- Also, wherever required, the executant(s) should submit for verification the extract of
the charter documents and documents such as a resolution / power of attorney in
favour of the Person executing this Power of Attorney for the delegation of power
hereunder on behalf of the executants(s).
Page 48 of 68
ANNEXURE-VII BANK GUARANTEE FORM FOR EMD
Commissioner, Commercial Tax Department- GST Bhawan,
Sector-19, North block, Capitol complex,
Atal Nagar, Raipur(C.G.)
Pin Code – 492002
Tel: 0771– 2512666
Fax:
Whereas .................................... (hereinafter called the ―Tenderer) has submitted its
quotation dated........................ for the supply of .................... (hereinafter called the
―tender) against the Purchaser‘s Tender Enquiry No. .............. Know all persons by
these presents that we ....................... of ................. (hereinafter called the ―Bank)
having our registered office at .................. are bound unto Commissioner,
Commercial Tax Department- GST Bhawan, Sector-19, North block, Capitol
complex, Atal Nagar, Raipur(C.G.) Pin Code – 492002 (hereinafter called the
―Purchaser) in the sum of .......................................... for which payment will and
truly to be made to the said Purchaser, the Bank binds itself, its successors and assigns
by these presents.
Sealed with the Common Seal of the said Bank this........... day of .......... 20......
The conditions of this obligation are —
(1) If the Tenderer withdraws or amends, impairs or derogates from the tender in any
respect within the period of validity of this tender.
(2) If the Tenderer having been notified of the acceptance of his tender by the Purchaser
during the period of its validity:-
a) fails or refuses to furnish the performance security for the due performance
of the contract
or
b) fails or refuses to accept or execute the contract.
We hereby irrevocably and absolutely undertake to pay immediately the Purchaser up
to the above amount upon receipt of its first written demand, without the Purchaser
having to substantiate its demand, provided that in its demand the Purchaser will note
Page 49 of 68
that the amount claimed by it is due to it owing to the occurrence of one or both the
two conditions, specifying the occurred condition(s).
This guarantee will remain in force for a period of sixty days after the period of tender
validity and any demand in respect thereof should reach the Bank not later than the
above date.
This guarantee will not be discharged due to change in the constitution of the bank or
the Tenderer.
..................................
(Signature of the authorised officer of the Bank)
...................................................................
Name and designation of the officer
...................................................................
Seal, name & address of the Bank and address of the Branch
Page 50 of 68
ANNEXURE-VIII - DECLARATION FOR NOT BLACK LISTED
(To be provided in original as part of Techno-Commercial Proposal (Envelope – B))
Date...................................
To,
Commissioner, Commercial Tax Department- GST Bhawan,
Sector-19, North block, Capitol complex,
Atal Nagar, Raipur(C.G.)
Pin Code – 492002
Tel: 0771– 2512666
Fax:
Dear Sir,
Ref.: Tender No.
I / We................................................... hereby confirm that our firm has not been
banned or blacklisted by any Government Organization/Financial Institution/Court
/Public Sector Unit /Central Government.
Signature of Bidder...........
Place:
Name....................
Date:
Designation...................
Seal
Page 51 of 68
ANNEXURE IX: PARTICULARS OF THE BIDDERS
(To be provided in original as part of Techno-Commercial Proposal (Envelope – B) duly
signed by bidder for the tender)
S
No.
Information Sought Details to be
Furnished
1 Name and address of the bidding Company
2 Incorporation status of the firm (public limited / private
limited, etc.)
3 Year of Establishment
4 Date of registration
5 ROC Reference No.
6 Details of company registration
7 Details of registration with appropriate authorities for service
tax
8 Name, Address, email, Phone nos. and Mobile Number of
Contact Person
9 Details of Goods and Services Tax Registration
Page 52 of 68
ANNEXURE X: PRE-CONTRACT INTEGRITY PACT
(To be provided in original as part of Techno-Commercial Proposal (Envelope – B))
PRE - CONTRACT INTEGRITY PACT
GENERAL
The pre-bid pre-contract Agreement (hereinafter called the Integrity Pact) is made on day of
the month of 2018, between, on one hand, Commercial Tax Department, Government of
Chhattisgarh (hereinafter called the ―Purchaser) which expression shall mean and include,
unless the context otherwise requires, his successors in office and assigns) of the First Part
and M/s ____________ represented by Dr./Shri/Smt. __________ (Designation) (hereinafter
called the ―Tenderer) which expression shall mean and include, unless the context otherwise
requires, his successors and permitted assigns) of the Second Part.
WHEREAS the Purchaser proposes to procure Supply, Installation and Maintenance of
Computer Systems at Head office/ Divisional/ Circular Office(s) as per details in page No 10
under scope of work and the Tenderer is willing to offer/ has offered the stores, and,
WHEREAS the Tenderer is a private company/public company/Government
undertaking/partnership/registered import-export agency, constituted in accordance with the
relevant law in the matter and the Purchaser is a Ministry/Department of the Government of
Chhattisgarh, performing its functions on behalf of the Governor of the State,
NOW, THEREFORE,
To avoid all forms of corruption by following a system that is fair, transparent and free from
any influence/prejudiced dealings prior to, during and subsequent to the currency of the
contract to be entered into with a view to:
Enabling the Purchaser to obtain the desired said stores/equipment at a competitive price in
conformity with the defined specifications by avoiding the high cost and the distortionary
impact of corruption on public procurement, and
Enabling Tenderers to abstain from bribing or indulging in any corrupt practice in order to
secure the contract by providing assurance to them that their competitors will also abstain
from bribing and other corrupt practices and the Purchaser will commit to prevent corruption,
in any form, by its officials by following transparent procedures.
Page 53 of 68
The parties hereto hereby agree to enter into this Integrity Pact and agree as follows:
1. Commitments of Purchaser
1.1 The Purchaser undertakes that no official of the Purchaser, connected directly or
indirectly with the contract, will demand, take a promise for or accept, directly or
through intermediaries, any bribe, consideration, gift, reward, favour or any material or
immaterial benefit or any other advantage from the Tenderer, either for themselves or
for any person, organisation or third party related to the contract in exchange for an
advantage in the bidding process, bid evaluation, contracting or implementation process
related to the contract.
1.2 The Purchaser will, during the pre-contract stage, treat all Tenderers alike, and will
provide to all Tenderers the same information and will not provide any such
information to any particular Tenderer which could afford an advantage to that
particular Tenderer in comparison to other Tenderers.
1.3 All the officials of the Purchaser will report to the appropriate Government office any
attempted or completed breaches of the above commitments as well as any substantial
suspicion of such a breach.
2. In case any such preceding misconduct on the part of such official(s) is reported by the
Tender to the Purchaser with full and verifiable facts and the same is prima facie found to be
correct by the Purchaser, necessary disciplinary proceedings, or any other action as deemed
fit, including criminal proceedings may be initiated by the Purchaser and such a person shall
be debarred from further dealing related to the contract process. In such a case while an
enquiry is being conducted by the Purchaser the proceedings under the contract would not be
stalled.
3. Commitments of Tenderers
3.1 The Tenderer commits itself to take all measures necessary to prevent corrupt practices,
unfair means and illegal activities during any stage of its bid or during any pre-contract
or postcontract stage in order to secure the contract or in furtherance to secure it and in
particular commit itself to the following:-
3.2 The Tenderer will not offer, directly or through intermediaries, any bribe, gift,
consideration, reward, favour, any material or immaterial benefit or other advantage,
Page 54 of 68
commission, fees, brokerage or inducement to any official of the Purchaser, connected
directly or indirectly with the bidding process, or to any person, organisation or third
party related to the contract in exchange for any advantage in the bidding, evaluation,
contracting and implementation of the contract.
3.3 The Tenderer further undertakes that it has not given, offered or promised to give,
directly or indirectly any bribe, gift, consideration, reward, favour, any material or
immaterial benefit or other advantage, commission, fees, brokerage or inducement to
any official of the Purchaser or otherwise in procuring the Contract or forbearing to do
or having done any act in relation to the obtaining or execution of the contract or any
other contract with the Government for showing or forbearing to show favour or
disfavour to any person in relation to the contract or any other contract with the
Government.
3.4 Tenderers shall disclose the payments to be made by them to agents/brokers or any
other intermediary, in connection with this bid/ contract.
3.5 Tenderer further confirms and declares to the Purchaser that the Tenderer is the original
manufacturer/integrator/authorised government sponsored export entity of the defence
stores and has not engaged any individual or firm or company whether Indian or foreign
to intercede, facilitate or in any way to recommend to the Purchaser or any of its
functionaries, whether officially or unofficially to the award of the contract to the
Tenderer, nor has any amount been paid, promised or intended to be paid to any such
individual, firm or company in respect of any such intercession, facilitation or
recommendation.
3.6 The Tenderer, either while presenting the bid or during pre-contract negotiations or
before signing the contract, shall disclose any payments he has made, is committed to or
intends to make to officials of the Purchaser or their family members, agents, brokers or
any other intermediaries in connection with the contract and the details of services
agreed upon for such payments.
3.7 The Tenderer will not collude with other parties interested in the contract to impair the
transparency, fairness and progress of the bidding process, bid evaluation, contracting
and implementation of the contract.
Page 55 of 68
3.8 The Tenderer will not accept any advantage in exchange for any corrupt practice, unfair
means and illegal activities.
3.9 The Tenderer shall not use improperly, for purposes of competition or personal again,
or pass on to others, any information provided by the Purchaser as part of the business
relationship, regarding plans, technical proposals and business details, including
information contained in any electronic data carrier. The Tenderer also undertakes to
exercise due and adequate care lest any such information is divulged.
3.10 The Tenderer commits to refrain from giving any complaint directly or through any
other manner without supporting it with full and verifiable facts.
3.11 The Tenderer shall not instigate or cause to instigate any third person to commit any of
the actions mentioned above.
3.12 If the Tenderer or any employee of the Tenderer or any person acting on behalf of the
Tenderer, either directly or indirectly, is a relative of any of the officers of the
Purchaser, or alternatively, if any relative of an officer of the Purchaser has financial
interest/stake in the Tenderer‘s firm, the same shall be disclosed by the Tenderer at the
time of filling of tender. The term “relative” for this purpose would be as defined in
Section 2(77) of the Companies Act 2013.
3.13 The Tenderer shall not lend to or borrow any money from or enter into any monetary
dealings or transactions, directly or indirectly, with any employee of the Purchaser.
4. Previous Transgression
4.1 The Tenderer declares that no previous transgression occurred in the last three years
immediately before signing of this Integrity Pact, with any other company in any
country in respect of any corrupt practices envisaged hereunder or with any Public
Sector Enterprise in India or any Government Department in India that could justify
Tenderer‘s exclusion from the tender process.
4.2 The Tenderer agrees that if it makes incorrect statement on this subject, Tenderer can be
disqualified from the tender process or the contract, if already awarded, can be
terminated for such reason.
Page 56 of 68
5. Earnest Money (Security Deposit)
5.1 While submitting the bid, the Tenderer shall deposit Earnest Money Security Deposited
offline (Refer EMD Payment manual as available in the website under the section
“Manuals”), with the Purchaser in the form of Bank Guarantee as per proforma given in
tender document.
5.2 The Earnest Money/Security Deposit shall be valid up to a period of 45 days beyond the
validity period of the tender.
5.3 In case of the successful Tenderer, a clause would also be incorporated in the Article
pertaining to Performance Bond in the Purchase Contract that the provisions of
Sanctions for Violation shall be applicable for forfeiture of Performance Bond in case
of a decision by the Purchaser to forfeit the same without assigning any reason for
imposing sanction for violation of this Pact.
5.4 No interest shall be payable by the Purchaser to the Tenderer on Earnest Money/
Security Deposit for the period of its currency.
6. Sanctions for Violations
6.1 Any breach of the aforesaid provisions by the Tenderer or any one employed by it or
acting on its behalf (whether with or without the knowledge of the Tenderer) shall
entitle the Purchaser to take all or any one of the following actions, wherever required:-
I. To immediately call off the pre contract negotiations without assigning any reason or
giving any compensation to the Tenderer. However, the proceedings with the other
Tenderer(s) would continue.
II. The Earnest Money Deposit (in pre-contract stage) and /or Security
Deposit/Performance Bond (after the contract is signed) shall stand forfeited either
fully or partially, as decided by the Purchaser and Purchaser shall not be required to
assign any reason therefore.
III. To immediately cancel the contract, if already signed, without giving any
compensation to the Tenderer.
IV. To recover all sums already paid by the Purchaser, and in case of an Indian
Tenderer with interest thereon at 2% higher than the prevailing Prime Lending Rate
of State Bank of India, while in case of a Tenderer from a country other than India
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with interest thereon at 2% higher than the LIBOR (London Inter Bank Official
Exchange Rate). If any outstanding payment is due to the Tenderer from the
Purchaser in connection with any other contract for any other stores, such
outstanding payment could also be utilised to recover the aforesaid sum and interest.
V. To encash the advance bank guarantee and performance bond/warranty bond, if
furnished by the Tenderer, in order to recover the payments, already made by the
Purchaser, along with interest.
VI. To cancel all or any other Contracts with the Tenderer. The Tenderer shall be liable
to pay compensation for any loss or damage to the Purchaser resulting from such
cancellation/rescission and the Purchaser shall be entitled to deduct the amount so
payable from the money (s) due to the Tenderer.
VII. To debar the Tenderer from participating in future bidding processes of the
Government of Chhattisgarh for a minimum period of five years, which may be
further extended at the discretion of the Purchaser.
VIII. To recover all sums paid in violation of this Pact by Tenderer(s) to any middleman
or agent or broker with a view to securing the contract.
IX. In cases where irrevocable Letters of credit have been received in respect of any
contract signed by the Purchaser with the Tenderer, the same shall not be opened.
X. Forfeiture of Performance Bond in case of a decision by the Purchaser to forfeit the
same without assigning any reason for imposing sanction for violation of this Pact.
6.2 The Purchaser will be entitled to take all or any of the actions mentioned at para 6.1 (i)
to (x) of this Pact also on the Commission by the Tenderer or any one employed by it or
acting on its behalf (whether with or without the knowledge of the Tenderer), of an
offence as defined in Chapter IX of the Indian Penal Code, 1860 or Prevention of
Corruption Act, 1988 or any other statute enacted for prevention of corruption.
6.3 The decision of the Purchaser to the effect that a breach of the provisions of this Pact
has been committed by the Tenderer shall be final and conclusive on the Tenderer.
However, the Tenderer can approach the Independent Monitor(s) appointed for the
purpose of this Pact.
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7. Fall Clause
7.1 The Tenderer undertakes that it has not supplied/is not supplying similar
product/systems or sub systems at a price lower than that offered in the present bid in
respect of any other Ministry/department of the Government of Chhattisgarh or PSU
and if it is found at any stage that similar product/systems or sub systems was supplied
by the Tenderer to any Ministry/Department of the Government of Chhattisgarh or a
PSU at a lower price, then that very price, with due allowance for elapsed time, will be
applicable to the present case and the difference in the cost would be refunded by the
Tenderer to the Purchaser, if the contract has already been concluded.
8. Independent Monitors
8.1 The Purchaser has appointed Independent Monitors (hereinafter referred to as Monitors)
for this Pact in consultation with the Central Vigilance Commission (Names and
addresses of the Monitors will be indicated).
8.2 The task of the Monitors shall be to review independently and objectively, whether and
to what extent the parties comply with the obligations under this Pact.
8.3 The monitor shall not be subject to instructions by the representatives of the parties and
perform their functions neutrally and independently
8.4 Both the parties accept that the Monitors have the right to access all the documents
relating to the project/procurement, including minutes of meetings.
8.5 As soon as the Monitor notices, or has reason to believe, a violation of this pact, he will
so inform the Authority designated by the Purchaser.
8.6 The Tenderer(s) accepts that the Monitor has the right to access without restriction to all
Project documentation of the Purchaser including that provided by the Tenderer. The
Tenderer will also grant the Monitor, upon his request and demonstration of a valid
interest, unrestricted and unconditional access to his project documentation. The same is
applicable to Subcontractors. The Monitor shall be under contractual obligation to treat
the information and documents of the Tenderer/Subcontractor(s) with confidentiality.
8.7 The Purchaser will provide to the Monitor sufficient information about all meetings
among the parties related to the Project provided such meetings could have an impact
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on the contractual relations between the parties. The parties will offer to the Monitor the
option to participate in such meetings.
8.8 The Monitor will submit a written report to the designated Authority of Purchaser/
Secretary in the Department within 8 to 10 weeks from the date of reference or
intimation to him by the Purchaser/Tenderer and, should the occasion arise, submit
proposals for correcting problematic situations.
9. Facilitation of Investigation
In case of any allegation of violation of any provisions of this Pact or payment of
commission, the Purchaser or its agencies shall be entitled to examine all the documents
including the Books of Accounts of the Tenderer and the Tenderer shall provide
necessary information and documents in English and shall extend all possible help for
the purpose of such examination.
10. Law and Place of jurisdiction
The Pact is subject to Indian law. The place of performance and jurisdiction is the seat
of the Purchaser.
11. Other Legal Actions
The actions stipulated in this Integrity pact are without prejudice to any other legal
action that may follow in accordance with the provisions of the extent law in force
relating to any civil or criminal proceedings.
12. Validity
12.1 The validity of this Integrity Pact shall be from date of its signing and extend upto 5
years or the complete execution of the contract to the satisfaction of both Purchaser and
the Tenderer, including warranty period, whichever is later. In case Tenderer is
unsuccessful, this Integrity Pact shall expire after six months from the date of the
signing of the contract.
12.2 Should one or several provisions of this Pact turn out to be invalid; the remainder of
this Pact shall remain valid. In this case, the parties will strive to come to an agreement
to their original intentions.
13. The parties hereby sign this Integrity Pact at---------------------- on----------------
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Purchaser Tenderer
Name of the Officer Designation of person signing
Designation on behalf of Company
Deptt./Ministry
Witness: Witness:
1……………………… 1.___________
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ANNEXURE XII: GUIDELINE FOR E-PROCUREMENT
Guidelines for bidders on using Integrated e-Procurement System Govt. of
Chhattisgarh. https://eproc.cgstate.gov.in
Note: These conditions will over-rule the conditions stated in the tender
document(s), wherever relevant and applicable.
1. Vendor / Bidder Registration on the e-Procurement System:
All the Users / Bidders (Manufacturers / Contractors / Suppliers / Vendors /
Distributors etc.) registered with and intending to participate in the Tenders of various
Govt. Departments / Agencies / Corporations / Boards / Undertakings under Govt. of
Chhattisgarh processed using the Integrated e-Procurement System are required to get
registered on the centralized portal https://eproc.cgstate.gov.in .
The non – registered users / bidders who are also eligible to participate in the tenders
floated using the e-Procurement system are also required to be registered online on
the e-Procurement system.
Vendors are advised to complete their online enrolment / registration process on the
portal well in advance to avoid last minute hassle, it is suggested to complete
enrolment at least four days before the last date of bid submission date, failing which
may result in non-submission of bids on time for which vendor/end user shall be
solely responsible.
For more details, please get in touch with e-Procurement system integrator, M/s.
Mjunction Services Limited, Raipur – 492 001 on Toll free 1800 258 2502 or email
2. Digital Certificates:
The bids submitted online must be signed digitally with a valid Class - II / Class – III
Digital Signature Certificate to establish the identity of the bidders submitting the bids
online. The bidders may obtain pair of Encryption & Signing Class – II / Class – III
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Digital Certificate issued by an approved Certifying Authority (CA) authorized by the
Controller of Certifying Authorities (CCA), Government of Chhattisgarh.
Note: It may take upto 7 to 10 working days for issuance of Class-II / Class-III
Digital Certificate, therefore the bidders are advised to obtain it at the earliest. It is
compulsory to possess a valid Class-II / Class-III Digital Certificate while registering
online on the above mentioned e-Procurement portal. A Digital Certificate once
mapped to an account / registration cannot be remapped with any other account /
registration however it may be inactivated / deactivated.
Important Note: Bid under preparation / creation for a particular tender may only be
submitted using the same digital certificate that is used for encryption to encrypt the
bid data during the bid preparation / creation / responding stage. However bidder may
prepare / create and submit a fresh bid using his/her / reissued / renewed Digital
Certificate only within the stipulated date and time as specified in the tender.
In case, during the process of a particular bid preparation / responding for a tender,
the bidder loses his/her Digital Certificate because of any reason they may not be able
to submit the same bid under preparation online. Hence the bidders are advised to
keep their Digital Certificates secure to be used whenever required and comply with
IT Act 2000 & its amendments and CVC guidelines.
The digital certificate issued to the authorized user of an individual / partnership firm /
private limited company / public limited company / joint venture and used for online
bidding will be considered as equivalent to a no-objection certificate / power of
attorney to the user.
Unless the certificate is revoked, it will be assumed to represent adequate authority of
the specific individual to bid on behalf of the organization / firm for online tenders as
per Information Technology Act 2000. This authorized user will be required to obtain
a valid Class-II / Class-III Digital Certificate. The Digital Signature executed through
the use of Digital Certificate of this authorized user will be binding on the
organization / firm. It shall be the responsibility of management / partners of the
concerned organization / firm to inform the Certifying Authority, if the authorized
user changes, and apply for a fresh digital certificate for the new authorized user.
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3. Online Payment: As the bid is to be submitted only online, bidders are required to
make online payment(s) of the Registration fee / Transaction or Service fees using the
online payments gateway services integrated into the e-Procurement system using
various payment modes like Credit Card / Debit Card / Internet Banking / Cash Card /
NEFT / RTGS etc.
For the list of available online modes of electronic payments that are presently
accepted on the online payments gateway services, please refer the link ‘Payments
accepted online’ on the eProcurement portal https://eproc.cgstate.gov.in.
4. Setup of User’s Computer System: In order to operate on the e-Procurement
system for a bidder / user, the computer system / desktop / laptop of the bidder is
required to have Java ver. 765 , Internet explorer 9 / 11, latest Mozila firefox with IE
Tab V2 (Enhanced IE Tab) or any other latest browser. A detailed step by step
document on the same is available on the home page. Also internet connectivity
should be minimum one MBPS.
5. Publishing of N.I.T.: For the tenders processed using the e-Procurement system,
only a brief advertisement notice related to the tender shall be published in the
newspapers and the detailed notice shall be published only on the e-Procurement
system. Bidders can view the detailed notice, tender document and the activity time
schedule for all the tenders processed using the e-Procurement system on the portal
https://eproc.cgstate.gov.in.
6. Tender Time Schedule: The bidders are strictly advised to follow the tender time
for their side for tasks / activities and responsibilities to participate in the tender, as all
the activities / tasks of each tender are locked before the start time & date and after
the end time & date for the relevant activity of the tender as set by the concerned
department official.
7. Download Tender Document(s): The tender document and supporting
document(s) if any can be downloaded only online. The tender document(s) will be
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available for download to concerned bidders after online publishing of the tender and
up to the stipulated date & time as set in the tender.
8. Submit Online Bids: The bidders have to submit their bid online after successful
filling of forms within the specified date and time as set in the tender.
The encrypted bid data of only those bidders who have submitted their bids within the
stipulated date & time will be accepted by the e-Procurement system. It is expected
that the bidder complete his bid and submit within timeline, a bidder who has not
submitted his bid within the stipulated date & time will not be available during
opening.
Bid documents uploading during bid preparation should be less than five MB (for
individual document) and over all bid documents should be less than fifty MB.
9. Submission of Earnest Money Deposit: The bidders shall submit their Earnest
Money Deposit offline as stated in the Notice Inviting Tender. Bidders also have to
upload scanned copy of Earnest Money Deposit instrument.
10. Opening of Tenders: The concerned department official receiving the tenders or
his duly authorized officer shall first open the Earnest Money Deposit envelope of all
the bidders and verify the same uploaded by the bidders. He / She shall check for the
validity of Earnest Money Deposit as required. He / She shall also verify the scanned
documents uploaded by the bidders, if any, as required. In case, the requirements are
incomplete, the next i.e. technical and commercial envelopes of the concerned bidders
received online shall not be opened.
The concerned official shall then open the other subsequent envelopes submitted
online by the bidders in the presence of the bidders or their authorized representatives
who choose to be present in the bid opening process or may view opened details
online.
10. Briefcase: Bidders are privileged to have an online briefcase to keep their
documents online and the same can be attached to multiple tenders while responding,
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this will facilitate bidders to upload their documents once in the briefcase and attach
the same document to multiple bids submitting.
For any further queries / assistance, bidders may contact:
1. The Service Integrator of e-Procurement system, M/s. Mjunction Service Ltd. on
Help Desk Toll free No. 1800 258 2502 or email [email protected].
2. Mr. Shailesh Kumar Soni, Sr. Manager, Chhattisgarh Infotech & Biotech
Promotion Society (Commercial Tax Department) on Tel. No. 0771 - 4014158 or
email: pro-Commercial Tax [email protected].
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ANNEXURE-XIII
COMMITMENT LETTER FOR SUPPORT FROM ORIGINAL EQUIPMENT
MANUFACTURER (OEM)
Date ...................................
To,
Commissioner, Commercial Tax Department- GST Bhawan,
Sector-19, North block, Capitol complex,
Atal Nagar, Raipur(C.G.)
Pin Code – 492002
Tel: 0771– 2512666
Fax:
Dear Sir,
Ref.: Tender No.
I / We ................................................... hereby commit & confirm the following:
a) The duration of the service support will be for a period of minimum 3 years
(Three year warranty + 2 year paid service support) from the date of supply of
equipment.
b) The warranty support will be provided onsite and will not be charged extra.
c) The warranty support will be comprehensive hence no extra charge is to be paid
for any Hardware failure.
d) After expiry of warranty, the bidder will provide service support through their
service centres in every district.
e) Maximum downtime is 3 days, beyond which penalty would be imposed as given
in page 24.
Signature ..............
Name ....................
Designation .................
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ACRONYMS AND DEFINITIONS
# Parameter Details
1 DDR4 SDRAM Double Data Rate type four synchronous dynamic random access
memory
2 SATA Serial Advanced Technology Attachment is a computer bus
interface for connecting host bus adapters to mass storage devices
such as hard disk drives and optical drives
3 DVD-RW Digital Versatile/Video Disc – Rewritable
4 USB Universal Serial Bus (USB) is a specification to establish
communication between devices and a host controller (usually a
personal computer), which has effectively replaced a variety of
earlier interfaces such as serial and parallel ports.
5 Blue tooth Bluetooth is a proprietary open wireless technology standard for
exchanging data over short distances (using short wavelength radio
transmissions) from fixed and mobile devices, creating personal
area networks (PANs) with high levels of security
6 ROHS Restriction of Hazardous Substances Directive or RoHS. This
directive restricts the use of six hazardous materials in the
manufacture of various types of electronic and electrical equipment
Lead (Pb) Mercury (Hg) Cadmium (Cd)
6+ Hexavalent chromium (Cr) Polybrominated biphenyls (PBB)
Polybrominated diphenyl ether (PBDE)
7 Energy Star Energy Star is an international standard for energy efficient
consumer products originated in the United States of America. It
was first created as a United States government program during the
early 1990s
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8 CE Certification CE marking (also known as CE mark) is a mandatory conformance
mark on many products placed on the market in the European
Economic Area (EEA). With the CE marking on a product the
manufacturer ensures that the product is in conformity with the
essential requirements of the applicable EC directives. The letters
"CE" stand for "Conformité Européenne" ("European
Conformity").
9 FCC Certification FCC Certification, also known as the United States Federal
Communications Certification
10 EPEAT Electronic Product Environmental Assessment Tool (EPEAT)