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CSIR-NATIONAL INSTITUTE OF SCIENCE COMMUNICATION

AND INFORMATION RESOURCES

(CSIR-NISCAIR)

(EXTENDED DATE)

Tender Document for

Scanning/Outputting (Imagesetting) Work

( i ) Last date of collecting tender : 13.02.2014 (upto 17.00 Hours)

( ii ) Last date for submission of bids : 14.02.2014 (upto 12.30 Hours)

( iii ) Date of opening of technical bids : 14.02.2014 (at 15.00 Hours)

Note Financial bids of tender will be opened after evaluation of the

technical bids and successful bidders of technical evaluation

shall be informed about the opening date of financial bids.

Cost of tender document Rs. 300/-

EMD:Rs.32,000/-

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National Institute of Science Communication and Information Resources

(NISCAIR)

Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi - 110012

Bid Document No.

Date of Issue ..................................................

Name of the Firm: .............................................................………………………

.............................................................................................…

.................................................................................................

.................................................................................................

Important Notice

An incomplete and/or late bid is liable to be rejected. To aid the bidders in submitting

complete Bid, a Checklist is included in the bid document (Annexure - 0). The bidders

must fill this and submit along with their bid.

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CONTENTS

Invitation for the Bids

… 4

Chapter 1 Instructions to Bidders

… 5

Chapter 2

General Terms & Conditions

… 12

Chapter 3

Schedule of Requirements

… 15

Chapter 4

Details of Technical Specifications

… 16

Chapter 5

Price Schedule

… 17

Chapter 6

Contract Form

… 18

ANNEXURE – 0

Check List for Bid Submission

… 21

ANNEXURE – 1

Proforma for Bank Guarantee for Performance Security

… 23

ANNEXURE – 2

Bid Form (Technical Bid)

… 24

ANNEXURE – 3

Bid Form (Financial Bid)

… 26

ANNEXURE – 4

Questionnaire

… 28

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INVITATION FOR THE BIDS

Scanning/Outputting (Imagesetting)

1.1 Sealed bids are invited to prepare a panel of 2 High Quality

Scanning/Outputting (Image- setting) firms which can execute the jobs on tight

schedules. The Bids are to be submitted in two parts, i.e. Technical Bid + EMD

and Financial Bid for various types of jobs of NISCAIR for two years. The total

value of the work is Rupees Sixteen lakhs (approx.)

The bidder may inspect various publications published by NISCAIR and have an

idea about the nature of work involved in order to make estimates about the cost

of work required to be done.

Contact persons:

Controller of Administration (COA) Phone: 25849787

or

Head, Production Phone: 25847353

National Institute of Science Communication And

Information Resources

Dr. K.S. Krishnan Marg (Pusa Campus)

New Delhi 110 012

1.2 The bids complete in all respects and addressed to the DIRECTOR, NISCAIR

should reach at the following address latest by 12.30 hours on 14.02.2014

NISCAIR BOOKSHOP

National Institute of Science Communication

and Information Resources

Dr. K.S. Krishnan Marg (Pusa Campus)

New Delhi 110 012

Ph: 25849787; Fax: 25849949, 25841033

Website: www.niscair.res.in

1.3 Technical Bid will be opened in the Conference Hall of NISCAIR on the same

day at 15.00 hours in the presence of bidders or their authorized representatives

who choose to be present and whose EMD is in order.

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Chapter 1

INSTRUCTIONS TO BIDDERS

1.1 Eligible Bidders

This invitation for bids is open to all quality Scanning/Image setting firms from

Delhi only who fulfill the following conditions

(1) The Bidder should have annual turnover of about Rs. 25 lakhs from high

quality scanning/ outputting jobs.

(2) Bidder should have requisite machinery/equipment (as per Clause 1.4.2)

and have minimum 3 years experience in the Scanning/ outputting work.

1.2 Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of

its bid. NISCAIR will in no case be responsible or liable for these costs,

regardless of the conduct or the outcome of the bidding process.

1.3 The Bidding Documents

1.3.1 The services required, bidding procedures and contract terms are prescribed in the

bidding documents. In addition to the invitation for bids, the bidding documents

include:

(a) Instructions to bidders

(b) Schedule of requirements

(c) Technical Specifications and Price Schedule

(d) General Terms & Conditions

(e) Contract form, etc.

1.3.2 The bidder is expected to examine all instructions, forms, terms and specifications

in the bidding documents. Failure to furnish all information required or submission

of bid not substantially responsive to the bidding documents in every respect will be

at the Bidder’s risk and may result in rejection of its bid.

1.4 Preparation of Bids

1.4.1 Technical and Financial Bids

The bids are to be submitted in two parts in separate sealed envelopes

(a) Technical Bid + EMD

(b) Financial Bid

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1.4.2 Technical Bid

The Technical bid prepared by the bidder is provided in the following Model

Response format:

Model Response Format

MUST HAVE

1. The firm should have annual turnover of Rs. 25 lakhs from high quality

scanning/outputting jobs.

2. The following equipments/facilities are important factor for award of work:

(a) High-end computers / MAC work station.

(b) Latest versions of MS Word, PageMaker, CorelDraw, Photoshop, InDesign,

Illustrator, Quark Express, WinZip and all sort of designing fonts. etc. and

should be able to output from EPS, PDF files and Scanned Tiff images for

both Hindi and English languages.

(c) Media compatibility for transportation of digital data _ CDs, DVDs, Zip

drives, Pen Drive.

(d) Laser printers.

(e) Drum type scanner or high end flatbed scanner with the capability of

scanning (A3 Size) (a) Transmission (b) Reflection and (c) Text data in

2000 DPI (min 150 LPI) resolution.

(f) Image setter (A2/A3 size), around 2540 DPI resolution. Facility for output

with imposition in one-piece film.

Optional

(g) Color Proofing Machine

(h) Color Laser Printer

3. Work Experience — List of other Govt. Departments, Public Sector, State Govt.,

Autonomous Body & Reputed Major Media Firms/Publishers/Printers for which the

bidder is having the similar kind of work. (Enclose work order of at least 3 firms

from last 3 years)

4. List of Scanning, Image-setting and proofing Machinery/Equipment available with

the bidder in single premises.

5. Copy of PAN Card.

6. Valid Service Tax Registration Certificate.

7. Copy of the last audited balance sheet of the vendor indicating the Turnover.

8. Bidders are expected to enclose printed samples and documents demonstrating their

capabilities and qualifications to satisfy NISCAIR that the bidder will assume the

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total responsibility for the satisfactory execution for Scanning/Image setting work of

NISCAIR publications.

9. Copy of Registration of your Firm / Company/Office at Delhi.

10. Availability of internet access and related facilities. Bidder to give address of their

website if available.

11. The firms must enclose an Affidavit on Rs. 10/-. Non-judicial Indian Stamp paper

that the firm has never been blacklisted by any Govt. Deptt./Govt. Undertaking/any

other agency.

1.4.3 Financial Bid

(i) The financial bid shall indicate the Unit prices for each and every item indicated in

the specifications.

(ii) Prices quoted by the bidder shall be fixed during the bidders performance of the

contract/ empanelment and not subject to variation on any account. A bid

submitted with an adjustable price, quotation will be treated as non-responsive and

will be rejected.

(iii) All prices and other information like discount, etc., having a bearing on the price

shall be written both in figures and words in the prescribed offer form. If there is

discrepancy between the price/information quoted in words and figures, the

price/information quoted in words will be treated as final.

(iv) The Bids should be typed or neatly handwritten. Cutting & overwriting is not

allowed, otherwise bid may be rejected.

1.5 Submission of Bids

1.5.1 Sealing and Marking of Bids

(i) The bids shall be submitted in two separate sealed covers which shall be marked as

“Technical Bid” and “Financial Bid”.

(ii) The outer envelope containing Technical Bid and Financial Bid shall be addressed

to The DIRECTOR, National Institute of Science Communication and Information

Resources (NISCAIR), Dr K S Krishnan Marg, New Delhi- 110 012.

(iii) The outer and inner envelopes shall indicate the name and address of the bidder to

enable the bid to be returned unopened in case it is declared late.

(iv) Telex, cable or facsimile bids will be rejected.

1.5.2 Deadline for Submission of Bids

(i) Bids must be received by NISCAIR at the address given in Page 4 not later than

the time and date specified on Page 1. In the event of the specified date for the

submission of bids being declared a holiday for

NISCAIR, the bids will be received up to the appointed time on the next working

day.

(ii) The Director, NISCAIR may, at his discretion extend this deadline for submission

of bids by amending the bid documents, in which case all rights and

obligations of NISCAIR and bidders previously subject to the deadline will

thereafter be subject to the deadline as extended.

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1.5.3 Late Bids Any bid received by NISCAIR after the deadline for submission of bids

prescribed by the NISCAIR will be rejected and/or returned unopened to the

bidder.

1.6 Bid Opening and Evaluation

1.6.1 Opening of Technical Bids

NISCAIR will open all technical bids in the first instance in the presence of

bidders’ representatives, who choose to attend, at the time, on the date and at the

place specified on Page 4. The bidders’ representatives present there, shall sign a

register evidencing their presence/attendance. In the event of the specified date of

the bid opening being declared a holiday for NISCAIR, the bids shall be opened

at the appointed time and location on the next working day.

1.6.2 Clarification of Bids (i) During evaluation of the bids, NISCAIR may at its discretion, ask the Bidder for

clarification of its bid. The request for clarification and the response shall be in

writing and no change in price or substance of the bid shall be sought, offered or

permitted.

(ii) No Bidder shall contact NISCAIR on any matter relating to its bid, from the time of

the bid opening to the time the contract is awarded. If the Bidder wishes to bring

additional information to the notice of NISCAIR, it should be done in writing.

(iii) The tenderers could also be called for discussion and could also be allowed to

modify their technical bids to suit the organization’s requirement. The idea is to

arrive at a threshold level of acceptability above which all the bidders shall be

treated on par. Those whose technical specifications do not reach the threshold level

of acceptability shall be rejected as technically unsuitable.

(iv) Any effort by a Bidder to influence NISCAIR in its decisions on bid evaluation, bid

comparison or empanelment/contract award decisions may result in rejection of the

Bidder’s bid.

1.6.3 Evaluation of Technical Bid

( i ) Prior to the detailed technical evaluation pursuant to Clause 1.4.2, NISCAIR will

determine the substantial responsiveness of each bid to the Bidding Documents.

For purpose of these Clauses, a substantially responsive bid is one which conforms

to all the terms and conditions of the Bidding Documents without material

deviations.

(ii) A bid determined as not substantially responsive will be rejected by NISCAIR and

may not subsequently be made responsive by the Bidder by correction of the non-

conformity.

(iii) The Technical bid evaluation will be done on the basis of bidder’s response to

“Model Response Format” furnished in Clause 1.4.2.

(iv) NISCAIR Technical Team may visit any time the Bidder premises to evaluate the

information provided in Model Response Format” furnished in Clause 1.4.2.

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1.6.4 The bidders short-listed by NISCAIR based on evaluation of their technical bids

may be called for detailed discussions to a team selected by NISCAIR for the

purpose, at a specified date, time and venue, if needed.

1.6.5 Opening of Financial Bids

(i) NISCAIR will open the Financial bids of only those bidders which have been

found to be technically qualified to undertake the job, pursuant to Clause 1.6.3.

(ii) The Financial Bids of the technically qualified bidders shall be opened in the

presence of their representatives, who choose to be present, on a specified date

and time and Venue.

(iii) The date and time of opening of financial bids shall be informed to the technically

qualified bidders only.

1.6.6 Evaluation and Comparison of Bids

(i) Arithmetical errors will be rectified on the following basis: If there is a

discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total

price shall be corrected. If the Vendor does not accept the correction of errors, its

bid will be rejected. If there is a discrepancy between words and figures,

whichever is higher of the two shall be taken as bid price.

(ii) Bidders shall state their bid price for the payment schedule outlined in the Clause

2.4. Bids will be evaluated on the basis of this base price. Bidders are, however,

permitted to state an alternative payment schedule and indicate the reduction in

bid price they wish to offer for such alternative payment schedule. NISCAIR may

consider the alternative payment schedule offered by the selected Bidder but it

may not be binding on NISCAIR.

1.7 Empanelment/Award of Contract

1.7.1 Empanelment/Award Criteria

(a) Subject to Clause 1.7.4, NISCAIR will empanel the successful Bidder(s) whose

bid has been determined to be substantially responsive and has been determined

as the best evaluated bid provided further that the Bidder is determined to be

qualified to perform the Contract satisfactorily.

(b) NISCAIR at its discretion may prepare a panel of Two High Quality

Scanning/Imagesetting firms, the jobs can be given to a firm which execute

quality works within a tight schedule as and when required.

(c) The lowest quoting vendor (LQ-1) will be determined as per criteria given at

footnote given under Financial Bid.

(d) LQ-1 will have to match the Lowest determined rates of all the items of each

quoted configuration together with optional items quoted by any of the responsive

bidders. Lowest determined rates would be arrived at by taking lowest rates of

all the items quoted by the responsive bidders.

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(e) In case LQ1 refuses to match to lowest each item rates of other Bidders then LQ2

will be asked to match the lowest of each item rate and would be given

preference.

(f) The bidder offering the second lowest quote (LQ-2) will then be asked to match

the price of (LQ-1) and placed on the panel. If LQ-2 does not agree, LQ-3 will be

asked to match LQ-1. This way 3-4 bidders will be empanelled for a given period.

If L2 or L3 does not agree to match the rates quoted by L1, then L1 should be the

sole vendor.

(g) As far as possible, the work shall be entrusted to empanelled firms equally

(±15%) .

(h) In case, any one firm fails to meet the tight schedule and quality standards then

the work will automatically pass on to the other firm. So, quality work is most

important.

(i) This panel may be valid for a period of 24 months (TWO YEARS) from the date

of signing of contract/award initially. However, the contract may be extended or

curtailed at the discretion of the Director, NISCAIR, depending on the

performance of the firm.

1.7.2 NISCAIR’s Right to Accept any Bid and to Reject any or All Bids

NISCAIR reserves the right to accept or reject any bid, and to annul the bidding

process and reject all bids at any time prior to award of Contract, 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 NISCAIR’s action.

1.7.3 Notification of Award

(i) Prior to the expiration of the period of bid validity, NISCAIR will notify the

successful Bidder in writing by registered letter or by fax to be confirmed in

writing by registered or hand delivered letter, that its bid has been accepted.

(ii) The notification of Award will constitute the formation of the Contract.

1.7.4 Signing of Contract

(i) At the same time as NISCAIR notifies the successful Bidder that its bid has been

accepted, NISCAIR will send the Bidder the Contract Form as provided in

Chapter 6 of the Bidding Documents, incorporating all agreements between the

parties.

(ii) Within 7 days of receipt of the Contract Form, the successful Bidder shall sign

and date the Contract and return it to NISCAIR.

1.7.5 Performance Security

(i) The Vendor should furnish performance security to NISCAIR for an amount of

Rs. 80,000/- ..in accordance with the Conditions of contract (Clause 2.3), in the

Performance Security Form prescribed by NISCAIR (Annexure-1) or another

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form acceptable to NISCAIR. The payment will be released subject to the

production of this document.

(ii) Failure of the successful Bidder to comply with the requirement of Clause 1.7.4

or Clause 1.7.5(i) shall constitute sufficient grounds for the annulment of the

award in which event NISCAIR may make the award to the next evaluated bidder

or call for new bids.

1.7.6 Corrupt or Fraudulent Practices

(i) Vendors shall observe the highest standard of ethics during the procurement and

execution of the contract.

(ii) NISCAIR will reject a proposal for empanelment if it determines that the Bidder

recommended for empanelment has engaged in corrupt or fraudulent practices in

competing for the contract in question.

(iii) NISCAIR will declare a firm ineligible, either indefinitely or for a stated period of

time, if it at any time determines that the firm has engaged in corrupt or fraudulent

practices in competing for this bid, or in executing the contract.

1.7.7 Miscellaneous

(i) It will be imperative on each bidder to fully acquaint itself of all the local

conditions and factors which would have effect on the performance of the work

and its cost.

(ii) During the validity of this bid or during the extended period, if any, if the bidder

provides the same or equivalent services to any other Department/Organization in

India at a price lower than the price fixed for NISCAIR, the bidder shall

automatically pass on the benefits to NISCAIR.

1.8 Factors affecting the Chances of Empanelment

(i) The bidder should own all the facilities in single premises. The support facilities

should be fully owned and managed by the bidder.

(ii) The bidder must have

(a) Highend computers/MAC Work station

(b) Drum scanner or High-end Flatbed Scanner A3 Size

(c) Imagesetter A2/A3 size with higher resolution

(d) High speed Internet facility for receiving the file from e-mail (internet)

(e) Facility of output with imposition in one piece Formwise film positive

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(f) Facility to output from latest versions of MS Word, PageMaker, CorelDraw,

Photoshop, InDesign, Illustrator, Quark Express, WinZip and should be able to

output from EPS & PDF files and Scanned Tiff images files

(iii) Conformity with the Request for Bid/Tender required and conditions.

(iv) The assessment based on the response to Model Response Format

(v) The assessment of the capability of the bidder to meet the terms and conditions.

(vi) The assessment of the capability of the bidder with respect to facilities and

equipment/ machinery available with the printer.

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Chapter 2

GENERAL TERMS & CONDITIONS

2.1 Definitions and Interpretation

In this contract, the following terms shall be interpreted as indicated:

(i) “The Contract” means the agreement entered into between NISCAIR and the

Vendor as recorded in the Contract Form signed by the parties, including all the

attachments and appendices thereto and all documents incorporated by reference therein;

(ii) “The Contract Price” means the price payable to the Vendor under the Contract

for the full and proper performance of its contractual obligations;

(iii) “NISCAIR” means the organization intending to get Printing & Binding services.

It means and includes an officer who is authorised on behalf of the Director, National

Institute of Science Communication And Information Resources, Dr K S Krishnan Marg (NearPusaGate), New Delhi 110012.

(iv) “The Vendor” means the firm providing the desired services under this Contract;

(v) “The Site” means the NISCAIR Campus; and

(vi) “Day” means calendar day.

2.2 General Terms & Conditions of the Contract

1. Quotation must be submitted ONLY ON THE ENCLOSED PROFORMA and

every page must be signed by the authorised official of the quoting firm, failing which

it is liable to be rejected.

2. If the firm fails to execute the job within the stipulated time or leaves the job

incomplete or refuses to complete the work or takes more time than the schedule

fixed then the firm will be liable to be penalised @ 1% to maximum 10%. The

Director, NISCAIR, reserves the right to impose a penalty at his discretion. In

such cases, The Director, NISCAIR reserves the right to the termination of the

empanelment/contract without any advance notice and the firm will be black-

listed.

3. Bills will be accepted and admitted only after satisfactory completion of the work

and its approval. The firm should submit pre-receipted bills in triplicate

accompanied by the delivery challans.

4. The Institute reserves the right to terminate the contract at any time without

assigning any reason. In case of any dispute arising out of the job contract, the decision

of the Director, National Institute of Science Communication And Information

Resources will be final.

5. The Director, NISCAIR reserves the right to get any job printed from any printing

enlisted in panel.

6. There will not be any enhancement of rates quoted and approved during the

period of contract.

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7. In case of: (I) Default in maintaining time schedule and (II) Delayed and/or bad

quality work, penalty as per rules would be levied.

8. The firm would have to provide free messenger service for collecting the material

and delivery of scanned material at our Office.

9 The firm has to ensure safe custody of photographs, T.Ps., floppies, CDs/DVDs,

zips, Pen Drives etc. and in case of any loss or damage the firm would have to

make good the loss at his costs.

10. The inputting jobs have to be provided by the firm in DVDs/CDs at their

own costs. No extra payment would be made.

11. Sub-contracting is not allowed.

12. Final deductions in the bill on account of short supply or bad quality would be

done by the Institute.

13. This panel may remain valid for a period of 24 months (TWO YEARS) initially.

However, the contract may be extended or curtailed at the discretion of The

Director, NISCAIR, depending on the performance of the firm.

14. The Earnest Money (EMD) amounting to Rs 32,000/-(Rupees Thirty two

thousand only) by way of Demand Draft in favour of The Director, NISCAIR,

New Delhi issued by a scheduled bank, should accompany the original tender. All

tenders which are received without earnest money will be rejected.

15. The earnest money will be liable to be forfeited if the bidder withdraws or

amends, impairs or derogates from the tender in any respect within the period of

validity of his tender or fails to furnish the Security Deposit.

16. The earnest money can be adjusted against the Security Deposit required to be

furnished by the successful bidder.

17. Earnest Money is liable to be forfeited if the contractor selected for the work fails

to confirm the acceptance of the order within seven days from the date of

intimation to that effect or fails to start the work from the date of commencement

given in the work order.

18. Canvassing in connection with the tender is strictly prohibited and the tenders

submitted by the contractor who resort to canvassing will be liable to rejection on

that ground alone.

19. The award of Scanning/Image-setting work will be made on the basis of evidence

of their experience and performance in their respective areas and not merely on

the basis on lowest rate basis.

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20. The firm entrusted with NISCAIR’s Scanning/Imagesetting jobs shall execute the

work in the most business like manner maintaining optimum and high standards

in all respects, without any compromise at any stage of execution.

21. Firms are requested to please enclose a pre-receipt towards the receipt of their

earnest money so that the same may be returned to unsuccessful bidders.

22. Bids should be submitted in a SEALED COVER with quoting reference written

on the envelope in the name of Director, NISCAIR, DR. K.S.KRISHNAN

MARG, NEW DELHI-110 012. They will be received upto 12.30 P.M. on or

before Dated 14.02.2014 and will be opened at 15.00 P.M. on the same day at

NISCAIR Building, in the presence of the authorised representative of quoting

firm ( One member only).

23. Bids and/or earnest money (EMD) received after 12.30 pm on 20.01.2014

whether sent by post or delivered in person are liable to be rejected.

24. The Director, NISCAIR reserves the right to accept or reject any or all bids

without assigning any reason and engage more than one contractor for award of

Scanning/Imagesetting jobs.

2.3 Performance Security

( i ) The Vendor/Contractor should furnish Performance Security to NISCAIR for an

amount of Rs. 1,60,000/-(Rupees one lac sixty thousand only) valid up to 28

months from the date of implementation of the Contract.

(ii) The proceeds of the performance security shall be payable to NISCAIR as

compensation resulting from the Vendor’s failures to complete its obligation

under the contract.

(iii) The performance security shall be in one of the following forms

(a) A Bank guarantee from a scheduled bank in a form provided by NISCAIR

(Annexure-1) or another form acceptable to NISCAIR, or

(b) A Bankers Cheque or

(c) Demand Draft.

2.4 Payment Conditions Payment will be made within 30 days after receiving bills and satisfactory

execution of the jobs.

The Director, NISCAIR reserves the right to make suitable deduction from the

Bill in case scanning work is delayed and the quality is not found satisfactory.

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2.5 ARBITRATION

1. In the event of any question dispute / difference arising under the agreement or in

connection herewith (except as to matters the decision of which is specially

provided under this agreement) the same shall be referred to the sole arbitration of

DG, CSIR or his nominee.

2. The award of the arbitrator shall be final and binding on the parties. In the event

of such arbitrator to whom the matter is originally referred unable to act for any

reason whatsoever, the Director-General, CSIR shall appoint another person to act

as arbitrator in place of the out-going arbitrator in accordance with the terms of

this agreement. The arbitrator so appointed shall be entitled to proceed with the

reference from the stage which it was left by his predecessor or afresh as the case

may be.

3. The Arbitrator may give interim award (s) and / or directions, as may be required.

4. Subject to the aforesaid provision, the Arbitration & Conciliation Act, 1996 and

the rules made hereunder and any modification thereof from time to time being in

force shall be deemed to apply to the arbitration proceedings under this clause.

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Chapter 3

SCHEDULE OF REQUIREMENTS

The National Institute of Science Communication and Information Resources (NISCAIR)

is a constituent unit of the Council of Scientific & Industrial Research (CSIR). The R&D

Programmes being under taken at NISCAIR are geared towards meeting the information

needs of the different segment of the society. Apart from bringing out a variety of

scientific and technical publications, providing information services and training in

Science Communication, NISCAIR undertakes consultancy work in designing, editing

and publication of journals, books and reports etc. NISCAIR has also an active

programme in electronic publishing and undertake consultancy work in CD-ROM

publishing and IT facilities are also being developed.

NISCAIR is situated in Pusa Campus (near Pusa Gate), Dr K S Krishnan Marg,

New Delhi 110012. The campus of the Institute is spread over 2.4 hectare. It has a main

building 1790.60 m2 located almost in the Centre of the Campus surrounded by Front,

back and side lawns. The main building has ground plus two floors. Here is an annexe

building and five temporary structures (sheds) spread around the main building, and two

gates with security cabins at boundary of the campus.

3. Scope of Work and Requirements

It is planned to prepare a panel of Two Scanning/Outputting (Imagesetting) firms who

could provide High Quality Scanning/outputting services as per terms and conditions in

the tender document to our satisfaction.

NISCAIR is publishing/printing number of Books, Reports, Brochures, Covers,

Folders in single or multicolours and the scanning firm may be required to undertake

scanning jobs as and when required. The jobs are of highly prestigious nature and hence

their quality and schedule have to be scrupulously maintained. The total value of

Scanning/Outputting (Imagesetting) work may be around Rs. 16 lakhs during the period

of contract.

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In case there is any delay in supplying the scanning/outputting jobs to NISCAIR,

the Director, NISCAIR reserves the right to withdraw the job and no payment would be

made for any part of the job completed or in progress. The detailed technical

specifications and the items for which rates are required, are given in Chapter 4 & 5.

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Chapter 4

DETAILS OF TECHNICAL SPECIFICATIONS

1. SCANNING

(a) Four Colour Photo/TP

and provide Film Positives

2. SYSTEM INPUTTING (Including photo placement work, etc.)

(a) Black & White photo/T.P.

(b) Four Colour Photo/T.P

3A. SYSTEM OUTPUTTING

(a) Single Colour

(b) Two Colour

(c ) Three Colour

(d) Four Colour

3B. FORM MAKING

4. CAMERA PROCESSING

Negative Making

Negative + Positive Making

5. CONTACT UPS/Addl. Sets

6. PROOFING CHARGES

Machine Proofs

7. FERRO PRINT

8. SYSTEM CHARGES

Work (Rate per hour)

Signature………………………..

Name:…………………………...

Addrress:………………………..

Office Stamp:…………………...

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Chapter 5

FINANCIAL BID The price should be typed or neatly handwritten. Cutting & overwriting is not allowed, otherwise bid may be

rejected

SCANNING/SYSTEM OUTPUTTING

Quote your rates for the following: Items Estimated

quantity*

(per square

inch)

Rate per sq inch

Unit Rate

Total

( )

(In Figures)

( )

(In Words)

( )

1. SCANNING

(a) Four Colour Photo/TP and provide film positives

500

2. SYSTEM INPUTTING (Including scanning & placement work etc.)

(a) Black & White Photo/T.P. 200

(b)Four colour photo/T.P. 200

3A SYSTEM OUTPUTTING (including ferro charges for all the sizes)

(a) Single colour 50,000

(b) Two colour 10,000

(c) Three colour 10,000

(d) Four colour 1,00,000

3B FORM MAKING CHARGES

(4pp/8pp/16pp)

20,000 forms

…………………………………….. per form

4. CAMERA PROCESSING

(a) Negative Making 5000

(b) Negative + Positive Making 5000

5. CONTACT UPS/ Addl Sets

(a) Single colour 5000

(b) Two Colour 5000

(c) Four Colour 10,000

Total (Sl. No. 1 to 5):

6. PROOFING CHARGES

Machine Proofs (4pp/8pp/16pp)

……………………….per sq. inch

7. SYSTEM CHARGES ……………………….per hour

Note: . Service Tax/Vat as admissible is payable

Signature……………………………. Name………………………………...

Address:………………….…………..

Office Stamp…………………………

21

*Figures given in the column Estimated Quantity are just for the reference, actual work may

vary.

After determining basket rates, the priority of empanelment will be decided on basis of lowest in

sum total of rates quoted

for items from 1 to 5 of Financial Bid.

22

23

Chapter 6

CONTRACT FORM

This agreement made the…………………………….day of…………………….2013

between National Institute of Science Communication & Information Resources

(Hereinafter the “NISCAIR’’) of one part and

…………………………………………………………………………………………

(Name of the Vendor (Hereinafter the ‘Vendor’) of the other part.

Whereas NISCAIR invited bids for certain services, viz. Scanning/Imagesetting, and has

accepted a bid by the supplier for the supply of those services in the sum of

Rs……………………….………(Rupees ……………………………………….…only)

(Contract Prices in words and figures) (hereinafter called the ‘Contract Price’)

Now this agreement is witnessed as follows:

1. In this agreement, words and expressions shall have the same meanings as are

respectively assigned to them in the Conditions of Contract referred to.

2. The following documents shall be deemed to form and be read and construed as part

of this agreement, viz.,

(a) the bid form and the price schedule submitted by the bidder

(b) the technical specifications

(c) the General terms and conditions of the contract

(d) NISCAIR’s notification of award

24

1. In consideration of the payments to be made by NISCAIR to the Vendor as

hereinafter mentioned, the Vendor hereby covenants with the purchaser to provide

the services and to remedy defects therein conformity in all respects with the

provisions of the contract.

2. NISCAIR hereby covenants to pay the Vendor in consideration of the provisions

of services, the contract price or such other sum as may become payable under

the provisions of the contract at the times and in the manner prescribed by the

contract.

Brief particular of the Vendor are as under:

TOTAL VALUE:

In Witness whereof the parties hereto have caused this Agreement to be executed in

accordance with their respective laws the day and year first above written.

Signed sealed and delivered by the

Said……………………………………..….(for the purchaser)

In the presence of………………………………………….

Signed sealed and delivered by the

Said………………………………………...(for the supplier)

In the presence of………………………………………….

25

26

ANNEXURES/FORMATS FOR BID SUBMISSION

27

ANNEXURE - 0

Checklist for Bid Submission

The following check-list must be filled in and submitted with the bid/tender document:

1. EMD Yes/No

2. Technical Bid

1. Has the bid document been issued to you? Yes/No

2. Have you attached the bid form shown in Annexure-2 with duly signed

Tender Documents, being acceptance of Terms & Conditions?

Yes/No

3. Have you attached proof of Registered Office at Delhi? Yes/No

4. Have you attached a copy of the last audited balance sheet of your firm? Yes/No

5. Have you provided details of Scanning, Outputting, Machinery/Equipments

available with you?

Yes/No

6. Have you attached the copy of Registration of your Firm/Company? Yes/No

7. Have you attached copy of PAN Card Created by USER? Yes/No

8. Have you attached proof of Valid Service Tax Registration Certificate? Yes/No

9. Have you attached copies of relevant work orders? Yes/No

10. Have you attached Questionnaire in Annexure – 4? Yes/No

11. Have you enclosed samples of jobs? Yes/No

3. Financial Bid

1. Have you attached the Bid Form in the format shown in Annexure- 3? Yes/No

2. Have you attached the Price Schedule for the services offered in the format

specified in Chapter 5?

Yes/No

28

Please arrange your bid/tender document for each part as given below:

I. EARNEST MONEY DEPOSIT (EMD)

II. TECHNICAL BID

1. Registered Office at Delhi.

2. Bid Form (Annexure – 2) with duly signed Tender Documents, being acceptance of

Terms & Conditions

3. Copy of the last audited balance sheet of the company/firm.

4. Technical details of the services offered.

5. Copy of Registration of your Firm/Company/Office at Delhi

6. Copies of relevant work orders.

7. List of Designing, Scanning/Outputting/Machinery/Equipments.

8. Questionnaire (Annexure – 4).

9. Copy of PAN Card

10. Copy of Valid Service Tax Registration/VAT Certificate.

III. FINANCIAL BID

1. Bid Form (Annexure - 3).

2. Price Schedule for Services offered (Chapter 5).

29

ANNEXURE-1

PROFORMA FOR BANK GUARANTEE FOR PERFORMANCE SECURITY

(To be stamped in accordance with the stamp act)

Ref: : ……….…………………. Bank Guarantee

No………………………………

To

The Director

National Institute of Science Communication And Information Resources

Dr. K.S. Krishnan Marg, New Delhi 110 012

Dear Sir,

In accordance with the Award of “Scanning/Outputting(Imagesetting) Work” Contract at

NISCAIR, M/s……………………………………………(hereafter called the Vendor) having

their Registered/Head Office at……………………………………wish to avail the same. As an irrevocable Bank Guarantee against supply of goods and its warranty for an amount of

Rs…………… (Rupees ……………………………..……………), equivalent to the …….% of

the contract price is required to be submitted by the Vendor as a condition precedent for the award of contract, which amount is liable to be forfeited/adjusted on the happening of any of the

following:

1. If the Vendor withdraws his contract during the period of contract specified by the Vendor on the bid form.

2. If the Vendor, having been accepted the Award of contract

(a) fails or refuse to execute the contract within the stipulated time, i.e., 10 days (b) fails or refuse to provide the satisfactory services during the warranty period.

We, the………………………………………Bank at having our head office at……………………………….and local office__________________Guarantee and undertake to

pay immediately on demand by National Institute of Science Communication & Information

Resources, the amount of Rs…………………..…………………………..

(Rupees………………………………………………….) without any reservation, protest, demur and recourse. Any such demand made by National Institute of Science Communication &

Information Resources shall be conclusive and binding on us, irrespective of any dispute or

difference raised by the Vendor.

The Guarantee shall be irrevocable and shall remain valid up to ……………….., if any further

extension of any guarantee is required, the same shall be extended to such required period on receiving instructions from M/s________________________________on whose behalf this

guarantee is issued.

In witness whereof the bank through its authorised officer, has set its hand and stamps on this …………………. day of ………………… 2013.

Witness

1) Signature:……..…………………………

30

Name …………………………………..

Address………..…………………………

2) Signature ……………………………….

Signature……………………………..

Name:……………………………………

Name…………………………………

Address ………………………………… (Designation with

stamp)…………….

31

ANNEXURE - 2 BID FORM

(Technical Bid)

(To be submitted on the firm’s letter head and signed by an authorised person)

To

The Director

National Institute of Science Communication And

Information Resources

Dr K S Krishnan Marg

New Delhi 110 012

Ref : Bid Document No……………………

Date:………………………

Sir,

Having examined the bidding documents, the receipt of which is hereby duly

acknowledged, we, the undersigned, offer for Scanning/Imagesetting work as per the

schedule of requirements and in conformity with the said bidding documents.

We undertake, if our bid is accepted, to provide Scanning/Outputting(Imagesetting)

Services in accordance with the schedule specified in the bidding documents.

If our bid is accepted, we will submit a bank guarantee for the sum equivalent to

Rs…..…………. of the Estimated Contract Price for the due performance of the Contract,

in the form prescribed by the NATIONAL INSTITUTE OF SCIENCE

COMMUNICATION AND INFORMATION RESOURCES.

We agree to abide by this bid for a period of Ninety days after the date fixed for opening

and it shall remain binding upon us and may be accepted at any time before the expiration

of that period.

WE DECLARE

1. That we are equipped with adequate machinery for undertaking

Scanning/Outputting work of NISCAIR.

2. We hereby offer to supply the Services at the prices and rates mentioned in the

Financial Bid.

3. We enclose herewith the complete Technical Bid as required by you. This

includes:

● Bid form

● Copy of the last audited balance sheet of the company.

32

● Details of income tax registration and Income tax clearance certificate

● Technical details of the services offered

● Copies of relevant work orders

● Details of Machinery/equipment available with us for undertaking the jobs.

● Copy of Registration of Firm/Company.

4. We have carefully read and understood the terms and conditions of the bid/tender

documents and the conditions of the contract applicable to the bid document and

we do hereby undertake to provide services as per these terms and conditions.

5. Certified that the bidder is:

a sole proprietorship firm and the person signing the bid document is the sole

proprietor/constituted attorney of the sole proprietor,

or

a partnership firm, and the person signing the bid document is a partner of the firm and he

has authority to refer to arbitration disputes concerning the business of the partnership by

virtue of the partnership agreement/by virtue of general power of attorney,

or

a company and the person signing the document is the constituted attorney.

(NOTE: Delete whatever is not applicable. All corrections/deletions should invariably be

duly attested by the person authorised to sign the bid document)

6. We do hereby undertake, that, until a formal work order is prepared and executed,

this bid, together with your written acceptance thereof and placement of letter of

intent awarding the work order, shall constitute a binding contract between us.

Dated this day of……………. …2013 Signature of Bidder

Details of enclosures. Full Address

:………………………………

:………………………………

……………………………….

Telephone No

:…………………….………..

33

Telegraphic

Address:………………………

Fax No

:………………………………

E-mail :………………………………

COMPANY SEAL

ANNEXURE - 3

Bid Form (Financial Bid)

(on the letter head of the firm submitting the bid document)

To

The Director

National Institute of Science Communication And

Information Resources

Dr K S Krishnan Marg

New Delhi - 110012

Ref: Bid document No: ……………………..

Dated…...…………….

Sir,

Having examined the bidding/tender documents and having submitted the technical bid

for the same, we, the undersigned, hereby submit the financial bid for

Scanning/Imagesetting work as per the schedule of requirements and in conformity with

the said bidding documents.

We hereby offer to supply the Services at the prices and rates mentioned in the

Commercial Bid.

34

We do hereby undertake, that, in the event of acceptance of our bid, the supply of

Services shall be made as stipulated in the schedule to the Bid document and that we shall

perform all the incidental services.

We enclose herewith the complete Financial Bid as required by you. This includes:

• Bid Letter

• Price Schedule (Chapter 5)

• Statement of deviations from Financial Terms and Conditions

(if any)

We agree to abide by our offer for a period of 90 days from the date fixed for opening of

the bid documents and that we shall remain bound by a communication of acceptance

within that time.

We have carefully read and understood the terms and conditions of the bid document and

we do hereby undertake to abide as per these terms and conditions. The Financial

Deviations are only those mentioned in the statement of deviations from financial terms

and conditions.

Certified that the bidder is:

a sole proprietorship firm and the person signing the bid document is the sole

proprietor/constituted attorney of sole proprietor,

or

a partnership firm, and the person signing the bid document is a partner of the firm and he

has authority to refer to arbitration disputes concerning the business of the partnership by

virtue of the partnership agreement/ by virtue of general power of attorney,

or a company and the person signing the bid document is the constituted attorney.

(NOTE: Delete whatever is not applicable. All corrections / deletions should invariably

be duly attested by the person authorised to sign the bid document.)

We do hereby undertake, that, until a formal work order is prepared and executed, this

bid, together with your written acceptance thereof and placement of letter of intent

awarding the work order, shall constitute a binding contract between us.

35

Dated this day of…………………. 2013 Signature of Bidder

Details of enclosures: Full Address

:………………………………

……………………………….

……………………………….

Telephone

No…………………………….

Telegraphic

Address:……………………..

Fax

No……………………………………

E-

mail:……………………………………

COMPANY SEAL

36

ANNEXURE - 4

QUESTIONNAIRE

Do You Have the following Facilities

1. SCANNER Qty/Make

Drum Scanner/Flatbed Scanner Yes No

Size : A3 Yes No

Should be able to Scan : (i) Transmission; (ii) Reflection and

(iii) Text Data

Yes No

Resolution above 2000 DPI Yes No

Screen Ruling ( min 150 LPI) Yes No

2. IMAGE SETTER

Size : A2/A3 Yes No

High Resolution Yes No

Form Making Facility Yes No

3 LATEST VERSIONS OF SOFTWARES Yes No

4. PROOFING

Facility to provide digital colour laser proof of designs Yes No

Facility to provide machine proofs of the scanned material. Yes No

Facility to Provide Ferro Print of the formwise positives Yes No

5. PROCESS CAMERA Yes No

Signature……………………….

Name:………………………….

Addrress:………………………

Office

Stamp:…………………...