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TENDER DOCCUMENT (No. EXAM-101/2011)

Printing/ Supply & Scanning of

Reflex Sheets (ICR / OMR Readable)

cum Bar Coded Answer Book, Practical /Supplementary Answer Book.

Date of issue- 18th October 2011 up to 12 Noon

Tender Document 1. Website - www.rgpv.ac.in

Can be Obtained Required to submit additional DD of Rs.2000/ at the time of submission of the tender Document,

2. On payment of Rs 2000/- only by DD from Rajiv Gandhi Proudyogiki Vishwavidyalaya, Bhopal

Last Date of Submission- 18th October 2011 up to 3 P M

Date of Opening of Technical Bid - 18th October 2011 at 4 P M

Rajiv Gandhi Proudyogiki Vishwavidyalaya,MP

(State Technologycal University of Madhya Pradesh, India)

Airport Road, Gandhi Nagar, Bhopal - 462 033. Phone :- 0755- 2678855 Fax – 0755 - 2742006

Website:-www.rgpv.ac.in

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Rajiv Gandhi Proudyogiki Vishwavidyalaya,MP

(State Technologycal University of Madhya Pradesh, India)

Airport Road, Gandhi Nagar, Bhopal - 462 033. Website:-www.rgpv.ac.in

Tender Form Price Rs. 2000/- (No. Exam-101/2011) DD No. ________ Date : ____________ For

Printing/ Supply & Scanning of

Reflex Sheets (ICR / OMR Readable)cum Bar Coded Answer Books and Printing/ Supply of Practical /Supplementary Answer Books.

Name(s) of the Tenderer(s) : - (i) ____________________________________

Address for Communication: - ______________________________________

________________________________________________________________

City__________ Distt ___________ State___________ PIN No. --------------

Phone Number’s : (O) 0______ ___________, ____________ __________

Mobile No.-1.Mr. ________ _____ (M)_____

2.Mr. ________ _____ (M)_____

Fax No : ___________________ Email ID –

Sales Tax Registration No . _______ Income Tax PAN Number __________

Service Tax Registration No. _________________________

Not Transferable

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INTRODUCTION

Rajiv Gandhi Proudyogiki Vishwavidyalaya, M.P. (State Technological University of MP, India), Bhopal Established in 1998 by Govt of Madhya Pradesh Act 13 of Vidhan Sabha, RGPV is functioning in the domain of Engineering and Technological Education and Research in whole of the Madhya Pradesh.

Rajiv Gandhi Proudyogiki Vishwavidyalaya, M.P. is marching towards development into a centre of excellence in the arena of Technical Education, Research and Innovations. Under its umbrella there are 05 UTD’s, 211 affiliated Engineering Colleges, 94 Pharmacy Colleges, 04 Colleges of Architecture, 44 MCA Institutions and also 40 Engineering Colleges running MCA Courses imparting Graduate level instructions running around 17 under graduate level courses, 89 Polytechnic institutions offering 44 diploma level courses in emerging and conventional disciplines. Situated amidst an aesthetic and hilly surrounding, the University is now offering PhDs and 11 post-graduate courses as well as five dual degree (BE+M.Tech/MBA) in the Teaching departments.

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TERMS & CONDITIONS

1.0 General Terms

a. The last date and time for the acceptance of the tenders is 18 Oct, 2011 up to

3.00 p.m. The technical bid will be opened on the same day by 4.00 p.m.

b. Main Eligibility - The bidder should be a profit making company for the

preceding 3 financial year with on average turnover of 5 crores or more.

Copies of Audited balance sheets & Copies of IT returns for preceding 3 years

are to be enclosed.

c The bidder(s) should meet the Eligibility criteria mentioned in clause 2.0 and

3.0 of the tender document.

2.0 Additional Eligibility Criteria of the Printing & Supply of Reflex Sheets (ICR / OMR Readable)cum Bar Coded Answer Books.

a) The tenderer / bidder should be a Registered Company under Companies act

1956 and ISO certified company. Copies of registration certificate,

Memorandum / Association of articles and ISO certification to be enclosed with

the bid.

b) The bidder should be an IBA approved security printer with facility to print

‘On-line’ VDP bar-coded OMR integrated answer sheets.

c) The bidder should submit documentary proof that they have a daily capacity to

print and manufacture a minimum of 1 lakh A4 size bar coded cum ICR / OMR

Answer Top Sheets with online digital printing process, along with three

security features. 1. Barcode, 2. Invisible / UV Ink, 3. Micro Lettering.

d) The bidder should have a capacity to print & supply entire quantity of bar coded

cum OMR answer sheets & answer books within 15 days from the date of order.

e) The bidder should have facility to execute the jobs in single pass process, i.e. 4

colour web off-set printing machines with inkjet systems installed on it with

online sheeting process. The bidder should submit documentary proof of

invoices for purchase of all equipments in case of imported equipment custom

clearance proof of the specified equipment should be submitted. The bidder

should submit documentary proof that they are capable of printing the schedules

through ‘Single Pass Operation’.

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f) The bidder should have expertise in carrying out variable data printing activities

using non- impactable printer for Government or Corporate sector as evidence

from past experience. As an evidence to above, documentary proof of having

undertaken and completed within a period of one month at least one contract

involving static, variable and barcode printing of 20 Lakhs A4 pages should be

furnished.

g) The successful bidder should have the capability to design the OMR and ICR

form in-house along with random generated bar code as required by the

tendering authority.

3.0 Eligibility Criteria of the Scanning and Processing Agency

a) The tenderer / bidder should be a Registered Company under Companies act

1956 and relevant ISO certified company. Copies of registration certificate,

Memorandum / Association of articles and ISO certification to be enclosed

with the bid.

b) The bidder should have Scanning, Processing and evaluation of Examinations

with ICR and OMR Technologies as key Business area for the last five years.

c) The bidder should have experience of carrying out scanning and result

declaration related services for minimum of 2 reputed organizations in India

during last 2 years. The bidder should have scanned and processed a minimum

of 20 Lakhs of ICR / OMR sheets for the projects mentioned above. Proof of

experience should be enclosed with the bid.

d) The bidder should have experienced manpower, Hardware and Custom Built

Application Software for ICR / OMR scanning, Data capturing, data storage and

processing solutions.

4.0 Evaluation Criteria Considering the sensitiveness of the work, the University reserves the right to

choose the Best Value Bidder based on techno-financial considerations, by giving due

weightages to both aspects.

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5.0 Other Requirements

a) The entire work intended to tender is highly confidential, hence the bidder

should maintain absolute confidentiality while carrying out the work. The

successful bidder neither shall nor outsource sublet any activity or process

related to the entire process within the scope of the tendered work.

b) The paper of the OMR answer sheet shall be of 105 GSM, Map litho paper of

approved ‘A’ grade mill.

c) The bidder shall print, supply, pack and deliver the Bar coded cum OMR

Answer sheet as required by the tendering authority.

d) The successful bidder shall install adequate number of ICR / OMR scanners to

execute the work within stipulated time along with the requisite software at their

own cost.

e) The successful bidder shall employ sufficient number of persons for scanning,

data compilation and data delivery to complete the tendered work within the

stipulated period mentioned by the tendering authority. Bidder’s employee list

with technical qualification to be enclosed.

f) Premises for carrying out scanning, processing and storing of data, with and

stabilized power will be provided by the tendering authority.

g) All the other equipment like Scanners, Servers, Workstations, Data Storage

Devices and Manpower will be provided by the tenderer.

EMD :

h) The tenders must be accompanied with Earnest Money Deposit of Rs .5.00

Lakhs (Rupees Five Lakhs only). The said amount may be paid in the form of

Demand Draft Drawn on a nationalized bank, payable at Bhopal in favor of

Registrar, RGPV, Bhopal separately in the envelope No. 1

6.0 The tenders, not complying with the above requirements, shall be summarily

rejected. Each page of the tender shall be singed in full and stamped with the

seal by the tenderer. The tenderer must clearly state in what capacity he or she is

signing the tender. In case the tenderer is signing the tender on behalf of other

directors, he/or she must attach, with the tender, the necessary Power of

Attorney. In absence of such a Power of Attorney, all directors shall sign the

tender.

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7.0 The tenderer shall submit the tender in three envelopes viz. “Envelope No.1”

“Envelope No.2”and “Envelope No.3” addressed to the Registrar, RGPV,

Bhopal

.

i) Envelopes No.1 which contains the EMD amount in the form of Demand Draft

Drawn on a nationalized bank, payable at Bhopal in favor of Registrar, RGPV,

Bhopal separately and should be marked with “Envelop No-1-EMD” on the top

of the envelop.

j) Envelopes No.2 which contains the technical specification, eligibility will be

treated as technical bid.

k) Envelope No.3 which will contain the financial rates for the items mentioned in

the Part I and Part II of Annexure-B will be treated as financial bid.

l) Tender document downloaded from website must accompany a DD of Rs

2000/= (Tender Cost) in a separate plain envelop to be produced at time of

submission of the Tender Document

8.0 The scanning work, data entry and processing work should be carried out at the work

place of Examination Brach of RGPV.

9.0 The Financial & Technical bid shall be submitted in two different envelopes as

follows.

1) Technical bid (Envelope No.2)

a. This envelope shall be clearly marked on the top as given below.

“Envelope No. 2 : Technical Envelope”

(Contains only eligibility & technical specification)

b. The Envelope No.2 contains all the technical specification as per the

requirement as mentioned in the clause No. 2.0 in Terms and Conditions of

tender forms. This envelope No.2 shall contain the following information /

required documents.

i) Forwarding letter

ii) Earnest Money Deposit in the form of Bank Draft form the

nationalized bank for an amount of Rs.5.00 Lakhs.

iii) Photocopy of Memorandum of Association Articles of Associations

filed before Registrar of Companies.

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iv) Audited financial Results for the past three financial years, including

certified balance sheets, profits and loss accounts of the members of

joint venture / consortium partners.

v) Income Tax returns Sales Tax returns and clearance Certificates for the

past three years.

vi) Requisite solvency certificates of the applicant..

vii) Power of attorney.

viii) Other related documents as mentioned in the tender.

2) Financial Bid. (Envelope No.3)

This envelope shall be clearly marked on the top as given below.

“Envelope No.3: Financial Bid”

(It contains only financial bid)

This envelope shall contain the following information / documents.

a. Covering Letter

b. Duly filled prescribed tender form with proper seal and signature of authorized

person on each paper of tender.

c. Bidder should offer one price for each Item and should not offer multiple

options.

d. Original bid document and common set of deviations duly signed in token of

acceptance.

e. Any other details which may be relevant to the financial aspects of the project.

f. Amount quoted in the financial bid should be written cleanly and neatly in

figure as well as in words.

10.0 All these three sealed Envelopes shall be put together in one common envelope No-4 . This common sealed envelope shall be marked on the left hand top corner Bid for “ TENDER DOCCUMENT - (No. EXAM-101/2011) Printing/ Supply & Scanning of Reflex Sheets (ICR / OMR Readable) cum Bar Coded Answer Book and Practical /Supplementary Answer Book. “

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11.0 Tenders, not accompanied by the requisite amount of earnest money deposit are liable

to be rejected.

12.0 Tenderer should read carefully all the instructions and terms and conditions etc.,

before registering rates in the prescribed schedule of the tender. All Taxes such as the

VAT, service tax etc. should be included .

13.0 The tenders shall be opened by the Committee in the Senate Hall of the University on

18 Oct, 2011 at 4 p.m. in presence of the tenderers or their authorized representative

who are present at the time of opening of the tenders.

14.0 The Technical bid will be opened first and evaluation will be done as per Technical

requirements.

15.0 Technically qualified bidders should demonstrate their competence in scanning, Data

Capture, error correction and Image Retrieval System. The bidder should design, Print

and supply around 100 sheets as per RGPV requirement and bring them for

demonstration. The bidders should bring their Hardware, Software, Scanners etc for

the demonstration.

16.0 Right to reject any or all tenders without assigning any reasons there for, is reserved

by the RGPV, Bhopal, M.P.

17.0 Conditional offers are liable to be summarily rejected.

18.0 The offer made by the Tenderer / Supplier shall be opened for acceptance for 60 days

after the last date of submission of tender.

19.0 The period of the contract is One Year and can be extended for one more year.

20.0 After finalization of the tender as per the norms, the agreement shall be signed by

both the party’s i.e. successful tenderer & RGPV so as to enable the RGPV to issue

the work order. Successful tenderer required to submit Security deposit of Rs.

10,00,000/- with in seven days.

21.0 Right to procure the services of other tenderer in case of failure of successful tenderer

on the lowest rates, is reserved by the RGPV.

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22.0 Payment Terms and Conditions. (i) Table – I :- Printing & Supply of ICR / OMR cum Bar Coded Answer Book Top

Sheets.

a) Thirty Percent of the cost of printing will be released after delivery of

Bar coded, ICR / OMR Answer book top sheets and after testing and

acceptance of the same.

b) Balance Seventy Percent of the Printing Cost will be released after scanning

and Data Capture.

(ii) Table – II :- Scanning Work of ICR / OMR Answer book Top Sheet error correction and storing of scanned Data as Images in the Server.

c) Sixty Percent Payment of the cost of scanning will be released after scanning

and data capturing and submission of back up datas, to the tendering authority.

d) Forty Percent of the cost of scanning will be released after completion of

processing.

(iii) Table – III :- Printing & Supply of Practical/Supplementary Answer Books.

e) Payment will be released after receiving of material at F.O.R., RGPV, Bhopal.

Last Date for submission of Tender 18th October , 2011 by 3.00 P.M. Technical Bid will

be opened on the same day at 4.00 P.M. in the presence of the tenderers.

CERTIFICATE

Certified that all the terms & conditions mentioned in the tender documents are

pursued thoroughly before quoting above tender.

Station :

Date :

Signature of tenderer :

Name & Designation :

With office Seal :

(The Signed Copy of Terms and Conditions

should be submitted in the

Technical Bid).

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Annexure - B

(Please submit this in the Envelope No.3, Financial Bid)

To, Registrar Rajiv Gandhi Proudyogiki Vishwavidyalaya Airport Road, Gandhi Nagar, Bhopal - 462 033. Madhya Pradesh

Sir,

With reference to your tender notice published in the daily news paper of “_________________”, dated ______________. and the web site www.rgpv.ac.in. I herewith submit the rates for the Printing & supply of OMR reflex sheet cum Bar Coded Answer books, Practical/Supplementary Answer Books , and thereafter the Scanning Work of ICR / OMR reflex sheet error correction and Image Retrieval System etc.

Table – I Printing & Supply of ICR / OMR cum Bar Coded Answer Book Top Sheets.

Item No.

Description of work with detailed specifications

Number / Quantity

Rate Per Sheet (Rs.) INR

Inclusive of all taxes 1 Printing Supply of

- ICR / OMR reflex sheet cum Bar Coded Answer book top Sheet of 105 GSM Maplitho Paper of Grade A mill. The ICR / OMR reflex sheet cum Bar coded sheets should have three security features.

(1) Barcode (2) Invisible / UV ink printing (3) Micro lettering.

Size- 8.5” X 11.5” Other: As per sample Including cost of ruling stitching at Answer book top sheet Answer book of 32 pages of 60 GSM including printed cover page, Map litho Paper of Grade A mill. Size- 8.5” X 11.5” Other: As per sample

5,00,000

10,00,000

20,00,000

30,00,000

Rs. ---------------

Rs. ---------------

Rs. ---------------

Rs. ---------------

Date :

Place : Signature of Tender with Rubber Stamp

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Table – II :- Scanning Work of ICR / OMR reflex sheet error correction and storing of scanned Data as Images in the Server.

Item No.

Description of work with details Number / Quantity Rate per Sheet (Rs.) INR

Inclusive of all taxes 2 Scanning of ICR / OMR Answer

Book top sheet of the Candidates, Error correction, Storing of scanned Data as Images in the Server.

1,00,000

Rs. --------

Table – III- Printing & Supply of Practical Answer Book.

Item No.

Description of work with detailed specifications

Number / Quantity

Rate Inclusive of all taxes

1 Printing Supply of Practical Answer book of 6 pages- 60 GSM , Map litho Paper of Grade A mill. Size- 8.5” X 11.5” Other: As per sample

5,00,000

10,00,000

20,00,000

30,00,000

Rs. ---------------

Rs. ---------------

Rs. ---------------

Rs. ---------------

Table – IV- Printing & Supply of Supplementary Answer Book.

Item No.

Description of work with detailed specifications

Number / Quantity

Rate Inclusive of all taxes

1 Printing Supply of Supplementary Answer book of 10 pages- 60 GSM , Map litho Paper of Grade A mill. Size- 8.5” X 11.5” Other: As per sample

5,00,000

10,00,000

20,00,000

30,00,000

Rs. ---------------

Rs. ---------------

Rs. ---------------

Rs. ---------------

Date :

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Place : Signature of Tender with Rubber Stamp

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Annexure - A

Undertaking

(Please submit this in Envelope No.2 Technical Bid)

I herewith enclosed the Demand Draft / Pay order No. ________________________

dated ___________________ for Rs. 5.00 Lakhs (Rupees Five Lakhs only) drawn in favor of

Registrar, RGPV, Bhopal, Madhya Pradesh. towards the Earnest Money Deposit. We also

enclose herewith PAN, Sales Tax Registration Certificates/ Service Tax registration

Certificate for your perusal and record.

I / We undertake that if our tender is accepted, I / We will furnish requisite security

deposit after adjusting the amount of Earnest Money Deposit in the form of Demand Draft /

Pay Order.

I / We have read all the terms and conditions incorporated in the tender document and

same are accepted and binding on me / us and organization / company / joint venture

partners.

Until a formal contract is prepared and executed, this tender together with your

written acceptance there of and your notification of award shall constitute a binding contract

between us.

Date :

Place :

Signature of the Tender

With Seal and Stamp.

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