NATIONAL INSTITUTE OF SCIENCE COMMUNICATION & INFORMATION RESOURCES & INFORMATION RESOURCES (NISCAIR)
Bid Document
Request For Proposal (RFP)
For
Microsoft Office 2003 Indic/bilingual Suite (Academic)
(i) Last Date for Submission of Bids: 29-01-2007
Time: 14.30 Hours
(ii) Date of Opening of Bid: 29-01-2007
Time: 15:00 Hours
National Institute of Science Communication and Information Resources
Dr. K S Krishnan Marg (Near Pusa Gate), New Delhi- 110 012
Section – I
INVITATION FOR THE BIDS
For Supply and Installation of Microsoft Office 2003 Indic/bilingual Suite (Academic)
1.1 Sealed bids in two parts, i.e., Earnest Money Deposit (EMD) and Financial Bid valid for 90 days are invited from the authorized distributors, dealers and resellers of Microsoft Products for the supply and installation of Microsoft Office 2003 Indic/bilingual Suite as per details given below:
MS Office 2003 Pro Indic License (MOLP) with Software Assurance (Academic) / 230 *Media / 10
*Number may be increased
Bid should be submitted in duly sealed two envelopes (EMD and Financial Bid) and clearly marking the type of content on the envelope, bidder’s name & address on the top of the sealed envelops.
1.2 The bids complete in all respects addressed to the Director, NISCAIR should reach at the following address latest by 14.30 hours on 29.01.2007.
NISCAIR BOOK Shop
National Institute of Science Communication & Information Resources (NISCAIR)
Dr K.S. Krishnan Marg, Near Pusa Gate, New Delhi 110 012
Phones: 25843182; Fax:25849949 & 25847062;
E-mail:
1.3 The Bids will be opened in the Conference Hall of NISCAIR on the same day (last date of submission of the Bid) at 15:00 hours in the presence of bidders who choose to be present.
SECTION – II
TECHNICAL SPECIFICATIONS AND REQUIREMENTS OF SOFTWARE
INTRODUCTION
The National Institute of Science Communication & 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 segments of the society. NISCAIR is serving the scientific society by using modern IT infrastructure in a more effective manner and taking up new ventures in the field of science communication, dissemination and S &T information management systems and services.
NISCAIR organizes short-term courses, attachment-training programmes for persons requiring specialized training in the field of ICT. NISCAIR is the study centre of IGNOU sponsored programmes for BCA, MCA, B.Lib.Sci and M.Lib.Sci. courses.
LAN established in NISCAIR is functioning with about 650 nodes at the Pusa Campus as well as at the Satsang Vihar Campus. NISCAIR website, http://www.niscair.res.in, is being hosted on NISCAIR’s own server.
Eligibility Criteria:
1. Bidder should be authorized dealer, distributor or reseller of Microsoft products. A letter of authorization from Microsoft addressed to NISCAIR for this enquiry letter should be enclosed.
2. The bidder should have a support operating in or around Delhi and the telephone number for the same must be provided.
PAYMENT TERMS
Payment would be made 90% against satisfactory delivery, rest 10% after installation or after 60 days from the date of delivery which ever is earlier.
Earnest Money Deposit:
1. The bidder shall have to deposit EMD of Rs. 50,000/-(Rupees Fifty Thousand only) in the form of a Demand Draft or Bank Guarantee as per Annexure-I in favour of the Director, NISCAIR, New Delhi along with their bids. Cheques will not be accepted.
2. Any bid without EMD will be rejected and will not be opened.
3. Unsuccessful bidder’s EMD will be returned as promptly as possible but not later than 30 days after the expiry of the period of the validity prescribed by the purchaser.
4. Successful bidder’s EMD will be discharged when the bidder furnished the performance bank guarantee
5. The EMD may be forfeited: (a) if a bidder withdraws its bid during the period of bid validity specified by the bidder on the bid form. Or (b) In case of a successful bidder, if the bidder fails to acknowledge the order
DELIVERY & PENALTY
Within 4-6 weeks from the date of issue of Purchase Order. The delay in meeting the activities schedule will call for a penalty of Rs. 100/- per day per License upto a period of six weeks after that the order will deemed to be cancelled and EMD will be recovered/forfeited.
Deadline for Submission of Bids
( i ) Bids must be received by NISCAIR at the address given in Section-I not later than the time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received upto 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 the purchaser and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.
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.
Clarification of Bids
( i ) During evaluation of the bids, the Purchaser 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 the Purchaser 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 the Purchaser, it should be done in writing.
(iii) Any effort by a Bidder to influence the Purchaser in its decisions on bid evaluation, bid comparison or contract award decisions may result in rejection of the Bidder’s bid.
Evaluation and Comparison of Bids
Evaluation and Comparison of Bids will be made as per TABLE-I
Award Criteria
The Purchaser will award the Contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined lowest bid
Performance Security/Bank Guarantee
( i ) The Supplier should furnish performance security to the purchaser for an amount of 10% of the contract value, valid up to for 60 days after the warranty obligations.
(ii) The purchaser can deduct as compensation from the Performance Security/Bank Guarantee for failures on the supplier’s part to complete its obligation under the contract.
(iii) The performance security shall be in the form of a Bank Guarantee from a Scheduled Bank (Annexure – II) or A Bankers Cheque or Demand Draft
Notification of award
Prior to the expiration of the period of bid validity, the Purchaser will place a firm order or notify the successful Bidder in writing by fax to be confirmed in writing by speed post or hand delivery that his bid has been accepted.
Factors affecting the Award of Contract
1. All the goods to be supplied must bear reputed brands if bidder does not manufacture goods. Bidder must submit proof of authorization from manufacturer.
2. The bidder should have their own after sales support facilities. The support facilities should be fully owned and managed by the bidder.
3. The cost of the software products and the discount offered, if any
4. Director, NISCAIR reserved the right to cancel the tender or call a fresh bid.
TABLE - I
Estimated Quantity and Financial Bid Analysis
(All prices should be inclusive of taxes/VAT etc)
S. No. / Item2 / Quantity
3 / Unit Rate
4 / Total Price
5
1 / MS Office 2003 Pro Indic License (MOLP) with Software Assurance (Academic): / 230*
2 / Media / 10
3 / Training to 30 NISCAIR Staff on Software / 2 days
4 / Any other charges (if any)
TOTAL
*Number may be increased
NOTE
1. All prices should be inclusive of taxes/VAT etc.
2. For Financial bid comparison, the total value in Col. No. 5 shall be the basis.
3. The Bid should have col. 3 ´ col. 4 = col. 5. Any error in the Table of any bidder is liable to be out rightly rejected.
4. In case of discrepancy between unit price and total price, the unit price will prevail.
Signature of the Bidder
Name:
Business Address:
Date:
Place:
ANNEXURE-I
BID SECURITY FORM (EMD)
Whereas ……………………… 1(hereinafter called “the Bidder”) has submitted its bid dated ……………………….. (date of submission of bid) for the supply of ………..… ………………………….………… (name and/or description of the goods) (hereinafter called “the Bid”).
KNOW ALL PEOPLE by these presents that WE ……………………… (name of bank) of …………………………… (name of the country), having our registered office at …………………….. (address of Bank) (hereinafter called “the Bank”), are bound unto …………………… (name of Purchaser) (hereinafter called “the Purchaser”) in the sum of ……………………………… for which payment well 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:
- If the Bidder withdraws its Bid during the period of bid validity specified by the Bidder on the Bid Form; or
- If the Bidder, having been notified of the acceptance of its bid by the Purchaser during the period of bid validity:
(a) fails or refuses to execute the Contract Form if required; or
(b) fails or refuses to furnish the performance security, in accordance with the Instructions to Bidders.
We undertake to pay 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 that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.
This guarantee shall remain in force up to and including forty five (45) days after the period of the bid validity, and any demand in respect thereof should reach the Bank not later than the above date.
……………………………..
(Signature of the Bank)
______
1 Name of Bidder
ANNEXURE –II
PERFORMANCE SECURITY FORM
To ______(Name of Purchaser)
WHEREAS ……………………………………………….(Name of supplier) hereinafter called “the Supplier” has undertaken, in pursuance of contract No………………………….. dated ……………. 20 ……… to supply ……………………………..(Description of goods and Services) hereinafter called “the order”.
AND WHEREAS it has been stipulated by you in the said order that the supplier shall furnish you with a Bank guarantee by a recognised bank for the sum specified therein as security for compliance with the Supplier’s performance obligations in accordance with the order.
AND WHEREAS we have agreed to give the Supplier a Guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of ………………………………………………………………… (Amount of the Guarantee in Words and figures) and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the order and without cavil or argument, any sum or sums within the limit of …………………… (Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.
This guarantee is valid until the ……….. day of ………..20……….
Signature and Seal of guarantors Date …………………..20…….
Address :……………………….
………………………………….
………………………………….
All correspondence with reference to this guarantee shall be made at the following address:
______
(Name & address of the lab)