TENDER NOTICE
Sealed offers are invited directly from manufacturers or their authorized dealers for supplying, installation, testing & commissioning of CCTV System at premises of the Institute at ‘ICSI HOUSE, 22 Institutional Area, Lodi Road, New Delhi 110 003. The last date of receipt of offer in a sealed envelope super scribing as “Tender for CCTC System at ICSI, New Delhi Office” is on or before 14th June 2013 at 3.30 pm and addressed to
Shri Sutanu Sinha
Chief Executive
The Institute of Company Secretaries of India
‘ICSI House’, 22 Institutional Area
Lodi Road, New Delhi 110 003
The above may be submitted / dropped in a sealed tender box kept at the 3rd floor of the Institute’s premises or the same may be sent by post.
The Institute shall not be liable for any postal delays what so ever in receipt of tender and tenders received after the stipulated date and time shall not be entertained. Incomplete tender received shall be summarily rejected.
The Institute reserves the right to accept or reject any or all tenders including the lowest tender/s without assigning any reason at its sole discretion.
Joint Director (Admin)
THE INSTITUTE OF COMPANY SECRETARIES OF INDIA, NEW DELHI
TERMS AND CONDITIONS FOR TENDER FOR SUPPLY AND INSTALLATION OF CCTV SYSTEM AT INSTITUTE’S PREMISES AT NEW DELHI
A. General conditions /instruction for submission of bids/tenders
1. Sealed quotations are invited under two bid systems directly from the manufacturers /authorized dealer /OEM for supply and installation of CCTVs Systems at Institute’s office at New Delhi. The detail of the addresses of premises of the Institute is as under:
S. No. / Location / Address1. / Head Office (Delhi) / THE INSTITUTE OF COMPANY SECRETARIES OF INDIA
ICSI House
22, Institutional Area, Lodi Road
NEW DELHI – 110 003
2. The techno commercial bid should be in two separate sealed envelopes clearly mentioned as “Technical Bid” and “Commercial Bid” and both the sealed envelopes to be put into another envelope and it should be superscribed as “Tender for CCTC System at ICSI, New Delhi Office”.
3. The last date of receipt of sealed offer in a sealed envelope as mentioned above and addressed to the Chief Executive is on or before 14th June 2013 at 3.30 pm in a sealed tender box kept in the 3rd floor of a the Institute at ICSI House , 22, Institutional Area, Lodi Road, New Delhi – 110 003.
4. The Earnest Money Deposit (EMD) of Rs. 13,000/- (Rupees Thirteen Thousand only) in the form of Demand Draft/Pay Order drawn in favour of “THE INSTITUTE OF COMPANY SECRETARIES OF INDIA” payable at New Delhi only is to be submitted along with the technical bid.
5. In the first stage only technical bids will be opened for evaluation at 11.00 AM on 17th June 2013. The representatives of the bidders, if they wish, may remain present while opening of the technical bids.
6. Commercial bids of only those bidders whose technical bids are acceptable /qualified will be opened for the 2nd stage selection and the date of opening will be communicated to the qualified bidders only to present while opening of the commercial bids.
7. The EMDs of the unsuccessful bidders will be refunded without any interest after completion of the tender process.
8. The site can be inspected on any working days with prior intimation to Mr. G K Jose, Desk Officer, Phone: 011-45341091.
B. TECHNICAL BID
1. The bidder should be a manufacturer or authorized dealer/distributor. Necessary documents regarding valid authorization from the manufacturer and experience should be attached with the offers. Without any authorization letter from the manufacturer for submission of offers submitted by the dealers will be rejected.
2. The bidder should be having experience in the relevant field and must have installed similar facilities in various organizations / departments of Government of India / public sector units / statutory bodies / MNCs. Copies of necessary experience certificates from the clients should be enclosed.
3. Details of work completed /undertaken by the bidders in the past to set up equivalent facilities in government /corporate offices should be enclosed along with the addresses /email ids/telephone number of contact persons of the clients of different projects executed in the recent past.
4. Client lists should be enclosed along with addresses of the client/contact persons.
5. All relevant technical details of the offered equipment including brand name, specification etc., should be mentioned along with brochures/leaflets as per Annexure – 1. The brand of equipments proposed to offer shall be of reputed make.
6. The bidders should have TIN/VAT /Service tax no. as applicable and the same should be mentioned in their application.
7. Prices of all items should be quoted as per the commercial bid.
8. Each page of the bid both technical as well as commercial bid should be signed by the authorized person of the bidder. The copy of the board resolution being authorized signatory should be submitted along with the bid.
9. Technical support for after sales service as well as during the defect liability period at above mentioned location should be mentioned along with the detailed addresses of their branch offices/contact person.
10. Warranty /assurance letter from the manufacturer for technical support/back up for spare parts for at least five years from expiry of defect liability period is to be submitted.
11. Defect liability period – The defect liability period for whole system at above location is one year from date of installation and handing over. If any defects pointed out during this period the system or any equipments are to be rectified / replaced by the party (successful bidder) free of cost.
12. Breakdown response period – The party should attend the breakdown call immediately for restoration of the system so that work can be conducted without any hindrances.
13. Payment terms – The executed quantity may vary and the payment will be made as per the actual quantity executed/equipments supplied based on agreed unit rate. The stages of payment will be made as under:
(a) 90% of the total contract value/bill value will be released after full supply of equipments, installation, testing, commissioning and handing over.
(b) Balance 10% will be retained till expiry of the defect liability period i.e. one year from the date of handing over of equipments at all sites and same may be released against equivalent amount of bank guarantee.
14. Payment would be made through RTGS preferably and the supplier will have to give his account number along with bank code No. for transfer of funds through RTGS.
15. Training to the technicians/personnel of the Institute – The supplier shall have to arrange training to the technicians /personnel of the Institute for smooth operations of the equipments after handing over without any additional cost.
16. Operational/maintenance manual – 1set of operations /maintenance manual for smooth operation of the equipments are to be provided free of cost at each locations.
17. After technical evaluation if necessary a presentation /demonstration with proposed equipments only will have to be made by the qualified bidders for which date and time will be intimated.
18. The warranty and delivery period for equipments and software should be clearly mentioned. The supplier will be required to deliver and successfully install the equipments within 10 days from the date of issue of order.
19. The Institute being a statutory body set up under Act of Parliament does not have any LST/CST nos. and same along with way bill form will not be provided by the Institute.
20. The quoted price should be inclusive of all taxes applicable, delivery charges, transit insurance and installation charges.
21. The quoted rates must be competitive and there will be no further negotiation.
22. The quoted rate in the tender must be valid for minimum 60 (sixty) days from the date of opening of tender. The Institute reserves the right for seeking extension of validity of offered rates from the successful bidders.
23. Time being essence of contract, supply, installation and handing over must be completed within stipulated time as to be given in the work order/agreement. For any delay in completion beyond the completion period (to be mentioned in the order/agreement) penalty at the rate of 0.5% per week or part thereof subject to maximum 5% of the order value will be imposed and same will be deducted from the bill of the supplier.
24. If any materials are found defective after supply, the same are to be replaced by the supplier free of cost.
25. Escalation – No escalation in price will be allowed and price will remain firm during total period of execution for any increase/decrease in quantity.
26. Tenders received beyond the cut off time and without all the required documents and the EMD shall be liable for rejection.
27. If the supply of material including execution of the job delays by
(a) Acts of God
(b) Abnormally bad weather, or earthquake or floods or similar natural calamities
(c) Serious loss or damage by fire or
(d) Civil commotion, local combination of workers strike or lockout or
(e) Any other causes, which is the absolute discretion of the Institute and beyond supplier’s control.
Then any force majeure condition herein mentioned occur and continue for a period exceeding 15 days the parties hereto undertake to sit together and devise for expeditious and proper performance of the obligations of the parties under this order.
28. In case of any dispute or difference arising in relation to meaning or interpretation of this order, the same shall be referred to a sole arbitrator to be appointed by the Secretary of the Institute. The Arbitration and Conciliation Act, 1996 will be applicable to the arbitration proceedings and the venue of the arbitration shall be at New Delhi. The award of the arbitrator shall be final and binding.
C. FINANCIAL BID
1. The financial bid should contain the rate against each item (equipments), laying of cabling with PVC conduits etc. The bids with unclear terms will automatically be rejected.
2. The quoted rates should be Indian rupees only and same should be filled in both words and figures.
3. The commercial bids to only those bidders will be opened which are found eligible in the technical evaluations and the date of opening of the commercial bids will be communicated to the bidders qualified in technical evaluation.
4. An annual Maintenance Contract charge for whole system for above location after expiry of defect liability period for three years is to be quoted.
The Institute reserves the right to cancel the tenders without assigning any reason.
Joint Director (Admin)
ANNEXURE – 1
DETAILS TO BE FILLED BY THE BIDDER & TO BE SUBMITTED ALONG WITH THE TENDER BID
S.No. / Particulars of the Equipment / Details & description of Equipment to be Supplied including Brand & Make1 / High Definition Night Vision Fixed Internet Protocol (IP) Dome Camera
2 / High Definition Night Vision Fixed IP Box Camera
3 / Network Switch
4 / Network Rack
5 / Work Stations
6 / Network Video Recorder
7 / Hard Disk for Storage
8 / Central Monitoring Software
9 / HD Display Unit
10 / CAT 6 Cable
11 / PVC Conduit
12 / UPS
The make / brand of the equipments / materials proposed in the offer shall be of reputed make.
Signature of the Bidder
COMMERCIAL BID FORMAT
(TO BE SUBMITTED IN SEPARATE SEALED ENVELOPE)
S.No. / Item / Quantity / Unit Rate (Rs.) / Amount (Rs.)A / Supply of Equipments
1 / Night Vision 1.3 Megapixel HD fixed IP Dome Camera with (1280x960) resolution and with POE support / 5 Nos.
2 / Night Vision 1.3 Megapixel HD fixed IP Box Camera with (1280x960) resolution and with POE support and whether proof casing. / 6 Nos.
3 / 16 port Gigabit network switch of POE based / 2 Nos.
4 / Network Rack / 1 set
5 / Workstation / 1 No.
6 / Network Video Recorder with 32 Camera Support / 1 No.
7 / Hard-disk of capacity for storage of one month recording / 1 No.
8 / Central Monitoring Software for IP Cameras / 1 No.
9 / UPS of 1 KVA Capacity / 2 Nos.
10 / 32” HD Display Unit / 1 No.
Sub-total
VAT @
Total of (A)
B / Installation Charges (lumpsum)
Service Tax @
Total of (B)
C / Cabling
1 / Supplying & laying of CAT 6 cable including Taxes / 400 Mtrs.
2 / Supplying & laying of 25mm PVC conduit including Taxes / 400 Mtrs.
Total of (C)
Total Cost (A) + (B) + (C)
D / AMC for 3 years after completion of one year of warranty / defect liability period (excluding Service Tax)
1st year
2nd year
3rd year
Total (D)
E / Total cost for evaluation
(A) + (B) + (C) + (D)
The rates should be inclusive the cost of material and cartage. The quantity of cable and PVC conduit are approximate only and same may vary. However, payment will be made as per actual quantity used. Laying of Cable route and position of cameras are to be finalized in consultation with the official of the Institute. The control Room is proposed to be placed in the Basement.
Signature of Bidder