NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES
(CSIR)
Section I
BID/Tender Document for Preparing of Data Sheets for Books/Monographs/
Thesis and its Data Entry using CDSISIS/WINISIS Software.
(i) Date of release of Tender: 23/3/2005
(ii) Last date for Submission of Bids : 11/4/2005
At NISCAIR Book SHOP Time 13.00 Hrs
(Ground floor)
(iii) Date of Opening Bid : 11/4/2005
Time : 15.00 Hours at NISCAIR, Dr. K S Krishnan Marg,
New Delhi 110012
National Institute of Science Communication and Information Resources
Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi-110012
Bid Document……………………………….
Date of Issue…………………………………
Name of the Firm: ………………………………………………….
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Important Notice
An incomplete offer and/or Late bid is liable to be ignored. To aid the bidders in submitting complete offers, a checklist is included in the bid document (Annexure -). The bidders must fill this and submit along with their offer in their own interest.
INVITATION FOR THE BID
1.1 Sealed bids are invited for the preparation of datasheets and data entry of the prepared information using CDSISIS/WINISIS software.
Contact Person: 1. Dr. Narendar Kumar, NISCAIR,
14 S V Marg, New Delhi-110067
2. Ms. Najma Rizvi, Sr. Librarian, School of Planning &
Architecture (SPA), I P Depot., New Delhi
1.2.1 The bids complete in all respects should reach NISCAIR, Dr. K S Krishnan Marg, New Delhi-110012 latest by 1.00 P.M. on 11/4/2005. The bids will be opened on the same day at 3.00 P.M. in the presence of bidders who choose to be present at the Conference Hall, NISCAIR, Dr K.S. Krishnan Marg,
(Near Pusa Gate) Ph: 25849787 Fax: 25847062, 25849949,
e-mail: Website: www.niscair.res.in
2.1 Introduction
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 undertaken at NISCAIR are geared towards meeting the information needs of the different segment of the society and institutions. The institute also helps other institutions in computerizing their library records.
2.2 Scope of work including technical specifications:
2.2.1 Data sheet Preparation
Data sheet of 30,000 publications (Monographs including thesis) have to be prepared directly from accessioned School of Planning & Architecture library documents in the format given in annexures 1 and 2, at SPA Library. ITO, New Delhi under the supervision of the Librarian, SPA and Project Leader/staff of NISCAIR. 1000-1500 datasheets should be prepared per day and this work should start atleast two weeks before the data entry work starts. The books will have to be removed for data sheet preparation from the racks and reshelved at the proper place in the same sequence by the vendor. The vendor should employ Lib.Sci. qualified (B.Lib. & M.Lib.) & experienced staff for the work.
2.2.2 Data entry:
1. Data should be entered from the prepared data sheet using CDSISIS/WINISIS software in its database structure with 100% accuracy. The average number of characters in all type of records may be 800.
2. The entered data should be submitted on daily basis in lots of atleast 1000 records alongwith printouts of good readable quality for proof reading.
3. The proofread printouts will be returned back to the vendor for carrying out the correction and the corrected data should thereafter be submitted within 2-3 days on a regular basis. Alternatively, the vendor may depute staff to carryout the corrections at SPA premises itself directly on the computer but it is totally on the discretion of SPA Librarian. The computer facility in that case shall be made available by the SPA Librarian.
4. Data entry work has to be carried out at the vendor’s place using his machinery and material.
2.3 Time Schedule:
The work will have to be completed within a period of three months from the date of starting the work. The work will have to be started within fifteen days of despatch of award letter by the NISCAIR.
3. Penalty conditions:
1. While checking the data sheets, if the error percentage increases more than 10% in any lot of 1500 records, the same lot will have to be rechecked and redone by the vendor at his cost.
2. If such type of error occurs in more than 10 lots the contract would stand cancelled.
3. Likewise, the above two clauses shall stand for data entry work also.
4. In case, there is any delay in the job, 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.
5. In case, the bidder fails to provide the services referred, to the satisfaction of the Director, NISCAIR, he shall have the right to deduct a sum which is proportionate to the extent of work not performed or performed unsatisfactorily plus any reasonable sum to the extent of 30% of their bill as liquidated damage. The decision of the Director, NISCAIR shall be final in this regard and binding on the bidder.
6. The names of workmen deployed at SPA library shall be intimated to the SPA Librarian and the bidder will be responsible for any mishap, theft, loss, misbehavior, happening because of the staff deployed by him.
4. Preparation of Bids
The bid prepared by the bidder shall be provided in the following Model Response format:
Model Response Outline
1. Standing of each bidder – past experience and performance in the works of library publications related to datasheet preparation & their data entry during the last five years.
2. List of other Govt. Departments and Public Sector units for which the bidder is having the similar type of contracts and a certificate regarding satisfactory performance of the contract.
3. Level of agreement with the proposed terms and conditions.
4. Copy of the audited balance sheet of the vendor for the year 2002-03 and 2003-2004 indicating the Turnover in works related to datasheet preparation & data entry.
5. Bidder will provide documentation establishing bidder’s capabilities and qualifications to satisfy Niscair that the bidder will assume the total responsibility for the satisfactory execution for Data Sheet Preparation and Data Entry works.
6. Copy of registration of Company.
7. Details of subcontractors and agreements thereon.
8. Bidders are expected to enclose samples demonstrating their capabilities
9. Availability of internet access and related facilities Bidder to give address of their
Website if applicable.
10. Total regular qualified manpower (B.Lib. & M.Lib) and manpower on contract available with the bidder.
11. The bid shall indicate the unit prices for each and every item indicated in the specifications.
12. 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.
13. 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.
5. Submission of Bids
5.1 Sealing and marking of Bids
(i) The outer envelope containing bid shall be addressed to THE DIRECTOR, National Institute of Science Communication and Information Resources, Dr. K S Krishnan Marg, New Delhi-110012.
(ii) 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.
(iii) Telex, cable or facsimile bids will be rejected.
5.2 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 NISCAIR and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.
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.
6 Clarification of Bids
(i) During evaluation of the bids, NISCAIR may at its discretion, ask the bidder 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) 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.
6.1 Evaluation of Bids
(i) Prior to the detailed evaluation pursuant to clause 3.4, 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 bid evaluation will be done on the basis of bidder’s response to “Model Response Outline”
(iv) If there is any discrepancy between the price quoted in figures and words, whichever is the higher of the two shall be taken as the bid price.
(v) Bidders shall state their bid price for the payment schedule outlined in the
Clause 9.2 of section II. 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.
7. Empanelment/Award of Contact
7.1 Empanelment/Award Criteria
(a) Subject to Clause 3 & 4, NISCAIR will empanel the successful bidder(s) whose bid have been determined to be substantially responsive and have been determined as the best evaluated bid provided further that the bidder is determined to be qualified to perform the contract satisfactorily.
(b) As it is planned to prepare a panel of firms engaged in works related to datasheet preparation and data entry, the jobs can be given to a firm who execute quality works within a tight schedule as and when required.
© NISCAIR as an option may ask the bidders who are lower in rank to match rates of the lowest bidder and decide about the award of job, to them also.
(d) As far as possible Merging of NISCAIR Library Collection with NSL Collection Data Sheet Preparation & Data Entry work shall be entrusted to empanelled firms in tune with the equipment and machinery installed and quality of performance. As such, the empanelled firms shall execute the work as may be entrusted, as per mutually acceptable schedule of production and schedule of delivery in a business-like manner. Refusal to accept and execute the work orders shall be viewed as violations of the provisions of the terms of agreement.
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.
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.
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 agreement as per Form provided in Annexure –4 of the Bidding Documents, incorporating all agreements between the parties.
(ii) Within three (3) days of receipt of the Contract Form, the successful bidder shall sign and date the Contract and return to NISCAIR.
7.5 Performance Security
(i) The Vendor should furnish performance security to NISCAIR for an amount of Rs.15000/- in accordance with the Conditions of contract (Clause 4.3), in the Performance Security Form prescribed by NISCAIR (Annexure-2) in the form of Bank Guarantee or another form acceptable to NISCAIR. The payment will be released subject to the production of this document. Risk cost will be recovered from the contractor.
(ii) Failure of the successful bidder to comply with the requirement of Clause 3.7.4 or Clause 3.7.5(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.
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.
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.