HARTRON/PROJ/CID/DoorFrameMetalDetectors/2013-14/Re
Tender for
Supply, Installation & Commissioning
of
Multi Zone Weather Proof
Water Proof
Door Frame Metal Detectors
TO
CID, HARYANA
Haryana State Electronics Development Corporation Ltd.
SCO 109, sector 17-B, Chandigarh – 160017
Ph. 0172-2710743,2714302 Fax 0172-2720113
e-mail:-
INDEX
Section I
1)Scope of work:
2)Eligibility Criteria for Bidders:
3)Schedule of Tender:
4)Earnest Money Deposit (EMD):
5)Period of Validity of Offer:
6)Language of the Bid Proposal:
7)Amendment of Tender Document:
8)Procedure for Submission of Bid:
9)Withdrawal of Bid proposal:
10)Contents of the Bid:
11)Evaluation of Bids:
12)Criteria for Disqualification:
13)Right to negotiate:
14)Acceptance of the Bid:
15)Cross Checking:
16)Absence of Specifications:
17)Cost involved in Tendering:
18)Earnest Money Refund:
19)Comprehensive Warranty:
20)SLA and penalty on SLA:
21)Release of Order:
22)Right to vary Quantities at the time of Award:
23)Right to accept any Bid and to reject any or all bids:
24)Changes in Technical Specifications:
25)Additional Information/Clarification:
26)Training:
Section II
2.1Prices:
2.2Transit Insurance:
2.3Change in the Minimum Specified Work:
2.4Changes in order:
2.5Delivery Period:
2.6Comprehensive Warranty Period and Maintenance Services:
2.7Price Fall:
2.8Inspection/Tests of the Items/Equipments:
2.9Invoicing:
2.10Condition of Items Supplied:
2.11Payment Schedule:
2.12Sub-Contracting of the order:
2.13Change in Company Structure:
2.14Compliance with Laws, Permits:
2.15Forfeiture of Earnest Money:
2.16Cancellation of Order:
2.17Consequences of Cancellation of Order:
2.18Un-avoidable Circumstances:
2.19Arbitration:
2.20Acquaintance with All Conditions:
Section III
3. Technical Specifications
Annexure – 1-A
Annexure – 1-B
Annexure-1-C
Annexure- 1-D
Annexure- 1 E
Annexure – 1-F
Annexure 1 G
Annexure – 1-H
Section I
Introduction
1)Scope of work:
Haryana State Electronics Development Corporation Ltd. (HARTRON), a State Govt. undertaking on behalf of CID Haryana invites sealed bids from the manufacturers/their authorized distributors for the supply, installation & commissioning of following item:-
Multi Zone Weather Proof & Water Proof Door Frame Metal Detectors – 25 nos.
Rugged carrying case preferably metallic – 5 nos.
2)Eligibility Criteria for Bidders:
2.1 Bidders General Qualifications:
- This RFP is open to all firms/companies from within India, who are eligible to do business under relevant Indian laws as in force at the time of bidding.
- Firm/company declared by GoH to be ineligible to participate for corrupt, fraudulent or any other unethical business practices shall not be eligible during the period for which such ineligibility is declared.
- Breach of general or specific instructions for bidding, general and special conditions of contract with GoH may attract a proceeding to declare a firm/company ineligible for a certain period or certain number of consecutive tender calls.
2.2. Minimum Eligibility Criteria:
- The bidder must comprise a single company.
- The bidding company must be in the related business of supplying security equipments for the last three years.
- The bidder should be a company registered & incorporated under the Indian Companies Act 1956. Partnership/proprietorship firms are also eligible to participate in the bid.
- The bidding company/OEM partner must be having valid ISO 9001 certification at the time of bidding.
- The Turn-over of the bidding company must be minimum Rs.1 crore (Rs. One Crore) in the last financial year i.e. 2012-13 with a consolidated Turn-over of Rs. 3 Crores (Rs. Three crores) for the last three years 2010-11, 2011-11 and 2012-13 from related business of security equipments. This must be bidding company’s turn over and not of its group of companies/subsidiaries including its 100% owned subsidiaries failing which the bid shall be rejected without any further reference. A certificate from CA in this regard is required to be enclosed by the bidder with the pre-qualification cum technical bid. A copy of last three financial years relevant duly audited Balance Sheets should be submitted.
- The bidding company should have made profits as per the audited balance sheets in the last three financial years i.e 2010-11, 2011-12 and 2012-13 and should be solvent for an amount of Rs. 10 lacs as on 30.06.2013. A certificate from CA is required to be enclosed by the bidder for the same with the pre-qualification cum technical bid. If, however, a certificate from a Bank is enclosed for the same, then the same must be counter signed by a CA of the bidding company.
- The bidding company must have successfully supplied Multi Zone Door Frame Metal Detectors to at least three customers such as Paramilitary forces of Centre/State Governments /Police Departments/other security agencies of various states in the last three years i.e 2010-11, 2011-12 and 2012-13. The satisfactory reports from these customers including copies such as purchase orders containing both technical as well as commercial aspects are to be enclosed with the Pre-Qualification cum Technical Bid.
- The bidding company must be authorized to bid on behalf of the manufacturer and should submit a valid authorization letter till the currency of the contract from original manufacturers for such equipment and its accessories, which are not manufactured by them and supplied under this tender.
- The bidding company is also required to submit an undertaking from the original equipment manufacturer stating that the bidder has taken the warranty of the said equipment for the warranty period of five years and to provide the technical support including spares for a period of seven years. In case the bidder defaults on any account, the original equipment manufacturer shall meet all the obligations of the bidder for ensuring the successful warranty and technical support to the indenting department.
- The bidding company should have support centers in Delhi and Chandigarh. In case bidder does not have support center in Delhi and Chandigarh, bidder should set up the support centers in Delhi and Chandigarh or shall provide Resident Engineer (with contact details i.e. name and mobile number) at Delhi and Chandigarh within a month in case the contract is awarded to it and the same should be functional till the period of comprehensive on-site warranty as well as the support period. The bidder will submit an undertaking in this regard along with the Bid.
- The bidding company or its OEM shall not offer the equipment having end of sale within five years and six months from the date of submission of the bids. An undertaking in this regard is required to be submitted by the bidder with the pre-qualification cum technical bid.
- The bidding company must certify that the Equipment offered is State of the art and with latest technology.
3)Schedule of Tender:
- Sale of Bid Document:
i)The tender document cost is Rs. 1000/-.
ii)Tender document can be downloaded from Hartron website i.e.
iii)Bidders are required to submit the tender document cost of Rs.1000/- along with the EMD as specified at Sr.No.4 of section 1 of this tender.
iv)All bidders are required to submit the tender document cost of Rs. 1000/-in the form of Demand Draft from a scheduled bank, in favour of “Haryana State Electronics Development Corporation Limited” payable at Chandigarh.
v)Bid submitted without tender document cost of Rs. 1000/- shall be rejected.
vi)This Tender document is non-transferable.
- Submission of Bids:
Sealed offers prepared in accordance with the procedures enumerated at Sr. No. 9 under Section I should be submitted to the office of Managing Director, HARTRON, SCO 109 , Sector-17 B, Chandigarh on or before the last date i.e. upto 2:30 pm on 03.01.2014.
- Opening of Pre-qualification cum Technical Bids:
At 3:00 pm on03.01.2014.
Haryana State Electronics Development Corporation Ltd.
2nd Floor, SCO 109, Sector-17 B, Chandigarh.
The bidders or their authorized representatives may be present if they so desire.
- Advice to the Bidders:
Bidders are advised to study this tender document carefully before participating. It shall be deemed that submission of Bid by the bidder have been done after their careful study and examination of the tender Document with full understanding to its implications.
4) Earnest Money Deposit (EMD):
Bids must be accompanied by an Earnest Money (EMD) of Rs. 2.00 lacs in the form of Demand draft from a scheduled bank, in favour of “Haryana State Electronics Development Corporation Limited” payable at Chandigarh.
The offer received without required Earnest Money shall be rejected without any further reference
However, the Central and State Public Enterprises and “approved sources” as declared by Industries Department, Haryana are exempted from the submission of EMD.
No interest shall be payable by Hartron on the Earnest Moneydeposited by Bidder.
5) Period of Validity of Offer:
Offer should remain valid for 180 days after the date of opening of the Pre-qualification cum technical bids as prescribed by the Corporation. If the validity of the offer is extended, the validity of EMD will also have to be extended. An offer valid for a shorter period may be rejected by Hartron as non-responsive.
6) Language of the Bid Proposal:
The Language of the bid proposal as prepared by the Bidders shall be English and all further correspondence and documents related to the bid proposal exchange with the corporation shall be English.
7) Amendment of Tender Document:
The amendments in any of the Terms and Conditions of this Tender Document shall be uploaded on Hartron website i.e. and all prospective bidders are advised to check Hartron website from time to time for any updates.
8) Procedure for Submission of Bid:
The Bids should be submitted in two parts i.e. Pre-Qualification cum Technical Bid and Commercial Bid.
Pre-Qualification cum Technical bid: - The Pre-Qualification cum Technical Bid should be put in a single sealed cover super scribing the wordings “Pre-Qualification cum Technical Bid” for Tender no: HARTRON/PROJ/CID/DoorFrameMetalDetectors/2013-14/Refor“Multi Zone Weather Proof & Water Proof Door Frame Metal Detectors– 25 nos.”
Please note that prices should not be indicated in the Pre-Qualification cum Technical Bid and if price is found quoted, the bid will be summarily rejected.
Commercial Bid:- Commercial Bid should be put in a single sealed cover super scribing the wordings “Commercial Bid” for Tender no: HARTRON/PROJ/CID/DoorFrameMetalDetectors/2013-14/Refor “Multi Zone Weather Proof & Water Proof Door Frame Metal Detectors– 25 nos.”
Commercial Bid should only indicate prices filled as per Annexure 1 F and 1 G provided in the Tender Document.
The Pre-Qualification cum Technical Bid Cover and Commercial Bid Cover prepared as above are to be kept in a single sealed cover superscribed with the wordings “Tender For Supply HARTRON/PROJ/CID/DoorFrameMetalDetectors/2013-14/Re for “Multi Zone Weather Proof & Water Proof Door Frame Metal Detectors– 25 nos.” Tender Number, Due Date and the wordings “DO NOT OPEN BEFORE 3.00 pm on03.01.2014.
Only authorized person should sign the tender/quotation. His name, designation and address should be given in capital letters.
In the event of bid being submitted by a firm, it must be signed separately by each member thereof, or in the event of the absence of any partner, it must be signed on his behalf by a person holding a power of attorney authorizing him to do so, or in the case of a Company, the quotations should be executed in the manner laid down in the said Company’s Articles of Association. The signatures on the quotations shall be deemed to be authorized signatures.
All the columns of the quotation form enclosed at Annexure 1A & 1G of tender document shall be duly, properly and exhaustively filled in. The rates and units shall not be overwritten. Quotations shall always be both in the figures and words. The words “No quotations” should be written across any or all of the items in the schedule for which a tenderer does not wish to tender.
Any omission in filling the columns of “units” and “rate” shall altogether debar a quotation for being considered.
No tender will be considered unless and until all the documents are properly signed and all corrections must also be signed by the tenderers.
The quotations will be regarded as constituting an offer or offers open to acceptance in whole or in part or parts at the discretion of Managing Director, HARTRON.
Late Bid
The cover should also indicate the name and address of the bidder to enable the bid to be returned unopened in case it is declared “Late”.
Bid Prices
a)The Bidder on the Price Schedule shall indicate the unit prices of each item and total bid prices of the items to be supplied under the Contract.
b)Prices indicated on the Price Schedule shall be entered separately in the following manner:
The price of the goods, quoted (ex-works, ex-factory, ex-showroom, ex-warehouse, or off-the-shelf, as applicable), including all duties and sales and other taxes already paid or payable.
c) Fixed Price quoted by the Bidder shall be fixed during the Bidder’s performance of the Contract and not subject to variation on any account. Abid submitted with an variable price quotation will be treated as non-responsive and rejected.
9) Withdrawal of Bid proposal:
No bid proposal or any part of it will be permitted to be withdrawn subsequent to the deadline for the submission of the bids.
10) Contents of the Bid:
The bids prepared by the bidder shall comprise the following components -
Pre-Qualification cum Technical bid comprising the following are to be filled as per the format provided in tender:-
I)Duly signed original tender document on each page.
II)Draft for EMD/Certificate mentioning that the company is exempted to pay EMD as mentioned under clause No:4 of Section I of this tender document.
III)Draft for tender document cost.
IV)Registration & incorporation under the Companies Act 1956/Registration & incorporation as Partnership firms/Proprietorship firms.
V)Valid ISO 9001 certification at the time of bidding.
VI)A Certificate from CA certifying the turnover of Rs. 1Crore each in the last financial yeari.e.2012-13with a consolidated turnover of Rs. 3 Crores for the last three financial years i.e 2010-11, 2011-12 and 2012-13 from related business of security equipments. This must be bidding company’s turnover and not its group of companies/subsidiaries including it’s 100% owned subsidiaries.Also, copy of last three financial years relevant duly audited Balance Sheets.
VII)The bidding company must be profit making company with a solvency of Rs. 10 lacs as on 30.06.2013. A certificate from CA certifying that the same to be enclosed for solvency. If, however, the said certificate is provided by Bank, the same to be counter signed by CA of the bidding company.
VIII)Manufacturer warranty Annexure-1A
IX)Bidder’s particulars Annexure-1B, Annexure-1C.
X)Technical detail Annexure-1D
XI)After sales service certificate Annexure 1E
XII)Annexure-1H
XIII)Copies of the minimum three supply orders placed by State Police Department /paramilitary forces/law enforcement agencies of Govt. of India/State Govt., or similar organizations for the supply of Multi Zone Door Frame Metal Detectors.The satisfactory reports from these customers including copies such as purchase orders containing both technical as well as commercial aspects are to be enclosed with the Pre-Qualification cum Technical.
XIV)An undertaking to comply with the warranty as specified at clause 19 under sectionI. Bidder shall specify the brand name, make and technical specification of the equipment and its related accessories quoted under this tender.
XV)An undertaking from the OEM to provide spares for minimum eight years and that the instrument offered is not the end of sale Instrument/equipment.
XVI)All the annexure enclosed with this document should be duly filled up and signed.
XVII)The multi zone weather proof and water proof door frame metal detectors shall conform to relevant electric safety standards (supported by Test Certificates from NABL (India) or other accredited labs from the country of origin of the equipment.
Magnetic field should be harmless to magnetic media, Electronic devices (supported by test certificates from NABL (India) or other accredited labs from the country of origin of the equipment, wearers of heart pacemakers and pregnant women (by a govt. recognized Medical Institute). The safe magnetic level for pregnant users should be as per ICNIRP guidelines (International Commission on Non Ionizing Radiation Protection). The reference values for general public are given in table VII of the ICNIRP guidelines.
Should not be affected by external RF transmission and EMI (supported by test certificates from NABL (India) or other accredited labs from the country of origin of the equipment.
Commercial Bid: - Commercial bid comprising bid letter and proforma is to be filled in accordance to the proforma given at Annexure-1Fand Annexure 1G.The prices quoted should be in Indian Rs only.
11) Evaluation of Bids:
An evaluation committee consisting of officials from HARTRON and CID Haryana will evaluate the bids of all the bidders both technically and commercially as per the following schedule/pattern.
i)Only Pre-qualification cum Technical bid shall be opened on the day of opening of the bids at 3:00 P.M. on 03.01.2014(see 3) in the presence of bidders’ representatives who intend to attend the same at their cost. The bidders’ representatives who are present shall sign a register evidencing their attendance.
ii)Conditional bids shall be summarily rejected.
iii)The Pre-Qualification cum Technical bids shall be evaluated as per the following:-
a)The documents furnished by each bidder with its Pre-Qualification cum Technical Bid and will be examined to see whether the qualifications and specific requirements mentioned in the tender document are fulfilled.
b)The bidders will also be required to make a presentation/demonstration of the quoted model of the equipmentto the evaluation committee.
iv)The Commercial Bids of those bidders who satisfy the parameters laid out in the Pre-Qualification cum Technical Bid will only be opened. The place, date and time of the opening of the Commercial Bids shall be notified separately.
12) Criteria for Disqualification:
Hartron in consultation with CID/Haryana may adopt such criteria for disqualification of a Bidder as Hartron & CID/Haryana may consider appropriate. Such criteria may include, without limitation, the following:-
a)Failure by any Bidder(s) to provide all of the information required in the Bid Proposal or any additional information as requested by the corporation including any supporting document;
b)Non Receipt of Bid Proposal on or before the last date and time specified in this document;
c)Material inconsistencies in the information submitted;
d)Misrepresentations in the Bid Proposal or any supporting documentation;