Request for proposal for procurement of
Tablets and Single finger authentication device
for enrolment of children between
age group of 0 to 5 Years – Call 4
Centre for e-Governance, DPAR
(e-Governance) M.S Building,
Room No 146, Gate No 2
Bangalore, Karnataka – 560 001
Tel: +91 80 22353840/22230060
Fax: +91 80 22353841
Contents:
INVITATION FOR TENDER 6
1. INSTRUCTIONS TO BIDDERS 8
1.1 DEFINITIONS 8
1.2 SUBMISSION OF TENDER: 9
1.3 COST OF BIDDING 9
1.4 EARNEST MONEY DEPOSIT/ BID SECURITY DEPOSIT 10
1.5 CONTRACT MANAGEMENT IN E-PROCUREMENT SYSTEM 10
1.6 ERASURES OR ALTERATIONS AND SIGNING OF TENDER OFFERS 11
1.7 COSTS AND CURRENCY 11
1.8 FIXED PRICE: 11
1.9 OFFER VALIDITY PERIOD: 12
1.10 PRE-BID CONFERENCE: 12
1.11 RIGHT TO ALTER ITEMS: 12
1.12 CLARIFICATION ON OFFERS: 12
2. SCOPE OF WORK 13
2.1 SCOPE OF INCIDENTAL SERVICES: 13
2.2 MAINTANANCE: 13
2.3 SPECIFICATIONS OF EQUIPMENT: 14
2.4 DELIVERY AND INSTALLATION PERIOD: 14
2.5 AREA OF OPERATIONS: 14
2.6 PERIOD OF CONTRACT: 15
3. BID EVALUATION 16
3.1 CRITERIA FOR EVALUATION OF BIDS 16
3.2 PRE-QUALIFICATION CRITERIA FOR BIDDERS 16
3.3 TECHNICAL - QUALIFICATION CRITERIA FOR BIDDERS 18
3.4 TECHNICAL PROPOSAL: 19
3.5 COMMERCIAL OFFER: 19
3.6 PRICE COMPARISONS: 19
3.7 AWARD OF CONTRACT 19
3.8 NO COMMITMENT TO ACCEPT LOWEST OR ANY BIDS: 19
4. TERMS AND CONDITIONS GOVERNING THE CONTRACT: 21
4.1 SIGNING OF CONTRACT 21
4.2 SECURITY DEPOSIT / PERFORMANCE BANK GUARANTEE 21
4.3 VALIDITY PERIOD OF THE CONTRACT 21
4.4 TERMINATION FOR DEFAULT 21
4.5 FORCE MAJEURE 22
4.6 RESPONSIBILITIES OF VENDORS AND OEM 22
4.7 TRANSFER AND SUB-LETTING 23
4.8 COMPLETENESS OF THE CONTRACT 23
4.9 PROTECTION AGAINST RISK OF OBSOLESCENCE 23
4.10 SUSPENSION AND CANCELLATION OF CONTRACT 24
4.11 CORRUPT OR FRAUDULENT PRACTICES 24
4.12 RESOLUTION OF DISPUTES 25
4.13 LEGAL JURISDICTION 26
4.14 INDEMNITY 26
4.15 PUBLICITY 26
4.16 PURCHASE ORDER & PAYMENT RESPONSIBILITY 27
4.17 INSTALLATION REPORT 27
4.18 TAXES AND DUTIES 28
4.19 QUALITY OF GOODS & SERVICES 28
4.20 PACKING , INSURANCE, AND MARKING 28
4.21 DESPATCH INSTRUCTIONS AND NOTIFICATION 29
4.22 THIRD PARTY VERIFICATION: 29
4.23 ORDER CANCELLATION 29
4.24 RISK PURCHASE 30
4.25 PERFORMANCE BANK GUARANTEE 30
4.26 INSTALLATION, COMMISSIONING & ACCEPTANCE 30
4.27 INTEGRATION OF HARDWARE, SOFTWARE AND PERIPHERALS 31
4.28 MANUALS 31
4.29 OPERATIONAL TRAINING 31
4.30 PAYMENT TERMS 32
4.31 WARRANTY 32
4.32 REPLACEMENT DUE TO REPEATED FAILURE 33
4.33 SLAs AND ASSOCIATED PENALTY 33
FOR DELAYED SUPPLY 33
FOR DOWNTIME 33
ANNEXURE A: MINIMUM SPECIFICATIONS OF THE EQUIPMENTS 35
ANNEXURE B: GENERAL INFORMATION ABOUT THE BIDDER 37
ANNEXURE C: TURN OVER DETAILS 38
ANNEXURE D: DETAILS OF SERVICE CENTRES IN KARNATAKA 39
ANNEXURE E: COVERING LETTER 40
ANNEXURE F: PERFORMANCE BANK GUARANTEE FORM 41
ANNEXURE G: MANUFACTURER AUTHORIZATION FORM 44
ANNEXURE H: DRAFT CONTRACT FORM 45
ANNEXURE I: SELF DECLARATION FORM FOR NOT HAVING PENDING CASES IN COURT OF LAW 70
ANNEXURE J: UNDERTAKING FOR NOT BLACK LISTED 71
ANNEXURE K: COMMERCIAL BID FORMAT 72
ANNEXURE L: DELIVERY CERTIFICATE OR STOCK CERTIFICATE 73
ANNEXURE M: INSTALLATION REPORT 74
ANNEXURE N: CONFORMANCE TO THE MINIMUM TECHNICAL SPECIFICATION (ON LETTER HEAD) 75
ANNEXURE O: ANNEXURE O: TECHNICAL SPECIFICATIONS OF ALL INDIVIDUAL ITEMS (ON LETTER HEAD) 76
ANNEXURE P: NUMBER OF TABLETS TO BE DELIVERED TO EACH OF THE CDPO’s OFFICE: 77
INVITATION FOR TENDER
1. Centre for e-Governance, Government of Karnataka invites bids for supply tablets with Child Enrolment Lite Client developed by UIDAI for enrolment of children between age group of 0 to 5 Years.
2. The bidders are advised to study the RFP document carefully. Submission of bids shall be deemed to have been done after careful study and examination of the RFP document with full understanding of its implications.
3. Centre for e-Governance is seeking proposal for supply of 2000 tablets and 2000 single finger print authentication device. Tablet when switched on should activate the finger print authentication device automatically and should not have any separate settings to enable the finger print authentication device.
4. Bidders can download the RFP documents for free from the portal till the due date and time for bid submission as specified in the e-Procurement portal. (http://eproc.karnataka.gov.in)
5. The EMD for this proposal is Rs. 8,00,000 (Rupees Eight Lakhs) only. The payment of EMD shall be done as per the e-Payment procedures laid out in e-Procurement platform. Bidders are encouraged to contact the help desk of the State’s unified e-Procurement system for details.
6. All interested bidders shall pay EMD and tender processing fee and submit their Pre- qualification, Technical and Commercial responses electronically using the unified e-Procurement platform of the Government of Karnataka well on time before the bid submission date and time specified in the e-Procurement platform.
7. Bidders shall submit the proposals only through the unified e-Procurement system before the scheduled date and time for bid submission as per the formats provided in this RFP. Proposals submitted after the due date and time will not be considered and CeG will not be liable or responsible for any delays due to unavailability of the portal and the internet link. Manual submission of bids is strictly disallowed.
8. Interested bidders shall get registered in the State’s unified e-Procurement platform well on time. Only bidders registered in e-Procurement platform will be able to submit their proposals. The e-Procurement help desk at the following number 080-22485867 may be contacted for details about registration.
9. Important dates & Events:
a. Pre-Bid conference: 5th Jul 2016 at 3:00 PM
b. Last Date for submission of pre-bid queries: 5th Jul 2016
c. Last date for submission of bids: 26th Jul 2016
d. Opening of technical bid: 29th Jul 2016
e. Opening of commercial bid: 2nd Aug 2016
f. Issue of Letter of Intent: 9th Aug 2016
Please note that the dates mentioned are tentative. CeG reserves the right to make any changes in the dates. Please refer to the e-Procurement portal regularly for any changes/updates in dates.
10. Center for e-Governance (CeG) reserves the right to reject any or all the Bids in whole or part without assigning any reasons.
11. This “Invitation to Bid‟ is non-transferable under any circumstances.
12. Tender accepting Authority:
The Principal Secretary, DPAR (e-Governance)
First Floor, Gate No. 2,
M.S. Building, Bangalore – 560 001
13. Tender inviting Authority:
Chief Executive Officer,
Center for E-Governance - Karnataka
Room No. 146 A, First Floor, Gate No. 2,
M.S. Building, Bangalore – 560 001
Email: &
cc to: ,
Phone: (+91) 080 - 22373840, Fax: (+91 080 - 22373841)
14. Address for Communication:
The Project Director,
Center for E-Governance
TTMC - BMTC, B Block, 2nd Floor,
Shantinagar, Bangalore – 560 027
Phone: (+91) 080 - 22230060
Email: ,
1. INSTRUCTIONS TO BIDDERS
1.1 DEFINITIONS
In this tender document and associated documentation, the following terms shall be interpreted as indicated below:
1. “OEM” means Original Equipment Manufacturer.
2. "The Bidder" means the authorized dealer of the OEM who bids or offers the goods and services against this tender.
3. "The Purchaser" means Chief Executive Officer (CEO), Centre for e-Governance (CeG), Government of Karnataka
4. “The Indenter/Buyer” means any officer authorized by the CEO, CeG to place an order for supply of goods and services to the vendor.
5. “The Vendor” means the successful bidder or the dealer of the successful bidder with whom the Purchaser enters into a Contract against this tender. The bidder is expected to specifically state the details of the dealers in the bid.
6. "The Contract" means an agreement entered into by the Purchaser with the vendor by signing a contract form in a given format by the parties, including all the attachments and appendices thereto, and all documents incorporated by reference therein;
7. "The Contract Price" means the price payable to the Vendor under the contract for the full and proper Performance of its contractual obligations;
8. "The Goods" means the tablets with the specifications as defined in this RFP
9. "Services" means services ancillary to the supply of the Goods, such as transportation and insurance for the entire period of contract including 3 years of maintenance, and any other incidental services applicable etc, such as installation, commissioning, provision of technical assistance, operations and maintenance manual, training, on-site comprehensive warranty, testing, annual maintenance and other obligations of the Vendor covered under the Contract.
10. "Consignee" means the officer authorized by the Government of Karnataka for receiving goods/services at the place of receipt;
11. “Non compliance” means failure/refusal to comply with the terms and conditions of the tender;
12. “Non responsive” means failure to furnish complete information in a given format and manner required as per the tender documents or non-submission of tender offer in given Forms / Pro forma or not following procedure mentioned in this tender or any of required details or documents is missing or not clear or not submitted in the prescribed format or non submission of tender fee or EMD.
13. “Testing” means testing of the equipment exclusively in STQC (Standardization Testing and Quality Certification) approved laboratory- www.stqc.nic.in under specified environment;
1.2 SUBMISSION OF TENDER:
1. The Proposal (i.e Prequalification proposal, Technical Proposal and Financial Proposal) shall be prepared and submitted in e-Procurement platform.
2. The bidder shall digitally sign and submit the proposal electronically through the unified e-Procurement platform: www.eproc.karnataka.gov.in
3. The completed Prequalification, Technical and Financial Proposal must be submitted electronically in the e-Procurement platform on or before the due date for bid submission specified in the e-Procurement platform.
4. The required prequalification, technical and commercial documents/undertakings should be uploaded in the relevant slots provided in the e-Procurement portal. In case the bidder wishes to upload additional technical documents, the same may be uploaded in additional document section of technical criteria.
5. Revelation of prices in any form or by any reason before opening the commercial bid will straight away lead to rejection of bid.
6. No commercials shall be uploaded in any other section other than slot and space provided for the purpose in the e-Procurement portal.
1.3 COST OF BIDDING
The Bidder shall bear all costs associated with the preparation and submission of its tender, and the Purchaser will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the tendering process.
1.4 EARNEST MONEY DEPOSIT/ BID SECURITY DEPOSIT
The Bid shall contain EMD amount as defined in the e-Procurement portal and shall be paid through any of the four e-payment options in the portal:
· Credit Card
· Direct Debit
· National Electronic Funds Transfer (NEFT)
· Over the Counter (OTC) – designated bank branches located across the country as per e-Procurement cell, Government of Karnataka
Note: e-Procurement portal will deny submission of the bid without submitting the EMD deposit and it will take min 2-3 days for confirmation from the bank regarding the EMD realization.
Please note that payments submitted through cheque or demand draft shall not be accepted. For further details regarding e-Payment, please refer to e-Procurement portal.
The bidder shall be disqualified in the pre-qualification process if the prescribed EMD is not submitted along with the bid. The EMD (bid security) of the unsuccessful Bidder/s will be discharged / returned as promptly as possible, but not later than 60 days after the award of the contract to the successful bidder.
No interest will be payable by CeG on the amount of the Bid Security.
The bid security may be forfeited:
· If a Bidder withdraws his/her bid or increases the quoted prices during the period of bid validity, or its extended period, without the explicit consent of the department, if any; or
· In the case of a successful Bidder, if s/he fails within the specified time limit to: Sign the Agreement or Furnish the required Performance Bank Guarantee.
1.5 CONTRACT MANAGEMENT IN E-PROCUREMENT SYSTEM
CEG has taken the decision to handle Post Tendering activities online using the unified e-Procurement Platform of the State Government of Karnataka. Bidders shall submit electronic copy of performance bank guarantee, project plan, invoices etc. online in the e-Procurement platform. The bidders will have the provision to view the status of invoices for all contracts handled online. Selected bidder has to pay transaction fees for using the e-Procurement platform to handle post tendering activities. The charges for management of contracts vary from Rs. 500 to Rs. 7500 per contract depending on the contract value and the charges for catalogue management vary from Rs. 50 to Rs. 3000 per order, depending on order value.
1.6 ERASURES OR ALTERATIONS AND SIGNING OF TENDER OFFERS
The original Tender Offer shall be signed by an authorized signatory of the Bidder/Vendor. Such authorization shall be indicated by power-of-attorney or Board Resolution accompanying the tender offer. The person or persons signing the Tender Offer shall sign/initial all pages of the Tender Offer, except for un amended printed literature. All the pages of the tender offer/bid should also bear the seal of the bidder/vendor except for unamended printed literature. The Tender Offer shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the Bidder, in that case such corrections shall be initialed by the person or persons signing the offer and should also bear the seal of the bidder/vendor.
1.7 COSTS AND CURRENCY
The offer must be given in Indian Rupees () only, inclusive of the following:
a. Cost of the equipment
b. Installation and commissioning charges
c. Required software installation to make kit ready for Aadhaar enrolment
d. Warranty charges
e. Transportation and Forwarding charges to the site
f. Insurance includes all risk electronic equipment insurance for portable items, to cover for all equipment during entire period of contract which is inclusive of the 3 years maintenance period of the contract.
g. All taxes both direct and indirect including service tax and levies
1.8 FIXED PRICE:
The Commercial Offer shall be on a fixed price basis, inclusive of all taxes and levies (all direct and indirect taxes including local duties, levies etc). No price variation shall be asked for relating to increase in customs duty, excise tax, dollar price variation, etc.
1.9 OFFER VALIDITY PERIOD:
The tender offer must be valid for 180 days from the date of opening of the tender, which may be extendable based on mutual agreement.
1.10 PRE-BID QUERIES:
The bidders will have to submit their queries to , on or before 5th Jun 2016. Any modification shall be uploaded in e-Procurement portal as corrigendum/addendum. This will form a part of the bid document.
1.11 RIGHT TO ALTER ITEMS:
The Purchaser reserves the right to include or exclude any tender item/s as also the number of items, and the purchaser reserves the right to make change in specifications of any items.
1.12 CLARIFICATION ON OFFERS:
To assist in the scrutiny, evaluation and comparison of offers, the Purchaser may, at its discretion, ask some or all the Bidders for clarification of their offers on any of the points mentioned therein and the same may be sent through email, facsimile.