NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES
(CSIR)

Bid/Tender Document

for Printing & Binding of Vigyan Pragati and Science Reporter

( i ) Last date of collecting Tenders: 10/2/2006

( iii ) Last date for Submission of Bids : 13/2/2006
Time : 14:30 Hours

(v) Date of Opening of Technical Bid : 13/2/2006
Time : 15 :00 Hours

(vi) Date of Opening of Financial Bid : Financial bids will be opened only of

those bidders whose technical bids are found technically competent & they

will be informed accordingly.

National Institute of Science Communication and Information Resources

Dr. K.S. Krishnan Marg (Near Pusa Gate), New Delhi - 110012

Bid Document No......

Date of Issue ......

Name of the Firm: ...... ………………………

...... …

......

......

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-0). The bidders must fill this and submit along with their offer in their own interest.

CONTENTS

SECTION - I
Invitation for the Bids / … 4
SECTION – II
Technical Specifications for Services Required / … 5
SECTION – III
Instructions to Bidders / … 6
SECTION - IV
General Terms and Conditions of Contracts / … 12
SECTION – V
Annexures/Formats for Bid Submission / … 15
ANNEXURE – 0
Check List for Bid/Tender Submission / … 16
PART – A : ANNEXURE – 1(A) to 1(F)
Categories of Jobs and Specifications for Printing and Binding of V.P. & S.R. / … 18
PART – B : ANNEXURE – 1(G) to 1(H)
/ … 28
ANNEXURE – 2
Proforma for Bank Guarantee for Performance Security / … 30
ANNEXURE - 3
Bid Form (Technical Bid) / … 31
ANNEXURE - 4
Bid Form (Financial Bid) / … 33
ANNEXURE - 5
Statement of Financial Deviation(s) / … 35
ANNEXURE – 6
Statement/Rates for Continuation of Contract after One Year / … 36
ANNEXURE – 7
Contract Form / … 37
ANNEXURE – A
Machinery/Equipments/Facilities (Questionnaire) / …39
Tender Notice / … 41

Section – I

INVITATION FOR THE BIDS

Printing and Binding of Vigyan Pragati & Science Reporter

1.1  Sealed bids in two parts, i.e., Technical Bid and Financial Bid are invited for the Printing & Binding of above monthly magazines published by NISCAIR.

The bidder may inspect these magazines published by NISCAIR and have an idea about the nature of work involved in order to make estimates about the cost of work required to be done. Contact person :


Mr . Kaushal Kishore
Production Officer
National Institute of Science Communication and Information Resources
New Delhi 110 012

1.2 The bids complete in all respects should reach at the following address before 14.30 hours on 13/2/2006. The Technical Bid will be opened on the same day at 15.00 hours in the presence of bidders who choose to be present at:

Conference Hall

National Institute of Science Communication and Information Resources

Dr K.S. Krishnan Marg (Near Pusa Gate), New Delhi-10012

Ph: 25749787 - AO

Fax: 25847062

e-mail :

SECTION – II

TECHNICAL SPECIFICATIONS

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 under taken at NISCAIR are geared towards meeting the information needs of the different segment of the society. Apart from bringing out a variety of scientific and technical publications, providing information services and training in Science Communication, NISCAIR undertakes consultancy work in designing, editing and publication of journals, books and reports etc. NISCAIR has also an active programme in electronic publishing and undertake consultancy work in CD-ROM publishing and IT facilities are also being developed.

NISCAIR is situated in Pusa Campus (near Pusa Gate), Dr K S Krishnan Marg, New Delhi 110012. The campus of the Institute is spread over 2.4 hectare. It has a main building 1790.60 m2 located almost in the Centre of the Campus surrounded by Front, back and side lawns. The main building has ground plus two floors. Here is an annexe building and five temporary structures (sheds) spread around the main building, and two gates with security cabins at boundary of the campus.


2.2 Scope of Work Including Technical Specifications

To provide trouble-free Printing & Binding services as per terms and conditions in the tender document to our satisfaction.

Vigyan Pragati – 40000 copies (Hindi) & Science Reporter – 40000 copies (English) are two monthly popular science magazines which are required to be printed strictly as per schedule. The estimated annual value of the total work involved is about Rs 20 lakhs. The job is of highly prestigious nature and hence its quality and production schedule have to be scrupulously maintained. In case there is any delay in supplying the proofs/printed copies to NISCAIR, 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. NISCAIR may ask 2nd or 3rd lowest bidders to match rates of the lowest bidder and may decide to distribute the magazines among one or two printers. The detailed technical specifications and the items for which the rates are required, are given in Annexure-1.

SECTION - III

INSTRUCTIONS TO BIDDERS

3.1 Eligible Bidders

This invitation for bids is open to all high quality printers from Delhi and its adjoining regions only.

3.2 Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of its bid, the NISCAIR will in no case be responsible or liable for these costs, regardless of the conduct or the outcome of the bidding process.

3.3 The Bidding Documents

3.3.1 The services required, bidding procedures and contract terms are prescribed in the bidding documents. In addition to the invitation for bids, the bidding documents include:

(a) Instructions to bidders

(b) Schedule of requirements

(c) Technical Specifications and Price Schedule

(d) General Terms & Conditions of Contract

(e) Contract form, etc.

3.3.2  The bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents. Failure to furnish all information required or submission of bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in rejection of its bid.

3.4  Preparation of Bids

3.4.1 Technical and Financial Bids

The bids are to be submitted in two parts in separate sealed envelopes

(a) Technical Bid + EMD

(b) Financial Bid

3.4.2 Technical Bid

The Technical bid prepared by the bidder shall be provided in the following Technical Response format:

Technical Response Format

1. Standing of each Bidder—Past experience and performance in the Printing and Binding work.

2. List of other Govt. Departments and Public Sector units for which the bidder is having the similar type of contracts (magazine printing) and a certificate regarding satisfactory performance of the contract.

3. Details of Typesetting, Printing, Scanning & Binding Machinery/Equipment available with the bidder.

4. Level of agreement with the proposed terms and conditions.

5. Copy of the audited balance sheet of the vendor for the year 2004-2005 indicating the Turn Over in printing work.

6. Copy of the PAN No.

7 Bidder will provide documentation establishing bidders capabilities and qualifications to satisfy NISCAIR that the bidder will assume the total responsibility for the satisfactory execution for Printing and Binding work of V. P. & S. R. published by NISCAIR.

8 Copy of Press Registration Certificate.

9 Details of subcontractors and agreements thereon.

10 Bidders are expected to enclose samples demonstrating their capabilities.

11. Availability of internet access and related facilities. Address of website.

12. Total regular manpower and manpower on contract available with the bidder.

3.4.3 Financial Bid

Financial bid consists of two parts. Part A contains various items for which rates are required and Part B contains details and specifications, etc. to give rates on per copy basis.

(i) The financial bid shall indicate the Unit prices for each and every item indicated in the specifications.

(ii) Prices quoted by the bidder shall be fixed during the bidders performance of the contract 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.

(iii) 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.

3.5 Submission of Bids

3.5.1 Sealing and Marking of Bids

(i) The bids shall be submitted in two separate sealed covers which shall be marked as “Technical Bid” and “Financial Bid”.

(ii) The outer envelope containing Technical Bid and Financial Bid shall be addressed to THE DIRECTOR, National Institute of Science Communication and Information Resources, Dr K S Krishnan Marg, New Delhi- 110 012.

(iii) 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.

(iv) Telex, cable or facsimile bids will be rejected.

3.5.2 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 up to 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.

3.5.3 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.

3.6 Bid Opening and Evaluation

3.6.1 Opening of Technical Bids

NISCAIR will open all technical bids in the first instance in the presence of bidders’ representatives, who choose to attend, at the time, on the date and at the place specified in Section-I. The bidders’ representatives present there, shall sign a register evidencing their attendance. In the event of the specified date of the bid opening being declared a holiday for NISCAIR, the bids shall be opened at the appointed time and location on the next working day.

3.6.2 Clarification of Bids

(i) During evaluation of the bids, NISCAIR 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 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) The tenderers could also be called for discussion and could also be allowed to modify their technical bids to suit the organization’s requirement. The idea is to arrive at a threshold level of acceptability above which all the bidders shall be treated on par. Those whose technical specifications do not reach the threshold level of acceptability shall be rejected as technically unsuitable. The bidders who finally emerge as technically acceptable shall be allowed to withdraw their price bids and send again a revised bid in a sealed envelope or to adhere to the original price bid sent. These price bids shall be opened, evaluated and the contract awarded to the lowest evaluated bidder.

(iv) Any effort by a Bidder to influence NISCAIR in its decisions on bid evaluation, bid comparison or contract award decisions may result in rejection of the Bidder’s bid.

3.6.3 Evaluation of Technical Bid

(i) Prior to the detailed technical evaluation pursuant to Clause 3.4.2, 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 Technical bid evaluation will be done on the basis of bidder’s response to “Technical Response Format” furnished in Section 3.4.2 and 3.8.

3.6.4 The bidders short-listed by NISCAIR based on evaluation of their technical bids may be called for detailed discussions to a team selected by NISCAIR for the purpose, at a specified date, time and venue, if needed.

(i) NISCAIR is at an option to ask 2nd or 3rd lowest bidder, etc. to match rates of the lowest bidder and may decide to distribute the two magazines among one or two printers.

3.6.5 Opening of Financial Bids

(i) NISCAIR will open the Financial bids of only those bidders which have been found to be technically qualified to undertake the job, pursuant to Clause 3.6.3.

(ii) The Financial Bids of the technically qualified bidders shall be opened in the presence of their representatives, who choose to be present, on a specified date and time and venue.

3.6.6 Evaluation and Comparison of Bids

(i) Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Vendor does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures, whichever is higher of the two shall be taken as bid price.

(ii) Bidders shall state their bid price for the payment schedule outlined in the Clause 4.7. 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.