e-procurement short term tender notification for the manufacture

Sarva Shiksha Abhiyan – Karnataka

E-Procurement Short Term Tender Notification for the Manufacture and Supply of Wooden Teaching Learning

Materials under Sarva Shiksha Abhiyan Project

TENDER DOCUMENT

(to be used for furnishing bids by the eligible firms)

O/o the State Project Director, New Public Offices Annex Building,

N.T. Road, Bangalore – 560 001 Telephones: 22483580 Fax: 22126718

E-mail : [email protected] : schooleducation.kar.nic.in

SARVA SHIKSHA ABHIYAN SAMITHI – KARNATAKA

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mailto:[email protected]

BANGALORE

REQUEST FOR PROPOSAL

for

Manufacturing and supply of Wooden Teaching Learning Materials to all the

Government Schools of Karnataka

O/o the State Project Director, New Public Offices Annex Building,

N.T. Road, Bangalore – 560 001 Telephones: 22483580 Fax: 22126718

E-mail : [email protected] : schooleducation.kar.nic.in

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INDEX

Table of Contents

Sl.No. Contents Page No. 1 Disclaimer 4 2 Tender Notification 5 3 Request For Proposal (RFP) 7 4 Introduction 7 5 Scope of work 7 6 Eligibility Criteria or pre-qualification for the bidders 8

7 Technical Specifications for the wooden Teaching Learning Materials 8-21

8 Terms and Conditions relating to selection of bidders for execution of work, entrustment of work, procurement of materials, and execution of work.

22-24

9 Submission of bids, evaluation, acceptance and related stipulations 24

10 Bid opening process 25 11 Furnishing of information 25 12 Pre-bid meeting 25 13 Amendments to RFP, terms and conditions 26 14 Prices and taxes 26 15 Bid validity period 27 16 Evaluation of bids and awarding the contract 27 17 Determination of L1 bidder and awarding of contract 27 18 Clarifications 28 19 Errors and their rectifications 28 20 Contacting SSA 28 21 SSA ’s right to accept or reject any or all bids 28 22 Signing of contract agreement 28 23 Assignment 29 24 Termination for default 29 25 Termination for insolvency 29 26 F32orce majeure 29 27 Insurance 29 28 Payment terms 30 29 Penalty for delayed execution of work 30 30 Performance Security 30 31 Resolution of disputes 31 32 Format for pre-qualification bid(Part -6) 32-35 33 Format for financial bid( Part-7) 36 34 Annexure-A for the RFP 38 35 Annexure-B for the RFP 39-44

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D I S C L A I M E R

The information contained in this tender document or subsequently

provided to bidder(s) whether verbally or in documentary form by or on behalf of the Sarva Shiksha Abhiyan Samithi (SSA), is provided to the bidder(s) on terms and conditions set out in this tender document and all other terms and conditions subject to which such information is provided.

The purpose of this tender document is to provide the bidder(s) with

information to assist the formulation of their proposals. This tender document does not purport to contain all the information that each bidder may require. This tender document may not be appropriate for all persons, and it is not possible for SSA to consider the investment objectives, financial situations and particular needs of each bidder who reads or uses this tender document. Each bidder should conduct its own visit and analysis and should check the accuracy, reliability and completeness of the information contained in this tender document and wherever necessary, obtain independent advice from appropriate sources. SSA makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of the tender document.

SSA may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information contained in this tender document.

SARVA SHIKSHA ABHIYAN SAMITHI - KARNATAKA

O/o the State Project Director, New Public Offices Annex Building, N.T. Road, Bangalore – 560 001

Telephones: 22483580 Fax: 22126718 E-mail : [email protected]

website : schooleducation.kar.nic.in

No:SSA/TLM/1-2009-10 Dated: 23.08.2010

TENDER NOTIFICATION

E- tenders are invited under two cover system from the manufacturers of wooden items preferably with the experience of manufacturing materials of educational value and owning a factory and all the required machineries in India for manufacturing wooden Teaching Learning Materials for Class I to VIII for the year 2010-11, as per the terms and conditions contained of the Request for Proposal (RFP) annexed to this notification.

There are 12 wooden TLMs to be manufactured which are divided into 4 packages. The eligibility criteria or pre-qualification for the bidders is given in Part-2 of the RFP. The technical specifications for the wooden TLMs to be manufactured are prescribed in Part-3 of the RFP. The terms and conditions governing the tender process and the contract are given in Part-4 of the RFP. Stipulations relating to submissions of bids, evaluation, acceptance etc are given in Part-5 of the RFP. The package wise and district wise materials to be manufactured are furnished in Annexure-A to the RFP. The pre-qualification and the financial bids should be submitted through e-procurement website which will be evaluated in two stages.

The Pre-qualification bid should be in the format given in Part-6 of the RFP. The following attested documents should be uploaded in support of the claims:

1. Proof of ownership of Cutting machine, printing machine and Lathing machine.

2. VAT registration certificates. 3. PAN registration certificate under the Indian Income Tax Act, 1961. 4. Proof of annual turnover for the past 3 financial years. 5. Details of the past performance particularly with reference to the

manufacturing of wooden materials. 6. An affidavit that the bidder has never been blacklisted by any government

department / government undertaking / any other agency. 5


The pre-qualification bid should accompany an earnest money deposit of Rs.10.00 lakhs in case of participating in one package and an additional EMD of Rs.10.00 lakhs for participating in every additional package. The financial bid should be in the format given in Part-7.

The last date for submission of tender is 13.09.10 before 3.00 PM. The Pre-

qualification bid will be opened on 15.09.10 at 3.00 PM in the presence of bidders present at the above given address. However, no separate intimation in this regard will be sent to individual bidders. The financial bid cover of only those bidders, who satisfy Pre-qualification bid upon evaluation, will be opened at the above given address in the presence of the available bidders on a date that will be communicated on the day of opening of the pre-qualification bids.

The bidders will be required to register themselves with the centre for E-governance to participate in the bidding process and also get necessary digital signature certificates. The details of the process of registration and obtaining the digital signature certificates are available on the website http://www.eproc.karnataka.gov.in. Necessary training and hands on experience in handling e-procurement system could be obtained from the centre for e governance. Necessary details could also be obtained over telephone at 080-25501216.

Tender Schedule

1 TENDER REFERENCE NO:SSA/NALIKALI-TLM/1-2009-10 DATED: 23.08.10

2 Date of commencement of issue of Tender documents

Date: 25.08.10 10.30 hrs IST

3 Date & time of Pre Bid Meeting Date: 01.09.10 15.00 hrs IST 4

Last date & Time for submission of Technical & Commercial Bids

Date: 13.09.10 15.00 hrs IST

5 Date & Time of opening of first Cover (Technical Bid) Date: 15.09.10 15.00 hrs IST

Rs 10.00 lakhs for one package and Rs.10.00 lakh for each additional

package

6 Bid Security

7 Venue of pre bid meeting & acceptance and opening of tenders, Submission of sample & address for communication

O/o the State Project Director, New Public Offices Annex Building, N.T.

Road, Bangalore – 560 001 Telephones: 22483580

Fax: 22126718 E-mail : [email protected]

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http://www.eproc.karnataka.gov.in/

Annexure to SSA tender notification No:SSA/TLM-wood/1-2009-10 dated 23.08.2010

REQUEST FOR PROPOSAL

For manufacturing and supply of wooden Teaching Learning Materials for Class I to VIII to schools located within the state of Karnataka.

Part-1

Introduction: Sarva Shiksha Abhiyan is a project being implemented by the Sarva Shiksha Abhiyan Samithi, which is, a society registered under the Societies Act, functioning under the Education Department of Government of Karnataka. The project is financed by the Government of India (Ministry of Human Resource Development) and Government of Karnataka in 65:35 proportions respectively. The SSA samithi intends to supply Teaching Learning Materials to Class I to Class VIII students of 36550 Government Schools of the state during 2009-10. The schools are spread all over Karnataka. The number mentioned also include District Offices, Block Resource Centers and Cluster Resource Centers; In pursuance of this objective, the State Implementation Society of SSA in Karnataka, known as the Sarva Shikshana Abhiyana (SSA) Samithi, invites proposals from interested and eligibile firms to participate in this project to manufacture and supply Teaching Learning Materials and F.O.R. destination to the blocks for the respective packages. Such interested parties (“Bidders”) are required to submit detailed proposals as per provisions of the RFP (“Proposals”).

Scope of the work:

As the state intends to provide Teaching Learning Materials to 36550 Government Primary Schools of the state, looking at the size of the exercise required in manufacturing and supplying of 12 wooden Teaching Learning Materials, the entire work is, therefore, divided into 4 packages based on places to be supplied. It is intended to assign the work to different eligible manufacturers with adequate machinery and infrastructure. This RFP provides required information regarding the specification and diagram of all the items. Required raw materials for the manufacturing will have to be procured by the successful bidders. The bidder will also be responsible for supplying the manufactured wooden TLM materials to the F.O.R places mentioned this document.

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Part-2

Eligibility criteria or pre-qualification for the bidders : 1. The bidder should be the manufacturer of wooden materials. 2. The bidders should own cutting machine, printing machine and lathing

machine to manufacture required TLMs which will be confirmed through field visits by the purchaser or their representative before awarding the contract.

3. The bidder should have a minimum annual average turnover of Rs.25 lakhs for participating in one package, Rs.50 lakhs for participating in two packages, Rs.75 lakhs for participating in three packages and Rs.100 lakhs for participating in four packages during the last three years.

4. Turnover of the bidder shall be certified by a chartered accountant. Turnover certificate shall be based on the audited accounts of the bidders or based on the returns filed with the Income tax authorities or the commercial tax authorities.

5. The bidder blacklisted by any government department or by any other agency shall not be eligible for bidding. Every bidder would be required to submit an affidavit that the bidder has never been blacklisted by any government department / government undertaking / any other agency.

6. The bidder is under obligation to pay all the dues of the workers as per law and pay all legal charges / contributions to statutory authorities.

7. The bidder must have been following the labour laws. The bidder shall submit a certificate on his letter head duly signed with stamp that he is maintaining labour laws.

Part-3

The Technical Specifications of the wooden Teaching Learning Materials to be supplied.

The materials to be used to manufacture should be MDF (Medium Density Fibreboard) and Silver Oak wood as mentioned under each item. Necessary material test certificate from a government or private institution will be obtained by the purchaser at the pre and post delivery phases. The tolerance level in identification and measurements is acceptable to the tune of 2% deviation from the specification. However the deficiency from the specification will be penalized accordingly. The expenses of testing must be borne by the respective firms. The pictures of TLM models are attached to this document.

General Specifications:

MDF(Medium Density Fibreboard) used for the preparation of TLM should confirm to IS 12406:2003, Grade II

Lacquer coat finishing

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Non toxic water based paint to be used and comply with ROHS (Restriction of Hazardous Substance)

Colour and size of all the models needs to comply with the written specification and diagrams not to scale and are only for reference

Technical specification of each item:

1. WORDS game board - [ PADAGALA AATA]

Size 27 cm length X 23cm breadth X 6mm thickness

33 squares printed as per the design each measuring 3 cm X 3 cm.

The board should be able to accommodate flash cards specified under the particular item.

Material MDF

Colour Red background with white squares and black lines

Print Name of the board as per the sample model

Finish Lacquer coat with mat finish

Quantity 01 No / Kit

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2. Game board - [ Geluvina Aata]

Size 36 cm length X 32cm breadth X 6mm thickness (to be injection molded)

100 squares printed as per the design each measuring 3 cm X 3 cm. The board should be able to accommodate flash cards specified under the particular item.

Material MDF

Colour Blue board with white lines

Print Name of the board and horizontal and vertical lines as per the sample model and

Finish Lacquer coat with mat finish.

Quantity 01 No / Kit

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3. Place Value Stand

Size Stand- 10″length X 2″breadth X2″ height

Rod-7″ long above the stand and 3mm dia and ½″ grove with metal threading system

Distance between Rods- 2″

Beads –to fit 10 beads per rod with 4mm hole, 2cm dia

Material Stand – Silver Oak Wood

Rod – Stainless steel with rounded top edge

beads – Poly Propelene

Colour Base painted in different colours and red beads

Printing Place value to be printed on the base stand

Quantity 01 stand, 5 rods, 60 beads

Finish Mat finish with detachable rods which could be screwed into the base stand.

Packing In a suitable size self sealing pressing LDPE cover

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4.Cubes for hollow cube box 3cm X 3cm X 3cm Size

Material MDF (White)

Color Natural colour with red and green colour print as per the sample model.

Printing 5 sides to be printed as per the design with polyurethane coating print

Sixth side need not be printed

Finish mat finish

Quantity 100 Nos / Kit


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5. Set of Shapes

Material MDF

Finish Lacquer coat with mat finish.

Shape, size, colour and quantity as per table below Sl. No.

Shape Size Color Qty/Kit

a Square 6″ X 6″ 7″ X 7″ 8″ X 8 ″

Pink Yellow Orange

1 no. each

b Rectangle 6″ X 4″ 7″ X 3.5″ 8 ″ X 4″

Pink Yellow Orange

1 no. each

c Circle d-6″ d-7″ d-8″

Pink Yellow Orange

1 no. each

d Triangle * Equilateral triangle 6″ base * Equilateral triangle with7″ base * Equilateral triangle with8″ base

Pink Yellow Orange

1 no. each

Thickness 4mm each


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6. Models of solid shapes

Material Silver Oak Wood

Colour Natural colour

Finish Mat finish with Lacquer coat.

Shape, size and quantity as per below table Sl.No Shape Size in mm Qty/Kit

1 Cube 5cmX5cmX5cm 01 2 Sphere 5cm dia 01 3 Hemisphere 5cm dia 01 4 Cylinder 12cm height with 5cm

diameter base 01

5 Cone 12cm height with 5cm diameter base

01

6 Triangular based pyramid

12cm height with triangular base of 5cm each side

01

7 Square based Pyramid

12cm height with square base of 5cm each side

01

8 Triangular based prism

12cm height with both triangular bases of 5cm each side

01

9 Hexagonal based prism

12cm height with both hexagonal bases of 2.5cm each side

01

10 Cuboid 5cm X 3cm X 12 cm 01 Packing In a suitable size self sealing pressing LDPE cover

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7.Number Line

Size 75cm length X4c breadth X 9mm Thickness including side arrows and a slide

Material MDF

Colour Green with yellow slide with red needle.

Printing Numbers to be printed on strip.

Quantity 1 no./kit

Finish Mat finish with arrows on both side and a slide as per the model.

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8. Identity Board

Size a) 18cm length X 18cm breadth X2mm thickness base surrounded by 2.5 cm height and 9mm thickness frame.

b) 16cm length X 16cm breadth X 4mm thickness boards (2no.) each board cut into pieces as per sample model.

Material MDF

Colour YELLOW, RED

Printing Naming the boards as per the sample model.

Quantity 1 no./kit

Finish Lacquer coat with mat finish


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9. Multipurpose Board

Size 23cm length X 23cm breadth with 2mm thickness frame on both side with two clock needles on each side

Material MDF board with Stainless Steel needles.

Colour Natural colour

Printing Number to be printed in circles as per drawing.

Quantity 1 no./kit

Finish Mat finish with 12 plugs in circle on one side and 24 plugs in circle on another side and 2 rotating clock needles on each side as per drawing. Lacquer coat.


front

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back

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10. Triangle board

Size 16cm length X 16cm height with 8mm in two folding

which can be folded with 1˝ hinges

Material MDF board with Stainless Steel hinges.

Colour Green and Yellow

Printing -

Quantity 1 no./kit

Finish Lacquer coat with mat finish with foldable triangular pieces with 2 hinges each side on three sides as per the sample.


After a fold Unfolded triangle

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11. Circular Fraction disks

Size Circular disk - 20 cm dia X 4mm thickness

Base board - 25 cm X 25 cm X 8mm

Material MDF

Colour Pink, Orange, Green, Yellow, Blue, Red, Violet

Printing -

Quantity 7 no./kit

Finish Lacquer coat with mat finish with disc cutting as per sample model;


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12. Counting beads:

Size 8mm dia beads, 1mm thickness wire, 0.6cm breadthX7.5cm length X0.1cm thickness strip

Material Poly Propylene beads, copper enameled aluminium wire and aluminum strip

Colour Golden

Finish transparent finish with wire threading twisted at the end and supporting strips on both side

Quantity Single beads with wiring - 100 Nos / Kit

Bundle of 10s -10 Nos / Kit

Bundle of 100s -10 Nos / Kit


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Part-4

I. Terms and Conditions about selection of least bidders, entrustment of work, procurement of materials, and execution of work.

1. The bidder who has qualified in the pre-qualification bid and who has quoted the least rate for executing a work package in the financial bid is entitled to be assigned with that work, subject to the conditions in clauses 2 to 7 below.

2. Manufacturers of wooden materials who satisfy the conditions in this RFP are eligible to bid for any or all the packages in annexure A to the RFP.

3. A manufacturer is entitled to maximum of two packages subject to the availability of necessary infrastructure with the firm.

4. Opening of financial bid does not qualify the bidder to get the award of the contract. The SSA reserves the right for the spot inspection of the infrastructure either by SSA officials or through third party and only then award the contract.

5. If, a manufacturer in his bid quotes the least rates (L1) in the financial bids of more than one package, then within the next 48 hours of opening of the financial bids, the L1 bidder will have the option to select one or two among them if they qualify for two packages. In case the bidder fails to convey his choice within the stipulated time, then the SSA may decide about the work packages to be assigned.

6. When a bidder, who has quoted the least rates for more than one work package, is selected to execute one or two work packages among them as per his option or otherwise and gets excluded from the rest, the bidder who has quoted the next lowest rate (L2) will get the right to carry out the work from which L1 is excluded, but at the rate quoted by L1 in that particular package and if L2 were to refuse the offer, then L3 will get the right to carry out the work from which L1 is excluded, but at the rate quoted by the L1. However, in such an event, if L2 and L3 both were to refuse to carry out the work at the rates quoted by L1, then the L1 bidder will be entitled to get that as an additional work at the L1 rates quoted by him, provided L1 bidder has additional required infrastructure. Package wise lowest bidders will be identified.

7. The proprietary rights of the TLM materials will be with the SSA. The SSA shall own the manufactured TLM materials.

8. The successful bidder shall be responsible for the manufacturing of wooden TLMs and supplying them in good condition to 202 Block Education Offices and 33 DDPIs as specified in Annexure-B to this RFP.

9. In the financial bid in format given in Part-7, the bidder shall quote the price per item for the manufacturing and supplying of each item in the work package enumerated in Annexure-A to this RFP.

10. The SSA reserves the right to reduce the manufacturing order in respect of any work package by 20% before awarding the work or signing the contract or to increase the printing order at any stage of printing by 20 %.

11. The entire work relating to manufacture & supply of wooden Teaching Learning Materials should be implemented by the successful bidder as per the following implementation schedule :-

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1 Signing of Contract With in 7 days – After the issue

of work order

2 Preparing proto type material and Final approval

With in 10 days from the date of signing of contract

3 Manufacturing, Pre delivery Inspection and supply and F.O.R. destination of wooden Teaching Learning Materials to all the 202 Block Education offices & 33 district offices

65 days from the date of approval of the prototype

12. The successful bidder shall be entirely responsible for manufacturing and

delivering the wooden TLMs safely to the concerned DDPIs. The SSA or any one subordinate to it or the DDPIs will not be responsible for any loss or damage to the kit till the kits are lawfully handed over to them.

13. The successful bidder shall use good quality MDF as mentioned in technical specification.

14. Inspections and Tests i. Approval of Prototype: The successful bidder has to submit two

prototypes for the packages they are awarded and must submit them within the time awarded for the same. Prototypes so submitted will be tested and based on the satisfactory test results, approval will be given. The bidder has to start the work only after receiving a written approval from this office. If any deviation or errors found in the prototype submitted by the bidder, the bidder shall have to rectify according to the technical specifications of the items provided in this RFP. No extra time shall be provided for the submission of prototypes. If any such extra time is utilized, the same number of days shall be deducted from the rest of the manufacturing days. Eventually, total number of days for the supply of materials manufactured would remain 75 days excluding the number of days taken for quality check and according of approval from SSA.

ii. The successful bidder shall manufacture atleast 3 additional kits. Before moving them from the place of manufacturing for delivery to the F.O.R destination, the successful bidder shall intimate the SSA so as to facilitate the SSA representative or the team identified for the quality check to pick samples at random for testing the quality. Only upon clearance in writing by SSA, the bidder shall move the manufactured TLM to its destination.

iii. The test may be conducted at the place of manufacturing or may be taken to lab. All these and above will be conducted at no extra cost to the purchaser. All these expenses will be deducted from the payment of the successful bidder before the final payment is made.

iv. Should any inspected or tested goods fail to conform to the specifications, the purchaser may reject the goods and the manufacturer shall either replace the rejected goods or make

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alterations necessary to meet specifications requirements free of cost to the Purchaser.

v. The purchaser's right to inspect, test and, where necessary, reject the Goods after the Goods arrival at Project Site shall in no way be limited or waived by reason of the goods having previously been inspected, tested and passed by the purchaser or its representative prior to the goods shipment.

15. The Supplier will be required to make separate packages with carton box for each Consignee to prevent their damage or deterioration during transit to their final destination as indicated in the contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme temperatures, salt and precipitation during transit and open storage. Packing case size and weights shall take into consideration, where appropriate, the remoteness of the goods final destination and the absence of heavy handlings facilities at all points in transit. Each package will be marked on three sides with proper paint I indelible ink the following:

a. Project b. Contract No. c. Suppliers Name and d. Packing List and Reference number

16. The manufactured wooden TLM materials shall be delivered to the concerned Block Education Officers and DDPIs in good condition without any damage as per the delivery instructions in Annexure-B to this RFP, by actual count of the kits. The DDPI shall have the right to reject any kit or kits which are not in good condition or damaged or which do not conform to any of the technical specifications.

17. The bids should be unconditional and conditional bids will be summarily rejected.

II. Submission of bids, evaluation, acceptance and related stipulations

1. Submission of Bids :

i. Bidders satisfying the prequalification and financial conditions specified in this Request For Proposal (RFP) and willing to execute the contract in conformity with the RFP may submit their Pre-qualification and Financial bids in formats as at Part-6 and Part-7 through e-procurement process only along with requsite EMD amount. Bids sent by any other mode like in person, Post, Telex or Fax or e-mail will be rejected.

ii. Proposals would need to be accompanied by a Bid Security for an amount of Rs.10.00 lakhs if participating in one package and additional of Rs.10.00 lakhs each for participating in every additional package.

iii. EMD of Rs.10.00 lakhs participating in one tender have to be remitted in the form of electronic cash as per the requirement of e-tendering process and the same for additional packages must be submitted either through DD or Bank Guarantee drawn in favour of ‘the State Project Director, Sarva Shiksha Abhiyana, Bangalore’ before the last date and time for the submission for bid and should be submitted to this office

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before the last date and time of the submission of bid. placed in a sealed cover and superscribed with the words ‘ EMD for Manufacturing Wooden TLM’ and addressed to The State Project Director, Sarva Shiksha Abhiyana Samithi, Nrupathunga Raod, Bangalore 560001.

iv. Latebids: The website will not accept any bid after the deadline for

submission of bids.The purchaser shall not accept any hardcopy of the bid by the bidder for the reason that the purchaser was not able to apply the bid through website of due to delay in the submission through website.

v. EMD will be refunded to all the unsuccessful bidders on finalisation of the award of the contract and to the successful bidder on successful completion of the contract obligation.

2. Bid Opening Process :

i. The purchaser will open and evaluate the technical bid of the Bidder, through e-Procurement process. First Envelope/Technical bid would be opened through e procurement process on 15.09.2010. The date on which SECOND ENVELOPE/commercial bid would be opened through e procurement process will be intimated to the qualified bidders by the Purchaser through Telephone/Fax/Post /Telegram /Phonogram /Courier or E-mail.

ii. If there is any discrepancy in the unit rate quoted for each item and

the total rates, the rates quoted viz, ‘unit rate’ will prevail. If there is difference in the total price computed in e –procurement portal as per the unit rates quoted for each item, those computed in words shall only be considered as the final rate of the bidder. The Purchaser will prepare minutes of the Bid opening and will circulate them to all the bidders by uploading the same to e-procurement website.

3. Furnishing of information :

The bidder should examine all instructions, forms, terms and specifications contained in the RFP. Failure to furnish all information as required in the RFP or to submit a bid not substantially responsive to the RFP in every respect will be at the bidder's risk and may result in rejection of its bid.

4. Pre Bid Meeting (Clarification of Tender Document)

i. The Bidder or his official representative is invited to attend a pre Bid

meeting which will take place at Conference Hall, Office of the State Project Director, Sarva Shiksha Abhiyan, New Public Offices Annex Building, N.T. Road, Bangalore-560001 on 01.09.2010 at 3.00 pm.

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ii. The purpose of the meeting will be to clarify issues and to answer questions on any matter that may be raised at this stage by the Bidder or his representative.

iii. Minutes of the meeting including the text of the questions raised

(without identifying the source of enquiry) and the responses given will be transmitted without delay to all prospective bidders as an addendum through e-procurement website. Any modification of the bidding documents listed in sub Clause 6.1 which may become necessary as a result of the pre bid meeting shall also be issued as an addendum through e-procurement website.

iv. Non attendance at the pre bid meeting will not be a cause for

disqualification of a bidder. 5.Amendments to RFP terms and conditions :

i. 5 days prior to the deadline for submission of Bids, the Purchaser may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, modify the Bidding Documents by amendment.

ii. The amendment will be notified on the website

http://www.eproc.karnataka.gov.in. The prospective bidders are requested to take cognizance of such notification/s while submitting their tender proposal.

iii. In order to allow prospective Bidders reasonable time in which to take

the amendment into account in preparing their bid, the Purchaser may, at its discretion, extend the deadline for the submission of bids.

6. Prices and Taxes :

i. In the financial bid format given in Part -7 of the RFP, the bidder shall quote the price, per item only for the package the bidder is participating.

ii. The quoted prices should be inclusive of packaging cost, transportation cost, all taxes like sales tax, service tax, VAT, custom duty, excise duty, any other applicable duties and taxes.

iii. Prices quoted by the bidder should remain fixed during the bidder’s performance of the contract and will not be subject to variation on any account. A bid submitted with an adjustable price quotation will be treated as non-responsive and will be rejected. Price should not be indicated at any place in the pre- qualification bid document. If it is found that the price is indicated in the technical bid, the entire bid will be summarily rejected. The prices should be quoted in Indian Rupees. Any reference made to variation in pricing due to appreciation

http://www.eproc.karnataka.gov.in/

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/ depreciation of Indian rupee against any other currency is not acceptable.

7. Bid validity period :

Bids (both pre-qualification as well as financial bid) should be valid for a period of 6 months from the last date fixed for submission of bids. Bids submitted with validity period less than 6 months will be treated as non-responsive and will be rejected.

8. Evaluation of bids and awarding the contract :

(i). Evaluation of Pre- qualification Bids:

For evaluation of the Pre-qualification bids, SSA will take into account the following factors and based on such evaluation the technically qualified bidders will be short-listed: a) Compliance to terms and conditions stipulated in the RFP duly supported by certified documentary evidences called for therein. b) Uploading of duly signed compliance statement. c) Review of written reply, if any, submitted by the bidder in response to any clarification sought by SSA.

(ii). Evaluation of Commercial Bids:

For the evaluation of the commercial bids, SSA will take into account the following factors :

a) Status of compliance of terms and conditions of RFP.

b) Submission of Financial Bid strictly in the format specified in Part-7 of RFP. Any change in the format specified or inclusion /addition of any extraneous conditions / suggestions in the Commercial-bid or attaching any addendum / annexure to the commercial bid may result in rejection of the bid.

9. Determination of L1 Bidder and Awarding of Contract :

i. On completion of evaluation process of financial bids and based on any other clarification submitted by the bidder in response to SSA query, if any, the contract will be awarded to the bidder, who has quoted the lowest price, namely L1 bidder.

ii. As there will be no scope for negotiation on the price, the bidders in their own interest should quote the most competitive prices. SSA reserves the right to reject L1 bid if the same is found unreasonable or is not as per the technical requirement mentioned in this document and in such a case the next lowest bidder namely L2 will be considered. If for any reason, the work order issued to the L1 bidder does not get executed or the L1 bidder backs out, SSA is at liberty to consider the next lowest bidder namely L2. Consequently, the defaulting L1 bidder will be blacklisted and debarred from participating in any of the future tender processes of SSA for a period

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of 2 years from the date of work order, in addition to forfeiture of performance security deposit.

10. Clarifications :

During evaluation of the bids (both Pre-qualification and Financial),SSA may, at its discretion, seek clarification from the bidders on the bids or the bidders themselves may seek clarifications from SSA on certain issues contained in this RFP. The request for clarification and the response should be in writing or email and the bidders should note that no change in the prices shall be sought, offered, or permitted after submission of the bids. 11. Errors and their rectification :

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, if and where required, the unit price shall prevail, and the total price shall be corrected accordingly. If the bidder does not accept correction of the errors, its bid will be rejected. If there is a discrepancy between figures mentioned in words and figures, the amount mentioned in words shall prevail.

12. Contacting SSA :

Any effort by a bidder to influence SSA in its decisions on bid evaluation, bid comparison or contract award will result in the rejection of bid of such bidder.

13. SSA’s Right to accept or reject any or all bids :

Notwithstanding anything contained in any of the clauses contained in this RFP, SSA reserves its right to accept or reject any or all the bids and to annul the whole bidding process at any time prior to awarding 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 reasons for the action by SSA.

14. Signing of contract agreement :

The successful bidder should enter into an agreement with SSA within seven days from the date of receiving of award of contract from SSA, incorporating all the terms and conditions contained in this RFP including the amendments and alterations as provided for clause (6) above. The successful bidder shall be responsible for and obligated to conduct all contracted activities with due care and diligence, in accordance with the Contract and using best practices and economic principles and exercising all reasonable means to achieve the performance levels specified in the Contract. The successful bidder should abide by the job safety, insurance, customs prevalent and the laws in force in India and should indemnify the SSA against all demands or responsibilities arising from accidents or loss of life, the cause of which is the successful bidder’s negligence. The successful bidder should agree to pay all indemnities arising from such

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incidents and should not hold SSA responsible or obligated.

15. Assignment : The successful bidder shall not assign, in whole or in part, its obligations to perform under this Contract to any other subcontractor or vendor, except with the prior written consent of SSA.

16. Termination for default :

SSA, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the bidder, may terminate this Contract in whole or in part if the bidder fails to perform any of the obligations(s) under the Contract. In the event of SSA terminating the Contract in whole or in part, it may get the work done, upon such terms and in such manner, as it deems appropriate through some other person and the bidder shall be liable to SSA for any excess costs or additional costs incurred. However, the bidder shall continue performance of the Contract to the extent not terminated.

17. Termination for insolvency :

SSA may at any time terminate the Contract by giving written notice to the bidder, if the bidder becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the bidder, provided that such termination will not prejudice or affect any right of action or remedy, which has accrued or will accrue thereafter to SSA.

18. Force majeure :

The successful bidder shall not be liable for penalty or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure. For purposes of this clause, "Force Majeure" means an event beyond the control of the Bidder and not involving the Bidder's fault or negligence and not foreseeable. Such events may include, but are not restricted to, wars or revolutions and epidemics. If a Force Majeure situation arises, the bidder shall promptly notify the Department in writing of such condition and the cause thereof. Unless otherwise directed by SSA in writing, the bidder shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means of performance not prevented by the Force Majeure event.

19. Insurance

The successful bidder shall fully insure the manufactured TLMs to be supplied under the contract against loss or damage incidental to printing or distribution, transportation, storage and delivery.

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20. Payment terms :

Payment will be made package wise i) On Delivery: Eighty percent of the contract price shall be paid on receipt

of goods and upon submission of the documents on production of the following documents; • Four copies of the supplier invoice showing contract number, goods

description, quantity, unit price, total amount; • Railway receipt / acknowledgement of receipt of goods from the

consignee(s) along with acknowledgement from Block Educational Offices and District Offices for having received goods.

• Four copies of packing list identifying of each package; • Manufacturer's warranty Certificate

ii) On Final Acceptance: The remaining twenty percent or part their of the

contract price shall be paid to the supplier within 60 days after the date of the acceptance certificate issued by the purchaser's representative for the respective delivery and on the basis of sample test reports.

21. Penalty for delayed execution of work :

The bidder should strictly adhere to the implementation schedule, as specified in the Work Order for performance of the obligations arising out of the contract and any delay thereof will enable SSA to resort to any or both of the following:

a) The bidder shall be liable to pay to SSA penalty at the rate of 0.1% of the bid value of the delayed portion of the work per day or part thereof up to a maximum of the 10% of the contract value. Once the maximum is reached, the purchaser may consider termination of the contract . b) Termination of the agreement fully or partly and claim of liquidated damages.

22. Performance Security :

i) The successful bidder should, at its own expense deposit with the SSA, within 7 working days from the date of award of the contract or prior to signing of the contract whichever is earlier, an unconditional and irrevocable Performance Bank Guarantee (PBG) of 5% of the contract amount from a nationalized bank payable on demand, for the due performance and fulfillment of the contract by the bidder. All charges whatsoever such as premium; commission etc. with respect to obtaining the Performance Bank Guarantee shall be borne by the bidder.

ii) The performance guarantee shall be denominated in the currency of the Contract and shall be by bank guarantee.

iii) The performance bank guarantee shall be valid for a period of 150 days from the last day of period of contract. Subject to the terms and conditions in the Performance Bank Guarantee, at the end of 150 days after the delivery of all the KITS, the PBG will be returned to the service provider.

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iv) The Performance Bank Guarantee shall be discharged / returned by SSA upon being satisfied that there has been due performance of the obligations of the bidder under the contract. However, no interest shall be payable on the Performance Bank Guarantee.

v) In the event of the bidder being unable to service the contract for whatever reason, SSA shall revoke the PBG. SSA shall notify the bidder in writing of the exercise of its right to receive such compensation within 14 days, indicating the contractual obligation(s) for which the bidder is in default.

vi) SSA shall also be entitled to make recoveries from the bills of the bidder, PBG or any other payment due, in case of any error/ omission on bidder’s part.

23. Resolution of disputes : a. In case of Dispute or difference arising between the purchaser and a

domestic supplier relating to any matter arising out of a or connected with this agreement, such disputes or difference shall be settled in accordance with the Arbitration and Conciliation Act,1996, by a Sole Arbitrator. The Sole Arbitrator shall be appointed by agreement between the parities; failing such agreement, by the appointing authority namely the Indian Council of Arbitration / President of the Institution of Engineers (India) / The International Centre for Alternative Dispute Resolution (India). A certified copy of the appointment Order shall be supplied to each of the parties.

b. Arbitration proceedings shall be held at Bangalore Karnataka, and the language of the arbitration proceedings and that of all documents and communications between the parties shall be English.

The decision of the arbitrators shall be final and binding upon both parities. The cost and expenses of Arbitration proceedings will be paid as determined by the Arbitrator. However, the expenses incurred by each party in connection with the 'preparation, presentation etc. of its proceedings shall be borne by each party itself.

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PART -6 FORMAT FOR PRE QUALIFICATION BID

Ref No: Date: TO The State Project Director, Sarva Shiksha Abhiyan, New Public Offices Annex Building, Nrupatunga Road, Bangalore-560001 Sir/Madam,

Sub:- Submission of Pre qualification bid for printing of wooden TLMs for the year 2009-10, as per part -6 of the Request for Proposal to the Tender Notification.

Ref:-Tender notification No:SSA/TLM kit-wood/1-2009-10 dated:

In response to the above tender notification, having studied and understood all the terms and conditions of the said tender notification and the RFP thereof, in regard to manufacturing and supply of wooden TLM materials, I submit the Pre qualification bid as follows:

A. Machines and infrastructures:

Sl No Particulars of machineries and infrastructure

Numbers/ Extent

Description & Specifications

Place of location

1 Cutting machine owned by the bidder

2 Printing machine owned by the bidder (Screen/Digital)

3 Lathing Machine

B.Experience and past performance:

Sl No

Eligibility Criteria Furnish particulars

Description of proof enclosed

Remarks if any,

1 Experience in manufacturing wooden Materials

2 Minimum annual average turnover during the last 3 financial years i.e. 2006-07, 2007-08 and 2008-09(See clause 1 of part-2 of this RFP)

3 Maintaining of labour laws.

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C. Documents produced - checklist

(Enclose the attested copies of the following documents)

Sl No.

Description of the documents

Produced / not produced

Remarks

1 Proof of registration

2 Proof of ownership of Cutting machines

3 Proof of ownership of Printing machine and Lathing machine

4 Proof of ownership or lease hold right of the land and building in which wooden molding machines and storage space are located - copies of the deeds to be produced.

5 VAT registration certificate

6 PAN registration certificate

7 Proof of annual turnover for the past three financial years

8 Proof to show that the bidder is in wooden material manufacturing business in the past years.

9 An affidavit about not blacklisting of the bidder by any department of state /central government or by any other agency ?

10 An affidavit about the bidder having paid all the dues of the workers as per law and all charges / contributions to statutory authorities?

11 An affidavit that the bidder has complied with all the labour laws.

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D. Particulars of Packages applied

Package-1

□

Package-2

□

Package-3

□

Package-4

□ we have understood all the terms and conditions of the tender notification and the RFP and have enclosed the documents in support of the bid accordingly.

Yours faithfully,

Signature of the

Bidder (with seal)

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FORMAT FOR FINANCIAL BID (Fill the rates for the relevant package only)

Ref no. Date: TO

The State Project Director, Sarva Shiksha Abhiyan, New Public Offices Annex Building, Nrupatunga Road, Bangalore-560001 Sir/Madam,

Sub:- Submission of financial bid for the manufacture of wooden TLMs for the year 2009-10, as per part -6 of the Request for Proposal to the Tender Notification.

Ref:-Tender notification No:SSA/TLM kit - wood/1-2009-10 dated:

In response to the above tender notification, having studied and understood all the terms and conditions of the said tender notification and the RFP thereof, in regard to manufacturing and supply of wooden TLM materials, I submit the financial bid as follows; Rates quoted by the bidder:

• The rate quoted by the bidder for Manufacture and supply on F.O.R. destination of one(1) set Nali-Kali Wooden Teaching Learning Materials, Sl.No.1 to 11

Package-1 Rs.. . . . . . . . .(. . . . . . . . . . . . . . . . . . . ) Package-2 Rs. . . . . . . ( . . . .. . . . . . . . . . . . . . . . . . ) Package-3 Rs. . . . . . . ( . . . .. . . . . . . . . . . . . . . . . . ) Package-4 Rs. . . . . . . ( . . . .. . . . . . . . . . . . . . . . . . ) The rates should be mentioned item wise clearly both in words and

figures

Item-wise details of rates quoted(Fill the cost of all the items for the relevant package only)

Rate quoted by the bidder Slno Item details

Package1 Package2 Package3 Package4

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CONDITIONS

1. If our tender is accepted, we here by undertake to abide as per the stipulated Term and Conditions, to manufacture the Nali-Kali Wooden Teaching Learning Materials in various media and supply on F.O.R. destination to the respective Blocks as per the packages awarded

2. If our tender is accepted we will obtain the Guarantee or Demand Draft from a Nationalized Bank for sum of equivalent to 5 percent of the total cost of the contract entrusted to us.

3. We agree to abide by this Tender for bid validity of 150 days after the date fixed for opening of Second Envelope and shall remain binding upon us and may be accepted at any time before then expiry of the period.

4. We agree to abide by this tender for and if the award is made to us, in executing the above contract we will strictly observe the laws against fraud and corruption in force in India namely “Prevention of corruption act 1988”.

5. We understand that you are not bound to accept a lowest offer that you may receive after Tender validity.

Dated: this. . . . . . . . ..Day of . . . . . . .. . . 2010 Signature (Name and Address of the Tender with seal) (In the capacity of . . . . . Duly authorized to sign the Tender for and on behalf of)

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ANNEXURE – A

Details of items in each kit

Slno Item’s Name

No of items required

1 Word game board - [ PADAGALA AATA] 36550

2 Game board - [ GELUVINA AATA] 36550 3 Place Value Stand 36550 4 Cubes for hollow cube box 36550 5 Set of Shapes 36550 6 Models of solid shapes 36550 7 Number Line 36550 8 Identity Board 36550

9 Multipurpose Board 36550

10 Triangle board 36550 11 Circular Fraction disks 36550 12 Counting beads: 36550

Package wise kits to be supplied

Slno Package name No of kits 1 Package - 1 9,455 2 Package – 2 9,190 3 Package – 3 9,218 4 Package - 4 8,687 Total 36,550

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Annexure – B

Package wise Delivery details

The Nali-Kali Wooden Teaching Learning Materials will have to be supplied as per the following particulars for the f.o.r. destinations, i.e., to all the block education offices & 33 district offices in the state as per the details below.

PACKAGE - 01 Slno District Block No. of schools

1 BANGALORE NORTH NORTH1 109 NORTH2 54 NORTH3 79 NORTH4 205 District Office 62 Total 5092 BANGALORE SOUTH ANEKAL 226 SOUTH1 184 SOUTH2 67 SOUTH3 128 SOUTH4 187 District Office 77 Total 8693 BANGALORE RURAL DEVANAHALLI 168 DODDABALLAPURA 242 HOSAKOTE 205 NELAMANGALA 148 District Office 74 Total 8374 CHIKKABALLAPURA BAGEPALLY 194 CHIKKABALLAPUR 186 CHINTAMANI 248 GOWRIBIDANUR 232 GUDIBANDA 66 SIDLAGHATTA 227 District Office 77 Total 1,2305 CHITRADURGA CHALLAKERE 3 CHITRADURGA 284 HIRIYUR 10 HOLALKERE 189 HOSADURGA 215 MOLAKALMUR 131 District Office 92 Total 9246 KOLAR BANGARAPETE 269 K G F 106 KOLAR 324 MALUR 259

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MULBAGAL 326 SRINIVASAPUR 270 District Office 95 Total 1,6497 SHIMOGA BHADRAVATI 227 HOSANAGAR 138 SAGAR 208 SHIKARIPUR 206 SHIMOGA 279 SORAB 232 THIRTHAHALLI 153 District Office 1078 Total 1,550 TUMKUR CHIKNAYAKANHALLI 218 GUBBI 290 KUNIGAL 277 TIPTUR 180 TUMKUR 347 TURUVEKERE 172 District Office 96 Total 1,5809 MADHUGIRI KORATAGERE 194 MADHUGIRI 2 PAVAGADA 0 SIRA 11 District Office 58 Total 265 State Office 42 PACKAGE-1 TOTAL 9,455

PACKAGE-02 10 CHAMARAJANAGARA CHAMARAJA NAGAR 237 GUNDULPET 158 HANUR 144 KOLLEGAL 82 YELANDUR 47 District Office 77 Total 745

11 CHIKKAMANGALORE BIRURU 135 CHIKMAGALUR 263 KADUR 175 KOPPA 3 MOODIGERE 127 NARASIMHARAJAPURA 64 SRINGERI 35 TARIKERE 177 District Office 112 Total 1,091

12 DAKSHINA KANNADA BANTWAL 187 BELTHANGADY 167

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MANGALORE CITY 29 MANGALORE TALUK 131 MOODABIDRE 56 PUTTUR 170 SULLIA 120 District Office 97 Total 957

13 HASSAN ALUR 117 ARAKALAGUDU 155 ARASIKERE 382 BELUR 259 CHANNARAYAPATNA 354 HASSAN 377 HOLENARASIPURA 148 SAKALESHAPURA 127 District Office 122 Total 2,041

14 KODAGU MADIKERI 99 SOMAVARPET 133 VIRAJPET 123 District Office 47 Total 402

15 MANDYA KRISHNARAJA PET 252 MADDUR 213 MALAVALLY 207 MANDYA NORTH 134 MANDYA SOUTH 105 NAGAMANGALA 200 PANDAVAPURA 138 SRIRANGA PATNA 102 District Office 122 Total 1,473

16 MYSORE H.D.KOTE 6 HUNSUR 9 K.R.NAGARA 54 MYSORE NORTH 73 MYSORE RURAL 95 MYSORE SOUTH 36 NANJANAGUD 153 PERIYA PATNA 222 T.N.PURA 104 District Office 123 Total 875

17 UDUPI BRAHAMAVARA 85 BYNDOOR 164 KARKALA 123 KUNDAPURA 115 UDUPI 53 District Office 77 Total 617

18 RAMANAGARA CHANNAPATNA 188

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KANAKAPURA 327 MAGADI 193 RAMANAGARA 215 District Office 66 Total 989 PACKAGE-2 TOTAL 9,190

PACKAGE-03 19 BAGALKOT BADAMI 223 BAGALKOT 178 BILAGI 117 HUNAGUND 217 JAMAKHANDI 251 MUDHOL 214 District Office 82 Total 1,282

20 BELGAUM BAILHONGAL 212 BELGAUM CITY 127 BELGAUM RURAL. 264 KHANAPUR 262 RAMDURG 182 SOUNDATTI 200 District Office 83 Total 1,330

21 CHIKKODI ATHANI 307 CHIKODI 228 GOKAK 141 HUKKERI 244 KAGWAD 90 MUDALGI 236 NIPPANI 159 RAIBAG 278 District Office 103 Total 1,786

22 BIJAPUR BASAVAN BAGEWADI 275 BIJAPUR RURAL 365 BIJAPUR CITY 121 CHADACHAN 173 INDI 259 MUDDEBIHAL 234 SINDAGI 330 District Office 85 Total 1,842

23 DHARWAD DHARWAD 168 HDMC 137 HUBLI 111 KALGHATAGI 113 KUNDAGOL 98 NAVALGUND 103 District Office 92

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Total 82224 GADAG GADAG CITY 58 GADAG RURAL 109 MUNDARAGI 91 NARAGUND 54 RON 156 SHIRHATTI 134 District Office 62 Total 664

25 UTTARA KANNADA ANKOLA 107 BHATKAL 150 HALIYAL 4 HONNAVAR 182 JOIDA 89 KARWAR 101 KUMTA 161 MUNDAGOD 113 SIDDAPUR 136 SIRSI 172 YELLAPUR 110 District Office 167 Total 1,492 PACKAGE-3 TOTAL 9,218

PACKAGE-04 26 BELLARY BELLARY EAST 145 BELLARY WEST 125 HADAGALI 134 HAGARIBOMMANAHALLI 120 HOSPET 188 KUDLIGI 259 SANDUR 158 SIRUGUPPA 164 District Office 122 Total 1,415

27 BIDAR AURAD 263 BASAVAKALYAN 224 BHALKI 259 BIDAR 266 HUMNABAD 182 District Office 77 Total 1,271

28 GULBARGA AFZALPUR 167 ALAND 48 CHINCHOLI 269 CHITTAPUR 294 GULBARGA NORTH 174 GULBARGA SOUTH 147 JEWARGI 218 District Office 104 Total 1,421

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29 YADAGIRI SEDAM 209 SHAHAPUR 175 SHORAPUR 238 YADGIR 287 District Office 65 Total 974

30 KOPPAL GANGAVATHI 303 KOPPAL 218 KUSTAGI 215 YELBURGA 191 District Office 62 Total 989

31 RAICHUR DEVADURGA 48 LINGASUGUR 17 MANVI 22 RAICHUR 18 SINDHANUR 34 District Office 77 Total 216

32 DAVANAGERE CHANNAGIRI 240 DAVANAGERE(N) 133 DAVANAGERE(S) 122 HARAPANAHALLI 238 HARIHARA 128 HONNALI 80 JAGALUR 163 District Office 107 Total 1,211

33 HAVERI BYADAGI 104 HANAGAL 215 HAVERI 158 HIREKERUR 177 RANNEBENNUR 176 SAVANUR 104 SHIGGOAN 149 District Office 107 Total 1,190 PACKAGE-4 TOTAL 8,687 TOTAL OF 4 PACKAGES 36,550