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File No. 10(34)/2016-NICSI

NATIONAL INFORMATICS CENTRE SERVICES

INCORPORATED (A Government of India Enterprise under NIC)

MINISTRY OF ELECTRONICS AND INFORMATION TECHNOLOGY

EMPANELMENT OF AGENCIES

FOR SUPPLY, RENTAL & WARRANTY SUPPORT OF HAND

HELD DEVICE FOR E-CHALLAN AND RELATED EQUIPMENTS

TENDER NO.

NICSI/HAND HELD DEVICE/2016/23

HALL NO. 2&3,

6TH FLOOR, NBCC TOWER,

15 BHIKAJI CAMA PLACE, NEW DELHI

NEW DELHI – 110066.

TEL – 26105054, FAX – 26105212

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Disclaimer

The sole objective of this document (the Request for Proposal or the RFP) is to solicit

Techno commercial offers from interested parties for taking part in the empanelment process

leading to empanelment of agency(ies) for the scope of work as mentioned in this document.

While this document has been prepared in good faith, no representation or warranty, express

or implied, is or will be made, and no responsibility or liability will be accepted by NICSI or

any of their employees, advisors or agents as to or in relation to the accuracy or completeness

of this document and any liability thereof is hereby expressly disclaimed.

Interested Parties may carry out their own study/ analysis/ investigation as required before

submitting their Techno commercial proposals.

This document does not constitute an offer or invitation, or solicitation of an offer, nor does

this document or anything contained herein, shall form a basis of any agreement or

commitment whatsoever.

NICSI/NIC Representatives, its employees and advisors make 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 RFP Document

Some of the activities listed to be carried out by NICSI subsequent to the receipt of the

responses are indicative only. NICSI has the right to continue with these activities, modify

the sequence of activities, add new activities or remove some of the activities, as dictated by

the best interests of NICSI.

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Table of Contents 1 INTRODUCTION – ABOUT NICSI ..................................................................................... 5

2 OBJECTIVE OF THE TENDER............................................................................................ 5

3 SCOPE OF WORK ................................................................................................................. 6

4 GUIDELINES FOR PMA COMPLIANT ITEMS ................................................................. 8

5 ELIGIBILITY CRITERIA...................................................................................................... 9

6 DELIVERABLES ................................................................................................................. 10

7 EMPANELMENT TERMS .................................................................................................. 10

8 BIDDING PROCESS ........................................................................................................... 11

9 BID SUBMISSION .............................................................................................................. 13

10 BID OPENING AND EVALUATION ................................................................................ 15

11 SECURITY DEPOSIT AND PERFORMANCE BANK GUARANTEE............................ 19

12 LABOUR LAWS .................................................................................................................. 22

13 GENERAL TERMS AND CONDITIONS .......................................................................... 22

14 TERMINATION OF CONTRACT ...................................................................................... 24

15 AWARD OF WORK ............................................................................................................ 25

16 PRICE VARIATION ............................................................................................................ 26

17 STOCK ENTRY & BILLING TO END USER ................................................................... 27

18 PAYMENT TERMS ............................................................................................................. 28

19 PENALTY ............................................................................................................................ 29

20 CONFIDENTIALITY AND SECURITY ............................................................................ 29

21 INDEMNITY ........................................................................................................................ 30

22 LIMITATION OF LIABILITY ............................................................................................ 30

23 FORCE MAJEURE .............................................................................................................. 31

24 DISPUTE RESOLUTION .................................................................................................... 31

25 APPLICABLE LAW ............................................................................................................ 32

ANNEXURE 1 - COVERING LETTER FOR BID .................................................................. 33

ANNEXURE 2 - FACT SHEET ................................................................................................ 35

ANNEXURE 3 - BID SUBMISSION PROCEDURE ............................................................... 36

ANNEXURE 4 - BID SUMMARY ........................................................................................... 39

ANNEXURE 5 - DOMESTIC VALUE ADDITION – SELF CERTIFICATE ........................ 40

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ANNEXURE 6 - ELIGIBILITY CRITERIA............................................................................. 42

ANNEXURE 7 - CLIENT DETAILS ........................................................................................ 44

ANNEXURE 8 - TECHNICAL SPECIFICATIONS ................................................................ 46

ANNEXURE 9 - STATEMENT OF DEVIATIONS FROM TECHNICAL SPECIFICATIONS

49

ANNEXURE 10 - FINANCIAL BID LETTER ........................................................................ 50

ANNEXURE 11 - FINANCIAL BID ........................................................................................ 51

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1 INTRODUCTION – ABOUT NICSI

a) National Informatics Centre Services Incorporated (NICSI) was set up in 1995 as a Section 25

company and is the corporate extension of National Informatics Centre (NIC), Ministry of

Electronics & Information Technology (MeitY), Government of India.

b) NICSI specializes in procurement, installation, commissioning and maintenance of the state-of-

the-art ICT Products and services; Video conferencing systems and services, Computer Hardware

& software along with extensive consultancy services and other ICT related services like system

Integration, Application Software Development, Data Centre and Network Installations,

Operations Management Service etc. at most competitive prices.

c) To discharge the social obligations of the Government in Information Technology domain, NICSI

in association with NIC has designed and developed major software and technology

infrastructures for various Government departments both at the Centre and in the States.

d) NICSI manages its procurement and supplies of IT-hardware, software, Video-conferencing &

Network equipment, hardware, software and Network installations, Application

Software/Website Development, Technical Support Services and other services through:

OEM’s empaneled for specific periods against open tenders for the supply of IT-

hardware, Peripherals, UPS systems and other equipment.

Service specific vendor empanelment against open tenders for network Installation and

maintenance, provision of technical support services for software development and

training, Technical manpower outsourcing etc.

Strategic Alliances/Agreements directly with the OEMs for supply of IT products,

software and other services etc.

e) NICSI plays the role of a facilitator and actual requirement usually come from the end user.

NICSI floats the tenders through various advertisements based on anticipated requirements (as

per past practice) and finalizes the rates.

2 OBJECTIVE OF THE TENDER

1.1 This tender is for the empanelment of agencies for Supply, Rental & Warranty Support of hand

held devices and Related Equipments for e-challan in the Central and State/UT government

departments. Five agencies each with proven competence in providing hand held devices and

related equipments for e-challan will be considered for empanelment for a period of two years,

which can be extended for one more year through mutual consent. However, the rate finalized

through this tender would remain valid for the period of empanelment/extended empanelment.

1.2 This tender is for the traffic police and transport department for issue of hand held devices

required for e-challan.

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1.3 Through this tender, User department will have an option to select either purchase or rent hand

held devices for e-challan and related equipments.

3 SCOPE OF WORK

3.1 The tender is an attempt to select and empanel agencies with proven competence in providing

hand held devices and related equipment for e-challan in various States/UTs.

3.2 For e-challan:

a. E-Challan is a comprehensive digital solution for Traffic Enforcement System/transport

department delivered through an Android based mobile app and a web portal. It is an end-to-end

digital enforcement solution integrated with VAHAN and SARATHI applications and provides a

number of user-friendly features & functionalities covering all major aspects of Traffic police/

transport department. It has got two basic parts:

Mobile App: For on-road challaning and related activity to be carried out by enforcement/police

officials.

Web Portal: Multi-functional web application for use of the enforcement/police officials, RTOs,

Higher officials, citizens

b. The software has been developed by NIC under the e-Transport MMP and has been designed

keeping in view the requirements of both the Transport Enforcement Wing as well as Traffic

Police Department of states.

c. The empaneled agency shall provide handheld devices to police/Transport department officials

for challaning the violators on the spot on a 24x7 basis, using the provided device. The hardware

provided by agency shall be capable for two-way communication with the Central Data Center,

compatible with the above mentioned NIC software and be capable of retrieving relevant data

relating to the violating vehicle and/ or the driver and updating the prosecution information.

d. Delivery, Installation and Commissioning: Delivery, installation, testing & commissioning and

training of the equipment’s at User department premises shall be completed by the selected

agency in accordance with the terms specified by the Purchaser within 30 (thirty) Days from the

date of Award of Contract.

e. Training: The selected agency shall undertake to train the staff nominated by user department in

different aspects of equipment design, functioning, testing, operation & administration,

maintenance and repair. Operational Training to the field officers will also be responsibility of the

selected agency. Software Administration training to the administrative and technical staff will

also be the responsibility of agency.

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3.3 Warranty& AMC:

i. The agency shall provide onsite comprehensive Guarantee/Warranty of all goods/equipment

for a period of 01 (One) Year from the date of final acceptance of the equipment and also

provide comprehensive Annual Maintenance of the entire equipment for next 2 (Two) Years

after expiry of the warranty/guarantee period of 01 year.

ii. Warranty shall cover the below:

a. Repairing and replacement of broken part

b. Telephonic support

c. Glass and plastic parts are not covered under warranty

d. The response to the service support request shall be made within 1 working day after

logging a written complaint and shall be resolved maximum within 7 days.

e. During the term of warranty/AMC the service/repair calls will have to be attended by

the agency within 24 hours from the time of such calls. In case of malfunction/defect

in handheld device, printer, charger or any other accessory, they will be repaired

within 24 hours at Purchaser’s location failing which a penalty will be charged as per

the Section 19, penalty clause defined in the tender for each devices, printer, charger

etc per day. In case of major defects requiring the defective card/item/equipment to

be taken to the agency’s workshop, it should be returned within a week duly repaired

and an immediate substitute card/item/equipment will be provided by the agency for

the smooth operation. The to and fro transportation of the card/item/equipment will

be the responsibility of agency.

f. The empaneled agencies will be required to undertake the work in any part of India.

g. Delays in attending the calls and or repairing the defective card/item/equipment

beyond time limit as specified, without providing the substitute, will attract penalties

in accordance with section 19, Penalty Clause defined in the tender.

h. If the agency fails to repair or replace the defective Equipment/ Item, the department

will be free to get the same repaired/replaced from the market and its cost will be

adjusted from the agency’s PBG.

i. If the performance of any individual equipment or device fails to meet the contract

specifications then the same shall be replaced by the agency free of cost during the

term of the warranty/AMC period.

j. The agency shall provide necessary Software updating free of cost during the

warranty/guarantee period and also during the period of AMC.

k. The maintenance services, including spares shall be free of cost during the

warranty/AMC period. Apart from the service/repair calls, the service engineer

deputed by the agency shall visit the site once in every 03 months to carry out the

Preventive Maintenance and diagnostics of the equipment during the Warranty

Period.

l. The agency shall have to maintain optimum level of qualified and skilled human

resources, spares and parts to provide warranty and support based on agreed SLAs

within the cities where e-challan devices would be commissioned.

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m. The agency shall ensure that the manpower / devices/ item/ equipment are procured

well in time to ensure quality of work and adherence to the time period and work/

supply/ service is not interrupted / delayed irrespective of volume assigned.

iii. AMC shall cover the below in addition to the above mentioned points:

a. The agency shall be responsible for the comprehensive on-site maintenance of the

equipment, for a period of two years after expiry of the warranty/guarantee period.

b. The agency shall quote the rates for comprehensive Annual Maintenance of the entire

equipment in the Annexure 11, Financial Bid for all the 02 (seven) years after expiry

of the warranty/guarantee period of 03 (three) years.

c. The payment towards AMC shall be payable periodically after successful completion

of the maintenance service during that period, the period being not more than three

months.

d. Under the AMC, the agency shall provide comprehensive maintenance services of

the entire equipment including the spares and there shall be no hidden cost.

e. Preventive maintenance service of the equipment under AMC must be carried out

once in three months.

iv. Spare Parts:

a. The agency will undertake that supplies of necessary maintenance equipment and

spare parts will be made available for all the Equipment and devices for a period of 5

(five) years on continuing basis and life time spares after 5 years.

b. The agency shall include in his tender, the break-up of essential spares required for

efficient maintenance of the supplied devices in Annexure 11, Financial Bid

4 GUIDELINES FOR PMA COMPLIANT ITEMS

1. Ministry of Electronic & IT. (MeitY) (Erstwhile DeitY) vide Notification No. 33(3)/2013-JPHW

dated 23.12.2013 has laid down the PMA policy for providing preference to domestically

manufactured products in procurement of Electronic goods. Under this policy MeitY and DOT

have notified multiple items. Notifications may be gone through at http://meity.gov.in/esdm/pma.

Further notifications by various departments may be issued from time to time in this regard. The

Guidelines may be treated as an integral part of the tender document.

2. NICSI as a nodal agency shall promote the policy for providing preference to domestically

manufactured electronic products based on notification issued under the policy by the MeitY,

DOT and any other department in public procurement by Government and its agencies

3. Bidders availing preference under the aforementioned policy are required to submit an affidavit

regarding domestic value addition in prescribed Form I (given in ANNEXURE 5 - DOMESTIC

VALUE ADDITION SELF CERTIFICATE). Quoting false information may lead to the

cancellation of their empanelment and EMD/Security Deposit may also be forfeited.

4. The vendors shall have the option to upgrade the domestic value addition against their active

empanelment through the Affidavit as per Form I but no downgrade shall be accepted. NICSI

http://meity.gov.in/esdm/pma

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shall accordingly update the empanelment without affecting the price and all supplies made after

the date of such updation shall be with upgraded domestic value addition only.

5. Bidders are also required to indicate the domestic value addition in terms of BoM for the quoted

product, in terms of aforesaid guidelines, in their bid in the following format.

Item

No.

Item

Description

Manufacturer/

Supplier

Country of

Origin Value

Domestic Value

addition in percentage

6. NICSI shall conclude its empanelment of vendors as per existing procedure and incorporate

the domestic value addition in its empanelment. However, the Government User

Departments /indentors shall be fully responsible to ensure compliance of the PMA policy

while placing orders against the empanelment.

7. In case of any complaint against the domestic value addition, the empaneled bidder shall provide

information/documents in support of the domestic value addition as may be required to verify the

complaint without any cost to NICSI. In case the complaint is not established, there shall be no

liability on the empaneled bidder.

5 ELIGIBILITY CRITERIA

5.1 Prequalification/Eligibility Criteria

1. Eligibility Criteria is given in the Annexure 6 -Eligibility Criteria and it must be filled up.

2. Relevant portions, in the documents submitted in pursuance of eligibility criterion mentioned, shall be

highlighted.

3. Documentary evidence for compliance to each of the eligibility criteria must be enclosed along with

the bid together with the references as required in the Annexure 6- Eligibility Criteria.

4. If the bids are not accompanied by all the requisite supporting documents, the same would be

rejected.

5. Undertaking for subsequent submission of any of the required document will not be entertained under

any circumstances.

5.2 Technical Compliance

The bidders shall give unconditional clause-by-clause compliance for the technical specification as

per format prescribed in Annexure 8: Technical Specifications as part of eligibility criteria.

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6 DELIVERABLES

For implementation of e-challan

Implementation Requirements:

1. Software: The eChallan mobile app and web application software will be provided free of cost to

all the State Transport departments and Traffic Police Department. The configuration and limited

customization specific to each state, training, roll-out support will also be provided by NIC.

However, if the requirements of any state regarding customization, roll-out etc. is very high and

extensive, then the state has to hire its own support staff and/or pay for extra manpower engaged

for development of customized version of the software.

2. Hardware for web application: Normal desktop client machines, printer, good internet

connectivity is required for back-end processing like disposal, compounding, court intimation etc.

by challaning officials. There will be requirement of printing of A4 size challan copies,

generating various MIS reports and assignment of duties, monitoring, etc by supervisory officers.

All these devices have to be procured by the concerned department.

3. Devices for Mobile App: Technical specifications for the required devices is provided in

Annexure 8: Technical Specifications. Requirements of two kinds of devices are specified:

i. Generic Mobile / Tablet

ii. Mobile Handheld terminal with integrated printer

4. Any delay in delivery, installation & commissioning of the hand held Equipments & printers for

e-challan system beyond 30 days will attract penalty as stated in section 19, Penalty Clause,

beyond which NICSI will be free to cancel the work order, empanelment and forfeit the

EMD/Security Deposit of the defaulting agency. NICSI will also be free to assign the job to

another agency on the panel.

7 EMPANELMENT TERMS

7.1 The empanelment will be valid for a period of 2 (Two) Years in the first instance from the date of

empanelment. It may be extended for a further period of 1 year (One year) depending upon

NICSI’s project requirements with mutual consent.

7.2 All empaneled agencies shall have to enter into a written agreement with NICSI for honoring all

tender conditions and adherence to all aspects of fair trade practices in executing the purchase

orders placed by NICSI on behalf of its clients.

7.3 In the event of an empaneled Company or the concerned division of the Company is taken over

/bought over by another company, all the obligations and execution responsibilities under the

agreement with the NICSI, should be passed on for compliance by the new company in the

negotiation for their transfer.

7.4 In case any selected L1 bidder refuses to sign empanelment within stipulated time of

communication from NICSI, the offer would be treated as withdrawn and the bidder’s EMD will be

forfeited and L2 bidder shall be reckoned as L1 for further empanelment process. If other bidders

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refuses to sign the empanelment after matching L1 rates, their EMD will be forfeited and offer will

be extended to other qualified bidders. The defaulting bidder may also be debarred from

participating in NICSI tenders for a period of three years.

7.5 In case of empaneled agency is found in breach of any condition(s) of tender or supply order, at

any stage during the course of service period, the legal action as per rules/laws, shall be initiated

against the bidder and Security Deposits shall be forfeited, besides debarring and blacklisting the

bidder concerned for at least three years, for further dealings with NICSI.

7.6 The bidder should not assign or sublet the empanelment or any part or it to any other agency in any

form. Failure to do so shall result in termination of empanelment and forfeiture of Security deposit

7.7 NICSI may, at any time, terminate the empanelment by giving written notice to the empaneled

agency without any compensation, if the empaneled agency becomes bankrupt or otherwise

insolvent, provided that such termination will not prejudice or affect any right of action or remedy

which has accrued or will accrue thereafter to NICSI

7.8 There will be empanelment of 5 agencies under this tender.

8 BIDDING PROCESS

8.1 Availability of Tender Documents

The tender document is available at NICSI e-procurement site https://eproc-

nicsi.nic.in/nicgep/app&http://nicsi.com/tenders.asp

Prospective bidders desirous of participating in this tender may view and download the tender

documents free of cost from the above mentioned website.

At any time prior to the last date for receipt of bids, NICSI may, for any reason, whether at its own

initiative or in response to a clarification requested by a prospective bidder, modify the tender

documents by an amendment/corrigendum. The amendment/corrigendum will be notified at the above

mentioned websites, which will be binding on the prospective bidders to consider for quoting.

The bidders are expected to examine all instructions, forms, terms, project requirements and other

information in the RFP documents. Failure to furnish all information required as mentioned in the

RFP documents or submission of a proposal not substantially responsive to the RFP documents in

every respect will be at the bidder's risk and may result in rejection of the proposal and forfeiture of

the bid security.

NICSI reserves the right to cancel this tender or modify the requirement at any stage of Tender

process cycle without assigning any reasons. NICSI will not be under obligation to give clarifications

for doing the aforementioned.

8.2 Time Schedule

As per “ANNEXURE 2 - FACT SHEET”.

https://eproc-nicsi.nic.in/nicgep/app


http://nicsi.com/tenders.asp

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No Bid will be accepted after the expiry of the above mentioned time schedule

In order to allow bidders a reasonable time to take the amendment/corrigendum(s) into account in

preparing their bids, NICSI, at its discretion, may extend the deadline for the submission of bids.

8.3 Pre-Bid Meeting

1. NICSI shall hold a pre bid meeting with the prospective bidders as per the schedule mentioned in

“ANNEXURE 2 - FACT SHEET” for any clarifications regarding tender technical specifications

and tender terms & conditions.

2. Queries received in writing, or over email, as per the schedule mentioned in “ANNEXURE 2 -

FACT SHEET”, shall be addressed.

3. The queries should be sent to NICSI in the following format (preferably in an excel file) through

email at [email protected] or faxed on 011-26105212.

Company name M/s.

S.

No.

RFP Page No. Relevant Section /

Annexure of RFP

Relevant

Content from

RFP

Agency’s Query

/ Comment

4. All interested bidders can participate in the pre-bid conference.

5. NICSI is not bound to clarify any query after the pre-bid meeting.

6. NICSI will endeavor to provide a complete, accurate, and timely response to all queries raised by

the bidders. However, NICSI makes no representation or warranty as to the completeness or

accuracy of any response, nor does NICSI undertake to answer all the queries that have been

posed by the bidders and bidders shall not assume that their unanswered queries have been

accepted by NICSI.

8.4 Bidding Cost

The bidder shall bear all costs associated with the preparation and submission of their bids. NICSI

will, in no case, be responsible or liable for those costs, regardless of the outcome of the tendering

process.

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8.5 Right to Terminate the Process

NICSI reserves the right to accept or reject any proposal, and to annul the bidding process and reject

all proposals at any time prior to award of agreement, without thereby incurring any liability to the

affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for

actions taken by NICSI.

NICSI makes no commitments, express or implied, that this process will result in a business

transaction with anyone.

8.6 Acceptance of part / whole bid / modification – Rights there of

NICSI reserves the right to accept or reject wholly or partly bid offer, or modify the technical

specifications / quantities / requirements mentioned in this RFP including addition / deletion of any of

the item or part thereof after pre-bid, without assigning any reason whatsoever. No correspondence in

this regard shall be entertained.

9 BID SUBMISSION

9.1 Mode of Submission

Submission of bids shall be in accordance with the instructions given in “ANNEXURE 3 - BID

SUBMISSION PROCEDURE”

9.2 Validity of Bids

1. The bids shall be valid for a period of not less than 180 days from the last date of bid submission.

A proposal valid for a shorter period shall be rejected as nonresponsive.

2. On completion of the validity period, NICSI may (if required) request the Bidder(s) for an

extension of the period of validity. The validity of the EMD as requested should also be suitably

extended if called upon to do so by NICSI. The request and the responses thereto shall be made in

writing.

9.3 Earnest Money Deposit (EMD) / Bid Security

1. The bidder shall furnish as part of its bid, an EMD/bid security of Rs 2, 00,000/- (Rupees Two

Lacs only). The EMD is to be submitted through Demand Draft of any Scheduled / Nationalized

Bank (drawn in favour of National Informatics Centre Services Inc., New Delhi)

2. The bid security, for the amount mentioned above, of successful bidder would be returned upon

submission of Security Deposit (as required in the tender document). The bid security of all

unsuccessful bidders will be refunded by NICSI at the earliest post signing of agreement and

submission of the Security Deposits by the successfully empaneled bidders.

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3. The bidders who are registered with NSIC under Single Point Registration Scheme or have an

Udyog Aadhaar registration, shall be considered for exemption from furnishing the Tender Fee

and EMD by the Competent Authority. In such cases, an attested copy of the Registration

Certificate from NSIC must be furnished. Merely registration as a SSI Unit does not qualify the

Firm for exemption from furnishing the Tender Fee/EMD. In the absence of a valid registration

certificate relevant to the scope of requirements of the tender or proper Bank Draft/Bank

Guarantee of Tender Fee/EMD amount, such bids shall be rejected straightway. . Bidders in the

process of obtaining the relevant registration certificates, as required above, will not be

considered for EMD exemption. Submission of false/inappropriate documents in this regard will

result in summary rejection of Bid and such bidder will be debarred from participating in future

tenders for a minimum period of three years

4. NICSI shall not be liable to pay any interest on the Bid Security and the same shall be interest

free.

5. The bidder, by submitting its application pursuant to this RFP, shall be deemed to have

acknowledged that without prejudice to NICSI’s any other right or remedy hereunder or in law or

otherwise, the Bid Security shall be forfeited and appropriated by NICSI as the mutually agreed

pre-estimated compensation and damage payable to NICSI for, inter alia, the time, cost and effort

of NICSI in regard to the RFP including the consideration and evaluation of the Proposal under

the following conditions:

a. If a bidder submits a non-responsive proposal;

b. If a bidder engages in any of the prohibited practices specified in this RFP;

c. If a bidder withdraws its proposal during the period of its validity as specified in this RFP

and as extended by the bidder from time to time;

9.4 Non-Responsive Proposals

A proposal may be construed as a non-responsive proposal and ineligible for consideration:

1. If it does not comply with the terms & conditions, requirements of this RFP, failure to comply

with the technical requirements, and acknowledgment of receipt of amendments

2. If a proposal appears to be “canned” presentations of promotional materials that do not follow the

format requested in this RFP for prequalification, Technical and Commercial proposals or do not

appear to address the particular requirements of the tender, and any such bids may also be

disqualified.

3. If the technical or commercial proposal of the bidder does not adhere to the Bid Requirements of

this RFP, the bid shall be declared as non-responsive and will not be evaluated further.

9.5 Language of the Bid

The Bid prepared by the Bidder, as well as all correspondence and documents relating to the Bid

exchanged by the Bidder and NICSI shall be written in English. Supporting documents and printed

literature furnished by the bidder may be in another language provided they are accompanied by an

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accurate translation of the relevant pages in English. For the purposes of interpretation of the bid, the

translation shall govern. Information supplied in another language without proper translation shall be

rejected.

9.6 Rights to the content of the Bid

All bids and accompanying documentation of the Technical proposal will become the property of

NICSI and will not be returned after opening of the Technical proposals. The Commercial proposals

that are not opened will be returned to the bidders. NICSI is not restricted in its rights to use or

disclose any or all of the information contained in the proposal to experts/ consultants engaged in the

evaluation of bid responses and can do so without compensation to the bidders. NICSI shall not be

bound by any language used by the bidder in the proposal indicating the confidentiality of the

proposal or any other restriction on its use or disclosure.

9.7 General Instructions

1. Proposals must be direct, concise, and complete. All information not directly relevant to this RFP

should be omitted. NICSI will evaluate bidder’s proposal based on its clarity and the directness of

its response to the requirements as outlined in this RFP.

2. Bidders shall furnish the required information on their Techno Commercial proposals in the

required formats only.

3. Undertaking for subsequent submission of any of the required documents will not be entertained

under any circumstances

10 BID OPENING AND EVALUATION

10.1 Bid Opening Sessions

1. Total transparency will be observed while opening the proposals/bids.

2. NICSI reserves the rights at all times to postpone or cancel a scheduled bid opening.

3. The bids will be opened, in two sessions, one for Bid Security and Eligibility Proposal/Technical

proposal and one for Commercial proposals of those bidders who qualify the eligibility criteria

/Technical Evaluation Criteria, in the presence of bidders’ representatives who choose to attend

the Bid opening sessions on the specified date, time and address.

4. One authorized representative of each of the bidders would be permitted to be present at the time

of aforementioned opening of bids.

5. The bidders’ representatives who are present shall sign a register evidencing their attendance. In

the event of the specified date of bid opening being declared a holiday for NICSI, the Bids shall

be opened at the same time and location on the next working day. However if there is no

representative of the bidder, NICSI shall go ahead and open the bid of the bidders.

6. During bid opening preliminary scrutiny of the bid documents will be made to determine whether

they are complete, whether required bid security has been furnished, and whether the bids are

generally in order. Bids not conforming to such preliminary requirements will be prima facie

rejected.

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7. The EMD / bid security envelope will be opened first by NICSI for Pre- Qualification/Eligibility

bid evaluation. The Bid Security envelope of the bidders will be opened on the same day and

time, on which the Eligibility bid is opened, and bids for which the requisite Bid Security has not

been received by NICSI or whose Bid Security is not in order shall be rejected.

10.2 Overall Evaluation Process

1. A two tiered evaluation procedure will be adopted for evaluation of proposals, with the eligibility/

Technical evaluation being completed before the Commercial proposals are opened and

compared.

2. Eligibility/Technical evaluation will be done by a Technical Evaluation Committee of Officers

(TEC) and Commercial Proposal will be evaluated by a Financial Evaluation Committee (FEC)

against the Eligibility/Technical and Financial Criteria respectively and any other requirements as

laid down in the RFP.

3. NICSI will review the Technical bids, on the basis of the eligibility /technical evaluation criteria

as laid out in this RFP, of the short-listed bidders to determine whether the Technical bids are

substantially responsive. Bids that are not substantially responsive are liable to be disqualified.

NICSI may seek inputs from their professional, external experts, external consultants in the

Eligibility/ Technical and Commercial evaluation process.

4. The Commercial bids for the technically qualified bidders will then be opened and reviewed to

determine whether the Commercial bids are substantially responsive.

5. NICSI may seek clarifications from the Bidder on the Eligibility/ Technical& Commercial

Proposal.

i. NICSI may seek any specific clarifications or missing document(s) to meet the tender

requirement during the eligibility/technical and commercial evaluation stage. Irrespective

of date of issuance of such document, the document submitted under clarification should

be complying with the tender conditions before last date of submission of bid. If there is

any lack of clarity in the submitted documents, TEC may ask concerned bidder

representative to be present physically to prove their eligibility.

ii. If there are conditions attached to any financial/commercial proposal/bid, which shall

have bearing on the total cost, the Financial Evaluation Committee shall reject any such

proposal(s) as non-responsive. However, if the Committee feels it as necessary to seek

clarification on any financial proposal(s) regarding taxes, duties or any such matter,

NICSI may invite response(s) in writing.

iii. NICSI may call for clarifications/missing document(s) from the bidders and give them

reasonable time period i.e. not exceeding more than 15 days. The bidder has the option to

respond or not to respond to these queries.

iv. If the bidder fails to respond, within the stipulated time period or the

clarification(s)/documents submitted is non-conforming to requirement of tender

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conditions, no further time will be given for submitting the clarification(s)/document(s)

and the bid will be summarily rejected.

v. The request for clarification/missing document(s) shall be in writing and no change in

quoted prices or substance of the bid shall be sought, offered or permitted. No post bid

clarification at the initiative of the bidder shall be entertained.

vi. All such clarifications will be sent to the contact person of the bidder indicated in their

proposal by email. All the bidders shall share the additionally asked

documents/clarifications via email on or before the particular date and time (as per NIC

server email time) as mentioned in the email seeking additional documents/clarification.

All documents/ clarifications received up to particular date & time shall be considered as

a part of the offer and evaluated along with the tender. No document / clarification shall

be accepted after the particular date and time as mentioned in the email.

10.3 Eligibility / Technical Proposal Evaluation

1. The TEC will short list the bidders on the basis of eligibility criteria laid out in this tender.

However NICSI reserves the right to amend / modify the evaluation procedure any time in the

overall interest of the Tender.

2. The TEC may invite the bidders for the demonstration for functioning of hand held device which

bidders have quoted in their respective bids including all the additional items. Bidders have to

ensure for integration, compatibility with the application / web services developed by NIC as

mentioned in section 3 above. If the offered product does not meet the requirements and is unable

to integrate with the said application/ web service, then TEC will disqualify such a bid. Calling

for presentation / demonstration / discussion does not imply that the technical bid is accepted

10.4 Financial/Commercial Proposal Evaluation

1. Unless explicitly indicated, the bidder must not include any technical information regarding the

services in the financial/Commercial proposal.

2. If considered necessary, revised Financial Bids may be called from the technically shortlisted

Bidders, before opening the original Financial Bids.

3. The financial bids of only technically qualified bidders will be opened in the presence of their

representatives, should they chose to attend the financial bid opening at the date and time as

notified by NICSI

4. The Financial Bids of bidders qualifying technical evaluation will be opened in the presence of

their representatives on a specified date and time duly notified. The financial bids will then be

passed on to a duly constituted Financial Evaluation Committee (FEC) for evaluation.

5. There will be NO NEGOTIATION regarding the financial bid.

6. Lowest Quoting Bidder will be selected as per the lowest Gross Total Value (GTV) quoted in

Annexure 11 – Financial Bid and will be designated as L1.

7. L1 rates have to be accepted by all agencies qualifying for empanelment of Supply, Rental &

Warranty Support of hand held devices for e-challan. Five bidders with proven competence in

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supply/providing and maintenance of e-challaning/e-ticketing devices will be considered for

empanelment for a period of 2 (two) years, which can be extended for one more year through

mutual consent. However, the rates finalized through this tender would remain valid for the

period of empanelment/extended empanelment.

8. For this NICSI will ask other technically qualified bidders to match the L1 rates. Thus by way of

giving successive opportunity for matching the L1 rate a panel of five bidders will be formed.

The decision of NICSI arrived at above will be final for empanelment and no representation of

any kind shall be entertained. If none of the bidders L2, L3, L4 agree to match L1 rates then L1

alone shall be on the panel.

9. In case more than one bidder quotes the same value of GTV then the bidder having maximum

total turnover as per the CA certificate submitted for eligibility will be reckoned as L1. A list of

L1, L2, L3…..and so on will be prepared.

10. If L1 bidder as decided on the basis of GTV quotes zero or incredibly low rates, failed to quote in

any of the constituent items in the detailed cost breakup, its bid will be rejected and EMD will be

forfeited. The next successive lowest quoting bidder will be declared as L1, if found in order as

per tender terms and conditions and so on.

11. If the Bidder fails to match the L1 rates within stipulated time as stated by NICSI, the offer will

be treated as withdrawn and will then be extended to next Bidder in the order of their bids.

12. No enquiry shall be made by the bidder(s) during the course of evaluation of the tender, after

opening of bid, till final decision is conveyed to the empaneled bidder(s). However, the

Committee/its authorized representative and office of NICSI can make any enquiry/seek

clarification from the bidders, which the bidders must furnish within the stipulated time else bid

of such defaulting bidders will be rejected.

13. Correction of Error:

i. Bidders are advised to exercise adequate care in quoting the prices. No excuse for

corrections in the quoted figures will be entertained after the proposals are submitted to

NICSI. All corrections, if any, should be initialed by the person signing the proposal form

before submission, failing which the figures for such items may not be considered.

ii. Arithmetic errors in proposals will be corrected as follows:

i. In case of discrepancy between the GTV and the total cost provided for the component in

the detailed cost break up, the following methodology shall be adopted

1. If GTV is LESS than sum total of all the weighted values of each item in the

detailed financial sheet, then the values for constituent items will be reduced

proportionately and the revised costs will be recalculated accordingly. Thus revised

rates of constituent items will be applicable.

For e.g. If GTV=98 & item wise sum of the costs in the detailed cost break up sheet

is 100 , then each item in Financial Bid will be multiplied by a factor 98/100. Thus

the new item wise values shall be the final quote. If L1 bidder fails to accept the

individual unit rates rationalized as per above procedure, their bid will be treated as

cancelled and EMD will be forfeited.

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2. If GTV is GREATER than sum total of all the weighted values of each item in the

detailed cost break up sheet, then sum total of all the weighted values shall be

treated as GTV.

ii. If L1 bidder fails to accept the individual unit rates rationalized as per above procedure,

their bid will be treated as cancelled and EMD will be forfeited.

14. The rates quoted by L1 bidder in Financial Bids shall be accepted as the tender rates.

10.5 Price Preference

In tender, participating Micro and Small Enterprises registered with any of the Bodies listed in M/o

MSME notification dated 23.03.2012 and quoting price within price band of L1+15% shall be

allowed to render services for a portion of requirement by bringing down their price to L1 price in a

situation where L1 price is from someone other than a Micro and Small Enterprise and such Micro

and Small Enterprise shall be allowed to cater up to 20% of estimated business though this

empanelment.

20% from the 20% of the estimated business (i.e. 4% of the estimated business) offered to the MSE‟s

shall be reserved for MSE’s owned by SC/STs. In the event of failure of such MSE to participate in

tender process or meet tender requirements and L1 price, 4% quantity for MSEs owned by SC/ST

entrepreneurs shall be met from other MSEs.

In case of more than one such Micro and Small enterprise, the supply shall be shared proportionately

(to estimated business) as mentioned in M/o MSME notification dated 23.03.2012.

NICSI will form a panel as per the normal evaluation process and specify the presence of

MSME in its empanelment. The responsibility shall lie with the government user departments

and agencies under their control to make procurements in compliance with the criteria

prescribed in the notified policies & guidelines regarding procurement from MSME.

11 SECURITY DEPOSIT AND PERFORMANCE BANK GUARANTEE

All incidental charges whatsoever such as premium; commission etc. with respect to the Security

Deposit/Performance Bank Guarantee shall be borne by the bidder. The security

deposit/Performance Bank Guarantee may be discharged/ returned by NICSI upon being satisfied

that there has been due performance of the obligations of the bidder under the empanelment/work

orders. However, no interest shall be payable on the security deposit or the performance bank

guarantee.

11.1 Security Deposit

1. For all Bidders whose tender bids are accepted for empanelment, shall be required to give

Security Deposit for the equivalent amount of EMD. Security Deposit will be in the form of Bank

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Guarantee (BG) of any Nationalized / Scheduled / Centralized Bank drawn in the name of

National Informatics Centre Services Inc. (NICSI), New Delhi.

2. NICSI will have the right to forfeit the security deposit if the empaneled agency

2.1. Fails to meet the terms and conditions of the tender document or perform any other

obligation under the contract

2.2. Fails to execute the work orders issued by NICSI

Apart from this NICSI also reserves the right to cancel the empanelment of the selected agency in

case of repeated default

3. Empaneled agencies shall be required to submit Security Deposit within 30 days of issuance of

Empanelment letters by NICSI.

4. The Security Deposit should remain valid for an additional period of 90 (ninety) days beyond the

period of Empanelment (i.e. 2 years and 90 days).

4.1. In the event wherein the Empanelment is extended by NICSI beyond 2 years, the selected

agency shall ensure submission of a fresh Security Deposit within 30 days of issuance of

letter for extension of Empanelment by NICSI.

4.2. The Validity of this Security Deposit shall be for an additional period of 90 (ninety) days

beyond the period of extension of Empanelment.

5. Security deposit has to be made in form of Bank Guarantee equal to the EMD amount

Validity Valid for the period of empanelment / extended empanelment plus

(+) 90 days.

The BG will be released (without any accrued interest) after the

empanelment or execution of all pending POs whichever is later.

Instrument One single deposit in the form of Bank Guarantee.

Amount Equal to EMD amount.

6. Refund of Security Deposit shall take place only for the following conditions:

6.1. In the case of those bidders, whose bids do not qualify, the EMD will be refunded without

any interest accrued within 1 (One) month of the acceptance of Evaluation Committee’s

recommendations.

6.2. In case of those bidders whose tender bids are accepted for the empanelment, EMD of such

bidders will be refunded on receipt of security deposit as mentioned.

11.2 Performance Bank Guarantee

1. Once Empaneled, the selected agency to whom the Purchase Order (PO) / Work Order (WO) is

issued shall be required to give Performance Bank Guarantee (PBG) for the amount

equivalent to 10% of the PO value. PBG will be in the form of Bank Guarantee (BG) of any

Nationalized / Scheduled / Centralized Bank drawn in the name of National Informatics Centre

Services Inc. (NICSI), New Delhi.

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2. NICSI will have the right to forfeit the PBG along with the Security Deposit without assigning

any reasons if the selected agency defaults or deemed to have defaulted or in the case of non-

acceptance of the purchase orders and empanelment will be cancelled.

3. The PBG should remain valid for an additional period of 90 (ninety) days beyond the timelines

mentioned in the PO.

3.1. For example, if the timelines mentioned to complete a deliverable in the PO is for 3

months, the PBG shall be valid till 3 months + 90 days from the date of project initiation.

4. In the event wherein a PO is released by NICSI for project renewal or a fresh PO is released, the

bidder shall ensure extension / submission of PBG with 15 days of issuance of the PO.

5. PBG has to be made in form of Bank Guarantee equal to 10% of PO value.

Validity

Valid for the period of PO / extended PO plus (+) 90 days.

The PBG will be released (without any accrued interest) after the

completion of all tasks (deliverables) as assigned in the PO.

Instrument One single deposit in the form of Bank Guarantee.

Amount Equal to 10% of PO value

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12 LABOUR LAWS

12.1 The agency shall, and hereby agrees to, comply with all the provisions of applicable Indian Labour

Laws and industrial laws in respect of the manpower deployed thereof.

12.2 Wherever necessary, the agency shall apply for and obtain license as provided under Section 12 of

Contract Labour (Regulation and Abolition) Act, 1970, and strictly comply with all the terms and

conditions that the licensing authority may impose at the time of grant of license. NICSI shall not

be held responsible for any breach of the license terms and conditions by the agency.

12.3 The vendor shall also ensure compliance to the following labour legislations:

(i) Minimum Wages Act *

(ii) Employees Provident Fund Act *

(iii) Employees State Insurance Act *

(iv) Workmen’s Compensation Act, if the ESI Act does not apply *

*Applicable as per respective state

12.4 The agency shall be solely responsible for the payment of wages to the deployed manpower and

ensure its timely payment thereof.

12.5 The agency shall be solely responsible to adhere to all the rules and regulations relating to

applicable labour practices and service conditions of its personnel workmen and at no time shall it

be the responsibility of NICSI.

12.6 The agency shall indemnify NICSI against any liability incurred by NICSI on account of any

default by the agency or manpower deployed by it.

13 GENERAL TERMS AND CONDITIONS

1. NICSI, without assigning any reason can reject any tender(s), in which any prescribed

condition(s) is/are found incomplete in any respect and at any processing stage.

2. As a matter of policy and practice and on the basis of Notification published in Gazette of India

dated 14th March, 1998, it is clarified that services of the as the case may be depending on the

project, and the selected agency shall be obliged to render services to both or any of these

organizations as per the indent placed by the respective organization. In other words, the selection

procedure adopted in this tender remains applicable for NIC as well, and in the event of rendering

services to NIC, the selected vendor shall discharge all its obligations under this tender vis-à-vis

NIC. Any default or breach in discharging obligations under this tender by the selected vendor

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while rendering services to NIC, shall invite all or any actions / sanctions, as the case may be,

including forfeiture of security deposit.agency selected through this tender can be availed by both

National Informatics Center [NIC] and National Informatics Center Services Incorporated

[NICSI],

3. The empaneled agency should not use NICSI empanelment to take orders directly from any other

departments. Doing so will result in cancellation of empanelment and forfeiture of Security

Deposit and the agency will be debarred from participating in any NICSI Tender for at least three

years.

4. The decision of NICSI arrived during the various stages of the evaluation of the bids is final &

binding on all bidders.

5. Printed/written conditions mentioned in the tender bids submitted by the bidder will not be

binding on NICSI.

6. Upon verification, evaluation / assessment, if in case any information furnished by the bidder is

found to be false/incorrect, their total bid shall be summarily rejected.

7. Bidders are advised to study the tender document carefully. Submission of tender shall be deemed

to have been done after careful study and examination of the tender document with full

understanding of its implications.

8. NICSI will not be responsible for any misinterpretation or wrong assumption by the bidder, while

responding to this tender.

9. NICSI may by written notice sent to the empaneled agency; terminate the work order and/or the empanelment, in whole or in part at any time of its convenience. The notice of termination will specify that termination is for NICSI’s convenience, the extent to which performance of work under the work order and /or the empanelment is terminated, and the date upon which such termination becomes effective. NICSI reserves the right to cancel the remaining part and pay to the selected agency the amount for partially completed Services.

10. All bidders/empaneled agencies agree with NICSI for honoring all aspects of fair trade practices in executing the work orders placed by NICSI.

11. In the event of an empaneled company or the concerned division of the company being taken over

/bought over by another company, all the obligations and execution responsibilities under the

agreement with the NIC/NICSI, should be passed on for compliance by the new company in the

negotiation for their transfer.

12. In case of empaneled agency is found in breach of any condition(s) of tender or work order, at

any stage during the course of service, appropriate legal action as per rules/laws, may be initiated

against the agency and Security Deposit shall be forfeited, besides debarring and blacklisting the

bidder concerned for at least three years, for further dealings with NIC/NICSI.

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13. Any attempt by any Bidder to bring pressure of any kind, may disqualify the Bidder for the

present tender and the Bidder may also be liable to be debarred from bidding for NICSI tenders in

future for a period of at least three years.

14. In addition to the supporting technical documents, the enclosures as mentioned in List of

Enclosure are required to be submitted with the technical bid.

15. NICSI reserves the right to modify and amend any of the above-stipulated condition/criterion

depending upon Project priorities vis-à-vis urgent commitments. NICSI also reserves the right to

accept /reject any bid, to cancel / abort tender process and / or reject all bids at any time prior to

award of contract, without thereby incurring any liability to the affected agencies on the grounds

of such action taken by the NICSI.

16. All terms and conditions governing prices and supply given in this tender, as applicable to NICSI,

will be made equally applicable to NIC.

17. Any default or breach in discharging obligations under this tender by the selected agency while

rendering services to NICSI, shall invite all or any actions / sanctions, as the case may be,

including forfeiture of security deposit.

14 TERMINATION OF CONTRACT

1. NICSI may, terminate this Contract by giving the Selected Agency a 30 (Thirty) days prior and

written notice indicating its intention to terminate the Contract under the following

circumstances:

a. NICSI is of the opinion that there has been such event of default on the part of the

Selected Agency which would make it proper and necessary to terminate this Contract

and may include failure on the part of the Selected Agency to respect any of its

commitments with regard to any part of its obligations under this Contract.

b. The Selected Agency has failed to commence the provision of Services, or has without

any lawful excuse under these conditions suspended the work for 30 consecutive days.

c. Where it comes to NICSI’s attention that the Selected Agency is in a position of actual

conflict of interest with the interests of the Purchaser in relation to any of Terms and

Conditions of the Contract or has without authority committed breach of Terms of the

Contract in best judgment of NICSI.

d. In the event of the quality of Temporary Staffing Personnel and/or services as per the

Scope of Work under the Contract with NICSI not found acceptable by NICSI/User

Department.

e. The Selected Agency has neglected or failed to observe and perform all or any of the

terms acts, matters or things under this Contract to be observed and performed by it.

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f. The Selected Agency has acted in any manner to the detrimental interest, reputation,

dignity, name or prestige of NICSI.

g. The Selected Agency has been declared insolvent/bankrupt.

2. Consequences of Termination

a. NICSI shall have the right to carry out the unexecuted portion of work either by itself or

through selecting other Empaneled Agency.

b. In the event of termination of this Contract, NICSI shall be entitled to impose any such

obligations and conditions and issue any clarifications as may be necessary to ensure an

efficient transition and effective business continuity which the Selected Agency shall be

obliged to comply with.

c. In the event that the termination of this Contract is due to the expiry of the Term of this

Contract, a decision not to grant any (further) extension by NICSI, or where the

termination is prior to the expiry of the stipulated term due to the occurrence of any event

of default on the part of the Selected Agency, the Selected Agency herein shall be obliged

to provide all such assistance to the successor or any other person as may be required by

NICSI.

d. Where the termination of the Contract is prior to its stipulated term on account of a

default on the part of the Selected Agency or due to the fact that the survival of the

Selected Agency as an independent corporate entity is threatened/has ceased, NICSI shall

pay the Selected Agency for that part of the Services which have been authorized by

NICSI and satisfactorily performed by the Selected Agency up to the date of termination.

Without prejudice any other rights, NICSI may retain such amounts from the payment

due and payable by NICSI to the Selected Agency as may be required to offset any losses

caused to NICSI as a result of any act/omissions of the Selected Agency.

e. NICSI may take possession of the works and all deliverables of the Selected Agency and

use or employ the same for completion of the work or employ any other Selected Agency

or other person or persons to complete the works. The Selected Agency shall not in any

way object or interrupt or do any act, matter or thing to prevent or hinder such actions,

other Empaneled Agencies or other persons employed for completing and finishing or

using such deliverables.

f. When the Contract is terminated by NICSI for all or any of the reasons mentioned above,

the Selected Agency shall not have any right to claim compensation on account of such

termination.

15 AWARD OF WORK

1. On written communication from NICSI for having qualified for empanelment, the bidder will

sign the contract (letter of empanelment) within stipulated time of such communication. Failing

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which the offer will be treated as withdrawn and EMD forfeited. NICSI reserves the rightto

extend the offer to the next eligible bidder.

2. NICSI has the right to choose any subset of the tendered resource categories for placement of

work orders.

3. In case Work Orders are placed on more than one agency, the distribution of work orders will be

at the sole discretion of NICSI or the User Department.

4. Work/Purchase order will be placed on the empaneled agency in hardcopy format or in softcopy

mode either through e-mail containing the scanned copy of the Purchase Order or an alert through

e-mail for downloading the Purchase Order from Web Site.

5. Objection, if any, to the Purchase Order must be reported to NICSI by the selected agency within

Seven (7) working days counted from the Date of Purchase Order for modifications, otherwise it

is assumed that the selected agency has accepted the Purchase Order in totality. This is applicable

in case of electronic publishing/delivery of Purchase Order also.

6. After receiving the Purchase Order, amendment if any, is requested by the selected agency or

done by NICSI, the timelines of the work/purchase order shall be from the amendment date and

not from the original Purchase Order date.

7. Subsequent to the issue of Purchase Orders, the selected agency shall collect necessary related

documents (copy of final Pro-forma Invoice from NICSI issued in the name of user-department)

from NIC/ NICSI/End User for getting State Entry/Road Permit (wherever required) for

complete, safe and timely delivery of the ordered products.

16 PRICE VARIATION

i. During the validity of the empanelment including the extended period, if any, if the vendor

quotes, sells or exhibits written intention to sell any System / device or sub-system of the same

or equivalent configuration to any other Department/ Organization at a price lower than the price

fixed for NICSI under same terms and conditions as defined in this tender, the vendor shall

voluntarily pass on the price difference to NICSI. The effective date will be the date of quoting

lower rates by the bidder in the bid/quote.

ii. In the event of lowering of government levies subsequent to the finalization of the panel, the

vendor shall automatically pass on the benefits to the NICSI, and in the event of increasing of

government levies subsequent to the finalization of the panel; NICSI shall automatically pass on

the pro-rata benefits to the Vendor, if the same have been explicitly given in the financial bid.

iii. During the validity of the empanelment including the extended period, if any, in case NICSI

notices that the market rates have come down from the time the rates were finalized or selection

of new system / device configuration based on market trends or for the reasons of technological

changes, NICSI may ask the technically qualified bidders to re-quote the prices and the

vendor(s) will be selected on the basis of financial evaluation procedure given earlier. All those

technically qualified bidders, whose EMD have been returned by NICSI during/after the

evaluation of the tender, will have to submit the EMD of the same amount along with the revised

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price quotations. The time gap between such re-quotes will be minimum 3 months except in the

case of the Union Budget.

iv. Exchange Rate Fluctuation: Bidder will submit the foreign exchange rate (USD) applicable on

tender submission date, as given on the RBI website. The foreign exchange rate published at RBI

site on the last day of bid submission will be recorded as the reference rate, and during the

validity of the panel, in case there is an increase or decrease of 5% (Five percent) or more in the

US Dollar ($) Price than the US Dollar ($) price taken as reference, then NICSI/ empaneled

vendor shall automatically pass on the pro-rata benefits to the empaneled vendor/NICSI. (USD

($) rates will be referred from RBI website -

http://rbi.org.in/scripts/ReferenceRateArchive.aspx). If the fluctuation is downwards, NICSI

tender division will automatically initiate the process for reducing the rate.

The following method shall be adopted for Exchange Rate Variation Calculation

B1 = Base Rate, as per RBI website as of date of conducting Financial Evaluation.

B2 = Current Rate, as of date when the calculation of payment to be processed.

FC = Foreign Currency Component (in %)

L1 = Empanelment Rate Exchange Rate Variation,

ERV = {[(B2 – B1)/B1] x FC% x L1}

For example:

i. Foreign Exchange of INR 60/$ is assessed from RBI website (closing rate)

during the financial evaluation and is finalized as Base Rate.

ii. During issuance of PI, it is assessed that foreign exchange rate is INR 66/$ (i.e.

+10%).

iii. Base rate “B1” will now shift from INR 60/$ to INR 66/$ for all calculation

purposes.

Note: Base Rate “B1” changes as-and-when a variation of ±10% is assessed during issuance of

PI or as indicated by the rate revision committee.

v. For subsequent revisions, the rate revision committee will record the foreign exchange rate

applicable on the finalization date. In such cases, NICSI will take the decision of giving a

complete / partial benefit of the variation by examining other existing similar government

empanelment and prevalent market rates. The decision of NICSI in this regard will be final and

no representation of any kind will be entertained.

17 STOCK ENTRY & BILLING TO END USER

1. For all services rendered through this empanelment, the agencies have to raise their invoices from

New Delhi (only) in the name of NICSI New Delhi against all Work Orders / Purchase Orders

issued.

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2. No invoices shall be accepted which are billed from any outstation location.

18 PAYMENT TERMS

1. Payment will be made in Indian Rupees only.

2. Payment shall be done as per the following schedule:

a) In cases where delivery of equipment:

i. 80 % of PO value will be released after supply, installation, Commissioning, testing,

inspection and handing over of the Equipments with proof of Delivery along with original

excise duty gate pass (if applicable), and other relevant documents & BG in the name of

NICSI, New Delhi, shall be submitted in triplicate copies soon after the completion of

delivery of all ordered items. and balance 20 % withheld amount of the work value will be

released as follows.

ii. 10 % of the work value will be released after completion of 1st year warranty period.

iii. 5 % of the work value will be released after completion of 1st Year AMC period.

iv. Balance 5 % of the work value will be released after completion of 2nd year AMC period.

b) In cases of rental of equipment:

i. 100% on completion of the rental period and successful completion of contractual

obligations.

3. The agency will submit Pre-receipted bills in triplicate (having details of concerned work-order

number, Date and Project-Number of NICSI) in the name of National Informatics Centre Services

Incorporated, New Delhi along with relevant supporting documents. Payment will be made only

upon submission of the Bill along with all the completed documents.

4. All payments agreed to be made by NICSI to the agency shall be inclusive of all statutory levies,

duties, taxes and other charges whenever levied/applicable, if any, and NICSI shall not be liable

to pay any such levies/ other charges under or in relation to this contract.

5. No invoice for extra work/change order on account of change order will be submitted by the

agency unless the said extra work/change order has been authorized /approved by the NICSI in

writing.

6. Payments shall be subject to deductions of any amount for which the agency is liable under the

empanelment or tender conditions. Further all payments to agency will be made subject to

deduction of applicable penalty and TDS (Tax deduction at Source) as per the income Tax Act,

1961, and other taxes, if any, as per Government of India rules.

7. In case the submission of bills to NICSI, along with the necessary documents, is delayed

by the agency beyond 30 days from the date of issue of bill, the entire liability towards payment

of interest/penalty to the tax authorities would be on the cost of respective agencies. The entire

amount will be deducted from the payment due to respective agency.

8. All costs, damages or expenses which NICSI may have paid or incurred, for which under the

provisions of the Contract, the agencies liable, the same shall be deducted by NICSI from any

dues to the agency. All payments to the agency shall be made after making necessary deductions

as per terms of the Contract and recoveries towards facilities, if any, provided by the NICSI to the

agency on chargeable basis.

9. All payments will be made through RTGS only.

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19 PENALTY

S.

No Activity Rate

1.

1.

Failure in Supply,

Rental & Warranty

Support of hand

held devices

Any unjustified and unacceptable delay in delivery, installation and

commissioning schedule will render the vendor liable for liquidated

damage at the rate of 0.1% (point one percent) of the purchase order

value per day for first 10 days, 0.2%(point two percent) per day for

next 10 days, 0.3% (point three percent) per day for next 10 days,

subject to maximum 30 days in total. After that the purchase order may

be cancelled.

2. Maintenance during

warranty/AMC

period

During the term of warranty/AMC the service/repair calls will have to

be attended by the agency within 24 hours from the time of such calls.

In case of malfunction/defect in handheld device, printer, charger or

any other accessory, they will be repaired within 24 hours at

Purchaser’s location failing which a penalty will be charged at the rate

of 0.2% (point two percent) of the purchase value of the equipment.

Maximum penalty will be limited to 10% of the purchase order value.

If it doesn’t get rectified beyond 30 days, NIC/NICSI will have option

to get it rectified through alternate source. The cost of repair on such

default shall be recovered from the supplier from outstanding payment

or BG/PBG.

3. Limitation of

Liability

Taking into consideration all the above cases, the total liability shall be

governed by the Section22 – Limitation of Liability

4. In case of delays beyond 30 days, for reasons solely attributable to the agency, NICSI reserves the

right to cancel the purchase order and levy purchase order cancellation charges at 10% of

purchase order value.

5. For three consecutive cases of cancellation of work orders on account of delays by the agency,

NICSI reserves the right to either invoke the termination Clause or terminate the Contract

altogether.

6. NICSI also reserves the right to invoke the Security Deposit furnished by the Selected Agency at

the time of signing the Contract with NICSI, if for any reason of default stated in the tender, the

Contract of the Selected Agency is terminated.

20 CONFIDENTIALITY AND SECURITY

1. The selected agency and their personnel will not, either during the term or after expiration of this

contract, disclose any proprietary or confidential information relating to the services, contract or

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business or operations of NICSI or its clients without the prior written consent of NICSI or the

concerned User Department.

2. The agency will ensure that no information about the software, hardware, and database, the

policies of NICSI/User Department is taken out in any form including electronic form or

otherwise, from the client site by the manpower posted by them.

21 INDEMNITY

1. The Selected Agency shall indemnify NICSI from and against any costs, loss, damages, expense,

claims including those from third parties or liabilities of any kind howsoever suffered, arising or

incurred inter alia during and after the Contract period out of:

a. Any negligence or wrongful act or omission by the Selected Agency or any third party

associated with Selected Agency in connection with or incidental to this Contract or;

b. Any breach of any of the terms of this Contract by the Selected Agency, the Selected

Agency’s Team or any third party

c. Any infringement of patent, trademark/copyright arising from the use of the supplied

goods and related services or any party thereof

2. The Selected Agency shall also indemnify the Purchaser against any privilege, claim or assertion

made by a third party with respect to right or interest in, service provided as mentioned in any

Intellectual Property Rights and licenses.

3. NICSI/User department stand indemnified from any employment claims that the hired manpower

/ agency’s manpower may opt to have towards the discharge of their duties in the fulfillment of

the work orders.

4. Each party also stands indemnified from any compensation arising out of accidental loss of life or

injury sustained by such party’s manpower while discharging their duty towards fulfillment of the

purchase orders caused by the negligence or willful misconduct of the other Party or its agents

and representatives.

22 LIMITATION OF LIABILITY

1. Neither Party shall be liable to the other Party for any indirect or consequential loss or damage

(including loss of revenue and profits) arising out of or relating to the Contract.

2. Except in the case of Gross Negligence or Willful Misconduct on the part of the Selected Agency

or on the part of any person acting on behalf of the Selected Agency executing the work or in

carrying out the Services, the Selected Agency, with respect to damage caused by the Selected

Agency including to property and/or assets of NICSI or its clients shall regardless of anything

contained herein, not be liable for any direct loss or damage that exceeds (A) the Contract Value

or (B) the proceeds the Selected Agency may be entitled to receive from any insurance

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maintained by the Selected Agency to cover such a liability, whichever of (A) or (B) is higher.

For the purposes of this Clause, "Gross Negligence" means any act or failure to act by a Party

which was in reckless disregard of or gross indifference to the obligations of the Party under the

Contract and which causes harmful consequences to life, personal safety or real property of the

other Party which such Party knew, or would have known if it was acting as a reasonable person,

would result from such act or failure to act. Notwithstanding the foregoing, Gross Negligence

shall not include any action taken in good faith for the safeguard of life or property. "Willful

Misconduct" means an intentional disregard of any provision of this Contract which a Party knew

or should have known if it was acting as a reasonable person, would result in harmful

consequences to life, personal safety or real property of the other Party but shall not include any

error of judgment or mistake made in good faith.

3. This limitation of liability stated in this Clause, shall not affect the Selected Agency’s liability, if

any, for direct damage by Selected Agency to a Third Party's real property, tangible personal

property or bodily injury or death caused by the Selected Agency or any person acting on behalf

of the Selected Agency in executing the work or in carrying out the Services.

23 FORCE MAJEURE

If at any time, during the continuance of the empanelment, the performance in whole or in part by

either party of any obligation under the empanelment is prevented or delayed by reasons beyond the

control of a party such as war, hostility, acts of public enemy, civil commotion, sabotage, fires,

floods, explosions, epidemics quarantine restrictions, strikes, natural calamities, lockouts, acts of state

or acts of God (hereinafter referred to as "events"), provided notice of happenings of any such event

is duly endorsed by the appropriate authorities/chamber of commerce in the country of the party

giving notice, is given by party seeking concession to the other as soon as practicable, but within 21

days from the date of occurrence and termination thereof, neither party shall, by reason of such event,

be entitled to terminate the empanelment/contract, nor shall either party have any claim for damages

against the other in respect of such nonperformance or delay in performance, and deliveries under the

empanelment/contract shall be resumed as soon as practicable after such event has come to an end or

ceased to exist, provided further, that if the performance in whole or in part or any obligation under

the empanelment is prevented or delayed by reason of any such event for a period exceeding 60 days,

NICSI may at its option, terminate the empanelment. Neither Party shall be liable for any failure or

delay in the performance of its obligations under the contract or Work Orders hereunder to the extent

such failure or delay or both is caused, directly, without fault by such Party, by reason of such event.

NICSI shall however, be responsible to pay the empaneled agency for the services successfully

rendered to the satisfaction of NICSI/user department under the work orders/ purchase orders issued

pursuant to the contract.

24 DISPUTE RESOLUTION

The Bidder and NICSI shall endeavor their best to amicably settle, by direct negotiation, all disputes

arising out of or in connection with the empanelment.

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In case any dispute between the Parties, does not settle by negotiation, the same may be resolved

exclusively by arbitration and such dispute may be submitted by either party for arbitration.

Arbitration shall be held in New Delhi and conducted in accordance with the provisions of

Arbitration and Conciliation Act, 1996 or any statutory modification or re-enactment thereof. Each

Party to the dispute shall appoint one arbitrator each and the third to be appointed by the MeitY,

Government of India.

The “Arbitration Notice” should accurately set out the disputes between the parties, the intention of

the aggrieved party to refer such disputes to arbitration as provided herein, the name of the person it

seeks to appoint as an arbitrator with a request to the other party to appoint its arbitrator within 45

days from receipt of the notice. All notices by one party to the other in connection with the

arbitration shall be in writing and be made as provided in this tender document.

Each Party shall bear the cost of preparing and presenting its case, and the cost of arbitration,

including fees and expenses of the arbitrators, shall be shared equally by the Parties unless the award

otherwise provides. The Bidder shall not be entitled to suspend the Service/s or the completion of the

job, pending resolution of any dispute between the Parties and shall continue to render the Service/s

in accordance with the provisions of the Contract/Agreement/Empanelment notwithstanding the

existence of any dispute between the Parties or the subsistence of any arbitration or other

proceedings.

25 APPLICABLE LAW

The empanelment/work-order(s) will be governed by the laws and procedures established by the

Govt. of India within the framework of applicable legislation and enactment made from time to time

concerning such commercial dealings/processing. All disputes in this connection shall be settled in

Delhi jurisdiction only.

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ANNEXURE 1 - COVERING LETTER FOR BID

(To be submitted on the letterhead of the bidder)

To

The Managing Director,

National Informatics Centre Services Incorporated (NICSI)

Hall No. 2-3, 6th Floor, NBCC Tower,

Bhikaji Cama Place, New Delhi-110066

Subject: Submission of Bid for Tender No. <<>>

Dear Sir,

This is to notify that our company is submitting bid in response to Tender No NICSI/… for

Empanelment of agencies for supply, rental & warranty support of hand held devices for e-

challan and related equipments .Primary & Secondary contact for our company are as given below:

Primary Contact Secondary Contact

Company Name

Name

Title

Address

Phone

Mobile

Fax

E-mail

Whether availing benefits under MSME notification dated 23.03.2012? Yes/No

If response to item above is “Yes”, then is the MSME owned by SC/ST? Yes/No

Whether availing preference under Preferential Market Access Policy? Yes/No

Whether availing benefits under “Startup Standup India” Policy? Yes/No

We are responsible for communicating to the NICSI in case of any change in the Primary or/and

Secondary contact information mentioned above. We shall not hold NICSI responsible for any non-

receipt of bid process communication in case such change of information is not communicated and

confirmed with NICSI on time.

By submitting the proposal, we acknowledge that we have carefully read all the sections of this tender

document including all forms, schedules and appendices hereto, and are fully informed to all existing

conditions and limitations. We also acknowledge that the company is in agreement with terms and

conditions of the tender and the procedure for bidding, evaluation and selection.

No. 10(34)/2016-NICSI

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We have enclosed the earnest money deposit as per the tender Conditions and we understand that it is

liable to be forfeited in accordance with the provisions of tender documents.

We confirm that information contained in this response or any part thereof, including documents and

instruments delivered or to be delivered to NICSI are true, accurate, verifiable and complete. This

response includes all information necessary to ensure that the statements therein do not in whole or in part

misled NICSI in its evaluation process.

We fully understand and agree that on verification, if any of the information provided here is found to be

misleading the evaluation process or result in unduly favours to our company in evaluation process, we

are liable to be dismissed from the selection process or termination of the contract during the

empanelment with NICSI.

We understand that you are not bound to accept the lowest or any bid you may receive.

It is hereby confirmed that I/We are entitled to act on behalf of our

corporation/company/firm/organization and empowered to sign this document as well as such other

documents, which may be required in this connection.

Yours sincerely,

On behalf of [bidder’s name]

Authorized Signature [In full and initials]:

Name & Title of signatory:

Name of Firm:

Address:

Seal/Stamp of bidder:

Place:

Date:

No. 10(34)/2016-NICSI

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ANNEXURE 2 - FACT SHEET

Date of publication

18/11/2016

at NICSI e-procurement site https://eproc-

nicsi.nic.in/nicgep/app&http://nicsi.com/tenders.asp

Start of Sale of Tender

Document:

18/11/2016

Seek clarification start date 2 Days after its publication

Seek Clarification end date 2 days before the pre-bid meeting

Last Date for written Queries

by bidders: 29/12/2016 by 17.00 Hrs.

Pre-bid Meeting

01/12/2016 at 11.30 Hrs.

at

National Informatics Centre Services Inc., 1st Floor, 15

NBCC Tower, Bhikaji Cama Place, New Delhi-110066

Bid submission start date 03/12/2016 at 09:00 Hrs. onwards

Bid submission end date 15/12/2016 at 15:00 Hrs

Opening of Tender Bids

Eligibility 15/12/2016 at 15:30 Hrs

Address for Communication

Tender Division NICSI

National Informatics Centre Services Inc.

First Floor, 15 NBCC Tower,

Bhikaji Cama Place,

New Delhi 110066

Email: [email protected]

Phone: 011-26767300



http://nicsi.com/tenders.asp

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ANNEXURE 3 - BID SUBMISSION PROCEDURE

1. The bids for this tender have to be submitted in accordance with the instructions given below:

(a) Online Submission

The packets as mentioned below have to be uploaded online on the NICSI e-procurement portal

http://eproc-nicsi.nic.in. For this the Agencies must have obtained a class 2 digital signature

certificate as described on the afore-mentioned portal.

Packet – 1

The file should be saved in a PDF version and marked as:

“EMD_<Bidder’s Name>.pdf” and should comprise of the following items:

Scanned copy of Covering Letter as per ANNEXURE 1 - COVERING

LETTER FOR BID

Scanned copy of EMD/Relevant Registration Certificate incase

claiming exemption from EMD

The PDF file not containing the above documents or containing the financial

bid in explicit / implicit form will lead to rejection of the bid.

Packet -2

The file should be saved in a PDF version and marked as

“Eligibility_<Bidder’s Name>.pdf” and should comprise of the following

items:

Bid Summary as per Annexure 4: Bid Summary

Annexure 5: Domestic Value Addition – Self Certificate (if

applicable)

Compliance sheets as per Annexure6 : Eligibility Criteria and the

supporting documents

Client details as per Annexure 7: Client details

Technical specifications compliance sheet as perAnnexure 8:

Technical Specifications

Statement of deviations from Technical Specifications as per

Annexure-10:Statement of deviations from Technical

Specifications

Bidder must provide all documents mandated for prequalification

criteria

Bidder must provide all the documents mandated for bidder’s

profile

All pages of the bid being submitted must be sequentially

numbered by the bidder

Relevant referencing shall be done by the bidder, clearly indicating

all page numbers where supporting documents are provided.

It shall be the sole responsibility of the bidder to check (and

double-check) the page number referencing made for supporting

http://eproc-nicsi.nic.in/

No. 10(34)/2016-NICSI

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documents in the check-list indicated under Annexure-6:

Eligibility Criteria.

All the bids documents should be duly signed by the authorized

signatory of the company and stamped with company seal.

The PDF file not containing the above documents or containing the financial

bid in explicit / implicit form will lead to rejection of the bid.

Packet – 3

The file should be saved in a XLS version and marked as

“Unpriced Financial _ <Bidder’s Name>.xls”.

The Financial Bids are expected to be submitted in hardcopy format,

hence, an unpriced file needs to be uploaded in Packet-3 and should

NOT contain any financial information.

(b) Hardcopy Submission

The bidder is required to submit the envelopes as required in the table below to the address

mentioned in the “ANNEXURE 2 - FACT SHEET” on or before the last date & time of

submission of bid.

Envelope – 1

Submission of Covering Letter as per ANNEXURE 1 - COVERING LETTER

FOR BID and Earnest Money Deposit.

In case the bidder is claiming exemption from submitting EMD, then relevant

certificates justifying the claim should be submitted in place of Demand

Draft/Bank Guarantee for EMD.

The envelope should be superscripted as “EMD <Bidder Name>< Tender

No.>”.

Scanned copy of the Demand draft/Bank guarantee also needs to be uploaded as

a part of Packet 1 of the bid.

Envelope – 2

Submission of Financial Bid

The bidder is required to submit the Financial Bid as per the format provided in

Annexure 10: Financial Bid Letter &Annexure 11: Financial Bid to the

address mentioned in the “ANNEXURE 2 - FACT SHEET” on or before the last

date & time of submission of bid.

The envelope should be sealed and superscripted as “Financial Bid<Bidder

Name> / < Tender No.>”. This envelope should contain all the tables as

perAnnexure 11: Financial Bid

The Financial bid will be sealed in an outer envelope which will bear the address

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as given below, RFP number, the name and address of the Bidder and the

category for which they are bidding for

2. NICSI will not accept delivery of proposal in any manner other than that specified in this section.

Proposal delivered in any other manner shall be treated as defective, invalid and rejected.

3. Bid submission (online or hardcopy as required above) must be uploaded/submitted on latest by

the time as mentioned in the “ANNEXURE 2 - FACT SHEET”.

4. Eligibility/Technical proposal should not contain any commercial information.

5. If any bidder does not qualify in eligibility criteria / technical evaluation, the Commercial

proposal of that bidder shall not be considered for evaluation.

6. All pages of the bid being submitted must be sequentially numbered by the bidder.

NICSI will not be responsible for any delay on the part of the bidder in obtaining the terms and

conditions of the tender notice or online/hardcopy submission of the bids.

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ANNEXURE 4 - BID SUMMARY

# Particulars Description

1. Name of the Bidder

2. Type of Incorporation (Sole Proprietor/ Partnership/

Private Limited/ Limited Firm)

3. Year of Incorporation

4. Service Tax No.:

5. PAN No.:

6. Delhi VAT registration No.:

7. Full Address

8. Name of the contact person with designation Name:

Designation:

Contact Number(Landline):

Contact Number(Mobile):

Email Address:

Complete Communication

Address:

9. Annual Turnover from sale of ICT products and

services for each of the last 3 financial years (i.e. 2015-

16, 2014-15, and 2013-14) as per table

Year Rupees

2015- 16

2014- 15

2013- 14

10. EMD Details: Amount:

Demand Draft / Bank Guarantee

Number:

Date:

Bank:

Branch:

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ANNEXURE 5 - DOMESTIC VALUE ADDITION – SELF CERTIFICATE

Form - I

Format for Affidavit of Self Certification regarding Domestic Value Addition in an Electronic

Product to be provided on Rs.l00/- Stamp Paper.

Date:

I ....................S/o, D/o, W/o ................Resident of..................... . do hereby solemnly affirm and

declare as under:

That 1 will agree to abide by the terms and conditions of the policy of Government of India issued

vide Notification No. 33(3)/20 13-IPHW dated 23.12.2013.

That the information furnished hereinafter is correct to best of my knowledge and belief and I

undertake to produce relevant records before the procuring authority or any authority so nominated by

the Ministry of Electronics and Information Technology, Government of India for the purpose of

assessing the domestic value-addition.

That the domestic value addition for all inputs which constitute the said electronic product has been

verified by me and I am responsible for the correctness of the claims made therein.

That in the event of the domestic value addition of the product mentioned herein is found to be

incorrect and not meeting the prescribed value-addition norms, based on the assessment of an

authority so nominated by the Ministry of Electronics and Information Technology, Government of

India for the purpose of assessing the domestic value-addition, I will be disqualified from any

Government tender for a period of 36 months. In addition, I will bear all costs of such an assessment.

That I have complied with all conditions referred to in the Notification No. wherein preference to

domestically manufactured electronic products in Government procurement is provided and that the

procuring authority is hereby authorized to forfeit and adjust my EMD and other security amount

towards such assessment cost and I undertake to pay the balance, if any, forthwith.

I agree to maintain the following information in the Company's record for a period of 8 years and

shall make this available for verification to any statutory authorities.

i. Name and details of the Domestic Manufacturer (Registered Office, Manufacturing unit

location, nature of legal entity)

ii. Date on which this certificate is issued.

iii. Electronic Product for which the certificate is produced.

iv. Procuring agency to whom the certificate is furnished.

v. Percentage of domestic value addition claimed.

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vi. Name and contact details of the unit of the manufacturer.

vii. Sale Price of the product.

viii. Ex-Factory Price of the product.

ix. Freight, insurance and handling.

x. Total Bill of Material,

xi. List and total cost value of inputs used for manufacture of the electronic product.

xii. List and total cost of inputs which are domestically sourced. Please attach certificates from

suppliers, if the input is not in-house.

xiii. List and cost of inputs which are imported, directly or indirectly.

For and on behalf of ....................................... (Name of firm/entity)

Authorized signatory (To be duly authorized by the Board of Directors) Insert Name, Designation and

Contact No.

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ANNEXURE 6 - ELIGIBILITY CRITERIA

# Eligibility Criteria Compliance

(Yes / No)

Ref. Page

No.

1. The bidder shall submit a cover letter as per Annexure 1 –

Covering letter for bid.

2. The bidder should be a Company registered in India under the

Companies Act 1956/ 2013 or a partnership registered under the

Indian Partnership Act 1932, with their registered offices in India

and should be in existence for last 5 years as on 31st March 2016.

Copies of relevant documents must be submitted.

3. The bidder must submit Articles of association (in case of

registered firm) or Partnership deed (in case of partnership firm).

Copies of relevant documents must be submitted.

4. Bidder should have average annual turnover of more than INR 25

Crores from sale of ICT products and services in India in last three

financial years i.e. 2013 -14, 2014 – 15, 2015 – 16.

CA certificate confirming the annual turnover of the bidder from

“Sale of ICT products and services”during the stated financial

years must be submitted.

5. Bidder must submit a Power of Attorney in the name of the

Authorized Signatory for this tender.

6. Bidder must provide a copy of the following in the name of the

bidding company:

a) PAN card

b) Service Tax registration

c) Delhi VAT registration

7. Bidder shall submit an undertaking of Non-Blacklisting (during

the last five years) by any agency / department / etc. under the

Central / State / PSUs as on the bid submission date.

8. The bidders should have successfully executed at least one ICT

project in supply/providing and maintenance or rental of hand

held devices where they have supplied 50 hand held devices in any

semi government/ government organization/public sector

organization/private organization in the last three i.e., April 2013

to March 2016.

Provide copy of LOI/Work orders/Contract indicating Engagement

value, client contact details & Completion/ satisfaction certificate

No. 10(34)/2016-NICSI

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# Eligibility Criteria Compliance

(Yes / No)

Ref. Page

No.

from Client (Details to be provided in Annexure 7: Client Details). Bidder to submit an undertaking specifying the scope of work for

cited projects from an authorized signatory of the company.

9. The bidder shall submit an Undertaking / Self-Declaration that

post empanelment, the Empaneled Bidder shall use the rate

contract as finalized through this tender only while making

business transactions through NICSI and that the bidder shall not

use this empanelment anywhere else without the knowledge /

approval / consent of NICSI.

Any breach of the above stated terms & conditions shall lead to

immediate termination of the empanelment of the concerned

bidder and forfeiting of the Security Deposit.

10. The bidders should give unconditional compliance of all the terms

& conditions as mentioned in the tender document and clause-by-

clause compliance for the technical specification as per format

prescribed in Annexure 8: Technical Specifications

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ANNEXURE 7 - CLIENT DETAILS

6.1 Summary of Project Experience

S.

No.

Work

Order

/Contract

No.

Work

Order

/Contract

Date

Work

Order

/Contract

Value

(INR)

Activities

Relevant

to scope

Client

Name

No of Hand held

devices supplied

Month and

Year of Work

Completion

2015-2016

1.

2.

3.

4.

5.

2014-2015

1.

2.

3.

4.

5.

2013-2014

1.

2.

3.

4.

5.

6.2 Detailed Project Experience

<<use the below provided form for each of the project mentioned in the summary>>

Sr.

No.

Items Details

General Information

1. Client details

2. Name, designation & contact

details of the client who can be

contacted

Project Details

3. Project Title

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4. Start Date: MM/YYYY

End Date : MM/YYYY

Size of the project

5. Total Cost of the project

6. No of hand held devices supplied

7. Any other information to be shared

8. Narrative Description of the Project

9. Documentary Proof and necessary details

Please attach the proof – 1. Attach LOI/Work Order/ Contract copy (Mandatory)

2.Completion Certificate etc with the credential only

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ANNEXURE 8 - TECHNICAL SPECIFICATIONS

8.1 Technical Specification for Generic Mobile / Tablet

Mobile/Tablet configuration(Model Quoted: …………………. )

S.No. Feature Minimum Specifications Compliance (Yes

or No)

1 Display 5” inches or higher multi point

capacitive

2 CPU

Dual Core / Quad Core or higher /

equivalent

3 CPU Speed 1 GHz or higher

4 RAM 1 GB or higher

5 Inbuilt Storage 4 GB or higher flash memory

6 Operating System Android 4.1 or higher

7 Expansion Slot At least a micro SD slot supporting up

to 32 GB memory card or higher

8 Audio Good quality Speaker

9 Keyboard Device should support onscreen qwerty

keyboard

10 Connectivity 3G and 4G GSM Network with GPRS

,Bluetooth and Wi-Fi

11 GPS/ GLONASS Supported

12 USB ports 1 USB port

13 Camera 5.0 MP Rear Camera or higher

14 Antenna (mandatory) Internal

15

Indicators

Status indicator provides ease of use,

Indicators for connectivity

(presence/absence), signal strength,

battery status etc.,

16 Type of Battery Lithium Battery

17 Battery Power Rating 2000 mAH or higher

18

Warranty 1 Year

19 AMC 2 years post Warranty

8.2 Technical Specifications for additional items required with Mobile/Tablet

S.No. Feature Minimum Specifications Compliance (Yes

or No) 1 Stylus Touch Screen-Pen 2 Power Bank Approx. 10,000 mAh or higher 3 Smart Card Reader Readable through 3.5 Audio Headphone

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jack (Android) 4

Debit /Credit Card Reader IC Card and MSR Card Supported with

PCI Compliance

5 Finger Print Scanner**

STQC certified fingerprint optical scanner

readable through Mobile/Tablet

6 Carry Case Durable 7 Mini Thermal/Dot-Matrix

Printer Rechargeable Battery , connectivity with

Smart Mobile/Tablet through Bluetooth or

USB Support, Android SDK Support, size

of print 2” or Higher print Support.

8.3 Technical Specifications for Integrated Mobile handheld terminal

Integrated Mobile Hand held Terminal(Model Quoted: …………………. )

S.No. Features Minimum Specifications Compliance (Yes

or No)

1. Display 4” inches or higher multi point capacitive

2. CPU

Dual Core / Quad Core or higher or

equivalent

3. CPU Speed 1 GHz or higher

4. RAM 1 GB or higher

5. Inbuilt Storage 4 GB or higher flash memory

6. Operating System Android 4.1 or higher

7. Expansion Slot

At least a micro SD slot supporting up to

32 GB memory card

8. Audio Good quality Speaker

9. Keyboard

Device should support onscreen qwerty

keyboard

10. Connectivity

3G and 4G GSM Network with GPRS

,Bluetooth and Wi-Fi

11. GPS/ GLONASS Supported

12. USB ports One USB port

13. Camera 5.0 MP Rear Camera or higher

14. Antenna (mandatory) Internal

15.

Indicators

Status indicator provides ease of use,

Indicators for connectivity

(presence/absence), signal strength, battery

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status etc.,

16. Type of Battery Lithium Battery

17. Battery Power Rating 2000 mAH or higher

18. Debit /Credit Card Reader

IC Card and MSR Card Supported with

PCI Compliance

19.

Contact smart card reader Minimum 1 number of contact type smart

card reader & writer (SCOSTA Compliant)

20. Finger Print Scanner**

Integrated STQC certified fingerprint

optical scanner

21. Printer Type

2” or Higher “ thermal / Dot Matrix

Printer integrated with hand held terminal

22. Terminal Management

Device should be remotely manageable in

secured mode

23. SDK

Appropriate SDK need to be provided

along with devices.

24. Other Accessories Durable Carry Case and User Manual etc.

25. Warranty 1 Year

26. AMC 2 years post Warranty

8.4 ** Additional Technical Specifications for Finger Print Scanner

S.No. Features Minimum Specifications Compliance (Yes

or No)

1.

Module specs.

All the parameters of Biometric

Sensor/Extractor should as per latest STQC

specification of Biometric Authentication

device Sensor / Extractor should be

certified / provisionally Certified by

STQC.

2.

Best Detection

Finger client

BFD client application conforming to

Aadhaar Best Finger

Detection (BFD) API 1.6. BFD application

should have

capability of displaying NFIQ score of

each finger.

3.

NFIQ Quality

Software

Inbuilt NFIQ quality software either at

device level or

extractor level.

High Quality Image (NFIQ<=2) in dry,

wet, dirt, oil dry and

bright light conditions

4.

Maximum

Acquisition time

(Placement to

Template) < 2 secs

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5. Template

Standard

ISO 19794-2 for Minutiae template and

ISO 19794-4 for Fingerprint Image

Template

6. Supported OS Android 5.0 and Above

ANNEXURE 9 - STATEMENT OF DEVIATIONS FROM TECHNICAL

SPECIFICATIONS

Name of the Bidder:

Line Item

Description of item

specification where

deviating

Deviation in the offer Brief reason for the

deviation

Note: Deviations on the lower side of technical specs will not be accepted.

Date: Signature:

Place: Name:

COMPANY SEAL

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ANNEXURE 10 - FINANCIAL BID LETTER

To,

Managing Director, NICSI

Hall No. 2&3, 6th Floor, NBCC Tower,

15, Bhikaji Cama Place, New Delhi – 110066

Subject: Empanelment of Agencies for EMPANELMENT OF AGENCIES FOR SUPPLY,

RENTAL and WARRANTY SUPPORT OF HAND HELD DEVICE FOR E-CHALLAN AND

RELATED EQUIPMENTS

Sir,

We declare:

1. That we/our principals are equipped with adequate experience and other facilities required for

providing Solution/services as per the requirement given in the Tender Document No.

NICSI/HAND HELD DEVICE/2016/23 and our establishment is open for inspection by the

team/representatives of NICSI.

2. We hereby offer to provide Services at the prices and rates mentioned in the financial bid.

3. We do hereby undertake, that,

a. In the event of acceptance of our bid, the Services shall be provided as stipulated in the work

order and the tender terms and conditions to the Bid and that we shall perform all the

incidental services.

b. The prices quoted are inclusive of all charges inclusive of traveling, manpower etc. for

providing the desired services All Over India.

c. We enclose here with the complete Commercial Bid as required by you. This includes:

o Bid Letter

o Financial Bid

d. We agree to abide by our offer for a period of 180 days from the date fixed for opening of

the tenders and that we shall remain bound by a communication within that time.

e. We have carefully read and understood the terms and conditions of the tender and the

conditions of the contract applicable to the tender and we do hereby undertake to provide the

services as per these terms and condition.

4. We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with

your written acceptance thereof, the tender document and placement of letter of intent awarding the

contract, shall constitute a binding contract between us.

Dated :

Signature of agency representative

Name of Agency:

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Full Address :

Company Seal :

Detail of enclosures. :

ANNEXURE 11 - FINANCIAL BID

TABLE A – DETAILED FINANCIAL BID

1. Basic Unit Price (with 3 years on-site warranty & Training)

S.No. Product Description Basic Unit Price (INR)

(a) 1 Generic Mobile/Tablet 2 Integrated Mobile Handheld Terminal

Additional Items

3 Debit/Credit Card Reader

4 Smart Card Reader

5 Finger Print Scanner

6 Stylus Touch screen Pen

7 Power Bank 8 Carry Case 9 Mini Thermal/Dot Matric Printer SubTotal [A] Sumtotal of (a)

2. Extended Warranty

S.No. Product Description

1 year extended warranty charges (INR)

(b) 1 Generic Mobile/Tablet 2 Integrated Mobile Handheld Terminal

Additional Items


4 Smart Card Reader



7 Power Bank 8 Carry Case 9 Mini Thermal/Dot Matric Printer SubTotal [B] Sumtotal of (b)

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3. Rental for Equipments

S.No. Product Description

1 day rental

charges (INR) (c)

Multiplication

Factor d= c * 30

1 week rental

charges (INR)

(e)

Multiplication Factor f= e*4

1 calendar month rental

charges (INR)

(g)

h = d+f+g

1 Generic Mobile/Tablet

2 Integrated Mobile Handheld

Terminal

Additional Items


4 Smart Card Reader



7 Power Bank

8 Carry Case

9 Mini Thermal/Dot Matric

Printer

SubTotal [C] Sumtotal of (h)

4. Gross Total Value (GTV)

GTV Grand Total of subtotal of [A] + [B] + [C]

Note:

Rates (R) quoted above shall be exclusive of taxes

All payments agreed to be made shall be inclusive of all statutory levies, duties, taxes and other charges

(introduced at a later stage) over and above the rates finalized through this tender.

NIL Value quoted against any cell above shall lead to rejection of bid and the bidder may be barred to bid for

any further empanelments at NICSI for a period of 3 years.

The Rates should be quoted in Indian rupees only.

The bidders should quote for all the items in the above table.