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Employees Provident Fund Organisation

Ministry of Labour & Employment,Government of India

Tender for

Scanning and uploading of pages of

Form No- 9

Regional P.F. CommissionerTel: 0891-2558929Fax: 0891-2558734Email: ro.vizag@ep

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Page 1 of 17

findia.gov.tn

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Section I: Instruction to the Bidders

Section II: Scope of Work

Section III: Eligibility Criteria & General Requirements

Section IV: Payment Terms

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of 17

TENDER DOCUMENT

Online Bids on e-procurernent portal are invited under two cover system on behalf of Regional P. F.

Commissioner. Regional Ofllce, Visakhapatnam fbr the "scanning and uploading of pages of Fornt

no. 9 available at Field Ofllces of EPFO''. Manual bids shall not be accepted.

SECTION I: INSTRI-]CTION OF BIDDERS

Background:- The EPtrO aims to digitise Form no. 9 to bring about efficacy in the system. Fonn no.

9 is a declaration of specilic employee and employn'rent details, given by the establishn'rent at the

time of coverage, containing member details of all the covered employees. A sample of forrn No 9 is

attached.

Purpose of the proposal: - Scanning/Digitization and uploading of approximately 555855 pages.

available in at Field Of flces of EPFO are proposed. The work flow of this proposed project is given

belovi,:-

l) Scanning/Digitization2) Uploading into EPFO system

The EPFO invites e-tenders from experienced and competent bidders/ vendors working in the

fleld of Scanning/Digitisation to provide these services to EPFO on an outsourcing basis.

Tender document may be downloaded from EPFO website erlfindia.gov.in (for referenceonly) and CPPP site https:// eprocure.gov.in/eprocure/app as per the schedule as givenin important DATE SHEET as under.

Important Dates-

Published Date 16-12-2019

Bid Document Download / Sale Start Date t6-12-2019

Clarification Start Date t6-12-2019

Clarification End Date 06-01-2020

Pre bid meeting 0s-01-2020

Bid Submission Start Date t6-12-2019

Bid Document Download / Sale end Date I 6- t2 -20 t9 I 06-0 t -2020

Bid Submission End Date 06-01-2020

Bid Opening Date 06-0 1 -2020

*Financial bids will be opened only of those firms who will qualify in the technical evaluationTendervalue- Rs ... .......1- (Rs. .. .....) Approximate*

* The actual cost will come up afier finalization of tender.

Bids shall be submitted online only at CPPP website: https://eprocure.sov.in/eprocure/arlrl.

of 77

Tenderer/Bidder are advised to follow the instructions provided in the 'Instructions for Online

Bid Submission' for the e-submission of the bids online

The bidder shall be required to deposit the interest free refundable EMD of Rs.25000/- (Rs. twenty

five thousands only) in the fbrm of Demand Draff/Banker's Cheque/Bank Guarantee only and the

same shall be drawn in favour of "The Regional P.F.Commissioner" payable at Visakhapatnam with

a validity of 90 (Ninety) days.

Scanned copy of EMD should be unloaded and the physical original of Demand Draft/Banker's

Cheque/Bank Guarantee must be sent to The Regional P.F.Commissioner. EPF Organisation"Regional Otflce. Marripalern Vuda Layout, Visakhapatnarn-530009 in separate sealed envelopesSuper-scribed as "EMD for Scanning/Digitisation and uploading of pages of Form no.9 at FieldOffices of EPFO''. 'fhose registered with MSME, NSIC or SSI are exempted fiom firrnishing theEMI)

Instructions for Online Bid Submission

The bidders are required to submit soft copies of their bids electronically on the CPP Portal. using

valid Digital Signature Certitlcates. The instructions given below are meant to assist the bidders in

registering on the CPP Porlal. prepare their bids in accordance with the requirements and submitting

their bids online on the CPP Portal.

More infbrmation useful fbr submitting online bids on the CPP Porlal may be obtained at:https ://eprocure. gov. in/eprocure/app.

REGISTRATION

I ) Bidders are required to enroll on the e-Procurement module of the Central Public ProcurementPortal (URL: https://eprocure.gov.inleprocure/app) by clicking on the link "Online bidderEnrollment" on the CPP Portal which is free of charge.

2) As part of the enrolment process, the bidders will be required to choose a unique username andassign a password fbr their accounts.

3) Bidders are advised to register their valid email address and mobile numbers as part of theregistration process.

'l'hese would be used fbr any communication fbrm the CPP Portal.

4) Upon retirement, the bidders will be required to register their valid Digital Signature Certificate(Class III Certificates with signing key usage) issued by any Certifying Authority recognized byCCA India (e.g. SifyinCode/Emudhra etc.). with their profile.

5) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsibleto ensure that they do not lead their DSC's to others which may lead to misuse.

6) Bidder then logs in to the side through the secured log-in by entering their user lD/password andthe password of the DSC/e-Token.

SEARCHING FOR TENDER DOCUMENTS

1) There are various search options built in the CPP Poftal, to facilitate bidders to search activetenders by several parameters. These parameters could include Tender ID. Organization Narne.

of 17

t

bidders may combine a number of search parameters such as Organization Name, Form ofContract, Location, Date, Other keywords etc. to search for a tender published on the CPPPortal.

2) Once the bidders have selected the tenders they are interested in, they may download therequired documents/ tender schedules. These tenders can be moved to the respective 'Mytenders folder". This would enable the CPP portal to intimate the bidders through SMS/email in

case there is any corrigendum issued to the tender document.

3) The bidder should make a note of the unique Tender ID assigned to each tender, in case theywant to obtain any clarificationftrelp from the Helpdesk.

PREPARATION OF BIDS

l) Bidder should take into account any corrigendum published on the tender document beforer. submitting their bids.2) Please go through the tender advertisement and the tender document carefully to understand the

documents required to be submitted as part of the bid. Please note number of covers in which

the bid documents have to be submitted, the number of documents - including the names andcontent of each of the document that need to be submitted. Any deviations from these may lead

to rejection of the bid.

3) Bidder, in advance, should get ready the bid documents to be submitted ad indicated in thetender document/schedule and generally, they can be in PDC/XLS/RAR/DWF/JPG formats. Bid

documents may be scanned with 100 dpi with black and white option which helps in reducing

size of the scanned documents.

4) To avoid the time and effort required in uploading the same set of standard documents whichare required to be submitted as a part of every bid, a provision of uploading such standarddocuments (e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to

the bidders. Bidders can use "My Space" or "Other Important Documents" area available tothem to upload such documents. These documents may be directly submitted from the "My

' Space" area while submitting a bid, and need not be uploaded again and again. This will lead toa reduction in the time required for bid submission process.

Note: My Documents space is only a repository given to the Bidders to ease the uploading process.

If Bidder has uploaded his Documents in My Documents space, this does not automatically ensure

these Documents being part of Technical Bid.

SUBMISSION OF BIDS

1) Bidder should log into the site well in advance for bid submission so that they can upload thebid in time i.e. on or before the bid submission time. Bidder will be responsible for any delaydue to other issues.

2) The bidder has to digitally sign and upload the required bid documents one by one as indicatedin the tender document.

3) Bidder has to select the payment option as o'offline" to pay the tender feeiEMD as application. and enter details of the instrument.

of 17

;) Bidder should prepare the EMD as per the instructions specified in the tender document. Theoriginal should be posted/couriered/given in person to the concerned official, latest by the last

date of bid submission or as specified in the tender documents. The details of the DD/any other

accepted instrument, physically sent, should tally with the details available in the scanned copy

and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.

5) Bidders are requested to note they should necessarily submit their financial bids in the formatprovided and no other format is acceptable. If the price bid has been given as a standard BoQformat with the tender document, then the same is to be downloaded and to be filled by all the

bidders. Bidders are required to download the BoQ file, open it and complete the white coloured(unprotected) cells with their respective financial quotes and other details (such as name of the

bidder). No other cells should be changed. Once the details have been completed, the bidder

should save it and submit it online, without changing the filename. If the BoQ file is found to bemodified by the bidder, the bid will be rejected.

6) The server time (which is displayed on the bidders' dashboard) will be completed as the. standard time for referencing the deadlines for submission of the bids by the bidders, opening of

bids etc. The bidders should follow this time during bid submission.

7) All the documents being submitted by the bidders would be encrypted using PKI encryptiontechniques to ensure the secrecy ofthe data. The data entered cannot be viewed by unauthorized

persons until the time of the bid opening. The confidentiality of the bids is maintained using the

secured Socket Layer 128 bit encryption technology. Data storage encryption of sensitive fields

is done. Any bid document that is uploaded to the server is subjected to symmetric encryption

using a system generated symmetric key. Further this key is subjected to asymmetric encryption

using buyers/bid opener's public keys. Overall, the uploaded tender documents becomereadable only after the tender opening by the authorized bid openers.

8) The uploaded tender documents become readable only after the tender opening by theauthorized bid openers.

9) Upon the successful and timely submission of bids (i.e. after Clicking "Freeze Bid Submission"in the portal), the portal will give a successful bid submission message & a bid summary will bedisplayed with the bid no. and the date & time of submission of the bid with all other relevant

' d.tuilr.10)The bid summary has be printed and kept as an acknowledgment of the submission of the bid.

This acknowledgment may be used as an entry pass for any bid opening meetings.

ASSISTAI\CE TO BIDDERS

l) Any queries relating to the tender document and the terms and conditions contained thereinshould be addressed to the Tender Inviting Authority for a tender or the relevant contact person

indicated in the tender.

2) Any queries relating to the process of online bid submission or queries relating to CPP Portal ingeneral may be directed to the 24 x 7 CPP Portal Helpdesk.

Submission of Tender

l) Consortium of the bidders in this tender will be acceptable subject to their submission of proofo of formation of consortium indicating the prime bidder. Document to be uploaded with the bid.

PageT of L7

2) Tender should be uploaded online in Two Part i.e. "Technical Bid & Financial Bid".

Part - I (Technical Bid):i. Scanned Clopy of Earnest Money Deposit (EMD) and Registration Certificate must be

uploaded with the technical bid fbr seeking exemption of EMD.

ii. Bidder should have work order for scanning/digitisation and uploading thereof for more thanOne lakh Documents fbr any single client i.e. fbr any one of the PStJ/GovernmentDepartment. A cerlitlcate and work order to this efl'ect and certificate of work completion/in

progress fiom the client should also be uploaded with the Technical Bid.

iii. Audited annual accounts lbr the last three year i.e. F.Y. 2015-16.2016-17 and2017-18 shouldbe submitted.

iv. All the valid certif-icates like Registration Certificate of the firm /GST Nurnber. etc. anddocumentary evidences like purchase orders. invoices are to the attached.

v. Scanned and signed copy of Tender Acceptance Letter as per Annexure-lvi. Only reputed and highly experienced service bureaus/agencies who have good infiastructure

have adequate and sound knowledge of scanning/digitisation techniques according to thelnternational Standards and capable of undertaking of similar work would be eligible tosubmit the quotations. A self certificate to this eff'ect supported by proofs need to be submitted

along with the quotation.

vii. A list of the clients/organization(s) where similar nature of work has been conducted shouldbe furnished indication the name, address of the organization and the name of the conduct

person. The nurnber of years of relation with the client(s)/organizaticln(s) may also beuploaded.

viii. -the Bidder should not currently be blacklisted by any Central or State GovernmentOrganization or PSU or other public tunded government institution. A certit'icate to this efl'ect

should also be uploaded with Technical Bid.

The bid of any tenderer who has not completed any of the conditions of Technical Bid asmentioned above is liable to be summarily rejected.

Part- II (Financial Bid):i) Schedule of price bid in the form of BOQ_XXXX .xls

I. General instruction to Bidder:

a. The successful bidder will not sub-contract the work to others.b. The rates should be submitted explicitly including all taxes but excluding GS't. The

bidders are furlher advised to quote the rates both in words as well as in figures.

c. A set of technical. descriptive and illustrative literature/leaflets/brochures/cataloguesshould accompany the tender wherever applicable giving cross-rel'erence to the itemquoted.

d. Bidders are advised to submit the e-tender complete all respects. Earnest Money Depositof such bidders. whose technical bids are rejected by EPFO. will be returned to therespective bidders afterthe award of the tender. The decision of EPFO shall be frnal and

binding.

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e. EPFO reserves the right to postpone and/or extend the date of receipt or to withdraw thee-tender notice without assigning any reason thereof-. In such event. bidders shall not be

entitled to any compensation or any claim in any fbrm whatsoever.

f. Bidders must accept all the "Terms & Conditions" specified in the Tender Document andthe bidder should also certify that he/she has studied and understood the Tender Docurnent

carefully. All the uploaded documents should be digitally signed by the flrm(s) anduploaded with the Technical Bid. Any other condition suggested by the bidder will not be

accepted.

g. The selected Bidders should start the job within l5 days from the date of signing theAgreement or else the EMD deposited by the bidder will be forfeited as perGovernment of India rules & procedure.

h. The rates quoted should have the validity of 24 months f}om the date of signing ol'thecontract.

i. I'he EPFO does not bind itself with the t,-1. To complete the work on time the work ordermay be divided within the selected Ll and L2 flrms subiect to the condition that selectedL2 agrees to all terms and conditions of Ll and the decision of EPFO will be final.

j. That all the disputes or differences arising between the parties out of or relating toconstruction. meaning and operation of effect of this Terms & Conditions of J'ender and/or

subsequent agreement or breach thereof shall be settled by the sole Arbitrator who may

be appointed with the consent of both the parties in accordance with the provisions of

Arbitration and Conciliation Act, 1996 and any statutory modification of re-enactment

thereof. The place of Arbitration shall be New Delhi. The decision of the Arbitrator as

determined by the Arbitrator shall be shared equality by the Parties. However. theexpenses incurred by each Party in connection with the preparation. presentation shall be

borne by the Party itself. Arbitration award shall be in writing and shall state thc reasons

for the award.

SECTION II: SCOPE OF WORK

1) Digitization/Scanning 2) Uploading into EPFO System: Preparation of Digital images o1'555855 pages and uploading into EPFO system of above Digital images of 555855 Pageswithin a period of 3 months.

Component - IDigitization: Preparation of Digital images of Form no. 9 available at field offices ofEPFO 555855 pages (approx) within a period of 3 months.

Technical Requirement: -

The documents to be digitized will normally be in following sizes (a sample of documentsrnay be inspected in the office of Regional Provident Fund Commissioner)

a. Size 37cm X24 cm : 1000b. size 33cm X 20.5 cm : l00Yoc. size 38.5 cm X 3l cm : 100%

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2. The document should be digitized at a minimum of 300 dpi and where the scanned pagesare not legible then resolution of 600 dpi or higher. in color. using Face up Scunning

technologl,with pixel type moving linear CCD sensor scanner. Scanning in True color -ICC - International color Consortium specs" with white balance self calibration to captureoriginal colors. cold light during scanning to prevent any harm to the original document.

3. Bid Requirement: The 'Technical Bid' should contain a CD/DVD of sample digitalimages fbr technical evaluation. The fbllowing infbrmation should also be furnished along

with sarnple CD/DVD of digital images.

a. Modal & Make of Scanner.b. Date of Scanning.

c. The bidder should indicate the number of scanners and computers systems which

are adequate to complete the target of digitization of 555855 pages within a period

of 3 months.

4. The Company should Digitize the 555855 pages within a period of 3 months. Necessary'

infrastructure like Scanners (minimum 4). etc. should be installed in the premises of IIPFO

fbr undertaking the above mentioned project and company has to bring scanners & other

equipment accessories on their own lbr which no fieight charges will be paid by EPI"O.

EPFO will provide only the space fbr seating amangement of manpower / installation ot'

over head Scanners & electrical connection.

5. Technical Requirement / standards of Digital Images*:

a.300/600 dpi 8 bit Greyscale in TIFF v6LZW Compression (lSO 12234-2:2001)

b. JPEG v1.02 (lSO DIS 10918-l / ISO/IEO 10918-5:2013) OR JPEG 2000 (ISO / IEC

15444- 1:2000 / ISO/IEC 15444-lz2016)c. Searchable PDF /A (ISO 19005:l / ISO 19005-1:2005)

* Any updation in above mentioned ISO standards will be duly considered.

6. Image Enhancement Activities firms should ensure that quality of scanned images are

enhanced up to the optimum level and required image enhancement activities likeDeskew. Despackle, contrast ratio setting water marking. etc. has been done on each

image.

7. The document of EPFO to be digitized are of archival importance and due care in handling

of these documents by operators has to be ensured. Any loss or damage of the documents

supplied firr digitizing may result in cancellation of the contract and the forfbiture ol-perlbnnancc Securitv.

8. The Companv / tinn should install adequate number ol over head scanners and ArchiveWriter or any other latest technology equipment. etc. available in this donrain lbrcompleting the work of preparation of Digital image of 555855 pages (approx) within aperiod of 3 months. The Digital images are to be supplied in l'lFF. JEPG 2000 and PDF

(A) F'ORMAI' in color CDs/DVDs as per the standards mentioned at S. No 5 of Technical

Requirements. If the images are not fbund as per the terms and conditions of tender

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document the Department will have the right to terminate the contracl immediately andfbrtbit the perfbrmance Security.

9. It will be the responsibility of the flrrn to take the document fiom the stack area with the

help of respective Repository in-charges fbr digitizing and afler digitizing it should berestored in the same place from where it has been taken. Document / records are to beArranged chronologically and necessary pagination done befbre Digitization work. l'he

bidder has to ensure that the documents digitized are stamped as "Scanned by ... (lirni

Name" with date)"

10. The documents / records are to be re-stitched / rebound again by the frrm afler digitizing

if needed. Nccessary manpower tbr this should be employed by the firm itself-.

11. No payment will be made fbr Digital images not found to be of satisfactory quality and

the agency has to redo the digitization of the same free of cost.

12. The company should deploy professionally qualified supervisors who should check

the digital images before the same is handed over to Department for final checking.

13. Any sub-standard or defective digital Image / formats shall have to be replaced without

any extra cost. EPFO decision in this regard will be final. It may be ensured that the digital

images are as per above mentioned technical standard.

14. Meta Data of the all the digitized frles. in searchable fbrmat. should be prepared inprescribed lbrmat. Design of the data base / Field for preparing Meta Data will be supplied

by EPFO. 'fhe decision of EPFO in this regard will be linal. If any error is lbund inmetadata. the frrm has to redo it fiee of cost.

15. While on the assignment. the f-rrm will not make or retain any Digital/ microfllm copy of

the documents / records for any purpose whatsoever.

16. In case of loss or damage to the documents / records, or found to tre retaining an1'digital copies of the documents / records and delay in completing the job as per the

requirement of EPFO, the Performance Security money deposited by the firm willbe forfeited.

Comrronent - 2Uploading into EPFO system: uploading he above Digital Images in EPFO system in a period

of 3 months.

Technical Requirements

1 . The uploading of the above digital images of 555855 Pages along with indexing of the sameand linked with UAN to make it usable fbr EPFO. The UAN is a l2(-I.welve) digital number

allotted to EPF subscribers..

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2. The company' should deploy at least two professionally qualified supervisors who shouldcheck the qualify- of documents before the same is uploaded to EPFO.

3. Bidders should not retain the original cartons, spools and protective strips of scanneddocuments and should supply them to EPFO along with the microfrlms.

4. The scanned and digitised data of Form no. 9 shall be the sole responsibility of EPFO and thesame shall not be retained. withhold. and put to any commercial. non-commercial or any usage

whatsoever.

SE,CTION III: ELIGIBILITY CRITERTA & GENERAL REQUIREMETNS

I. Oualification / Elieibilitv Criteria:l. Only reputed and highll' experienced service bureaus / agencies who have good infiastructure.have adequate and sound knowledge of scanning techniques according to the International standards

and capable of undertaking both components fbr longer duration and possess at least 5 years'experience of similar work would be eligible to submit the quotations. A self--cerlifrcate to this etlecl

supported by prooft needed to be submitted along with the quotation.

2. All service bureaus / agencies must provide a detailed profile of their flrm. The company shouldbe registered in India and copy of Certificate of Incorporation / Registration Certitlcate, PAN Card

and GST Registration Certificate duly signed by authorized signatory must be uploaded digitally.

3. A list of the clients I organization(s) where similar nature of work has been conducted should belurnished indicating the name. address of the organization and the name of the contact person. The

number of years of relation with the client(S) I organization(s) may also be attached.4. Acceptance certiflcate by the bidder agreeing to abide by the Terms & Conditions of the "J-ender

Document".

5. The Bidder should have minimum Rupees Twenty flve lakh Turnover during any of the lastconsecutive linancial years supported by the balance sheets/audited annual accounts fbr the last 03

(Three) consecutive terms duly audited by Chartered Accountant. Year in which no turnover is shown

would be considered tbr working out the average.

6. T'he Bidder should not currently be blacklisted by any Central or State Government Organization

or PSU or other public funded government institution. A certificate to this eflbct should also beuploaded with the Technical Bid.

7. If the work of the bidder is fbund satisfactory. the competent authority of EPFO may lurtherincrease the quantum ol'work to the same bidder.

II. Essential documents to be enclosed along with the Bid:

L Bidder should have work order for Scanning/Digitization thereof fbr more than one lakh documents

lbr any single client i.e. fbr any one of the PSU / Government Department. A certiflcate and work

order this eflect and certificate of work completion. In progress fiom the client should also beuploaded with the Technical Bid.

2. Audited annualaccounts fbrthe last any three years i.e. F.Y. 2015-16.2016-17 and2017-18 should

be submitted.

Page t2 of L7

3. Copy of valid quality / Security certificates ISO 9001 :2015. ISO/IEC 27001 :201 3.PMP / PRINCE 2 and CIMMI Level, if any.

4. The bidder shall be required to deposit the interest free refundable EMD of Rs25000/- (Rs. 'fwerrty

f-ive thousand Only) in the fbrm of Demand Draft I Banker's Cheque / Bank Guarantee only and the

same shall be drawn in lavour of "Regional PF Commissioner" payable at Visakhapatnam with avalidity of 90 (Ninety) days. Scanned cop,v of E,MD should be unloaded and the physical original ofDemand Draft /Banker's cheque / bank Guarantee must be sent to Regional PF Commissioner.EPF Organisation. Regional Offrce. Marripalem Vuda Layout. Visakhapatnam-530009 in Separate

sealetl envelopes Super-scribed as "EMD for Scanning/Digitisation and uploading of pages ofForm no. 9 at Field Offices of EPFO''.

-l-hose registered with MSME, NSIC or SSI are cxcrnpted

fiom furnishing the EMD. Self'-Attested photocopy of Registration Certiflcate must be uploaded with

the technical bid fbr seeking exemption of EMD.

5. The EMD of the bidder" whose tender has been accepted. shall be returned on the submission ofperfbrmance Security / Perfbrmance Guarantee after the award of work or would be adjusted torvards

the partial amount of perfbrmance security / Perfbrmance Guarantee. EMD of the successful bidder

shall be fbrfbited. if they refuse to execute the order or fail to furnish the required pertbrmanceSecurity / Performance Guarantee. EMD of the successful bidder shall be fbrf-eited, if they refuse toexecute the order or fbil to furnish the required perfbrmance Security and fail to sign the contract as

stipulate in this tender document within the specified time fixed by the EPFO.

6. Performance Security / Performance Guarantee - The Bidder / Bidder after the award of workshall have to submit interest free Perfbrmance Security / Performance Guarantee in prescribed fbrmat

which is equal to the I 0% (Ten Percent) of order value within Fifteen days fiorn the date of the issue

of the Letter of Award and it shall be kept valid fbr a period of 30 (thirty) months. T'he Perlbrmance

Security / Perfbrmance Guarantee shall have to be submitted in the tbrm of bank Guarantee in thename of Regional P.F. Commissioner, Visakhapatnam i.7. Afier the award of the contract to the successful bidder. the EMD of the unsuccesslul bidder u,ill

be refunded within 30 days with no interest thereon.

8. All the valid certif-rcates like Registration Certificate of the firm / GST Number. etc. anddocumentary evidences like purchase orders, invoices are to be attached.

Note: All bidders have to fulfil tender conditions mentioned in the tender document fully in allrespects. If any of the conditions are not fulfilled, the tender will not be considered as and their bidwould be rejected summarily.

III. Format of Commercial Bid:

Note: The rates to be quoted are for Digitization and Microfilming of Records.

S.No. Item Rate Per Frame I page.(Inclusive of all Taxes etc.but excluding GST)

I Digitization/Scanning as per technical Requirements

in component -lRs. -----------Per page.

, Uploading of scanned documents / records as pertechnical Requirements compon ent -2

Rs. -----------Per page

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Terms & Conditions:

l. Rates Have to be quoted in word & digits both and during the ambiguity of the rates quoted inwords will be considered as final pricing.

2. The quoted price will be inclusive of all taxes etc. but excluding of GST.

IV Evaluation of technical and Financial Bids:(a) An 'Expeft Committee' for Bid evaluation shall undertake the scrutiny of the technicalbids/samples to determine whether the Bid is complete in all respects and confbrms to the terms and

conditions and is substantially responsive to the bidding document.

(b) 't'he Experl Committee lbr bid evaluation shall evaluate the technical bids /samples as per thetechnical requirements mentioned in the tender documents. The decision of the Expert Clommittee fbr

bid evolution in this regard shall be final.

(C) The Expert Committee in the presence of bidders or their representatives who clroose to be present

shall open the price bids. The technically qualified bidders' representative. who are present at the

time of the opening of the price bids. shall sign a register evidencing their attendance.

D) The Department further reserves the right to accept or reject any or all bids. at any time prior to

the awarding of the order. without assigning any reason thereof whatsoever and without therebl'

incurring any liability to affect bidder or bidders due to such an action taken by Departmenl.

e) The decision of the EPFO of lndia arrived at as above will be final and no representation of anykind will entertained in this regard.

f) The EPFO shall. however, not bind himself to accept the lowest and/or any bid and reserves the

right to accept and/ or reject any bid, wholly or in part at any time of the tenders process.

Last date of submission of tenders: The Last Date & Time for online submission of the tenderDocument / quotation is latest by 06-01-2020 before 12.00 Noon. No quotations will be acceptedafter the stipulated dated and time. And the sample digital Images etc should be submitted to Regional

PF Commissioner, EPFO. Regional OfIce, Marripalem Vuda Layout, Visakhapatnam in a sealed

envelope clearly super scribed o'sample digital image for Tender F. No. ......" Beforethe closing date of the online submission of bids.

g) Openins of Tenders: The Technical Bids will be opened on 06-01-2020 in EPFO at 3.00 PMin presence of all representatives of the company. who are desirous to be present at the tirne of opening

the e-bids.

h) The date of opening of Financial Bid will be intimated to the technically successful Bidders later

on the portal.E This tender document complies with the "public Procurement (Preference to make in India)Order,20l7 issued by DIPP and "Public Procurement policy for Micro and small Enterprise(MSEs) Odder,20l2 issued by MoSME.

Section IV: Payment Terms

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l. Payment Terms: Payment will be made to the firm on monthly basis for all end to endcompleted and delivered components as per the details and accepted by the Technical Team of the

EPFO I after getting the satisfactory reports from the concerned Division Head.2. No advance payment will be made to the firm.

3. Liquidated Damages: Time is of essence in this project. If the Selected firm / Bidder fails tocomplete the project / Assignment in stipulated time specified under the Tender Document, thenliquidated damages / penalty at the rate of I % (One Percent) of the contract value (excluding taxes)per fortnight subject to maximum of 5%o of the contract value (excluding taxes) will be deductedfrom the due payment of the bidder or form the performance security / performance guarantee asthe case may be.

4. Income Tax: TDS / income Tax on gross amount billed will be deducted from the firm bills asper the provisions of the lncome Tax Act of Government of India.

a

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Page 15 of 17

Annexure-1

TENDER ACCEPTANCE LETTER(To be given on Company Letter Head)

Date:To,

Sub: Acceptance of terms & Conditions of Tender.

. Tender Reference No:Name of Tender / Work: -

Dear Sir,

l. I/We have downloaded / obtained the tender document(s) for the above mentioned'Tender/ Work' from the web site(s) namely:

As per your advertisement, given in the above mentioned website(S).

2. I I We hereby certiff that I / we have read the entire terms and conditions of the tenderdocuments from page no. _ to _ (including all documents like annexure(s). schedule(s),otc. .,), which form part of the contract agreement and I I we shall abide hereby by the terms/conditions / clauses contained therein.

3. The corrigendum(s) issued from time to time by your department/ organisation too have alsobeen taken into consideration, while submitting this acceptance letter.

4. I / we hereby unconditionally accept the tender conditions of above mentioned tenderdocument(s) / corrigendum(s) in its totality / entirety.

5. I I we do hereby declare that our Firm has not been blacklisted/ debarred by any Govt.Department/public sector undertaking.

6. I / We certifu that all information furnished by the our Firm is true & correct and in the event thatthe information is found to be incorrecVuntrue or found violated, then your department/organisation

shall without giving any notice or reason therefore or summarily reject the bid or terminate thecontract, without prejudice to any other rights or remedy including the forfeiture of the full saidearnest money deposit absolutely.

Yours Faithfully,(Signature of the Bidder, With Official Seal)

a Page 16 of 17

Validate Print Help Item Rate BoQ

Tender Inviting Authority: EPFO

Name of Work: scanning and uploading of pages of Form no. 9 available at Field Offices ofEPFO

Contract No: .............. ..

Name of the Bidder

/ Bidding Firm ICompany:

PRICE SHEDULE

nn,, UOO Template must not be modified/replaced by the bidder and the same should beuploaded after filling the relevant columns, else to enter the Bidder Name and Value Only)NUMBER # TEXT# TEXT# Numbe#Sl. No Item Description Units Rate per Frame /

page (Inclusive ofall Taxes / GST inRs.

I 2 5 l3l.0l Preparation of

Digital images ofForm no. 9available at fieldoffices of EPFOin component - I

Per page

1.02

J

uploading heabove DigitalImages in EPFOsystem incomponent -2

Per frame

Total in Figures

Quoted Rate in Words

THE BIDDER IS LIABLE TO BE REJECTED FOR THIS TENDER. Bidders are allowed

NUMBER # TEXT#

TOTAL AMOUNT IN Rs. TOTAL AMOLINT IN WORDS

0.00 INR Zero Only

0.00 INR Zero Only

0.00 INR Zero Only

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