tender document for preparation … tender document for preparation & distribution of new bar...

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TENDER DOCUMENT

FOR

PREPARATION & DISTRIBUTION OF

NEW BAR CODED RATION CARD

FOR

DIRECTORATE OF FOOD & CIVIL SUPPLIES (DFCS)

GOVERNMENT OF GUJARAT

Tender No: SW0804201108 (April, 2011)

Gujarat Informatics Ltd

Block no. 1, 8th floor, Udhyog Bhavan, Sector11, Gandhianagar382010, Gujarat

Ph No. 23259237, 23259240 Fax: 23238925

www.gujaratinformatics.com

Last date of Submission of Bids: 29th April, 2011 at 1500 hrs Opening of Technical Bid: 30th April, 2011 at 1600 hrs

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TABLE OF CONTENTS

PARTICULAR Pg No.

SECTION I INVITATION FOR BIDS 03

SECTION II INSTRUCTIONS TO BIDDERS 06

SECTION III GENERAL CONDITIONS OF CONTRACT 23

SECTION IV SPECIAL CONDITIONS OF CONTRACT 30

SECTION V BID FORM 31

SECTION VI CONTRACT FORM 32

SECTION VII PERFORMANCE BANK GUARANTEE FORM 32

ANNEXURE A TECHNICAL BID 33

ANNEXURE B FINANCIAL BID 38

ANNEXURE C DETAIL OF VOLUME OF WORK 40

ANNEXURE D FORMAT OF APPLICATION FORM FOR SCANNING 41

ANNEXURE E FORMAT OF PAGE FOR PRINTING 45

ANNEXURE F FORMAT OF REPORT SUBMITTED TO MAMLATDAR/ZONAL OFFICE

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SECTION I: INVITATION FOR BIDS Gujarat Informatics Limited on behalf of Directorate of Food & Civil Supplies, Government of Gujarat, invites online bids from interested bidders for the “Preparation & Distribution of New Bar-coded Ration Cards in lieu of existing Ration Cards”. Please note that this bid document is not for actual award of contract/ work order but to call the rates as per the financial bid for “Preparation & Distribution of New Ration Card” for Gujarat State. Actual award of contract will follow the conditions as per this document. This document is given for enabling the bidders to know the tender conditions so as to guide them in filling up the technical bid and financial bid for the said work. 1. Gujarat Informatics Limited on behalf of, Directorate of Food & Civil Suppliers (DFCS)

intends to scan the applications received from the card holders in Form No.1, printing of bar-coded ration cards and capture the photos and thumb impression of at least one member of the card holder’s family who could be minimum 15 years old at the time of distribution of the new bar coded ration cards.

2. The bidders may download the tender document from website of Gujarat Informatics Limited (www.gujaratinformatics.com) as well as from https://gil.nprocure.com.

3. The bid has been divided into five zones. However, the bidders are allowed to apply for

only 3 (three) zones. Out of three zones the work will be awarded only for those zones in which the bidder is L1. The details of the district covered under each zone and volume of the work is given in the Annexure C.

4. Interested and eligible bidders can quote & upload the separate price bid/s either for any one zone or maximum upto three zones based on the capabilities mentioned in the eligibility criteria. The bidder must indicate their willingness for the maximum three zones. If two or more bidders are L1 for same zone then the bidder with higher technical score will be awarded the contract for that zone. DFCS/GIL will be the sole deciding authority in this regard.

5. Interested and eligible Bidders are required to upload the single Technical and Commercial Bid separately for each zone in two separate sections. The Technical and Commercial Bids should be accompany by a bid security & bid processing fees (non-refundable) as specified in this Bid Document. The Technical and Commercial Bid must be uploaded to https://gil.nprocure.com & the Bid Security and bid processing fees must be delivered to the office of Gujarat informatics Ltd. physically on or before the last date and time of submission of the bid.

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6. Important Information Sr. No.

Information Details

1. Tender No. 2. Last date and time for submission

of Bids (Pre-Qualification Details, Technical and Commercial)

29th April, 2011 at 1500 hrs Note: Proposal must be submitted online on https://gil.nprocure.com website.

3. Place, date and time for opening of Technical Bid

30th April, 2011 at 1600 hrs Gujarat Informatics Ltd. Block No. 1, 8th Floor, Udyog Bhavan, Gandhinagar

4. Address and Addressee at which proposals are to be submitted

Proposal must be submitted online on https://gil.nprocure.com website.

5. Place, date and time for opening of financial/commercial bid

The place, date and time for opening of financial/commercial bids will be given to the technically qualified bidder later on.

6. Bid Processing Fees (non-refundable)

Rs. 10,000/- (Rupees Ten thousand)

7. Bid Security Rs 2,00,000/- for one zone Rs.4,00,000/- for two zones Rs.6,00,000/- for three zones

(No relaxation to anyone including SSI units)

7. The bidder can bid with the following conditions: 7.1. The bidder can bid for maximum up to three zones, if he has not been awarded any

zone in previous tender for the same subject. 7.2. The bidder can bid for maximum up to two zones, if he has been awarded for any one

zone in previous tender for the same subject. 7.3. The bidder can bid only for single zone, if he has been awarded for any two zones in

previous tender for the same subject. 7.4. The bidder can’t bid for any zone, if he has been awarded for any three zones in

previous tender for the same subject.

8. The bids have to be filled in zone wise. The lists of zones are as mentioned below. The bidder must indicate their willingness.

Sr. No Zone Name Willingness (Please indicate

‘Yes’ or ‘No’ clearly) (Maximum three)

1. Zone 1 2. Zone 2 3. Zone 3 4. Zone 4 5. Zone 5

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The above information must be filled in and submit it along-with the technical bid. The Bid Security amount must be submitted based on the zones, the bidder is willing to participate for. This document provides information to enable Companies interested in undertaking the project, to understand the broad requirements and to submit their Technical and Financial bids.

9. Bids will be opened in the presence of Tender Committee members whoever are present

as well as Bidders’ or their representatives who choose to attend on the specified date and time. The Tender committee has been empowered to take the final decision regarding the Tender.

10. DFCS/GIL reserves the right to accept or reject any tender offer without assigning any reason.

11. Financial bids of only those bidders who qualify on the basis of evaluation of technical bids & Demonstration will be opened.

12. Use & Release of Bidder Submissions:

DFCS/GIL is not liable for any cost incurred by a Bidder in the preparation and production of any Proposal, the preparation or execution of any benchmark demonstrations, simulation or laboratory service or for any work performed prior to the execution of a formal contract. All materials submitted become the property of the DFCS/GIL and may be returned at its sole discretion. The content of each Bidder’s Proposal will be held in strict confidence during the evaluation process, and details of any Proposals will not be discussed outside the evaluation process.

13. The document/papers prepared in this connection shall be the property of the Directorate of Food & Civil Supplies and will have to be deposited with the Directorate of Food & Civil Supplies after the work is over.

14. The Validity of Tender is 180 days.

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SECTION II: INSTRUCTIONS TO BIDDERS

A. INTRODUCTION

As per GR No. CSC/102008/111/C1 dated 23/04/2010 of Food, Civil Supplies & Consumer Affairs Department, Government of Gujarat has decided to issue new bar coded Ration Cards for which the collection of application in Form no.1 from card holders has already been completed during July- September 2010. Now, Directorate of Food & Civil Suppliers (DFCS) intends to scan the applications received from the card holders, printing of bar-coded ration card and capture the photos and thumb impression of at least one member of the card holder’s family who could be minimum 15 years old at the time of distribution of the new bar coded ration cards. The objective of issue of new ration card is to eliminate the duplicate & bogus ration cards and cover all eligible beneficiaries in the state of Gujarat. 1 General Instruction

• All bids must be submitted online on https://gil.nprocure.com website. • The DDs of Bid Processing fee and Earnest Money Deposit will be submitted

physically in Gujarat Informatics Ltd within given time limit. Late submission will not be accepted.

• Technical bids should be opened of only those bidders who have submitted the EMD and Bid processing fee within given time limit.

• The incomplete Bids will be rejected without giving any reason there of. • All documents submitted in response to this Tender shall be signed by an authorized

person. All papers shall be initialed by the said authority. • Financial bids of only technically qualified bidders will be opened. • Actual work order should be placed by Directorate of Food & Civil Supplies. • Consortium or outsourcing of work shall not be allowed through out execution of

work.

2 SCOPE OF WORK: Under the scope of work, the Service Provider (SP) shall be responsible for the following activities:

Activities at Mamlatdar Offices: • Fair Price Shop (FPS) wise, the SP will make the entry of the ration card category in

the software provided by NIC as per Mamlatdar/Zonal officer’s decision recorded in application Form no. 1 for each applicant. SP need to enter only ration card category (APL, BPL etc from the dropdown menu). In addition to that SP shall be responsible to check and correct the name of the family if mistakes founds.

• In addition, the SP will be carryout scanning of the application Form no.1. SP shall be responsible to scan the application forms. In addition the scanning of application form SP shall be responsible to make correction/or correctly enter the names of all the family members in English on Server as per NIC format.

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• As per prescribed color code, SP is required to take a print out on colored A5 size page to be provided by the Mamlatdar/Zonal office.

• Before the printing of the aforesaid page, SP will make entry of the booklet no. of the title cover page of the relevant card category.

• Thereafter, SP has to carry out the stapling of the title page of the booklet, printed sheet as above & other pre-printed sheets & prepare the Bar-coded Ration Card booklet.

• In respect of the given FPS, the above activities should be done Category wise i.e. APL, BPL, Antyoday etc.

• SP has to use his own IT infrastructure for carrying out above activities. Only space, connectivity and electricity will be provided by the respective Mamlatdar/Zonal office.

Activities to be done at field level for distribution of ration cards and capturing photo & fingerprints of card holders: • After successfully carrying out the above specified activities, for each FPS area and as

per the pre-determined distribution programme finalized in consultation with the Mamlatdar/ Zonal office, the SP shall have to start the capturing photos, fingerprints of the card holder’s family members (minimum 1 and must be 15 years of age or older) & distribution of ration cards.

• SP has to plan in consultation with Mamlatdar/zonal office for distribution activities with at least three distribution teams each consist of members of SP and Dy. Mamlatdar in each Taluka/Zonal Office.

• SP is responsible to arrange for required IT infrastructure like laptop with enough battery backup and storage, web camera (JPG 2000 format), Finger print reader device of the following specifications for carrying out above activities. While the required software for capturing of bio-metrics and photo will be provided by NIC.

o Bio-matirx Device ( FP- Device) ISO 19794-4 and 19794-2 ( with Libraries) NITGEN, Hamster DX, Model HFDU06

o WEB CAMERA- Standard Digital Web Camera with software Logitech, Web Cam C100

• To capture the bio-matrix data of ration-card members at field level, the devices must

be used as per the ISO standard given. It is better to use same devices which the department has procured and SDK is provided to develop software. The uniformity of the devices should be maintained at least at taluka level.

• During the distribution of the Bar-coded Ration cards following activities are to be

carried out simultaneously.

1. Dy. Mamlatdar will do the cross verification of the family members of card holders by matching the details from any existing photo identity such as Election Photo ID Card (EPIC), driving licenses etc.

2. After verification, SP would capture photo (up to shoulder with easily identifiable mode) and finger prints of min. four fingers (2 thumbs and 2 last fingers) of all the

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members of the family who are present and are above 15 years of age. In case, system will not accept the thumbs impression and/or last fingers then take another two from last fingers and so on. Finger print image has to be stored in JPEG format. Example:

If system will not accept the thumbs impression and/or last fingers then take other two fingers from last fingers as shown in the picture.

3. To establish the genuineness of the bio-metric and photographic data of each of

the person so captured, the same would be authenticated by the Deputy Mamlatdar present by using his own bio-metric data which would be pre-installed in the software/database provided by the NIC.

4. Before putting the office seal and signing the Bar Coded ration card, the Deputy Mamlatdar will tick mark the name(s) in the person list in the pre-printed new Bar Coded Ration card booklet against the name of the persons whose biometric data has been successfully captured and duly authenticated.

5. Thereafter, the Dy Mamlatdar will collect the old ration card and hand over the new bar-coded ration card to the beneficiary and in lieu of the take signature/ thumb impression of the card holder in the Card issue register as an acknowledgement.

First take finger prints of these fingers

Take the finger prints of second last fingers in case the system does not

accept as above picture.

1 1

2 2

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Uploading of the database:

1. After returning back to the Mamlatdar/Zonal office, SP shall be responsible to upload the bio-metric database of the family members of the card holder(s) of the said FPS area from Mamlatdar/Zonal Office to the central server through GSWAN. SP has to use their own IT infrastructure for carrying out above activities. Only space, electricity and GSWAN connectivity will be provided by Mamlatdar/Zonal Office.

2. It is to be ensured that after uploading of the database on the Central server, SP must delete the database from their own machine(s).

Verification of Work:

1. 100% verification of data entry of the names of card holder’s family members in

English and the card category, scanning & printing shall be done by SP and issue the verification certificate.

2. Random verification about 10% of data entry of the names in English and the card category, scanning & printing work will be done by Mamlatdar Office\Zonal Office.

3. 100% verification of uploading photo image & finger print image of the member(s) of the card holder’s family for the said FPS area will be done by SP.

4. 100% verification of uploaded database will be done by Mamlatdar Office\Zonal Office based on the report of provided by NIC.

Finally, SP has to submit the report comprising of following information:

Sr. No. Description Qty. 1 Nos. of application forms (Form no.1) scanned (In this case,

the scanning includes entry of English name(s) & card category entry of the said form no.1)

2 Nos. of ration card prepared for distribution (which includes bar coded print out and the name list of family members and stapling of the said print out in the book let)

3 Nos. of person(s) bio-metric data including photo images captured & uploaded to the central server.

Time Limit: The time limited of the project will be 4 months from the date of starting the scanning of the form in the Mamlatdar/Zonal Office.

3 Qualification Criteria

3.1 For One Zone

Sr. No. Qualification Criteria Document/ Information to be

submitted with proposal

1 The company should be a registered company & should be in existence for at least 3 years

Certificate of Registration

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2 The bidder should have at least 3 years of experience in the areas of scanning, printing.

Copy of all relevant work order & satisfactory completion certificate.

3 The bidder should have a minimum of Rs. 1 crore turn over during each of the last three financial years ending on 31st March 2010.

Copies of the audited annual Accounts for the last three years must be attached along with the bid.

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The Bidder must have successfully completed at least one project of biometric data capturing, data collection of minimum 50,000 at multi location in last three years.

Project description, dates, project completion certificates, reference names of concerned officials and financial value of the projects shall be attached.

5 The bidder must have completed 3 Scanning/Printing projects with project value of at least Rs. 10 Lacs each.

The copy of the client’s certificate must be submitted containing the contract value.

6 The bidder must have valid relevant ISO Quality Certification (s).

The copy of the certificate must be submitted

3.2 For Two Zones









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The Bidder must have successfully completed at least one project of biometric data capturing, data collection of minimum 50,000 at multi location in last three years.






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3.3 For Three Zones









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The Bidder must have successfully completed at least one project of biometric data capturing, data collection of 50,000 at multi location in last three years.






Note: • Any type of consortium or outsourcing shall not be allowed. • All supporting documents are to be uploaded on our e-Tendering website

https://gil.nprocure.com. • Bidders who will match all the pre-qualification criteria shall be qualified for the next

stage. (i.e. Evaluation of Technical bids).

4 Technical Evaluation Criteria – Compliance matrix A detailed evaluation of the bids shall be carried out in order to determine whether the bidders are competent enough and whether the bidder’s Proposal technically qualifies to the requirements set forth in the RFP. Bids received would be assigned scores based on the parameters defined in the table below:

4.1 For One Zone

Sr. No. Criteria / Sub-criteria Description / Response expected

from bidder Maximum

marks

1. No. of years of operation in India

3 years – 2 mark, 3 - 5 years – 3 marks > 5 years – 5 marks

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from bidder Maximum

marks

2. Turn over of firm for last 3 years

Rs. 1 - 2 crore – 1 Mark for each of the 3 financial years > Rs. 2 crore – 2 Marks for each of the 3 financial years

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3. Quality Certification ISO 9001:2000 then 2 Marks and Above then 4 marks 4

4.

Projects of biometric data capturing, data collection of minimum 50,000 at multi location in last three years.

1 project - 10 Marks 2 projects – 20 Marks > 3 projects – 30 Marks 30

5.

Experience in Scanning & Printing projects with project value of at least Rs. 10 Lacs each.

3 projects - 3 Marks 4 - 5 projects – 6 Marks > 5 projects – 10 Marks

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6. Understanding of Requirements and adherence to scope of work.

Assumptions, Expectations, Specimen/Typical Output 5

7. Approach and Methodology

Assessment of technological & managerial understanding of bidder based on criteria like a) Bidder’s Proposed Work Plan and Timelines b) Bidder’s Resource Deployment Plan c) Understanding of risk factors and mechanism to mitigate them

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8. Technical Presentation before the technical evaluation committee

To assess the complete approach & methodology & related details of executing the project, as proposed by the bidder through direct interaction and clarifying queries (if any)

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Total Marks 100

4.2 For Two Zones


from bidder Maximum

marks


3 years – 2 mark, 3 - 5 years – 3 marks > 5 years – 5 marks

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Rs. 2 - 3 crore – 1 Mark for each of the 3 financial years > Rs. 3 crore – 2 Marks for each of the

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from bidder Maximum

marks 3 financial years


4.



5.


5 projects - 3 Marks 6 - 7 projects – 6 Marks >7 projects – 10 Marks

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15



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Total Marks 100

4.3 For three Zones


from bidder Maximum

marks


5 years – 2 mark, 6 - 8 years – 3 marks >8 years – 5 marks

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Rs. 3- 4 crore – 1 Mark for each of the 3 financial years > Rs. 4 crore – 2 Marks for each of the 3 financial years

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14


from bidder Maximum

marks

4.



5.


7 projects - 3 Marks 7 - 8 projects – 6 Marks >8 projects – 10 Marks

10





15



25

Total Marks 100

5 Cost of Bidding 5.1 The Bidder shall bear all the costs associated with the preparation and submission

of its bid, and DFCS/GIL will in no case be responsible or liable for these costs, regardless of conduct or outcome of bidding process.

B. THE BIDDING DOCUMENTS

6 Contents of Bidding Documents

6.1 The goods required, bidding procedure and contract terms are prescribed in the bidding documents. In addition to the invitation for Bids, the bidding document includes: 1 Section I: Invitation for Bids (IFB) 2 Section II: Instructions to Bidders (ITB) 3 Section III: General Conditions Of Contract (GCC) 4 Section IV: Special Conditions Of Contract 5 Section V: Bid Form

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6 Section VI: Contract Form 7 Section VII: Performance Bank Guarantee Form 8 Annexure A: Technical Bid 9 Annexure B: Financial Bid 10 Annexure C: Detail of Volume of Work 11 Annexure D: Format of Application Form for Scanning 12 Annexure E: Format of Page for Printing 13 Annexure F: Format of Report Submitted to Mamlatdar/Zonal Office

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

7 Amendment of Bidding Documents 7.1 At any time prior to the deadline for submission of bids, DFCS/GIL may, for any

reason, whether on its own initiative or in response to the clarification may change their biding document by amendment; the amendment will be uploaded online through www.gujaratinformatics.com & https://gil.nprocure.com.

7.2 In order to allow prospective bidders reasonable time to consider the amendments while preparing their bids, DFCS/GIL at its discretion, may extend the deadline for the submission of bids.

7.3 All prospective bidders who have received the bidding documents will be notified of the amendment in writing, and will be binding on them.

C. PREPARATION OF BIDS

8 Language of Bid 8.1 The bid prepared by the Bidder, as well as all correspondence and documents

relating to the bid exchanged by the Bidder and GIL shall be in English language.

9 Documents Comprising the Bid 9.1 The bid prepared by the Bidder shall comprise of the following documents:

a) A Technical Bid and a Financial Bid completed in accordance with ITB Clauses 10, 11 and 12

b) Bid security furnished in accordance with ITB Clause 16. 9.2 The bid security as mentioned in Section 1, document processing fee & bid

security (earnest money deposit) are to be submitted in physical form in the form of Demand Draft favoring of “Gujarat Informatics Ltd” payable Gandhinagar.

9.3 The Technical Bid and Financial Bid must be submitted online through the e-Tendering website of https://gil.nprocure.com using digital signatures.

10 Bid Form 10.1 The Bidder shall complete the Technical Bid and a Financial Bid furnished with

this document giving details as per the format mentioned in the e-Tendering website https://gil.nprocure.com.

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11 Bid Prices 11.1 The Bidder shall indicate the prices in the Financial Bid format mentioned in the

e-Tendering website https://gil.nprocure.com. 11.2 If required the DFCS/GIL may at a later stage (i.e. after the finalization of contract

or at the time of agreement) ask for a component wise break up of the price.

12 Bid Currency 12.1 Prices shall be quoted in Indian Rupees only.

13 Documents Establishing Bidder’s Eligibility and Qualification 13.1 The bidder shall furnish, as part of its tender offer, documents establishing the

Bidder's eligibility to participate in the tender and its qualifications to perform the Contract as mentioned in qualification Criteria section

14 Documents establishing good’s Eligibility and Conformity to Bidding Documents. 14.1 The Bidder shall furnish, as part of its bid, documents establishing the eligibility

and conformity to the bidding documents of all goods and services, which the Bidder proposes to supply under the contract.

14.2 The documentary evidence of conformity of goods and services to the bidding documents may be in the form of literature, drawing and data, and shall consist of a detailed description of the essential technical and performance characteristics of the goods;

14.3 The Bidder shall note that standards for workmanship, material and equipment, and references to International brand names or catalogue numbers designated by the tendering Authority in its Technical Specifications are intended to be descriptive only and not restrictive.

15 Bid Security (Ernest Money Deposit) (Its compliance would be verified at the time of actual opening of the Technical Bid)

15.1 The Bidder shall furnish, as part of its bid, bid security in the form of a DD drawn in favor of “Gujarat Informatics Limited” payable at Gandhinagar for an amount as mentioned in Section 1.

15.2 Unsuccessful bidder’s EMD will be discharged / refunded as promptly as possible. 15.3 The successful bidder’s EMD will be discharged only after the completion of the

contract papers. 15.4 The EMD shall be forfeited If a Bidder withdraws its bid during the period of Bid

validity specified by the Bidder on the Bid Form or in case of a successful Bidder, if the Bidder fails: to sign the Contract; or to furnish the performance security.

15.5 No exemption for submitting the EMD will be given to any agency including SSI Units.

15.6 Any tender submitted without the EMD will be summarily rejected. 15.7 The bidder is liable to pay liquidated damages and penalty imposed by the tender

Inviting Authority in the event of non-fulfillment of any of the terms or whole of the contract.

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16 Period of Validity Bids 16.1 Bids shall be valid for 180 days after the date of bid opening. The DFCS/GIL shall

reject a Bid valid for a shorter period as non-responsive. 16.2 In exceptional circumstances, the tendering Authority may solicit the Bidder’s

consent to an extension of the period of validity. The request and the responses thereto shall be made in writing.

16.3 Bid evaluation will be based on the bid prices without taking into consideration the above changes.

17 Format and Signing of Bid 17.1 The Bidders have to submit the bid on the e-Tendering website

https://gil.nprocure.com. All supporting documents in the form of scanned copies submitted online should have sign and seal of the bidder.

17.2 Before filling in any of the details asked for. Bidders should go through the entire bid document and get the required clarifications from DFCS/GIL during the pre-Bid conference.

D. SUBMISSION OF BIDS

18 Contents of Envelope 18.1 Envelope for the EMD and Bid Processing Fee. 18.2 Envelope shall be marked as Envelope for “EMD & Bid Processing Fee” for the

tender for “Preparation & Distribution of New Ration Card”.

19 Sealing and Marking of Bids 19.1 All bids must be submitted online through https://gil.nprocure.com as per the

formats mentioned therein using digital signatures. 19.2 Telex, cable, e-mailed or facsimile bids will be rejected.

20 Deadline for Submission of Bids

20.1 Bids must be submitted online not later than the time and date specified in the Invitation for Bids (Section I).

20.2 GIL may, at its discretion, extend this deadline for submission of bids by amending the bid documents with ITB Clause 8, in which case all rights and obligations of GIL and Bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

21 Late Bids 21.1 Late bids will be rejected and returned unopened to the Bidder.

22 Modification and Withdrawal of Bids

22.1 The Bidder may modify or withdraw his bid before the last date of submission of bids through the e-Tendering website https://gil.nprocure.com.

22.2 No bid may be modified subsequent to the deadline for submission of bids.

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22.3 No bid may be withdrawal in the interval between the deadline for submission of bids and the expiration of the period of the bid validity specified by the Bidder on the Bid Form. Withdrawal of a bid during this interval may result in the Bidder’s forfeiture of its bid security, pursuant to ITB Clause 16.

E. BID OPENING AND EVALUATION OF BIDS

23 Opening of Bids by GIL 23.1 DFCS/GIL will open all bids (only Technical Bids at the first instance), in the

presence of Bidder or his representative who choose to attend, and at the following address : Gujarat Informatics Ltd, Block No. 1, 8th Floor, Udyog Bhavan, Gandhinagar. The Bidder’s representative who is present shall sign an attendance register evidencing their attendance. In the event of the specified date of Bid opening being declared holiday for GIL office, the Bid shall be opened at the appointed time and location on the next working day.

23.2 The Bidder’s names, bid modifications or withdrawal, bid prices, discounts, and the presence or the absence of requisite bid security and such other details, as DFCS/GIL, at its discretion, may consider appropriate, will be announced at the time of opening.

23.3 Bids (and modification sent pursuant to ITB Clause 8.2) that are not opened and read out at bid opening shall not be considered for further evaluation, irrespective of the circumstances.

23.4 Financial Bids of only those bidders who qualify on the basis of evaluation of technical bid will be opened in the presence of the qualified bidders of their representatives at pre-specified time and date which will be communicated to the qualified bidders well in advance.

24 Clarification of Bids 24.1 During evaluation of bids, DFCS/GIL may, at its discretion, ask the Bidder for a

clarification of its bid. DFCS/GIL may also ask for rate analysis of any or all items and if rates are found to be unreasonably low or high, the bid shall be treated as non-responsive and hence liable to be rejected. The request for a clarification and the response shall be in writing and no change in prices or substance of the bid shall be sought, offered or permitted.

25 Preliminary Examination 25.1 GIL will examine the bids to determine whether they are complete, whether any

computational errors have been made, whether sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order.

25.2 Prior to the detailed evaluation, pursuant to ITB Clause 27, GIL will determine the substantial responsiveness of each bid to the bidding documents. For purposes of

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these Clauses, a substantially responsive bid is one, which confirms to all the terms and conditions of the bidding documents without material deviation

25.3 If a Bid is not substantially responsive, it will be rejected by DFCS/GIL and may not subsequently be made responsive by the Bidder by correction of the non-conformity.

25.4 Conditional bids are liable to be rejected.

26 Evaluation and comparison of Bids 26.1 For technical evaluation and comparison of the bids, which have been determined

to be substantially responsive pursuant to ITB clause 22, GIL will evaluate the technical bid as per the assessment procedure given in GR No. TSP-2004-808-DST dated 30/07/2004. The committee will scrutinize techno-commercial offers and evaluate capability of vendors through presentations, demonstration, documents. etc.

26.2 The technical evaluation of bids will be done based on following three components only for those bidders who satisfy all the Eligibility Criteria (ITB Clause No. 3) • Technical Bid Document • Approach & Methodology Document • Presentation on Approach & Methodology

26.3 The solution provider will be selected based on evaluation of technical bids & financial bids.

26.4 Financial bids of only those bidders who qualify on the basis of evaluation of technical bids will be opened. Minimum 60 marks required to qualify in technical bid evaluation.

26.5 The bidder having lowest one (L1) position in financial bid will be awarded the work.

26.6 For evaluation of Financial Bids, the without tax values will only be considered for comparison.

26.7 If two or more bidders are L1 for same zone then the bidder with higher technical score will be awarded the contract for that zone. DFCS/GIL will be the sole deciding authority in this regard.

26.8 GILDFCS’s evaluation of a Bid will exclude and not take into the account any allowance for price adjustment during the period of the execution of the contract, if provided in the bid.

27 Contacting DFCS/GIL 27.1 Subject to ITB Clause 21, no Bidder shall contact DFCS/GIL on any matter

relating to its bid, from the time of the bid opening to the time of contract is awarded. If he wishes to bring additional information to the notice of DFCS/GIL, he should do so in writing. DFCS/GIL reserves its right as to whether such additional information should be considered or otherwise

27.2 Any effort by a Bidder to influence DFCS/GIL in its decision on bid evaluation, bid comparison or contract award may result in disqualification of the Bidder’s bid and also forfeiture of his bid security amount.

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F. AWARD OF CONTRACT

28 Post-qualification 28.1 An affirmative determination will be a prerequisite for the award of the contract to

the Bidder. A negative determination will result in rejection of Bidder’s bid, in which event DFCS/GIL will proceed to the next lowest evaluated bid to make a similar determination of the Bidder’s capabilities to perform the contract satisfactorily.

29 Award Criteria 29.1 Subject to ITB Clause 29, DFCS/GIL will award the contract to the successful

bidder decided as per the evaluation procedure mentioned in ITB clause no. 27 mentioned above.

29.2 The bidders are allowed to apply for only 3 (three) zones. Out of three zones the work will be awarded only for those zones in which the bidder is L1. The contract will be awarded for maximum up to 3 zones. If two or more bidders are L1 for same zone then the bidder with higher technical score will be awarded the contract for that zone. DFCS/GIL will be the sole deciding authority in this regard.

29.3 DFCS/GIL reserves the right to award the contract to the Bidders whose bid may not have been determined as the lowest evaluated bid, provided further that the Bidder is determined to be qualified to perform the contract satisfactorily.

30 DFCS/GIL’s Right to Accept Any Bid and to reject any or All Bids 30.1 GIL reserve the right to accept or reject any bid, and to cancel the bidding process

and reject all bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder or bidders or any obligation to inform the affected Bidder or bidders of the grounds for DFCS/GIL’s action.

31 Notification of Awards

31.1 Prior to the expiration of the period of the bid validity, concerned DFCS/GIL will notify the successful bidders in writing, to be confirmed in writing by registered letter, that his bid has been accepted.

31.2 The notification of award will constitute the formation of the Contact. 31.3 Upon the successful Bidder’s furnishing of performance bank guarantee pursuant

to clause 33, DFCS/GIL will promptly notify each unsuccessful bidder.

32 Signing of Contract 32.1 At the same time as DFCS/GIL notifies the successful Bidder that its bid has been

accepted, DFCS will send the bidder the Contract Form provided in Section VI of the bidding documents, incorporating all the agreements between two parties.

32.2 Within 15 days of receipt of the Contract Form, the successful bidder shall sign and date the contract and return it to DFCS/GIL.

33 Performance Bank Guarantee 33.1 The successful Bidder has to furnish a performance bank guarantee as to

guarantee his/her (Bidder) performance of the contract

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33.2 Within 15 days of the receipt of notification of award from DFCS/GIL, the successful bidder shall furnish the performance bank guarantee, equal to 10% of the total value of contract, in accordance with the Conditions of the Contract, in the performance bank guarantee Form provided in the bidding documents (Section VII) acceptable to DFCS/GIL. Security deposit shall be adjusted against this item.

33.3 Failure of the successful bidder to comply with the requirement of Clause 29 or Clause 31 can constitute sufficient grounds for the annulment of the award and forfeiture of the bid security in which event DFCS may take the award to the next lowest evaluated bidder or call for new bids.

33.4 The proceeds of the performance bank guarantee shall be payable to DFCS as compensation for any loss resulting from the bidder’s failure to complete its obligations under the contract.

33.5 The performance bank guarantee shall be denominated in Indian Rupees and shall be in the following form: A performance bank guarantee issued by a nationalized/ scheduled bank and following private sector banks located in India, in the form provided in the bidding documents.

• ICICI Bank • HDFC Bank • IDBI Bank • Axis Bank • The Kalupur Commercial Co-Operative Bank Limited

34 Corrupt or Fraudulent Practices

34.1 DFCS/GIL requires that the bidders under this tender observe the highest standards of ethics during the procurement and execution of such contracts. In pursuance of this policy, DFCS/GIL defines for the purposes of this provision, the terms set forth as follows: a) “Corrupt practice” means the offering, giving, receiving or soliciting of any

thing of value to influence the action of the DFCS/GIL official in the procurement process or in contract execution; and

b) “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or a execution of a contract to the detriment of DFCS/GIL, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial noncompetitive levels and to deprive DFCS/GIL of the benefits of the free and open competition.

34.2 DFCS/GIL shall reject a proposal for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices and same shall be conveyed to GIL or black listed by any of the GIL/Government of Gujarat in competing for the contract in question.

34.3 DFCS/GIL shall declare a firm ineligible, and black listed either indefinitely or for a stated period of time, to be awarded a contract if it at any time determines that the firm has engaged in corrupt and fraudulent practices in competing for, or in executing, a contract. The same shall be conveyed to GIL.

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35 Interpretation of the clauses in the Tender Document / Contract Document 35.1 In case of any ambiguity in the interpretation of any of the clauses in Bid

Document or the Contract Document, the DFCS/GIL interpretation of the clauses shall be final and binding on all parties.

35.2 However, in case of doubt as to the interpretation of the bid, the bidder may make a written request prior to the date of clarifications and doubts conference to:

1 Director

Directorate of Food & Civil Supplies Block No. 14, 7th Floor, New Sachivalaya, Gandhinagar: 382010

2 Director (eGovernance)

Gujarat Informatics Ltd, Block -1, 8th floor, Udyog Bhavan, Gandhinagar.

DFCS/GIL may issue clarifications to all the bidders as an addendum. Such an addendum shall form a part of the bid document.

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SECTION III: GENERAL CONDITIONS OF CONTRACT

1 Definitions In this Contract, the following terms shall be interpreted as indicated: 1.1 “The Contract” means the agreement entered into between DFCS/GILand the

Service Provider, as recorded in the Contract Form Signed by the parties, including all the attachments and appendices thereto and all documents incorporated by reference therein;

1.2 "Bidder" means any agency that is participating in the tender process. 1.3 “SP” means Service Provider; 1.4 "Service Provider" means any agency who is a successful bidder and to whom the

contract has been awarded. 1.5 “The Contract Price” means the price payable to the Service Provider under the

Contract for the full and proper performance of its contractual obligations; 1.6 “The Goods” means all the equipment, machinery and /or other materials which

the Service Provider is required to supply to DFCS/GIL under the Contract; 1.7 GIL means Gujarat Informatics Ltd; 1.8 “DFCS/Department” means Directorate of Food & Civil Supplies , Government

of Gujarat 1.9 “Services” means services ancillary to the supply of the Goods, such as

transportation and insurance and any other incidental services, such as installation, commissioning, provision of technical assistance, information gathering, scanning, printing and other obligations of the Service Provider covered under the Contract;

1.10 “The Project Site”, wherever applicable, means the place or places where the work is to be executed.

1.11 “Day” means a working day. 1.12 “Unit” means one single office where the entire set up has to be provided. 1.13 “GCC” mean the General Conditions of Contract contained in this section. 1.14 GoG mean Government of Gujarat. 1.15 “Day” means a working day. 1.16 “Time required for approval” means the time lapsed between the date of

submission of a critical deliverables (complete in all respect for all the business functions /services) and the date of approval excluding the intermediate time taken by the Service Provider for providing clarifications/modifications and communication.

1.17 “Office Completeness” means the office should be complete in all respects i.e. Hardware is supplied, installed and commissioned Requisite Software is installed Requisite Application Software is installed. Connectivity setup is established. Requisite Manpower is deployed The entire setup as defined in scope of work has become functional.

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1.18 “Maintenance” means Any other task to be performed to keep the system functional.

1.19 Performance Standards This factor incorporates the maintenance standards, the upgradation standards and service level standards as defined below: Service Level Standards: - The agency has to meet the service level norms failing which the contract is liable to get cancelled. Install high quality hardware and peripherals at all sites to ensure minimum

downtime. Provide skilled and efficient manpower to attain maximum production. Provide quality consumables like branded CDs, Paper, Toners, Tapes, etc. Absolutely avoid usage of low quality consumables, refilled toners, etc.

1.20 The award of contract will be given for maximum up to three zones only. 1.21 Payment will be made on per ration card basis (Printing & Successful Delivery to

the beneficiary).

2 Application 2.1 These General Conditions shall apply to the extent that they are not super ceded

by provisions in other parts of the Contract. 3 Use of Contract Documents and Information

3.1 The service provider shall not, without DFCS prior written consent, discloses the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the in connection therewith, to any person other than a person employed by the service provider in performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance.

3.2 Any document, other than the Contract itself, enumerated in GCC Clause 5.1 shall remain the property of DFCS and shall be returned (in all copies) to DFCS on completion of the service provider’s performance under the Contract if so required by DFCS.

3.3 The service provider shall permit DFCS to inspect the service provider’s accounts and records relating to the performance of the service provider and to have them audited.

4 Patent Rights 4.1 The Supplier shall indemnify DFCS against all third-party claims of infringement

of patent, trademark or industrial design rights arising from use of the Goods or any part thereof in India.

5 Inspections and Tests

5.1 No staff of DFCS/GIL will be made available for the scanning & printing work except for handing over and taking back the documents.

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5.2 Verification : 5.2.1 100% verification of scanning, printing shall be done by SP and issue the

verification certificate. 5.2.2 100% verification of scanning & printing work will be done by Mamlatdar

Office\Zonal Office. 5.2.3 100% verification of uploading photo image & finger print image of the

member(s) of the card holder’s family for the said FPS area will be done by SP and issue the verification certificate.

5.3 Verification of will be done by Mamlatdar Office\Zonal Office. It will be the onus of the bidder to ensure that the quality of the work is not compromised. If the quality is not satisfactory, DFCS reserves rights to terminate the contract immediately. In addition to that shall the SP shall be panelized as per the penalty clause.

5.4 The hard disk of the computers shall contain only the operating system & scanning & printing software.

5.5 The bidder has to submit the proposal for the work flow he intends to follow to ensure error free service. This will form a part of the technical bid.

6 Delivery and Documents

6.1 Delivery of the Goods shall be made by the Supplier in accordance with the terms specified by DFCS in the Notification of Award.

7 Transportation

7.1 Where the Supplier is required under the Contract to transport the goods to a specified place of destination within India or Gujarat defined as Project site, transport to such place of destination in India or Gujarat including insurance, as shall be specified in the Contract, shall be arranged by the Supplier, and the related cost shall be included in the Contract Price.

8 Incidental Services

8.1 The supplier is required to provide the following services, including additional services, if any. 8.1.1 Performance or supervision of the on-site assembly and/or start-up of the

supplied Goods; 8.1.2 Furnishing of tools required for assembly and/or maintenance of the

supplied Goods; 8.1.3 Furnishing of detailed operations and maintenance manual for each

appropriate unit of supplied Goods; 8.1.4 Performance or supervision or maintenance and/or repair of the supplied

Goods, for the period of time mentioned in the Tender notification.

9 Payment 9.1 Upon the successful completion of the assigned work, the vendor will need to

raise an invoice every month & submit certificate of successful and satisfactory completion of work from the concerned Mamlatdar in original as a proof, and submit it to DFCS.

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9.2 Payment will be made FPS wise and on per ration card basis (Scanning, Printing, image & biometric captured & Successful Delivery to the beneficiary) preferably every month.

9.3 Any penalties imposed on the agency for non-performance and delay in delivery will be deducted from the payments.

9.4 All work contract tax, service tax and income tax will be deducted at source as per the prevalent rules & regulations at the time of making payments to the Bidder during the billing cycles.

9.5 Payment will be made within a month’s time from the date of receipt of invoice & supporting documents, provided there is no dispute.

10 Change Orders 10.1 DFCS may at any time, by written order given to the Supplier, make changes

within the general scope of the Contract in any one or more of the following : 10.1.1 drawings, designs, or specifications, where Goods to be furnished under

the Contract are to be specifically manufactured for DFCS; 10.1.2 The place of delivery; 10.1.3 The Services to be provided by the Supplier. 10.1.4 The Quantity of goods to be supplied & or the locations of supply.

10.2 If any such change causes an increase or decrease in the cost of, or the time required for, the Supplier’s performance of any provisions under the Contract, an equitable adjustments shall be made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended.

11 Delays in the Supplier’s Performance

11.1 Delivery of the Goods and performance of the Services shall be made by the Supplier in accordance with the time schedule specified by DFCS.

11.2 If at any time during performance of the Contract, the Supplier or his sub-contractor(s) should encounter conditions impeding timely delivery of the Goods and performance of Services, the Supplier shall promptly notify DFCS in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, DFCS shall evaluate the situation and may, at its discretion, extend the Supplier’s time for performance with or without a penalty, in which case the extension shall be ratified by the parties by amendment of the Contract.

11.3 The bidders shall read & understand the requirements thoroughly & shall adhere to the schedule strictly. The supply, installation & commissioning of Hardware & software at all locations shall be completed within 15 days from the date of signing the Contract Agreement.

12 Penalty Clause

12.1 If the Service Provider is not executing the contract to the satisfaction of DFCS/GIL then any or all of the following clauses may be invoked. 12.1.1 Forfeited of the performance bank guarantee Amount. Or 12.1.2 Imposition of a proportionate penalty on the delivered price of the Goods

or unperformed services. Or

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12.1.3 Termination of the contract without giving any notice. 12.2 In case of loss of documents, data or any other material by the agency, 1% of the

Invoice, up to maximum deduction of 10% of the invoice per week of delay. Once the maximum is reached, DFCS/GIL may consider termination of the Contract. Decision for percentage of penalty will be taken by DFCS/GIL. However for the delay on part of DFCS/GIL shall not be considered for the penalty as above.

12.3 Quality: 100% accuracy shall be maintained in scanning, printing and image of photo & bio metrics. For accuracy less than 100%, the penalty will be deducted as mentioned below. Level of Accuracy (in percentage) Penalty >= 98.00 && < 99.00 - 01% of the order value >= 95.00 && < 98.90 - 02% of the order value >= 90.00 && < 95.00 - 5% of the order value <90 - No Payment

12.4 Delays in deliverables: If the work is not completed within the stipulated time period, penalty @1% of the job cost per week’s delay subject to a maximum of 10% will be deducted from the SP’s Bill.

13 Termination for Default or Otherwise

13.1 DFCS/GIL may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Service Provider, terminate the Contract in whole or part: 13.1.1 if the Service Provider fails to deliver any or all of the Goods/Services

within the period(s)/schedule specified in the Contract, 13.1.2 If the Service Provider fails to perform as per the performance standards. 13.1.3 If the Service Provider, in the judgment of DFCS/GIL has engaged in

corrupt or fraudulent practices in competing for or in executing the Contract.

13.2 In case of premature termination of Contract for no fault of Supplier DFCS may exercise the following options:- 13.2.1 Direct the agency to take back the Hardware and without any additional

compensation. 14 Force Majeure

14.1 For purposes of this clause, “Force Majeure” means an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence and not foreseeable. Such events may include, but are not limited to, acts of the Purchase either in its sovereign or contractual capacity, wards or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

14.2 If a force Majeure situation arises, the Supplier shall promptly notify DFCS in writing of such conditions and the cause thereof. Unless otherwise directed by

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DFCS in writing, the Supplier shall continue to perform its obligations under the Contract as far as it reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure.

15 Termination for Insolvency

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

16 Resolution of Disputes

16.1 The matter regarding any dispute shall first be sorted out at the level of Directorate of Food & Civil Supplies, Gandhinagar, Gujarat in consultation with GIL. If the dispute persists to remain unresolved then it will be entertained, heard & finalized as per the provisions of the Arbitration and Conciliation Act, 1996.

17 Taxes and Duties

17.1 The rates quoted shall be in Indian Rupees and shall be exclusive of all taxes as applicable up to the completion of job. Any increase in the Rates will not be allowed after signing the Contract Document.

18 Binding Clause

18.1 All decisions taken by DFCS regarding the processing of this tender and award of contract shall be final and binding on all parties concerned.

19 Manpower Support:

19.1 The agency will be bound to supply Support Manpower with good antecedents as specified in the Manpower deployment Plan.

19.2 All salaries and statutory benefits will have to be borne by the agency & no payments will be made by this office.

19.3 In case of absence of any of his employee, the agency should provide alternative person immediately.

19.4 The agency should ensure that the behavior of manpower is decent. The agency will be held responsible for indecent behavior of manpower, & such employees should be immediately replaced when such matter is reported.

19.5 The agency should submit the affidavit stating that it should not ask for employment in Government in the Performa, which will be provided by this office at the time of signing the contract.

19.6 All statutory obligations of the service provider towards his employees shall be fulfilled by him and DFCS shall not be responsible for any such obligations.

20 The Directorate of Food & Civil Supplies, Government of Gujarat reserves the

right:- 20.1 To vary, modify, revise, amend or change any of the terms and conditions

mentioned above; or

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20.2 To reject any or all the tender/s without assigning any reason whatsoever thereof or may terminate the tender process midway without assigning any reason.

21 The Decision regarding acceptance of Tender by DFCS will be full and final.

22 Conditional tenders shall be summarily rejected.

23 DFCS is free to phase out the work if it feels it necessary. General Conditions:

• Bidders have to select maximum three zones and quote for the same without fails. Otherwise, it can not be changed on the later stage.

• Once the data will be uploaded on the NIC server the selected bidders have to remove the same from their infrastructure without fail.

• DFCS has rights to award the work or call for negotiation to L2, L3 bidder (at the rates accepted by L1 bidder)

o L1 bidder refuses to work after opening of financial bid and before award of work ( in such cases, GIL/DFCS has right to forfeit the EMD of L1 bidder) or

o L1 bidder fails to complete the work in stipulated time period or o After one month of awards of work, DFCS feels that L1 bidder not in the

position to complete the work within stipulated time period.

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SECTION IV: SPECIAL CONDITIONS OF CONTRACT

The following Special Conditions of Contract shall supplement the General Conditions of Contract. Whenever there is a conflict, the provisions herein shall prevail over those in the General Conditions of Contract. 1 Service Provider’s Integrity

The Service Provider is responsible for and obliged to conduct all contracted activities as defined in the scope of work in accordance with the Contract.

2 Service Provider’s Obligations 23.1 The Service Provider is obliged to work closely with DFCS’s staff, act within its

own authority and abide by directives issued by DFCS 23.2 The Service Provider will abide by the job safety measures prevalent in India and

will free DFCS from all demands or responsibilities arising from accidents or loss of life the cause of which is the Service Provider’s negligence. The Service Provider will pay all indemnities arising from such incidents and will not hold DFCS responsible or obligated.

23.3 The Service Provider is responsible for managing the activities of its personnel and will hold itself responsible for any misdemeanor.

23.4 The Service Provider will treat as confidential all data and information about DFCS, obtained in the execution of his responsibilities, in strict confidence and will not reveal such information to any other party without the prior written approval of DFCS

3 Hardware Installation The Service Provider is responsible for all deliveries, unpacking, assemblies, wiring, installation, cabling between hardware units and connecting to power supplies. The Service Provider will test all hardware operation and accomplish all adjustments necessary for successful and continuous operation of the hardware at all installation sites.

4 Inspections GIL will do the technical inspections of the hardware/software supplied and other items as required. Vendor will provide all assistance to DFCS/GIL/NIC staff to enable periodic technical/administrative/operational verification of the system.

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SECTION V: BID FORM

Date: Tender No: <<<>>> To

Dear Sir,

Having examined the Bidding Documents including Addenda Nos. __________ (insert numbers, if any), the receipt of which is hereby duly acknowledged, we, the undersigned, offer to render the services as mentioned in the scope of work, “scan the applications received from the card holders, printing of bar-coded ration card and capture the photos and thumb impression of at least one member of the card holder’s family who could be minimum 15 years old at the time of distribution of the new bar coded ration cards and cover all eligible beneficiaries in the state of Gujarat under Directorate of Food & Civil Supplies” in conformity with the said bidding documents for the same as per the technical and financial bid and such other sums as may be ascertained in accordance with the Financial Bid attached herewith (Annexure B) and made part of this bid. We have not placed any condition for the bid on our part and agree to bind ourselves to the terms and conditions of this tender unconditionally. Any conditions placed by us elsewhere in the present bid are hereby withdrawn unconditionally.

We undertake, if our bid is accepted, to render the services in accordance with the delivery schedule which will be specified in the contract document that we will sign if the work order given to us.

If our bid is accepted, we will obtain the guarantee of a bank for the sum indicated as per tender document for the due performance of the Contract, in the form prescribed by DFCS.

We agree to abide by this bid for a period of 180 (One hundred and eighty only) days after the date fixed for bid opening of the Instruction to Bidders and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us.

Name:

Address:

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

Dated this day of 2010

Signature (in the capacity of)

Duly authorized to sign Bid for and on behalf of

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SECTION VI: CONTRACT FORM

(Shall be provided to the successful bidder along with award of the contract)

SECTION VII: PERFORMANCE BANK GARUNTEE FORM

(Shall be provided to the successful bidder along with award of the contract)

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ANNEXURE A: TECHNICAL BID

BIDDER’S CHECK LIST

Sr. No Criterion Details Supporting

documents 1 EMD & Bid

Processing Fee

Bid Processing Fee & EMD comprising of demand draft as mentioned in Section - 1

Demand draft with Letter

2 Registration of company

The company should be a registered company.

Company Registration certificate

3 PAN details Copy of the PAN card of the Company Copy of the PAN card of the bidder

4 Annual Turnover Details

As mentioned in the Eligibility Criteria Audited Balance sheets and Profit & Loss account statements for each of the last 3 financial years. Certificate from Statutory Auditor for positive net worth

5 Experience Details

Experience in Scanning & Printing projects with project value of at least Rs. 10 Lacs each

Copy of Work Order

6 Experience Details

Experience in handling field data collection of minimum 50,000 at multi location including biometric collection bio metric impressions (finger prints) and digital image Projects in last three years

Copy of Work order

7 Quality certification

The Company should have an active ISO 9001:2000 or above. Certification at the time of submission of the bid. A copy of the Quality certificate or documentation of the Quality policy needs to be provided along with the bid document. In case the certificate is due for renewal, the bidder should ensure that the renewed certificate is made available at the time of signing of contract. In case the same is not provided, the Department may consider negotiating the award of contract with the L2 Bidder

Copy of Quality certificate / Quality policy documentation of

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1 General Information

Sr. No Particulars Details to be furnished

1. Details of responding company a) Name b) Address c) Telephone Fax d) Website 2. Details of Contact Person a) Name b) Designation c) Address d) Telephone no. e) Mobile no. f) Fax no. g) E-mail 3. Details of Authorized Signatory (please attach proof) a) Name b) Designation c) Address d) Telephone no. e) Mobile no. f) Fax no. g) E-mail 4. Information about responding company (please attach proof) a) Status of company (Public Ltd. /

Pvt. Ltd etc)

b) No. of years of operation in India c) Details of Registration Date d) Details of Quality Certifications for

Documentation & processing

e) Locations and addresses of offices (In Gujarat & India)

2 Financial Details

Sr. No Particulars Turnover of Company (in Rs crores) a) FY 07-08 b) FY 08-09 c) FY 09-10

* Please attach relevant documents as proof in support of above declarations

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3 Support network: Bidder to provide details of support offices in different cities with name of contact person, address, Telephone No., Fax No:

Center(s) Numbers Location(s) Head Office Development Centers Support Centers Repair / Workshop Facility

4 DETAILS OF HANDLING FIELD DATA COLLECTION OF MINIMUM 50,000 AT MULTI LOCATION INCLUDING BIOMETRIC COLLECTION BIO METRIC IMPRESSIONS (FINGER PRINTS) AND IMAGE PROJECTS IN LAST THREE YEARS

Name of department (with address contact persons and numbers

Brief Description of projects

Responsibility or role of the Bidder in the Project

Order value (Rs)

Completion Date (approx.)

(Please attach relevant client certificates/Work Order/PO/Contract Document highlighting the No. of Documents)

5 DETAILS OF EXPERIENCE IN SCANNING & PRINTING PROJECTS WITH

PROJECT VALUE OF AT LEAST RS. 10 LACS EACH. Name of Client (with address contact persons and numbers

Brief Description of projects

Type of work (Scanning/Printing)

No of Pages Handled

Order value (Rs)

Current status of project

(Please attach relevant client certificates/Work Order/PO/Contract Document highlighting the Order Value)

6 Description of the Approach, Methodology and Work Plan for Performing the

Assignment Technical approach, methodology and work plan are key components of the Technical Proposal. Bidders are suggested to present their Technical Proposal (inclusive of charts and diagrams) divided into the following chapters:

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6.1 Technical Approach and Methodology, Technical Approach and Methodology -In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.

Team Composition and Task Assignments and CVs of the proposed professional staff In this section, you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.

6.2 Work Plan

In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the scope of services and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule.

Work Plan

S No Activity Months

1 2 3 4 1 2 3 4 n

Duration of activities shall be indicated in the form of a bar chart. The work schedule should reflect how and by when the bidder is expected to complete the assignment for each of the component and how this work plan maps to the resource schedule given earlier.

7 Understanding of work involved for this position:

[Provide details of your understanding of work entailed in the position based on your experience]

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8 Certification: I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes my self, my qualifications, and my experience. I understand that any willful misstatement described herein may lead to my disqualification or dismissal, if engaged.

Signature Name Date Place Seal Note: Please add separate pages as Annexure, if required.

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ANNEXURE B: FINANCIAL BID

To, Directorate of Food and Civil Supplies, Block No. 14, 6th Floor, New Sachivalaya, Gandhinagar Sir, Having examined the Bidding Documents the receipt of which is hereby duly acknowledged, I/we, the undersigned, offer to supply/ work as service providers as mentioned in the scope of the work & technical specifications & in conformity with the said bidding documents for the same. We will charge the department as mentioned below. Details and volume of work is given in Annexure C.

Format for submission of Financial Bid*

Zone

Price of Scanning

and associated

data entry (

Per form and in Rs.)

Price of A5 size page Black & White printing

and preparation of ration card

booklet by way of stapling (per card and in Rs.)

Price of issuance of the ration card to citizen per person (in Rs.)

(Which includes capturing biometric

and Photo and uploading data at

server )

Total Price (Without tax)

Zone 1

Zone 2

Zone 3

Zone 4

Zone 5

I/We undertake that the prices are in conformity with the specifications prescribed. The per form quote are exclusive of all taxes. I/We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the schedule of Requirements. If our bid is accepted, we will obtain the 10% of Performance Guarantee for the due performance of the Contract, in the form prescribed by the tendering Authority. I / We agree to abide by this bid for a period of 180 (One hundred eighty only) days after the date fixed for bid opening and it shall remain binding upon us and may be accepted at any time before the expiry of that period.

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Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. We agree to the terms & conditions mentioned in the tender document. Dated this _______________ day of ____________________ ____________ ____________________________ Signature (in the capacity of) Duly authorized to sign Bid for and on behalf of __________________________________________ Seal of the Company Explanatory Note on Financial Bid Format This is a Service Oriented Project. The entire Capital Expenses, Services, Expenses covered within the scope of the project have to be borne by the Vendor. The payment to the Vendor would be based on Scanning of Form and Printing & issuance of ration card per month subject to satisfactory performance after deductions of penalties and other charges (Taxes and Duties). The quantities mentioned in the Volume of work are indicative only. The Department will ONLY pay for the quantity of services/products actually delivered and approved to the satisfaction of the Department. In respect of items listed in the table above, the department does not provide any guarantee for the actual volume of work. The department reserves the right to delete any services or restrict the quantity that will be included in the contract.

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ANNEXURE C: DETAIL OF VOLUME OF WORK

The details of volume of work for each zone, districts covered under each zone, no. of talukas, villages, FPS, ration card holders is given below:

No. of Zone District covered under each zone

No. of Taluka

No. of Villages

No. of Total FPS

Total Ration Card Holder

Zone 1

Anand 09 365 716 337077 Kheda 10 625 754 377250 Dahod 07 696 620 232737 Panchmahal 11 1205 692 377585

Total 1324649

Zone 2

Banaskantha 12 1248 902 514369 Kutch 10 982 620 428061

Patan 07 517 478 293147 Total 1235577

Zone 3 Amreli 11 628 536 381263 Bhavnagar 11 817 760 563201 Junagadh 14 868 783 585485 Total 1529949

Zone 4

Dang 01 311 74 38209 Navsari 05 388 419 220055 Surat 10 709 987 690014 Valsad 05 468 423 275297 Tapi 05 473 244 157908

Total 1381483

Zone 5

Bharuch 08 664 535 223295 Narmada 04 549 220 99678 Vadodara 12 1558 1084 738835

Total 1061808

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ANNEXURE D: FORMAT OF APPLICATION FORM FOR SCANNING (Form No. 1)

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ANNEXURE D: FORMAT OF THE PAGE FOR PRITNING

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ANNEXURE F: FORMAT OF REPORT SUBMITTED TO MAMLATDAR/ZONAL OFFICE

Sr. No.

Name of Village FPS No. Card No.

Card Holder Name

Address Signature /

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