YASHWANTRAO CHAVAN ACADEMY OF DEVELOPMENT ADMINISTRATION (YASHADA) RAJBHAWAN COMPLEX, BANER ROAD PUNE

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1 YASHWANTRAO CHAVAN ACADEMY OF DEVELOPMENT ADMINISTRATION (YASHADA) RAJBHAWAN COMPLEX, BANER ROAD PUNE फ नन.(020) / फ क सन.(020) PROFESSIONAL VIDEO AND PHOTO COVERAGE FOR DOCUMENTATION 1. Estimated Tender Cost Rs. 03 lakhs/- 2. Performance Security Deposit 3% of Accepted Value. 3. Earnest Money Deposit Rs 5,000/-(Five Thousand) (Refundable) 4. Cost of Tender Form Rs. 1,000/- (One Thousand) (Non-refundable). 5. Date of Upload e-tender Form Period of E-Tender to Pre bid Meeting At 3.00 pm 8. Last Date of Submission of Tender Up to 3:00 pm 9. Date & Time of Opening of Tender at 3.00 pm Page 1

2 DETAILED TENDER NOTICE YASHWANTRAO CHAVAN ACADEMY OF DEVELOPMENT ADMINISTRATION RajBhavan Complex, Baner Road, Pune Phone No.(020) Fax No. (020) PROFESSIONAL VIDEO AND PHOTO COVERAGE FOR DOCUMENTATION 1. Online tenders are invited for the above work, from Agencies having experience of similar works for institutes, corporates, or NGO s and tenders will be received in form of e-tenders upto 3.00 pm. On before 06/09/2017. Tender can be downloaded from From 28/08/2017 to 06/09/2017 upto 3.00pm Tender is also available only for perusal on Validity Period: The offer of the Tenderer shall remain valid for acceptance for a minimum period of 90 days from the date of opening of Envelope No.2 (Commercial Bid) (and thereafter until it is withdrawn by the Tenderer by notice in writing duly addressed to the authority opening the tender and sent by Registered Post Acknowledgement Due.) The tender notice shall form a part of the contract agreement. Right is reserved to revise or amend the contract documents fully or part thereof prior to the date notified or amended for the receipt of tender. Such deviations/amendments if any shall be communicated in the form of corrigendum. Right is reserved by The Director General, YASHADA to reject any or all tenders Partly or Fully without assigning any reason there of at any stage. Tenders which do not fulfill all or any conditions or are incomplete in any respect are liable to summary rejection. TABLE OF CONTENTS Sr. No. Topic Page No. 1 Tender Notice 1 2 Instructions to Tenderers 3 3 Annexure A Details of Tenderer 8 4 Annexure B Commercial Bid Form 9 7 Total number of pages of the Tender Document 9 Page 2

3 GENERAL Tender Rate: No alteration in the form of tender and the schedule of tender and no additions in the scope or special stipulation will be permitted. Amount quoted for the tender shall be taken as including all taxes. 2.0 TENDER FEES & EARNEST MONEY: Earnest money of Rs.5,000/- (in words Five Thousand only) & Tender Fee of Rs. 1000/- (Rs One Thousand Only) along with the tender should be paid online through respective portal in the software to in favour of Director General Yashada. 2A Exemption of Bid Fees & EMD : The Bidders those, have registered under Small-scale & Micro Small-scale Industries are eligible for the exemption from Bid fee & Earnest money Deposit (EMD) & Security deposit as per Govt. of Maharashtra, Industries Dept. GR क रम क : २०१४/प र.क र.८२/भ ग-III/उद य ग -४, द न क ०१/१२/२०१६ rule no and 4.6. Notes: 2.1 The amount of earnest money will be refunded to the unsuccessful tenderer on deciding about the acceptance or otherwise of the tender or on expiry of the validity period whichever is earlier. In case of the successful tenderer, it will be refunded on his paying the security deposit and completing the tender documents or will be transferred towards a part of security deposit to be paid after awarding of the work. If successful tenderer does not pay the security deposit in the Period of 15 days and complete the agreement bond, his earnest money deposit will be forfeited to the YASHADA 2.2 Earnest money of the un-successful tenderers will be refunded on their application only after an intimation of rejection of their tender is sent to them or on the expiry of the validity period whichever is earlier. 2.3 If any technical difficulties arise while filling up e-tender, please contact on toll free No at NIC. 2.4 Even though the tenderers meet the requirements, they are subject to be disqualified if they have made misleading or false representations in the forms, statements and attachments submitted in proof of the qualification requirements in Parts - 1 AND / OR Record of poor performance such as abandoning the work, not properly completing the contract, inordinate delay in completion of work or litigation history or financial failures etc. Page 3

4 INSTRUCTIONS TO TENDERERS 1. Definitions In this tender document and associated documentation, the following terms shall be interpreted as indicated: a) The Indenter means YASHADA, or any officer authorized by YASHADA to order for services from the Tenderer. b) "The Purchaser" means YASHADA, or any officer authorized by YASHADA to enter into Contract with the Vendor. c) The Tenderer means the eligible, reputed and experienced service provider for Video and photo coverage. d) The Bidder" means the eligible reputed Agency who bids or offers the goods and services against this invitation of tender. e) The Vendor means the Tenderer with whom the Purchaser has entered into a Contract. f) "The Contract Price" means the price payable to the Tenderer under the contract for the full and proper performance of its contractual obligations. 2. Locations for providing Services The vendor shall provide PROFESSIONAL VIDEO AND PHOTO COVERAGE FOR DOCUMENTATION to the YASHADA office located at Raj Bhavan Complex, Baner Road Pune: & other locations in Maharashtra. 3. Cost of Tendering: The Tenderer shall bear all costs associated with the preparation and submission of its tender, and the YASHADA will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the tendering process. Page 4

5 4. TENDERING PROCEDURE "Technical Envelope (T1). The online envelope clearly marked as "Technical Envelope (T1). Shall contain the scanned copies of originals of following documents:- The Technical Offer (T.O.) should be complete in all respects and contain all information asked for except prices. It should not contain any price information. The tender will be rejected if any price is mentioned in the Technical Offer. The T.O. should indicate whether all services asked for are quoted, and that all requirements therefore are quoted. The Technical Offer must be submitted in an organized and neat manner. No documents, brochures etc. should be submitted in loose form. All the pages should be serially numbered and initialled and stamped by the tenderer. Envelope - I should contain the following - Technical Documents. Eligibility/Qualifying Criteria(All documents to be inserted in Envelope No. - I) The documentary evidence of the Tenderer's qualifications to perform the Contract, shall establish to the YASHADA s satisfaction that the Tenderer is eligible as per the criteria as below. The Tender Offers of bidders failing to submit below mentioned documents will be rejected. (1) Proof Regarding submission of tender Fees & EMD Online challan copy needs to be uploaded. (2) The bidder should provide copies of Registration Certificates for GST in the technical proposal. (3) The bidder should have a minimum 3 years experience in making video films /Documentation, copy satisfactorily of experience certificate should be provided. If the above is not available an undertaking of having such work done should be provided on the bidders letter head (along with work orders). (4) The bidder should not have been black listed by any Govt./Public/Private sector organization in the last Five years. Self-declaration should be attached. (5) The Bidder should provide the Letter for acceptance of all Terms and Conditions of the tender document. (6) Latest Copy of Shop Act Licence should be enclosed. (7) Copy of pan card of Bidder/ Individual/company (8) Turnover Certificate form CA (Chartered Accountant) For the last two Financial Years (Financed Year , ) Showing minimum Tarn over of Rs 1.00 Lak per Year (Balance Sheet Income Tax returns will not be considered). (9) Statement of Details of RTGS format Given by YASHADA in Tender Document (Annexure- I A) Page 5

6 5. ENVELOPE-II (Commercial Offer): Tender for PROFESSIONAL VIDEO AND PHOTO COVERAGE FOR DOCUMENTATION (Commercial Offer). The tenderer should quote his offer in annexure B of the tender total amount in online Commercial Envelope (II). He should not quote this offer anywhere directly or indirectly. The quoted rates should be inclusive as all taxes, duties etc. conditional rates will not be accepted. 6. ENVELOPE Envelope No. I&II should be separately uploaded on the website 7. Signing of Tender Offers: All pages of the original Tender document shall be stamped and initialed by the person signing the Tender Offer to bind the Tenderer to the Contract. Power of Attorney: If the tender is signed by any representative of the company, power of attorney should be attached with the tender. 8. Erasures or Alterations : The Tender scan document shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the Tenderer, in which case such corrections shall be initiated by the person or persons signing the offer. Offers containing erasures or alterations will not be considered. There should be no hand-written material, corrections or alterations in the Scan Documents. Technical details must be completely filled up. Filling up of the Technical Detail Form using terms such as OK, accepted, noted, as given in brochure / manual is not acceptable. The Purchaser may treat offers not adhering to these guidelines as unacceptable. 9. Costs and Currency: The offer must be given in Indian Rupees only. Page 6

7 10. Fixed Price: The Commercial Offer shall be on a fixed price basis, inclusive of all taxes and duties Price quotation accompanied by vague and conditional expressions such as "subject to immediate acceptance", "subject to confirmation ", etc. will be treated as being at variance and shall be liable for rejection. 11. Preliminary Scrutiny: Prior to the detailed evaluation, the YASHADA will determine the substantial responsiveness of each offer to the tender documents. For purposes of these Clauses, a substantially responsive bid is one, which conforms to all the terms and conditions of the Tender Documents without material deviations. The YASHADA s determination of an offer s responsiveness is to be based on the contents of the tender offer itself without recourse to extrinsic evidence. The YASHADA will scrutinize the offers to determine whether they are complete, whether required technical documentation has been furnished, whether the documents have been properly signed, and whether the offers are in order. A tender offer determined as not substantially responsive (i.e. incomplete tender document) will be rejected by the YASHADA and the commercial bid for such Tenderer will not be opened. a) Tender Document with signature of the Tenderer on each and every page. b) Details of Tenderer (Annexure B ) duly filled in. 12. YASHADA s Right to Accept Any Offer and to reject any or All Offers: (1) The YASHADA, reserves the right to accept or reject any tender offer, and to annul the tendering process and reject all tenders at any time prior to award of contract, without thereby incurring any liability towards the affected Tenderer(s) or any obligation to inform the affected Tenderer(s) of the grounds for the purchaser's action. (2) The Tenderers will Responsible to work as per Sanctioned rates. If successful Tenderer Fails to work as per Scheduled period the D.G.Y reserve rights to forfeited his EMD & SD will blacklist the Agency. 13. No commitment to accept lowest or any tender: The YASHADA, shall be under no obligation to accept the lowest or any other offer received in response to this tender notice and shall be entitled to reject any or all offers, including those received late or incomplete offers, without assigning any reason whatsoever. Page 7

8 14. Corrupt or fraudulent Practices YASHADA requires that the Tenderers under this tender observe the highest standards of ethics during the procurement and execution of such contracts. In pursuance of this policy, the Intender defines the terms set forth as follows:- Corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of the public official in the procurement process or in contract execution; and Fraudulent practice means a misrepresentation of facts in order to influence a procurement process or an execution of a contract to the detriment of the Purchaser, and includes collusive practice among Tenderers (prior to or after bid submission) designed to establish bid prices at artificial noncompetitive levels and to deprive the Purchaser of the benefits of the free and open competition; The Purchaser will reject a proposal for award if it determines that the Tenderer recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. The Intender will declare a Tenderer ineligible, either indefinitely or for a stated period of time, to be awarded a contract if it at any time determines that the Tenderer has engaged in corrupt and fraudulent practices in competing for, or in executing, a contract. 15. Security Deposit Security Deposit of 3% of the accepted tender Cost should be deposited in YASHADA With-in 15 days after award of tender Retained Amount of S D will be reordered of the complication of satisfactory word. Within stipulated time period. 16. Payment Payment shall be made RTGS with-in 15 days after handing over DVD S &Soft Copies of photos and all necessary details for making RTGS Payment Shall be submitted to the Institute at the time of submitting Invoice. TDS will be deducted as per the Act & rules applicable from time to time by Govt. 17. PENALTY CLAUSE As per the downtime calculated & the penalty rates given, entire amount of penalty will be deducted from payable amount of billing period. Page 8

9 Annexure-I- A Personal & Bank Details for RTGS ON BIDDER S LETTER HEAD All Columns are mandatory Sr.No. Personal Detail 1 NAME OF THE AUTHORISED PERSON 2 NAME OF THE AGENCY 3 DETAIL ADDRESS OF THE AGENCY 4 NAME & OF THE PERSON/REPRESENTATIVE OF THE AGENCY 5 LANDLINE NO 6 MOBAIL NO 7 PAN NO 8 GST NO BANK DETAILS- 1 NAMEOF THE AGENCY FOR RTGS 2 NAME OF THE BANK 3 CITY OF THE BANK 4 ACCOUNT NO 5 ACCOUNT TYPE 6 BRANCH CODE 7 ADDRESS OF THE BRANCH 8 IFSC CODE 9 MICR NO (Seal & Signature of the Bidder) Page 9

10 Annexure B Commercial Bid Form Tender Offer Validity till: Please note that the bidder should quote the prices in the following format. Rate should be quoted on per annum basis and should be valid for the tenure of the contract. (Quoted rates should be inclusive of all taxes, duties etc.) Sr. No. Description 1 Full HD Digital Video Coverage (Daily 8Hrs. or extra ) With Recorded DVD s Rate Per Annum in Rs. 2 Description Rate Per Day in Rs. Digital Photo Coverage With Soft Copies The Period of Course is 20 days which May vary as Per Need, We will Communicate Video & Photo. As per our Schedule the Coverage days would be 20, but shall vary as per need, & may be more or less than 20 days. The payment will be made to the agency at Actual Coverage Days. Place: Date: Signature: Name of person: Designation: Name of Company: Address: Page 10