F.No. Admn-A-60/2/2018-ADMIN Government of India Ministry of Coal. Notice Inviting Tender (NIT)

Transcription

1 F.No. Admn-A-6/2/218-ADMIN Government of India Ministry of Coal Room No. 14-C wing, Shastri Bhawan, New Delhi, the 19th January 218 Notice Inviting Tender (NIT) Undersigned is directed to invite the sealed quotations in the prescribed proforma for scanning and digitization of files/documents/mining plans/maps etc. of Ministry of Coal from eligible and reputed firms. The NIT is a two stage bid process. 2. The quotations duly filled in and properly sealed and super scribed as "Quotation for Scanning and Digitization of Records of Ministry of Coal" and addressed to the Section Officer(Admn.), Ministry of Coal, Shastri Bhawan, New Delhi may be dropped in the Tender Box of this Ministry mounted on the wall of Garage No.21, Ground Floor, A wing, Shastri Bhawan, New Delhi. The last date for receiving of tender is upto 1. P.M. The Tender received after stipulated time will not be entertained. Tender will be opened on the same day at 4. P.M. 3. The bidders shall be required to submit demand draft of Rs.25,/- (Rupees Ten thousand only) as earnest money to be drawn in favor of Pay & Accounts Officer, Ministry of Coal, New Delhi along with the quotation. A quotation not accompanied by the Demand Draft alongwith Technical Bid will be summarily rejected. The earnest money will be refunded to the unsuccessful tenders on finalization of the contract. No interest will be payable by the Ministry on the Earnest Money Deposit. The firms which are registered with MSME and having Udyog Aadhar are exempted from depositing of EMD. 4. The rates inclusive of GST applicable on date such may be quoted on comprehensive basis for the items listed in the prescribed proforma enclosed. The General Terms and Conditions of the NIT is at Annexure. The payment of will be made on satisfactory completion of the work. No further enhancement of rates during the period of contract will be entertained. 5. It may also be noted that this Ministry reserves the right to accept or reject in part or in full, all the quotations without assigning any reason thereof. 6. The successful bidder will have to deposit Performance Security Deposit of Rs.1. Lakh in the form of either Demand Draft drawn in favour of PAO, Ministry of Coal or Fixed Deposit Receipt (FDR) from a Nationalised Bank made in the name of the Agency/ firm and hypothecated to the "PAO, Ministry of Coal, New Delhi",

2 7. All entries in the tender form should be legible and filled clearly. If the space provided for furnishing information is insufficient, a separate sheet duly signed by the authorized signatory may be scanned and uploaded. No overwriting/correction either in the Technical Bids or Financial Bids are permitted. The bids submitted in the proforma other than the proforma provided for the purpose, will be rejected summarily. 8. Conditional bids shall not be considered and will be rejected summarily. 9. The bids shall open at 4: PM on by the Tender Opening Committee of Ministry of Coal in Room No.14-C wing, Shastri Bhawan, New Delhi. 1. The Financial Bids of only those tenderer will be opened, who qualify in the technical bid. 11. The bidding firm has to give a self-certificate to the effect that it has neither been blacklisted by any Central Ministry/Department, PSUs etc. nor any criminal case is registered/ pending against the firm. If it is subsequently established or found that the bidding firm has given any false information or facts or has been suppressed facts or manipulating the document etc. the earnest money deposit or the performance security deposit, as the case may be, will be forfeited and no excuse what so ever will be entertained therefore. 12. No bidder will be allowed to withdraw its bid after technical bids have been opened. If any firm intends to withdraw after opening of the technical bids, its EMD will be forfeited. 13. The Technical Bids will be evaluated by the Tender Opening Committee duly constituted in the Ministry of Coal. At the second stage, the Financial Bids of only those bidders who qualify in the technical bid, will be opened. The committee, after evaluation of the Technical and Financial Bids, will give the specific recommendation(s) regarding the lowest responsive bid. 14. The Ministry reserves the right to reject any or all the tender at any time or relax/ amend/ withdraw any of the terms and conditions contained in the tender Documents without assigning any reason therefore. Any inquiry after the submission of the quotation will not be entertained. (M.V. Balasubramanian) Section Officer (Admin) TEL

3 Annexure General Terms & Conditions: The interested firms have to submit the Technical bid and Financial bids in the prescribed proforma. (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) (xii) (xiii) (xiv) No bid will be accepted after the expiry of stipulated date and time for the purpose under any circumstances what so ever. Approx 9 lakh pages of A4/Legal Size for files, 1, pages of Mining Plans (Plates/Maps) in AO Size are required to be digitized. The number of pages for scanning may be increased or decreased as required at the discretion of the Ministry. Digitized data has to be given in DVDs/hard disk. Hard disk/dvd media will be provided by the Ministry. The digitized files in text pdf file(searchable) format is to e- supplied. the paper size is A4/Legal/A (black & white and Colour separately as per requirement of the document to be scanned). Scanning is required to be done on 3 dpi resolution (B&W and Colour as per requirement) Documentation/indexing of the file as per their placement. Every file/document/mining plan/map etc is required to be numbered and returned back to the Sections concerned after digitization by the vendor. Digitization work should be completed within three months from the placement of order. For digitization manpower, hardware and software will be provided by the successful bidder. Bidder must have experience of at least three years in scanning/digitization work and should enclose work orders already executed/under execution. Correspondence portion of Files to be scanned should be less than 2 MB size. In case of more than 2 MB size, separate partition of another 2 MB size and thereon may be created as parts to correspondence portion. Proper numbering and identification may be provided for this purpose. The firm should arrange the metadata/scanned documents Section-wise as per the prescribed proforma on weekly basis and provide the same to the Sections concerned on every week on regular basis. Proper receipt from both sides may be obtained.

4 (xv) All Scanned documents should be on searchable PDF. Mining Plates/Maps should be scanned in high resolution in colour only so that all the required legends of Maps are properly visible and user readable.

5 Eligibility Criteria(please provide documentary proof for following with technical bid)- a. b. Tender is open to firms in India, engaged in providing Digitization and digital Archiving Solution The agency should be registered with Directorate of Service taxes need only apply and the agency should submit the details of registration of their firm/company, income tax registration & copy of PAN Card, sales Tax/GST Registration/Service Tax Certificates. c. The agency should have executed similar assignment for a total volume of 2 lakhs pages with at least 2 lakhs pages in a single assignment of Digitization and a Digital Archiving Solution in last 3 financial years. These orders should be from any of the Government Department /Autonomous Bodies /Examining bodies Corporate bodies.(provide copy of work orders & successful completion certificates as the documentary or payment remittance as evidence.) d. The agency should have average annual turnover of at least Rs.5 Lakhs (Fifty Lakhs) during last three financial years.(enclose proof of the audited balance sheets during last 3 years). e. The agency should have at least 5 high speed, high performance, high definition/resolution page scanners of its own-to scan at least 1, pages at 6 dpi in two shift basis per day.(please provide documentary proof of ownership) since the entire project is to be executed onsite, all infrastructure Hardware- including Desktop computers, UPS, Scanners, other equipment (as per requirement ), all software and manpower to carry out the work are to be arranged by the agency at their own cost in Ministry's premises. Ministry of Coal shall provide space, electricity and basic fixtures. Special care should be taken in scanning and digitizing Mining Plan Plates/Maps to be done in AO size. f. Joint bids or outsourcing or subletting of any nature / third would not be acceptable.

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