Kumaun University, Nainital TENDERING & PROCUREMENT BID DOCUMENTS ENQUIRY NO: 253. Tender for Library Automaton work on Turnkey Basis

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1 Kumaun University, Nainital TENDERING & PROCUREMENT BID DOCUMENTS ENQUIRY NO: 253 Tender for Library Automaton work on Turnkey Basis Kumaun University, Nainital. Page 1 of 12

2 Kumaun University D.S.B.Campus, Nainital Tel: Website: Tender Enquiry No : 253 Tender Document for : Library Automation Work (Comprising Classification, Datasheet preparation, Data Entry, Barcode generation, Label pasting, etc.) Date of Advertisement on University Website : Date of Advertisement in the news papers : Date of Issue of Tender Document : Last date and time of submission of Tender Date and time of opening of Tender : (Till 2.00 PM) : (11.00 AM) in the office of Director, D.S.B. Campus, Nainital Page 2 of 12

3 Tender Notice for Library Automation Work (Classification, Datasheet preparation, Data Entry, Barcode generation, Label pasting, etc) Tender Notice No: Sealed Tenders are invited under two cover system, from the reputed Firms/agencies/Registered Societies/ Institutions up to 2:00 pm on for Library Automation Work (as per the Standard Library Management Software requirements). Interested parties may view and download the tender document containing the detailed terms and conditions from our website Cost of Tender Document Rs 1000/-(Rupees One Thousand ) % Tax Earnest Money Rs. 30,000/= ( Rupees Thirty Thousand only) 1.Tender documents may be had on any working day between to on payment of Rs. 1000/- ( % Tax ) in cash or through DD drawn in favour of the AAO, D.S.B Campus, Nainital payable at Nainital. Add Rs. 50/- for tenders by post. Tender document can also be downloaded from our website in that case a DD of (Rs % Tax) in favour of AAO, D.S.B Campus, Nainital required to be enclosed with the Tender document. 2. The tender document is in two-cover system (Technical and Commercial/Financial bid). The Technical cover will be opened on the same day (last day of receipt of tender document) in the presence of vendors or their authorized representatives. Financial bid of only technically qualified bidder(s) will be opened by the University, tenders who do not qualify in the technical bid will not be entertained. 3. Tender document will be rejected if it is: a. Incomplete b. Not properly filled. c. Received after the due date d. Not accompanied with account payee demand draft worth Rs for tender document fee (if it is downloaded from Kumanu University website) e. Not accompanied with account payee demand draft worth Earnest Money of Rs (Thirty Thousand only). 4. The first sealed cover should contain the details given in the eligibility criteria section and should be superscripted Technical bid for Library Automation work 5. The second sealed cover should contain the financial bid in the prescribed form and should be superscripted Financial bid for Library Automation work. Page 3 of 12

4 6. Main Tender containing both the above tenders should be send in sealed cover in the Office of the Director, D.S.B. Campus, Nainital (Uttrakhand), duly written on the top of sealed envelop Quotation for Library Automation Work. 7. Interested bidder should send their tender in sealed cover by Registered post/speed post only/speed post only; however, the University takes no responsibility for postal delays. Eligibility Criteria of Intending Bidders: 1. The bidder must be an Agency/Firm/Institution/Society engaged in the Library Automation work and must aware of the services offered by the Libraries of Higher Education Institutes. 2. The EMD of Rs (Thirty Thousand only) must be submitted in shape of Demand draft in favour of AAO, D.S.B. Campus, payable at Nainital with the tender document. After the finalization of the bidder Earnest money of the non-selected party shall be refunded to the concerned. 3. The Bidder should be a National Level IT Organization with experience in the field of Library Automation work in the Higher Education for at least 05 years. 4. The Bidder should have IT Technical support qualified work force of at least 25 Employees. 5. Bidder should have minimum 2 live sites (provide certificates), where proposed Library Automation work is going on from last one year. 6. The Bidder shall agree towards local customization and personalization on all aspects of the proposed system during the execution of work to ensure a smooth functioning and user friendly environment. 7. Bidders shall not be under a declaration of ineligibility for corrupt and fraudulent practices by the Bank/Recognized Government Body. 8. Sales Tax/other taxes Registration certificate s attested true copy by a Gazetted Officer should also be enclosed. 9. Copy of latest Sales Tax/Income Tax Clearance Certificate and PAN Card should also be enclosed. 10. The registration number of the bidder along with the CST Number and TIN Number allotted by the State Tax Authorities must be given in the tender bid (Enclose necessary documents). 11. Bidder shall provide onsite technical support personnel those are fully trained by the company to reduce downtime. Remote support via /fax/phone etc. should also be available as and when required free of cost. Page 4 of 12

5 TERMS AND CONDITIONS 1. All expenses of packing, forwarding, and freight, insurance in connection with delivery / execution of work, repairs and replacement made within the warranty period should be borne by the vendor. 2. Installation, Integration, Implementation, Commissioning of the proposed work shall be undertaken immediately by the vendor within 30 days of receiving of order. 3. The warranty period shall be effective from the date of completed, successful Installation, Integration, and Implementation of the Library Automation work at the Library premises and should be dully verified by the competent authority. 4. Bidder will be fully responsible for the Library Automation work and any wrong entry / work should be replaced/ corrected free of cost during the warranty period. 5. Interested bidder shall clearly specify their service options during the warranty & maintenance contract period to ensure that the functioning of the proposed work is not interrupted after handling over the work. 6. Bidder shall clearly mention the responsibility and requirements if any from Library side. 7. Bidder should recommend an overall work execution plan in co-ordination with the Library related with placement of hardware, accommodating network infrastructure, power and ventilation requirements, building restrictions, etc., so as to maximize the workflow and minimizing disruption of user s services including staff related daily work activities. 8. Bidders shall respond to Technical Specifications in the prescribed format only as mentioned in Annexure-I of Tender Document. 9. Bidders shall quote in the prescribed format only as mentioned in Annexure I and II of Tender Document. 10. The tender is liable to be ignored if complete information is not given therein or if the particulars and date (if any) asked for in the terms and conditions is not given. 11. All the pages of the bid should be signed along with company s seal. 12. The University reserves the right to reject any or whole quotations without assigning any reasons thereof and does not bind itself to accept the lowest quotations whatsoever. 13. The bidder shall have to practically demonstrate the proposed work before the order is placed. 14. The rates quoted should preferably be net, inclusive of all taxes and duties, packing, forwarding, freight, Insurance and all other incidental charges. 15. The Bidders are requested to give detailed tender in their own forms in two Bid systems. Part I: Technical Bid. Part II: Financial Bid. Page 5 of 12

6 16. Main Envelope should bear the inscription: Quotation for Library Automation work 17. The Bidders qualify in the Technical evaluation will be eligible for Financial bid evaluation. 18. Single party bidding is allowed, consortium bidding is not allowed. 19. Prices in the financial bid should be accurate in both words and figures. If any mismatch is found, the bid shall be rejected. 20. An amount of 10% of the total cost of the project will be withheld from the successful bidder. This 10% will be paid after 60 days expiry of warranty period. 21. Bid should be valid for a minimum period of 180 days after the due date. 22. The Bidder submitting their tenders would be deemed to have considered and accepted all the terms and conditions. No enquiries, verbal or written shall be entertained in respect of acceptance or rejection of the tender. 23. The Bidders shall also confirm the free, demonstration and on-site training to the concerned staff of the University, if so required. 24. The University may, in writing make any revision or change in the work order, including additions or deletion from the quantities originally ordered in the specifications. 25. Both F.O.R and C.I.F. rates should be quoted. The place of work shall be D.S.B. Campus Library, Nainital. 26. Bidders are required to go through the draft of MOU (Attached) to be signed. 27. Procedure of purchase and procurement shall be guided by Uttrakhand procurement rules Any action on the part of the tender to influence anybody of the University will make his tender liable to rejection. SECURITY: 29. The firm in whose favour the tender shall be accepted and to which order is placed shall be found to deposit an FDR as security, pledged in the name of AAO, D.S.B Campus, Nainital for the Guarantee/Warranty Period. The amount of the FDR is given below in the table. Sl.N. Work Amount (Rs.) Period 1- Library Automation Work 60,000 (Sixty Thousand only) Guarantee/Warranty Period Page 6 of 12

7 PRICE: 30. The price quoted by the firm, of whose tender is selected for final order shall remain valid till the completion of work or 2 years (from the date of order) whichever is latter. 31. Unless otherwise specified in the order, the order price shall remain firm and will not be subject to escalation on any description during the pendency of the order, notwithstanding the change in the cost of materials and components that may take place while the order is under execution even if the execution of the order is delayed beyond the completion date specified in the order for any reason whatsoever. VALIDITY: 32. All goods or materials shall be supplied/ used in the execution of work by the bidder, whose tender is accepted, is strictly in accordance with the specifications. 33. All materials furnished by the seller pursuant to the order (irrespective of whether engineering design, data or other information has been furnished reviewed or approved by the owner) are guaranteed to be of the best quality of their respective kind (unless otherwise specifically authorised in writing by the owner) and shall be free from faulty design (to the extent such design is not furnished by the owner) workmanship and materials and to be of sufficient size and capacity and of proper materials so as to fulfil in all respects and operating condition, if any, specified in the order. 34. If any trouble or defect originates with the design, material, workmanship or operating characteristics, of any materials arise at any time covering a period of twelve (12) months from the date of satisfactory handling over the equipment duly installed, commissioned or eighteen (18) months from the date of last shipment of good/materials, whichever period shall expire last and the seller is notified thereof, the seller shall be bound to take corrective measures at his own expenses and as may be necessary to permit the materials to function in accordance with the specifications and to fulfil the foregoing guarantee. 35. The University may at the option, remove such defective materials if the seller does not make alternation, repairs and replacement, at the seller s expenses in which event the seller shall, without any cost of the instrument/part and as promptly possible, furnish and install proper materials, Repaired or replaced materials shall be similarly guaranteed for a period of not less than eighteen (18) months from the date of shipment. 36. In the event that the materials supplied/ work executed do not meet the specifications and are not in accordance with the drawings, data sheets or the terms and condition of tender document, or of the order, rectification is required at site, the University shall notify to the seller giving full details of difference. The seller shall attend the site within seven days of receipt of such notice to meet the representative of the University, and take the required action to correct the deficiency. 37. If the seller fails to attend meeting at site within the time prescribed above, the University shall immediately get that rectified. The seller shall reimburse the University all costs and expenses incurred in removing such trouble or defect. The offer must be accompanied with offer for AMC (with or without spares). Warranty of equipments with all spares must be mentioned/ indicated clearly. The seller will also enclose an undertaking for after sale service after the expiry of warranty/amc. Page 7 of 12

8 PAYMENTS: 38. Time delivery as mentioned in work order shall be essence of the order and no variation shall be permitted except with prior authorization in writing from purchaser. 39. Payment would be released on monthly bases after the evaluation of progress report. FORCE MAJEURE: 40. Shall mean and be limited to the following: (a) Any war/hostilities (b) Any riot or civil commotion (c) Any earthquake, flood, tempest, lightning or other natural physical disaster. (d) Any strike or lockouts (only those exceeding ten continuous days in duration) affecting the performance of the sellers obligations. (e) Force majeure shall not include any event, which is caused by the negligence or intentional action of a party or such party s agents or employees, or by a failure to observe good engineering practices. (f) Force Majeure shall not include insufficiency of funds of failure to make any payment required hereunder. 41. The seller shall advise the University by a registered letter duly certified by local Chamber of Commerce or statutory authorities the beginning and end of the above causes of delay within seven (7) days or occurrence and cessation of such force majeure conditions in the event of delay lasting over one month, if arising out of causes of force majeure, the University reserves the right to cancel the order and the provisions governing termination stated under Article shall apply. 42. For delays arising out of Force Majeure, the seller shall not claim extension in completion date for a period exceeding the period of delays attributable to the causes of Force Majeure and neither the University nor the seller shall be liable to pay extra provided it is mutually established that Force Majeure conditions did actually exist. 43. The seller shall categorically specify the extent Force Majeure conditions prevalent on his works (such as power restriction etc.) at the time of submitting the bid and whether the same have been taken into consideration or not in the quotation. CANCELLATION: 44. The University reserves the right to cancel the work order in whole or any part thereof and shall be entitled to revise the contract completely or in part by a written notice to the vendor, if: (a) The vendor fails to comply with the terms of the work order including specifications and other technical requirements. (b) The vendor becomes bankrupt or goes into liquidation. Page 8 of 12

9 (c) The vendor fails to deliver the goods/complete the work in time and/or does not replace the rejected goods promptly. (d) A receiver is appointed for any of the property owned by the vendor. Page 9 of 12

10 LIBRARY AUTOMATION WORK ENQUIRY NO: 253 MOU For Library Automation Work 1. The university will not provide the stationary items (Such as Pen, Pencil, Bar cord slip, data sheets etc.) for automation work. 2. The workers deputed by the agency will follow all the library instructions more specifically as working hours, Entrance and exist permission, and shall also ensure the security of Library property during the working hours. 3. The Library tools such as DDC 22 nd edition, AACR-II etc used for the work will be arranged by the agency. 4. The agency is required to full-fill the requirements (increase /decrease of data field) of the library in creation of data bases and the demo of complete database shall be shown to library. Payment of Automation services shall be made on the monthly basis as per the volume automated in that month. The final payment of the work will be released after taking no objection from the library. Payment will be made in Indian Rupees only. The following documents shall invariably be submitted to University for arranging payment. i) Invoice (4 copies) 5. The University have the right to deduct the amount of Rs.5000/ per month, if the work not completed within scheduled time. No excused/request in this regard will be accepted. 6. The University (Library) will try to provide possible necessary facility for working to the agency and no complain/ objection raised by the agency in this regard will be entertained. 7. All filled data sheet form and print out of the complete databases will be provided to the Library by the agency. 8. In case of legal matters the Jurisdiction will be Nainital. Page 10 of 12

11 ANNEXURE- I LIBRARY AUTOMATION WORK ENQUIRY NO: 253 Tender for Library Automation Work PRICE SCHEDULE Sl.No Work Description Unit Per Document Taxes Total Price 1. Technical Processing of Documents (Classification according DDC 22 nd Ed, Analysis of Bibliographical Information for Cataloguing purpose as per MARC 21 format, providing minimum four keywords from the document. 2. Database creation of Documents ( All the data extracted in the Technical Processing are to be used for the purpose of creation of database through the different modules of the Library Software package provided by the University, Further database is to be maintained by different approaches. System shall also be enabled to perform computerized service as per software. 3. Bar-coding of Documents: Generating Bar code for each document, Making spine label bearing Call No and Acc No, Pasting of Label on at least three places of document. For Single Title(Library has approx single titles) For Multiple Title(Library has approx multiple titles) Date: Place: Terms and Conditions: Name Signature Designation 1. Prices shall be mentioned in figures and words both; price will be valid for 2 years or till the completion of work which ever is latter Years warranty shall be included in above mentioned charges. No extra charges will be paid by University for the same purpose. 3. Delivery of the product shall be made in accordance to the delivery clause. Beyond the mentioned time penalty clause will be applicable. 4. Above mentioned prices should be firm. In case of ambiguity in prices, prices mentioned in words shall be taken as final prices. Page 11 of 12

12 LIBRARY AUTOMATION WORK ENQUIRY NO: 253 Tender for Library Automation Work ANNEXURE-II DETAILS OF BIDDER Sl.No Required Details 1. Name of the Bidder 2. Address of the Bidder 3. Contract No. 4. Fax No. 5. Mobile No Name of Authorized Signatory 8. Sales Tax/CST No. 9. Income Tax No./PAN/GIR No 10. Yearly Turnover for Last Three Years 11. Year of Establishment 12. Name and address of Banker 13. List of clients Date: Place: Name Signature Designation Page 12 of 12