National Institute of Science Communication and Information Resources (NISCAIR) Dr. K.S. Krishnan Marg, Pusa Campus, New Delhi

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1 1 National Institute of Science Communication and Information Resources (NISCAIR) Dr. K.S. Krishnan Marg, Pusa Campus, New Delhi , Satsang Vihar Marg, New Delhi Tender/Bid Document Tender/Bid document for outsourcing of Data compilation, Data inputting, and Proof reading for Indian Science Abstracts (ISA), and Medicinal & Aromatic Plants Abstracts (MAPA) (i) Last Date of Collecting Tenders: Time: upto17.00 hours (ii) Last Date for Submission of Bids: Time: upto12.30 Hours (iii) Date of Opening of Technical Bid: Time: 15:00 Hours Cost of Tender/Bid Document: Rs 300/- EMD: Rs.28,000/-(Rs.Twenty eight thousand only) Tender Issuing Authority NISCAIR New Delhi

2 2 NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) (Pusa Campus: Dr. K.S. Krishnan Marg (Near Pusa Gate) New Delhi SVM Campus: 14, Satsang Vihar Marg, New Delhi TENDER DOCUMENT SUMMARY 1. Name of Work: Data compilation (Abstracting, Indexing etc.), Data inputting, and Proof reading for the following products/services: Part (A) Data compilation, Data inputting and Proof reading for Indian Science Abstraats (ISA) Part (B) - Data compilation, Data inputting and Proof reading for Medicinal and Aromatics Plants Abstracts (MAPA) 2. Implementation Site(s): NISCAIR SV Marg Campus (14 Satsang Vihar Marg, New Delhi ) 3. Contact Person : Coordinator, AJD 4. Cost of Tender: Issued by NISCAIR at a cost of Rs.500/- (Rs. Five hundred only) in cash or by Demand Draft. Tender copy can also be downloaded free of cost from NISCAIR website ( 5. Duration of contract : Two years March March Estimated cost per year : Rs.7,00,000/- (Rs.14,00,000/- for two years) 7. Last date, time for sale of tender document up to : (from NISCAIR Book Shop at Pusa Campus) 8. Last date, time and venue for submission of tender document (in the Tender Box kept in the NISCAIR Book Shop at Pusa Campus) 9. Earnest Money to be deposited by Demand Draft : Rs.28,000/- 10. Date and Venue of opening of technical bid : (at 15:30 hrs in the Conference Hall, First Floor, Pusa Campus) 11. Contents of the Tender Document (a) Cover Page (b) Part 1. General Terms and Conditions (c) Part 2. Technical and Specific (d) Part 3 Financial Bid /Formats and Annexures All payments are to be made by Demand Draft in favour of Director NISCAIR, payable at New Delhi, unless stated otherwise. Tenderer should confirm that they have received all the above mentioned papers, including GCC. All the documents Issued are to be returned duly signed by the tenderer while submitting his offer. TENDER ISSUED TO: M/s Telephone No.

3 3 NATIONAL INSTITUTE OF SCIENCE COMMUNICATION AND INFORMATION RESOURCES (NISCAIR) Part I GENERAL TERMS AND CONDITIONS (GTC) 1. Sealed tenders in two bid system (Technical & Financial) are hereby invited from firms from Delhi and NCR regions for the work of Data Compilation (Abstracting, Indexing etc.), Data inputting and proof reading for the following products/services at NISCAIR: Part (A) Data compilation, Data inputting, and Proof reading for Indian Science Abstracts (ISA) Part (B) Data compilation, Data inputting, and Proof reading for Medicinal & Aromatic Plants Abstracts (MAPA) 1.1 Before participate, bidders must ensure the following Technical Criteria: (i) The bidders should have executed during last five years at least one similar type of order. (ii) The bidder should have a minimum of 2(two) qualified professionals with science background and having experience in compilation (Abstracting, Indexing) and proof reading. Similarly for data inputting at least 2 (two) operators will be required to complete the work as per the schedule. (iii) Firm must have valid sales tax / Tin no., Service Tax Reg. No. & PAN no. in the name of firm. (iv)the bidder must have successfully carried out at least one similar work amounting to not less than 80% (or two similar works amounting to not less than 50% or thee similar work amounting to not less than 40% of the estimated cost in the last five years). 1.2 The technical bid shall consist of EMD Rs.28,000/- (Rupees twenty eight thousand only) and all documents establishing the eligibility criteria as stated above. The financial bid is to be submitted in a separate cover and it shall consist of this entire document with BOQ. 1.3 The bidders are required to attach proof of fulfilling the above conditions and completion certificate for the work from their concerned department in the technical bid while submitting the tender documents otherwise their bids may be rejected out rightly. 2. Duration of Work: The contract will be valid initially for two years (24 months) starting from the date of acceptance of award of the work by the contractor as per the terms and conditions. The date of commencement should be rendered from the tenth day of issue of award letter or earlier than tenth day, with effect from taking over the work.

4 4 2.1 Extension of contract duration: Since the project is of ongoing nature, contract of the vendor may be extended through mutual consent beyond initial period of two years on same terms and conditions. Considering that eighty percent of the contract amount is towards wages of manpower engaged, the contract amount may be negotiated based on the minimum wages of semiskilled/skilled as published by the Delhi Government from time to time. 3. Bids must be received by NISCAIR as per schedule time and date specified on the cover page. In the event of the specified date for the submission of bids being declared a holiday for NISCAIR, the bids will be received up to the appointed time on the next working day. 4. Bidders may inspect the site in complete before quoting the rates, as the bidders will be responsible for providing service for this contract in the respective building(s). Please contact the contact person (mentioned on the first page), for any clarification. 5. Sales tax, service tax or any other tax or duties on material and on services in respect of this contract will be payable by the Contractor and nothing extra will be paid by NISCAIR for increase in such taxes or duties even if imposed or levied either before or after the tenders are opened or during the currency of contract, over and above the tendered cost. 6. Full Earnest money is liable to be forfeited, if the contractor selected for the work fails to start the work within 10 days from the date of issue of work award letter. 7. Tenders, which do not fulfil all or any of the conditions or are incomplete in any respect, are liable to summary rejection. 8. The Earnest Money, to be paid by demand draft or pay order of a schedule bank and drawn in favour of Director, NISCAIR, New Delhi, should accompany the tender in separate envelope along with technical bid part. Tenders received without earnest money will be invalid. 9. Director NISCAIR does not bind himself to accept the lowest or any tender and reserves to himself the right of accepting the whole or any part of the tender and the tenderer shall be bound to perform the same at the rates quoted. 10. Canvassing/Recommendation in connection with the tenders is prohibited and the tenders submitted by the contractor who resort to canvassing are liable for rejection. 11. The tenderers shall not be permitted to tender for works in concerned unit(s) of CSIR wherein a relative is posted in the grade between Controller of Administration and Junior Engineer, (both inclusive) or equivalent. He shall also intimate the names of persons who are working with him in any capacity or subsequently employed by him and whose relatives are as mentioned above.

5 5 12. Tender submitted shall remain valid for 90 days from the date of opening for the purpose of acceptance and award of work, validity beyond 90 days from the date of opening shall be by mutual consent. 13. The tenderer shall quote rates both in figures and words. He shall also workout the amount for each item of work and shall write in both figures and words. If any difference is found between the rates quoted by the tenderer in words and in figures or in the amount worked out by him, the following procedure shall be followed. a. When there is a difference between the rates in figures and in words, the rates, which correspond to the amounts worked out by the tenderer, shall be taken as correct. b. When the tenderer has not worked out the amount of an item, or it does not correspond with the rate written either in figures or in words, the rate quoted by the tenderer in words shall be taken as correct. c. When the rate quoted by the tenderer in figures and in words tallies but the amount is not worked out correctly the rate quoted by the tenderer shall be taken as correct and not the amount. 14. Before tendering, the tenderer shall inspect the site to fully acquaint himself about the condition in regard to accessibility of site, nature and extent of ground, working condition of site and locality including stacking of materials, installations of tools and plants (T&P) etc., conditions affecting accommodations and movement of labour etc., required for the satisfactory execution of the work contract. No claim whatsoever on such account shall be entertained by the Director NISCAIR in any circumstances. 15. Except writing rates and amount, the tenderer should not write any conditions or make any changes, additions, alterations and modifications in the printed form of tenders. Tenderers who are desirous to offer rebate, the same should be brought out separately in the covering letter and submitted along with the tender except wherever needed after referring the details of the tender and if asked for. 16. Payment shall be made through ECS mode only. Contractor is required to furnish the relevant details of bank account for getting the payment through Electronic Clearance System (ECS) The contractor is required to either provide Photostat copy of cancelled cheque or to take attestation from concerned bank, as a documentary support. i) Bank account no. Branch name & complete address of the bank ii) 11 digit IFSC (Indian Financial System Code) of the bank. iii) 9 digit MICR (Magnetic INK Characters Recognition) Code of the bank iv) PAN No. & TAN No. in name of the firm. v) Phone no. / mobile no./ address. 17. Security deposit & performance security: A lump-sum of 10% of Performance Guarantee may be deposited before the start of the contract valid for 27 months in the form of FD or Banker s Cheque. NISCAIR can deduct as compensation from he Performance Security/Bank Guarantee for failure on the contractor s part to complete its obligation under the contract. The performance security shall be in the form of bank guarantee from a Scheduled Bank (Annexure II) or a Banker

6 6 cheque in the name of the Director, NISCAIR and the contractor, within the period prescribed for commencement of work in the letter of award issued to him, failing which the earnest money shall stand forfeited. The Performance Guarantee shall be valid from the date of commencement of work till the date of satisfactory completion of work. The SD shall be released within one month of satisfactory completion of contract The performance security shall be in one of the following forms: Bank guarantee from a scheduled bank in the format provided in the tender document as Annexure- II), or A Bankers Cheque or Demand Draft 18. The contractors, to whom the work is awarded will have to execute an indemnity bond in favour of the Director, NISCAIR, indemnifying the authorities staff and individuals of NISCAIR against theft, loss of material, damages of any kind, including fire caused by any mishandling/mistakes, mis-operating, or improper maintenance, to the site, installations, buildings and appurtenances and that all such damages will be made good by him/his firm/his partners at his/their own risk and cost. Any cement or other material required for making good the damages will be brought by the contractor at his own cost and risk. 19. All procedures either technical or security measures as followed in NISCAIR for all contractors will be followed in the case of this contract also. 20. Corrupt or Fraudulent Practices: Bidders & Suppliers shall observe the highest standard of ethics during the procurement and execution of the contract. The purchaser will reject a proposal for award if it determines that the bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question. The purchaser will declare a firm ineligible, 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 or fraudulent practices in competing for this bid, or in executing the contract. 21. Unsuccessful Bidder s EMD will be discharged/returned as promptly as possible as but not later than 30 days after the expiry of the period of bid validity prescribed by the purchaser. 22. One-month notice will be given by either party for termination of the contract during the tenure of contract for breach of clause or otherwise. [For detailed General Terms and Conditions, please see the main tender contract document.] Controller of Administration

7 7 Part II TECHNICAL SPECIFICATIONS AND REQUIREMENTS 2.1 Introduction The National Institute of Science Communication and Information Resources (NISCAIR) is a constituent unit of Council of Scientific & Industrial Research (CSIR). The R&D programmes being undertaken at NISCAIR are geared towards providing formal linkages of communication among the scientific community. The institute brings out 17 research journals in different areas of S&T and also brings out two abstracting journals namely Indian Science Abstracts (ISA) and Medicinal and Aromatic Plants Abstracts (MAPA). 2.2 Scope of Work ISA is being brought out by NISCAIR as a fortnightly publication which covers the Indian scientific research output from primary Indian S&T journals. It reports current Indian scientific work published in India and abroad. About 28,000 abstracts covered from 800 journals are published annually in ISA. MAPA a bi-monthly publication covers around 5000 abstracts annually from around 600 journals. It is also to be noted that ISA and MAPA are the regular activities of NISCAIR Source data : The data for compilation and inputting will be taken from source documents (journals etc.) available in National Science Library (NSL). For compilation, either the prescribed worksheets with filled up sample records (Annexure A and A1 for ISA and MAPA respectively) or photocopies of respective first page of the article will be used. The total approximate number of documents/abstracts will be around 21,500 per annum (18,000 for ISA and 3500 for MAPA) Specifications: The detailed specifications for compilation and abstracting for ISA and MAPA are attached as separate documents but forming an integral part of tender document. as D and D1. This document is an integral part of the RFP 2.3 Description of two parts of work: The components of the work are given below: (i) (ii) (iii) Data compilation Data inputting Proof reading

8 Data Compilation Bibliographical information: The bibliographical details from the journal articles (compilation) will either be recorded on the prescribed worksheet (Annexures A and A1 ) or marked on the photocopy of the respective pages (Annexure B and B1 ). Keywords and Classification codes will also be assigned by the compilers. The data will be compiled as per the standard practice and guidelines provided to the compilers (as above in 2.2.3). Photocopies of the respective pages of articles will be supplied by NISCAIR Data inputting: For data entry a blank worksheet as Field Definition Table giving details of fields, their length and type are provided in Annexures C1 and C2 for ISA and MAPA respectively. The source documents will be available in National Science Library of NISCAIR, 14 Satsang Vihar Marg. The data inputting guidelines as provided by NISCAIR will be used for this purpose Software for Data inputting NISCAIR will provide the computerized worksheet and the necessary software for data inputting Proof reading : The compiled and inputted data will be validated i.e. checked and verified (after comparing with source data) by the vendor before submitting to NISCAIR. The data will finally be checked by Editorial staff of ISA and MAPA at NISCAIR and will be used for calculating payment. Deductions (see penalty clause), if any, for billing purposes may be made Quantum of Work It is estimated that annually, around 21,500 articles (18000 for ISA and 3500 for MAPA Abstracts) will be made available for compilation, data entry and data validation. This number may increase or decrease to the extent of 25% of estimated records at the discretion of NISCAIR any time during the work in progress. The work also includes proof reading/validation of inputted records by taking printouts, marking corrections, if any, after comparing the text with source documents, carrying out corrections on the computer and submitting corrected data in print as well as soft copy version to NISCAIR. However, it will be open to NISCAIR to exclude any component (s) of the work viz. Data Compilation, Data Inputting, and Data Validation/Proof reading during the contract period if the same is not found satisfactory as per the terms & conditions of this tender document or otherwise not required. 2.5 Operational details: Source Documents: The documents available in National Science library of NISCAIR will be used as source documents for data compilation. Photocopies of the respective pages may also be used as source. Either the photocopies of the source documents will be provided by NISCAIR

9 9 free of cost to the contractor or print journals issues will be provided as the source data Data Collection: The contractor or his representative (s) will collect the data (photocopies) by hand on day to day basis from NISCAIR. This includes collection of blank worksheets and other related documents such as list of journals with abbreviated titles, ISSN, and guidelines for data compilation and inputting. It also includes the detailed specifications documents D and D1 as mentioned earlier at para 2.2.3: Specifications. However, identification, selection, and provision of the source documents will be the responsibility of NISCAIR Resources for Data Entry and Computer Stationery: All the services are to be provided at NISCAIR premises at S V Marg, New Delhi. All the necessary infrastructure facilities such as sitting arrangements, computer systems, printers and the stationery etc. would be provided by NISCAIR Submission of corrected data: The corrected data after proof reading by the contractor will be handed over in printed and/or soft copy form in Pen drive/cds or using facility to the Project supervisor of NISCAIR on weekly basis or as & when required. Table Time schedule for job work S. Activity No. 1. Collecting source data for compilation and data inputting from NISCAIR on daily basis 2. Submitting proof read data of previous week and collecting next lot of data for records for inputting Target date Within 3 days of accepting the offer by the vendor After 1 week of receiving a particular lot of source data for Part A and B 2.6 Minimum qualifications required : The work of compilation viz. writing bibliographical details, abstracts, classifying, and indexing is a highly skilled job. It is in the interest of the vendor to engage the subject experts preferably a degree in Science for Part A (ISA) and for Part B (MAPA), the persons with degree in botany or chemistry background will be preferred. 2.7 Payment:

10 10 A system of monthly payment of the job done under Part A and bimonthly for Part B will be followed on satisfactory completion of job duly certified by NISCAIR s authorized official (s) on weekly schedule of work and records basis. The payment of bills will be made within 30 days of submission of bill by the contractor Penalty Terms: Penalty for incorrect data: The contractor will be responsible for making available the readable data preferably, by or on floppies or any other mode mutually agreed upon along with the print version from time to time as per the schedule time table (table with para 2.5.4). It is in the interest of the contractor to ensure corrected data, otherwise an amount of Re.1/- per mistake will be charged. This will be done on record by record basis. For checking a random 10% data from a particular lot of data submitted by the contractor will be used initially and if found necessary the complete data may also be checked for this purpose. Penalty for delays in meeting the time targets: For delay in submitting the processed and corrected data after expiry period (as para 2.5.4) a penalty per 1% of full amount of the monthly/bimonthly bills of the respective Parts A and B will be imposed and the same will be deducted from the respective bills. 2.8 Deliverables: The bidder should provide the detailed plan with work and time schedule based on our requirements for submitting processed data. This includes the mutually agreed upon procedures for any operational details required for day to day work. 2.9 Arbitration: Except where otherwise provided in the Contract, all questions and disputes relating to the meaning of the specifications, and instructions herein before mentioned and as to the quality of the materials, as to any question, claim, right, matter or thing whatsoever, in any way arising out of or relating to the Contract, Specification, estimates, instructions, orders or these conditions or otherwise concerning the works, or the execution of the same whether arising during the process of the work or after the completion or abandonment thereof shall be referred to the sole arbitration of a person nominated by the Director General, Council of Scientific & Industrial Research, New Delhi, and if he is unable or unwilling to act to the sole arbitration of some other person appointed by him willing to act as such arbitrator. The submission shall be deemed to be Submission to Arbitration under the meaning of the Arbitration Act, 1940 or any satisfactory modification of reenactment thereof for the time being in force, conclusive and binding on all parties of the Contract.

11 Note: Ownership of all data, materials, and documentation, originated and prepared for NISCAIR pursuant to the RFP shall belong exclusively to NISCAIR and shall not be subjected to public disclosure or sale. 11

12 12 Part - 3 Financial/Formats and Annexures ANNEXURES/ FORMATS FOR BID SUBMISSION Checklist for Bid Submission The following check-list must be filled in and submitted with the bid document: EMD: Have you submitted the EMD asked for by us? Yes/No Technical Bid: 1. Has the bid document been issued to you? Yes/No 2. Have you attached the bid form shown in Annexure-I Yes/No 3. Have you attached a copy of one year audited balance sheet of your firm Yes/No 4. Have you attached the details of qualified manpower? Yes/No 5. Have you attached the copy (ies) of relevant work order (s) executed during the last five years period? Yes/No 6. Have you enclosed samples output of similar job? Yes/No 7. Have you provided time schedule of work? Yes/No 8. Have you attached proof of PAN no and Service Tax? Yes/No 9. Have you submitted proof of running office registration? Yes/No 10. Have you returned copy of tender document duly signed and stamped? Yes/No Financial Bid: 11. Have you attached the bid form in the format shown in Annexure-III? Yes/No 12.. Have you attached the price schedule for the compilation, data inputting, & proof reading as in the format specified in Annexure -IV? Yes/No Please arrange and mark your bid document for each part as given below:

13 TECHNICAL BID: 1. Bid Form (Annexure I) and EMD; below that 2. Copy of the last audited balance sheet of the company; below that service tax, Income tax registration details and latest income tax clearance certificate; below that 3. Details of qualified Graduates/Postgraduates in science with Library & Information Science manpower; below that 4. Details of Time Schedule of work; below that 5. Sample outputs of similar jobs; below that 6. Copies of relevant work orders, completion proof 7. Other requirements of the tender document FINANCIAL BID: 1. Bid Form (Annexure -III); below that 2. Estimated quantity and Financial Bid Analysis (Annexure -IV); below that NOTE: If the bid is not submitted as per the format, the same is liable to be rejected. 13

14 14 ANNEXURE I BID FORM (Technical Bid) (To be submitted on the firm s letter head and signed by an authorized person) To The Director National Institute of Science Communication & Information Resources Dr K S Krishnan Marg New Delhi Ref: Bid document No. dated Sir, Having examined the bidding documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver goods as per the schedule of requirements and in conformity with the said bidding documents. We undertake, if our bid is accepted, to deliver the goods/services in accordance with the delivery schedule specified in the bidding documents. If our bid is accepted, we will submit a bank guarantee for the sum equivalent to 10% of the Contract Price for the due performance of the Contract, in the form prescribed by the National Institute of Science Communication & Information Resources. We agree to abide by this bid for a period of Ninety days after the date fixed for opening and it shall remain binding upon us and may be accepted at any time before the expiration of that period. 1. We declare: i) that we have a team of technically qualified professionals and have state-of-the-art infrastructure. ii) that our premises are equipped with all the facilities specified in the document. 2. We hereby offer to supply the Goods/Services at the prices and rates mentioned in the Financial Bid. 3) We enclose herewith the complete Technical Bid as required by you. This includes: Bid form along with EMD Copy of the audited balance sheet of the company. Details of income tax registration and Income tax clearance certificate Details of support facilities like Computer systems and accessories for carrying out voluminous data inputting work

15 15 Details of Time Schedule of work Sample outputs of similar jobs Copies of relevant work orders 4. We have carefully read and understood the terms and conditions of the bid document and the conditions of the contract applicable to the bid document and we do hereby undertake to supply as per these terms and conditions. 5. Certified that the bidder is: A sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of the sole proprietor, or A partnership firm, and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/by virtue of general power of attorney, or A company and the person signing the document is the constituted attorney. (NOTE: Delete whatever is not applicable. All corrections/deletions should invariable by duly attested by the person authorized to sign the bid document) 6. We do hereby undertake, that, until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us. Dated this day of 2013 Signature of Bidder Details of enclosures. Full Address: Telephone No. Telegraphic Address: Fax No. COMPANY SEAL

16 16 ANNEXURE II PERFORMANCE SECURITY FORM To (Name of NISCAIR) WHEREAS.(Name of supplier) hereinafter called the Supplier has undertaken, in pursuance of contract No.. dated. 20 to supply..(description of goods and Services) hereinafter called the order. AND WHEREAS it has been stipulated by you in the said order that the supplier shall furnish you with a Bank guarantee by a recognised bank for the sum specified therein as security for compliance with the Supplier s performance obligations in accordance with the order. AND WHEREAS we have agreed to give the Supplier a Guarantee: THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of (Amount of the Guarantee in Words and figures) and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the order and without cavil or argument, any sum or sums within the limit of (Amount of Guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. This guarantee is valid until the.. day of..20. Signature and Seal of guarantors Date..20. Address :... All correspondence with reference to this guarantee shall be made at the following address: (Name & address of the lab)

17 ANNEXURE - III Bid Form (Financial Bid) (On the letter head of the firm submitting the bid document) To The Director National Institute of Science Communication & Information Resources Dr K S Krishnan Marg New Delhi Sir, Ref: Bid document No dated Having examined the bidding documents and having submitted the technical bid for the same, we, the undersigned, hereby submit the financial bid for supply of goods and services as per the schedule of requirements and in conformity with the said bidding documents. We hereby offer to supply the Goods / Services at the prices and rates mentioned in the Commercial Bid. We do hereby undertake, that, in the event of acceptance of our bid, the supply of Goods/Services shall be made as stipulated in the schedule to the Bid document and that we shall perform all the incidental services. The prices quoted are inclusive of all charges including installation and commissioning charges in the National Institute of Science Communication & Information Resources. We enclose herewith the complete Financial Bid as required by you. This includes: Bid Letter Price Schedule Price schedule for Support Service Charges We agree to abide by our offer for a period of 90 days from the date fixed for opening of the bid documents and that we shall remain bound by a communication of acceptance within that time. We have carefully read and understood the terms and conditions of the bid document and we do hereby undertake to supply as per these terms and conditions. The Financial Deviations are only those mentioned in the statement of deviations from financial terms and conditions. 17

18 18 Certified that the bidder is: A sole proprietorship firm and the person signing the bid document is the sole proprietor/constituted attorney of sole proprietor, or A partnership firm, and the person signing the bid document is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/ by virtue of general power of attorney, or A company and the person signing the bid document is the constituted attorney. (NOTE: Delete whatever is not applicable. All corrections / deletions should invariably be duly attested by the person authorised to sign the bid document.) We do hereby undertake, that, until a formal work order is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the work order, shall constitute a binding contract between us. Dated this day of 20 Signature of Bidder Details of enclosures Full Address: Telephone No. Telegraphic Address: Fax No. COMPANY SEAL

19 ANNEXURE IV Financial Bid Kindly quote your lump sum amount including your Administrative and Service charges keeping in view the present Minimum Wages Act, its future enhancement, ESI & EPF Provision including other requirements at your end as NISCAIR will pay lump sum amount and will not be responsible for any claim by the employees of the contractor and it will be the sole responsibility of the contractor to settle any such claim(s). Contractor has to ensure payment to their employees on time. Job Components for Quoting Rates (Table 1) Indian Science Abstracts (ISA) S. No. Job component 1. Data compilation and abstracting (As per the worksheet attached) 2. Data inputting (about 4000 characters per record) 3. Proof reading (comparing with source document) and making corrections, if any 4. **Total amount (I) 5. Total amount for one year Minimum number of records per week Approx. Total estimated records for one year approx 375 entries 18,000 records as per the worksheet (As per Annexure C) 375 entries 18,000 records 375 entries 18,000 records Amount in column (4) x 12 Lump sum Amount (Rs.) per month 19

20 Table 2 Medicinal & Aromatic Plants Abstracts (MAPA) Part B S. No. Job Component 1. Data compilation and abstracting (As per the worksheet attached) 2. Data inputting(about 4000 characters per record) 3. Data validation including proof reading (comparing with source document) and making corrections, if any 4. **Total amount (II) 5 Total amount for one year Minimum number of records per week 50 entries 50 entries Total estimated records for one year 3500 records as per the worksheet (As per Annexure C1) 3500 records 50 entries 3500 records Amount in column (4) x 6 Lump sum Amount (Rs.) per 2 months (bimonthly) Grand total of I & II (from table 1 & 2 above) : Rs And Service as applicable Rs Lump sum amount : Rs In words (Rupees (Signature of the bidder) Seal of the firm 20

21 Date: Place : Note : Service tax from time to time under the Rules shall be payable separately The work will be awarded to the firm having lowest quoted rate for sum of table 1 & 2 for one year contract ANNEXURE - V CONTRACT FORM This agreement made the day of, 20 between National Institute of Science Communication and Information Resources (Hereinafter the Client) of one part an (Name of the supplier (Hereinafter the Supplier) of the other part. Whereas the Client invited bids for certain goods and services, viz.; (Data compilation, data inputting and data validation for ISA and MAPA) has accepted a bid by the supplier for the supply of those goods and services in the sum of Rs.(Contract Prices in words and figures) (hereinafter called the Contract Price ) Now the agreement witnesses as follows: 1. In this agreement words and expressions shall have the same meanings as are respectively assigned to them in the Condition of Contract referred to. 2. The following documents shall be deemed to form and be read and construed as part of this agreement, viz.; a) the bid form and the price schedule submitted by the bidder b) the schedule of requirements c) the technical specifications d) the special terms & conditions d) the general terms and conditions of the contract e) the client s notification of award 3. In consideration of the payments to be made by the purchaser to the supplier as hereinafter mentioned, the supplier hereby covenants with the client to provide the goods and services and to remedy defects therein in conformity in all respects with the provisions of the contract. 1. The client hereby covenants to pay the supplier in consideration of the provision of the goods and services and the remedying of defects therein, the contract price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the contract. TOTAL VALUE: Delivery Schedule: 21

22 In witness whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written. Signed sealed and delivered by the Said...(for the purchaser) In the presence of.... Signed sealed and delivered by the Said..(for the supplier) In the presence of