NIT NO: 25/OMC/ MAT/16 Dated: 11.01.2016 NOTICE INVITING TENDER SUPPLY OF BIO METRIC ATTENDANCE SYSTEMS FOR OMC LTD. Sealed tenders are invited from the reputed manufactures/authorized dealers for supply and installation of 19 nos Biometric Attendance Systems along with comprehensive AMC of 05 (five) years at different Mines of OMC & Head Office. The detail tender schedule, terms & conditions, cost of tender paper, EMD etc. shall be available in our website i.e. www.orissamining.com. There will be no manual sale of Tender Paper. Interested bidders are requested to download the tender schedule from the website. The last date for receipt of the bid is 3.2.2016 up to 3.00PM which shall be opened on the same day at 3.30 PM. OMC reserves the right to accept/ reject all or a part of the tenders without assigning any reason thereof. ADDL.GENERAL MANAGER (MAT.)
TENDER SCHEDULE 1. INSTRUCTIONS TO THE BIDDERS. (A) The tender shall be submitted in two parts in two separate sealed envelopes Part-I: Techno-commercial Bid Part-II: Price Bid The above two envelopes shall be covered in a third envelope super- scribing the name of the tender, tender number, due date of opening of the bid and complete address of the bidder. The tender paper must be initialised & stamped in each page of the tender document by the bidder as a token of acceptance of all the tender conditions un-conditionally. The tender should be addressed to Addl. General Manager (Mat), Odisha Mining Corporation Ltd, Bhubaneswar- 751001, Odisha. (B) ELLIGIBILITY CRITERIA: 1) The bidder must be a manufacturer/authorised dealer of Bio metric Attendance Systems. Proof of manufacturer /dealer- ship certificate has to be submitted by the bidder. The proof of manufacturer / authorised dealer must be in the name of bidder only. 2) The bidder must have Sale Tax Registration like TIN/ CST, up-to-date Sale Tax Return/Clearance Certificate and PAN. Authenticated copies of all the above documents must be submitted along with the Techno-Commercial Bid. 3) The bidder must have established service facility and required technical manpower in the State of Odisha. The detail address of the Service centre shall be furnished by the bidder. 4) The bidder should submit relevant documents in support of successful installation of Bio metric attendance systems & AMC at Govt. organizations/ PSU s/ reputed private organizations. (C) TENDER PAPER COST & EMD: i. Cost of Tender paper: Rs.500.00 + 5% VAT i.e. Rs. 500.00 + Rs.25.00= Rs.525.00 (Rupees five hundred twenty five) only in shape of D.D., in favour of The Odisha Mining Corporation Ltd., payable in any Nationalized Bank at Bhubaneswar.
ii. Earnest Money Deposit: Rs.10,000.00 (Rupees ten Thousand) only in shape of D.D, in favour of The Odisha Mining Corporation Ltd., payable in any Nationalized Bank at Bhubaneswar. The D/D towards the cost of tender paper and EMD should be submitted in the envelope for techno commercial bid.no interest shall accrue on the earnest money. Earnest Money shall be refunded to the unsuccessful bidders within one month after finalization of the tender. If the bidder is disqualified in techno commercial bid, his EMD along with the unopened price bid will be refunded. The EMD of the successful bidder shall be converted to Security Deposit & shall be released after successful completion of warranty period of the supplied materials and after obtaining necessary clearance certificates from the consignee. The bidders being MSES registered with NSIC will be exempted from depositing cost of Tender Paper & EMD. The bidders in support of being MSES registered with NSIC must have to submit Govt. Purchase enlistment certificate. If such bidder became L-1, they have to deposit Rs.-10,000.00 (Rupees Ten thousand) only as Security Deposit before issue of purchase order which shall be returned after successful completion of warranty period of the supplied materials & after obtaining necessary clearance certificate from the consignee. (D) PLACE, DATE & TIME FOR SUBMISSION OF BID: The bid should be submitted within the stipulated date and time in the tender box placed in the office of the AGM (Material), OMC Ltd, Bhubaneswar. The bids submitted through Regd.Post / Speed Post / Couriers should reach within the stipulated date and time. The bids which are received after the due time and date of submission of bid due to postal/ Courier delay shall not be taken into consideration. (E) PLACE, DATE &, TIME of opening of the bid and bid evaluation: The Techno-Commercial bid shall be opened in presence of the bidders or their authorized representative, if any, on dtd. 3.2.2016 at 3.30PM in the office of the AGM(Mat), but their absence shall not bar for opening of the tender at the time fixed therefore. The Techno-Commercial Bids shall be evaluated by a committee and the price bid of the techno-commercially qualified bidders only shall be opened in presence of the bidders or their authorized representatives if any on a date which shall be intimated separately. The techno commercially qualified bidder, quoting the lowest price of the composite contract i.e. supply, installation & 5 years AMC cost shall be awarded the work and will be treated as the preferred bidder.
(PART I) TECHNO COMMERCIAL BID TERMS & CONDITIONS 1) Scope of supply & Delivery: The successful bidder shall supply & install the Bio metric Attendance Systems at the following Mines of OMC Ltd. along with comprehensive AMC of 05 (Five) years as per the technical specifications in the Annex-A. The materials should be defect free and of good workmanship. Sl.No Name of Mines / Region Qnty.of requirement. 1. Head Office, Bhubaneswar 04 Nos. 2. JK Road, R.O 02 Nos. 3. Daitari 03 Nos. 4. Bangur 02 Nos. 5. Koira 02 Nos. 6. Gandhamardan Mines 03 Nos. 7. Barbil 03 Nos. Total----19 Nos. ANNEX-A A. Technical Specifications: Should be capable of operating in Network mode. Out station locations should be able to be integrated through IP. Graphic display using LCD/ LED showing date, time etc. The device should come with an enclosure and Device should have power backup facility of minimum 2hours in case of power supply failure. Should have sufficient inbuilt CPU & memory to store transactions. Should support USB ports /external media for taking out the data. Capable of reading both finger as well as card.should have provision for reading of at least five fingers. Sensor detection time should not exceed 2 seconds. Should be capable of handling multiple shift timings. Attendance time should be customizable for various employees. Should be capable of handling at least 400 employees. Audio facility with customizable audio message and unique during entry and exit.
Reporting Requirements: Monthly/weekly/Daily absent/present Report. Monthly/weekly/Daily late entry/early exits report. Automatic Leave adjustment facility. The reporting software/application should be customizable and should be capable enough to be integrated with SAP ERP upon demand. The proposed Bio metric System should have all the above features and should not be limited to the above features only. B. Delivery: The delivery & installation of the Biometric Attendance Systems at all sites of OMC is one month from the date of issue of purchase order. OMC may negotiate a realistic delivery period with the vendor if the situation warrants so. The supplier shall deliver the materials at Bhubaneswar for necessary inspection & there after shall install the same as per scheduled sites. The supplier shall undertake free replacement of materials due to damage or loss in transit. In case any defect noticed during inspection, and is intimated by the consignee within 15 days of receipt of material, the vendor will be required to replace the defective items as per the technical specification in the purchase order within fifteen days from the date of such intimation. Any claim with the insurance company arising due to damage or loss in transit has to be settled by the supplier. 2) Penalty: If the supplier fails to supply & install the materials within the original or extended delivery period, penalty will be imposed for an amount equivalent to 0.25% of the basic order value for each 1/10 th delay of the original delivery period calculated in number of days. However penalty on this account will not exceed 5% of the basic order value. Besides this, any increase in Taxes & Duties after expiry of delivery Period will be to the supplier s account. 3) Validity of Tender: The offer shall be valid for 90 days from the date of opening of the tender. 4) Warranty: The supplier shall extend warranty for the items supplied for a period of Twelve months from the date of installation in respect of proper design, quality and workmanship for which same are ordered. The supplier shall be liable to replace the defective materials within 15 days on free of cost basis. No extra charge for transportation shall be paid to the supplier against such replacement.
5) Price: The price should be quoted as per the price bid format and should be type written. Overwriting/ hand written price bid shall be rejected. C Form will be issued for availing concessional CST in case of interstate sales. 6) Payment Terms: (A) 90% payment will be released, after supply & installation of the Biometric Attendance Systems at the destinations, on submission of the bill in duplicate along with installation certificate by the authorized person of the corporation. Balance 10% of bill value shall be released after completion of 12 months warranty/ guarantee period and after execution of Agreement for AMC(five years). The agency shall submit Bank Guarantee in OMC format from any Nationalized Bank for Comprehensive AMC value of five years valid for five years as PBG with a grace period of three months. If the agency fails to make agreement for comprehensive AMC (five years), EMD & balance 10% bill value will be forfeited. (B) 100% payment against AMC shall be made after completion of each year with the satisfactory performance certificate received from the user. Service Tax will be paid extra on the AMC as per Rule. TDS will be deducted on the AMC as per Rule. 7) Freight & Insurance: Transportation and transit insurance charges, if any, shall be borne by supplier. the 8) Packing & Forwarding: Shall be borne by the supplier. 9) Price fall clause: In the event of the supplier found accepting lower prices or supplying at lower rates prior to and after finalization of rates to any other organization, the said lower rates shall be made applicable to us against the rate contract/po. 10) Inspection: OMC reserves the right to inspect the material at site after delivery. If the materials found to be defective, the same should be replaced by the bidder immediately at free of cost. In case the agency fails to replace the defective materials within 15 (fifteen) days from the date of intimation, the Purchase Order shall be cancelled and the same party shall not be allowed to participate in any tender by OMC.
11) Test Certificate: The supplier shall submit the test certificate wherever required by OMC. 12) Sub-letting of the order: The supplier shall not assign or sublet the order or any part thereof. 13) Rejection of tender: OMC reserves the right to accept or reject any or all tenders received without assigning any reason thereof. Further, conditional bids are not acceptable and liable for rejection. 14) Legal Dispute: In case of any dispute arises out of this tender it will be subject to the jurisdiction of the courts at Bhubaneswar only in the state of Odisha. 15. OMC's right to vary quantities and location: The OMC reserves the right at the time of award of work and during the tenure of the contract to add, decrease or increase the quantity of Bio metric Attendance System. OMC also reserve the right to change the location of the Bio metric Attendance System 16. ANNUAL MAINTENANCE CONTRACT After expiry of one year warranty period, the bidder shall take up Comprehensive Annual Maintenance of the Bio metric Attendance System including supply of all spares for a period of 5(Five) years. The agency is required to enter in to an Agreement with OMC (IT section) for AMC. Detail terms and conditions of Annual Maintenance Contract shall be as follows. 16.1 Contract Period: 5 (Five) years after expiry of warranty period. 16.2 Visiting Engineer: The bidder will depute their engineer/technical personnel to carry out periodical maintenance once in each quarter and on emergency if needed. 16.3 MAINTENANCE SUPPORT a. Bio metric Attendance System have to be maintained during the entire period of contract in working condition with regular quarterly Preventive Maintenance, servicing of the Bio metric Attendance System.
b. The bidder shall maintain a log book in which separate pages should be allotted to each Bio metric Attendance System. The bidder shall record the calls attended and regular services rendered and get the signature of the user along with User's name, Designation, stamp, Telephone and location. Original of the call reports shall be attached with the bills for payment. c. The bidder during the course of Preventive Maintenance Service, noticing requirement of any spare parts shall replace such parts and clear the fault at the site of equipment. Replacement of parts should be done with the approval of authorised personnel from OMC and a record is to be maintained. Necessary and sufficient spares have to be kept ready with them for immediate replacement. d. Preventive maintenance will be carried out during each quarter in consultation with the representatives of the OMC. Preventive maintenance will include inspection of each equipment, and obtain a satisfactory working certificate from the user after maintaining the systems. Before taking up preventive maintenance, the bidder will submit a schedule of preventive maintenance. e. Preventive maintenance shall be carried out in each quarter with check for proper operation. Non-performance of preventive maintenance of Bio metric Attendance System shall attract penalties. All necessary records shall be maintained by respective site. f. maintenance engineer of the Bio metric Attendance System bidder will submit a service slip to the officer in-charge of OMC after each replacement of parts showing the parts removed and parts installed with full details of the part name, type, model No, sl. no. etc. g. The bidder shall make available adequate number of qualified and well trained maintenance Engineers for warranty and maintenance support. h. A monthly computerized record of call reports has to be maintained serially for the number of complaints attended and report of preventive maintenance shall be furnished to the respective in charge of the Bio metric Attendance System by the 10th of the following month both in the form of hard copy and soft copy. The bills/claims for comprehensive AMC shall not be entertained in case this is not followed strictly. i. The bidder shall furnish the details of call logging procedure and help desk support including contact details for escalation of fault reporting and indicate the proposed AMC support to respective unit head including time frame for resolution of faults in the Bio metric Attendance system.
j. Working hours: For all maintenance activities, prior permission of the concerned authorities of OMC must be obtained. Prior arrangements through proper communication should be worked out in all cases by the servicing agencies. k. The bidder shall be responsible for any defects that may develop under the conditions provided by the contract and under proper use, arising from faulty materials, design or workmanship such as corrosion of the equipment, inadequate quantity of materials to meet equipment requirements, inadequate contract protection, deficiencies in circuit design and/or otherwise and shall remedy such defects at his own cost when called upon to do so by the officer I/C. l. If it becomes necessary for the bidder to replace or renew any defective portion/portions of the equipment/ network under this clause, the provisions of the clause shall apply to the portion/ portions equipment/ network so replaced or renewed or until the end of the contract period. If any defect is not remedied within a reasonable time, the OMC may proceed to do the work at the bidder's risk and expenses, but without prejudice to any other rights, which the OMC may have against the bidder in respect of such defects. m. Replacement under warranty/ AMC clause shall be made by the bidder free of all charges on site including freight, insurance and other incidental charge. n. Maximum resolution time of the problem raised by OMC is 24 hours for Head Office & 48 hours for Mines Offices, failing which penalty Rs.100.00 (Rupees one hundred)only per day may be imposed. If at any time during the contract, the agency encounters the conditions impending timely performance of the service the agency shall promptly notify to OMC in writing the facts of the delay, its likely duration and its cause(s).as soon as practicable after receipt of the agency s notice, the OMC shall evaluate the situation & may at its discretion waive the penalty.
CHECK LIST FOR TECHNOCOMMERCIAL BID The techno commercial bid (Part-1) shall be accompanied with the following documents: i) Status of the bidder -Manufacturer/Authorised dealer. Stockist/DGS&D/EPM Rate Contract Holder.(The copies of valid documents are to be attached.) ii) Date of registration. iii) Sale Tax Registration like TIN/ CST, up-to-date Sale Tax Return / Clearance Certificate and PAN. iv) Cost of tender paper a) Draft No.- b) Date c) Amount v) Earnest Money Deposit.(Exemption order/certificate if any) a) Draft Nob) Date c) Amount vi) Above documents are to be enclosed in techno-commercial bid. SIGNATURE OF THE BIDDER
Sl. No. (a) 1 no PART-II (PRICE BID) SUPPLY & INSTALLATION OF BIOMETRIC ATTENDANCE SYSTEMS WITH 5 YEARS AMC. Qty Basic Total Basic E.D. Sales Total Price per Price in (Rs) (Rs) Tax(Rs)/ Description each (a x b) Service Tax (1+2+3) (in Rs.) (b) (1) (2) (3) (4) 1. SUPPLY & INSTALLATION OF BIOMETRIC ATTENDANCE SYSTEM 2. AMC charges/ year after warrantee period including Service Tax. 1 st Year = Rs.----- 2 nd Year =Rs.----- 3 rd Year = Rs.------ 4 th Year = Rs.----- 5 th Year = Rs.----- TOTAL = Rs. ---- 3. Total rate per Biometric Attendance System 4. Man day charge for development if any 5 yrs Entry Tax (5) Total (4+5) Grand Total Composite Contract Value in Words- (Rupees ) only. Notes: (i) Only type written price bid will be accepted. (ii) (iii) (iv) In case of disagreement between price in figure and word, price in words will prevail over price in figure. L1 price will be selected on the basis of grand total Composite Contract Value in words. In case of disagreement between rate & total of each items then rate will prevail over total of same item. SIGNATURE WITH SEAL OF BIDDER