Post on 01-Feb-2023
GOVERNMENT OF KARNATAKA
FISCAL POLICY INSTITUTE Bangalore-Mysore Road, Kengeri, Bangalore-560 060. Telephone No: 080-26971000 / Fax: 080-26971010,
E-mail:director@fpibangalore.gov.in / procurement@fpibangalore.gov.in Web-site: www.fpibangalore.karnataka.gov.in
NO: FPI-PROC0/TNDR(IT)/1/2021 DATE: 25-02-2021
TENDER SCHEDULE
NOTICE INVITING e- TENDER FOR THE SUPPLY, INSTALLATION AND COMMISIONING
OF DESKTOPS, LAPTOPS, SCANNERS and 65”DISPLAY UNITS
Date of commencement of Tender 25.02.2021
Place of Availability of Tender
Document https://www.eproc.karnataka.gov.in
Last date and time for receipt of
tender 04.03.2021 at 11.00 AM
Time and date of opening of
Tenders
Technical Bid -
05.03.2021 at 11.30 AM.
Financial Bid -
Tentatively on 06.03.2021 at 4.00 pm
Clarification of Tenders Up to 03-03-2021 between 10.30 AM to
05.00 PM
Period for contract Two years from the expiry of three years of
warranty period
Address for communication The Director,
Fiscal Policy Institute, Bangalore-Mysore
Road, Kengeri, Bangalore-560 060.
Email Id: director@fpibangalore.gov.in Phone
No. 080-26971000
EMD No EMD payable but EMD declaration
has to be submitted
Tenders details are also available on web-site: www.fpibengaluru.karnataka.gov.in
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Contents of Tender Document
Sl.
No
Sections Descriptions Page
No. 1. Section - 1 Invitation for Tender (IFT) 03-04
2. Section - 2 Scope of Work 05
3. Section - 3 Qualifying Criteria 06-07
4. Section - 4 General Instruction & Bidding Process
- General Instructions / Conditions to the Tenderer …
08-26
5. Section - 5 Technical Specifications: Annexure –5.1 to 5.4 27-30
6.
Section - 6
Annexure –6.1 – Tender Form 31
Annexure 6.2 – Technical Bid (Check list) 32-33
Annexure 6.3 - Technical Specifications declaration 34
Annexure 6.4 – Qualification Criteria 35
Annexure 6.5 - Manufacturer Authorization Form (for OEM) 36
Annexure 6.6 - Manufacturer Authorization Form (for authorized partner)
37
Annexure 6.7 - Undertaking on the Not Debarred Requirement. 38
Annexure 6.8 – Turnover. 39
Annexure 6.9 - Performance Bank Guarantee format. 40-42
Annexure – 6.10 - Proforma for Performance Statement for the last three years.
43
Annexure – 6.11 - Document to prove that the bidder is the Original Equipment Manufacturer (OEM) or an authorized dealer of OEM.
43
Annexure – 6.12 - List of service centers within Bangalore. 44
Annexure – 6.13 - Authorization Letter in letter head. 44
Annexure-6.14 - EMD Declaration. 45
Annexure-6.15 – Undertaking regarding restrictions on procurement from a bidder of a country which shares a Land Border with India.
46
7
Section - 7 Annexure-7.1 - Commercial Bid Format – Price Schedule. 47-48
Annexure-7.2 - Contract Price for AMC after warranty Period. 49-50
Page 3 of 50
SECTION 1
INVITATION FOR TENDERS (IFT)
NOTICE INVITING e-TENDER FOR THE SUPPLY, INSTALLATION AND COMMISIONING OF
DESKTOPS, LAPTOPS, SCANNERS AND DISPLAY UNITS.
Tender Notification (Through e-procurement portal only)
No: FPI-PROC0/TNDR(IT)/1/2021 Date : 25.02.2021
The Director, Fiscal Policy Institute, Bangalore-Mysore road, Kengeri Post,
Kengeri, Bangalore-560060 invites e-tenders from eligible bidders for “Supply,
installation and commissioning of Desktops, Laptops, Scanners and Display Units” by
the suppliers.
Please visit web site https://eproc.karnataka.gov.in for details. Complete sets of bidding documents will be available for free download, by interested bidders, from the e-Procurement portal of the Government of Karnataka.
It will be in the interest of the bidders to familiarize themselves with the e- Procurement system to ensure smooth preparation and submission of the tender documents.
The Bidders are advised to submit the Bids well in advance of the deadline as the
FPI will not be liable or responsible for non-submission of the bids on account of
any technical glitches or in problems in connectivity services used by the bidder.
Terms and Definitions
1. “FPI” shall stand for Fiscal Policy Institute.
2. “GoK” shall stand for the Government of Karnataka.
3. “Bidder” means any firm offering the solution(s), service(s) and /or materials
required in the tender document. The word Bidder when used in the pre award
period shall be synonymous with Bidder, and when used after award of the
Contract shall mean the successful Bidder/Vendor with whom Director, FPI signs
the agreement for rendering of services for this procurement.
4. “Contract” is used synonymously with Agreement.
5. “SLA” means Service Level Agreement between FPI and selected bidder.
6. “KSPCB” means Karnataka State Pollution Control Board
7. “RCA” means Root cause analysis.
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8. “MAF” means Manufacturer Authorization Form
9. “INR” means Indian Rupees
10. “NEFT” means National Electronic Funds Transfer
11. “OTC” means Over the Counter.
12. “LOA” means Letter of Acceptance.
13. “LOI” means Letter of Intent.
14. “OEM” means Original Equipment Manufacturer.
Introduction:
Requirement:
Sl. No.
Work Description Quantity (in
numbers) Delivery Schedule
1 Supply, installation, commissioning
of desktop 15(Fifteen)
3 days from the date of
supply order.
2 Supply, installation, commissioning
of Laptops 05(Fifteen)
3. Supply, installation, commissioning
of Scanners 02(Two)
4. Supply, installation, commissioning
of 65” Display Unit 05(Five)
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SECTION 2 1 Scope of Work:
Supply, installation, commissioning and configuration of Desktops, Laptops,
Scanners and Display Units as per the specifications given in this tender
document.
Comprehensive onsite maintenance & Warranty for 36 months starting from
successful signing of agreement by both parties. The comprehensive onsite
maintenance includes repair/ replacement of equipment (end to end) &
accessories for any reasons including the equipment damaged due to input power
fluctuations except physical damage due to mishandling by FPI officials/staff and
theft after installation. Replacement of faulty equipment’s to be made during the
Warranty Period. After Warranty months 24 months of Annual Maintenance
Contract (AMC) with applicable Cost (As per Annexure-7.2)
Co-ordination with IT wing in charge of FPI for repair/replacement and
maintenance activities. The vendor shall maintain the status of logged activity and
compliance report on weekly basis to be sent to FPI. The vendor will ensure all
necessary and responsibility with the IT wing in charge of FPI to ensure proper
working condition of IT hardware.
The installation is declared to be completed at particular location only after
successful installation of supplied hardware at user location with user certificate
with signature to this effect.
The supply of computer systems by the authorized partner, the OEM whose
materials are being supplied shall be responsible for adhering to the schedule of
supply and installation. In addition, the responsibility of warranty maintenance
shall also be of the OEM whose materials are being supplied.
The supplied IT hardware (case by case) need to be replaced with new equivalent
hardware, if the service is found unsatisfactory during the Warranty period, which
may be any one or more of the following:
o More than 3 fault instances per month in similar cases.
o The hardware/software declared out of support by the OEM during the
period of contract.
Root cause analysis (RCA) shall be submitted by OEM/bidder for the fault
instances, more than 3 per months.
2 Period of contract This contract shall be valid from signing of agreement/contract by the both parties
till to the end of 36 months Warranty Period from the date of successful supply,
installation, commissioning and integration with all the accessories of Desktops,
Laptops, Scanners and Display Units. 24 months of AMC as per the rate
schedule.
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SECTION 3
3. Qualification Criteria (Annexures 6.0 to 6.12)
SI. No
Qualification Criteria Documents/ proof Compliance
1 The Bidder shall be an OEM or authorized by OEM.
Annexure-6.5: Format for Manufacturer Authorization Form (If the Bidder is an OEM): Annexure-6.6: Format for Manufacturer Authorization Form (MAF) (If the Bidder is authorised by OEM): (MAF should be signed by authorised person having Power of attorney.
2 If OEM is bidder: Original Equipment Manufacturer (OEM) engaged in manufacturing Desktops, Laptops, Scanners and Display Units manufacturing and sales for each of last 3 years.
OR If Authorised person by OEM bidder: Authorised person by OEM bidder, whose average annual turnover during the past 3 years in selling Desktops, Laptops, Scanners and Display Units should be not less than Rs. 12.5 lakhs in each year. Also OEM should meet eligibility condition (a) above.
Annexure 6.8: Turnover. Auditor’s certificate issued for this tender for both OEM & Authorised person by OEM in the given format only, regarding company last 3 years turnover and Annual acknowledgement copy of IT returns (i.e., 2017-18, 2018-19 and 2019-20).
3 The Bidder (If Authorised person by OEM is a bidder) is not debarred/ debarred by Government of Karnataka or its agencies or by Central / any other State/UT Government or its agencies for corrupt or fraudulent practices or for indulging in unfair trade practices or for backing out from execution of contract
Annexure 6.7: Affidavit that the bidder
is Not debarred.
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after on award of work as on bid submission last date.
4 The bidder should have executed at least one project for Supply, installation, commissioning and maintenance of Desktops, Laptops, Scanners and Display Units in last 3 years i.e., (2017-18, 2018-19 and 2019-20).
Documentary evidence to support this response Purchase Orders copies and Satisfactory Installation and commissioning statement from respective clients with quantity.
5 Technical Specification – The bidder shall comply with the Technical Specification provided in the Annexure 5.1 to 5.4.
Technical specification will be evaluated on the basis of Adherence to specification.
6 OEM should be in the business of supply of IT hardware (Desktops, Laptops, Scanners and Display Units) in Karnataka and should have registered office located in Bangalore for at least 5 years.
A declaration in company letter head by authorized signatory of OEM and Company Incorporation Certificate.
7 Service Centres: Bidder and OEM should have good service and technical support centres in Bengaluru.
Annexure 6.12 and 6.13: Undertaking from authorized signatory of the company along with details of service centres in Bengaluru to be furnished in the prescribed format. Authenticated Documents to be provided.
8 Escalation matrix to co-ordinate with OEM/ Respective vendors for resolution of the incident tickets raised by the users during contract period.
Declaration on OEM/Bidder letter Head: Declaration should mention Escalation matrix, Mailing details, Contact Details of Local authorised staff/office representative.
9 Authorization Letter for signing of Bid documents.
Annexure-6.13: Authorization through affidavit for Power of attorney.
Bidders failing to meet the eligibility qualification criteria with documentary evidence
shall not be considered for Commercial Bid evaluation.
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SECTION 4
4. General Instructions and Bidding Process:
1 This invitation for bids is open to all who fulfills prequalification criteria as specified in the Tender.
2 Breach of general or specific instructions for bidding, general and special conditions of contract with Government of Karnataka or any of its user organizations as on bid submission date may make a firm in eligible to participate in bidding process.
3 Any OEM participating directly can submit only one bid of own (No authorized partners allowed). If OEM not participating directly, may authorize maximum 2 eligible partners.
4 Restrictions on the public procurement from bidders of certain countries ;
As per Government order No: FD 455 Exp-12 2020 Bengaluru Dated: 25-
08-2020, Annexure-6.15 the following Eligibility Clauses to be
complied by the tenderer.
1. Any bidder from a country which shares a land with India will be
eligible to bid in this tender only if the bidder is registered with the
Competent Authority.
1.1. “Bidder” (including the term tender consultant or service provider
in certain contexts) means any person or firm or company
including any member of a consortium or joint venture (that is an
association of Several persons, or firms or Companies) every
arterial juridical person not falling in any of the descriptions of
bidders Stated hereinbefore including any agency branch of office
controlled by such person, Participating in a procurement process,
1.2. “Bidder from a country which shares a land border with India” for
the purpose of this Order means:-
a. An entity incorporated established or registered in such a
country; or
b. A subsidiary of an entity incorporated established or registered
in such a Country; or
c. An entity substantially controlled through entities incorporated
established or registered in such a country; or
d. An entity whose beneficial owner is situated in such a Country
or
e. An Indian (or other) agent of such an entity; or
f. A natural person who is a citizen of such a country; or
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g. A Consortium or joint venture where anywhere member of the
consortium or joint venture fall under any of the above.
4.1 Procedure for Submission of Bids:
Tender Processing Fees:
Bidder can download the tender document for free from the portal
(https://eproc.karnataka.gov.in) till the due date and time for bid submission. Any
interested bidder shall pay amount as mentioned in e-Procurement portal as tender
processing fee. The tender processing has to be paid through any of the four e-payment
options in the portal:
Credit Card,
Direct Debit,
National Electronic Funds Transfer (NEFT),
Over the Counter(OTC) –designated Axis bank branches located across the country
Please note that payments submitted through Cheque or Demand Draft shall not be
accepted. Further details regarding e-Payment, please refer to e-Procurement portal at
the above mentioned website or call e-procurement help line.
Note: It will be in the interest of the bidders to familiarize themselves with the e-
Procurement system to ensure smooth preparation and submission of the tender
documents.
Modes of Submission:
All interested bidders shall submit EMD Declaration and Tender Processing fee and submit
their Technical and Commercial bid responses electronically using the unified e-
Procurement platform of the FPI. The e-Procurement portal is available at:
https://eproc.karnataka.gov.in.
Companies shall submit the tenders only through the unified e-Procurement system
before the scheduled date and time for bid submission. Tenders submitted after the due
date and time will not be considered and FPI will not be liable or responsible for any delays
due to unavailability of the portal and the internet link.
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4.2 Authentication of Bid:
The response bid shall be signed by the Bidder or a person or persons duly authorized by
the Bidder to the Contract. A letter of authorization shall be supported by a written
p o w e r of attorney accompanying the bid. All pages of the bid, except for un-amended
printed literature, shall be initialed and stamped by the person or persons signing the bid.
4.3 Validation of interlineations in Bid:
The bid shall contain no interlineations, erasures or overwriting except as necessary to
correct errors made by the Bidder, in which case such corrections shall be initiated by the
person or persons signing the bid.
4.4 Cost of Bidding:
The Bidder shall bear all costs associated with the preparation and submission of its bid
including cost of presentation for the purposes of clarification of the bid, if so desired by
FPI will in no case be responsible or liable for those costs, regardless of the outcome of
the Tendering process.
4.5 Clarification on Tender Document:
A prospective Bidder requiring any clarification on the Tender Document may submit the
queries, in writing, at the mailing address “procurement@fpibangalore.gov.in” and as
per schedule indicated in Tender. The queries must be submitted in the following format
only to be considered for clarification:
Sl. No Section No./
Clause No.
Page No. Reference/Subject. Clarification Sought
.. .. .. .. ..
The queries not adhering to the above mentioned format shall not be responded.
FPI will respond to any request for clarification to queries on the Tender Document,
received not later than the dates prescribed in Invitation for Bids/Key events and dates.
The clarifications (including the query but without identifying the source of inquiry) will
be uploaded on the portal (https://eproc.karnataka.gov.in). However if any of the
tenderer not chooses to get clarification or fails to do so within the date mentioned in
the NIT, it shall be assumed that they have no issues regarding the
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Technical/Commercial specifications/conditions and no subsequent representations
from the tenderer in this regard shall be admissible.
4.6 Language of Bids:
The Bids prepared by the Bidder and all correspondence and documents relating to the
bids exchanged by the bidder FPI shall be written in English language only.
4.7 Bid Prices:
The Bidder shall indicate price in the prescribed format Annexure-7.1 (excel Sheet:
without any alteration/deletion/modification of other portions of excel sheet), the unit
rates goods description it proposes to provide under the contract. Prices should be shown
separately for each Item Description as detailed in Tender Document. GST and Bid Prices
for each Item, it proposes to provide under the Contract. In the absence of above
information as requested, the bid may be considered incomplete and liable for rejection.
The price components furnished by the Bidder in accordance with form will be solely for
the purpose of facilitating the comparison of bids by FPI and will not in any way limit FPI
right to contract on any of the terms offered. The bidders shall fill in their rated other
than zero value in the specified cell without keeping blank.
The Bidder shall prepare the bid based on details provided in the tender documents. It
must be clearly understood that the scope of supply is intended to give the bidder an idea
about the order and magnitude of the work and is not in any way exhaustive and
guaranteed by FPI. The Bidder shall carryout all the tasks in accordance with the
requirement of the tender documents & due diligence and it shall be the responsibility of
the Bidder to fully meet all the requirements of the tender documents.
4.8 Firm Prices
Prices quoted in the bid must be firm and final and shall not be subject to any upward
modifications, on any account what so ever except statutory revision in taxes.
The Commercial bid should clearly indicate the price to be charged without any
qualifications whatsoever and should include all taxes, duties, fees, levies, Transport and
other cost incurred during the delivery, installations and commissioning of the goods and
other charges as may be applicable in relation to the activities proposed to be carried
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out. Prices in any form or by any reason before opening the Commercial Bid should not
be revealed, failing which the offer shall be liable to be rejected.
4.9 Bid Currencies
Prices shall be quoted in Indian Rupees (INR).
4.10 Bidder Qualification
The "Bidder" as used in the tender documents shall mean the one who has signed the
Tender Form. The Bidder may be either the Principal Officer or his duly Authorized
Representative, in either case the bidder shall submit a certificate of authority. All
certificates and documents (including any clarifications sought and any subsequent
correspondences) received here by, shall, as far as possible, be furnished and signed by
the bidder. It is further clarified that the individual signing the tender or other documents
in connection with the tender must certify whether bidder signs as the Constituted
attorney of the firm or a company.
4.11 Earnest Money Deposit:
The Bids shall contain EMD declaration. The bidder shall be disqualified in the Technical
Evaluation process if the prescribed EMD declaration is not submitted along with the bid
as per Annexure- 6.14.
4.12 Bid Validity Period
4.12.1 Period of Validity of Bids
Bids shall remain valid for 90 days after the due date of submission of tenders.
4.12.2 Extension of Period of Validity:
In exceptional circumstances, FPI may request the Bidder(s) for an extension of the period
of validity. The request and the responses there to shall be made in writing (or by fax or
by mail).
4.13 Contacting Fiscal Policy Institute:
4.13.1 Contact by Writing
No bidder shall contact FPI on any matter relating to its bid, from the time of bid opening
to the time the Contract is awarded. If the Bidder wishes to bring additional information
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to the notice of FPI, it should be done in writing or through an email communication with
the email id mentioned in this Tender document.
4.13.2 Rejection of Bid
Any effort by a Bidder to influence the FPI in its decisions on bid evaluation, bid
comparison or contract award may result in rejection of the Bidder’s bid besides taking
action as required under KTPP Rules.
4.14 FPI’s Right to vary Scope of Contract at the time of Award
Fiscal Policy Institute may at any time, by a written order given to the Bidder, make
changes to the scope of the Contract as specified. If any such change causes an increase
or decrease in the cost of or the time required for the Bidder’s performance of any part
of the work under the Contract, whether changed or not changed by the order, an
equitable adjustment shall be made in the Contract Value or time schedule, or both, and
the Contract shall accordingly be amended in discussion and mutual agreement with
bidder. Any claims by the Bidder for adjustment under this Clause must be asserted within
thirty (30) days from the date of the Bidder’s receipt of FPI’s changed order.
4.15 Fiscal Policy Institute’s Right to Accept Any Bid and to reject any or all Bids
Fiscal Policy Institute reserves the right to accept any bid and to annul the Tender process
and reject all bids at any time prior to award of Contract, without giving any reason, with
out there by incurring any liability to the affected Bidders or any obligation to inform the
affected Bidders of the grounds for FPI’s action.
4.16 Notification of Award
4.16.1 Notification to Bidder
LOI will be issued on the e-Procurement portal to the successful bidders. The Bidders
shall acknowledge in writing receipt of the notification of award and shall send the
acceptance to enter in to an agreement within three working days of receiving the LOI.
4.16.2 Signing of Contract
The notification of award will constitute the formation of the contract. The purchaser will
send the tenderer the contract form provided in the tender documents. Incorporating all
agreements between the parties. Within 03 days of receipt of Contract Form, the
successful tenderer shall sign and date the contract and return to the purchaser. In
Page 14 of 50
exceptional circumstances, the Bidder(s) may request FPI for an extension of the period
in writing.
4.16.3 Release of Bid Security
Upon the successful signing of the agreement, FPI shall promptly request the Bidder to
provide performance bank guarantee within 10 days of signing of agreement.
4.16.4 Expenses for the Contract
The incidental expenses of execution of agreement/ contract shall be borne by the
successful bidder.
4.17 Failure to abide by the Agreement
The conditions stipulated in the agreement shall be strictly adhered to and violation of
any of the conditions will entail termination of the contract without prejudice to the rights
of the FPI with such penalties as specified in the tender document and the Agreement.
For any such termination, FPI reserves the right to debar the bidder from participation
in the tenders of FPI for a period up to 3 years in the event of termination is due to one
of the following reasons
1. Fraudulent and Corrupt Practices.
2. fails to furnish performance security and sign the agreement,
3. Successful bidder backs out after signing of the contract agreement.
4. Implementation delay attributable to the successful bidder is beyond 2 weeks.
4.18 Performance Bank Guarantee
The successful bidder is required to furnish an unconditional and irrevocable valid Bank
Guarantee from a Nationalized / public sector bank located in Bangalore for an amount
equivalent to 03% of the total Tender Cost as quoted in the commercial bid within 10
days of issue of LOI/Purchase order for a period of 36 months (i.e. 3 Years) and 3% cost
of the annual maintenance for a period of 2 years from the date of start of maintenance
contract. Failure of the successful Bidder to comply with the requirement shall constitute
sufficient grounds for the annulment of the award.
4.19 Rejection Criteria
Besides other conditions and terms highlighted in the tender document, bids may be
rejected under following circumstances:
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4.19.1 General Rejection Criteria
Bids submitted without signed EMD declaration.
Bids which do not conform to required validity of the bid as prescribed in the
Tender.
If the information provided by the Bidder is found to be incorrect/misleading at
any stage/ time during the Tendering Process.
Any effort on the part of a Bidder to influence the bid evaluation, bid comparison
or contract award decisions.
Bids without signature of person(s) duly authorized on required pages of the bid.
Bids without power of authorization and any other document consisting of
adequate proof of the ability of the signatory to bind the Bidder.
Technical Bid containing commercial details.
Revelation of Prices in any form or by any reason before opening the Commercial
Bid.
Failure to furnish proofs for information provided.
If the bid does not confirm to the timelines indicated in the bid.
Any false declaration by the bidder during the bidding process, following action
may be taken:
o Liable for Legal Action.
o Forfeiture of entire PBG.
o Forfeiture of any Released payments.
o Debarring of the Vendor.
4.19.2 Technical Rejection Criteria
Failure to conform Technical criteria as per this Tender document.
Failure to furnish all information required by the Tender document submission of
a bid not substantially responsive to the Tender Document in every respect.
Bidders not complying with the Technical and General Terms and conditions as
stated in the Bid Document.
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The Bidder not conforming to unconditional acceptance of full responsibility of
providing services in accordance with the Scope of work and Service Level
Agreements of the tender.
4.19.3 Commercial Rejection Criteria
Incomplete Price Bid.
Price Bids that do not conform to the price bid format.
Item wise price quoted by the Bidder does not include all statutory taxes and levies
applicable.
4.20 Deliverables
The Deliverables of the goods would be as per the Tender document Specifications.
4.21 Liability clause
Neither party shall be liable to the other for any special, indirect, incidental,
consequential (including loss of profit or revenue), exemplary or punitive damages
whether in contract, or other theories of law, even if such party has been advised of the
possibility of such damages.
The total cumulative liability of either party arising from or relating to this Agreement
shall not exceed the contract value provided, however, that this limitation shall not apply
to any liability for damages arising from (a) willful misconduct or (b) indemnification
against third party claims for infringement or (c) death.
4.22 Liquidated Damages
Subject to clause for Force Majeure if the vendor fails to complete the assignment in
compliance to the Tender document before the scheduled completion date or the
extended date or if the vendor repudiates the Contract before completion of the Work,
FPI at its discretion may without prejudice to any other right or remedy available to FPI
the Contract, deduct from the contract price as liquidated damages a sum of equivalent
to 0.5% of the delivered price of delayed goods or unperformed services for each week
or part there of delay until actual delivery or performance up to a maximum deduction
of 10% of the contract price. Once the maximum is reached the purchaser may consider
termination of contract and Forfeit the entire performance bank guarantee submitted by
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the vendor apart from debarring of the selected vendor for further participation in any
of the State Government/undertakings tenders for a period of 3 years.
Any such recovery or liquidated damages shall not in any way relieve the vendor from any
of its obligations to complete the Works or from any other obligations and liabilities under
the Contract.
4.23 Warranty
The Bidder hereby declares that the goods supplied to the purchaser under this contract
shall be of the best quality and workmanship and latest in all respects and shall be strictly
in accordance with the specification and particulars contained/mentioned in contract.
The warranty for the goods supplied to the purchaser under this contract shall be valid
till end of the contract of the tender or end of life support for product by manufacturer
whichever is later.
Bidder shall submit a letter from OEM stating that OEM shall be responsible for all
Warranty for the supplied goods during 3 year warranty period and payment shall be
released only after a letter from OEM is produced confirming warranty period of
purchased products.
4.24 Termination of Contract
Any violations/non- compliance of any of the conditions will entail termination of the
contract without prejudice to the rights of FPI with such penalties as specified in the
Tender document and the Agreement. Upon such termination, FPI will have the right to
forfeit the entire performance bank guarantee submitted by the vendor, apart from
debarring of the vendor for further participation in any of the tenders of the FPI and/or
any State Governments for a period of 3 years.
Where a change of management of the vendor has occurred where by the vendor
company has merged, amalgamated or been taken over, due to which the majority
shareholding of the vendor has been transferred to another entity, and in case
requirements for the vendor set out in the Tender document are not complied with, the
FPI can by a 15(Fifteen) days written notice, terminate this agreement and such notice
shall become effective at the end of the notice period.
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4.25 Force Majeure
1 Neither Party to this agreement or to the agreement shall be liable to the other for
any loss or damage which may be suffered by the other party directly to the extent
and for the duration of any cause beyond the reasonable control of the Party unable
to perform("Force Majeure") events such as but not limited to acts of God not
confined to the premises of the Party claiming the Force Majeure, flood, drought,
lightning or fire, earthquakes, strike, lock-outs beyond its control, labor disturbance
not caused at the instance of the Party claiming Force Majeure, acts of government
or other competent authority, war, terrorist activities, military operations, riots,
epidemics, civil commotions etc. No failure, delay or other default of any contractor
or sub-contractor to either Party shall entitle such Party to claim Force Majeure
under this Article.
2 The Party seeking to rely on Force Majeure shall promptly, within 2 days, notify the
other Party of the occurrence of a Force Majeure event as a condition precedent to
the availability of this defense with particulars detailed in writing to the other Party
and shall demonstrate that it has taken and is taking all reasonable measures to
mitigate the events of Force Majeure.
a. In the event the Force Majeure substantially prevents, hinders or delays the
Bidder’s performance of Services necessary for project’s implementation or the
operation of Project’s critical business functions for a period in excess of 3 days,
FPI may declare that an emergency exists. However, when the situation arising
out of force Majeure comes to an end in the assessment of FPI, the Vendor shall
resume normal activities under this agreement immediately. If FPI consider it
necessary, may grant an extension of time to the Vendor for resuming normal
activities under this agreement. If the Bidder does not resume normal
activities immediately or within the extended period, if any, granted by FPI, FPI
will have the option to invoke the Performance Guarantee, levy liquidated
damages, obtain substitute performance from an alternate supplier at the cost
of Vendor and/or terminate this Agreement.
3 Notwithstanding the terms of this Article, the failure on the part of the Vendor terms
under the tender to implement any disaster contingency planning, insurance
coverage and back-up and other data safe guards in accordance with the terms of
Page 19 of 50
the Tender or this Agreement against natural disaster, fire, sabotage or other similar
occurrence shall not be an event of Force Majeure.
4.26 Settlement of disputes:
Any dispute arising out of or in connection with this Agreement or the tender shall in the
first instance be dealt with to resolve amicably by direct informal negotiation.
4.27 Scope of Dispute Resolution
Except where otherwise provided in the agreement, all questions and disputes relating to
the meaning of the specifications, design, drawings and instructions here-in before
mentioned and as to the quality of workmanship or materials used on the work or as to
any other question, claim, right, matter or thing whatsoever in any way arising out of or
relating to the agreement, designs, drawings, specifications, estimates, instructions,
orders or these conditions or otherwise concerning the services and deliverables or the
execution or failure to execute the same whether arising during the progress of the
Project or after the cancellation, termination, completion or abandonment thereof shall
be dealt with as mentioned herein after:
If any dispute arises between FPI and the Vendor in connection with, or arising out of, the
agreement or tender or the execution of the Contract, whether during the execution of
the Contract or after its completion and whether before or after the repudiation or other
termination of the agreement, including any disagreement by either party with any
action, inaction, opinion, instruction, determination, certificate or valuation, the matter
in dispute shall, in the first place, be referred to Chair person, Governing Council, FPI and
Additional Chief Secretary FD , who shall give a decision in writing within 30 days of
reference of dispute. Either party may refer a written decision for any arbitration. If
neither party refers the disputes to arbitration within 30 days of the date of such decision.
The decision of the said authority will be final and binding.
In case either party is not satisfied with such decision, they can institute arbitration
proceedings as per Indian Arbitration Act, 1996, after a 30 day notice period. Arbitration
proceedings shall be referred and settled under the Arbitration Center, Karnataka
(domestic and international) rules 2012, by one or more Arbitrators appointed in
accordance with its rules. Arbitration proceedings shall be held in Bengaluru and language
Page 20 of 50
of the arbitration proceedings, all documents and communications between the parties
shall be in English.
“Any dispute or difference or claim arising out of , or in connection with,
or relating to the present contract or the breach, termination or invalidity
thereof, shall be referred and settled under the Arbitration Centre –
Karnataka (Domestic & International) Rules 2012, by one or more
arbitrators appointed in accordance with its rules”.
4.28 Notices
1. Any notice or other document, which may be given by either Party under this
Agreement or Tender document or under the agreement, shall be given in writing in
person or by pre-paid recorded delivery post or through email to the notified address.
2. Any notice or other document shall be deemed to have been given to the other Party
(or, if relevant, its relevant associated company) when delivered (if delivered in person)
if delivered between the hours of 10.00 am and 5.00 pm on a working day at the address
of the other Party set forth above or if sent by mail, provided the copy of the fax/mail is
accompanied by a confirmation of transmission, or on the next working day thereafter if
delivered outside such hours, and 7 days from the date of posting (if by letter).
3. Notice can also be given through email address furnished by the bidder. The time of
the sent message in the out box of the sender will be considered to be time of delivery of
the message. If the email message is not acknowledged within 15 days, a physical copy is
required to be served via post/in person as mention in point 3 above, time of sent
message in the outbox of the sender will be considered to be time of delivery of the
message.
4. Either Party to this Agreement or to the tender document may change its address,
telephone number, contact number and nominated email for notification purposes by
giving the other reasonable prior written notice of the new information and its effective
date.
4.29 Interpretation of Clauses
In case of any ambiguity in the interpretation of any of the clauses in the bid document,
interpretation of the clauses by Director, FPI shall be final and binding on all parties.
Page 21 of 50
4.30 Third Party Claims
The Vendor shall indemnify FPI against all third-party claims of infringement of patent,
trademark or industrial design rights arising from use of the Goods or any part thereof in
reference to this project in India.
4.31 Terms & Conditions and Services Level Conditions
a) Award of Contract: The Contract can be awarded to the successful Bidder
whose Bid has been determined to be substantially responsive and has been
determined as the Best Value Bid(Lowest L1) of each item, The decision of
Director, FPI is final in this regard.
b) Termination of contract: Director, FPI reserves the right to cancel the contract
placed on the bidder if:
The bidder commits breach of any of the terms and conditions.
The bidder goes in to liquidation voluntarily or otherwise.
The service is found unsatisfactory, for which more than 10% of repair requests
not completed within prescribed timelines.
FPI fully reserves the right to terminate the contract of the vendor on the above
grounds or any other grounds by which FPI finds that the vendor is not functioning
as expected after 30 day notice including 1 week cure period.
4.32 Milestones for the successful bidder
Sl. No.
Work Description Milestone
1 Issue of Purchase order to the Successful Bidder T1
2 Acceptance of Purchase Order by the bidder T2 = T1+7 days
3. Submission of PBG and signing of contract by successful bidder T3 = T 1+ 10 days
4. Supply, Installation, and commissioning of Desktops, Laptops,
Scanners and Display Units issued in respective purchase
order
T4= T1 + 2Weeks
5. Operations and maintenance phase T5= T4+ 24
months (after
the warranty
period)
Page 22 of 50
4.33 Performance Related Service Level Agreements (SLAs)
The vendor shall be liable to be penalized if there is a delay in completion of any of
the activities. The penalty levied shall be as follows:
Sl.
No
Work Description Milestone Penalty*
1. Delay in Supply and
installation of goods
as in purchase order.
As above 2% of the Purchase value of the item for
every item delayed for every week of
delay.
2. Delay in replacement
of faulty
hardware/any
servicing.
Within 3 days
(working day)
1. Replace/repair faulty hardware
within 3 working days.
2. Thereafter for delay, penalty of
Rs.200 for day up to next 7 days.
3. Beyond 10 working days, FPI will
replace or get repaired the faulty
hardware / servicing and
deduct/adjust double the
expenditure from any amount due to
the vendor/BG.
3. Multiple failures Max 2 failures
a month for
procured
hardware in
this tender
Additional penalty of Rs.200/- per
occurrence beyond specified limit of
failures. For more than 5 instances where
Laptops/Desktops/ Scanners / Display
Units exhibiting multiple failures, penalty
will increase to Rs.500/- per quoted item
per month
(In case a OEM product failing, the case
shall be brought to the notice of the
manufacturer and the items with high
Page 23 of 50
failure rate should be proactively replaced
within 3 months )
* Total implementation penalty shall not exceed 10% of Purchase Order value and
total maintenance penalty during the contract period shall not exceed 10% of
Purchase Order value. Vendor shall make all arrangements to adhere to the
agreement.
Note – Monitoring of Service Level Agreements (SLAs) – In order to monitor SLAs and
track complaints, it is intended to authorize an agency located in Bengaluru to register
complaints regarding maintenance through Phone, Mail & Web. Till such agency is
established, vendor shall provide a phone number, web interface & email address to
lodge complaints and track them. Vendor shall supply FPI, a monthly/quarterly report
regarding the complaints. Successful bidder shall provide mechanisms to register
complaint through email.
4.34 Submission of Tender:
The original Proposal (i.e., Technical Proposal and Financial Proposal) shall be
prepared and submitted in e-Procurement platform.
The bidder shall digitally sign and submit the proposal electronically through the
unified e-Procurement platform: http://www.eproc.karnataka.gov.in
The completed Technical and Financial Proposal must be submitted electronically
in the e-Procurement platform on or before the due date for bid submission
specified in the e-Procurement platform.
a. Sections of the tender document (need not be signed or uploaded)
i. Notice inviting tender
ii. Instructions to bidders.
iii. Technical specifications.
b. Sections to be filled digitally, signed and uploaded by bidders.
i. Eligibility declaration.
ii. Technical specifications declaration.
iii. EMD declaration.
Page 24 of 50
iv. Declaration of Restrictions on procurement from a bidders of certain
countries.
v. OEM authorization.
vi. OEM partner authorization.
vii. Declaration for non-debarred.
viii. Turnover.
ix. Performance statement.
x. Undertaking
xi. Power of attorney.
xii. Price Schedule (to be downloaded from portal). Just for sample and
indication an exhibit section: 8 price schedule shown. But actual excel
sheet may be slightly different and process should be quoted in the slots
of excel sheet of e-portal. The Price to be quoted item wise only by the
bidders and shall be entered in e-procurement portal only. The item wise
price quoted by Bidders shall be inclusive of all. (i.e. price inclusive of all
taxes/duties and all other related expenses).
c. Other formats (to be used if/as required/uploaded)
i. Performance Bank Guarantee
ii. PAN card, IT returns
iii. GST registration certificate, returns
iv. Registration copy
v. Address proof with photograph
vi. Aadhar card.
vii. Bank details.
4.35 Opening of Tender:
The purchaser will open the tender in the Karnataka public procurement portal at the
designated date and time without requiring the presence of the tenderer. In the event of the
specified of tender opening being declared a holiday for the Employer, the tender will be opened
at the appointed time on the next working day.
The Employer will open the first and second electronic tender document of all the
tenders received in Karnataka Public procurement portal as notified in the NIT.
Page 25 of 50
The commercial quotes submitted by technically qualified bidders will be opened
in e-Procurement portal.
4.36 Evaluation Process
The eligible bids are evaluated as below:
Evaluation is based on Qualification Criteria in section 3.
Evaluation based on Commercial requirement set out in this Tender.
Each item will be evaluated separately and purchase order will be awarded
separately.
4.37 Technical Evaluation Conformance
The eligible Bidders shall be evaluated based on the Qualification criteria in the
Section - 3 of this Tender document. Bidders failing to meet the Technical criteria shall
not be considered for Commercial Bid evaluation.
a. Fiscal Policy Institute reserves the right to seek clarifications and additional
documentary evidence in this regard from the bidders to ascertain qualification
abilities of the bidders.
b. Decision of FPI in the evaluation of the Technical bids shall be final.
4.38 Commercial Bid Evaluation
The lowest amount as indicated in the e-Procurement portal for each item shall be
considered as L1. Each item will be evaluated separately and contract will be awarded
separately.
Evaluation of a tender shall include all taxes and duties excluding GST. GST shall be
indicated separately and same will be considered for comparison purpose while deciding
L1. If the price bid is ambiguous bids shall treated as non responsive. In case of a tie
between two or more bidders, the contract will be awarded to the Tenderer with higher
credential based on, Turn over, Supply orders to Govt. departments and Satisfactory supply
of goods.
4.39 Payment Schedule.
The final bid amount (as determined in the Commercial Evaluation) or the Best Value as
agreed between FPI and successful bidder shall be paid after the satisfactory Supply,
Page 26 of 50
Installation, Commission of goods/equipment’s at FPI as per purchase order. All
payments will be made to the successful bidder within 60 days from the date of
submission of valid invoices on satisfactory completion of work.
The following table provides details about the payment schedule to the successful bidder.
* The Payment shall be made after deducting of Penalties (if any) applicable as per the
tender conditions in section ‘Implementation & Performance related SLAs”
Goods/equipment’s as per P.O shall be supplied and installed during Office working hours
at users place i.e. at Fiscal Policy Institute, Bangalore-Mysore Road, Kengeri, Bangalore -
560060 (Near Panchamuckhi Ganapathi Temple).
4.40 Change in the Applicable Law Related to Taxes and Duties:
Increase or decrease in taxes on account of any change in the applicable Laws of India with respect to Taxes which are directly payable by the Supplier for providing the services i.e. any such applicable tax from time to time shall be revised. The amount payable by FPI before Tax shall remain the same throughout the validity of the contract as per the financial quote specified in the contract. During the validity of the contract, in the event of lowering of Government levies
subsequent to the finalization of the tender, the supplier shall automatically pass on the
benefits to FPI, and in the event of increasing of Government taxes/ levies subsequent to
the finalization of the panel, FPI shall consider the case on merit and the pro-rata benefits
to the supplier may be considered if full reference with documentary evidence is
submitted. The supplier shall submit various tax components and the rates for various
equipment, being levied by Govt. of India or state governments along with the bid.
Sl. No Work Description Payment details *
1 Successful Supply, installation &
Commissioning of desktops, Laptops,
Scanners & Display Units ordered in
Purchase Order.
100% of The Total P.O amount
minus applicable penalties and
liquidated damages if any.
Page 27 of 50
SECTION 5 - TECHNICAL SPECIFICATIONS
The successful bidder has to Supply, installation, commissioning of Desktops / Laptops/Scanners/Display Units with the following specifications
Annexure – 5.1 - Specification for Desktops
Desktop
Sl
No
Description Technical Specification
Make & Model <Specify>
1 From Factor Tower/SFF Model
2 CPU X86 based Intel 8th Generation hexa core i5, with 2.8 Ghz
speed or higher or equivalent or higher.
3 Chipset Chipset Compatible to the above Processor
4 Motherboard OEM Motherboard.
5 Memory 4GB DDR4 RAM or higher Expandable up to 8GB
6 Graphics Integrated Graphics or better
7 HDD 1TB SATA 7200rpm HDD or higher
8 Audio Integrated High Definition (HD) Audio with Internal /
external Speaker.
9 Optical Drive
(Optional) @
DVD Writer
10 Ethernet Integrated Gigabit Ethernet Connection (10/100/1000
Mbps.)
11 Wi-Fi 802.11/b/g/n
12 Ports 6USB ports or higher (Minimum 2 /USB 3.0/3.1), 1
Ethernet(EJ-45), 1 ?HDMI/display port,
headphone/microphone combo jack (3.5mm) VGA
13 Keyboard USB Keyboard (Same make as PC )
14 Mouse USE 2 button Optical Scroll mouse ( Same make as PC )
15 Slats 2 PCI /PCIe Slots or higher
16 Power Supply Minimum 180 Watts, 85% PSU
17 Monitor 19.5 inch (1440x900) Monitor; TCO 07 Certified (Same
Make as PC) or higher
18 Operating Systems Genuine Windows 10 Pro 64 Bit Preloaded
19 Antivirus Pre-Loaded with Latest version of Antivirus Symantec/
MacAfee/ e Trust/Kaspersky/escan/Trend Micro/Microsoft
Defender with 3 years License
20 Certification For OEM := ISO 9001, ISO 140001 or latest
For PC: Windows 10, Energy Star 6.0 EPEAT
21 Warranty 3 Years Onsite Comprehensive Warranty
Page 28 of 50
Annexure 5.2
Specification for Laptops
Sl.
No
Description Specifications Required
1 Make & Model <Specify>
2 Processor 8th Generation Intel core i5- (Quad Core, 1.6GHz, 6MB
3 Chipset Compatible Chipset.
4 Mother board OEM Motherboard with hardware TPM 1.2 or higher
5 Display 14.0” HD (1366x768), Anti –glare, LED backlight display or
higher
6 Ram 4GB DDR4 RAM or higher expandable up to 8GB
7 Hard Drive 1TB SATA 5400 rpm HDD or higher
8 Audio HD Audio, with stereo speakers.
9 Laptop casing Strong Hinges with PC/ABS Casing for longer durability and
stability for good quality support structure
10 WLAN Wireless LAN 802.11 AC with Bluetooth 4.0 or Higher
11 Network
Interface
Integrated Gigabit Ethernet (10/100/1000 Mbps)
12 Graphics
Controller
Integrat5ed Intel HD Graphics
13 Keyboard &
Touch pad
Spill Resistant Keyboard with Touch pad
14 Interfaces Card reader,1 USB 2.0/3.0
2 USB 34.1, VGA, HDMI/Display, Ethernet (R)-45) combo
Audio/Microphone jack
15 Battery Integrated Battery with Minimum 4 Hours Backup or Higher
16 Webcam &
Fingerprint
Integrated HD Webcam, Integrat5ed Fingerprint Reader
(Optional).
17 Security
Features
Power-on password, Hard Disk Password, Supervisor
Password, Lock slot
18 Operating
System
Preloaded Microsoft Windows 10 pro 64 Bit
19 Weight Less than 2.2Kg including Battery
20 Certifications For Laptop-windows 10, FCC, Energy Star, BIS
for OEM-ISO 9001, ISO 14001
21 Accessories With required accessories, connecting cables and AC adaptor
should be supplied.
22 Antivirus Pre-Loaded with Latest version of Antivirus Symantec/
MacAfee / e-Trust / Kaspersky / eScan / Trend Micro /
Microsoft defender with 3 years License
23 Warranty 3 Years Comprehensive Onsite warranty Including OS, Battery
& Adopter
Page 29 of 50
Annexure 5.3
Specification for Scanners
Sl
No
Specification Description
1 Scanner Type ADF + Flatbed (Composite )
2 Scan Speed 55+/-5PPM & above
3 ADF Capacity Minimum 100 Sheet
4 Scan Size AA & legal
5 Daily Duty Cycle Minimum 3000 Scan
6 Scanning Sensor ClS/CCD
7 Scanning Side Duplex
8 Scanning Modes 256 bit Level Grayscale & 24 Bit
Color
9 Scan Resolution Up to 600x600 dpi
10 Interface USB 2.0
11 OS Windows 10,32 and 64 bit
12 File Format Outputs PDF (Searchable), PDF, TIFF,
JPEG, BMP.
13 Warranty 3 Year Comprehensive on Site
Page 30 of 50
Annexure 5.4
Specification for 65” Display Units
Item description
Professional colour LED Display -65”
Sl.
No.
Specification
1 Technology: LED Backlit.
2 Display Size (Diagonal): 65” or higher
3 Aspect Ratio: 16:9
4 Resolution: HD 1920X1080 or higher
5 Panel Contrast Ratio: 4000: 1 or higher
6 Brightness: 450 Nits or better
7 Display Color: 8 bit-16 million colors or higher (OEM Certification
shall be furnished)
8 Input ports: Component/ Composite Video, DVI-HDMI (minimum 2)
VGA, RCA-audio (L/R) and Video, USB (minimum 2)
9 Output port for amplified audio output if internal speakers are not
provided: Min 2x5W RMS (10% THD MAX amplified audio output
using external ampli-speakers with enclosure, cables and connectors are
to be provided. If internal speakers are provided, the same shall be with
min. 2x5W RMS (10% THD MAX) audio output.
10 Communication port : RS 232C/LAN-Ethernet-RJ 45; WiFi,
11 Power supply requirement: 230V AC+-10% 50Hz (In case the display
is designed for a different voltage range, suitable stabilizer / LVC with
time delay relay and high voltage cut off shall be provided to make it
operable at 230V+/- 10%, 50Hz)
12 Certification: CE/UL
13 Accessories: AC power cord, User Manual, Remote control, wall mount
bracket, Necessary cables and connectors shall be provided to make it a
complete operable unit.
14 RoHS: The display shall be RoHS compliant.
15 24x7 Operation: The display shall be suitable for 24x7 operation OEM
certification shall be furnished to support the claim of suitability of
24x7 operation)
Page 31 of 50
SECTION – 6 FORMS OF TENDER, AND QUALIFICATION INFORMATION
Annexure –6.1 - TENDER FORM
e- Tender for supply, Installation and Commissioning of Desktops, Laptops, Scanners and 65” Display Units.
TO:
The Director
Fiscal Policy Institute, Kengeri, Bangalore – 560060.
Dear Sir,
Having examined the Tender Documents including Addendum Nos...............
[Insert, numbers], the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to perform supply, Installation and Commissioning of Desktops, Laptops, Scanners and 65” Display Units.......................................................
(Description of Services) in conformity with the said tender documents.
We undertake, if our tender is accepted, to perform the services in accordance with
the scope of work specified in tender document.
If our tender is accepted, we will obtain the guarantee of a bank in a sum equivalent
to 3% of the Contract Price in prescribed format.
We agree to abide by this tender for the Tender validity period specified in tender
document and it shall remain binding upon us and may be accepted at any time
before the expiration of that period.
Until a formal contract is prepared and executed, this tender, together with your
written acceptance thereof and your notification of award, shall constitute a binding
Contract between us.
We undertake that, in competing for (and, if the award is made to us, in executing)
the above contract, we will strictly observe the laws against fraud and corruption in
force in India namely “Prevention of Corruption Act 1988”.
We understand that FPI is not bound to accept any tender.
We confirm that we comply with the eligibility requirements as per the tender
document.
Date ---------. (Signature)
Tenderer / Authorised person
On behalf of --------------------------------
Page 32 of 50
Annexure 6.2
TECHNICAL BID (Check list)
Sl. No
Details required Uploaded (Yes/ No)
1 Name and address of the firm (Addresses of the head office and local
branch office should be given separately)
2 Year of establishment (Registration copy should be uploaded enclosed)
3 Name and address of the authorised person submitting the tender
whose photograph is affixed along with authorization and attestation
of Signature of the authorized person.
4 Document to prove that the bidder is the original equipment
manufacturer (OEM) or an authorized dealer of OEM
5 Previous experience in the format mentioned under Annexure 7.9
6 Annual turnover for the FY 2017-18, 2018-19 and 2019-20. (Certified by Charted Accountant)
7 Copy of the PAN card
8 Audited balance sheet and Profit and Loss account for the financial years 2017-18, 2018-19 and 2019-20.
9 Income Tax returns filed for the financial 2017-18, 2018-19 and
2019-20. IT returns may be furnished if filed. (Assessment Year 2018-
19,2019-20 and 2020-21)
10 GST Registration certificate.
11 Undertaking to compliance the Technical specifications, and warranty
12 List of service centers within Bengaluru (Annexure 6.12)
13 Banker’s details –
Name and Address, Branch Name, IFSC
code, MICR code, Type of account & No
Note:
1) Tenderer may note that non-submission of relevant supporting documents will
lead to rejection of their tender. It shall be ensured that all relevant supporting
Page 33 of 50
documents are submitted along with their tender in the first instance itself.
Evaluation may be completed based on the details so furnished without seeking
any subsequent additional information.
2) If the Tenderer has executed/completed similar nature of work (as called in
Experience Criteria of NIT (Notice Inviting Tender)), as a part of combined work
order, then it is the responsibility of the Tenderer to produce documentary evidence
from Client to establish the value and description of such works and that the
Tenderer meets the experience requirements of tender.
3) The Enclosures related to Sl. No. 1 to 13 must be self-attested and uploaded.
UNDERTAKING
1. I / We have read and agree to adhere by all terms and conditions of the
same.
2. I / We here by state that none of the employees of my/our organization is
a relative of any employee of FPI and that none of the employees of FPI
is a beneficiary of my/our organization including in the capacity as part-
time employee, agent, partner or shareholder.
Seal and signature of the Tenderer
(SCAN AND UPLOAD)
Page 34 of 50
Annexure 6.3: Technical Specifications declaration
Sl. No
Items Compliance (Yes/No)
1 Product quoted adheres to the specification listed in Section-5 Annexures 5.1 to 5.4
Yes/No
2 Product is compatible with OS mentioned in Technical specifications of Section- 5 Annexures 5.1 to 5.4 and has been configured and tested for Operating systems.
Yes/No
3 Name & Address of Tenderer with photograph Yes / No
4 A. Three (3) year’s Annual Turnover. B. Three (3) year’s Profit & Loss A/c. C. Three (3) year’s Balance Sheet.
Yes / No Yes / No Yes / No
5 EMD Declaration Yes / No
6 Copy of GST Registration Certificate (self-attested) Yes / No
7 Copy of Pan card enclosed (self-attested) Yes / No
8 Authorization letter of the Company in case the person signing the tender document is an authorized representative of the Company.
Yes / No
9 Self-attested copy of Aadhar card of Proprietor or Partner in case tenderer is proprietor or partner as proof of identity.
Yes / No
10 Work Completion / Satisfactory Performance Certificate from the clients.
Yes / No
11 Self-attested copy of Registration and incorporation particulars of the Company. (If Partnership or Proprietorship a copy of Partnership Deed / Registration certificated issued by local authorities).
Yes / No
12 Bank details furnished. Yes / No
13 Tendering document duly uploaded in all respects. Yes / No
Page 35 of 50
Annexure 6.4 - QUALIFICATION CRITERIA
1. The Tenderer shall be either proprietorship or partnership firm or a
company registered under the companies Act 1956 or a registered society
2. Average turnover of Rs. 12.5 lakhs and above per annum for the F/Y 2017-
18, 2018-19 and 2019-20.
3. The tenderer should have minimum of 3 years of experience in the field.
Enclose the experience certificate.
4. Copy of the PAN card of the firm has to be uploaded.
5. Audited balance sheet and Profit and Loss account for the years 2017-18,
2018-19 and 2019-20 has to be uploaded (preferably annual report of the
company)
6. EMD declaration has to be furnished.
7. Copy of Income Tax returns filed for the years 2017-18, 2018-19 and 2019-
20.
8. Previous experience in the format mentioned under Annexure 7.9.
9. GST Registration certificate to be uploaded.
10. All hardware Items (i.e., Desktops / Laptops / Scanners / Display Units) to
be delivered mentioned in Annexure-5.1 to 5.4 to Fiscal Policy Institute,
Bangalore-Mysore road, Kengeri Post, Kengeri, Bangalore-560060 the cost
of which to be borne by the bidder.
Page 36 of 50
Annexure 6.5: Manufacturer Authorization Form (for OEM)
(Should submit MAF for all the products proposed for this tender)
MAF (Manufacturer Authorization Form)
Date:
Ref. Number:
Director,
Fiscal Policy Institute,
Bangalore-Mysore Road,
Kengeri, Bengaluru 560060
Dear Sir/Madam,
SUB: Supply, installation, commissioning and maintenance of Desktops/ Laptops / Scanners / Display Units. ”
Reference: Tender No: <TENDER REFERENCE NUMBER> dated <DD/MM/YYYY>
We <Name of OEM Company> who are established and reputed manufactures of IT
Hardware ……..,……………………….,…………………………,……………………………,…….AND
…................, having factories at <Place of factory> .
We hereby extend our full warranty as per terms and conditions of the tender and or the
contract for all the equipment’s, software’s and licenses and services offered against
this invitation. We hereby commit to the tender terms and conditions and will not
withdraw our commitments during the process and or the period of contract as an OEM.
Yours Faithfully,
(Signature of the OEM)
Name:
Designation:
Seal:
Date: Business Address:
Page 37 of 50
Annexure 6.6: Manufacturer Authorization Form (for authorized partner)
Date:
Ref Number:
Director,
Fiscal Policy Institute,
Bengaluru-Mysore Road,
Kengeri, Bengaluru 560060
Dear Sir,
SUB: Supply, installation, commissioning and maintenance of Desktops/
Laptops / Scanners / Display Units”
Reference: Tender No: ……………………………………….Dated <DD/MM/YYYY>.
We authorize M/s ………………,at Bengaluru to offer their quotation, negotiate and
conclude the contract with you against the above invitation for tender offer and our
partnership exist for more than 2 years.
We hereby extend our full warranty as per terms and conditions of the tender and/or the
contract for the equipment and services offered against this invitation for tender offer by
the M/s ……………., <Full address>Bengaluru. We hereby commit to the tender terms and
conditions and will not withdraw our commitments during the process and/or the period
of contract. As OEM, if the successful bidder is unable to perform services as per contract,
OEM shall offer maintenance services or designate another agency as per tender/contract
for equipment offered and shall be responsible for execution of contract and shall be
eligible to receive payments as per payment schedule.
Yours Faithfully,
(Signature of the OEM)
Name
Designation
Seal
Date:
Business Address:
Page 38 of 50
Annexure 6.7 Undertaking on the Not Debarred Requirement - Bidder should submit
DD/MM/YYYY
To
Director,
Fiscal Policy Institute,
Bengaluru -Mysore Road,
Kengeri, Bengaluru 560060
Dear Sir,
Sub.: Undertaking on the not Debarred Requirement
We _________ hereby confirm that our firm/organization/company is not debarred by
the Government of Karnataka or any of its agencies for any reasons whatsoever, nor is
our firm/organization/company been debarred by Central / any other State/UT
Government or its agencies for indulging in corrupt or fraudulent practices or for
indulging in unfair trade practices or for backing out from execution of contract after on
award of work, as on bid submission date in the current year.
Sincerely yours
Authorized Signatory
Name and Designation
<< Bidder Name>>
Page 39 of 50
Annexure 6.8 - Turnover
[Auditor’s certificate shall be issued by the Chartered Accountant Firm/Chartered
Accountant who regularly audit the Company’s accounts in this format only]
TO WHOMSOEVER IT MAY CONCERN
This is to certify that the annual turnover furnished by << FIRM NAME >> for last 3 years
i.e. 2017-18, 2018-19 and 2019-20 as below. This is as per the Statement of Accounts
which has been duly verified by me and found correct.
(In Rs. Lakhs)
Financial
year
Total Turnover of the
Company
Turnover of the Company in
supply of Desktops and
Laptops.
2017-18
2018-19
2019-20
Chartered Accountant Name
Signature
Seal
Registration No
Page 40 of 50
Annexure 6.9: Performance Bank Guarantee format
PERFORMANCE GUARANTEE
Ref: Bank Guarantee No: Date:
To
Director,
Fiscal Policy Institute,
Kengeri - Mysore Road,
Kengeri, Bengaluru 560060
1. Against contract vide Advance Acceptance of the Tender No. ________ Dated ______
covering “<<title of RFP>>” (hereinafter called the said 'contract') entered into between
the Director, FPI, (hereinafter called the Purchaser) and M/s._________________ , and
having its Registered Office at ..................................................(hereinafter called the
Bidder) this is to certify that at the request of the Bidder we (name of the Bank / Branch
.........................................................) a body corporate constituted under the Banking
Companies [Acquisition and Transfer of Undertakings] Act, 1970 and having its,
Registered Office at..................................................................................... and a branch
office at ................................................................................................ are holding in
trust in favour of the Purchaser, an amount of Rs.......................(Rupees
................................................................................................................................only)
To indemnify and keep indemnified the Purchaser against any loss or damage that may
be caused to or suffered by the Purchaser by reason of any breach by the Bidder of any
of the terms and conditions of the said contract and/or in the performance thereof. We
agree that the decision of the Purchaser, whether by any breach of any of the terms and
conditions of the said contract and/or in the performance thereof has been committed
by the Bidder and the amount of loss or damage that has been caused or suffered by the
Purchaser shall be final and binding on us and the amount of the said loss or damage shall
be paid by us forthwith on demand and without demur to the Purchaser.
Page 41 of 50
2. We (Name of the Bank /Branch)........................................................ further agree that
the guarantee herein contained shall remain in full force and effect during the period that
would be taken for satisfactory performance and fulfillment in all respects of the said
contract by the Bidder i.e., till _________________ hereinafter called the said date and
that if any claim accrues or arises against us ______(Name of the Bank /Branch) by virtue
of this guarantee before the said date, the same shall be enforceable against us
.........................(Name of the Bank/Branch) notwithstanding the fact that the same is
enforced within six months after the said date, provided that notice of any such claim has
been given to us .....................(Name of the Bank/Branch) by the Purchaser before the
said date. Payment under this guarantee shall be made promptly upon our receipt of
notice to that effect from the Purchaser.
3. It is fully understood that this guarantee is effective from the date of the said contract
and that we........................ (Name of the Bank /Branch) undertake not to revoke this
guarantee during its currency without the consent in writing of the Purchaser.
4. We undertake to pay to the Purchaser any money so demanded notwithstanding any
dispute or disputes raised by the Bidder in any suit or proceeding pending before any
court or Tribunal relating thereto our liability under this present bond being absolute and
unequivocal.
5. The payment so made by us under this bond shall be a valid discharge of our liability
for payment there under and the Bidder shall have no claim against us for making such
payment.
6. We .....................(Name of the Bank / Branch) further agree that the Purchaser shall
have the fullest liberty, without affecting in any manner our obligations hereunder to vary
any of the terms and conditions of the said contract or to extend time of performance by
the Bidder from time to time or to postpone for any time or from time to time any of the
powers exercisable by the Purchaser against the said Bidder and to forebear or enforce
any of the terms and conditions relating to the said contract and we,
.....................................(Name of the Bank / Branch) shall not be released from our
liability under this guarantee by reason of any such variation or extension being granted
to the said Bidder or for any forbearance by the Purchaser to the said Bidder or for any
Page 42 of 50
forbearance and or omission on the part of the Purchaser or any other matter or thing
whatsoever, which under the law relating to sureties, would, but for this provision have
the effect of so releasing us from our liability under this guarantee.
7. This guarantee will not be discharged due to the change in the constitution of the Bank
or the Bidder.
Notwithstanding anything contained herein:
i) Our liability under this Bank Guarantee shall not exceed of
Rs............................... (Rupees in words only).
ii) The Bank Guarantee shall be valid up to ...........................; and;
iii) We........................................... (Name of the Bank / Branch) are liable to pay
the guaranteed amount or any part thereof under this Bank Guarantee only
and only if you serve upon us a written claim or demand on or before
##......................................
Authorised Signatory of the Bank
Signature
Full name/designation/ Address of the official and date
WITNESS NO. 1
Signature Full name/designation/ Address WITNESS NO. 2
Signature Full name/designation/ Address
Page 43 of 50
Annexure – 6.10
Proforma for Performance Statement for the last three years
File No………………. Date of Opening…………………. Time ……… Hours
Name of the Firm: ……………………………………………………………………………………………..
Orders placed by
(Full address of Purchaser)
Order No and Date
Description
Of similar goods
ordered
Value of
Order
Date of Completion of delivery
As per contract/
Actual
Remarks indicating
reasons for late
delivery, if any
Have the goods satisfactorily
functioning.(Attach a Certificate from the
Purchaser if any)
1 2 3 4 5 6 7
Signature and Seal of the Tenderer:
(SCAN AND UPLOAD)
Annexure – 6.11
Document to prove that the bidder is the Original Equipment Manufacturer (OEM) or
an authorized dealer of OEM
Sl No
Material Name Brand Name Dealership* certificate
Number
Date of validity
1.
Desktop
2.
Laptop
3.
Scanner
4.
65” Display Unit
*Scanned copy of dealership certificate is to be uploaded.
Page 44 of 50
Annexure – 6.12 List of service centers within Bangalore
Sl No
Name and Address of authorized Service Centre at Bengaluru for the goods to be
supplied
Phone No. and email ID
Annexure – 6.13 Authorization Letter in letter head
From,
--------------- --------------- --------------- To
The Director,
Fiscal Policy Institute, Mysore-Bangalore Road,
Kengeri Post, Kengeri Bangalore – 560060.
Sir,
Subject: Authorisation to sign the documents/agreements on behalf of M/s ----------
Mr/Mrs ------------------of M/s -----------------------is hereby authorized to sign
the documents/agreements on behalf of M/s ------------------
His/Her specimen signature is appended below.
1. -----------------
2. -----------------
3. ----------------
For M/s ---------------------------- Name and Signature with Seal
Page 45 of 50
Annexure-6.14
EMD Declaration
I, hereby submit a declaration that the tender submitted by the undersigned, on
behalf of the tenderer…………… (Name of the tenderer), shall not be withdrawn
or modified during the period of validity or extended period of validity.
I, on behalf of the tenderer……….. (Name of the Tenderer,) also accept the
fact that in case the tender is withdrawn or modified during the period of its
validity/extended validity period or if we fail to sign the contract in case the contract
is awarded to us or we fail to submit a Performance Security and Additional
Performance Security, if any, before the deadline fixed in the Tender Document,
then …………(name of the tenderer) will be debarred for participation in the
tendering process for the Procurements of this Procurement Entity for a period of
one year for the date default.
(Signature of the Authorised Signatory,
Official Seal)
Page 46 of 50
Annexure-6.15
FORMAT FOR UNDERTAKING REGARDING RESTRICTIONS ON PROCUREMENT FROM
A BIDDER OF A COUNTRY WHICH SHARES A LAND BORDER WITH INDIA
(To be submitted on the letterhead of the Tenderer)
[Date]
FROM: (Name of Entity) TO: (Name and Address of the Client)
______________________ _____________________________
______________________ _____________________________
Dear Sir:
Subject: Undertaking Regarding Restrictions on Procurement from a Bidder of a Country Which
Shares a Land Border with India
1. I have read the clause regarding restrictions on procurement from a bidder of a country which shares
a land border with India;
2. I certify that this bidder is not from such a country or, if from such a country, has been registered with
the Competent Authority.
3. I hereby certify that this bidder fulfills all requirements in this regard and is eligible to be considered.
(Where applicable, evidence of valid registration by the Competent Authority shall be attached.)"
Yours Faithfully,
Authorized Signature:
Name and Title of Signatory:
Name of the Tenderer:
Office Seal
Page 47 of 50
Section – 7
FINANCIAL BID
Commercial Bid Format
PRICE SCHEDULE
Annexure-7.1 (Amounts in Rs.)
Sl.
No.
Details of
equipment’s for
supply,
installation and
commissioning
Quanti
ty
Rate per Unit
(Including all
excluding
GST)
%
of
GS
T
Amount
of GST
Total
Amount
(4+6 in
figures)
Total
Amount
in
words
(7)
1 2 3 4 5 6 7 8
1
Desktops -
Dell/Lenova/hp
or Equivalent
01
2
Laptops -
Dell/Lenova/hp
or Equivalent
01
3 SCANNER 01
4 65” display unit 01
Note:
1. Tenderer should quote the Item wise cost in e-procurement portal
2. The 3-year warranty for the items supplied shall be from the OEM and in the
name of Director, Fiscal Policy Institute. The bidder shall submit warranty
certificates along with invoices.
3. We undertake, if our tender is accepted, to deliver the goods in accordance with
the delivery schedule specified in the Schedule of Requirements.
4. If our tender is accepted, we will obtain the guarantee of a bank in a sum equivalent
to 3% of the Contract Price for the due performance of the Contract, in the form
prescribed by the Client.
Page 48 of 50
5. We agree to abide by this tender for the Tender validity period specified in Clause
4.11 of Section-4 and it shall remain binding upon us and may be accepted at any
time before the expiration of that period.
6. Until a formal contract is prepared and executed, this tender, together with your
written acceptance thereof and your notification of award, shall constitute a
binding Contract between us.
7. We undertake that, in competing for (and, if the award is made to us, in executing)
the above contract, we will strictly observe the laws against fraud and corruption
in force in India namely “Prevention of Corruption Act 1988”.
8. We understand that you are not bound to accept the lowest or any tender you may
receive.
9. We clarify/confirm that we comply with the eligibility requirements as per the
tender documents.
10. I / we confirm that our Financial Tender is unconditional and that we accept all
terms and conditions specified in the Tender Document.
Page 49 of 50
Annexure-7.2
CONTRACT PRICE FOR ANNUAL MAINTENANCE AND REPAIR COST
AFTER WARRANTY PERIOD
A B C D E F
SL.
No.
Item Description Qua
ntity
Annual
Maintenance &
Repair Cost
excluding of GST
for each item for
first year
Annual
Maintena
nce
charges
excluding
of GST for
second
year in
Rupees
Total
D + E
1 Desktops - Dell/Lenova/hp or Equivalent 15
2 Laptops - Dell/Lenova/hp or Equivalent 05
3 SCANNER 02
4 65” display unit 05
1. We undertake, if our tender is accepted, to maintain the goods in accordance with
the AMC contract cost specified in the Schedule.
2. If our tender is accepted, we will obtain the guarantee of a bank in a sum equivalent
to.0.3% of the AMC in the form prescribed by the Client.
3. Until a formal contract is prepared and executed, this tender, together with your
written acceptance thereof and your notification of award, shall constitute a
binding Contract between us.
4. We undertake that, in competing for (and, if the award is made to us, in executing)
the above contract, we will strictly observe the laws against fraud and corruption
in force in India namely “Prevention of Corruption Act 1988”.
5. We understand that you are not bound to accept the lowest or any tender you may
receive.
Page 50 of 50
6. We clarify/confirm that we comply with the eligibility requirements as per the
tender documents.
7. I / we confirm that our Financial Tender is unconditional and that we accept all
terms and conditions specified in the Tender Document.
8. The rate and amount of GST may be indicated separately for AMC.
Authorized Signature:
Name and Title of Signatory:
Name of the Tenderer: