Copy - Matsya University

RAJ RISHI BHARTRIHARI MATSYA UNIVERSITY ALWAR BID FOR NON IT- WORK EXAM 2015-16

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Request for Proposal (RFP) for

Appointment of an Agency for NON-IT work related with IT work for Pre Examination and Post E xamination work

as describe in para “b” of Section IV- Scope of wo rk

for the year 2015-16 conducted by

Raj Rishi Bhartrihari Matsya University, Alwar


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Notice Inviting Tender NIT No. Dated :

Name & Address of the

Procuring Authority

• Name: Registrar, Raj Rishi Bhartrihari Matsya University,

Alwar

• Address: Girls Hostel Building, Babu Shoba Ram Govt. Arts

College Campus, Alwar

Name & Address of the

Officer In-charge (OIC)

• Name: Dr. Shashi Kant Gupta

• Designation: Head Examiner

• Address: Raj Rishi Bhartrihari Matsya University, Alwar

• Email : [email protected]

Subject Matter of

Procurement

Appointment of an Agency for NON-IT work related with IT work for Pre Examination and Post Examination work as describe in para “b” of Section IV- Scope of work

Bid Procedure Two-stage Two part (envelop) open competitive

Bid Evaluation Criteria

(Selection Method) Least Cost Based Selection (LCBS) - L1

Bidding Document

Availability

Offline: Tender form can be purchased on cash payment of Rs

1,000/- from the University office Alwar.

Online: http://sppp.raj.nic.in

• Bidding document fee: Rs. 1,000/- (Rupees One Thousand

Only) in Cash/ Demand Draft in favour of “Registrar, Raj Rishi

Bhartrihari Matsya University, Alwar payable at Alwar”

Bid Security

(Earnest Money Deposit)

and Mode of Payment

• Amount (INR): Rs 19,500 /-( Rupees Nineteen Thousand Five

Hundred Only)

• Mode of Payment : Banker’s Cheque or Demand Draft of a

Scheduled Bank in favour of “Registrar, Raj Rishi Bhartrihari

Matsya University, Alwar payable at Alwar”

Period of Sale of Bidding

Document (Start/ End Date)

• Start Date : 10.02.2016 from 11.00 AM

• End Date : 25.02.2016 upto 11.00 AM

Date/ Time/ Place of Pre-bid

Meeting

• Date & Time – 20.02.2016 at 12.00 Noon

• Place - Alwar at RRBMU Office.


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Registrar Raj Rishi Bhartrihari Matsya University,

Alwar

Submission Date of

Banker’s Cheque/ Demand

Draft for Tender Fee, Bid

Security

• Date: Upto 25.02.2016

• Time: Upto 12.00 Noon

• Place: Alwar at RRBMU Office.

Date/ Time/ Place of

Technical Bid Opening

• Date: 25.02.2016

• Time: 2.00 PM

• Place: Alwar at RRBMU Office.

Date/ Time/ Place of

Financial Bid Opening Will be intimated later to the Technically qualified bidders


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Table of Contents

Definitions and Acronyms ......................................................................................................................... 6

I. Brief Overview of the Project ....................................................................................................... 7

II. Instructions to Bidder .................................................................................................................... 7

1) Cost and Language of Bidding ......................................................................................................... 7

2) Selection Procedure ......................................................................................................................... 7

3) Packaging the Bid .......................................................................................................................... 8

4) Number of copies of the bid ......................................................................................................... 8

5) Authentication of Bid ..................................................................................................................... 8

6) Last date and time for receiving sealed offers .......................................................................... 8

7) Pre-bid Meeting (PBM) ............................................................................................................... 8

8) Amendment of BID Document ................................................................................................. 9

9) Financial Bid ................................................................................................................................. 9

10) Validity of Bids ......................................................................................................................... 9

12) Earnest Money Deposit ........................................................................................................ 10

13) Bid Evaluation Process ........................................................................................................ 10

14) Selection Method ................................................................................................................... 11

15) Disqualification ...................................................................................................................... 11

16) Execution of agreement ....................................................................................................... 12

17) Confidentiality ........................................................................................................................ 13

18) Cancellation of procurement process ............................................................................. 13

19) Code of Integrity for Bidders .............................................................................................. 14

20) Security deposit ..................................................................................................................... 15

21) Debarment from Bidding ..................................................................................................... 16

22) Right to very Quantities. ...................................................................................................... 17

23) Dividing quantities among one than more Bidder at t he time of award (In case of procurement of Goods) .................................................................................................................... 17

24) Monitoring of Contract ......................................................................................................... 17

III. Eligibility Criteria ....................................................................................................................... 18

IV. Scope of Work ............................................................................................................................ 19

V. Roles & Responsibilities ............................................................................................................. 32

VI. Terms of Payment ..................................................................................................................... 33

VII. Deductions .................................................................................................................................. 34

VIII. General Terms and Conditions of Tender ........................................................................... 35


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Annexure- I-Technical Bid ...................................................................................................................... 42

Annexure-II-Letter of undertaking/Declaration .................................................................................... 48

Annexure-III- Bid – Checklist ................................................................................................................. 49

Annexure-IV-Draft AGREEMENT ......................................................................................................... 50

Annexure-V-Compliance with the code of integrity and no conflict of interest ............................... 52

Annexure-VI- Declaration by the bidder regarding qualifications ..................................................... 53

Annexure-VII-Grievance redressal during procurement process ..................................................... 54

Annexure- VIII- Financial (Commercial) Bid ........................................................................................ 56


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Definitions and Acronyms

RRBMU Raj Rishi Bhartrihari Matsya University, Alwar

UNIVERSITY Raj Rishi Bhartrihari Matsya University, Alwar

BIDDER The eligible Bidder who will participate in Procuring process

EMD Earnest Money Deposit

IT Information Technology

PURCHASER Raj Rishi Bhartrihari Matsya University, Alwar

PROCURING ENTITY

Raj Rishi Bhartrihari Matsya University, Alwar

RFP Request for Proposal /Tender Document

SUPPLIER The bidder who will be finally selected and whose name the work order will be released

Exam Section An office of Head Examiner /Deputy / Assistant Registrar (Examination) in the RRBMU.

Secy Section An office of Examination cell Headed by Head Examiner/ Deputy / Assistant Registrar (Secrecy) in the RRBMU

UG Under Graduate Examination comprise of 3-4 year span.

PG Post Graduate Examination comprises of 2-3 year span.

NIT Notice Inviting Tender


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I. Brief Overview of the Project

The RRMB University has approx. 60,000 students registered per year to its 163

affiliated colleges under nearly 270 examinations Schemes / Papers. These examinations are

conducted on yearly pattern for the following course- B.A / B.Sc / B.Com / B.B.A / B.C.A /

Bio Tech / M.A / M.Sc / M.Com / L.L.B / DLL/ B.ed /B.A H’ons./ B.Sc H’ons./B.Com H’ons /part-

1,.of all these courses.

The number of students registered, no. of examination and the number of affiliated

colleges may be increase or decrease. This project involves providing data entry, preparation of

OMR, mark sheet, degree, scanning and processing OMR sheets etc. services mentioned in the

RFP for Pre and Post Examination work of RRBMU pertaining to academic year 2015-2016.

The bidder shall use Higher and Technical Education portal for online work related to

Pre and Post examination work provided by the University.

The project will help in building trust and faith in examination system besides bringing in

efficiency and effectiveness in examination process through greater transparency,

accountability, responsiveness and accessibility.

II. Instructions to Bidder

1) Cost and Language of Bidding

a) The Bidder shall bear all the cost incurred for preparing the proposal including expenses

of travel and lodging that may be required including collecting information from the

department and other communication required with the department regardless of the

outcome of the bidding process.

b) The Bid, as well as all correspondence and documents relating to the Bid exchanged by

the Bidder and the procuring entity, shall be written only in English Language.

Supporting documents and printed literature that are part of the Bid may be in another

language provided they are accompanied by an accurate translation of the relevant

passages in English/ Hindi language, in which case, for purposes of interpretation of the

Bid, such translation shall govern.

2) Selection Procedure

The bidding comprises of two bid system i.e. Technical Bid and Financial Bid. Two-stage

selection procedure shall be adopted that will proceed as follows:

o The first stage proposal will consist of Technical Bid & second stage will be the

Commercial Bid. Commercial Bids of Financial Bids of only technically qualified

bidders, based on evaluation of the Technical Bid, shall be opened. A decision as

to whether or not a Bidder will be technically qualified will be based on the Bidder's

experience.


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o Bid Security (EMD) will be as described in this RFP document.

o Each Bidder shall submit only one bid and bid must be delivered according to

schedule.

3) Packaging the Bid

The offer should be enclosed in a duly sealed envelope super scribed with bid reference

number, work name, due date and bidder name. The envelope should contain two separate

envelopes, the details of them are written below:

i. Envelope-I – Technical Bid, Tender Document Fee, Bid Security (EMD)

ii. Envelope-II - Financial Bid.

4) Number of copies of the bid

The Bidder is required to submit two copy of the Technical Bid in hard copy physically in

sealed envelope, clearly marking envelope as “Technical Bid”.

5) Authentication of Bid

The original and all copies of the Bid Document shall be computer laser printouts and shall be

signed by a person or persons duly authorized to bind the Bidder to the Contract. A duly

stamped Power-of-Attorney accompanying the Bid Document shall support the letter of

authorization. The person or persons signing the Bid Document shall initial all pages of the Bid

Document.

6) Last date and time for receiving sealed offers

The sealed offers should reach either by speed post or by hand to the address mentioned in

the Tender Notice before the last date and time mentioned in the NIT.

7) Pre-bid Meeting (PBM)

RRBMU, Alwar shall make best efforts to respond to any request for clarification for the Bid

Document to the prospective Bidders. Such requests are to be made in writing and are to be

received by the Head examiner RRBMU, Alwar at least 2 working days before the Pre-Bid

Meeting as per the date and time mentioned in the important dates and Information. The

clarification shall be made in writing to the extent possible. The format for request for

clarification is given below.

Bidder Name and Address

Date: Bid Reference No: Sr. No.

RFP page No RFP Clause Details Clarification Sought

1 2 3 4


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Queries not adhering to the format above or queries not received within the mentioned

deadline shall not be taken up at the Pre Bid Meeting. RRBMU, Alwar shall not be

responsible for any delay in receiving the clarification document including but not limited to

any delays like postal delays.

8) Amendment of BID Document

i. Amendment of Bidding Document-- Any amendment issued shall be part of the Bidding

Document and shall be communicated in writing to all Bidders who have obtained the

Bidding Document directly from the Procuring Entity. It shall also be uploaded on the

State Public Procurement Portal web site for prospective Bidders to download.

ii. To give prospective Bidders reasonable time in which to take an amendment into

account in preparing their Bids, the Procuring Entity may, at its discretion, extend the

deadline for the submission of the Bids, under due intimation to the Bidders who have

procured the Bidding Document from the Procuring Entity and also by uploading it on the

State Public Procurement Portal.

9) Financial Bid

Financial Bid should only indicate price without any condition or qualification whatsoever,

including all taxes applicable viz. CST/ST, VAT, Octroi etc. and For University office or

elsewhere under jurisdiction of the University but excluding service tax. Financial Bid

should contain the bill of quantity – BoQ (as per format given in the RFP ) and should be

submitted in the hard copy as described above. The financial offers should be complete in

all respects and it should not contradict with the Technical Offer in any manner. Bidders

should express the price of their services in Indian currency only. Prices must not be

indicated in the Technical Bid and must be quoted in the Financial Bid only.

10) Validity of Bids

Bids shall remain valid for 3 months after the date of technical bid opening. A Bid valid for a

shorter period shall be rejected as non-responsive.

11) The provisions of RTPP Act 2012 and Rules 2013 thereto shall be applicable for this

procurement. Further more, in case of any inconsistency in any of the provisions of this

bidding document with RTPP Act 2012 and Rules 2013 thereto, the later (RTPP Act 2012)

shall prevail.


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12) Earnest Money Deposit

i. The bidder has to submit an earnest money deposit (EMD) as mentioned in NIT. Bid

without earnest money, RFP will not be considered for acceptance.

ii. Earnest Money deposit of unsuccessful bidders shall be refunded soon after final

acceptance of successful bid and signing of agreement and submitting of performance

security.

iii. The earnest money/security deposit lying with the RRBMU in respect of other tender

awaiting approval or rejected or on account of contracts being completed will not be

adjusted towards earnest money/security money for the fresh tenders/RFP. The earnest

money may however, be taken into consideration in case tenders are re-invited for same

tender/RFP

iv. Earnest Money of the successful bidder will be released once the bidder signs the

agreement and furnishes the Security Deposit.

v. The Earnest money will be forfeited on account of one or more of the following reasons:

• when the bidder withdraws or modifies its bid after opening of bids;

• when the bidder does not execute the agreement, if any, after placement of

supply/ work order within the specified period;

• when the bidder fails to commence the supply of the goods or service or execute

work as per supply/ work order within the time specified;

• when the bidder does not deposit the security deposit within specified period

after the supply/ work order is placed; and

• if the bidder breaches any provision of code of integrity, prescribed for bidders,

specified in the bidding document.

vi. The EMD may be adjusted in the Security money by depositing the difference amount of

Security money or alternatively EMD could be refunded back by taking fresh Security

money.

vii. No interest will be paid by the University on the Earnest money/Security Deposit.

13) Bid Evaluation Process

i. Opening of bids: The Procuring Authority will open the bid in the presence of bidders or

their representatives who choose to attend, as per schedule.

ii. Correction of Errors: Price Bids determined to be substantially responsive will be

checked by the Procuring Authority for any errors. If there is a discrepancy between the

quoted rate in figures and the quoted rate in words, the rate in words will take

precedence.


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iii. The Financial Bid cover shall be kept unopened and shall be opened later on the date

and time intimated to the bidders who qualify in the evaluation of technical Bids.

iv. Evaluation & Tabulation of Technical Bids

a) The evaluation committee will evaluate all bids and shortlist the bidders who have

qualified as per the eligibility criteria as laid down.

b) The objective of the Technical Bid evaluation is to short list bidders who have the

technical competency/ experience/ skills / financial strength that are essential to roll out

the project.

v. Evaluation and Comparison of Financial Bids

a. The Procuring authority's evaluation of a financial bid will take price quoted for

project as final price.

b. The financial Bids of the bidders who qualified in technical evaluation shall be

opened at the notified time, date and place by the bid evaluation committee in the

presence of the bidders or their representatives who choose to be present

c. If the bid of the successful bidder is substantially below the Procuring Authority's

estimate for the contract, the Procuring Authority may require the bidder to produce

detailed price breakup to demonstrate the internal consistency and

justification/reasonability of those prices. After evaluation of the price analysis, the

Procuring Authority may require that the amount of the Security Deposit be

increased at the expense of the successful bidder to a level sufficient to protect the

Procuring Authority against financial loss in the event of default of the successful

bidder under the Contract.

14) Selection Method

Bidder would be selected on the basis of Least Cost Based Selection Method (LCBS) i.e.

L1 method, wherein an eligible bidder with adequate technical competence and the most

competitive (lowest or L1) rates / quote would be selected for the implementation of the

project.

15) Disqualification

Procuring Authority may in its sole discretion and at any time during the processing of RFP/

tender document, disqualify any bidder from the tender process if the bidder has:

• Submitted the tender after the schedule date and time.

• Not meeting eligibility criteria mentioned in the section 'Eligibility criteria'.

• Made misleading or false representations in the forms, statements and attachments

submitted in proof of the eligibility requirements.


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• Found to have a record of poor performance such as abandoning works, not properly

completing the contract, inordinately delaying completion, being involved in litigation or

financial failures, etc.

• Submitted tender which is not accompanied by required Earnest Money Deposit (EMD).

• Failed to provide clarifications related thereto, when sought.

• Submitted more than one tender. This will cause disqualification of all tenders submitted

by such bidders.

Bidders, who are found to canvass, influence or attempt to influence in any manner the

qualification or selection process, including without limitation, by offering bribes or other illegal

gratification shall be disqualified from the process at any stage.

A Bid not valid that are not as per section 'Bid Evaluation Process' and will be

considered as non-responsive and would be disqualified.

16) Execution of agreement

i. A procurement contract shall come into force from the date on which the letter of

acceptance or letter of intent is dispatched to the bidder.

ii. The successful bidder shall sign the procurement contract within a period specified in the

bidding document or where the period is not specified in the bidding document then

within fifteen days from the date on which the letter of acceptance or letter of intent is

despatched to the successful bidder. Work is of strict confidential nature so Bidder will

have to sign a Memorandum of Understanding with university in this regard with in a

week of issue of work order.

iii. If the bidder, who’s Bid has been accepted, fails to sign a written procurement contract

or fails to furnish the required performance security within specified period, the procuring

entity shall take action against the successful bidder as per the provisions of the RTPP

Act 2012 and Rules 2013. The procuring entity may, in such case, cancel the

procurement process or if it deems fit, offer for acceptance the rates of lowest or most

advantageous bidder to the next lowest or most advantageous bidder, in accordance

with the criteria and procedures set out in the RFP document.

iv. The bidder will be required to execute the agreement on a non-judicial stamp of

specified value(that will not below Rs. 500/-) at its cost and to be purchase from

anywhere in Rajasthan only.


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17) Confidentiality

i. Notwithstanding anything contained in this bidding document but subject to the

provisions of any other law for the time being in force providing for disclosure of

information, a procuring entity shall not disclose any information if such disclosure, in its

opinion, is likely to: -

• impede enforcement of any law;

• affect the security or strategic interests of India;

• affect the intellectual property rights or legitimate commercial interests of bidders;

• affect the legitimate commercial interests of the procuring entity in situations that

may include when the procurement relates to a project in which the procuring entity

is to make a competitive bid, or the intellectual property rights of the procuring entity.

ii. The procuring entity shall treat all communications with bidders related to the

procurement process in such manner as to avoid their disclosure to competing bidders

or to any other person not authorised to have access to such information.

iii. The procuring entity may impose on bidders and sub-contractors, if there are any for

fulfilling the terms of the procurement contract, conditions aimed at protecting

information, the disclosure of which violates (i) above.

iv. In addition to the restrictions specified above, the procuring entity, while procuring a

subject matter of such nature which requires the procuring entity to maintain

confidentiality, may impose condition for protecting confidentiality of such information.

v. The work is of STRICTLY CONFIDENTIAL NATURE. As such the successful bidder

shall be required to keep utmost secrecy in processing the data, working out and

declaration of results etc.. Any leakage of awards and results prior to the declaration of

results by the University or Change of Marks etc. by any means or ways will be VIEWED

SERIOUSLY, including black-listing of the firm, imposition of penalty, criminal

proceedings etc. including recovery of any financial loss to deal further of the work.

18) Cancellation of procurement process

i. If any procurement process has been cancelled, it shall not be reopened but it

shall not prevent the procuring entity from initiating a new procurement process

for the same subject matter of procurement, if required.

ii. A procuring entity may, for reasons to be recorded in writing, cancel the process

of procurement initiated by it -

a) at any time prior to the acceptance of the successful Bid; or

b) after the successful Bid is accepted in accordance with (iv) and (v) below.


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iii. The procuring entity shall not open any bids or proposals after taking a decision

to cancel the procurement and shall return such unopened bids or proposals.

iv. The decision of the procuring entity to cancel the procurement and reasons for

such decision shall be immediately communicated to all bidders that participated

in the procurement process.

v. If the bidder who’s Bid has been accepted as successful fails to sign any written

procurement contract as required, or fails to provide any required security for the

performance of the contract, the procuring entity may cancel the procurement

process.

vi. If a bidder is convicted of any offence under any Act or law, procuring entity may:

-

a) cancel the relevant procurement process if the Bid of the convicted bidder has been

declared as successful but no procurement contract has been entered into;

b) rescind (cancel) the relevant contract or forfeit the payment of all or a part of

the contract value if the procurement contract has been entered into between the

procuring entity and the convicted bidder.

19) Code of Integrity for Bidders

i. No person participating in a procurement process shall act in contravention of the code

of integrity prescribed by the State Government.

ii. The code of integrity include provisions for: -

a) Prohibiting

• any offer, solicitation or acceptance of any bribe, reward or gift or any

material benefit, either directly or indirectly, in exchange for an unfair advantage

in the procurement process or to otherwise influence the procurement process;

• any omission, including a misrepresentation that misleads or attempts to

mislead so as to obtain a financial or other benefit or avoid an obligation;

• any collusion, bid rigging or anti-competitive behaviour to impair the

transparency, fairness and progress of the procurement process;

• improper use of information shared between the procuring entity and the bidders

with an intent to gain unfair advantage in the procurement process or for

personal gain;

• any financial or business transactions between the bidder and any officer or

employee of the procuring entity;


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• any coercion including impairing or harming or threatening to do the same,

directly or indirectly, to any party or to its property to influence the procurement

process;

• any obstruction of any investigation or audit of a procurement process;

b) disclosure of conflict of interest;

c) disclosure by the bidder of any previous transgressions with any entity in India or

any other country during the last three years or of any debarment by any other

procuring entity.

iii. Without prejudice to the provisions below, in case of any breach of the code of integrity

by a bidder or prospective bidder, as the case may be, the procuring entity may take

appropriate measures including: -

a) exclusion of the bidder from the procurement process;

b) calling-off of pre-contract negotiations and forfeiture or encashment of bid security;

c) forfeiture or encashment of any other security or bond relating to the procurement;

d) recovery of payments made by the procuring entity along with interest thereon at

bank rate;

e) cancellation of the relevant contract and recovery of compensation for loss incurred

by the procuring entity;

f) debarment of the bidder from participation in future procurements of the procuring

entity for a period not exceeding three years.

20) Security Deposit

i. Successful bidder will have to execute an agreement on a Non-Judicial Stamp within a

period of 15 days from the date on which letter of acceptance or letter of intent is

despatched to successful bidder and security deposit within 15 days from the date of

despatch on which acceptance of the bid is communicated to him.

ii. Successful bidder shall deposit the security deposit as follows:

• 5% of estimated tender value as mentioned above point(i).

• The form of security money shall be as Bank Draft/ Bankers Cheque in favour of

Registrar, Raj Rishi Bhartrihari Matsya University, Alwar, Rajasthan

iii. No interest will be paid by the RRBMU to the successful bidder on the EMD & Security

Deposit in any case including unsuccessful BID.

iv. Failure of the selected Bidder to comply with the requirements shall constitute sufficient


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grounds for the annulment of the award and forfeiture of the Security deposit.

v. Forfeiture of Security Deposit

a) Forfeiture of Security Deposit: Security amount in full or part may be forfeited in

the following cases:

� When the terms and conditions of contract is breached.

� When the bidder fails to make complete work satisfactorily.

� if the bidder breaches any provision of code of integrity, prescribed for

bidders, specified in the bidding document.

� If any leakage of confidentiality of work awarded to the bidder is found.

vi. Failure of the successful bidder to comply with the requirement of the contract, shall

constitute sufficient grounds for the annulment of the award and forfeiture of the bid

security, in which event the RRBMU may make the award to the next lowest evaluated

bidder or call for new bids.

vii. The Security Deposit, which is deposited for the project, will be returned back after 6

months of successful completion of the project after deducting the dues if any.

21) Debarment from Bidding

i. A bidder shall be debarred by the State Government if he has been convicted of an offence

• under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

• under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law for

the time being in force, for causing any loss of life or property or causing a threat

to public health as part of execution of a public procurement contract.

ii. A bidder debarred under (i) above shall not be eligible to participate in a procurement

process of any procuring entity for a period not exceeding three years commencing from

the date on which he was debarred.

iii. If a procuring entity finds that a bidder has breached the code of integrity prescribed in

terms of “Code of Integrity for bidders” above, it may debar the bidder for a period not

exceeding three years.

iv. Where the entire bid security or the entire performance security or any substitute thereof,

as the case may be, of a bidder has been forfeited by a procuring entity in respect of any

procurement process or procurement contract, the bidder may be debarred from

participating in any procurement process undertaken by the procuring entity for a period

not exceeding three years.

v. The State Government or a procuring entity, as the case may be, shall not debar a


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bidder under this section unless such bidder has been given a reasonable opportunity of

being heard.

22) Right to very Quantities.

i. At the time of award of contract, the quantity of Goods, works or services originally

specified in the Bidding Document may be increased or decreased by a specified

percentage, but such increase or decrease shall not exceed twenty percent, of the

quantity specified in the Bidding Document. It shall be without any change in the unit

price or other terms & conditions of the Bid and the conditions of contract.

ii. If the Procuring Entity does not procure any subject matter of procurement or procures

less than the quantity specified in the Bidding Document due to change in

circumstances, the Bidder shall not be entitled for any claim or compensation except

otherwise provided in the Conditions of Contract.

iii. In case of procurement of Goods or services, additional quantity may be procured by

placing a repeat order on the rates and conditions of the original order. However , the

additional quantity shall not be more than 25% of the value of Goods of the original

contract and shall be within one month from the date of expiry of last supply. If the

Service Provider fail to do so, the Procurement Entity shall be free to arrange for the

balance supply by limited Bidding or otherwise and the extra cost incurred shall be

recovered from the Service Provider.

23) Dividing quantities among one than more Bidder at the time of award (In case of

procurement of Goods)

As a general rule all the quantities of the subject matter of procurement shall be procured from

the Bidder, whose Bid is accepted. However, when it is considered that the quantity of the

subject matter of procurement to be procured is very large and it may not be in the capacity of

the Bidder, whose Bid is accepted, to deliver the entire quantity or when it is considered that the

subject matter of procurement to be procured is of critical and vital nature, in such cases, the

quantity may be divided between the Bidder, whose Bid is accepted and the second lowest

Bidder or even more Bidders in that order, in a fair, transparent and equitable manner at the

rates of the Bidder, whose Bid is accepted.

24) Monitoring of Contract


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An officer not below the rank of Head Examiner or a committee of officers named Contract

Monitoring Committee (CMC) may be nominated by procuring entity to monitor the progress of

the contract during its delivery period.

III. Eligibility Criteria The bidder shall adhere to following eligibility criteria:-

S.No. Criteria

Proof of Documents

1. The bidder shall be registered, technically sound, experienced, and should have sufficient infrastructure and goodwill in market to complete work in time.

Attach self declaration

2. The bidder should be an ISO:9001/ISO:27001 certified company/Bidder in the area of examination processing.

Attach certificate issued by the competent authority

3. The bidder should be established, reputed and reliable Bidder in the field of data processing in particular.

Minimum experience in providing services for University (UG/PG/Prof.) examination work shall be minimum 03 years of two state funded Universities for the period 2011 - 2014.

*The bidder should have completed the work of at least 50000 candidates per year

*The experience should include data entry for Pre & Post examination using on line method for form filling, and OMR technology for award posting and evaluation etc. etc. of the University.

Attach copies of the work orders/contracts/ Work Completion certificates clearly indicating total value of work, deliverables and scope of work for the projects without which the Bidder's bid will liable to be rejected.

4. Bidder has at least one year experience, in the area of answer book preparation related works like putting fictitious number, scanning flaps, decoding etc. of the state funded University

Attach copy of document showing experience.

5. Annual turnover should be Rs. 20 lacs per year for

Attach copy of audited


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S.No. Criteria

Proof of Documents

last three financial years i.e. FY 2012-13, 2013-14 & 2014-15. Audited copies of Balance Sheet of last three financial years must be enclosed with the Technical Bid. In case of audited accounts for financial year 2014-2015 is not available, certificate from CA must be enclosed with technical bid.

Balance Sheet for FY 2012-13

Attach copy of audited Balance Sheet for FY 2013-14

Attach copy of audited Balance Sheet c for FY 2014-15

Attach certificate from CA for FY 2014-15 (if required)

6. The bidder must not be black listed by any government/ PSU/ Board/ University. Bidder has to submit undertaking in this regard.

Attach undertaking on Bidder's letter head

7. The bidder has to provide a copy of Service Tax registration certificate, Service tax clearance certificate and PAN card. The Sales Tax / VAT registration number should be quoted and VAT clearance certificate from the commercial taxes officer of the circle concerned shall be submitted.

Attach copy of the following :

Service Tax registration certificate

Service tax clearance certificate

PAN card

VAT clearance certificate

8. The bidder has to submit the proposed team structure with roles and responsibilities of the team deployed

Attach team structure

9. (i) Attested copy of Partnership deed in case of partnership Bidder. (ii) Registration number and year of registration in case of partnership Bidder is registered with registrar of Bidder.

Attach relevant copies

10. The bidder must submit at least three reference/certificate for satisfactory services from the Universities where they have carried out the examination work during past 3 years.

Attach first reference

Attach second reference

Attach third reference

IV. Scope of Work


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The scope of work of the selected bidder mainly constitute of data entry in online portal,

preparation of mark sheets, OMR award sheet, answer sheet, scanning & processing OMR etc.

which includes the computer work of Pre and Post examination. The department will facilitate the

bidder with the Higher and Technical Education portal to perform and complete all the Online

work for Pre and Post Examination/revaluation process. The detailed scope of the work is

provided below.

The tender period which is one exam year could be extended to next exam year by

mutual agreement of both the parties, if work done satisfactorily by the Bidder.

The detailed scope of work is categorized into 2 parts as-

a) Online work- The selected bidder shall use the Higher and Technical Education

portal to complete following IT related work for Pre and Post Examination/revaluation.

The selected bidder shall deploy sufficient hardware (computer, printer, scanner etc.),

manpower to do the data entry work on the online portal.

S No Description

Pre- Examination

1) The portal will provide online form for various examinations to students/university with

the option of upload photo, signature and eligibility document (if required) of the

applicant. The portal will provide option to student to deposit fee through E-Mitra kiosk

or/and online banking.

2) The data of all classes shall be updated in the portal. The checklist shall be prepared

and generated in the portal. The selected bidder shall provide the checklist to the

University officials. The selected bidder shall made the necessary corrections and

update the data as per corrections made by the University in the checklists.

3) The portal shall assign a centre to each candidate based on details in database file

and as per direction of the University.

4) Sitting statement (Plan) class-wise/ Centre-wise/ subject-wise /paper-wise/ Roll

numbers-wise shall be generated by the portal

5) The roll number for each student college wise shall be generated by the portal of

Regular / Non-Collegiate candidates.

6) The students shall be able to download the admission cards (excluding the debarred

candidates as per list of the University) along with Time Table of Examination from the

portal, as approved by the University college wise.

7) The selected bidder shall fill the attendance sheet centre wise in the portal to identify

and feed the absentees cases.

8) Portal shall be able to generate the enrolled students and Exception report of

candidates who have not been enrolled as members of the University for all


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S No Description

examinations.

9) Various Statistical reports i.e. exam wise, faculty wise, category wise like SC, ST,

OBC, Gen., Male, Female, Total etc. Other Registration summary (statistical

statement) shall be generated by the portal, as required by the University.

10) Portal shall provide facility to upload Syllabus, Online filling short profile of colleges in

the portal. Consolidation and Preparation of College/Centre list

11) Portal will provide interface to view college wise/ exam wise examination statistical

information on the portal.

12) SMS to all the students regarding their examination, centre and result status. SMS for

different kind of activities.

13) Generation of Question paper dispatch advice in date wise, center wise, as per

instruction given by the University.

14) The portal will make available the pre-exam data of all candidates appearing at main

exam 2016 in the form of online correction advice so that the candidate concerned

could check the data online and if any error is noticed, he/she could intimate the

correction online with sending hard copy along with proof to the University. The

University will check and verify the correction intimated as per record and thereafter

the selected bidder will incorporate the correction in the portal.

Post Examination

15) The selected bidder shall supply the Consolidated numerical returns of the candidate

appearing in each paper (subject-wise) and center-wise to the University along with

the question paper statement and 1stlot of center-wise question paper dispatch advice

on the same day when the final Roll Lists are supplied and updated in the portal.

16) Generation of exception list (exam wise/subject wise/paper wise)

17) Updating of Roll data incorporating all the corrections received upto updation time in

the portal.

18) The selected bidder shall use portal to create fictitious no for Answer books. The portal

will keep record of original roll no against fictitious roll no.

19) The scanned data of OMR award sheets and OMR answer sheets (Elementary

computer Application and Environmental studies subjects) will be mapped in the

portal.

20) The awards to fictitious roll no will be updated against the actual roll no in the protal

21) The final result would be generated through the portal as per University rules and

ordinances and as per directions by the University. Result preparation would involve

followings -


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S No Description

a. Prepare tabulation register in specified format, generation of marks sheet for each

candidate with photograph and other details as specified and directed by the

University

b. Prepare press release along with provisional merit list of 10 merit orders.

c. Provide result available on line as per format specified by the University.

d. Provide the TR through portal

22) Publish of result status of the student on website.

23) Generation of various Statistical reports i.e. exam wise, faculty wise, category wise like

SC, ST, OBC, Gen., Male, Female, Total, result status etc. Other Registration

summary (statistical statement) through portal.

24) Generation of Check List of Merit List with address of the student as per University

rules

25) Generation of Provisional/Final Merit List with address of the student after making

correction.

26) Publish Provisional and final merit list exam wise on website

27) Generation of data of Regular/Ex/Non-collegiate candidates, declared eligible to

appear at next higher Examination of 2017

28) Generation of Roll list of the candidates who have been declared eligible for

Supplementary Examination

29) Calculation of Revised Marks , Duplicate marks , Advance marks in the portal

Re-Evaluation and Scrutiny Exam

30) Online Form filling for revaluation by the students in the portal. Portal shall be able to

trace the registration of application in duplicate.

31) Checking of OMR award sheets received from the revaluators and updation of awards

in the portal.

32) Generation of Revaluation / scrutiny statement

33) Result Processing through the portal

34) Display of result status of the student on website.

35) Generation of Tabulation Register (TR) through portal

36) Statistical reports regarding result change, no change status etc. Other statistical

statement as required by the University.

Degree Writing

37) The portal will support to retrieve the data of successful candidates from main exam


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S No Description

data

38) The portal will be able to generate the mark-sheet data of the successful candidates.

39) Publish list of successful candidates on college websites

Note:- This IT work will not cover under this RFP but taken under consideration for reference of

Non IT work as below.

b) Non-IT work

The selected bidder has to perform following Non-IT activities under its scope of work :

S No Description

ENROLLMENT WORK FOR THE CANDIDATES OF SESSION 2015 -16

1) The selected bidder shall be required to punch the data of enrolment forms in the portal

(if required). It shall prepare and supply the check list ( A4 cut sheet) to University,

update the data from corrected checklist, preparation of finally corrected check list,

preparation of Enrolment registers, Enrolment/eligibility certificates. The selected bidder

shall print enrolment/eligibility certificates and enrolment registers on pre-printed

stationary of 80 GSM maplitho paper of size 15"x12", as per content and format

approved by the University.

PRE – EXAMINATION

2) The selected bidder shall provide print out of checklist (College-wise and category

wise) on 15x12x2 “ size sheet as desired by the University.

3) The selected bidder shall provide blank OMR Award sheets in 8." x 11” size on 100

GSM Maplitho Paper (Foil and counter foil) Centre-wise and Paper-wise for theory and

practical exams separately. The OMR sheets shall be designed and printed as per

format approved by the University.

4) Bidders are also required to send specimen of their printed material with their GSM and

paper quality along with the tender.

5) Question paper dispatch advice (generated by portal) in date wise, center wise, as per

instruction given by the University Question paper statement paper-wise - 6 copies for

each examination.

6) Packing advice (generated by portal) for centre-wise dispatch of Question Papers as

per programme of examinations in 5 to 10 lots, as per instructions of the University - in

3 copies.

7) Centre wise dispatch advice (generated by portal) for dispatch work of answer-books

packets of Main and Supplementary exam. 2016.

8) The selected bidder shall provide print out of following items (including but not limited

to)-


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S No Description

i. Final Roll List in 3 copies for each examination to be provided after updating

the data consequent upon revaluation, if any.

ii. Numerical returns paper-wise and center-wise in 3 copies for each

examination.

iii. Alphabetical list in 2 copies of all regular/Non-collegiate candidates along

with their Roll No., Enrolment No

iv. Subject-wise and college/centre wise lists of Roll Nos, Name, Father's Name

of Regular / Non-Collegiate candidates and attendance sheet due to appear

in practical exam. along with addresses of Non-collegiate Students and

space for signature of candidates - 6 copies.

v. Exception report of candidates who have not been enrolled for all

examinations - 2 copies.

vi. Registration summary - 6 copies for each examination as per format

approved by the University.

9) Provide paper-wise Roll Numbers of each and every center for seating arrangement

purpose

10) The selected bidder shall provide printed sheets for the packets for each examination

for each center in adequate number to be used by center as per format approved by

the University.

11) The selected bidder shall provide printout of final roll list generated by portal in triplicate

in the format specified by the University, on fanfold paper of 17*12*3 size within three

days of receipts of checked basic roll list.

12) The selected bidder shall provide printout of query letters in duplicate wherever

required for seeking information for correcting or updating the data in the portal.

13) The centre wise and paper wise attendance sheets shall be supplied in 3 copies in the

format approved by the University including glazed brown envelope for keeping inside

the attendance sheets. After Examination, one copy shall be retained by the Exam.

Centre, one will be retained by the University and one shall be used to identify and feed

the absentees cases in the portal.

WORK OF REVALUATION AND SCRUTINY

14) The selected bidder shall supply subject & paper wise OMR award sheets (foil &

counter foil) with fictitious Roll No (generated by portal if required) on 100 GSM

Maplitho paper of size 8 1/2”X 11” separately for revaluation and scrutiny in the formats

approved by the University and other relevant statements.


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S No Description

15) Print and supply Revaluation/Scrutiny forms along with OMR Sheets number (OMR

sheets to be given same numbers as printed on the examination forms) as per

University specifications and to be printed on both sides of 100 GSM Maplitho envelope

to be done on one side, it should be of glazed brown paper of 60 GSM. OMR sheet

along with examinations forms shall be kept inside the envelope by the selected bidder.

Revaluation & Scrutiny forms be numbered as per OMR sheet on 70 GSM Green

ledger paper, as per format and content approved by the University, size of 8½"x13½"

with printing on both side (including composing, printing, cutting and cost of paper).

16) The selected bidder shall provide each paper wise list of fictitious roll numbers showing

the packet number for answer books to be revaluated.

17) Different fictitious nos shall be allotted for the cases applying for revaluation by the

University. The Bidder will be required to generate fictitious no. series different from the

main examination through the portal and prepare OMR award sheets (foil & counter

foil) as per the new fictitious number series.

18) The selected bidder shall prepare revised mark-sheets with photo for candidates of final

classes and without photo for other Exams.

19) The selected bidder shall provide Tabulation Register on pre-printed stationary in the

format (approved by the University) - 3 copies of each examination.

20) The selected bidder shall provide 2 copies of the form 77 and press release. The bidder

shall print the revaluation result data on mark sheet and letter for each applicant.

21) The selected bidder shall arrange delivery of the letter and mark sheet with stickers of

address of candidates for dispatch of original mark sheet at University.

POST EXAMINATION

22) The selected bidder should furnish information regarding their punching capacity and

daily / hourly output of the OMR scanners.

23) The selected bidders are required to supply sample of scanned OMR sheets with the

fictitious data provided by the University along with the checklist.

24) The selected bidder shall provide in duplicate the packets collection list center wise for

each day of examination.

25) The University shall handover the OMR sheet envelopes received from examiners on

regular basis to the selected bidder.

26) The selected bidder shall check the contents of packet and report

exception/discrepancy, if any, to the University office (In charge, Collection and

Distribution Team) immediately.


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S No Description

27) The selected bidder will also supply box type envelopes for packing of the examiner

wise/ paper wise flaps of answer books for being sent to the Computer Centre of the

selected bidder.

28) The selected bidder will provide paperwise/class wise series of fictitious Roll Nos

generated by the portal along with Fictitious Roll No-wise award sheets (foil and

counter foil) on 100 GSM Maplitho paper.

29) The selected bidder will prepare Roll Nos- Fictitious No. data generated with the

support of portal as soon as it receives flaps of answer books. The selected bidder shall

establish a computer with at least two computers operators at the University premises

time being for the purpose. Centre will be internet connected and other requirements

will be made by the selected bidder itself. Centre will complete the work of punching of

roll nos. with Fictitious. No.

30) The selected bidder will supply cloth bags/jute bags of proper strength for packing &

carrying up to 300 answer books for being sent to Examiners (size of bags may very for

carry number of answer-books).

31) The selected bidder shall deploy at least 2-3 fictitious no. printing/scanning machines

for answer books.

32) The selected bidder shall involve in the preparation of answer books in the following

manner:

i. Collection of written Answer books packets with attendance sheets from

secrecy section

ii. Counting and verification of Answer books received with attendance sheets.

iii. Answer books are shuffled, Printing of fictitious roll numbers at 3 specified

places on the cover page of each answer book.

iv. Tearing roll number flap from the Answer books

.

33) Supply of good quality polythene packets with following material:

i. OMR award sheet bearing fictitious roll number of corresponding packet.

ii. Three good quality craft paper/cloth lined envelopes for OMR sheet, one

craft paper envelope (33x18 cm.) for foil, one craft paper envelope (33x10

cm.) for counter foil and one cloth lined outer envelope (36x20 cm) of same

GSM as per the samples.

iii. Sticker for placing in the transparent packet of the bag with following

information:

a) Packet no.


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S No Description

b) Examination Name c) Paper code d) No. of Answer books.

iv. One polythene envelope containing sticker with above details, award sheet,

question paper,

v. Address tags of examiner for sending them the answer books

vi. Examiner bill form and any other forms supplied by the University.

34) Placing the polythene envelope in the bag along with the Answer books and packing / strapping the bag.

35) Marking the packet no. / Subject / paper code on the bag.

36) On receiving awards (foils) from the University, the selected bidder will scan the OMR

sheets, update the awards in the portal and prepare tabulation register of marks

fictitious number wise and convert it to roll number wise register of marks by using roll

number fictitious number data with the help of portal.

37) The selected bidder shall make double scanning for valuation of the OMR

Sheets/double punching in case of manual award sheets and finally marks to be taken

after matching both of them and verification. In case of any error detected in I and II

scanning/punching of awards it should be finally got verified/approved by the

supervisory/higher level official staff of the selected bidder. The selected bidder will

ensure that 100% accuracy is maintained and no chance of mistake/manipulation

should be left. The final scanned data will be shared with the Higher and Technical

Education team in electronic format (excel or API to be integrated with scanning device)

38) (a) The selected bidder shall provide pre-numbered pre-printed mark-sheet stationary

on 105 GSM parchment paper of size 7."x8" by original ink cartridge with security

features of MICR Coding, Rainbow printing, UV Signature, different fonts in

background, Micro line border, copy 'N' check feature (as per specifications approved

by the University). Record of mark-sheets printed/used/cancelled/blank shall be

submitted to the University at the end of Exam. 2015-16 work.

(b) The selected bidder shall arrange to provide all correction mark sheets on the pre-

printed stationery as per corrections informed by the University. All corrections mark

sheets will be delivered to the University on next day of corrections informed.

(c) The selected bidder will also provide mark sheets of RL cases, RW/UM cases etc.


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S No Description

as per directions of the University.

39) Press release of results of every examination along with provisional merit list of first ten

position holders - 9 copies of each examination.

40) The bidder shall also provide print out of the following lists:

i. Class-wise merit list after incorporation of correction and revaluation results up

to first 100 candidates (including RW cases) at UG level and 20 candidates at

PG level-3 hard copies and one CD of each examination.

ii. Subject-wise statistics - 3 copies of each examination.

iii. Consolidated statistical data - 3 copies of each examination as per University

direction.

iv. Roll list of the candidates who have been declared eligible for Supplementary

Examination in 3 copies of each examination.

v. List of RL candidates - 3 copies for each exam

41) The selected bidder shall provide 12 print outs of press record.

SUPPLY & ASSESSMENT OF OMR SHEETS FOR MULTIPLE CHOI CE QUESTION PAPER

42) OMR sheets for multiple choice objective type question papers (100/120 Questions)

are to be supplied for following compulsory papers for Regular, and Non-collegiate

candidates of BA/B.Sc/B.Com/Other UG-Pt-I/B.Ed. Examination of this University for

the year 2016 in following papers:

a) Elementary Computer Applications

b) Environmental Studies

43) The OMR sheets shall be supplied after pre-scanning and checking with scanning

numbers only printed on the sheets.

44) The selected bidder shall provide centre wise packing of OMR as per details provided

by the secy-section of the University for sending it to each Exam. Centre. Excess

number/balance OMR sheets must be packed together with wrapper paper and serial

no. range, paper code and nomenclature of paper in bundles of 100 each and should


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S No Description

be delivered to University GAD store.

45) Question paper of Elementary Computer Application may contain 100 questions, and

the Question Paper of Environmental Studies may contain 100 questions, each with

four choices of answers.

46) The selected bidder shall be required to scan and assess the OMR sheets after

examinations with the help of computer and optical scanner. The data will be

transferred to portal in excel format. The selected bidder will upload the data of

processed OMR sheets against the answers available in the portal and generate the

awards.

47) The selected bidder will be required to make double scanning for valuation of the OMR

sheets and final marks to be taken on the basis of clearance of checklist through

absentee statements and by manual inspection of OMR sheets (if required).

48) Printed OMR sheets shall be supplied well in advance and will be processed after

examinations and award sheets shall be prepared within three days after obtaining

OMR sheets (completed by students) from the University after examinations.

49) Quantity- Approx. 40000 for Elementary Computer Application (for UG Part- I and

B.Ed.) and 40000 for Environmental Studies papers.

50) Supply of Check List in Hindi(Devnagri lipi) and English both

51) Supply of Updation of Check list

52) Supply of List of successful candidates.

53) Printing of Degree on Pre Printed stationary with Laser jet printer(Paper of degree will

be supplied by the University) (NOTAPPLICABLE FOR THIS RFP)

54) Any other process & report required by the University.

OTHER REQUIREMENTS


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S No Description

55) The selected bidder should be accompanied by a sample of each item of stationary as per specifications intended to be used for printing of OMR sheets, Roll Lists, Tabulation Registers, Enrolment Registers and Mark-sheets etc. which should be as per specifications mentioned as: a) Weight of paper to be used for printing of Tabulation Register, Marks-sheets and other material should be indicated on the sample of stationary. b) Bidder is required to print the Tabulation Register Enrolment/Eligibility Slips, marks-sheets and result sheets on pre-printed stationery with monogram of the University printed in the background. Also the name of the University to be printed again and again in strips in the background on the pre-printed stationary/forms of mark sheets as per directions of the University and other material shall be provided on plain paper. c) Enrolment Register, Enrolment/Eligibility Slips, Tabulation Register and Marks-sheets must be printed by the fresh ribbon/Cartridge. Re-ribbon / refilling of cartridge shall not be allowed for printing the above material being permanent record of the University. If the University finds that the printing is of substandard quality, then the selected bidder will have to reprint the same at no extra cost.

56) If a laser printer or Inkjet printer‟s used for printing work, the font size will be used as

directed by the University.

57) The final Roll list will be printed center-wise in the following order as per Performa to be

provided by the University.

(i) Regular students of the college.

(ii) Ex-students of the college

(iii) Candidates of the college appearing under certain Ordinances

(iv) Non-collegiate candidates of the Exam. Centre

(v) Non-collegiate candidates appearing under certain Ordinances.

(vi) Regular students of other institutions appearing at the same centre.

(vii) Ex-students of other institutions. Candidates of other institutions appearing under certain ordinances.

58) The Consolidated numerical returns of the candidate appearing in each paper (subject-

wise) shall be supplied center-wise to the University along with the question paper

statement and 1stlot of center-wise question paper dispatch advice on the same day

when the final Roll Lists are supplied. Subsequent lots of center-wise question paper

dispatch advice shall be provided as per instructions of the University.

59) The OMR award sheets shall be supplied by the Bidder within two days from the date

of dispatch of the Final Roll Lists and Numerical Returns etc. to the Head Examiners.

For PG Classes and such other classes in which fictitious number technique is used,

OMR award sheets with fictitious no. (as generated in the portal) shall be prepared.

60) All printed material for post-examination work including result, TR, mark-sheet, press

release etc. shall be supplied within three days from the date of receipt of exception

report from the University.


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S No Description

61) All papers, forms, OMR sheets supplied by the Bidder should be neatly finished, edges

will be even and sizes of paper mentioned in tender document are finally finished sizes.

62) The selected bidder shall require to supply the print out of various list as and when

required by the University.

63) Mark sheets are to be supplied with in five days after final clearance from secrecy

section.

64) The bidder shall provide the admission card in not more than two days after clearance

by the University

65) The bidder shall process and prepare the exception report if any within two days of

handing over of last award of the particular examination.

Note:

1. Where GSM of paper is not specified, minimum 70 GSM paper should be used.

2. Printing on cut sheets should be done through Laser Jet printer and original tonner cartridge should be used for printing

• The University will arrange the training of selected bidder staff on Higher and Technical

Education portal

• A help line station (at least with 2 dedicated telephone numbers) is also to be setup to

assist the students as well as the University officials from 9 am to 6 pm daily except

Sunday and national holidays.

c) Implementation Methodology

• The selected Bidder will implement the project in planned manner as per University

schedule.

• The Bidder will first go through the understanding of the system and requirements,

prior to the implementation phase.

• The Bidder will do the proper documentation (Project plan etc.) of the project and

provide it University during the time of implementation

• The Bidder would be required to deploy at least one Project Manager and 2 IT

support Executives for the successful execution of the project, who should be

involved right from the start of project. The persons deputed at the RRBMU should

have knowledge of IT and experienced people who are capable of understanding

the day to day problems related to the data handling. They shall remain at the

RRBMU till the project completion as per University requirement.


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• During preparation of answer books, an additional staff will be required to deploy

which in all supervisor should possess working knowledge of English.

Qualification:- a) Managerial staff – Graduate. b) Clerical staff – 10th Pass.

• Atleast one separate assistant manager will be deployed who will be head of

evaluation of answer books.

• There will be sufficient technical, clerical and peon level staff in appropriate ratio as

decided by the Manager/University in team working for preparing answer books.

However, the number of employees depending upon requirement of work may be

adjusted.

• The contractor/firm will make arrangement of minimum 3-5 PCs with printer for

data entry work.

• In order to maintain security, the contractor shall arrange a necessary CCTV

system for this work.

• The selected Bidder, if outside Alwar, will have to establish its office at University

Campus. Only the space, basic furniture, electricity would be provided free of cost

by the RRMBU.

• The bidder has to maintain and replenish its hardware (computer, printer, scanner

etc.), manpower, stationary, consumables etc. as will be required to handle onsite

document preparation and supply work.

• The bidder has to submit the proposed methodology for undertaking this

assignment.

• No information regarding candidates etc. is to be transmitted on to anyone else in

any form.

• The selected bidder must attach list of computers, printers, OMR scanners etc. in

details.

• The data entered by the bidder shall be validated by the University officials. The

selected bidder shall provide the data in the format required by them. The selected

bidder shall provide the data in print out form as required by the University

Officials.

V. Roles & Responsibilities

1) Role of RRBM University • RRBMU will deploy a nodal officer to supervise / compile the task as per terms and

conditions of tender within stipulated time frame.


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• RRBMU will be responsible for the quality checking of the data after data entered by the bidder.

• Any check list drawn, during correction in T.R. made by the selected bidder, will be checked by the concerning exam section.

• Authorisation of T.R. corrections needed through computer will be done by concerning Assitt./S.O./AR/DR if required else such authentications are to be handled by the selected bidder with attaching duly signed attached scan image of correction note.

• Any documents like revised/duplicate marks sheet etc. will be signed by the examination section as per past practice.

• RRBMU will monitor the progress of the project handled by the Bidder.

• The University will provide rent free place for the work with free electricity, furniture etc.

2) Role of bidder:

• The selected bidder has to arrange staff having required technical qualification to carry out the job.

• The selected bidder has to submit daily status report to RRMBU.

• The selected bidder will be responsible for correctness of work and completion of the project as per the scheduled time.

• The selected bidder has to deliver the deliverables as specified in this document. No extra payment will be made for the procurement of media and material transportation.

• The selected bidder has to deploy sufficient resources to meet out the project requirements.

• The selected bidder has to bear all the cost related to the process as per the scope of the work. RRBMU will not be responsible for additional cost regardless of the conduct or outcome during the execution of said work.

• The selected bidder will arrange to provide lodging/Boarding to their staff, if needed.

• The selected bidder will be responsible for the damage/ theft or any other mis-happening occurring to their equipments used to complete the said work.

• The selected bidder shall have to co-ordinate with the Higher and Technical Education vendor during work related to data entry.

VI. Terms of Payment 1) Payment shall be made by the Procuring Authority only after completion of work order or

delivery of services, commissioning and acceptance of the Tasks detailed in section 'Scope of work', to the entire satisfaction of the University or any other agency nominated by University.

2) The Procuring Authority may consider making payments, which shall be subject to the following conditions on various tasks actually completed as under:


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S.No. Milestone (Yearly basis) Amount Payable

1 Completed successfully the task of Pre-

Examination under Non-IT under Scope of Work 20%

2 Completed successfully the task of Post-

Examination under Non-IT under Scope of Work 40%

3

Completed successfully the task mentioned in Re-

evaluation and Scrutiny Exam. under IT & Non-IT

Scope of Work

20%

4

Completed successfully the task mentioned in

Supply & Assessment of OMR Answer (response

Sheet) under IT & Non-IT Scope of Work

5%

5

Completed successfully the task mentioned in "

Degree writing and Printing under IT & Non-IT

Scope of Work

15%

Note:

i. No Advance Payment will be made.

ii. The tender period which is one exam year could be extended for one exam year by mutual

agreement of both the parties, if work done satisfactorily by the Bidder.

iii. Before bidding, the bidder has understood the nature of working of the University, different

schemes, syllabus, examination pattern etc.

iv. Taxes, as applicable, will be deducted/ paid as per the prevalent rules and regulations.

v. Any penalties/ liquidated damages, as applicable, for delay and non-performance, as mentioned in this bidding document, will be deducted from the payments for the respective milestones.

VII. Deductions Deductions will be made under as: 1) Mistakes in data entry for Name correction, Paper code correction, statistics, award lists

etc.: Rs. 10.00 per candidate

2) Punching of wrong roll no. during preparation of answer sheet- Rs 25/- per candidate


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3) Punching of Wrong marks during scanning of OMR sheets: Rs. 100/- per candidate

4) Missing Registration of Candidate: Rs 100/- per candidate

5) Delays in processing, supply, work: Rs 2000/- Per day.

6) The maximum amount of deductions will limit to 10% of the payment of the particular

process like Pre, Post Examination etc. On the breach of the above limit, procuring entity

may terminate the contract of the bidder.

7) The mistakes attributable to the external factor like portal (in case of portal being down etc.) will not attract any penalty. If any computer, printer, scanner etc. deployed by the bidder will be down, then they shall attract penalty as per applicable deductions and LD charges.

VIII. General Terms and Conditions of Tender

1. Cost in financial bid shall be written both in words and figures and there should be no errors.

2. The bidders' representatives who are present at the time of technical bid and opening of financial bid shall sign a register evidencing their attendance. The bidder's names, the Bid Prices, the total amount of each bid, and such other details as the Procuring Authority may consider appropriate, will be announced and recorded by the Procuring Authority at the opening.

3. Bidder shall quote Bidder prices against each of the items as detailed in the price bid. No conditional discounts shall be quoted in the bid e.g. discounts based on conditions linked with bid/security deposit, advance payments, selection of combination of products or product options, number of personnel etc. Financial bids with such conditional discounts would be summarily rejected.

4. All required software and hardware has to be managed by the Bidder on its own cost for successful and timely completion of the project.

5. The complete bid document submitted by the Bidder should have page numbering.

6. Any Change in the constitution of the company, etc. shall be notified forth with by the selected Bidder in writing to the purchase officer and such change shall not relieve any former member of the company, etc., from any liability under the contract.

7. If any dispute arises out of the contract with regard to the interpretation, meaning and breach of the terms of the contract, the matter shall be referred to the Hon'ble Vice Chancellor, Raj Rishi Bhartrihari Matsya University, Alwar whose decision shall be final.

8. All legal proceedings, if necessary arises to institute may by any of the parties (RRBMU or Contractor) shall have to be lodged in courts situated in Alwar and not elsewhere.

9. Loss of Revenue to the Procuring Authority: The bidder shall be vicariously liable to

indemnify the Procuring Authority in case of any misuse of data/information by the bidder, deliberate or otherwise, which comes into the knowledge of the purchaser during the performance or currency of the contract.

10. Currency of Payment: Payment shall be made in Indian Rupees only.

11. Change orders: The Procuring Authority may at any time, by a written order given to the bidder, make changes within the general scope of the Contract. If any such change


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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, and equitable adjustment shall be made in the security deposit, Contract Price or delivery schedule, or both, and the contract shall accordingly be amended. 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 the purchaser's changed order.

12. Contract Amendments: No variation in or modification of the terms of the Contract shall be made except by written amendment signed by both the parties i.e. the Bidder and the Purchaser.

13. Procuring authority reserves the right to distribute the work among one or more bidders who agree to match L1 rates for the said work. However final decision will be of Procuring authority and will be binding on all bidders.

14. Force Majeure: a. Notwithstanding the provisions of contract, the bidder shall not be liable for forfeiture

of its security deposit, or termination for default, if and to the extent that, it's delay in performance or other failure to perform its obligations under the contract is the result of an event of Force Majeure.

b. For Purposes of this clause, "Force Majeure "means an event beyond the control of the bidder and not involving the bidder's fault or negligence and not foreseeable. Such events may include but are not restricted to acts of not foreseeable. Such events may include but are not restricted to acts of the Procuring Authority either in its sovereign or contractual capacity, or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

c. If a Force Majeure situation arises, the bidder shall promptly notify the purchaser in writing of such conditions and the cause thereof. Unless otherwise directed by the Procuring Authority in writing the bidder shall continue to perform its obligations under the contract as far as is reasonably practical and shall seek all prevented by the force majeure event.

15. Termination for insolvency: The Procuring Authority may at any time terminate the contract by giving written notice to the bidder, without compensation to the bidder, if the bidder becomes bankrupt or otherwise insolvent provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the purchaser.

16. Termination for Convenience: The Procuring Authority, may, by written notice sent to the bidder, terminate the contract, in whole or in part at any time for its convenience. The notice of termination shall specify that termination is for the Procuring Authority's convenience, the extent to which performance of work under the Contract is terminated and the date upon which such termination becomes effective.

17. Termination For Default: The Procuring Authority may, without prejudice, to any other remedy for breach of contract, by written notice of default sent to the bidder, terminate the contract in whole or in part if :

a. The bidder fails to deliver any or all of the obligations within the time period(s) specified in the contract, or any extension thereof granted by the Procuring Authority.

b. The bidder fails to perform any other obligation(s) under the contract.


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18. The bidder shall not assign or sub-let his contract or any substantial part thereof to any other agency.

19. The bidder shall pay the expenses of stamp duty for execution of agreement.

20. If a bidder imposes conditions, which are in addition to or in conflict with the conditions mentioned herein, his tenders is liable to summary rejection. In any case none of such conditions will be deemed to have been accepted unless specifically mentioned in the letter of acceptance of tender issued by the Purchase Officer.

21. Use of online documents and information

a. The bidder shall not, without the Procuring Authority's prior written consent, disclose the contract, or any provision thereof, or any specification, plan, drawing, pattern, sample or information furnished by or on behalf of the Procuring Authority in connection therewith, to any person other than a person employed by the bidder performance of the contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far, as may be necessary for purposes of such performance.

b. The bidder shall not, without the Procuring Authority's prior written consent, make use of any document or information enumerated in this document except for purposes of performing the contract.

c. Any document, other than the contract itself, shall remain the property of the Procuring Authority and shall be returned (in all copies) to the purchaser on completion of the Bidder's performance under the contract, if so required by the purchaser.

22. Rejection: a. Various reports mentioned in the scope of work should be stipulated format and

consistent with data.

b. Data submitted in corrupt or unrecognisable or incomplete in terms of part fields or containing any security threats will not be accepted and will have to be resubmitted by the Bidder at his own cost to RRBMU

23. The bidder shall be responsible for the proper packing so as to avoid damage under normal conditions of transport by rail and road or air and delivery of the student data in the good condition to the consignee at destination. In the event of any loss, damage, breakage or leakage or any shortage the bidder shall be liable to make good such loss and shortage found at the time of checking/ inspection by the consignee. No extra cost on such account shall be admissible.

24. The Contract for the supply can be repudiated at any time by the Purchase Officer, if the supplies are not made to his satisfaction after giving an opportunity to the bidder of being heard and recording the reasons for repudiation.

25. Delivery:

a. The bidder whose tender is accepted shall arrange to supply the ordered data/reports as per specifications mentioned in this document and within time period.

b. Declaration of result (with students less than 10000) has to be done within 4 days after last awards are provided. Declaration of result (with students more than 10000) has to be done within 7 days after last award are provided.


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c. Warranty/Guarantee Clause: Bidder will have to resubmit the report/data to RRBMU within TWO days of notice if such condition a rises after final submission of the same. This clause will be valid f or one year term after final submission of data/reports. Otherwise the bidder shall pay such damages as may arise by the reason of the breach of condition herein contained. Nothing herein contained shall prejudice any other right of the Purchase officer in that behalf under this contract otherwise.

26. Insurance: The data/reports will be delivered at the destination office in perfect condition. The selected Bidder, if he so desires may insure the goods (data and equipments used by Bidder etc.) against loss by theft, destruction or damage, by fire, flood, under exposure to whether or otherwise viz., (war, rebellion, riot, etc.,) The insurance charges will be borne by the selected Bidder and Procuring Authority will not pay such charges if incurred.

27. The time specified for delivery by the University shall be deemed to be the essence of the contract and the successful bidder shall arrange supplies within the specified period.

28. Recoveries: Recoveries of liquidated damages, short supply, breakage, rejected data shall ordinarily be made from bills. Amount may also be withheld to the extent of short supply, breakage, rejected data and in case of failure in satisfactory replacement by the selected Bidder along with amount of liquidated damages shall be recovered from his dues and security deposit available with the department. In case recovery is not possible recourse will be taken under Rajasthan PDR Act or any other law in force.

29. The Procuring Authority reserves the right to carry out the capability assessment of the

Bidder and the Purchaser's decision shall be final in this regard. The individual signing the tender or other document, in connection with the tender must certify as to whether he or she has signed as:

a. A "Sole proprietor" of the Bidder or constituted attorney of such sole proprietor.

b. A partner of the Bidder, if it be partnership, in which case he must have authority to refer to arbitration disputes concerning the business partnership either by virtue of the partnership agreement or a power of attorney.

c. Constituted attorney of the Bidder, if it is a company.

30. Standard of Performance: The selected Bidder shall carry out the tasks; Services assigned and carry out its obligations under the contract with due diligence, efficiency and economy in accordance with generally accepted norms techniques and practices used in the industry.

The selected Bidder shall also adhere to professional engineering and consulting standards recognized by international professional bodies and shall observe sound management, technical and engineering practices. It shall employ appropriate advanced technology and safe and effective equipment, machinery, material and methods. The selected Bidder shall always act in respect of any matter relating to this contract, as faithful advisors to the Purchaser and shall, at all times, support and safeguard the Purchasers legitimate interests in any dealings with the third party.

31. Bidder will be required to attend any problem raised at any level i.e. data capturing, data


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entry, submission and data processing. Any call will have to be attended/rectified within an hour.

32. Schedule of Payment: Payment shall be made as per 'Terms of Payment' of the tender and to the entire satisfaction of the Procuring Authority or any other agency nominated by him.

33. Taxes and Duties: The selected Bidder shall be entirely responsible for all taxes, duties, license fees etc. incurred until delivery of the contracted Goods (student form data) to the Procuring Authority.

34. "NO CLAIM" Certificate: The bidder shall not be entitled to make any claim, whatsoever, against the Procuring Authority under or by virtue of or arising out of this contract nor shall the Procuring Authority entertain or consider any such claim, if made by the bidder after he shall have signed a "no claim" certificate in favour of the Procuring Authority in such forms as shall be required by the Procuring Authority after the works are finally accepted.

35. Passing of property: Ownership shall not pass to the Procuring Authority unless and until the data and documentation thereof have been tested and accepted in accordance with the conditions of the contract to the entire satisfaction of Procuring authority.

36. Other Conditions:

i. The RRBMU will be free to use data and reports submitted in any possible way. The Procuring Authority reserves the right to release the order for whole or part of the products as per the requirements of the Procuring Authority.

ii. The selected Bidder shall indemnify the Procuring Authority against all third-party claims of infringement of patent, trademark/copyright or industrial design rights arising from the use of the products supplied by the selected Bidder.

iii. The selected Bidder shall provide training on appropriate aspects wherever desirable that Procuring Authority feels necessary to such persons as nominated by the Procuring Authority.

37. Acceptance: If the data submitted to RRBMU does not match with the verified data form, RRBMU shall reject the data and Bidder will be responsible for rectifying the error to extent as required by RRBMU.

38. The University may appoint inspection committee to visit the Bidder to ensure the infrastructure, manpower etc, as per requirement of Tender.

39. Liquidated Damages: In case of extension in the delivery period / completion with liquidated damages the recovery shall be made on the basis of following percentages of value of total project cost.

S.No Condition LD % of work order

a. Delay up to one fourth period of the prescribed delivery period / completion of work as per time schedule.

2.5 %


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b. Delay exceeding one fourth but not exceeding half of the prescribed period / completion of work as per time schedule.

5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed period / completion of work as per time schedule.

7.5%

d. Delay exceeding three fourth of the prescribed period / completion of work as per time schedule.

10.0 %

• Fraction of a day in reckoning period in supplies shall be eliminated if it is less than half a day.

• The maximum amount of liquidated damages shall be 10%. • If the selected Bidder requires an extension of time in completion of contractual supply

on account of occurrence of any hindrance, he shall apply in writing to the authority, which has placed the supply order, for the same immediately on occurrence of the hindrance but not after the stipulated date of completion of supply.

• Delivery period may be extended with or without liquidated damages if the delay in the

supply of goods/completion of work is on account of hindrances beyond the control of

the bidder.

• Also Liquidated Damages would be deducted from the payment due for that milestone

as mentioned in the section 'Terms of Payment'

40. Blacklisting: The Procuring Authority would forfeit all the securities deposits against the supply orders placed on to it, if selected Bidder is blacklisted

41. The Bidder has to provide the complete information regarding hardware and licensed software.

42. The Bidder shall not be permitted to utilize data, the facilities and the site for any commercial or advertisement purpose. However, any type of use of the same by University will be a binding upon the service provider. (No extra payment will be made for such service).

43. There should be a system ensuring total security/confidentiality and data recovery of the scanned data.

44. No information regarding candidates etc. is to be transmitted on the anyone else in any form.

45. The Tenders must be submitted accurately in accordance with the conditions of the tender and all the enclosures (duly signed and stamped) must be attached along with the tender as demanded, otherwise the tender may be cancelled.

46. The TDS will be deducted from the bills as per Govt. order at the time of payment by the University.

47. The Bidder will be solely responsible for the completions and execution of the work in file.

48. No mobile will be allowed with workers.

49. Any liability regarding persons engaged in job work will be borne by contractor/Bidder.

50. The successful bidder has to participate in data migration to higher education portal or any other portal which University authorises to undertake for future usage of data prepared


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under the premises of this tender.

51. Appeal, if any bidder is aggrieved by the decision, action or omission of the procuring entity, he may file an appeal to appellate authority as per the provision of RTPP act 2012.

Declaration

I have read all the terms and conditions and I give my consent to agree with.

Signature of bidder

Address telephone / mobile


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Annexure- I-Technical Bid

I. Addressed To:

Name of the Procuring Authority

Registrar, Raj Rishi Bhartrihari Matsya University, Alwar (Rajasthan)

Address Girls Hostel Building, Babu Shobha Ram Govt. Arts College Campus, ALWAR-301001

Telephone 0144-2730321

Fax 0144-2730321

II. Bidder’s Details

Name of Bidder (Bidder)

Name of Contact Person

Registered Office Address

Year of Establishment

Type of Bidder

Telephone Number(s)

Email Address/ Website

Email: Website:

Fax No.

Mobile Number

Area of Specialization


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III. Fee details:

a) Tender Fee-

Tender Fee amounting to Rs ________ (Rupees ______________Only) has been deposited vide Cash/DD receipt no. ______ dated ____________.

b) EMD-

IV. Tax Clearance Certificates:

Sno Type of Tax Whether Tax Clearance certificate enclosed(Yes/no) Certificate Number

V. Eligibility Criteria :

S.No. Criteria

Proof of Documents Mention the Pg no of the bid where document is available

1. The bidder shall be registered, technically sound, experienced, and should have sufficient infrastructure and goodwill in market to complete work in time.

Attach self declaration

2. The bidder should be an ISO:9001/ISO:27001 certified company/Bidder in the area of examination processing.

Attach certificate issued by the competent authority

Sno.

Earnest Money Deposited through Number Dated

1 Demand Draft

2 Bankers Cheque (Local only)


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S.No. Criteria


3. The bidder should be established, reputed and reliable Bidder in the field of data processing in particular.

Minimum experience in providing services for University (UG/PG/Prof.) examination work shall be minimum 03 years of two state funded Universities for the period 2011 - 2014.

*The bidder should have completed the work of at least 50000 candidates per year

*The experience should include data entry for Pre & Post examination using on line method for form filling, and OMR technology for award posting and evaluation etc. of the University.

Attach copies of the work orders/contracts/ Work Completion certificates clearly indicating total value of work, deliverables and scope of work for the projects without which the Bidder's bid will liable to be rejected.

4. Bidder has at least one year experience, in the area of answer book preparation related works like putting fictitious number, scanning flaps, decoding etc. of the state funded University

Attach copy of document showing experience.

5. Annual turnover should be Rs. 20 lacs per year for last three financial years i.e. FY 2012-13, 2013-14 & 2014-15. Audited copies of Balance Sheet of last three financial years must be enclosed with the Technical Bid. In case of audited accounts for financial year 2014-2015 is not available, certificate from CA must be enclosed with technical bid.



Attach copy of audited Balance Sheet c for FY 2014-15

Attach certificate from CA for FY 2014-15 (if required)

6. The bidder must not be black listed by any government/ PSU/ Board/ University. Bidder has to submit undertaking in this regard.

Attach undertaking on Bidder's letter head


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S.No. Criteria


7. The bidder has to provide a copy of Service Tax registration certificate, Service tax clearance certificate and PAN card. The Sales Tax / VAT registration number should be quoted and VAT clearance certificate from the commercial taxes officer of the circle concerned shall be submitted.

Attach copy of the following :

Service Tax registration certificate

Service tax clearance certificate

PAN card

VAT clearance certificate

8. The bidder has to submit the proposed team structure with roles and responsibilities of the team deployed

Attach team structure

9. (i) Attested copy of Partnership deed in case of partnership Bidder. (ii) Registration number and year of registration in case of partnership firm is registered with registrar of Bidder.

Attach relevant copies

10. The bidder must submit at least three reference/certificate for satisfactory services from the Universities where they have carried out the examination work during past 3 years.

Attach first reference

Attach second reference

Attach third reference

VI. Turnover

S No Year Turnover (Amt in Rs) Profit (Amt. in Rs)

2012-2013

2013-2014

2014-2015

VII. Please furnish the following information regar ding Hardware and software:

Particular attachment page no.

(i) Details of Hardware (Computer, Printer, Scanner for OMR sheet, bar code readers etc.) to be used

(ii) Details of licensed software's to be used.


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VIII. Details of main work orders of the State fund ed University regarding Examination work

Year of Examination Name of the University No. of

students

Total value of work done (Rs.)

Nature of work

Examination year ………..

1.

2.

3.


1.

2.

3.


1.

2.

3.


1.

2.

3.

Examination year ………….

1.

2.

3.


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IX. We agree to abide by all the conditions mentioned in this Tender Notice issued by the Procuring Authority and also the further conditions of the said Tender. Notice given in the attached sheets (all the pages of which have been signed by us in token of acceptance of the terms mentioned therein).

X. We accept the schedule of payment in this document.

XI. Technical Bid duly filled and signed is enclosed with this tender form along with Terms and conditions in token of acceptance.

Dated:

Name of Tenderer:_____________________________________


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Annexure-II-Letter of undertaking/Declaration

(ON THE LETTER HEAD OF THE TENDERER) LETTER OF UNDERTAKING DECLARATION

We, M/s ................................................................................................... hereinafter called as "Bidder" complete address

.................................................................................................................

................................................................................................................................................................ hereby declare in

favour of the Registrar, RRBMU, Alwar, Hereinafter called as the "Procuring Authority" and agree to abide by the

following:

1. We have attached company constitution details.

2. Certificate of satisfactory past performance have been enclosed.

3. We have performance certification(s) as given below (Certificate valid till-date are enclosed)

S.No Name of the University for which the work

is carried out.

Year of

Examination

Type of work Amount Description of

Work

1

2

3

4. We have organisation/service setup given below.

S.No. Place

(Name &

address)

Infrastructure setup

Computer

s with

brand and

type

web

serve

r

data

serve

r

Printer

s

line

matrix

Printer

s

Laser

Scanne

r

Fict.No.

Printing

Machine

Data

backu

p

devic

es

UPS Oth

ers

5. We have manpower setup as given below.

S.No. Place (Name and

Address)

Manager Supervisors Technical IT Support Others

6. The annual turn over of our Bidder for last three financial years is given below.

Turn Over of the Bidder for

India (Rs. In Lac.)

2012-13 2013-14 2014-15

7. We agree to accept partial Order if placed.

8. We shall give benefit of any price reduction found by the time of placing the supply order.

9. The above document is executed on ___/___/_____ place ______and we accept that if any thing out of the information

stated above found wrong, our tender is liable for rejection.

Name of Person:______________________________________________________

Complete Address:_____________________________________________________


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Annexure-III- Bid – Checklist

S.No. List of Documents

Whether enclosed (Yes or No)

Annexed as (Page No.)

1. Cover Letter

2. Certificate of Incorporation/ Articles of association/ Partnership Deed, etc.

3. Details of the authorized contact person of the Bidder

4. Documentation showing the proof of having fulfilment of eligibility conditions and work experience certificate.

5. Proposed methodology for undertaking this assignment.

6. Earnest Money Deposit in favour of RRBMU, Alwar

7. A declaration of any actual or potential conflict of interest.

8. Tender document with technical bid, DD or receipt of Earnest money duly signed & sealed in token of acceptance of terms and conditions of the tender. Sealed envelope marked as "Technical Bid"

9. Financial bid signed and sealed by the bidder in a separate envelope. Separate sealed envelope marked as "Financial Bid"

10 Declaration must be furnished in case bidder is Blacklisted by Private / Public body.

11. Address of the bidder's office in Rajasthan

12. A sealed envelope marked "Appointment of an Agency for Non IT work for Pre-Post Examination work for the year 2015-16 " and address to The Registrar, Raj Rishi Bhartrihari Matsya University, Alwar containing 2 separate sealed envelopes mentioned at s.no. 8 and 9 in this table.


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Annexure-IV-Draft AGREEMENT

1. An agreement has been made this..........day of ...................... between ...............(herein after called “the Approved Service Provider”, which expression shall, where the context so admits, be deemed to include heirs, successors, executers and administrators) of the one part & “The UNIVERSITY” Raj Rishi Bhartrihari Matsya University, Alwar (herein after called the “RRBMU” and “ The University” which expression shall, where the context so admits, be deemed to include his successors in office and assigns) of the other part.

2. Whereas the Approved Service Provider has agreed with the RRBMU to provide services to the RRBMU, Alwar, at its Head Office as well as branches / offices throughout Rajasthan, all those articles set forth in the schedule appended hereto in the manner set forth in the conditions of the tender and contract appended herewith and at the rates set forth in column........of the set schedule.

3. And whereas the approved Service Provider has deposited a sum of Rs...........in............... a. Cash/Bank Draft/Challan no/Banker Cheque no...............dated............ b. Post office saving bank Passbook duly hypothecated to the departmental authority. c. National savings certificates/Defence savings certificates, Kisaan vikas patras, or

any other script/ Instrument under national saving schemes for promotion of small savings, if the same can be placed under the relevant rule. (The certificates being accepted at surrender value) as security for the due performance of the aforesaid agreement which has been formerly transferred to the departmental authority.

d. Bank guarantee of any of the scheduled banks in the prescribed format. 4. Now these presents witness:

a. In consideration of the Payment to be made by the RRBMU through........at the rates set forth in the schedule hereto appended approved Service Provider will duly perform the said services set forth in ......and .........thereof in the manner set forth in the conditions of the bid and contract.

b. The conditions of the bid and contract for open tender enclosed to the tender notice number...........dated...........and also appended to this agreement will be deemed to be taken as part of this agreement and are binding on the parties executing this agreement.

c. Letter nos.........received from the bidder and letters nos.......received by the RRBMU and appended to this agreement shall also form part of this agreement.

d. i. The RRBMU do hereby agree that if the approved Service Provider shall duly

perform the said services in the manner aforesaid observe and keep the said terms and conditions, the RRBMU will through.........pay or cause to be paid, to the approved Service Provider at the time and the manner set forth in the said conditions, the amount payable for the work.

ii. The mode of payment will be as specified below: 1. .......................... 2. ........................... 3. ...........................

5. The delivery shall be affected and completed within the period noted below from the date of

work order:-


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S. No Items Qty Delivery period

6. (1) In case of extension in the execution period with liquidated damage, the recovery shall

be made on the basis of as mentioned in Tender document.

(2) Delivery period may be extended with or without LD if the delay in the delivery of services is on account of hindrances beyond the control of the SP.

7. All disputes arising out of this agreement and all questions relating to the interpretation of this agreement shall be decided by the Hon'ble Vice Chancellor, RRBMU and the decision of the Hon'ble Vice Chancellor, RRBMU shall be final and binding for both the parties.

8. For all legal disputes the jurisdiction shall be Alwar only. In witness whereof the parties hereto have set their hands on the ............day of............201.....

Signature of the approved Signature for and on b ehalf of RRBMU

Service Provider Designation

Date: Date:

Witness No 1 1. Witness

Witness No 2 2. Witness


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Annexure-V-Compliance with the code of integrity an d no conflict of interest

Any person participating in a procurement process shall- (a) Not offer any bribe, reward or gift or any material benefit either directly or indirectly in

exchange for an unfair advantage in procurement process or to otherwise influence the procurement process;

(b) Not misrepresent or omit that misleads or attempts to mislead so as to obtain a financial or other benefit or avoid an obligation;

(c) Not indulge in any collusion, Bid rigging or anti-competitive behaviour to impair the transparency, fairness and progress of the procurement process;

(d) Not misuse any information shared between the procuring Entity and the Bidders with an intent to gain unfair advantage in the procurement process;

(e) Not indulge in any correction including impairing or harming or threatening to do the same, directly or indirectly, to any party or to its property to influence the procurement process;

(f) Not obstruct any investigation or audit of a procurement process; (g) Disclose conflict of interest, if any; and (h) Disclose any previous transgressions with any Entity in India or any other country during

the last three years or any debarment by any other procuring entity.

Conflict of Interest:-

The Bidder participating in a bidding process must not have a Conflict of Interest. A Conflict of Interest is considered to be a situation in which a party has interests that could improperly influence that party’s performance of official duties or responsibilities, contractual obligations, or compliance with applicable laws and regulations. i. A Bidder may be considered to be in Conflict of interest with one or more parties in a

bidding process if, including but not limited to; a. Have controlling partners/shareholders in common; or b. Receive or have received any direct or indirect subsidy from any of them; or c. Have the same legal representative for purpose of the Bid; or d. Have the relationship with each other, directly or through common third parties, that

puts them in a position to have access have to information about or influence on the bid of another Bidder, or influence the decision of the procuring Entity regarding the bidding process; or

e. The bidder participates in more than one bid in a bidding process. Participation by a Bidder in more than one Bid will result in the disqualification of all Bids in which the Bidder is involved. However this does not limit the inclusion of the same subcontractor, not otherwise participating as a Bidder, in more than one Bid; or

f. The Bidder or any of its affiliates participated as a consultant in the preparation of the design or technical specification of the Goods, Works or Service that are the subject of the Bid; or

g. Bidder or any of its affiliates has been hired (or is proposed to be hired) by the procuring Entity as engineer-in-charge/consultant for the contract.

Place: Signature of the Bidder Date:


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Annexure-VI- Declaration by the bidder regarding qu alifications

In relation to my/our Bid submitted to ………………for procurement of

……………………….in response to their Notice Inviting Bids No………………………..Dated

………….I/We hereby declare under Section 7 of Rajasthan Transparency in Public

Procurement Act, 2012, that:

1. I/We possess the necessary professional, technical, financial and managerial resources

and competence required by the Biding Document issued by the Procuring Entity;

2. I/We have fulfilled my/our obligation to pay such of the taxes payable to the union and

the State Government or any local authority as specification in the Bidding Document;

3. I/We have are not insolvent in receivership, bankrupt or being wound up, not have

my/our affairs administrated by a court or a judicial officer, not have my/our business

activities suspended and not the subject of legal proceeding for any of the foregoing

reasons;

4. I/We do not have, and our directors and officers not have, been convicted of any

criminal offence related to my/our professional conducted or the making of false

statement or misrepresentations as to my/our qualifications to enter into a procurement

contract within a period of three years preceding the commencement of this procurement

process, or not have been otherwise disqualified pursuant to debarment proceeding;

5. I/We do not have a conflict of interest as specification in the Act, Rules and the bidding

Document, which material affects fair competition;

Date: Signature of bidder Place: Name: Designation: Address:


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Annexure-VII-Grievance redressal during procurement process

The designation and the address of the first Appellate Authority is Registrar, RRBMU, Alwar. The designation and the address of second Appellate Authority is Hon’ble Vice Chancellor, RRBMU, Alwar.

(1) Filing an appeal If any bidder or prospective bidder is aggrieved that any decision, action or omission of the Procuring Entity is in contravention to the provisions of the act or the rules or the Guidelines issued there under, he may file an appeal to First Appellate Authority, as specified in the Bidding Document within a period of ten days from the date of such decision or action, omission, as the case may be, clearly giving the specific ground or grounds on which he feels aggrieved: Providing that after the declaration of a Bidder as successful the appeal may be filled only by a Bidder who has participated in procurement proceeding: Providing further that in case a Procuring Entity evaluates the Technical Bids before the opening of the Financial Bids, an appeal related to the matter of Financial Bids may be filled only by a Bidder whose Technical Bid is found to be acceptable.

(2) The officer to whom an appeal is filed under para (1) shall deal with the appeal as expeditiously as possible and shall endeavour to dispose it of within thirty days from the date of the appeal.

(3) If the officer designated under para (1) fails to dispose of the appeal filed within the period specified in para (2), or if the Bidder or prospective bidder or the Procuring Entity is aggrieved by the order passed by the Procuring Entity, as the case may be, may file a second appeal to Second Appellate Authority specified in the Bidder Document in this behalf within fifteen days from the expiry of the period specified in para (2) or of the date of receipt of the order passed by the First Appellate Authority, as the case may be.

(4) Appeal not to lie in certain cases

No appeal shall lie against any decision of the Procuring Entity relating to the following matters, namely:-

(a) Determination of need of procurement; (b) Provisions limiting participation of Bidders in the Bid process; (c) The decision of whether or not to enter into negotiations; (d) Cancellation of a procurement process; (e) Applicability of the provisions of confidentiality.

(5) Form of Appeal (a) An appeal under para (1) or (3) above shall be in the annexed Form along with

as many copies as there are respondents in the appeal. (b) Every appeal shall be accompanied by an order appealed against, if any, affidavit

verifying the facts stated in the appeal and proof of payment of fee. (c) Every appeal may be presented to First Appellate Authority or Second Appellate

Authority, as the case may be, in person or through registered post or authorized representative.


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(6) Fee for Filling Appeal

(a) Fee for first appeal shall be two thousand five hundred and for second appeal shall be rupees ten thousand, which shall be non refundable.

(b) The fee shall be paid in the form of bank demand draft or banker’s cheque of a Scheduled Bank in India payable in the name of Appellate Authority concerned.

(7) Procedure for disposal of appeal (a) The First Appellate Authority or Second Appellate Authority, as the case may be

upon filing of appeal, shall issued notice accompanied by copy of appeal, affidavit and documents, if any, to the respondents and fix date of hearing.

(b) On the date of fix hearing, the First Appellate Authority or Second Appellate Authority, as the case may be shall,- (i) Hear all the parties to appeal present before him; and

(ii) Peruse or inspect documents, relevant records or copies thereof relating to the matter.

(c) After hearing the parties, perusal or inspection of documents and relevant records or copies thereof relating to the matter, the Appellate Authority concerned shall pass an order in writing and provide the copy of order to the parties to appeal free of cost.

(d) The order passed under sub-clause (c) above shall also be placed on the State Public Procurement Portal.


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Annexure- VIII- Financial (Commercial) Bid

Bidder Name :

Sl. No.

Item Description Approx. Number of Students* (for 1 year)

Rate per candidate Inclusive of all taxes but excluding Service Tax

Total Rate Inclusive of all taxes Inclusive of all taxes but excluding Service Tax

A B C ( A x B) 1 Pre & Post

Examination work for Non IT as mentioned in the para “b” of section IV Scope of work' in the tender document.

60000

Total in Figures

Quoted Rate in Words

Note-

i. *- Actual Number of Students may change.

ii. Service tax will be applicable as per the prevalent rates.

Copy - Matsya University

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Transcript of Copy - Matsya University