for Managing Director Haryana State Electronics Dev.Corpn.Ltd. HARTRON BHAWAN, Bays No. 73-76, Sector 2, Panchkula-134109 (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 2 of 23
IMPORTANT DATES REGARDING
TENDER NO. HARTRON/ID/09A/2013-14
Schedule of Bid process S No. Event Date & Time Venue 1 Purchasing / Downloading the bid document 15/03/2014 HARTRON Bhavan, Bays No: 73-76, Sector -2, Panchkula - 134109 www.hartron.org 2 Deadline for submission of bid documents 22/03/2014 by 12:00 Noon. HARTRON Bhavan, Bays No: 73-76, Sector -2, Panchkula - 134109 3 Opening of Technical Bid 22/03/2014 at 12:30 PM HARTRON Bhavan, Bays No: 73-76, Sector -2, Panchkula 134109 4 Opening of Commercial Bid To be intimated later after examine Technical Bid HARTRON Bhavan, Bays No: 73-76, Sector -2, Panchkula - 134109
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 3 of 23
TABLE OF CONTENTS
Clause No. Page No.
SECTION-1 1. Introduction 4 2. Scope of work 4-6 3. Eligibility Criteria 6-7 4. Earnest Money Deposit (EMD) 7 5. Terms & Conditions 8-9 6. Delay in the Companys Performance 9 7. Liquidated Damages 9 8. Clarification of bidding Document 9-10 9. Amendment of bidding Documents 10 10. Rejection of Bid 10 11. Withdrawal of Bids 10 12. Presentation of the Solution 10-11 13. Security Features 11 14. Performance Security Declaration 11 15. Validity of Rates 11 16. Payment Schedule 11-12 17. Indemnity 12 18. Termination of Job 12-13 19. Force Majeure 13 20. Arbitration 14 21. Jurisdiction 14 22. General Terms & Conditions 14-15 23. Applicable Law 15 SECTION -2 20. Bid requirement 16 21. Contents of bid 16 ANNEXURES I. Business details 17-18 T1 Bidder particulars 19-20 T2 Bid Form 21 C1 Commercial Bid for Webcasting 22-23
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 4 of 23
1. INTRODUCTION:
a) HARTRON invites Rates from the Companies/Agencies who deal in Webcasting jobs on behalf of Election Department, Haryana & Chandigarh for live webcasting of the polling booths in the forth coming General Elections-2014.
b) The job will have to be executed in the State of Haryana at 1000 polling booths and in Chandigarh at 200 to 250 polling booths.
2. SCOPE OF WORK
Election Department Haryana & UT Chandigarh are planning for web casting from the selected polling booths on the day of the Election (Lok Sabha - 2014) i.e. on 10-04-2014.
The bidder has to quote the rates separately for Haryana & UT Chandigarh. However, bidder may quote only for Haryana or UT Chandigarh.
Given Below is the tentative Scope of work:-
(a) Bidder/OEM (Original Equipment Manufacturer) should act as single TSP (Total Solution Provider) to execute the whole project.
(b) Bidder will use the wireless device at polling booths for web Casting (Audio & Video) using Sim Card/ Data card.
(c) The installed device at the polling Booths should be with minimum 2 hours battery back-up.
(d) Bidder should supply necessary hardware to be installed at the polling booths at least one week before the Polling Day at the respective District Head Quarters.
(e) In case of failure of the internet connectivity, the installed device should be capable of off-line recording in the device itself and thereafter, after getting the internet connectivity, the live webcasting should auto start along with recording on the external servers.
(f) The bidder will provide the browser based on-line live streaming viewing software based on username & password. (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 5 of 23
(g) The bidder should record the streaming/webcasting from all the polling booths at their own servers using their own infrastructure.
(h) The device to be installed at polling booth must be fully automatic video streaming with minimum 2 mega pixels camera and live streaming should support minimum speed as low as 100 kbps.
(i) The supported image frame minimum 30 fps @ 640 x 480. The supported video resolution must be 1024 x 768 saved in mp4/FLV format.
(j) In case, if there is an urgent requirement of getting the recording of a particular booth, the same should be provided to the authorities on the same day of the polling from the recording saved on their servers.
(k) The bidder will provide the recording of each booth on CDs/DVDs/External Hard Disks within the seven days from the Polling day (Assembly Constituency wise).
(l) The bidder should create helpdesk with minimum 10 incoming lines along- with technical experts for providing telephonic help to the election staff.
(m) Bidder would provide 5 (five) technical persons for Haryana & 2 (two) technical persons for Chandigarh for providing training & technical support for one week.
(n) Bidder should have a security policy and should implement the best practices for the websites/web servers as per cert-in/RBI guidelines/government guidelines. Complete details on guidelines for web server security can be obtained from the cert-in website.
(o) Bidder will use secured network/Infrastructure and ensure that recording will not be leaked.
(p) All hardware supplied by Bidder/ OEM should be of the best quality of their respective kinds and should be free from faulty design, workmanship and materials. In this context, the bidder will provide complete specifications of the same with ancillary peripherals, if any.
(q) All additional equipments/items required for conducting live webcasting/streaming of Audio-Video and its recording will be the sole responsibility of Bidder/OEM.
(r) Pre-installed applications on the web casting device should be installed in the devices so the device requires minimum manual interaction.
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 6 of 23
(s) Server and its band-widths must support at least 2000 live streams and viewing simultaneously.
3. Eligibility Criteria: The Companies/Agencies participating for the Webcasting will have to provide a detailed workflow with the modules as described below:
3.1 Interested Companies/Agencies must submit their application with all necessary supporting documents as mentioned in the tender document (Annexure-I).
3.2 The Application Form should be completed in all respects. The details provided by the Company/Agency in the Application Form, should be complete, valid, current and active. 3.3 Incomplete or incorrect Application Form will be rejected without assigning any reason thereof. 3.4 The Companies/Agencies will be shortlisted based on pre-qualification criteria defined as below:- Sr. No. Prequalification Criteria Supporting Documents to be furnished 1. The Company/Agency must be registered in India under the Companies Act 1956 having their registered office in India for the last three years as on date of submitting its Application. Certificate of Incorporation (Attested Copy). 2. The Company must have a Service Tax Registration Number and PAN number. Attested Copy of Certificate must be attached. 3. The Company must have its Memorandum and Articles of Association. Attested Copy of Certificate must be attached. 4. The Company/Agency must be operating in the field of Webcasting from the last minimum two financial years. The Copy of work orders along-with its satisfactory execution & citations from the client. 5. The Company/Agency must have completed at least 2 assignments mentioned in scope of work of this tender with Government/PSU/ Academic Institutions during the last two preceding years for webcasting of atleast 200 locations. Certificate from the current authorized signatory of the Company/Agency. Work Order/satisfactory Completion Certificate/ Client Certificate and citations. 6. The Companys Minimum Turnover of 2 Crore (Cumulative) in the last 3 Financial Attested copy of Audited Annual Financial (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 7 of 23
Years (2010-11, 2011-12, 2012-13) and should be more than One Crore in atleast in one year. The Company currently should be profit making. Statements. Annual Reports Certified statement from the current Statutory Auditors of the Company/Agency. 7. The Company/Agency should have technical/skilled staff on its own payroll.
List having details of regular technical staff with their qualifications & date of joining must be attached. 8. The Company/Agency should be an individual organization. Consortium shall not be allowed Certificate from the current authorized signatory of the Company 9. The Company/Agency should also enclose Demand Draft towards Earnest Money as per Clause 4 of the tender. The Earnest Money Deposit of the required amount will have to be enclosed along with the Technical qualification Bid without which the tender shall be rejected. Demand Draft in favour of Haryana State Electronics Development Corporation Limited payable at Chandigarh 10. The Company/Agency should not currently have been blacklisted by any Government Agency in India or under a declaration of ineligibility for fraudulent or corrupt practices or inefficient/ ineffective performance Certificate from the current authorized signatory of the company
11. The Company/Agency should be solvent and not bankrupt. Certificate of solvency by banker to be submitted.
A duly constituted Tender Committee shall evaluate the General cum Technical Bids on the following pattern as mentioned below Conditional bids shall be summarily rejected. Evaluation Committee will examine the bids to determine whether they are complete, whether any computational errors have been made and whether the bids are generally in order. HARTRON may conduct clarification meetings with each or any bidder to discuss any matters, technical or otherwise, if so required.
4. Earnest Money Deposit (EMD):
All Companies/Parties are required to deposit refundable EARNEST MONEY of Rs. 5,00,000/- (Rupees Five Lakh only) in the form of Demand Draft in favour of HARTRON, Chandigarh from a Scheduled Bank, payable at Chandigarh. The Earnest Money Deposit of the required amount will have to be enclosed along with the Technical qualification Bid without which the tender shall be rejected. The EMD already lying with the Corporation will not be considered for this case. Commercial Bids of only technically qualified bidders will be opened.
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 8 of 23
5. Terms and conditions:
(a) Only those Companies who are capable of undertaking all the activities mentioned in scope of work of this tender document should only apply.
(b) There is no specific technology prescribed for the above said job. The best suitable technology will be taken into account beside the rate quoted by the companies.
(c) The tender document is not transferable.
(d) The tender inviting authority has reserved the right to revise any terms and conditions relating to technical specifications, even after opening of technical bid, based on the requirement and latest technical trend prevailing in the IT sector.
(e) The Company/Agency shall comply with such directions as the HARTRON/Election Department may issue from time to time for the smooth working and in the furtherance of the overall objective of the project.
(f) The Company/Agency shall be solely responsible for all the acts of omission and commission occasioned by their personnel in carrying out the terms & conditions of the agreement.
(g) The Company/Agency or his personnel shall not use or cause to be used, the data or information provided to them or acquired by them during the process of providing services for any purpose. Such data or information shall be surrendered to the Election Department at the expiry of the agreement as it is a sole property of the Election Department.
(h) There should not be any failure of web casting at any Polling booth. In case of failure, 200% payment will be deducted for the particular polling station.
(i) Number of polling booths for live webcasting may vary.
(j) It is the whole responsibility of the service provider to get insured all their equipments at their own level. There is no responsibility of the HARTRON/Election Department in case of lost/missing/breakage of any equipment.
(k) 2G/3G network facility will be provided by the Department as per availability.
(l) Hardware equipments will be handover/ takeover from District Head (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 9 of 23
Quarters only.
(m) If the 2G/3G network is down at any polling booth, the local recording must be done and whenever the network facility will be available the same should be connected with server. The bidder will provide the complete recording of each polling booth on CDs/DVDs/External Hard Disks within the seven days from the Polling day (Assembly Constituency wise).
(n) The bidder shall supply the requisite hardware along with live streaming solution. Office of the HARTRON/Election Department will not purchase the requisite hardware. The bidder will be paid overall rental and or service charges per polling booth basis.
(o) Live testing will be done two days before polling day. In the case of not proper functioning of device, the bidder should replace the said device immediately.
6. Delay in the Companys performance:
(a) Delivery of the services shall be made by the Company in accordance with the service quality specified by the Election Department/HARTRON in the bid document.
(b) Any delay by the Company in the performance of its obligations under the contract, shall render the Company liable to the imposition of liquidated damages at the discretion of the Tender inviting authority.
7. Liquidated damages:
If the company fails to perform any one or all the services within the time period(s) as specified in the Contact, the Department shall without prejudice to its other remedies under the Contract, deduct from the amount payable to company or from performance/implementation guarantee or from both as liquidated damages, a sum equivalent to, as per the terms indicated in the bid document, till actual delivery or performance, subject to maximum limit. Once the maximum is reached, the Department may consider termination of the contract.
8. Clarification of bidding document:
A prospective Company requiring any clarification of the bidding documents may be obtained in the pre-bid meeting. No clarification from any bidder shall be entertained after the close of date and time (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 10 of 23
for seeking clarification mentioned in tender call notice. It is further clarified that the Corporation shall not entertain any correspondence regarding delay or non receipt of clarification by bidder.
9. Amendment of bidding documents:
a. At any time prior to the deadline for submission of bids, the Corporation for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the bidding documents by amendment.
b. All prospective bidders those have purchased the bidding documents will be notified such amendment/modification and will be binding on all bidders (through website: www.hartron.org).
c. In order to allow prospective bidders reasonable time in which to take the amendment into account in preparing their bids, the Corporation at its discretion, may extend the deadline for the submission of bids.
10. Rejection of Bid:
The MD, reserves the right to accept/reject/release or relax any or all or part of the bids received on the due date without assigning any reason whatsoever.
11. Withdrawal of Bids:
Bids cannot be withdrawal after the opening of the bids and in case the bidder withdraw after the opening of the bid, the EMD paid by the bidder shall stand forfeited.
12. Presentation of the solution:
a) As a part of the technical bid, all the eligible bidders shall be asked to give a technical presentation based on the scope of work to the Tendering Authority on the date given by HARTRON (20-25 minutes will be given for presentation to each bidder).
b) This is an opportunity given to all the eligible bidders to show as to how their proposal shall be best suited to meet the requirements of the Tendering Authority in respect of effective and efficient execution of the scope of the work.
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 11 of 23
c) Failure to make such a presentation on the date and time so communicated may lead to the rejection of their bids without assigning any further reason.
d) The Solution should incorporate end to end handling over of the archived solution which includes the Hardware, Software, Drivers, Licenses, working Systems, Processes, Escalations and proposed asset as listed expectation from the formal handover of the project toward the end of assignment
13. Security Features:
The bidder should provide a write up on the security approach adopted in their proposed solutions like incorporation of stringent security procedures and measures including encryption and various levels of passwords during the execution of the project to eliminate the possibility of errors, frauds and misuse.
14. Performance Security Declaration
Within 5 days after award of order, the successful Bidder shall furnish Security Deposit @ 10% of the total value of work order to the Corporation in the form of bank guarantee valid for a period of 1 year. In the event of non-execution the job in time, this deposit along-with EMD shall be forfeited. Further, if the Corporation has to get the same or part of it from any other bidder because of failure to supply in full or part by the successful bidder, the difference in payment may be made from this Security Deposit. The Corporation against Security Deposit/EMD, can also make any other adjustment or default on the part of bidder. The Security Deposit shall be returned only after the specified period and clearance of all dues/payments. No interest will be payable on the Security Deposited by the Corporation.
15. Validity of Rates.
The Rates must be valid for the period of one year from the date of opening of the bid. Any offer falling short of the validity period is liable for rejection. The Company shall provide latest upgraded version of the system, application software as and when the same is offered in the market.
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 12 of 23
b. 70% payment will be processed on bills submitted by the Companies/Parties along with the receipt of satisfactory job completion certificate from concerned departments should be in a prescribed format to avoid any delay in payment.
c. Payments will be processed on submission of pre-receipted bills in triplicate in the name of HARTRON. All payments will be made subject to deduction of TDS (Tax Deduction at Source) as per Income-Tax Act 1961 and other taxes, if any, as applicable as per the prevailing Government of India rules.
d. Balance 30% payment will be released only after the receipt of full & final payment in order to all respects like satisfactory/completion certificate from the concerned department.
17. INDEMNITY
a. Company/Agency will indemnify HARTRON and its client organizations of all legal obligations of its professionals deployed for this project.
b. HARTRON and its Clients also stand absolved of any liability on account of death or injury sustained by the Agency staff during the performance of this job and also for any damages or compensation due to any dispute between the agency and its staff. c. HARTRON/Client will not be responsible for any violation of IPRs by the bidders in the discharge of work assigned by HARTRON.
d. The Company/Agency will submit an undertaking on non-judicial stamp paper of Rs. 15/- (duly attested by Notary Public) clearly mentioned that the Company/Agency will be responsible for all the statutory payable to various State/Centre Govt. Departments.
18. TERMINATION OF JOB:
18.1 Termination for Insolvency
HARTRON may at any time terminate the work order / contract by giving written notice of two weeks to the agency, without any compensation to the agency, if the agency becomes bankrupt or otherwise insolvent.
18.2 Termination for default (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
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a. Default is said to have occurred
If the agency fails to deliver any or all of the services within the time period(s) specified in the work order or any extension thereof granted by HARTRON.
If the agency fails to perform any other obligation(s) under the contract / work order.
b. If the agency, in either of the above circumstances, does not take remedial steps immediately after receipt of the default notice from HARTRON/Department. HARTRON may terminate the contract / work order in whole or in part.
c. HARTRON may transfer upon such terms and in such manner, as it deems appropriate work order for similar service to other agency and the defaulting agency will be liable to compensate HARTRON for any extra expenditure/loss involved towards support service to complete the scope of work totally.
19. FORCE MAJEURE :
a. Force majeure clause will mean and be limited to the following in the execution of the contract/purchase orders placed by HARTRON :- War / hostilities. Riot or Civil commotion Earthquake, flood, tempest, lightning or other natural physical disaster. Restriction imposed by the agencies, which prevent or delay the execution of the order by the agency.
b. The agency will advise HARTRON in writing, duly certified by the local Chamber of Commerce at the beginning and at the end of the above causes of delay, within seven days of the occurrence and cessation of the force majeure conditions. In the event of a delay lasting for more than one weak, if arising out of clauses of force majeure, HARTRON reserve the right to cancel the order without any obligation to compensate the agency in any manner for what so ever reason.
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 14 of 23
20. ARBITRATION
All disputes of differences, including the claims for damages and compensation whatsoever, arising between the parties, out of or relating to the construction, meaning, operation or effect of this agreement or the breach thereof shall be settled amicably. However, if the parties are not able to resolve them amicably within a period of 15 (fifteen) days, the same shall be resolved by arbitration in accordance with the Arbitration and Conciliation Act, 1996. The dispute may be referred to arbitration which in this case shall be Managing Director, Haryana State Electronics Development Corporation Ltd., (HARTRON). The Arbitration and Conciliation Act 1996 or any statutory modification thereof shall apply to the arbitration proceedings and the venue for the arbitration proceedings shall be Chandigarh and courts at Chandigarh shall have carried out in English language.
21. Jurisdiction
The Civil Court at Chandigarh will have the exclusive jurisdiction in regard to the matter arising out of this agreement.
22. GENERAL TERMS & CONDITIONS
a. The Bidder shall perform the services and carry out its obligations under the Contract with due diligence and efficiency, in accordance with generally accepted techniques and practice used in the industry and with professional engineering and training/consulting standards recognized by national/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 Bidder shall always act, in respect of any matter relating to this Contract, as faithful advisors to HARTRON and shall, at all times, support and safeguard HARTRONs legitimate interests in any dealings with Third parties.
b. HARTRON reserves the right to access the performance of the bidder prior to commencement or in between the work progress. The assessment may cover all areas related to the assigned work order, especially methodology, manpower, infrastructure etc. HARTRON reserves the right to cancel the work order assigned to the bidder at any time which includes the time after the completion of assigned (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 15 of 23
work without assigning any reason for the same. In case the work order is cancelled then the costs incurred will be borne by the bidder and under no circumstances the bidder shall be eligible for any payment or damages from the HARTRON.
c. The selected bidder shall not, without HARTRONs prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample of information furnished by or on behalf of HARTRON in connection therewith, to any person other than a person employed by the Bidder in the 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 purpose of such performance.
d. The selected bidder shall indemnify the HARTRON against all third party claims of infringement of patent, trademark/copyright or industrial design rights arising from the use of the supplied software/ hardware/ manpower etc. and related series or any part thereof.
e. The selected bidder shall not outsource the works assigned to any other bidder except their direct franchisees under any circumstances. This violation will attract forfeiture of EMD/Security deposit and cancellation of work order. The cost incurred on executing the work order through alternate sources will also be recovered from the outstanding bills or by raising claims.
23. APPLICABLE LAW
The work order will be governed by the laws and procedures established by HARTRON and State of Haryana, within the framework of applicable legislation and enactment made from time to time concerning such commercial dealings/processing. (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 16 of 23
Section 2 : Bid Requirements
1. Offers are invited for on behalf of Haryana State Electronics Dev. Corpn. Ltd., (HARTRON) from the reputed Companies/Agencies as Associates for Webcasting.
1.1 The Bidder must quote for the complete job as per the Tender Document. Offer for part job shall not be considered and will be rejected without further reference.
1.2 The Bid Documents are not transferable and the cost of the tender document is not refundable under any circumstances.
1.3 Telex/E-Mail/Fax bids and incomplete bids will be summarily rejected.
1.4 All pages of the Bid being submitted must be signed and sequentially numbered by the Bidder.
2. Contents of Bid
The Bids prepared by the Bidder shall comprise of the following two components:
2.1 Bid comprising the following is to be filled as per the formats provided in the Tender Document.
i) Bidder must enclose duly filled and signed Annexure A. ii) Earnest Money iii) Bidders Particulars (Annexure-T1) iv) Bid Form (Annexure-T2)
2.2 Commercial Bid
2.2.1 Commercial Bid for Webcasting Job (Annexure-C1).
The Technical and Commercial Bid must be sealed in separate envelop and then both the bids should be put in envelop mentioning Bid for Web Casting and address to:- Assistant General Manager(ID) Haryana State Electronics Dev.Corpn.Ltd. HARTRON BHAWAN, Bays No. 73-76, Sector 2, Panchkula-134109 (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 17 of 23
BUSINESS DETAIL (Annexure-A)
1. Name of the Bidder:____________________________________
2. Incorporation as Limited Company/Agency: ____________________ in the year __________ at ___________________________________
3. Whether any Legal/Arbitration/proceeding is instituted by / against the Bidder or the Bidder has lodged any claim in connection with works carried out by them. If yes, please give details.
4. Whether the bidder complies with the requirement of Registration under the Contract Labour (Regulation and Abolition) Act : Yes/No 5. Bidders Profile:
Address :
Name of Premises/Building/Village : Area/Locality/Taluka/sub- Division : Town/City/District : State/Union Territory : Name of the top executive with designation : Telephone Nos. : E-mail address : Service Tax No. : Sales Tax No. : (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 18 of 23
PAN No./TIN No. of the Company (Please attach photocopy) :
6. Turnover of the Company/Agency:
Year / Turnover 2010-11 2011-12
2012-13
In Rs. Crores
7. Details of Web casting Jobs (attached list):
S. No. Year Name of the client with address and phone no. Locations for web casting Project Start Date Project Completion Date Project turnover
8. The Company will attach the details of systems/equipments & software proposed to be installed at each site with back-up equipment.
9. EMD details: Particulars Amount (Rs.) Draft No. Date Bank Branch EMD 5,00,000/-
Documents in support of the above may be furnished with page numbers indicated in the index. Please use separate sheets wherever necessary.
Date:
Signature of Tenderer
Name :______________________________________
Status/ Designation:___________________________
(Seal) Note : Furnish separate profiles, if desired. ********** (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 19 of 23
(Enclose with Technical Bid)
Annexure T1
BIDDERS PARTICULARS
BIDDERS SHOULD FURNISH ANSWERS TO ALL THE QUESTIONS BELOW.
BIDDERS MAY PLEASAE NOTE THAT IF THE ANSWER SO FURNISHED ARE NOT CLEAR AND/OR ARE EVASIVE, THE ENTRY WILL BE LIABLE TO BE IGNORED.
1. Tender No. HARTRON/ID/09A/2013-14
2. What is your Permanent Income Tax A/C No. :_____________________
3. Service Tax No. :_____________________
4. Please indicate Name & full address of your Banker :_____________________
_____________________
5. Business name and Constitution of the firm.
Is the company registered under:-
(a) The Indian Companies Act, 1956 (b) The India Partnership Act, 1932 (Please also give name of partners).
6. State whether required Webcasting related Infrastructure are available with Your Company.
7. For Partnership firms state whether they are registered or not registered under Indian Partnership Act, 1932. Should the answer to this question by a Partnership firm be in the affirmative, please state further:-
(a) Whether by the Partnership agreement, authority to refer disputes concerning the business of the partnership to arbitration has been conferred on the partner who has signed the tender.
(b) If the answer to (a) is in the negative, whether there is any general power of attorney executed by all the partners of the firm authorizing the partners who signed the tender to refer dispute concerning business of the partnership to arbitration.
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 20 of 23
(c) If the answer to either (a) or (b) is in the affirmative furnish a copy of either the partnership agreement or the general power of attorney as the case may be. N.B.:
(1) Please attach to the tender a copy of either document on which reliance is placed for authority of partners or the partners signing the tender to refer disputes to arbitration. The copy should be attested by a Notary Public or its execution should be admitted by Affidavit on a property stamped paper by all the partners.
(2) Where authority to refer disputes to arbitration has not been given to the partners signing the tender the tenders must be signed by every partner of the firm.
8. Mention specifically that whether the price tendered by you is to the best of your knowledge and belief, not more than the price usually charged by you for the job of the same nature. If not state the reasons thereof, if any, also indicate the margins of difference.
9. Please confirm that you have read all the instructions carefully and have complied with accordingly.
* Delete which is not applicable as per prequalification criteria.
Signature of Witness: Signature of Tenderer Full name & address of Witness in Block letters
(1) Full name and address of the persons Signing (In BLOCK letters) (2) Whether signing as Constituted Attorney /duly authorized by the Company. Date: (seal) Place:
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 21 of 23
(Enclose with Technical Bid) Annexure-T2
BID FORM
Date:___/___/___
Managing Director Haryana State Electronics Dev. Corpn. Ltd.,(HARTRON) HARTRON BHAWAN, Bays No. 73-76, Sector - 2, Panchkula-134109.
Sir, Having examined the Bidding Documents of Tender HARTRON/ID/09A/2013-14, we, the undersigned, offer for the job of Webcasting in conformity with the said Bidding Documents for same as may be ascertained in accordance with the Schedule of Prices provided in the Commercial Bid from time to time.
We undertake, if our bid is accepted, to commence the work immediately as specified in the work order within 02 days calculated from the date of receipt of your Notification of Award.
We agree to abide by this bid for a period of one year and it shall remain binding upon us and may be accepted at any time before expiration of that period. Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.
We understand that you are not bound to accept the lowest or any bid you may receive. We also understand that you have the right to vary the quantities and/or split the total order among the Bidders.
Dated____________Day of _______________ 2014 _____________
Signature & Seal ________________ (in the Capacity of)
Only Authorized to sign bid for and on behalf of_______________________
(a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 22 of 23
ANNEXURE C1
COMMERCIAL BID
To
Managing Director Haryana State Electronics Dev. Corpn. Ltd.,(HARTRON) HARTRON BHAWAN, Bays No. 73-76, Sector - 2, Panchkula-134109.
Ref: Tender No.HARTRON/ID/09A/2013-14
Sir,
We declare:
1. As the Corporation has to execute the job of Webcasting in the State of Haryana & UT Chandigarh on behalf of Election Department. We hereby offer the following rates for Webcasting. (Service tax Extra as applicable):-
Rates for Webcasting:
Sr. No. Description Rates per Polling Booth (Rs.) 1. Rates for Webcasting in Haryana.
2. Rates for Webcasting in Chandigarh.
2. We hereby certify that we have read and understood the terms and conditions of the tender and the conditions of the Contract applicable to the tender and we do hereby undertake to supply as per these terms and conditions.
3. Certified that the Bidder is:
A sole proprietorship firm and the person signing the tender is the sole proprietor/constituted attorney of the sole proprietor. Or a partnership firm, and the person signing the tender is a partner of the firm and he has authority to refer to arbitration disputes concerning the (a state government undertaking/rliii i i -) Haryana State Electronics Development Corporation Limited rliii i ;-il li ln- ll--
Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : hartron@hartron.org, Website www.hartron.org iii 91(0172)-2722961,2722962 : 0172-2703479 ;- : hartron@hartron.org i;- :www.hartron.org Page 23 of 23
business of the partnership by virtue of the partnership agreement/by virtue of general power of attorney. Or a company and the person signing the tender is the constituted attorney.
NOTE: Delete whatever is not applicable. All corrections/deletions should invariably be duly attested by the person authorized to sign the tender document.
4. We do hereby undertake that until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the Contract shall constitute a binding Contract between us.
Dated: this _________________ day of ___________2014
Signature of Bidder
Details of enclosures:
Name:_________________________ Full address:_____________________ _______________________________ Telephone No.____________________________ E-mail:_________________________ Fax No.________________________