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Delhi Development Authority (Systems Department) Vikas Sadan, INA, New Delhi 110023 No. F3(11)2012/CC Dated: M/s Serial No. _________________ _________________ _________________ Subject: E-Tender for Biometric-Electronic Time and Attendance Recording System Enclosures: 1. Scope of work Annexure I 2. Draft of Agreement Annexure II 3. Draft of Indemnity Bond Annexure III 4. Firm’s Description Annexure IV 5. Projects Undertaken Annexure V 6. Format for the Quote / Financial bid Annexure VI 7. Technical Specifications Annexure VII 8. Minimum parameter compliance Annexure VIII 9. Reports required for generation Annexure IX 10. General Instructions to Bidders Annexure X 11. Instructions for online Bid Submission Annexure XI 12. Tender Acceptance Letter Annexure-XII (Tenderers are required to participate as per e-tendering procedure of DDA) E-tenders are invited for supply, installation, testing & commissioning of biometrics reader (fingerprint) time & attendance recording system along with battery back-up, data communication network, necessary software etc. at http://eprocure.gov.in/eprocure/app , as per the requirements described in Scope of work given in Annexure-1. The terms and conditions shall be as under:- Tenderers are required to deposit tender fee amounting Rs.525/- and EMD amounting Rs. 4.5 Lakhs through separate transactions with RTGS/NEFT in the account of Sr. A.O. Cash Main, D.D.A having account No. 1014042405 with Central Bank of India,Vikas Sadan,I.N.A. Branch, New Delhi (IFSC Code CBIN0282695) the unique transaction reference of RTGS/NEFT shall have to be uploaded by the prescribed date. The Director (Systems) will get tender fee and EMD verified from Sr. A.O Cash Main on the unique transaction reference number against each RTGS/NEFT payment before the tender are opened. Tenders not accompanied with tender fee or EMD shall not be considered. Important terms & conditions are there in Annexure-II (draft of Agreement). Tenderers are required to go through the same before participating in the tender.

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Delhi Development Authority (Systems Department)

Vikas Sadan, INA, New Delhi 110023

No. F3(11)2012/CC Dated: M/s Serial No. _________________ _________________ _________________ Subject: E-Tender for Biometric-Electronic Time and Attendance Recording System

Enclosures: 1. Scope of work Annexure I 2. Draft of Agreement Annexure II 3. Draft of Indemnity Bond Annexure III 4. Firm’s Description Annexure IV 5. Projects Undertaken Annexure V 6. Format for the Quote / Financial bid Annexure VI 7. Technical Specifications Annexure VII

8. Minimum parameter compliance Annexure VIII 9. Reports required for generation Annexure IX

10. General Instructions to Bidders Annexure X 11. Instructions for online Bid Submission Annexure XI 12. Tender Acceptance Letter Annexure-XII

(Tenderers are required to participate as per e-tendering procedure of DDA) E-tenders are invited for supply, installation, testing & commissioning of biometrics reader

(fingerprint) time & attendance recording system along with battery back-up, data communication network, necessary software etc. at http://eprocure.gov.in/eprocure/app , as per the requirements described in Scope of work given in Annexure-1.

The terms and conditions shall be as under:-

Tenderers are required to deposit tender fee amounting Rs.525/- and EMD amounting Rs. 4.5 Lakhs through separate transactions with RTGS/NEFT in the account of Sr. A.O. Cash Main, D.D.A having account No. 1014042405 with Central Bank of India,Vikas Sadan,I.N.A. Branch, New Delhi (IFSC Code CBIN0282695) the unique transaction reference of RTGS/NEFT shall have to be uploaded by the prescribed date. The Director (Systems) will get tender fee and EMD verified from Sr. A.O Cash Main on the unique transaction reference number against each RTGS/NEFT payment before the tender are opened. Tenders not accompanied with tender fee or EMD shall not be considered.

Important terms & conditions are there in Annexure-II (draft of Agreement). Tenderers are required to go through the same before participating in the tender.

1. The unique transaction reference on RTGS/NEFT against EMD, Tender fee shall be placed online at specified location for Tender for Electronic Time and Attendance Recording System. First cover containing “Technical Bid” as well as“ reference of EMD, tender fee”.

2. The technical Bids shall be opened online at 3.30 PM on date 27.01.2014 in the presence of a

committee or their representatives by authorized bid openers. Price Bids of only those tenderers shall be opened whose technical bids qualify, at a time and place of which notice will be given. The Tenderer technically qualified will be at liberty to be present either in person or through an authorized representative at the time of opening of the Price Bids with the Bid Acknowledgement Receipt or they can view the bid opening event online at their remote end..

3. The Tenderer should furnish Rs. 4.5 lakhs as Earnest Money in the form of NEFT/RTGS .The

amount will be retained by DDA as part of security deposit, in case tender is accepted, otherwise it will be refunded. However no interest shall be payable on the earnest money.

4. The tender shall be submitted online in two parts, viz., technical bid and price bid.

Technical Bid

The Tenderers are required to furnish following documents in technical bid:- i. Scanned Copy of Proof of being manufacturer or authorized dealer.

ii) Scanned Copy of Works contract tax clearance certificate. iii) Scanned Copy of Proforma of firm’s /Co’s description (Annexure-IV). iv) Scanned Copy of Details of the organizations where the tenderer has supplied and

installed the Electronic Time and Attendance Recording Systems and maintains the same(Annexure-V).

v) Scanned Copy of Certificates for satisfactory services from the Government Organizations, Public Sector Undertakings, reputed Private Companies where electronic attendance systems were supplied in last three years and maintenance services provided with name, designation and telephone numbers of the contact person.

vi) Scanned Copy of Audited balance-sheets for preceding 3 years. vii) Scanned Copy of Gross turnover of the firm and details of sales (i.e. nos. and amount) of

the biometrics machines during last 3 years. viii) Scanned Copy of Annexure-VIII ix) Scanned copy of RTGS/NEFT number slip/printout of payment made for e-tendering

charges as detailed in para 2 and 3 of “General Instructions to bidders” Annexure-X x) Scanned Copy of reference of RTGS/NEFT(Tender fee & EMD) xi) Scanned Copy of Tender Acceptance Letter (Annexure-XI).

Any tender found lacking with respect to the necessary information and /or documents and/or Earnest Money with the Technical bid will not be considered.

Price Bid i) Schedule of price bid in the form of BoQ_XXXXX.xls

5. The Tenderers shall furnish the documentary proof of capability for Supply, installation, testing

and commissioning of biometrics reader (finger print) time and attendance recording system along with necessary software.

6. There are 60 offices of DDA, all in Delhi. Tenderers are required to inspect these offices before bidding.

7. Once the Technical bids of the tenderers are opened, the committee constituted for the

purpose of evaluation of tenders will evaluate and may prepare a shortlist of the tenderers found suitable based on the technical bids. The shortlisted tenderers may be required to give a presentation of their technical capabilities, experience of handling similar assignments, the technical manpower & the infrastructure available with them. The Committee, after viewing the presentation of the tenderers, will finally shortlist the tenderer according to the capabilities, skills of the bidders and open the financial bids of only the finally shortlisted tenders.

8. The decision arrived at for finally short-listing the tenderers by the tender Committee shall be

final and binding upon all the tenderers.

9. Pr. Commissioner(Systems), DDA shall have the right to reject all or any of the tenders including the lowest tender without assigning any reason whatsoever.

10. The Tenderers shall submit the financial bid as per Annexure VI.

11. Once the Tender is accepted and the acceptance is communicated to the tenderer, the

tenderer shall present himself in the office of the DDA and shall execute an agreement within 7 days, as per Annexure II appended herewith. Also, tenderer shall submit an irrevocable performance Bank Guarantee of the value of 5% of the tendered and accepted value of work(A+B of Annexure VI) valid during 4 years 6 months.

12. If the tenderer, whose tender is accepted, does not furnish the Bank Guarantee or does not

execute the agreement within the prescribed time, the entire earnest money shall stand forfeited.

13. Actual quantity of machine required and number of employees may vary up to 25% from as

given in schedule of quantity annexure VI. Payment shall be made for actual quantity.

14. The tenderer shall complete the work of implementation and commissioning of services within 6 months from date of award of work.

15. The tenderer shall submit the plan of action, name the Project Officer, after the signing of the

agreement.

16. The Tenderers shall be free to discuss the issues, if any, with Commissioner (Systems) &Director (Systems) with prior appointment to enable himself to submit the tender.

17. The rates quoted for the work, shall be inclusive of all taxes (sales tax, WCT, VAT etc.) cartage

charges, labour, supervision, installation and training charges etc. complete as per the sale conditions. No increase in the quoted rate will be considered, if any tax is levied by Delhi/Central Govt. during the course of execution of the above said work.

18. Validity of rates/offer

The rates/offer shall be valid for the period of 90 days from the date of opening of quotations.

19. Eligibility Criteria of Tenderer:- The firm should be either manufacturer or authorized dealer of the system to be installed. Proof in respect of this is required to be furnished alongwith the quotation. Vendor should have successfully implemented the same system for at least one organization having manpower of 3000 or more and should have installed at least 50 machines in that organization.

20. Payment Terms a) 90% of the “initial fixed cost” as given in rates quotionshall be payable after one month

of the successful operation of the Electronic Time and Attendance Recording System on submission of a bank guarantee of equivalent amount valid for three months.

b) The balance 10% of the “initial fixed cost” shall be payable after the successful operations for the first quarter after date of acceptance and on submission of a bank guarantee of equivalent amount valid for one year after the successful operations for first quarter.

c) The charges payable for the “AMC & FMS”after expiry of the warranty period of one year shall be payable quarterly.

21. AMC & FMSafter the completion of warranty period of one year the tenderer shall provide the AMCand FMS for 3 years.

22. Training : The tenderer after the installation of the system shall impart the Demonstration/training to DDA staff for the machines without any extra cost.

23. Room, AC, Electricity, Furniture shall be provided for Server/FMS by DDA.

24. No extra payment shall be made on any account including for visits to various offices of DDA.

25. Security deposit is 5% of the tendered amount and shall be collected by adjusting EMD and by

deductions from the bills of the contractor.

26. The decision of the VC, DDA with respect to any of the matters pertaining to the tender or the agreement or arising there from shall be final and binding and shall not be called in question in any proceedings or at any forum whatsoever.

27. The tenderer will not sub-let / sub-contract in part, or in full after getting the assignment. In

the event of tenderer sub-letting the work / sub-contracting in part or full after the award of the work, the tenderer shall be considered to have thereby committed a breach of agreement and DDA shall forfeit the security deposit. The tenderer shall have no claim for any compensation or any loss on this account.

Director (Systems)

IMPORTANT NOTE:

1) Tender documents may be downloaded from Central Public Procurement Portal

https://eprocure.gov.in/eprocure/app . Aspiring Bidders/ Suppliers who have not enrolled/registered in

e-procurement should enroll/register before participating through the website

https://eprocure.gov.in/eprocure/app . The portal enrollment is free of cost. Bidders are advised to go

through instructions provided at Annexure-X regarding ‘Instructions for online Bid Submission ‘.

2) Tenderers can access tender documents on the website, fill them with all relevant information

and submit the completed tender document into electronic tender on the website

https://eprocure.gov.in/eprocure/app .

3) Tenders and supporting documents should be uploaded through e-procurement. Hard copy of the

tender documents will not be accepted.

Annexure –I

SCOPE OF WORK

Supply, installation, testing and commissioning of biometrics (finger print) “Time and Attendance Recording System” with 1 year warranty and3 years AMC & FMS. The scope of work comprises of supply, installation, testing, commissioning, training, maintenance (onsite, comprehensive), etc of Electronic Time and Attendance Recording System based on Client Server architecture at Vikas Sadan, Vikas Minar and other offices of DDA. There are around 60 offices, all in Delhi, which are required to be inspected by the vendor before bidding. Adequate number of biometric reader equipments -finger print (around 125 nos.) shall be installed along with battery back-up, data connectivity, necessary hardware & Software etc. as per the schedule of quantities (Annexure VI), specifications (annexure VII) and application for integration with DDA-in-house-payroll-application-software including the facility for generation of various reports as given in Annexure-IX. Scope includes wired/wireless connectivity required to connect attendance machines with server for data. If GPRS is required for connecting remote locations this will also be part of scope. Also it includes Biometric enrollment, collection and entry of employee records in Database. Warranty:

One year from date of acceptance of systems. This includes comprehensiveonsite maintenance of H/w & S/W, deployment of adequate manpower(minimum 3 persons) for Facility Management Support for training,operations,customization of software & time to time requirements of various types of reports,to manage the services.

AMC & Facility Management Support:

3 years after completion of warranty period of 1 year which covers all functionality and services as above under warranty clause.

Salaries of DDA employees are processed at 9 locations in various offices spread all over Delhi. Therefore, various inputsfrom attendance systemare requiredto be integrated for processing the salary of employees.These input reports should be made available at these locations and the officials (of DDA) should not be dependent on centralize server of attendance systems.Hence, the application of attendance should be web enabled to be accessible at remote locations as well for day to day functioning.

Annexure II

AGREEMENT

This agreement is executed at New Delhi on this……….. day ……………….. of………………….2014 between the Delhi Development Authority, a body corporate constituted Under section 3 of the Delhi Development Act. 1957 (hereinafter referred to as “The Authority”) which expression shall unless the context requires another or different meaning include its successors and assigns through its Secretary of the one part and M/s………………………………………………………………………………. (hereinafter referred to as “Agency”) which expression shall unless, the context requires another or a different meaning include its successors, heirs, legal representatives, executors, administrators and assigns of the other part.

WHEREAS the Authority is desirous of assigning the work of Biometric Electronic Time and

Attendance Recording System to the agency as described in Annexure–I of tender document. AND WHEREAS the Agencyhad submitted to the Authority a tender,which after negotiations by

the authorized representatives of the parties hereto, has been accepted by the Authority. Now, therefore, the parties hereto agree as under:-

1. Agency shall Supply, install, test and commission the biometrics Electronic Time and Attendance Recording System consisting of biometrics reader (finger print) and Maintain & Manage the Services for electronic attendance systems and coordinate with the officers deputed by the DDA to the satisfaction of the Coordinating officer, scope for work is detailed in Annexure-I of tender document.

2. Agency shall complete the work of implementation and commissioning of services within6 months from the date of award of work.

3. Agency shall provide warranty for the electronic attendance systems for one year from the date of

acceptance of the system. 4. Agency shall also provide the Annual Maintenance and Facility Management Services after the

completion of warranty period for electronic attendance systems for 3 years and coordinate with the officers deputed by the DDA to the satisfaction of the Coordinating officer.

5. Annual Maintenance & Facility Management Services may be extended annually for another 2

years after completing 3 years on the same terms and conditions if mutually agreed. 6. The security deposit shall be collected by deduction from the bill of the contractor. Earnest money

that is deposited at the time of tender shall be treated as part of the security deposit and shall be adjusted first in the security deposit and further recovery of security deposit shall commence only

when the upto date amount of security deposit starts exceeding the earnest money. A sum @ 5% of the gross amount of the bill shall be deducted from each bill of the contractor till the sum along with the sum already deposited as the earnest money amounts to security deposit @ 5% of the tendered amount. Security deposit shall be returned only after successful completion of contract including 3 years AMC&FMS period and its extended period.

7. Once the Tender is accepted and the acceptance is communicated to the tenderer, the tenderer

shall present himself in the office of the DDA and shall execute an agreement within 7 days. Also, tenderer shall submit an irrevocable performance Bank Guarantee of the value of 5% of the tendered and accepted value of work (A+B of Annexure VI of tender document) valid during 4 years 6 months. The performance Bank Guarantee will be encashed by DDA in case of breach of any terms & conditions of agreement and amount will be forfeited. Performance Bank Guarantee shall be returned only after successful completion of contract including 3 years AMC&FMS period and its extended period.

8. Agency shall provide Demonstration/Training after the installation of the system to DDA staff for

the usage of the machines without any extra cost. 9 Agency shall convey the names and designations of the officials who are deputed to work in DDA

for the fulfillment of the assignment and the Co-coordinating officer shall have the right to accept or reject the Manpower deployed and may insist for any change without assigning any reason at the start of or during the progress of the work in the currency of the agreement.

10. Agency shall adhere to the DDA Calendar and DDA office timings and shall ensure that in case

required, the personnel will function beyond office hours to meet the targets agreed upon with prior permission.

11. If the agency finds any hindrance in the start of the work so as to necessitate an extension of time

allowed in the tender, the agency shall apply in writing to Pr. Commissioner (Systems) who may grant the same in writing, if reasonable and satisfactory cause is shown. The extension can be granted by the Pr. Commissioner (Systems) in his absolute discretion and if he finds the cause shown as genuine and sufficient.

12. The material if any is required to be brought to or removed from DDA premises by tenderer shall

be brought/removed only on working days as per DDA’s calender. A list of the material brought/removed shall be provided to the concerned coordinating officer and the gate pass shall be issued by him for removal.

13. Agency shall provide an Idemnity Bond duly signed by an authorized office bearer of the company

to indemnify DDA against violation of the copy right act to meet the requirements and schedules by the personnel of agency during the period of the agreement.

14 The Work place for officials assigned to carry out work in DDA shall be Vikas Sadan office or Vikas Minar office or other office of DDA.

15. Penalty Clauses

a) In case the tenderer fails to adhere to the time frame for starting the work as per the schedule, it shall pay as liquidated damages, and not by way of penalty, an amount equal to 1 % of the estimated cost of equipment and installation or lesser amount as the Pr. Commissioner (Systems) may decide for every day that the tenderer delays in starting of the work. The decision of the Pr. Commissioner (Systems) shall be final and binding unless reasonable grounds are shown in writing during the weekly review meetings.

b) Uptime of machines as 99% of working hours (8AM to 8PM) is to be ensured. A penalty @

Rs. 500 per day per machine on prorata hourly basis for downtime shall be deducted from the bill / security-deposit. For this downtime report is required to be submitted with bill. However, the decision in the matter will lie with Pr. Commissioner (Systems).

16. All the term and conditions as stated in the Tender Document, Work award letter

No…………………dated……. shall be part and parcel of this Aggreement and binding to Agency. 17. In case of any dispute arising out of or relating to the terms and conditions of this agreement

during the currency of the agreement or completion of the assignment or abandonment, the decision of Vice Chairman, DDA or any other Officer authorized by him shall be final and binding.

18. In witness whereof this deed has been executed by the parties on the date, month and year

mentioned herein above. For and on behalf of [ Tenderer ] Witness:- 1. 2. For and on behalf of Delhi Development Authority Witness:- 1. 2.

Annexure – III INDEMNITY BOND

THIS BOND is made on this ………day of …….., 2014 by M/s ……….. throughSh ……… duly

authorized representative of the ……. ( hereinafter referred to as……… which expression shall unless context requires different or another meaning, include its successors, administrators and assigns) in favour of Delhi Development authority, a body corporate constituted under Section 3 of Delhi Development Act, 1957 ( hereinafter called “The Authority” which expression shall include its successors and assigns).

WHEREAS ……. has entered into an agreement executed on ……………..2014 with the

Authority(hereinafter referred to as “The said Agreement”) for the Supply, installation, testing and commissioning of biometrics reader(finger print) time and attendance recording system, as per the “scope of work” of tender.

AND WHEREAS …….according to clause 13 of the said Agreement dated………M/s ……… has

to indemnify the DDA against any loss or damage that DDA may sustain on account of infringement of Copyright Act or any other law for the time being in force with respect to technology/ software used/ supplied or usage thereof by DDA or on any account as aforesaid.

Now therefore, in consideration of the said Agreement, the Executant ……. hereby

undertakes to indemnify DDA and shall always keep it indemnified against any loss, damage that it may sustain or any claim made against it or any proceedings that may be taken out against it for the usage of the software packages/tools used or supplied /used including infringement of any provisions of the Copy/right Act 1957, or any law or statue for the time being in force, on account of sale, supply and usage of the technology/software by DDA.

Now, therefore in witness thereof the Executants Company has set its hand through its

authorized representative on the day, month and the year first mentioned herein above. EXECUTANT For M/s Authorised representative Witness:- 1. 2.

ANNEXURE –IV FIRM’S DESCRIPTION

1. Name of the Firm

2. Year Established

3. Office Address

4. Tel No.

5. Fax No.

6. Email ID

7. Areas Of Specialization of the Firm a.

b.

c.

d.

8. Annual turnover from 2010-2011 2011-2012 2012-2013

9 Income tax clearance certificate attached 2010-2011 2011-2012 2012-2013 10. Copies of Balance Sheets attached 2010-2011 2011-2012 2012-2013 As of this date the information furnished in all parts of this form is correct to the best of my knowledge. (Name & Designation (Signature) (Date) of the person signing) Seal

ANNEXURE-V Projects Undertaken

Names of Organizations where Electronic Attendance systems have been installed by the bidder Name & Address of the client

Name & Designation of Contact Person

Tel No & Fax No Email -ID

No. of machines installed

No. of employees

a.

b.

C.

d.

ANNEXURE-VI

Format for the Quote

A. Initial fixed cost (includes One year warranty)

S.No. Description of item

Qty Rates Amount

Supply, installation, testing and commissioning of the following:

1. Biometrics (Finger print) time and attendance recording system including battery & its back-up for minimum 2 hours. It has to confirm to minimum parameters detailed in Annexure VII. These machines to be made fully functional including networking infrastructural elements.

125

2 H/w server – minimum Xeon dual/quard core processor , 4 GB RAM , 1 TB HDD , 2 KVA online UPS including installation and commissioning along with Operating System, printer-A4/mono/laser.

1

3 Biometric enrolment, collection and entry of employee record in data base ( per employee)

15000

4 Development , Installation and implementation of Attendance management software to be hosted on server for pickup of data from all machines using GPRS/TCPIP connectivity , Managing devices , generating attendance reports etc., managing services. Integration of Attendance management software with DDA-inhouse-payroll-application-software

1

Total amount for A: Rs. (Rupees ----------------------------- ) Contd……

B. AMC and Facility Management Support for 3 years after expiry of one year warranty

S.no. Description Qty Rate Amount 1 Connectivity (wired/wireless

such as GPRS etc ) and AMC support for each machines for 3 years

125

2 Server + UPS + Printer AMC for 3 years

1

3 Cost of Manpower : System administrator 1 no. for 3 years

1

4 Cost of H/W/Software engineer for 3 years

3

Total amount for B: Rs. (Rupees---------------------------------------------------------------------------- ) Total Amount for A+ B: Rs. (Rupees------------------------------------------------------------------------------) Above amounts includes all taxes. Quotes will be evaluated on “total amount for A+B“.

Signature

Name………….. Address………….

Note: Same is provided in .xls format along with this tender document. Bidders are advised to download and quote rates and upload in the site at the respective location.

ANNEXURE-VII

Minimum parameters required of the attendance machines are as under:- Sr. No. PARAMETER Required Parameter

1. Finger prints sensor 500 dpi or more 2. Scanner size It should be larger than 16mmx17mm 3. Requirement of CARD Attendance must be marked just with finger print

without any attendance card. 4. User capacity of a

machine 5000 users or more

5. Finger print identification speed

Less than 1 second

6. LCD display Available 7. Log Capacity of

Machines 5000 users and the log capacity of 50000 transaction or more

8. Communication Interface

TCP/IP and USB communication, connectivity with Broad Band and GPRS, additional RS232C port to connect to printers.

9. One to many finger-print matching Feature

One to many finger-print matching Feature required

10. LAN Interface 10/100 mbps 11. Accuracy of matching

/recognition of Finger: FRR should be less than 0.1 % and FAR less than .00001%

12. Finger registration At least two fingers per employee should be registered

13. Finger Quality While registration, the machine should be able to classify the finger quality and even the worst quality finger should also be enrolled.

14. Application Software The application software for preparing the attendance report should be integrated with DDA’s PAYROLL Application and it should be able to generate reports required by various departments of DDA, specially Account and Personnel Deptt.

15. Physical Protection Measure for machine

The machines must be encapsulated by an aesthetically designed metallic or fibre cover so that it has sufficient protection against damages.

ANNEXURE-VIII

Minimum parameters compliance form Sr. No.

PARAMETER Details of available in machine quoted

Compliance “yes”/”No”

1. Finger prints sensor 2. Scanner size 3. Requirement of

CARD

4. User capacity of a machine

5. Finger print identification speed

6. LCD display 7. Log Capacity of

Machines

8. Communication Interface

9. One to many finger-print matching Feature

10. LAN Interface 11. Accuracy of

matching /recognition of Finger:

12. Finger registration 13. Finger Quality 14. Application

Software

15. Physical Protection Measure for machine

ANNEXURE –IX

Reports required to be generated Daily, monthly and annual reports as required by Personnel and Accounts departments of DDA from time to time like:

1. Daily Performance 2. Attendance 3. Shift wise presence 4. Late arrival 5. Absenteeism 6. Branchwise/HOD wise report 7. Muster roll 8. Consolidated monthlyreport 9. Monthly performance 10. Over timedetails 11. Continuous late arrival 12. Continuous absenteeism 13. Leave card 14. Leave roaster

Based on requirements other customized additional reports also may be required.

ANNEXURE –X

General Instructions to bidder

The Director (Systems) on behalf of Delhi Development Authority invites online tenders from firm / contractor of repute in two bid system for the following work:

S.N

o.

RE

FER

EN Name of Work &

Location Estimated Cost put to tender

Ear

nes

t M

oney

Last Date & time of

submission of on-line tender

Time & date of Opening of Technical

bid

1 2 3 4 5 6 8

1

F3(1

1)20

12/C

C

E-Tender for Biometric-

Electronic Time and Attendance

Recording System

DDA Vikas Sadan

225 Lakhs 4.5 Lakh

03:30 PM on 22.01.2014

3:30 PM on 27.01.2014

1. The tender document consisting of eligibility criteria, scope of work, and other details to be executed and the set of terms and conditions of the contract to be complied with and other necessary documents can be seen from website http://eprocure.gov.in/eprocure/app or www.dda.org.in free of cost.

Intending agencies/tenderers need to register themselves on the E-Tendering Website http://eprocure.gov.in/eprocure/app. Aspiring Bidders/ Suppliers who have not enrolled/registered in e-procurement should enroll/register before participating. The portal enrollment is free of cost. Bidders are advised to go through instructions provided at Annexure-X regarding ‘Instructions for online Bid Submission ‘. For any further clearification Contact on 24x7 Help Desk - Toll Free No. 1800 233 7315 or send a mail over to – [email protected].

If needed they can be imparted training on online tendering process as per details available on the website. The intending bidder must have valid class-II or class-III digital signature to submit the bid.

2. Bidders registered in Contractor’s Registration Board(CRB) of DDA are required to pay the e-tendering annual charges as under :

S.No Class of Contractor Amount to be paid p.a.

1 Class-I Rs. 20,000

2 Class-II Rs. 16,000

3 Class-III Rs. 14,000

4 Class-IV Rs. 10,000

5 Class-V Rs. 6,000

The bidders who are not registered in DDA and wish to bid in DDA tenders are required to pay annual charge of e-tendering of Rs. 20,000.

3 Proof of registration (if applicable) and the proof of payment i.e., RTGS/NEFT number and its scan copy is to be uploaded in the technical bid.

4 Earnest money and tender fee shall be deposited through RTGS/NEFT in the

account of Sr. A.O. Cash Main, D.D.A having account No. 1014042405 with Central Bank of India, Vikas Sadan, I.N.A. Branch, New Delhi (IFSC Code CBIN0282695). The unique transaction reference of RTGS/NEFT shall have to be uploaded by the tenderer at Central Public Procurement Portal (http://eprocure.gov.in/eprocure/app ) by the prescribed date. The Director (Systems) will get tender fee/earnest money verified from Sr. A.O. Cash Main based on the unique transaction reference number against each RTGS/NEFT payment before the tenders are opened

Earnest money and tender fee have to be deposited through separate transaction.

(1) Tender fee : Rs.525/-( to be deposited through RTGS/NEFT in the account of the Sr.A.O Cash (Main) as mentioned above.

(2) The unique transaction reference of RTGS/NEFT against EMD, Tender fee shall be placed online at respective location before bid submission closing date & time.

Online tender documents submitted by intending bidders shall be opened only of those bidders, whose Earnest Money Deposit, Tender fee and other documents placed in the specified location are found in order.

ANNEXURE –XI

Instructions for Online Bid Submission

Instructions to the Bidders to submit the bids online through the Central Public Procurement Portal for e

Procurement at https://eprocure.gov.in/eprocure/app

1) Possession of valid Digital Signature Certificate (DSC) and enrollment/registration of the contractors/bidders on

the e-Procurement/e-tender portal is a prerequisite for e-tendering.

2) Bidder should do the enrollment in the e-Procurement site using the “Online Bidder Enrollment” option

available on the home page. Portal enrollment is generally free of charge. During enrollment/registration, the

bidders should provide the correct/true information including valid email id. All the correspondence shall be

made directly with the contractors/bidders through email id provided.

3) Bidder need to login to the site thro’ their user ID/ password chosen during enrollment/registration.

4) Then the Digital Signature Certificate (Class II or Class III Certificates with signing key usage) issued by

SIFY/TCS/nCode/eMudra or any Certifying Authority recognized by CCA India on eToken/SmartCard, should be

registered.

5) The DSC that is registered only should be used by the bidder and should ensure safety of the same.

6) Contractor/Bidder may go through the tenders published on the site and download the required tender

documents/schedules for the tenders he/she is interested.

7) After downloading / getting the tender document/schedules, the Bidder should go through them carefully and

then submit the documents as asked, otherwise bid will be rejected.

8) If there are any clarifications, this may be obtained online through the tender site, or through the contact

details. Bidder should take into account the corrigendum published before submitting the bids online.

9) Bidder then logs in to the site through the secured log in by giving the user id/ password chosen during

enrolment/registration and then by giving the password of the e-Token/Smartcard to access DSC.

10) Bidder selects the tender which he/she is interested in by using the search option & then moves it to the ‘my

tenders’ folder.

11) From my tender folder, he selects the tender to view all the details indicated.

12) It is construed that the bidder has read all the terms and conditions before submitting their offer. Bidder

should go through the tender schedules carefully and upload the documents as asked; otherwise, the bid will

be rejected.

13) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender

document/schedule and generally, they can be in PDF/xls/rar/jpg/dwf formats. If there is more than one

document, they can be clubbed together and can be provided in the requested format. Bidders Bid documents

may be scanned with 100 dpi with black and white option. It is advisable that each document to be uploaded

through online for the tenders should be less than 2 MB. If any document is more than 2MB, it can be reduced

through rar and the same can be uploaded, if permitted. However of the file size is less than 1 MB the

transaction uploading time will be very fast.

14) If there are any clarifications, this may be obtained through the site, or during the pre-bid meeting if any.

Bidder should take into account the corrigendum published from time to time before submitting the online

bids.

15) The Bidders can update well in advance, the documents such as certificates, annual report details etc., under

My Space option and these can be selected as per tender requirements and then send along with bid

documents during bid submission. This will facilitate the bid submission process faster by reducing upload time

of bids.

16) Bidder should submit the Tender Fee/ EMD as specified in the tender. The original should be

posted/couriered/given in person to the Tender Inviting Authority, within the bid submission due date & time

for the tender or as indicated in the tender. Scanned copy of the instrument should be uploaded as part of the

offer.

17) While submitting the bids online, the bidder reads the terms & conditions and accepts the same to proceed

further to submit the bid packets.

18) The bidder has to select the payment option as offline to pay the Tender FEE/ EMD as applicable and enter

details of the instruments.

19) The details of payments made through RTGS/NEFT should tally with the details available in the scanned copy

and the data entered during bid submission time. Otherwise submitted bid will not be acceptable or liable for

rejection.

20) The bidder has to digitally sign and upload the required bid documents one by one as indicated. Bidders to note

that the very act of using DSC for downloading the bids and uploading their offers shall be deemed to be a

confirmation that they have read all sections and pages of the bid document including General conditions of

contract without any exception and have understood the entire document and are clear about the

requirements of the tender requirements.

21) The bidder has to upload the relevant files required as indicated in the cover content. In case of any irrelevant

files, the bid will be rejected.

22) If the price bid format is provided in a spread sheet file like BoQ_xxxx.xls, the rates offered should be entered in

the allotted space only and uploaded after filling the relevant columns. The Priced-bid/BOQ template must not

be modified / replaced by the bidder; else the bid submitted is liable to be rejected for this tender.

23) The bidders are requested to submit the bids through online e-tendering system to the Tender Inviting

Authority (TIA) well before the bid submission end date & time (as per Server System Clock). The TIA will not be

held responsible for any sort of delay or the difficulties faced during the submission of bids online by the

bidders at the eleventh hour.

24) After the bid submission (i.e. after Clicking “Freeze Bid Submission” in the portal), the acknowledgement

number, given by the system should be printed by the bidder and kept as a record of evidence for online

submission of bid for the particular tender and will also act as an entry pass to participate in the bid opening

date.

25) The time settings fixed in the server side & displayed at the top of the tender site, will be valid for all actions of

requesting, bid submission, bid opening etc., in the e-tender system. The bidders should follow this time during

bid submission.

26) All the data being entered by the bidders would be encrypted using PKI encryption techniques to ensure the

secrecy of the data. The data entered will not viewable by unauthorized persons during bid submission & not

be viewable by any one until the time of bid opening.

27) Any bid document that is uploaded to the server is subjected to symmetric encryption using a system

generated symmetric key. Further this key is subjected to asymmetric encryption using buyers/bid openers’

public keys. Overall, the uploaded tender documents become readable only after the tender opening by the

authorized bid openers.

28) The confidentiality of the bids is maintained since the secured Socket Layer 128 bit encryption technology is

used. Data storage encryption of sensitive fields is done.

29) The bidder should logout of the tendering system using the normal logout option available at the top right

hand corner and not by selecting the (X) exit option in the browser.

30) For any queries regarding e-tendering process, the bidders are requested to contact as provided in the tender

document. Parallely for any further queries, the bidders are asked to contact over phone: 1-800-233-7315 or

send a mail over to – [email protected].

*****

ANNEXURE –XII

TENDER ACCEPTANCE LETTER (To be given on Company Letter Head)

Date: To, ______________________ ______________________ ______________________ ______________________ ______________________ Sub: Acceptance of Terms & Conditions of Tender. Tender Reference No: ________________________ Name of Tender / Work: - ________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________

Dear Sir, 1. I/ We have downloaded / obtained the tender document(s) for the above mentioned ‘Tender/Work’ from the web site(s) namely: ____________________________________________________________________________________ ____________________________________________________________________________________ as per your advertisement, given in the above mentioned website(s). 2. I / We hereby certify that I / we have read the entire terms and conditions of the tender documents from Page No. _______ to ______ (including all documents like annexure(s), schedule(s), etc .,), which form part of the contract agreement and I / we shall abide hereby by the terms / conditions / clauses contained therein. 3. The corrigendum(s) issued from time to time by your department/ organisation too have also been taken into consideration, while submitting this acceptance letter. 4. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) / corrigendum(s) in its totality / entirety. 5. In case any provisions of this tender are found violated , then your department/ organisation shall without prejudice to any other right or remedy be at liberty to reject this tender/bid including the forfeiture of the full said earnest money deposit absolutely.

Yours Faithfully, (Signature of the Bidder, with Official Seal)