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Tender Document for procurement of GPS Hand Held Recievers

SURVEY OF INDIA

Phone : 04027201181 (EPABX) OFFICE OF THE ADDL.S.G.

Gram : “SURTRAINING” INDIAN INSTITUTE OF SURVEYING

Fax : 040-27200286 & MAPPING,

E-Mail : [email protected] SURVEY OF INDIA, UPPAL,

Website: www.soisti.gov.in HYDERABAD- 500 039 (A.P).

TENDER DOCUMENT No. 01/2013/IISM (18 pages)

FOR

GPS HAND HELD RECEIVERS

Tender will be available w.e.f. 04-02-2013

Closing of sale of Tender document 21.02.2013 (1700 hrs.)

Last date of acceptance of Tender document 22.02.2013 (1300 hrs.)

SURVEY OF INDIA

Phone : 04027201181 (EPABX) OFFICE OF THE ADDL.S.G.

Gram : “SURTRAINING” INDIAN INSTITUTE OF SURVEYING

Fax : 040-27200286 & MAPPING,

E-Mail : [email protected] SURVEY OF INDIA, UPPAL,

Website: www.soisti.gov.in HYDERABAD- 500039 (A.P)

No. S- /15-P-3/IISM Dated: --01--2013.

Dear Sirs,

You are invited to send your quotations for Procurement of Hand held GPS Receivers by Indian Institute of Surveying

& Mapping, (IIS&M), Survey of India at Hyderabad. Please submit your quotation in two parts i.e. 1) Technical bid and 2) Commercial bid separately.

1. Apprx. Quantity to be procured. -- 5 nos.

1. Your quotation duly signed should be sent under sealed cover to the Addl. Surveyor General, Indian Institute of

Surveying and Mapping, Survey of India, Uppal, Hyderabad-500039 and not to any individual by name.

2. The sealed quotations will be accepted from 04-02-2013 to 22-02-2013 till 1300 hrs . and will be opened at

1500 hrs on 22-02-2013. No quotations will be considered if received after 13.00 hrs on 22.02.2013.

Interested tenderers may be present if they desire while opening the quotations. Representatives require

authorization letters from their respective firms.

3. Quotations should be strictly as per specification (enclosed vide Appendix –A to D). Quotations not sealed or

received late will not be considered. The TECHNICAL BID and COMMERCIAL BID shall be placed in separate sealed

envelopes.

4. EARNEST MONEY/ BID SECURITY: Earnest Money of fixed amount of Rs. 6,000/- (Rupees Six thousand Only) in the shape of Fixed Deposit Receipt/un-conditional Bank Guarantee valid for eight months from the date of submission of the tender of any Nationalized/Commercial Bank in favour of the “The Estt.& Accounts Officer, IIS&M, Survey of India, Uppal, Hyderabad-500 039 (A.P)” should be submitted alongwith the UNPRICED BID. Non-inclusion or Shortfall in amount of Earnest Money, if any, will result in rejection of the offer.

5. Please specify the approximate time required for supplies (either ex-stock or specific time period) after getting the

supply order.

6. Consigner is responsible for safe arrival of goods at the destination. Transit insurance will not be paid separately

by this office.

7. The rates to be quoted showing separately, the delivery charges and sales tax and packing charges, labour

charges if any, clear percentage applicable should be given.

8. While quoting please certify that you are paying your assessed income tax and sales tax regularly.

9. “Quotation for Handheld GPS Receiver for mobile mapping & GIS ” should be written on the top of the

each sealed cover. Technical Bid and Commercial Bid should be written on the envelops. The complete address

of your firm with telephone & fax number and our letter No. must be mentioned on the envelope.

10. Quote your rates considering a discount on MRP as IIS&M is an educational Institute and is entitled for receiving

special educational concessions on goods. Rates quoted should be all inclusive and in Indian Currency.

Contd..2

::2::

11 DEMONSTRATION OF INSTRUMENT:

The tenderer will arrange demonstration of instrument, in question, at Hyderabad (A.P.) India, free of cost, either

directly or through authorised Indian Agents/Dealers/Distributors, as the case may be, to verify whether the

Instrument meets the accuracy criteria as indicated in the given technical specifications.

12. Validity of the quotations should be at atleast 6 months from the date of opening the quotations.

13. The Quantities mentioned are approximate, which may be increased or decreased or may be deleted at the

discretion of Addl.S.G., IIS&M at the time of placing supply order.

14. Payment to the supplier shall be made on complete and successful supply of stores and Training on the

Instruments.

15. The Addl.S.G., IIS&M reserves the right to reject any or all quotations without assigning any reasons thereof.

Thanking you,

Yours faithfully

(ANANDA DAS)

ASSTT. STORES OFFICER

for ADDL.S.G., I I S & M

Encl: 1. Appendix I to IV.

2. Appendix A to D.

The tenderers of the following Groups may submit their offer accordingly:

i) GROUP ‘A’

Items manufactured in India and offered by the Indian Manufacturer or their authorised dealer/ distributor alongwith letter of authority from the Indian Manufacturer (for terms & conditions of supply, Annexure ‘A’(i), ‘A’(ii) and ‘A’ (iii) may be referred to), may be submitted.

ii) GROUP ‘B’

Items manufactured in foreign country (showing country of origin) and offered by the Indian subsidiary of the parent foreign company and their network of dealership, with proper letter of authority from their Foreign Principals/ the Manufacturer, may be submitted.

1.TENDERING SYSTEM:

The tenders/Bids are to be submitted in two Parts, i.e. Part-I & Part-II.

A) Part-I titled as TECHNICAL BID shall contain the complete technical qualifications with terms & conditions of supply etc. (except Price Schedule).

B) Part-II titled as COMMERCIAL BID shall contain the Price Schedule.

(The Indian Institute of Surveying & Mapping is an educational institute imparting education and training in the domain of geospatial science & technology. It is therefore incumbent on the bidder to quote rates for their equipments at concessional rates as applicable for educational institutions. Purely commercial rates will not be valid or accepted. The bidder must demonstrate that the rates quoted are ‘educational rates’ by way of providing a copy of orders from other institutions where they have provided same / similar equipments at commercial rates).

The TECHNICAL BID and COMMERCIAL BID shall be placed in separate sealed envelopes. Each of these two sealed Envelopes containing the respective Bids shall indicate on the cover of it, the Tender No., and the type of bid i.e. Technical or Commercial Bid, as the case may be, along with the Name and Address of the Bidder/Tender. These two sealed envelopes /covers shall be put into OUTER COVER and sealed. The OUTER COVER shall only indicate the TENDER No. and last date & time of receiving the tenders PROMINENTLY alongwith the Address of Purchaser i.e. Indian Institute of Surveying & Mapping, Survey of India, Uppal, Hyderabad – 500 039. Commercial bid must be submitted on prescribed Performa as applicable. Tender will be rejected if deviation from Performa on any account is found.

The tender duly signed by the tenderer must be addressed to The Addl.S.G., IIS&M and not to any individual by name. The tender must be signed by the tenderer on each page.

2.VALIDITY OF RATES

The rates quoted in the tender must remain valid for 180 days (six months) from the date of opening of financial bid/price bid. Rates will not be changed in any circumstances.

3.OPENING OF TENDERS

(i) The Technical Bid will be opened on 22.02.2013 (1500 hrs.) in the Indian Institute of Surveying & Mapping, Survey of India, Uppal, Hyderabad – 500 039.

(ii) The representatives of the tenderers/bidders may attend the opening of tenders alongwith letter of authority from the respective tenderer/bidder. The date of opening of Commercial Bids shall be intimated separately by telegram/fax/Telephone/SOI’s website. Only one representative from each bidder will be permitted.

Contd..4

4. DEMONSTRATION OF INSTRUMENT:

The tenderer will arrange demonstration of instrument, in question, at Hyderabad (A.P.) India, free of cost, either directly or through authorised Indian Agents/Dealers/Distributors, as the case may be, to verify whether the Instrument meets the accuracy criteria as indicated in the technical specifications given in Appendix-A. Short listed tenderers will be required to demonstrate the instruments as per the dates to be intimated to them.

5.INSPECTION:

Preliminary inspection of the stores will be carried out by the supplier at the factory before dispatch. The final joint inspection will be carried out at the consignee’s site after receipt of the consignment. In case of defective supply due to latent manufacturing defects, the same has to be removed and replaced at the supplier’s cost. All the inland expenses including insurance are to be met by the supplier.

6. WARRANTY:

The supplier will replace the defective material, free of cost, if noticed within the Guarantee/Warranty period. The Warranty Certificate, as per specimen enclosed at APPENDIX-II, is also to be submitted duly signed alongwith the tender. The warranty will have to be valid for a period of 12 months after the date of final acceptance (Joint Inspection Report). In case of any break down during the warranty, the period of warranty shall get extended for the period for which instrument remained out of service.

7.GUARANTEE:

The instrument should have functional guarantee at least for 1 year from the date of completion of training to Survey of India staff.

8. AGREEMENT:

The successful Tenderers/Suppliers will be required to sign an agreement on non – judicial stamp paper of Rs. 100/- as per specimen at Appendix IV at their own cost.

9. SERVICE MANUAL:

Service Manual with Circuit diagram will have to be provided with the instrument.

10.REPAIR & MAINTENANCE:

The tenderer should furnish the detailed data for repair and maintenance facilities as would be extended by them, in case of any necessity. The tenderer must specify the normal expected life of the instrument.

11.TRAINING:

The rates quoted should be inclusive of installation & training charges. The Training will have to be imparted to Survey of India staff (5 personnel) of IIS&M at Hyderabad.

12.For General terms & conditions of supply, please see APPENDIX-I

13. The tender document can be downloaded from our website: www.surveyofindia.gov.in. Tenderers downloading the tender document shall attach a separate Demand Draft of Rs. 250/- of any Commercial/ Nationalized Bank in favour of the “Establishment & Accounts Officer, IIS&M, Survey of India, Hyderabad” along with the Technical Bid towards the cost of tender document in addition to separate Demand Draft towards earnest money deposited, failing which the offer will be rejected.

14. Please note that Late Tenders/Delayed Tenders or Postal delayed Tenders will not be considered at all.

15. The Addl.S.G., Institute of Surveying & Mapping, Survey of India, Uppal, Hyderabad -500 039 reserves the right

to reject/cancel all or any tender without assigning any reason thereof.

ADDITIONAL SURVEYOR GENERAL

Indian Institute of Surveying & Mapping

Hyderabad

Annexure-A

In case of the offer from the Indian Manufacturer/or through their authorised dealers/distributors

Break-up details of Cost:

Sl.No. Description of item Qty. Rate Cost

(1) Main Instrument/Equipment with- Rs.

Standard OEM Accessories.

(2) Excise Duty (with percentage) on total (1) Rs.

(3) R&D and Cess (with percentage) if any, on Total (1) Rs.

(4) ST/CST Rs.

(5) Total (1) to (4) Rs.

(6) Taxes as applicable at the time of procurement

(7) Packing & Forwarding charges

(8) Transit Insurance charges (upto the Consignee’s

site till the date of installation/commissioning

of Instrument/Equipment).

(9) Inland Transportation charges

(ON DOOR DELIVERY BASIS)

(10) Service/Handling charges, if any (in case

of authorised Dealers/Distributors only)

(11) Total Cost (on F.O.R. Destination basis) Rs. _____

NOTE: - The rates quoted should be inclusive of installation and cabling charges. The free Training will also have to be imparted to Survey of India Staff of IISM at Hyderabad.

Contd..6

ANNEXURE ‘A’ (i)

While submitting the offer, the following information/documents may also be furnished in support of the tender.

1. SECURITY DEPOSIT/PERFORMANCE SECURITY:

Successful tenderer will have to furnish Security Deposit @10% value of the order/contract in the shape of Fixed Deposit Receipt/ un-conditional Bank Guarantee of any Nationalized /Commercial Bank valid for 15 months from the date of receipt of letter of intent with a provision of further extension in favour of the “The Estt. & Accounts Officer, Indian Institute of Surveying & Mapping, Survey of India, Uppal, Hyderabad-500039”. An Agreement is also to be signed by the Supplier at their cost on non-judicial stamp paper of Rs.100/- as per specimen at APPENDIX-III.

2. DELIVERY PERIOD:

Please state the minimum delivery period required by you from the date of receipt of firm Supply Order. However the stores will have to be supplied latest within 8 weeks from the date of firm supply order.

3. PACKING:

The main Equipment/Instrument, in question, is required to be securely packed as per INTERNATIONAL STANDARD TRADE PACKING to avoid damages to the consignment in transit.

4. INSURANCE:

The consignment is required to be dispatched to the consignee, duly insured for transit insurance for all risks from the consignor’s Warehouse to the Consignee’s office upto final destination till the erection/installation of the Main Equipment/Instrument. The insurance charges should be borne by the consignor.

5. ACCESSORIES: Only OEM accessories should be quoted.

6. TRANSPORTATION CHARGES:

The transportation charges should be pre-paid for delivery of consignment to the consignee on DOOR DELIVERY BASIS and should be borne by the consignor.

7.PAYMENT:

100% payment will be made within thirty days from the date of installation & commissioning/acceptance of the Main Equipment/Instrument and completion of training to SOI personnel by the firm. No request for advance payment, payment against delivery or payment through Bank against despatch documents will be considered.

Contd..7

ANNEXURE ‘A’(ii)

The following clauses mentioned in this tender document may also please be confirmed in the TECHNICAL BID:

a) VALIDITY OF OFFER

b) FREE DEMONSTRATION OF INSTRUMENT

c) INSPECTION

d) WARRANTY

e) GUARANTEE

f) SERVICE MANUAL

g) REPAIR & MAINTENANCE (AFTER SALES SERVICE FACILITIES).

h) TRAINING

i) Photo copies of the following documents are also required to be furnished along with the TECHNICAL BID:

a) Registration Certificate of the firm under Commercial & Establishment Act

b) Registration Certificate if registered with D.G.S.& D as an approved Govt. Supplier, or registered as a

Small Scale Unit with Small Scale Industries.

c) Latest Sales Tax Clearance Certificate.

d) Latest Income Tax Clearance Certificate.

e) In case of wholesale dealers/distributors/agents, authority letter (in original) from their Manufacturers.

f) One copy of Warranty Certificate, duly stamped and signed (specimen enclosed).

Contd..8

APPENDIX - I

GENERAL TERMS AND CONDITIONS OF SUPPLY:

QUALIFICATION CRITERIA—

The bidder shall be a manufacturer or agent/dealer/distributor of the manufacturer who has designed, manufactured, supplied, erected, commissioned equipment/instrument of similar type and capacity as given in Annexure-A of the document and which are in successful operation in other scientific organizations for two years on the date of bid opening.

The bidder shall furnish details of supplies made in the last 2 years to the scientific organizations in India along with the user’s certificate regarding satisfactory functioning of the equipment/instrument.

2. FORMAT AND SIGNING OF BID--

The bid shall be typed or written, in English language only, in indelible ink and shall be signed by the bidder or a person or persons duly authorised to bind the bidder to the Contract. The letter of authorization shall be indicated by written power-of-attorney accompanying the bid. All pages of the bid, except for un-amended printed literature, shall be initialed by the person or persons signing the bid. The bid shall contain no interlineations, erasures or overwriting except as necessary to correct errors made by the bidder, in which case such corrections shall be initialed by the person or persons signing the bid.

3. ADDITIONAL QUESTIONS FOR TENDER ENQUIRIES --

(a) Please state that you have submitted your quotation in two parts as indicated below: -

Part-I Technical bid consisting of technical details, bringing out clearly in a separate sheet, deviations, if any, in

specifications from those indicated in APPENDIX-A of the Tender Document.

Part-II Price bid showing item wise price in a separate sealed cover inside the main cover.

(b) Please confirm that you will forward in advance two copies of each of installation, operation and

maintenance instructions and diagrams in English, in case contract is awarded and order placed with

you.

( c) Please indicate, in a separate sheet, duly signed by you, full information in respect of the output that

you obtained from the machine you have offered; and also that you

guarantee for the performance of the machine under the normal conditions and also

that you will demonstrate guaranteed output after installation of the machine.

(d) Please confirm that you have adequate servicing and spare parts facilities in India in respect of the equipment/ instrument tendered for by you or that you will arrange to provide such facilities simultane-

ously with the supply of the equipment/instrument.

(e) Please confirm that you undertake the supplies of necessary maintenance of equipment/instrument and spare parts will be made available for life of the machine on a continuous basis at a price not in excess of the net FOB/FAS price after allowing maximum discount and without taking into account any commission payable to the Indian Agents, if any, of the seller. If any such commission is payable, the same shall be indicated and it shall be payable only in Indian Currency. The life of equipment should be intimated.

Contd..9

(f) Please indicate that you guarantee that before going out of production of the spare parts, you will give adequate advance notice to the purchaser so that the latter may order his requirements of spares in one lot, if he so desires.

(g) Please indicate that you further guarantee that if you go out of production of spare parts, then you will make available blue-prints, drawings of the spare parts and specifications of materials at no cost to the purchaser if and when required in connection with the equipment/instrument to enable the purchaser to fabricate or procure spare parts from other sources.

(Signature of Tenderer)

4. COMPLETENESS/CORRECTNESS OF THE STORES—

The contractor/supplier shall be responsible for the correct supply of the equipment being ordered and shall replace the same free of cost if found not conforming to the required specifications or incomplete in any performance. The spares shall be guaranteed for interchangeability and performances. The changed parts, if any, will be guaranteed for correctness and interchangeability.

5. DECREASE IN THE QUANTITY TO BE SUPPLIED—

Normally no item or quantity will be cancelled or reduced within the delivery period. But the Indenter/Purchaser reserves the right to cancel any item or reduce any quantity from the purchase order if the stores are not supplied within the original delivery period.

6. FORCE MAJEURE--

“Force Majeure” means an event beyond the control of the Supplier and not involving the supplier’s fault or negligence and not limited to, acts of the Purchaser either in its sovereign or contractual capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions and freight embargoes.

If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing of such conditions and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

7. TERMINATION FOR INSOLVENCY--

The Purchaser may at any time terminate the Contract by giving written notice to the Supplier, without compensation to the Supplier, if the Supplier becomes bankrupt or otherwise insolvent, provided that such termination will not prejudice or effect any right of action or remedy which has accrued or will accrue thereafter to the Purchaser.

8. APPLICABLE LAW –

The Contract shall be interpreted in accordance with the laws of the Union of India.

Contd..10

APPENDIX-II

WARRANTY CERTIFICATE

We warrant that every thing to be supplied by us hereunder shall be brand new, free from all defects and faults in material workmanship and manufacture and shall be of the highest grade and quality and consistent with the established and generally accepted standards for material of the type ordered, shall be in full conformity with the specifications/drawings of samples if any and shall operate properly. We shall be fully responsible for its efficient operation.

In case of any latent defect or inconsistency due to poor manufacturing/repair & overhaul of the equipment/instrument, or defective supply not conforming to the specifications if observed at the time of final inspection and thereafter within 12 months from the date of acceptance, we undertake the guarantee to repair/supply free of cost the defective items upto the final destination and the inland expenses borne by the indentor, will be at our cost.

This warranty shall survive inspection and payment for and acceptance of the goods but shall expire (except in respect of complaints of which the contractor has been notified prior to such date) twelve months after their successful acceptance by the purchaser.

SEAL of manufacturer/supplier Enterprises

Signature……………………………………

Opening Date : 15-02-2013

Closing Date : 22-02-2013

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A SETU HIMACHALAM – FROM KANYAKUMARI TO THE HIMALAYASSurvey of IndiaDepartment of Science & Technology

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