TENDER DOCUMENT For Printing & Supply of Books (Term...

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HRDD, Government of Sikkim 1

TENDER DOCUMENT

For Printing & Supply of Books (Term Books, Language Books & Exercise Books)

At

Government Schools of Sikkim

HUMAN RESOURCE DEVELOPMENT DEPARTMENT

Government of Sikkim

Tender No. 300/TBU/HRDD/2014-15

OFFICE OF THE DIRECTORHUMAN RESOURCE DEVELOPMENT DEPARTMENT,

TASHILING, GANGTOK – 737103 SIKKIM

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Important Dates and Information

Critical Dates Date Time

Document Sale Start Date 22th Oct 2014 14:00

Document Sale End Date 01St Nov 2014 11:00

Seek Clarification Start Date 01St Nov 2014 14:30

Seek Clarification End Date 03rd Nov 2014 16:00

Pre Bid Meeting Date 04th Nov 2014 10:30

Bid Submission Start Date 05th Nov 2014 10:00

Bid Submission End Date 11th Nov 2014 17:00

Bid Opening Date 12th Nov 2014 10:30

Place of Opening of Bids Office of the Director,(HE) HRDD, Gangtok

Address For Communication

Office of the Director,(HE), Tashiling Secretariat,HRDD, Gangtok, Sikkim 737101

Mobile No: 97759 81715, 9434041007, PhoneNo: 202506, Fax: 203050/202218

(Hrs:Mins)Date Of Publication of Bid 22th Oct 2014 12:30

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Contents1. Instruction to Bidders............................................................................................................................ 5

1.1 Definitions..................................................................................................................................... 5

1.2. Qualification Criteria Bidders............................................................................................................ 6

1.3 Bidders Eligibility Criteria.................................................................................................................. 8

2. Tender Document................................................................................................................................ 11

2.1 Cost of the Tender Document ..................................................................................................... 11

2.2 Proposal Preparation Cost.......................................................................................................... 11

2.3 Entire Tender Document............................................................................................................. 11

2.4 Clarification on BID/TENDER Document and Pre Bid Conference.......................................... 11

2.5 Amendment to Bid/Tender Document ....................................................................................... 12

2.6 Documents comprising the Bid................................................................................................... 12

2.7 Language of BID......................................................................................................................... 12

2.8 Proforma of Bid .......................................................................................................................... 12

2.9 Bid Prices .................................................................................................................................... 12

2.10 Period of Validity of Bids ........................................................................................................... 13

3. Online Bid Submission ....................................................................................................................... 14

3.1 Instructions for Online Bid Submission...................................................................................... 14

3.2 Registration ................................................................................................................................. 14

3.3 Searching for Tender Documents ............................................................................................... 14

3.4 Preparation of Bids ..................................................................................................................... 15

3.5 Submission of Bids ..................................................................................................................... 15

3.6 Assistance to Bidders .................................................................................................................. 16

3.7 Bid Due Date............................................................................................................................... 17

3.8 Modification and Withdrawal of BID ......................................................................................... 17

4. Evaluation Criteria .............................................................................................................................. 18

4.1 Opening and Evaluation of Technical Bids ................................................................................ 18

4.2 Opening and Evaluation of Commercial Bids ............................................................................ 18

4.3 Bid Currency............................................................................................................................... 19

4.4 Bid Security ................................................................................................................................ 19

4.5 Forfeiture of BID Security .......................................................................................................... 19

4.6 Award of Contract....................................................................................................................... 20

4.7 HRDD’s Right to Change ........................................................................................................... 20

4.8 Submission of Performance Security Money.............................................................................. 21

4.9 Signing of Agreement ................................................................................................................. 21

4.10 Completion Time/Time Extension & Penalty for Delay............................................................. 21

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4.11 Special Terms & Conditions ....................................................................................................... 22

4.12 GoS’s Right to Accept Bid and to reject any or all Bids ............................................................ 22

4.13 Lack of Information to Bidder .................................................................................................... 22

4.14 Fraudulent & Corrupt Practice.................................................................................................... 22

5. General Conditions ............................................................................................................................. 24

5.1. Application....................................................................................................................................... 24

5.2. Governing Language........................................................................................................................ 24

5.3. Applicable Law................................................................................................................................ 24

5.4. Assigning of Sub-Contracts ............................................................................................................. 24

5.5. Change orders .................................................................................................................................. 24

5.6 Notices ........................................................................................................................................ 24

5.7. Patent Rights .................................................................................................................................... 24

5.8 Taxes and Duties......................................................................................................................... 25

5.9 Force Majeure ............................................................................................................................. 25

5.10 Acquaintance with local conditions ............................................................................................ 25

5.11 Statutory and Regular Approvals ................................................................................................ 26

5.12 Confidentiality ............................................................................................................................ 26

5.13 Limitation of Liability................................................................................................................. 26

5.14 Failure to Agree with the Terms and Conditions of the BID/TENDER ..................................... 26

5.15 Payment Terms ........................................................................................................................... 26

6. Scope of Work ................................................................................................................................ 27

Annexure 1: Bidder Profile ......................................................................................................................... 28

Annexure 2: Proforma of Letter of Undertaking (Printed in companies letter Head)................................. 30

Annexure 3: Format for Queries ................................................................................................................. 32

Annexure 4: Technical Bid letter ................................................................................................................ 33

Annexure 5 Statement of Deviation from Technical Specification ............................................................ 35

Annexure 6: Statement of Deviation from Tender Terms and Condition................................................... 36

Annexure 7: Commercial Bid Letter:.......................................................................................................... 37

Annexure 8: Technical Evaluation Criteria ................................................................................................ 39

Annexure 9: Requirement and Specification of Books............................................................................... 40

Language Books...................................................................................................................................... 40

Exercise Books........................................................................................................................................ 44

TERM BOOKS -2015 (Composing Necessary) ..................................................................................... 45

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1. Instruction to Bidders

Bidders are advised to study this BID/TENDER document carefully before participating. It shallbe deemed that submission of bid by the bidder has been done after their careful study andexamination of the BID/TENDER with full understanding to its implications. Any lack ofinformation shall not in any way relieve the bidder of his responsibility to fulfill his obligationsunder the Bid.

1.1 Definitions

In this document, the following terms shall have following respective meanings:-

“Acceptance” means the Complying and Agreeing to the terms and conditions for the purposeof this tender by the Tenderer/Bidder, herein provided by Government that the following term(s)and condition(s) (or specific part thereof) has been mutually agreed, accepted and/or shall befully accepted by the Tendered or bidder, in accordance with the Terms and Condition laid downin the Tender/Bid Documents.

“Agreement” means the Agreement to be signed by the Successful Bidder and Government ofSikkim

“Authorized Representative” shall mean any person/agency authorized by either of the parties.

“BOQ” means Bill of Quantity

“Bidder” means any firm offering the solution(s), service(s) and/ or materials required in theBID/TENDER. The word Bidder, when used in the pre-award period shall be synonymous withBidder, and when used after intimation of successful bidder shall mean the successful bidder,also called ‘Vendor or Implementation Partner’, with whom Govt. signs the Contract.

“Contract” is used synonymously with agreement.

“Documentary evidence” means any matter expressed or described upon any substance bymeans of letters, figures or marks intended to be used for the recording of that matter or tosubstantiate the claims or authenticate the submitted document or items put under tender andwhich can produced before a court of Law.

“Gov. /GoS/Government/Govt. of Sikkim” shall mean Government of Sikkim.

“Go live” shall mean from the date of signing contract/Agreement between Bidder andGovernment of Sikkim.

“Law” shall mean any Act ,notification, bye law ,rules and regulations, directive, ordinance,order or instruction having the force of law enacted or issued by the Government of India orState Government or regulatory authority or political sub-division of government agency.

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“LOA” means issuing of Letter of Award which shall constitute the intention of the Tenderer toplace the purchase order with the successful bidder.

“Party” shall mean Govt. or Bidder individually and “Parties” shall mean Govt. and Biddercollectively.

“PBC” means Pre-Bid Conference

“Rates/Prices” means prices of supply of equipment and services quoted by the Bidder in theCommercial Bid submitted by him and/or mentioned in the Contract

“BID/TENDER (request for proposal)” means the detailed notification seeking a set ofsolution(s), service(s), materials and/or any combination of them.

“Services” means the work to be performed by the Bidder pursuant to this Contract, as detailedin the Scope of Work

“Site” shall mean the location(s) for which the Contract has been issued and where the serviceshall be provided as per Agreement.

“Manufacturer” shall mean the selected vendor.

“Director” shall mean the authority issuing this Request for Proposal (BID/TENDER) and theauthority under whom the said project is to be implemented and this authority shall berepresenting the Government of Sikkim.

“Termination notice” means the written notice of termination of the Agreement issued by oneparty to the other in terms hereof.

1.2. Qualification Criteria Bidders

The following are the Pre-conditions, which are to be necessarily fulfilled, to be eligible fortechnical evaluation of the proposed solution. Only those interested bidders who satisfy thefollowing eligibility criteria should respond to this BID/TENDER:

(I) Pre-Qualification for BiddersThe cost of BID/Tender document and Earnest Money Deposit (EMD) shall be submitted inoriginal on or before the bid Submission end date (refer to data sheet in page 1)

a) The pre-qualification bid shall contain the following document:i. Original Demand Draft of Rs.20,000/- as tender document fees and should match

with the online submitted bidii. Earnest Money Deposit of Rs. 5, 71, 959 (Rupees Five Lakhs Seventy One

Thousand Nine Hundred and Fifty Nine Only). which is 2.5% of the work valueshould match with the online submitted bid.

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iii. Samples of all bid item(s). The samples of each item bearing name & signature ofthe vendor should be submitted on the particular date at his / her on cost and risk.The vendor should submit Samples during the submission of tender fee andEarnest Money Deposit. All Samples should be as per specification attachedwith the e-tender. Non submission of the samples will lead to the rejection of thee-tender.

In case of failure of submitting the cost of tender document, Earnest Money Deposit (EMD) andSamples the bids received will not be considered for opening and will be out rightly rejectedwithout any reason thereof.

(II)General Qualification for Bidders

a) Documents to be enclosed with online bid:a. Permanent Account Number (PAN) Cardb. Registration Certificatec. Valid Trade licensed. Sales Tax/VAT Clearancee. Bidder Address Format Detailsf. Income Tax Registration/Clearance/Exemption Certificateg. In case of Consortium, Partnership documents should be uploadedh. Annual Turnover Certificate from Chartered Accountanti. Balance sheet for last three yearsj. Principle place of business/Printing House detailk. Procurement/Similar types of supply work

b) The vendor/ Printing house/dealers/Firms etc. who are in the business of printing areinvited to bid for the project. The prospective bidder as the case may be should haveannual turnover of Rs.1.00 crore for last 3 consecutive financial year.

c) Consortium bidding is allowed with the prime bidder having turnover of Rs.1.00 crore forlast 3 consecutive financial years. The consortium partner should be a printinghouse/dealers or into the same business of printing for a minimum of 3 years.

d) In case of the consortium bidding the Teaming/consortium Agreement of the consortiumpartners duly signed by the signing authorities of the respective partner companies, needsto submitted and produced in original on demand by GoS.

e) The bidder can apply for any individual or all items mentioned in the bid, however theincomplete bidding in any one section will amount to cancellation of the BID. Onlycomplete Bid/Bids for items mentioned below will be considered:

a. Term Books for Class I to V (Composing, Print & Supply)b. Language Textbooks for Class I to XII (Print & Supply)c. Exercise copies for Class Pre-Primary to VIII (Print & Supply)

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Any incomplete section/sections will be rejected out rightly.

f) The Bidder shall not be under a declaration of ineligibility for corrupt or fraudulentpractices or blacklisted/penalized for uncompleted work with any of the CentralGovernment / State Government /PSU/ Any Corporation / Any Society / World Bank /Any Government agencies in last 5 years ending on 31st March 2014

g) The cost of BID/Tender document and Earnest Money Deposit (EMD) shall besubmitted in original on or before the bid Submission end date (refer to data sheetin page 1). In case of failure of submitting the cost of tender document and EarnestMoney Deposit (EMD), the bids received will not be considered for opening and willbe out rightly rejected. Also scan copy of both the documents needs to be uploadedin the website www.sikkimtender.gov.in

h) The bidders can visit the office of the Joint Director, Text Book Section, HRDD from23nd October 2014 to inspect the samples of tendered items till 7th November 2014.Further, to facilitate the bidding done by the prospective bidders, office would be openduring holidays from 24th to 25th October 2014 from 10:00 AM to 12:00 Noon fordisplay of samples. From 28th October 2014 to 7th November 2014 the timing of displayof samples would be 10:00 AM to 4:00 PM.

1.3 Bidders Eligibility Criteria

The following are the conditions, which are to be necessarily fulfilled, to be eligible for technicalevaluation of the proposed scheme. Only those interested bidders who satisfy the followingcriteria should respond to this TENDER.

The bidder shall meet the following Qualification for Eligibility:

a) Registered firms/ organizations/ suppliers/ printers/ publishers/ societies/ public limitedcompanies/ private limited companies should possess certificate of registration as thecase may be.

b) In case of consortium bidding, the prime bidder should have local presence in Sikkim andthis should be an existing set up established prior to 31st March 2011 or at least before31st March 2014. The MoU between the consortium bidders should also be submitted tothe department.

c) Reputed, experience and financially sound bidders/Tenderer, fulfilling the eligibilityqualification as specified herein clause “1.2 Qualification Criteria for Bidders” shall beeligible to bid for printing & supply of textbooks, term books and exercise book :

i. All qualified Bidders who fulfill the required term & conditions and specificationsshall be allowed to supply and print the exercise books, term books and language

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books to the Govt. Sr. Sec. School, Sikkim on the same term & conditions of thee-tender.

ii. The Bidders shall possess the previous knowledge & experience of composing,printing, publication & supply of exercise books, term books and language booksor having tied up with company/firm having knowledge & experience of printingand publication of books along with the requisite printing and publishing facilitiesfor books.

iii. The bid should be accompanied with Demand Draft of Rs.20, 000/- in favour ofPrincipal Secretary, HRDD, GoS from State Bank of Sikkim or from anyNationalized Bank in Sikkim towards tender document fee.

iv. The bid document should be accompanied by earnest money deposit in the formof Fixed Deposit Receipt (FDR)/Temporary Deposit Receipts (TDR) @ 2.5% ofwork value which comes to Rs.5, 71,959.00 /- in favour of Principal SecretaryHRDD, GoS from State bank of Sikkim or from any Nationalized Bank inSikkim.

v. The envelope for DD and EMD should be clearly marked as “Supply of Languagebooks, Term Books & Exercise book” and the tender No. 300/TBU/HRDD/2014-15 and should be addressed to

The Director (Higher Education)Human Resource Development DepartmentGovernment of SikkimGangtok, SikkimSikkim – 737101

d) The bidder shall submit the above details with documentary evidence including copies ofthe list of past supplies, details of composing, printing and binding facilities available etc.in support of their fulfilling the eligibility requirements.

e) The contract will ordinarily be awarded to the most eligible bidder whose bid would befound to be responsive and who will be eligible and qualified to perform the contractsatisfactorily as per the terms and conditions of the tender document.

f) Documents once submitted by bidder will be considered as final. Any deficiency in thedocuments shall render the bidder liable for rejection without any reasons thereof.

g) The e-tender for enlistment of vendors will be opened in two parts / stages i.e. firstly, asper clause (I) Pre-Qualification for Bidders, the required document will have to besubmitted in hard copy to the office and will be opened and if documents therein arefound as per the terms and conditions of e-tender document, then only Technical Bid willbe opened. Only those bids will be open who qualify for the technical bid.

h) The Bidder should have experience of working with various State Governments of theCountry. Preference would be given to the bidder who has prior experience of working

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with Government of Sikkim or North-Eastern India for at least 3 years ended with 31stMarch 2014. However, such preference would be subjected to fulfillment of technicaleligibility and quality standards.

i) Successful bidder shall furnish a performance guarantee in the form of FDR/DD/BankGuarantee of 5% of the total tender value within 15 days without failing to do so willautomatically render cancellation of the bidder and the opportunity will be given to nextsuccessful bidder.

j) The purchasing of bidding documents will not entitle the Bidder(s) to qualify theeligibility criteria set for the bidder. The Details furnished online by the bidder will beexamined in detail as per the requirement of bidding documents and accordingly his/hereligibility will be established.

k) The bidder shall be deemed to have carefully examined all the bidding Documents andalso to have satisfied himself as to the nature and character of the work to be executedand other relevant matters/details.

IMPORTANT NOTE: Please submit all the documentary evidence in support of the aboveconditions WHEREEVER applicable to support the claims of the bidder as the eligibilitycriteria.

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2. Tender Document

2.1 Cost of the Tender Document

The Tender document is available online, the cost of the tender document is Rs. 20,000.00(Rupees Thirty Thousand only) and is non-refundable and can be paid by Demand Draft drawnin favour of “Secretary/HRDD” payable at Gangtok. The same document is to be downloadedfrom the website www.sikkimtender.gov.in, the tender document fees can be submitted as perthe instructions on prequalification Bid. The Tender Document is not transferable to any otherbidder.

2.2 Proposal Preparation Cost

The bidder is responsible for all costs incurred in connection with participation in this process,including, but not limited to, costs incurred in conduct of informative and other diligenceactivities, participation in meetings/discussions/presentations, preparation of proposal, producingsample or samples, in providing any additional information required by GoS to facilitate theevaluation process, and in negotiating a definitive Service Agreement or all such activitiesrelated to the bid process. This BID/TENDER does not commit the Government of Sikkim toaward a contract or to engage in negotiations. Further, no reimbursable cost may be incurred inanticipation of award.

2.3 Entire Tender Document

Bidder is expected to examine all instructions, forms, terms, condition, qualification criteria,specifications, and other information in the BID/TENDER document carefully and comply withall such requirement thereof. Failure to furnish all information required by the BID/TENDERdocument or to submit a Bid not substantially responsive to the BID/TENDER document inevery respect will be at Bidder’s risk and may result in the rejection of Bid.

2.4 Clarification on BID/TENDER Document and Pre Bid Conference

The bidder or its official representative is invited to attend a pre-bid meeting as mentioned in theschedule of events at the office of the Director, HRDD. The purpose of the meeting will be toclarify issues and to address clarifications sought by the bidders in this context. The responsesfor the clarifications sought by the bidders will be distributed to all the bidders. All theclarification will be done on Pre-Bid meeting day. Further to this if any modifications in theTender documents, which the GoS finds deemed fit to be amended after the pre-bid meeting,shall be made by GoS exclusively through the issue of a corrigendum. The decision of GoS onthe need for any modification shall be final and binding on all.

However, it is not binding on GoS to hold a pre-bid meeting or restrict itself to holding only onesuch meeting. If it feels, that the clarifications sought by the bidders do not warrant a pre-bidmeeting, it can cancel the meeting and send the replies to the bidders by emails.

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2.5 Amendment to Bid/Tender Document

1. At any time prior to the deadline (or as extended by GoS) for submission of bids, GoS, forany reason, whether at its own initiative or in response to clarifications requested byprospective bidder, may modify the BID/TENDER document by issuing amendment(s)

2. All bidders will be notified of the amendment(s) by publishing on the websites, and thesewill be binding on them.

3. In order to allow bidders a reasonable time to take the amendment(s) into account inpreparing their bids, GoS, at its discretion, may extend the deadline for the submission ofbids.

2.6 Documents comprising the Bid

The bid prepared by the bidder shall include the following documentsi. Filled in Guaranteed & Technical Particulars

ii. Documentary evidence establishing bidder’s eligibility and qualification inaccordance to clause 1.2 and 1.3 of the bid document that bidder is eligible to bid andis qualified to perform the contract

iii. Bid security in the form of Earnest Money Deposit and Fixed Deposit Receipt.iv. The document showing Minimum Average Annual Turnover during the last 3

financial year i.e. 2011-12, 2012-13 & 2013-14.v. The bidders are also to submit sample of all the items they are bidding for and any

other relevant information required as per the specification or deemed necessary bythe bidder to illustrate his/her bid.

vi. No alteration shall be made to any Proforma/BOQ or to any format in the biddocument.

2.7 Language of BID

The bid prepared by the bidder, as well as all correspondence and documents relating to the Bidexchanged between the bidder and the GoS shall be in English.

2.8 Proforma of Bid

The bidder shall complete the Proforma of letter of undertaking, format for technical andfinancial offer furnishes in the bidding document.

2.9 Bid Prices

i. The bidder shall quote the rate for items strictly as per the design, quality and samplesdisplayed in the Office of the Joint Director, Textbook Section, HRDD.

ii. The prices of the items have to fill in the separate BOQ available online. Any changesmade by the bidder on the BOQ document other than they are required to fill up wouldrender their bid cancelled without assigning any reasons thereof.

iii. All prices quoted shall be in INR and inclusive of all taxes.

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2.10 Period of Validity of Bids

i. The bid shall remain valid for 120 days from the date of Technical Bid Opening beingspecified. Bidder should ensure that in all circumstances, its Bid fulfils the validitycondition. Any bid valid for a shorter period shall be rejected as non- responsive.

ii. In exceptional circumstances, GoS reserves right to solicit bidder’s consent for theextension of the period of validity. The request and the responses thereto shall be made inwriting or by Fax. Bid Security shall also be suitably extended. A bidder granting therequest is neither required nor permitted to modify the bid.

2.11 Price Adjustment

The prices quoted by the bidder shall be firm during the execution of the contract. No priceescalation will be accepted at any point before or during or after the contract executions.

2.12 Documents Establishing Bidder’s eligibility and Qualifications

i. Pursuant to clause 1.2 & 1.3 of the bid document, the bidder shall furnish, as part of hisbid, documents establishing the Bidder’s eligibility to bid and his/her qualification toperform the contract.

ii. Bidder may note that they are subjected to be disqualified, if they have made misleadingor false representation on the Proforma, statements and have record of poor performancesuch as abandoning the work, not properly completing the contract, inordinate delays incompletion, or financial failure etc.

iii. The Bidder has to organise visits/inspections of officials of HRD Department inparticular and GoS in general, to its printing premises/publishing house, etc. within Indiarequired for quality and assurance.

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3. Online Bid Submission

3.1 Instructions for Online Bid Submission

As per the directives of GoS, this tender document has been published on the Sikkim e-Procurement Portal (URL: https://sikkimtender.gov.in). The bidders are required to submit softcopies of their bids electronically on the e-Procurement Portal, using valid Digital SignatureCertificates. The instructions given below are meant to assist the bidders in registering on the e-Procurement Portal, prepare their bids in accordance with the requirements and submitting theirbids online on the e-Procurement Portal.More information useful for submitting online bids on the e-Procurement Portal may be obtainedat: https://sikkimtender.gov.in.

3.2 Registration

1. Bidders are required to enrol on the e-Procurement module of the e-Procurement Portal(URL: http://sikkimtender.gov.in) by clicking on the link “Click here to Enrol” on the e-Procurement Portal is free of charge.

2. As part of the enrolment process, the bidders will be required to choose a uniqueusername and assign a password for their accounts.

3. Bidders must register their valid email address and mobile numbers as part of theregistration process. These would be used for any communication from the e-Procurement Portal.

4. Upon enrolment, the bidders will be required to register their valid Digital SignatureCertificate (Class II or Class III Certificates with signing key usage) issued by anyCertifying Authority recognized by CCA India (e.g. Sify / TCS / nCode / eMudhra etc.),with their profile.

5. Only one valid DSC should be registered by a bidder. Please note that the bidders areresponsible to ensure that they do not lend their DSC’s to others which may lead tomisuse.

6. Bidder then logs in to the site through the secured log-in by entering their user ID /password and the password of the DSC / e-Token.

3.3 Searching for Tender Documents

1. There are various search options built in the e-Procurement Portal, to facilitate bidders tosearch active tenders by several parameters. These parameters could include Tender ID,organization name, location, date, value, etc. There is also an option of advanced searchfor tenders, wherein the bidders may combine a number of search parameters such asorganization name, form of contract, location, date, other keywords etc. to search for atender published on the e-Procurement Portal.

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2. Once the bidders have selected the tenders they are interested in, they may download therequired documents / tender schedules. These tenders can be moved to the respective ‘MyTenders’ folder. This would enable the e-Procurement Portal to intimate the biddersthrough SMS / e-mail in case there is any corrigendum issued to the tender document.

3. The bidder should make a note of the unique Tender ID assigned to each tender, in casethey want to obtain any clarification / help from the Helpdesk.

3.4 Preparation of Bids

1. Bidder should take into account any corrigendum published on the tender documentbefore submitting their bids.

2. Please go through the tender advertisement and the tender document carefully tounderstand the documents required to be submitted as part of the bid. Please note thenumber of covers in which the bid documents have to be submitted, the number ofdocuments - including the names and content of each of the document that need to besubmitted. Any deviations from these may invite rejection of the bid.

3. Bidder, in advance, should get ready the bid documents to be submitted as indicated inthe tender document / schedule and generally, they can be in PDF / XLS / RAR / DWFformats. Bid documents may be scanned with 100 dpi with black and white option.

4. To avoid the time and effort required in uploading the same set of standard documentswhich are required to be submitted as a part of every bid, a provision of uploading suchstandard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) hasbeen provided to the bidders.

Bidders can use “My Space” area available to them to upload such documents. These documentsmay be directly submitted from the “My Space” area while submitting a bid, and need not beuploaded again and again. This will prime to a reduction in the time required for bid submissionprocess.

3.5 Submission of Bids

1. Bidder should log into the site well in advance for bid submission so that he/she uploadthe bid in time i.e. on or before the bid submission time. Bidder will be responsible forany delay due to other issues.

2. The bidder has to digitally sign and upload the required bid documents one by one asindicated in the tender document.

3. Bidder has to select the payment option as “offline” to pay the tender fee / EMD asapplicable and enter details of the instrument.

4. Bidder should prepare the EMD as per the instructions specified in the tender document.The original should be posted/couriered/given in person to the Tender ProcessingSection, latest by the last date of bid submission. The details of the DD/any otheraccepted instrument, physically sent, should tally with the details available in the scanned

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copy and the data entered during bid submission time. Otherwise the uploaded bid will berejected.

5. A standard BOQ format has been provided with the tender document to be filled by allthe bidders. Bidders are requested to note that they should necessarily submit theirfinancial bids in the format provided and no other format is acceptable. Bidders arerequired to download the BOQ file, open it and complete the while coloured(unprotected) cells with their respective financial quotes and other details (such as nameof the bidder). No other cells should be changed. Once the details have been completed,the bidder should save it and submit it online, without changing the filename. If the BOQfile is found to be modified by the bidder, the bid will be rejected.

6. The serve time (which is displayed on the bidders’ dashboard) will be considered as thestandard time for referencing the deadlines for submission of the bids by the bidders,opening of bids etc. The bidders should follow this time during bid submission.

7. All the documents being submitted by the bidders would be encrypted using PKIencryption techniques to ensure the secrecy of the data. The data entered cannot beviewed by unauthorized persons until the time of bid opening. The confidentiality of thebids is maintained using the secured Socket Layer 128 bit encryption technology. Datastorage encryption of sensitive fields is done.

8. The uploaded tender documents become readable only after the tender opening by theauthorized bid openers.

9. Upon the successful and timely submission of bids, the portal will give a successful bidsubmission message & a bid summary will be displayed with the bid no. and the date &time of submission of the bid with all other relevant details.

10. The bid summary has to be printed and kept as an acknowledgement of the submission ofthe bid. This acknowledgement may be used as an entry pass for any bid openingmeetings.

3.6 Assistance to Bidders

1. Any queries relating to the tender document and the terms and conditions containedtherein should be addressed to the Director of Higher Education, HRDD for a tender orthe relevant contact person indicated in the tender.

2. Any queries relating to the process of online bid submission or queries relating to e-Procurement Portal in general may be directed to the Director of Higher Education,HRDD, GoS.

The cost of BID/TENDER document and the Earnest Money Deposit (EMD)should be submitted in original on or before the bid submission end date. In case offailure of submitting the cost of tender document and Earnest Money Deposit (EMD) inspecified time, the bids received will not be considered for opening. Also a scanned copyof both the documents needs to be uploaded in the www.sikkimtender.gov.in

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Only detailed complete bids in the form indicated above received prior to bid submission enddate shall be taken as valid for consideration.

3.7 Bid Due Date

The Bid Due date is mentioned in the schedule of events.

The Tender Committee, GoS may, in exceptional circumstances and at their discretion, extendthe deadline for submission of proposals by issuing an Addendum online through the websitehttps://sikkimtender.gov.in. In case of issue of any corrigendum an automatic email & SMSnotification will be sent to the bidders who have moved the tender document into their ‘MyTender’ area.

However, till such communication is received by the bidders in the above mentioned form,bidders may not assume any change in the schedule.

3.8 Modification and Withdrawal of BID

The bidders can modify parts of or entire bids submitted by them on the e-Procurement portalbefore the designated bid submission closing date.

Further, they can withdraw their bids by uploading a signed and stamped request on the e-Procurement portal. However, once a particular bidder has withdrawn its bid, it cannot re-submitits bid against this tender.

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4. Evaluation Criteria

Part 1 (Bid Security)

Bidders who have submitted the valid bid security as per the format shall be considered forfurther evaluation. Similarly if the BID/TENDER document fee has not been deposited/submitted in case of downloaded forms the Bid shall be out rightly rejected.

Only the bids of those firms who fulfil all the conditions for Pre-Qualification as mentioned inClause 1.2 and 1.3 will be considered for Technical and Financial Evaluation.

4.1 Opening and Evaluation of Technical Bids

The Tender Committee would evaluate the technical bids. The Tender committee comprising ofofficials appointed by HRDD would evaluate the technical bid at a date time and location asindicated in the first page.

GoS may also undertake oral clarifications with the bidders. The primary function ofclarifications in the evaluation process is to clarify ambiguities and uncertainties arising out ofthe evaluation of the bid documents.

In order to facilitate the Technical Bid evaluation, the technical criteria laid down along with theassigned weights have been presented in (Annexure- 8). The marking scheme presented is anindication of the relative importance of the evaluation criteria.

Bidders securing a minimum of 70% marks in the technical evaluation will only be consideredfor further financial bid evaluation. Bids which don’t secure the minimum specified technicalscore will be considered technically non-responsive and hence debarred from being consideredfrom Commercial evaluation. Scores of technically qualified Bidders shall be weighed prorate ona scale of 70 and shall be carried forward for evaluation together with the scores of Commercialevaluation.

4.2 Opening and Evaluation of Commercial Bids

Upon the declaration of the results of the technical evaluation, an auto generated email and SMSwill be sent to all successful bidders informing them of the date and time of the opening of thecommercial bids.

After evaluating the Technical Bids, GoS shall notify the bidders who’s Technical Bids wereconsidered acceptable to GoS, indicating the date, time and place for opening of the CommercialBids.

The following points may be noted for the evaluation of the Commercial Bid

1. Prices should be bid in the standard BOQ format that has been provided with the onlinetender, which can be accessed after completion of the technical evaluation.

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2. Prices mentioned in BOQ will be final. No further changes will be entertained.

Scores of the Commercial evaluation would be weighed prorate on a scale of 100 with the Bidderwith the lowest commercial quote getting 100. These commercial scores would then be added upwith the score of the technical evaluation and the Bidder getting the maximum total score out of100 would be considered as the successful bidder (i.e. L1 Bidder) and called for negotiations, ifrequired.

Formula for Final Bid Evaluation is

Bm= .70 (TM) + .30 (Fn)Fn= (Fmin/ Fb)*100

WhereBm is total marks of the bidder in considerationTM is Technical Marks of the bidder in considerationFn is Normalized financial score of the bidder in considerationFb is Evaluated Cost of bidder under considerationFmin is Minimum evaluated cost of any bidder

4.3 Bid Currency

Prices for services offered shall be quoted in Indian National Rupees only.

4.4 Bid Security

All bidders shall furnish, as part of its Technical Bid, an Earnest Money amounting to Rs.5, 71,959 (Rupees Five Lakhs Seventy One Thousand Nine Hundred and Fifty Nine Only). Bidswithout this EMD will be rejected.

1. The Bid Security shall be in Indian Rupees and shall be in the form of Demand Draft/PayOrder/Fixed Deposit Receipt/Term Deposit Receipt, issued by any Nationalized bank inIndia, drawn in favour of “Secretary/HRDD, Government of Sikkim” payable atGangtok. Such negotiable instrument should be valid for at least sixty (60) days beyondthe validity of the Bid.

2. Unsuccessful bidder's Bid security will be discharged or returned within sixty (60) daysafter the expiration of the period of Bid validity prescribed.

3. The successful bidder's Bid security will be discharged upon the bidder signing theContract Agreement, and furnishing the Performance Security.

4.5 Forfeiture of BID Security

The Bid security may be forfeited either in full or in part, at the discretion of GoS, on account ofone or more of the following reasons:

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1. The bidder withdraws his Bid during the period of Bid validity specified by him on theBid Letter Form

2. The bidder fails to co-operate in the Bid evaluation process3. If the bid or its submission is not in conformity with the instruction mentioned herein4. If the bidder violates any of the provisions of the terms and conditions of the tender.5. In the case of a successful bidder fails to (a) accept award of work, (b) sign the Contract

Agreement with GoS, after acceptance of communication on placement of award, (c)furnish performance security, (d) fails to sign the Contract Agreement in time, (e) or thebidder violates any of such important conditions of this tender document or indulges inany such activities as would jeopardize the interest of GoS in timely finalization of thistender. (f) Misrepresentation of facts.

The decision of GoS regarding forfeiture of bid security shall be final and shall not be calledupon question under any circumstances. A default in such a case may involve black-listing ofthe bidder by GoS.

4.6 Award of Contract

1. The HRDD will determine to its satisfaction, whether the Bidder selected as havingsubmitted the most competitive and lowest evaluated is qualified to satisfactory performtitle contract.

2. The determination will take into account bidders financial, technical and productioncapabilities based upon the examination of the documentary evidence of the bidder’s bidqualification by the bidder.

3. An affirmative determination to tender terms will be prerequisite for award of contract tothe bidder. A negative determination will result in rejection of the bid, in which the eventthe HRDD will proceed to consider the next evaluated bid to make a similardetermination of the bidder’s capabilities to perform the contract satisfactorily.

ORCancel the tender process without assigning any reason thereof, which is at the solediscretion of HRDD.

4.7 HRDD’s Right to Change

1. HRDD reserves the right to increase or decrease the quantity of any items without anychange in unit rates or other terms and condition during the execution of the contract.

2. HRDD may make any variation in the form of quality or quantity of the items or makesubstitution for original specification, design and instruction that may in its opinion benecessary and for that purpose or if for any other reason it shall have power to order thesupplier to do the following and supplier shall do the same:

a. Increase or decrease the quantity of any items mentioned in BOQ.b. Omit or substitute any items mentioned in BOQ.c. Change the design specification, or quality or kind of any items mentioned in

BOQ.d. Change the size and dimension of any part of items.e. Execute additional work of any kind necessary for the work.

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f. Change method of dispatch or packingg. Change the place of delivery.

4.8 Submission of Performance Security Money

Within seven (07) days of the receipt of letter of award from the HRDD but not later than thedate of signing of contract agreement, the successful bidder shall furnish to the Human ResourceDevelopment Department, Government of Sikkim, a performance security @5% of the total Bidamount in the form of Demand Draft/Pay Order/Fixed Deposit Receipt/Term Deposit Receipt,issued by any Nationalized bank in India, drawn in favour of “Secretary/HRDD, Government ofSikkim” payable at Gangtok, valid up to 365 days from the date of signing of agreement, infavour of Principal Secretary, HRDD, Government of Sikkim, Gangtok, in accordance with theConditions of the contract.

Failure of the successful bidder to comply with the requirements shall constitute sufficientground for the annulment of the notification and forfeiture of the bid security in which event, theGoS may award the contract in accordance with its prescribed rules.

4.9 Signing of Agreement

1 Within two (02) days of receipt of Letter of Award (LOI), the successful bidder shall submitAcceptance letter to Director (Higher Education), HRDD, accepting the terms of thecontract.

2 Within ten (10) days of receipt of the Letter of Award, or a date and time mutually agreedupon, the successful bidder or his authorized representative shall attend the office ofDirector (Higher Education), Human Resource Development Department, Government ofSikkim for signing of the Agreement.

3 The Bidder before starting the delivery of items to respective locations/stores shall submit06 numbers of samples to the Office of the Joint Director (Text Book) for preparing thesame to respective District Office for display and quality control.

4 Failure on the part of the successful bidder to comply with the requirement of clause 1.2 (A)shall constitute sufficient grounds for the forfeiture of the performance security & EarnestMoney deposited, in which the HRDD may either award the work to the next lowestevaluated bidder or call for new bids.

4.10 Completion Time/Time Extension & Penalty for Delay

i. The complete Delivery of materials to destination should be completed within 60 days fromthe date of issue for the Letter of Award.

ii. Supply of Books is a time bound work and therefore extension of time shall not be given,Earnest Money shall be forfeited if the bidder fails to collect the Letter of Award within oneweek of issue of same, In that event, the bidder may be debarred from Human ResourceDevelopment Department, Government of Sikkim. In the event of failure to complete thetotal work, the 5% Contract performance Security will be forfeited. Further, the bidder shallbe liable to pay penalty @ 0.10% of work value per day for delay in work completionbeyond stipulated time.

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4.11 Special Terms & Conditions

i. Any expenses related to sample manufacturing and submitted along with the bid shall beborne by the bidders themselves and HRDD shall in no way be liable.

ii. That the Government shall not be liable to make payment for the items which aredefective and not according to the quality specifications and samples.

iii. The Bidder shall submit the sample of Books (Term, Language & Exercise) before finalprinting. Expenses in securing the sample copy have to be borne by the bidderthemselves. The quality or texture of materials should be strictly as per sample provided.

iv. The bid from the Tenderer of the manufacturing unit already debarred/black listed by theHRDD, GoS shall not be accepted at all.

v. The rate shall be quoted based on the samples displayed by the department.vi. The rate quoted should be inclusive of transportation, packaging & handling, delivery and

unloading charges up to the respective departmental stores located at Gangtok,Gyalshing, Mangan & Namchi.

vii. The chargeable taxes (VAT, CST etc.) should be included with the prices.viii. The department will provide exact details of size, colour and quantity to be supplied

along with LOA.ix. The items shall be delivered to the HRDD departmental stores located at Gangtok,

Namchi, Mangan & Gyalshing or any other places designated by the HRDD.

4.12 GoS’s Right to Accept Bid and to reject any or all Bids

i. Prior to expiration of the period of Bid validity, GoS will notify the successful bidder inwriting that its Bid has been accepted

ii. Within 2 days of receipt of such intimation, the successful bidder shall give itsacceptance to the GoS

iii. Upon the successful bidder’s furnishing of Performance Security pursuant to section 2.12acceptance by successful Bidder, GoS will promptly notify all unsuccessful bidders andwill discharges their Bid security

iv. Effort will be made by the GoS to sign an agreement with the successful bidder within 15days.

4.13 Lack of Information to Bidder

The bidder shall be deemed to have carefully examined TENDER document to his entiresatisfaction. Any lack of information shall not in any way relieve the bidder of his responsibilityto fulfil his obligation under the bid.

4.14 Fraudulent & Corrupt Practice

“Fraudulent Practice” means a misrepresentation of facts in order to influence a procurementprocess of the execution of the project and includes collusive practice among bidders (prior to or

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after Bid submission) designed to establish Bid prices at artificial non-competitive levels and todeprive the GoS of the benefits of free and open competition.

“Corrupt Practice” means the offering, giving, receiving or soliciting of anything of value,pressurizing to influence the action of a public official in the process of project execution. GoSwill reject a proposal for award if it determines that the bidder recommended for award hasengaged in corrupt or fraudulent practices in competing for, or in executing, the project.

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5. General Conditions

5.1. Application

These general conditions shall apply to the extent that they are not superseded by provisions ofother parts of the bid document.

5.2. Governing Language

The Contract shall be written in English language. All correspondence and other documentspertaining to the Contract, which are exchanged by the parties, shall be written in the samelanguage.

5.3. Applicable Law

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

5.4. Assigning of Sub-Contracts

The Vendor shall not assign anyone in whole or in parts, its obligations to perform under theContract, except with the GoS’s prior written consent.

5.5. Change orders

1. The GoS may at any time, give written order to the Vendor to make changes for additionalfunctionalities specifically required, but not falling within the general scope of the currentBID/TENDER/Contract. If any such change causes an increase in the cost of, or the timerequired for, the vendor’s performance of any provisions under the Contract, the vendorshould notify GoS in terms of the person month efforts required for executing the changerequests, GoS will examine the efforts estimate & agreed efforts will be compensated interms of person month charges.

2. Any claims by the vendor for adjustment under this clause must be asserted within 6 workingdays from the date of the vendor’s receipt of the GoS’s change order.

5.6 Notices

1. Any notice given by one party to the other pursuant to this contract shall be sent to the otherparty in writing or by telex, email, cable or facsimile to the other party’s address, andconfirmed in writing by the other party.

2. A notice shall be effective when delivered or tendered to other party whichever is earlier.

5.7. Patent Rights

The Bidder shall indemnify the Tenderer against all third party claims of infringement of patent,trademark or industrial design and intellectual property rights arising from the use of materialsand services or any part thereof.

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5.8 Taxes and Duties

1. All payments will be subjected to tax payment/deduction at source as applicable/required atthe prevailing tax rates.

2. Govt. of Sikkim shall not pay any increase in duties, taxes and surcharges and other chargeson account of any revision, enactment during the period of validity of the Bids and alsoduring the contract period. The decision of GoS in this regard will be final and binding andno disputes in this regard will be entertained.

5.9 Force Majeure

1. For the purpose of this Article, Force “Majeure” means any cause, which is beyond thecontrol of the vendor or GoT as the case may be, which such party could not foresee orwith a reasonable amount of diligence could not have foreseen, and which substantiallyaffect the performance of the Contract, such as:-

War / hostilities Riot or civil commotion Earth Quake, Flood, Fire, Tempest, Epidemics, Lightning or other natural

physical Disaster, Quarantine restricts and Freight embargoes Restrictions imposed by the Government or other statutory bodies, which is

beyond the control of the vendor, which prevent or delay the execution of theorder by the vendor.

2. If a Force Majeure situation arises, the vendor is required to promptly notify GoT inwriting of such condition and the cause thereof within a period of three (3) days from thedate of happening of such an event requiring invocation of this force majeure article.Unless otherwise directed by GoT in writing, the vendor will continue to perform itsobligations under this supply order as far as is reasonably practical and shall seek allreasonable alternative means for performances of this order.

5.10 Acquaintance with local conditions

1. Each Bidder is expected to fully get acquainted with the local conditions and factors,which would have any effect on the performance of the contract and /or the cost.

2. The Bidder is expected to know all conditions and factors, which may have any effect onthe execution of the contract after issue of Letter of Intent/Award as described in thebidding documents. The GoS shall not entertain any request for clarification from theBidder regarding such local conditions.

3. It is the Bidder’s responsibility that such factors have properly been investigated andconsidered while submitting the bid proposals and no claim whatsoever including thosefor financial adjustment to the contract awarded under the bidding documents will beentertained by the GoS. Neither any change in the time schedule of the contract nor anyfinancial adjustments arising thereof shall be permitted by the GoS on account of failureof the Bidder to know the local laws / conditions.

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5.11 Statutory and Regular Approvals

The Bidder shall be responsible for obtaining approvals for any statutory and regulatoryrequirements from any of the authorities. Further, the Bidder shall be responsible to get requireddocumentation completed for obtaining such approvals from time to time.

5.12 Confidentiality

Any information pertaining to GoS or any other agency involved in the project, mattersconcerning GoS that comes to the knowledge of the vendor in connection with this contract, willbe deemed to be confidential and the vendor will be fully responsible, for the same being keptconfidential and held in trust, as also for all consequences of its concerned personnel failing toobserve the same. The vendor shall ensure due secrecy of information and data not intended forpublic distribution.

5.13 Limitation of Liability

The liability of the GoS for its obligations under the Contract shall in no case exceed the totalvalue of the Contract.

5.14 Failure to Agree with the Terms and Conditions of the BID/TENDER

Failure of the successful Bidder to agree with the Terms and Conditions of the BID/TENDERshall constitute sufficient grounds for the annulment of the award, in which event GoS mayaward the Contract to the next best value Bidder or call for new Bids.

5.15 Payment Terms

i. No advance will be paid. Full payment will be released only after successful completionof the entire contract.

ii. Payment will be released only on submission of the following documents to the office ofthe Director (Higher Education), HRDD, GoS.(a) Bills (In quadruplicate) duly certified and stamped by designated GoS official posted

at respective district stores/go down and counter signed by respective Joint Directorof the District.

(b) Certified copy of the stock entry/stock received register duly signed and stamped inpages where entry is made, by designated GoS official posted at above stores/godown and counter signed by respective Joint Director of the District.

iii. The Earnest money and contract Performance Security will be released only aftersuccessful completion of the entire contract and on submission of “Certificate ofSuccessful Work Completion” issued either by Joint Directors of the respectiveDistricts or Director (Higher Education), HRDD, GoS.

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6. Scope of Work

The minimum specified scope of work that needs to be undertaken by the successful Bidder formanufacturing and supply of items as per the sample and the specifications and terms andconditions mentioned in this tender document, or any further amendments issued in this regardand upon signing of the contract by the successful bidder.

The scope of work for manufacturing and supply of Books (Exercise, Terms & Language) arementioned below: Supply of items as quoted in BOQ. Supply and printing of Language Books as per specification mentioned in tender

document and sample submitted. Supply, Printing and composing of Term Books as per specification mentioned in tender

document and sample submitted. Supply and printing of Exercise Books as per specification mentioned in tender document

and sample submitted. Delivery of the item(s) to departmental stores located at four District Headquarters viz;

Gangtok, Mangan, Gyalshing and Namchi. Incidental services which are not specifically included but are required for completion of

works. The materials, Labour, plant, equipment, machinery and services necessary for

accomplishing the work shall be the responsibility of the successful bidder. The item(s) to be supplied by the successful bidder will strictly adhere to the sample,

design, sizes, quantity, types and specification provided by the GoS.

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Annexure 1: Bidder Profile

BID/TENDER No. 300/TBU/HRDD/2014-15Name of the Project: Printing and Supply of Textbooks, term books& Exercise book

1 Name of the company

2

Company registered office addressTelephone numberFax number e-mail

3 Correspondence/ contact address

4Details of contact person(Name, designation, address etc.) TelephonenumberFax number e-mail

5

Is the company a registered company? If yes,Submit documentary proof.Year and place of the establishment of thecompany

6 Former name of the company, if any.

7

Is the company?- Registered firms- Organizations- Suppliers- Societies- Public limited companies- Private limited companies- Consortium Bidders- Printing House

8 Is the company registered with sales taxdepartment? If yes, submit valid sales taxregistration certificate.

9 Number of years in the relevant field

10 Are thecompany registered with anyGovernment/Department/Public Sectorundertaking? (if yes, give details)

11 How many years have your organization been inbusiness under your present name? What wereyour fields when you established yourorganization?When did you add new fields (if any)?

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12 What type best describes your company?(Documentary proof to be submitted)SupplierDealerManufacturer

13 Do you have a local representation /office inGangtok? If so, please give the address and thedetails of staff, infrastructure etc. in the officeand no. of years of operation of the local office

14 List the major clients with whom yourorganization has been/ is currently associated.

15 What is the total year of experience of handlingGovernment projects?

16 Have you ever been denied tendering facilitiesby any Government/ Department/ Public sectorUndertaking? (Give details)

17 Submit receipt of latest Income Tax Return filedwith Income Tax Department and PAN no.

Signature: -Name of the Authorized signatory:Company Seal: -

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Annexure 2: Proforma of Letter of Undertaking (Printed in companies letter Head)

BID/TENDER No. 300/TBU/HRDD/2014-15Name of the Project: Printing and Supply of Textbooks, term books& Exercise book

To

The Director (Higher Education)Human Resource Development DepartmentGovt. of Sikkim, TashilingGangtok-737101

Sub: Bid for_______________________________________________________ (Specify nameof items for which the bid is made)

Dear Sir,

With reference to bidding Documents for above mentioned work, we the undersigned,having examined the Bidding documents, including corrigendum/addendum for the executions ofthe above named work, offer to execute and complete the whole of the works in conformity withthe said Bidding Documents.

We are enclosing herewith the Earnest money amounting to ____________________(in wordsand in figures) in the form of TDR as prescribed in clause 1.2 of the “Eligibility bidders criteria,clause 1(d)” for supply of Books (Exercise, Term & Language)

We confirm that our Bid shall remain valid for one hundred and eighty (120) calendar days andthe EMD shall remain valid for the period of one year from the date of submission of the bid.

We undertake that if our bid is accepted, to commence and to complete the whole of the workscomprised in the contract within the time specified by Human Resource DevelopmentDepartment, Government of Sikkim in the Bidding Documents.

We further confirm that in the event the Bid is accepted we shall furnish performance security inaccordance with the various clauses of the tender document towards successful performance oftime contract and shall execute the contract agreement in accordance with the tender documentand criteria set in by the competent authority.

Unless and until a formal contract agreement is executed, this bid, subsequent correspondencestogether with the letter of Award of Human Resource Development Department, Government ofSikkim shall constitute a binding contract between us and Human Resource DevelopmentDepartment, Government of Sikkim.

We understand that Human Resource Development Department, Government of Sikkim is atliberty not to accept the lowest Bid Price. We also understand that Human ResourceDevelopment Department, Government of Sikkim is at liberty not to accept any or all Bids and

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Human resource Development Department, Government of Sikkim is at liberty to negotiate withbidder(s) at any stage-

Dated____________________________day of______________________________ 2014

Signature: -

Name of the Authorized signatory: Witness (Signature & Name, Address)

Company Seal: -

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Annexure 3: Format for Queries

Bidders requiring specific points of clarification may communicate with GoS during the specificperiod using the following format.

BID/TENDER No. 300/TBU/HRDD/2014-15Name of Project: Printing and Supply of Textbooks, term books& Exercise bookName of the Bidder-

Contact Address of the Bidder-

Sl No. Section No. Page No Query

Signature:

Name of the Authorized signatory: Company seal:

Note: All the queries should be sent in this format to: Joint Director (Text Books, HRDD)

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Annexure 4: Technical Bid letter

To,


Reference: BID/TENDER No. 300/TBU/HRDD/2014-15 Dated……………….

Sir,

We hereby declare

1. That we have knowledge and experience in Language Books, Term Books & ExerciseBooks.

2. We are equipped with adequate manpower / machinery / technology for providing theServices as per the parameters laid down in the Tender Document and we are preparedfor live/technical demonstration of our capability and preparedness before therepresentatives of GoS and We/our principals are also equipped with adequatemaintenance and service facilities within Sikkim for supporting the offered document.

3. We hereby offer to provide the Services at the prices and rates mentioned in the BOQuploaded online.

4. We do hereby undertake, that, in the event of acceptance of our bid, the Services shall beprovided as stipulated in the schedule to the Bid document and that we shall perform allthe incidental services.

5. We enclose herewith the complete Technical Bid as required by you. This includes:a) This Bid Letterb) Statement of Technical Deviation(s)c) Statement of deviations from tender terms and conditions.d) Technical specification/representative samples of all the item(s) quoted

for.We agree to abide by our offer for a period of 120 days from the date fixed for opening of theTechnical Bids and that we shall remain bound by a communication of acceptance within thattime.

We have carefully read and understood the terms and conditions of the tender and the conditionsof the Contract applicable to the tender and we do hereby undertake to provide services as perthese terms and conditions. The deviations from the technical specification(s) are only those

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mentioned in Annexure and the deviations from the tender terms and conditions are only thosementioned in Annexure.

Certified that the Tenderer is a Company and the person signing the tender is the duly constitutedattorney. Bid Security (Earnest Money) for an amount equal to Rs.5, 71, 959 (Rupees FiveLakhs Seventy One Thousand Nine Hundred and Fifty Nine Only) is enclosed in the covercontaining the letter for Pre-Qualifying requirements.

We do hereby undertake, that, until a formal contract is prepared and executed, this bid, togetherwith your written acceptance thereof or placement of letter of intent awarding the contract, shallconstitute a binding contract between us.

Dated this Day of 2014

(Signature) (In the capacity of)

Duly authorized to sign the Tender Response for and on behalf of: (Name and Address ofCompany)

Seal/Stamp of bidder

Witness Signature: Witness Name:

Witness Address:

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Annexure 5 Statement of Deviation from Technical Specification

To,


Reference. BID/TENDER No. 300/TBU/HRDD/2014-15 Dated……………….

Dear Sir,

Following are the deviations and variations from the Technical Specifications of tendered items.These deviations and variations are exhaustive. Except these deviations and variations, the entirework shall be performed as per your specifications and documents.

Sl. No.Section No. & Page

No.Deviation in the Bid Brief Reason

1.

2.

3.

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Annexure 6: Statement of Deviation from Tender Terms and Condition

To,



Dear Sir,

Following are the deviations and variations from the Terms and Conditions of the Tender. Thesedeviations and variations are exhaustive. Except these deviations and variations, the entire workshall be performed as per your specifications and documents.

Sl. No.Section No. & Page

No.Deviation in the Bid Brief Reason

1.

2.

3.

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Annexure 7: Commercial Bid Letter:

To,



Sir,

We hereby declare

1. That we have knowledge and experience in Language Books, Term Books & ExerciseBooks.

2. We are equipped with adequate manpower / machinery / technology for providing theServices as per the parameters laid down in the Tender Document and we are preparedfor live/technical demonstration of our capability and preparedness before therepresentatives of GoS and We/our principals are also equipped with adequatemaintenance and service facilities within Sikkim for supporting the offered document.

3. We hereby offer to provide the Services at the prices and rates mentioned in the BOQuploaded online.

4. We do hereby undertake, that, in the event of acceptance of our bid, the Services shall beprovided as stipulated in the schedule to the Bid document and that we shall perform allthe incidental services.

5. We enclose herewith the complete Commercial Bid as required by you. This includes:a. This Bid Letter(Annexure )b. BOQ submitted online

We agree to abide by our offer for a period of 180 days from the date fixed for opening of theTechnical Bids and that we shall remain bound by a communication of acceptance within thattime.

We have carefully read and understood the terms and conditions of the tender and the conditionsof the Contract applicable to the tender and we do hereby undertake to provide services as perthese terms and conditions.

Certified that the tenderer is a Company and the person signing the tender is the duly constitutedattorney.

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We do hereby undertake, that, until a formal contract is prepared and executed, this bid, togetherwith your written acceptance thereof or placement of letter of intent awarding the contract, shallconstitute a binding contract between us.

Dated this Day of 2014 (Signature) (In the capacity of)

Duly authorized to sign the Tender Response for and on behalf of: (Name and Address ofCompany)

Seal/Stamp of bidder

Witness Signature: Witness Name:Witness Address:

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Annexure 8: Technical Evaluation Criteria

SlNo.

Criteria/Sub CriteriaDescription Point System

MaxCriteria/SubCriteriaPoints

Section No.and PageNo. in theBiddersProposal

1 Bidder 30

a. Turnover figure for Lastthree Years

Turnover of the bidder in

last three years i.e. 2011-12,

2012-13 and 2013-14

Qualifying turnover should be atleast Rs. 1 crores2 – 5 crores = 5

5 – 8 crores = 10>9 crores = 15

10

b Presence at Sikkim Presence of office at Sikkim

Office at Sikkim Since1-2 years = 5

3-5 years = 105 years or more

10

c Proposed methodologyadopted

1. Timeline of printing andsubmission2. Process & procedures forcomposing final drafting andfinal printing

10 10

2 Evaluation of Sample Text Books 70

c.Sample Evaluation

The bidder’s submission ofsample and its evaluation bythe tender evaluationcommittee

Quality – 10Stitching – 10Material Manufacturer– 10Quality of Paper (Inside)– 10Quality of Cover page - 10Print Quality – 10Lamination Quality - 10

70

Total Points 100

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Annexure 9: Requirement and Specification of Books

Language Books

Sl.No.

Title of theTextbook for

Class ISize

No. of Pages ColorText

ColorCover

Approx. No. ofCopies to be

Printed1 2 3 4 5 6 71 Saral Path 20X16 72 4 4 4383

2 Lhoyeg Logdep 24X18 74 4 4 320

3 Rong Chyo Rokha 24X18 52 4 4 255

4 Srizonga Sok Sok 24X18 64 4 4 391

Sl.No.


Class IISize

No. ofPages

ColourText

ColourCover


Printed1 2 3 4 5 6 71 Nepali Saral Path 20X16 68 4 4 4562

2 Nepali Abhyasmala 20X16 64 2 2 4312

3 Bhutia Lhoyeg Logdep 24X18 56 4 4 182

4 Bhutia Zangdardep (W/B) 24X18 70 2 2 392

5 Rong Ming Psiyong Lhap (W/B) 20X16 64 2 2 386

6 Lepcha Rong Chyo Rokha 24X18 52 4 4 466

7 Husing Sappon (W/B) 24X18 64 2 2 282

8 Srizonga Sok Sok 20X16 61 4 4 392

Sl.No.


Class IIISize

No.of Pages

ColourText

ColourCover



2 Nepali Kathamala 20X16 48 2 2 5862


4 Zangdardep (W/B) 24X18 66 2 2 304


6 Sung Ponder 21X14 40 2 4 654

7 Lepcha Work Book 24X18 34 2 4 464

8 Yakthung Sapsok Poona 24X18 65 4 2 606

9 Limboo Work Book 24X18 64 2 2 616

Sl.No.


Class IVSize

No.of Pages

ColourText

ColourCover



2 Nepali Katha Mala 20X16 52 2 2 6946


4 Zangdardep (W/B) 24X18 64 2 2 429

5 Lhoyeg Sungdep 21X14 38 2 2 408


7 Sung Ponder 21X14 64 2 4 796

8 Lepcha W/B 24X18 44 2 2 676

9 Yakthung Sapsok Poona 24X14 70 4 4 735

RFP


10 Limboo Work Book 24X18 64 2 2 747

11 Sikkim Bharati (Hindi) 24X18 88 4 4 8359

Sl.No.


Class VSize

No.of Pages

ColourText

ColourCover


Printed1 2 3 4 5 6 7

1 Nepali Saral Path 20X16 116 2 4 9993


3 Nepali Vyakaran 22X14 100 2 4 14835

4LhoyegLogdep 24X18 64 2 4 468

5 Lhoyeg Sungdep 21X14 48 2 2 568

6 Zangdardep (W/B) 24X18 92 2 4 668

7Lhoyeg Sumtag(Gram) 21X14 118 2 2 777

8 Zong Tse Demek 21X14 90 2 4 1117


10 Sung Ponder 22X14 82 2 4 685

11Mutanchi RongRingthem(Grm) 22X14 71 2 2 1038

12 Yakthung Huppanu Itchap 21X14 80 2 2 1334

13 Sikkim Poona 19X15 112 2 2 825

14 Hindi Sikkim Bharati 21X14 112 4 4 11293

Sl.No.


Class VISize

No.of Pages

ColourText

ColourCover


Printed1 2 3 4 5 6 7

1 Pathmala 20X16 110 2 4 10873



4 Lingsa Chyoki Namthar 21X14 54 2 2 465


6 Sung Ponder 22X14 64 2 4 638

7 Sikkim Poona 20X15 120 2 2 730

RFP


8 Chhyuk Kheda 20X16 84 2 2 730

9 Our way to English 24X18 144 2 2 10035


Sl.No.


Class VIISize

No.of Pages

ColourText

ColourCover


Printed1 2 3 4 5 6 7

1 Pathmala 20X16 135 2 4 9832

2 Bal Ramayan 20X15 64 2 4 10422

3 Vyakaran 22X14 152 2 4 15,337


5 Phya Phue Gi Namthar (RR) 21X14 68 2 4 322

6Lhoyeg Sumtag DongDrisom 21X14 174 2 2 758

7YantensaLomka 19X15 83 2 4 608

8 Sung Ponder 22X14 54 2 4510

9 Mutanchi Rong Ringthem 21X14 99 2 4 961

10 Yakthung Sapsok 21X14 147 2 2 942

11 Yakthung Huppanu Itchap 20X14 94 2 2 1192

12 Kheda Sung 20X15 70 2 2 766

13 Our Way to English 24X18 154 2 2 11430


Sl.No.

Title of theTextbook forClass VIII

SizeNo.

of PagesColour

TextColourCover


Printed1 2 3 4 5 6 7

1 Nepali Pathmala 20X16 154 2 4 10378

2 Nepali Bal Mahabharata 20X15 80 2 4 10183


4Pema Hoe Bargi-Namthar(RR) 21X14 148 2 4 508

5 Sung Ponder 22X14 61 2 4 678

RFP


6 Yantensa Lomka 21X14 80 2 2 673

7 Yakthung Sapsok 22X14 138 2 2 978

8 Sap-ot-Sappon 21X14 68 2 2 918

9 Our way to English 24X18 208 2 2 10316


Sl.No.

Title of theTextbook forClass IX/X

SizeNo.

of PagesColour

TextColourCover


Printed1 2 3 4 5 6 7

1 Lhoyeg Tshiglug 21X14 96 2 2 140

2 Legsheth 21X14 32 2 4 140

3Lhoyeg Sumtag DongDrisom 21X14 256 2 2 310

4Story of Thamag KhaiGnemig 21X14 54 4 2 160

5 Chhyuk Dong Ponder 21X14 96 2 2 320

6 Chhyuk Pryom Ponder 22X14 148 2 4 400

7Mutanchi Rong Ringthem(Grammar & Composition) 21X14 208 2 2 515

8 Sung Norjut 22X14 88 2 4 430

9 Patila Sapsok 21X14 174 2 2315

10 Samila Sapsok 22X14 196 2 2 320

11Thangsing YakthungHuppanu Itchap 22X14 192 2 2 630

12 Sodhungembaharekhahunha 22X14 140 2 2 300

13 Lhoyeg Tsigsheth 21X14 112 2 2 225

14 Kheda Sung Limboo 22X14 196 2 2310

15 Denzong Charap Bhutia 21X14 88 2 2 190

Sl.No.

Title of theTextbook forClass XI./XII

SizeNo.

of PagesColour

TextColourCover


Printed1 2 3 4 5 6 7

1 Denzong Sungtam 21X14 88 2 2 55

2 Khachi Phalue Lapza 21X14 48 2 2 20

3 Tomgom Katnahan 22X14 114 2 2 125

RFP


4 Kongchen Punol 22X14 174 2 2 200

5Ringmom ChyoguChhyudong (Poetry) 22X14 96 2 2 130

6 Patila Sung 22X14 236

7 Samila Sung 21X14 114 2 2 260

8 Thothama 22X14 62 2 2 155

9 Kheda-A-Kheda 21X14 144 2 2 150

10 Lhoyeg Tsiglhug 21X14 108 2 2 10

11 Lhoyeg Tsigsheth 21X14 48 2 4 215

12Khan dui Phuma DawaZangmoi Namthar 22X14 101 2 2 250

13 Chhyuk Dong Ponder 21X14 96 2 2 60

NOTE: The quality of above mentioned books are as follows:

Text Paper - 70 GSM

Cover - 250 GSM (apart from Lamination).

Exercise Books

A. Student Enrolment

Class EnrolmentPre-Pry 3684

I 5268II 5916III 7807IV 9647V 12791VI 12039VII 11628VIII 11826

Total 80606

B. Scale of Distribution

Class Exercise Book No. No. of CopiesPre-Pry 6 (120 pages) 04 each

I & II 6 (120 pages) 06 each

III to VIII 6 (120 pages) 08 each

RFP


C. Specification

Sl.No. Items Details1 No. 6 Ex-Books 120 pages.2 Size of Copy 18cm X 24cm3 Paper Quality 60 GSM with medium hard cover4 Type of copy (i) Regular (ii) Four Line (iii) Maths (iv) Science & (v) Plain.

D. Total Requirement of Ex-Books No.6

Sl.No. District Regular Four Line Maths Science Plain Total1 EAST 140902 29905 8304 24438 21603 2251522 WEST 103345 19773 4178 16291 14190 1577773 NORTH 21370 4451 834 3982 3192 338294 SOUTH 103172 22078 6643 17800 14120 163813

GRAND TOTAL 368789 76207 19959 62511 53105 580571

TERM BOOKS -2015 (Composing Necessary)

Term Book for Class ITerm Book I 7681.00Term Book II 7681.00

Term Book for Class IITerm Book I 8268.00Term Book II 8268.00

Term Book for Class IIITerm Book I 9446.00Term Book II 9446.00

Term Book for Class IVTerm Book I 11367.00Term Book II 11367.00

Term Book for Class VTerm Book I 13686.00Term Book II 13686.00

NOTE: The quality of above mentioned books are as follows:

Text Paper - 70 GSM

Cover - 250 GSM (apart from Lamination).

(60% Bi Color and 40% Four Color)

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