National Institute of Science Communication and Information by Pil02H6X

VIEWS: 3 PAGES: 25

									National Institute of Science Communication and Information Resources (NISCAIR)
            Dr. K.S. Krishnan Marg, Pusa Campus, New Delhi – 110 012
                     14, Satsang Vihar Marg, New Delhi – 110 067


                                Tender/Bid Document

Tender/Bid document for outsourcing of Data compilation, Data inputting,
and Proof reading for Indian Science Abstracts (ISA), SAARC Abstracts
 on Developmental Matters and Medicinal & Aromatic Plants Abstracts
                               (MAPA)




      (i)    Last Date of Collecting Tenders: 04.04.2008
                                               Time: upto16.00 hours


     (ii)    Last Date for Submission of Bids: 07.04.2008
                                               Time: upto12.00 Hours


     (iii)    Date of Opening of Technical Bid: 07.04.2008
                                                 Time: 15:00 Hours




                                                   Cost of Tender/Bid Document: Rs 300/-




                                                                Tender Issuing Authority
                                                                               NISCAIR
                                                                     New Delhi -110012




                                           1
                                                                               SECTION – I

                               INVITATION FOR THE BIDS
Tender/Bid document                                     Data inputting,
                             for outsourcing of Data compilation,
and Proof reading for Indian Science Abstracts (ISA), SAARC Abstracts
 on Developmental Matters and Medicinal & Aromatic Plants Abstracts
                               (MAPA)



1.1    Sealed quotations are invited for Data compilation, Data inputting, and Proof Reading
      for the following Products/Services of NISCAIR.

      Part (A) –Data compilation, Data inputting, and Proof reading for
      Indian Science Abstracts (ISA), SAARC Abstracts on Developmental
      Matters

Part (B) – Data    compilation, Data inputting, and Proof reading for Medicinal
                      & Aromatic Plants Abstracts (MAPA)
      The bidder should quote for the two parts A and B separately as above


1.2     The sealed quotations complete in all respects addressed to the Director, NISCAIR
        should reach at the following address latest by 12.00 hours on 10.3.2008.

               NISCAIR BOOK Shop
               National Institute of Science Communication & Information Resources
               (NISCAIR)
               Dr K.S. Krishnan Marg, Near Pusa Gate, New Delhi 110 012
               Phones: 25849787; Fax:25849949, 25841033 & 25847062
               E-mail:

1.3     The quotations will be opened in the Conference Hall of NISCAIR on the same day
        (last date of submission of the Bid) at 15:00 hours in the presence of bidders who
        choose to be present and whose EMD is in order.




                                             2
                                        SECTION – II

                  TECHNICAL SPECIFICATIONS AND REQUIREMENTS

2.1    Introduction

The National Institute of Science Communication and Information Resources (NISCAIR) is a
constituent unit of Council of Scientific & Industrial Research (CSIR). The R&D
programmes being undertaken at NISCAIR are geared towards providing formal linkages of
communication among the scientific community. The institute brings out 17 research journals
in different areas of S&T and also brings out two abstracting journals namely Indian Science
Abstracts (ISA) and Medicinal and Aromatic Plants Abstracts (MAPA), and also has
undertaken a sponsored project viz. SAARC Abstracts

2.2 Scope of Work

ISA is being brought out by NISCAIR as a fortnightly publication which covers the Indian
scientific research output from primary Indian S&T journals. It reports current Indian
scientific work published in India and abroad. About 30,000 abstracts covered from 700
journals are published annually in ISA. MAPA a bi-monthly publication covers around 5000
abstracts annually from around 600 journals. Indian as well as foreign journals are covered in
MAPA. SAARC Abstracts intends to cover around 5000 entries per year in the field of
Biotechnology, Energy, Environment Protection , and IT originating from SAARC countries
including India. However, the actual number of entries in respect of non-Indian SAARC
Countries is subject to the availability of source documents and the figures given here are
very rough estimate. It is also to be noted that ISA and MAPA are the regular activities of
NISCAIR, however, SAARC Abstracts is a sponsored project on ad-hoc basis and
continuation of the said work will be subject to duration of the project

 2.2.1 Source data The data for compilation and inputting will be taken from source
documents (journals etc.) available in National Science Library (NSL). For compilation,
either the prescribed worksheets with filled up sample records (Annexure ‘A’ and ‘A1’ for
ISA and including SAARC Abstracts and MAPA respectively) or photocopies of respective
first page of the article will be used. The total approximate number of documents/abstracts
will be around 22,500 per annum (18,000 for ISA and 2500 for MAPA, and 2000 for SAARC
abstracts).

2.2.3 Specifications: The detailed specifications for compilation and abstracting for ISA and
MAPA are attached as separate documents but forming an integral part of tender document
as ‘D’ and ‘D1’. This document is an integral part of the RFP
2.3 Description of two parts of work:

The components of the work are given below:

       (i) Data compilation
       (ii) Data inputting
       (iii)Proof reading




                                              3
   2.3.1      Data Compilation

              Bibliographical information: The bibliographical details from the journal
             articles’ (compilation) will either be recorded on the prescribed worksheet
             (Annexures ‘A’ and ‘A1’) or marked on the photocopy of the respective pages
             (Annexure ‘B’ and ‘B1’). Keywords and Classification codes will also be
             assigned by the compilers. The data will be compiled as per the standard practice
             and guidelines provided to the compilers (as above in 2.2.3). Photocopies of the
             respective pages of articles will be supplied by NISCAIR.


   2.3.2 Data inputting: For data entry a blank worksheet as Field Definition Table giving
         details of fields, their length and type are provided in Annexures C1 and C2 for
         ISA and MAPA respectively. The source documents will be available in National
         Science Library of NISCAIR, 14 Satsang Vihar Marg. The data inputting
         guidelines as provided by NISCAIR will be used for this purpose.

   2.3.2.1 Software for Data inputting NISCAIR will provide the computerized worksheet
   and the necessary software for data inputting

2.3.3      Proof reading : The compiled and inputted data will be validated i.e. checked and
            verified (after comparing with source data) by the vendor before submitting to
            NISCAIR. The data will finally be checked by Editorial staff of ISA and MAPA
            at NISCAIR and will be used for calculating payment. Deductions (see penalty
            clause), if any, for billing purposes may be made


2. 4 Quantum of Work

         It is estimated that annually, around 22,500 articles (18000 for ISA and 2500 for
        MAPA, and 2000 for SAARC Abstracts) will be made available for compilation,
        data entry and data validation. This number may increase or decrease to the extent of
        25% of estimated records at the discretion of NISCAIR any time during the work in
        progress. The work also includes proof reading/validation of inputted records by
        taking printouts, marking corrections, if any, after comparing the text with source
        documents, carrying out corrections on the computer and submitting corrected data
        in print as well as soft copy version to NISCAIR. However, it will be open to
        NISCAIR to exclude any component (s) of the work viz. Data Compilation, Data
        Inputting, and Data Validation/Proof reading during the contract period if the same
        is not found satisfactory as per the terms & conditions of this tender document or
        otherwise not required.

2.5 Duration of Work: The project is of ongoing nature, the contract will be valid initially
        for one year starting from the date of acceptance of award of the work by the
        contractor as per the terms and conditions. The same may be extendable under same
        terms and conditions including rates for another year after reviewing the
        performance of previous year

2.6 Operational details:

        2.6.1 Source Documents: The documents available in National Science library of
              NISCAIR will be used as source documents for data compilation.


                                              4
                      Photocopies of the respective pages may also be used as source. Photocopies
                      of the source documents will be provided by NISCAIR free of cost to the
                      contractor.
             2.6.2    Data Collection: The contractor or his representative (s) will collect the data
                      (photocopies) by hand on day to day basis from NISCAIR. This includes
                      collection of blank worksheets and other related documents such as list of
                      journals with abbreviated titles, ISSN, and guidelines for data compilation
                      and inputting. It also includes the detailed specifications documents ‘A’ and
                      ‘B’ as mentioned earlier at para 2.2.3: Specifications.              However,
                      identification, selection, and provision of the source documents will be the
                      responsibility of NISCAIR

             2.6.3    Resources for Data Entry and Computer Stationery: All the services are
                      to be provided at NISCAIR premises at S V Marg, New Delhi. All the
                      necessary infrastructure facilities such as sitting arrangements, computer
                      systems, printers and the stationery etc. would be provided by NISCAIR
.
             2.6.4    Submission of corrected data: The corrected data after proof reading by the
                      contractor will be handed over in printed and/or soft copy form in floppies or
                      using e-mail facility to the Project supervisor of NISCAIR on weekly basis or
                      as & when required

                                                  Table
                                        Time schedule for job work

S.
           Activity                                                Target date
No.
1.         Collecting source data for compilation and data         Within 3 days of accepting the offer by
           inputting from NISCAIR on daily basis                   the vendor
2.         Submitting proof read data of previous week and         After 1 week of receiving a particular
           collecting next lot of data for records for inputting   lot of source data for Part A and B


     2.7       Minimum qualifications required :The work of compilation viz. writing
           bibliographical details, abstracts, classifying, and indexing is a highly skilled job. It is
           in the interest of the vendor to engage the subject experts preferably holding Master’s
           degree in Science but with a minimum B.Sc. degree with library/information science
           degree as optional subject for Part A and for Part B (MAPA), the persons preferably
           with botany or chemistry background will be engaged. A certificate duly signed by the
           vendor is also to be provided to this effect. Any violation to this may lead to
           cancellation of contract any time during the progress of the work


    2.8      Deliverables
               The bidder should provide the detailed plan with work and time schedule based
               on our requirements for submitting processed data. This includes the mutually
               agreed upon procedures for any operational details required for day to day work

Note: Ownership of all data, materials, and documentation, originated and prepared for
NISCAIR pursuant to the RFP shall belong exclusively to NISCAIR and shall not be
subjected to public disclosure or sale.



                                                       5
                                         SECTION - III

                                INSTRUCTIONS TO BIDDERS

3.1      Scope of Work - For details please refer to Section II.
        Part (A) – Data compilation, Data inputting,
                                                  and Proof reading for
        Indian Science Abstracts (ISA), SAARC Abstracts on Developmental
        Matters

         Part (B) – Data
                       compilation, Data inputting, and Proof reading for
                  Medicinal & Aromatic Plants Abstracts (MAPA)

3.2      Eligible Bidders

3.2.1    This invitation for bids is open to all firms from Delhi and NCR regions,
         engaged in high quality compilation, inputting, & validation work
3.2.2     Preferably, the bidders should have executed during last five years at least one
         similar type of order for compilation, abstracting, data inputting and validation
         (enclose the copy of work orders) in the subject fields of Science & Technology
3.2.3    The bidder should have a minimum of 3 (three) qualified professionals with minimum
         of B.Sc. degree working in Delhi and NCR region having experience in compilation
         and abstracting and proof reading. Similarly for data inputting at least 3 (three)
         operators will be required to complete the work as per the schedule

3.3      Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of its bid, and
NISCAIR will in no case be responsible or liable for these costs, regardless of the conduct or
the outcome of the bidding process.

3.4      The Bidding Documents

3.4.1 The services required, bidding procedures and contract terms are prescribed in the
bidding documents. In addition to the invitation for bids the bidding documents include:

        (a)     Instructions to bidders
        (b)     Schedule of requirements
        (c)     Technical Specifications
        (d)     Special terms and conditions of contract
         (e)     General Terms and Conditions of Contract
         (f)    Bid form and price schedule
        (g)     Contract form, etc.

3.4.2    The bidder is expected to examine all instructions, forms, terms and specifications in
         the bidding documents. Failure to furnish all information required or submission of bid
         not substantially responsive to the bidding documents in every respect will be at the
         Bidder’s risk and may result in rejection of its bid.




                                                6
3.5   Preparation of Bids
The bids are to be submitted in sealed envelope

           a. Technical Bid and EMD
           b. and Financial Bid

           The details of which are given in following sections:-

3.5.1      Technical Bid and EMD:

The Technical bid prepared by the bidder shall be provided in the following Model
Response Format:
1.   The Earnest Money (EMD) amounting to Rs, 15,000/- (Rupees Fifteen thousand
    only) by way of Demand Draft in favour of The Director, NISCAIR New Delhi issued by
    a scheduled bank, should accompany the original tender. All tenders which are
    received without earnest money will be rejected.

(i)      Technical competence of the bidder – Past experience and performance in handling
         compilation, abstracting, data inputting & Validation/Proof reading work or similar work
         related to S&T type of data/text during the last five years. (Attach Sample Outputs, if
         any)
(ii)      List of clients for whom the bidder is having similar type of contracts and certificate
           regarding satisfactory performance of the contract (Please attach proof, if any).
(iii)    Details regarding Compilation, abstracting, data inputting & Validation work available
         with the bidder.
(iv)     Copy of the audited balance sheet of the bidder’s for one year during the last five years
          period indicating the Turn over.
(v)      Details of subcontractors and agreements thereon, if any. Time schedule for execution
         of work.
(vi)      Details of intended dedicated project team, along with their detailed CV, reflecting their
         qualifications and experience relevant to the project.
(vii)     Your understanding of the work, time schedule, & deliverables.
(viii)   PAN no., Value added/Service tax, registration number
(ix)     Copy of tender document duly signed and stamped by the vender

 3.5.2 Financial Bid:

(i)       The financial bid shall indicate the Unit prices (wherever applicable) and total bid
          prices of three components of work.
(ii)      Quoted prices should be firm and inclusive of service tax, and any other tax/charges
          applicable inclusive of all direct and indirect taxes.
(iii)    Prices quoted by the bidder shall be fixed during the bidders’ performance of the
         contract and not subject to variation on any account. A bid submitted with an adjustable
         price, quotation will be treated as non-responsive and will be rejected.
(iv)     All prices and other information having a bearing on the price shall be written both in
         figures and words in the prescribed offer form. If there is discrepancy between the
         price/information quoted in words and figures, the price/information with higher of the
         two will be treated as final.

 3.6      Submission of Bids

3.6.1      Sealing and Marking of Bids

(i)       The bids shall be submitted in two separate sealed covers which shall be marked as
          “Technical Bid & EMD” and “Financial Bid”




                                                   7
(ii)  The outer envelope containing Technical Bid and Financial Bid shall be addressed to
      The Director, National Institute of Science Communication & Information Resources
      (NISCAIR), Dr K S Krishnan Marg, New Delhi 110 012.
(iii) The outer and inner envelopes shall indicate the name and address of the bidder to
      enable the bid to be returned unopened in case it is declared late.
(iv) Telex, cable or facsimile bids will be rejected.
3.6.2 Deadline for Submission of Bids

(i)      Bids must be received by NISCAIR at the address given in Section-I not later than the
         time and date specified on the cover page. In the event of the specified date for the
         submission of bids being declared a holiday for NISCAIR, the bids will be received up
         to the appointed time on the next working day.

(ii)     The Director, NISCAIR may, at his discretion extend this deadline for submission of
         bids by amending the bid documents, in which case all rights and obligations of the
         NISCAIR and bidders previously subject to the deadline will thereafter be subject to
         the deadline as extended.

3.6.3     Late Bids
        Any bid received by NISCAIR after the deadline for submission of bids prescribed by
        the NISCAIR will be rejected and/or returned unopened to the bidder.

3.7        Bid Opening and Evaluation

3.7.1 Opening of Technical Bids by NISCAIR

NISCAIR will open all technical bids if the EMD is submitted as per requirement in the
presence of bidders’ representatives, who choose to attend, at the time, on the date and at
the place specified in Section-I. The bidders’ representatives present there, shall sign a
register evidencing their attendance. In the event of the specified date of the bid opening
being declared a holiday for the NISCAIR, the bids shall be opened at the appointed time
and location on the next working day.

3.7.2     Clarification of Bids

(i)     During evaluation of the bids, the NISCAIR may at its discretion, ask the Bidder for
        clarification of its bid. The request for clarification and the response shall be in writing
        and no change in price or substance of the bid shall be sought, offered or permitted.

(ii)    No Bidder shall contact the NISCAIR on any matter relating to its bid, from the time of
        the bid opening to the time the contract is awarded. If the Bidder wishes to bring
        additional information to the notice of the NISCAIR, it should be done in writing.

(iii)   Any effort by a Bidder to influence the NISCAIR in its decisions on bid evaluation, bid
        comparison or contract award decisions may result in rejection of the Bidder’s

(iv)    The tenderers could also be called for discussion and could also be allowed to modify
        their technical bids to suit the organization’s requirements. The idea is to arrive at a
        threshold level of acceptability above which all the bidders shall be treated on par.
        Those whose technical specifications do not reach the threshold level of acceptability
        shall be allowed to withdraw their price bids and send again a revised bid in a sealed
        envelop or to adhere to the original price bid sent. These price bids shall be opened,
        evaluated and the contract awarded to the lowest evaluated bidder.




                                                  8
3.7.3    Evaluation of Technical Bid

(i)     Detailed technical evaluation will be carried out pursuant to clause, 3.1, 3.2,
        3.5.1 and NISCAIR will determine the substantial responsiveness of each bid to
        the Bidding Documents. For purpose of these Clauses, a substantially
        responsive bid is one, which conforms to all specifications & terms and
        conditions of the Bidding Documents without material deviations.
(ii)      A bid determined as not substantially responsive may be rejected by the
        NISCAIR and may not subsequently be made responsive by the Bidder by
        correction of the non-conformity.

 3.7.4 The bidders short-listed by NISCAIR based on evaluation of their technical bids may
       be called for detailed discussions including presentation of their work to a team
       selected by NISCAIR for the purpose, at a specified date, time and venue, if needed.

3.7.5    Opening of Financial Bids

(i)      NISCAIR will open the Financial bids of only those bidders, which have been found to
         be technically qualified to undertake the job, pursuant to Clause 3.7.3.

(ii)     The Financial Bids of the technically qualified bidders shall be opened in the
         presence of their representatives, who choose to be present, on a specified date and
         time and Venue.
(iii)    The date and time of opening of financial bids shall be informed to the technically
         qualified bidder.

3.7.6    Evaluation and Comparison of Bids

(i)      Arithmetical errors will be rectified on the following basis: If there is a discrepancy
         between the unit price and the total price that is obtained by multiplying the unit price
         and quantity, the unit price shall prevail and the total price shall be corrected. If the
         supplier does not accept the correction of errors, its bid will be rejected. If there is a
         discrepancy between words and figures, whichever is the higher of the two shall be
         taken as bid price.
(ii)     Bidders shall state their bid price for the payment schedule outlined in the clause 4.7.
         Bids will be evaluated on the basis of this base price. Bidders are, however,
         permitted to state an alternative payment schedule and indicate the reduction in bid
         price they wish to offer for such alternative payment schedule. The NISCAIR may
         consider the alternative payment schedule offered by the selected Bidder but it may
         not be binding on NISCAIR.

 3.8     Award of Contract

3.8.1    Award Criteria

                (i)      Subject to Clause 3.8.4, the NISCAIR will award the Contract to the
                        successful Bidder whose bid has been determined to be substantially
                        responsive and has been determined as the best evaluated bid
                        provided further that the Bidder is determined to be qualified to
                        perform the Contract satisfactorily. NISCAIR may form a panel of 1
                        (one) vendor who is technically qualified and whose services would be
                        required in case the one with L1 rates is not engaged for the job for
                        any valid reasons In the latter case, the vender on panel would be
                        awarded the work provided they agree to accept and work on the
                        basis of lowest quoted rates by the one successful bidder and subject
                        to the written consent of L2 to work on the rates quoted by L1


                                                 9
               (ii)    Regarding award of job work the one with L1 rates will be given the
                       first opportunity to undertake the work with the undertaking that a
                       minimum number of records within specified time period as per
                       Annexure (IV) Financial bid (table 1 and 2) will have to be processed.
               (iii)   At the time of opening financial bids, the concerned Committee
                       will also consider the aspect of reasonability of the quoted rates
                       i.e. any unusual variation in rates compared with market rates.

3.8.2    NISCAIR’s Right to accept any Bid and to reject any or All Bids
        NISCAIR reserves the right to accept or reject any bid, and to annul the bidding
        process and reject all bids at any time prior to Award of Contract, without thereby
        incurring any liability to the affected Bidder or Bidder’s or any obligation to inform the
        affected Bidder or Bidder’s of the grounds for NISCAIR’s action.

 3.8.3 Notification of award
 (i)   Prior to the expiration of the period of bid validity, the NISCAIR will place a firm order
       or notify the successful Bidder in writing by fax to be confirmed in writing by speed
       post or hand delivery that his bid has been accepted.
(ii)   The notification of Award will constitute the formation of the Contract.

3.8.4   Signing of Contract

(i)     At the same time as the NISCAIR notifies the successful Bidder that its bid has been
        accepted, NISCAIR will send the Bidder the Contract Agreement as per Form
        provided in Annexure -VI of the Bidding Document, incorporating all agreements
        between the parties.

(ii)    Within three (3) days of receipt of the Contract Form, the successful Bidder shall sign
        with date the Contract and return it to NISCAIR.

3.8.5   Performance Security

 (i)    The supplier should furnish performance security to the NISCAIR for an amount of up
        to 10% of the contract value in accordance with the Conditions of contract (Clause
        4.3), in the Performance Security Form prescribed by the NISCAIR (Annexure-II) or
        another form acceptable to the NISCAIR. The payment will be released subject to the
        production of this document.
(ii)    Failure of the Successful Bidder to comply with the requirement of Clause 3.8.4(ii) or
        Clause 3.8.5(i) shall constitute sufficient grounds for the annulment of the award in
        which event the NISCAIR may make the award to the next evaluated bidder or call
        for new bids

3.8.6   Corrupt or Fraudulent Practices

(i)     Bidders & Suppliers shall observe the highest standard of ethics during the
        procurement and execution of the contract.

(ii)    NISCAIR will reject a proposal for award if it determines that the Bidder
        recommended for award has engaged in corrupt or fraudulent practices in competing
        for the contract in question.

(iii)   NISCAIR will declare a firm ineligible, either indefinitely or for a stated period of time,
        to be awarded a contract if it at any time determines that the firm has engaged in
        corrupt or fraudulent practices in competing for this bid, or in executing the contract.




                                                10
3.8.7    Miscellaneous

(i)      It will be imperative on each bidder to fully acquaint itself of all the local conditions
         and factors which would have effect on the performance of the work and its cost.

(ii)     The NISCAIR reserves the right to accept or reject any bid, in part or full, and to
         annul the bidding process and reject all bids at any time prior to award of Contract,
         without thereby incurring any liability to the affected Bidder or Bidders or any
         obligation to inform the affected Bidder or Bidders of the grounds for the NISCAIR’s
         action.

3.9      Factors affecting the Award of Contract

(i)      The bidder must have executed during last five years at least one (1) order of quality
         work in handling compilation, abstracting & data inputting and validation
(ii)     Conformity with the Request for Quotation required and conditions.
(iii)    The assessment based on the response to Technical Model Response Format
(iv)     The assessment of the capability of the bidder to meet the terms and conditions
(v)     The assessment of the capability of the bidder with respect to
         a)   Supporting facilities having Hardware/software available with the bidder.
         b)   Professional manpower (having experience in Abstracting, Compilation and
              Proof reading) available with the bidder




                                                  11
                                               SECTION - IV

                        GENERAL TERMS AND CONDITIONS OF CONTRACT

4.1           Definitions and Interpretation

In this contract, the following terms shall be interpreted as indicated:

(i)           “The Contract” means the agreement entered into between the NISCAIR and the
              Supplier as recorded in the Contract Form signed by the parties, including all the
              attachments and appendices thereto and all documents incorporated by reference
              therein;
(ii)           “The Contract Price” means the price payable to the Supplier under the Contract for
              the full and proper performance of its contractual obligations;
(iv)          “The Services” means those services ancillary to the supply of the processed data in
              required format and other obligations of the Supplier covered under the Contract;
(v)           “The NISCAIR” means the organization utilizing the services, i.e., National Institute of
              Science Communication & Information Resources (NISCAIR). It means and includes
              an officer who is authorized on behalf of the Director, National Institute of Science
              Communication & Information Resources, Dr K S Krishnan Marg (Near Pusa Gate),
              New Delhi 110012.
(vi)          “The Supplier” means the firm(s) supplying the services under this Contract;
(vii)           “The Site” means the NISCAIR Campus (Pusa and 14, Satsang Vihar Marg, New
              Delhi)
(viii)        “Day” means calendar day.


4.2           General Terms & Conditions of the Contract

        1.       Quotation must be submitted ONLY ON THE ENCLOSED PROFORMA and
                 every page must be signed by the authorized official of the quoting firm, failing
                 which it is liable to be rejected.
        2.       Bills will be accepted and admitted only after satisfactory completion of the work
                 and its approval. The firm should submit pre-receipted bills in triplicate
                 accompanied by the delivery challans.
        3.       There will not be any enhancement of rates quoted and approved during the
                 period of contract.
        4.       Sub-contracting is not allowed.
        5.       Final deductions in the bill on account of short supply or bad quality would be
                 done by the Institute.
        6.       The Earnest Money (EMD) amounting to Rs, 15,000/- (Rupees Fifteen
                 thousand only) by way of Demand Draft in favour of The Director, NISCAIR New
                 Delhi issued by a scheduled bank, should accompany the original tender. All
                 tenders which are received without earnest money will be rejected.
        7.       The earnest money will be liable to be forfeited if the tenderer withdraws or
                 amends, impairs or derogates from the tender in any respect within the period of
                 validity of his tender of fails to furnish the Security Deposit.
        8.       The earnest money can be adjusted against the Security Deposit required to be
                 furnished by the successful tenderer
        9.       Earnest Money is liable to be forfeited if the contractor selected for their work fails
                 to confirm the acceptance of the order within seven days from the date of
                 intimation to that effect or fails to start the work from the date of commencement
                 given in the work order.
        10.      Tenderer are requested to please enclose a pre-receipt towards the receipt of
                 their earnest money so that the same may be returned to unsuccessful bidders.
        11.      Bids should be submitted in a SEALED COVER with quoting reference written on
                 the envelope in the name of Director, NISCAIR DR. K.S. KRISHNAN MARG,


                                                     12
                 NEW DELHI-110012. They will be received up 12.00hours on or before
                 10.03.2008 will be opened at 15.00 hours on the same day at NISCAIR Building,
                 in the presence of the authorized representative of quoting firm.
        12.      Bids and/or earnest money (EMD) received after 12.00 .hours on 10.03.2008
                 whether sent by post or delivered in person are able to be rejected.
        13.      The Director, NISCAIR reserves the right to accept or reject any orall bids without
                 assigning any reason and engage more than one contractor for award of printing
                 jobs.

4.2           Schedule of Requirements

       (i) Potential suppliers should provide detailed activities time schedule, which represents
             the shortest practical time to complete all necessary tasks and meet the obligations
             of the requirements. All significant activities must be included, including those
             associated with the periodic data collection from NISCAIR, the processed data
             delivery etc.
        (ii) The delay in meeting the activities schedule will call for a penalty as per clause 4.4.2
             given below

 4.3          Performance Security/Bank Guarantee

(i)       The Supplier should furnish performance security to the NISCAIR for an amount up to
           10% of the contract value, valid up to for 90 days after support service period for
           performance and support service obligation.
(ii)       NISCAIR can deduct as compensation from the Performance Security/Bank
           Guarantee for failures on the supplier’s part to complete its obligation under the
           contract.
(iii)         The performance security shall be in the form of a Bank Guarantee from a Scheduled
               Bank (Annexure – IIA) or A Bankers Cheque or Demand Draft in the joint name of
               Director, NISCAIR and the contractor

4.4           Penalty Terms:

                4.4.1 Penalty for incorrect data: The contractor will be responsible for making
                available the readable data preferably by email or on floppies or any other mode
                mutually agreed upon along with the print version from time to time as per the
                schedule time table (table with para 2.6.4). It is in the interest of the contractor to
                ensure corrected data, otherwise an amount @ Rs. 1 per mistake will be charged.
                This will be done on record by record basis. For checking a random 10% data from
                a particular lot of data submitted by the contractor will be used initially and if found
                necessary the complete data may also be checked for this purpose.

                4.4.2 Penalty for delays in meeting the time targets : For delay in submitting
                the processed and corrected data after expiry period (as per para 2.6.4) a penalty
                per day @ 1% of full amount of the monthly/bimonthly bills of the respective Parts A
                and B will be imposed and the same will be deducted from the respective bills


4.5      Termination of work award:

         If the work is not completed due to the fault of contractor in time as per the terms &
        conditions and quality of data is not maintained, the contract will be terminated at any
        time with a notice of one (1) month and no further extension and correspondence will be
        permitted in this regard


                                                     13
4.6     Other terms:

  4.6.1       Separate rates for 3 (three) components viz. Data Compilation, Data
 inputting, and Proof reading and separately for ISA and SAARC Abstracts – Part A
 and MAPA – Part B by using the format attached as Annexure IV may be quoted

            4.6.2   The time schedule will be strictly adhered to so that the work runs smoothly

4.7         Payment:

                A system of monthly payment of the job done under Part A and bimonthly for Part B will
               be followed on satisfactory completion of job duly certified by NISCAIR’s authorized
               official (s) on weekly schedule of work and records basis. The payment of bills will be
               made within 30 days of submission of bill by the contractor

4.8         Delivery of Goods:

      (i)       The processed data along with output in soft and/or hard copy shall be delivered
                at the designated place i.e. NISCAIR, Satsang Vihar Marg, New Delhi-110 067

4.9         Arbitration

            Except where otherwise provided in the Contract, all questions and disputes relating
            to the meaning of the specifications, and instructions herein before mentioned and as
            to the quality of the materials, as to any question, claim, right, matter or thing
            whatsoever, in any way arising out of or relating to the Contract, Specification,
            estimates, instructions, orders or these conditions or otherwise concerning the works,
            or the execution of the same whether arising during the process of the work or after
            the completion or abandonment thereof shall be referred to the sole arbitration of a
            person nominated by the Director General, Council of Scientific & Industrial
            Research, New Delhi, and if he is unable or unwilling to act to the sole arbitration of
            some other person appointed by him willing to act as such arbitrator. The submission
            shall be deemed to be Submission to Arbitration under the meaning of the Arbitration
            Act, 1940 or any satisfactory modification of reenactment thereof for the time being in
            force, conclusive and binding on all parties of the Contract.




                                                   14
             SECTION –V


ANNEXURES/ FORMATS FOR BID SUBMISSION




                 15
                               Checklist for Bid Submission


        The following check-list must be filled in and submitted with the bid document:

EMD: Have you submitted the EMD asked for by us?
      Yes/No

Technical Bid:

 1.    Has the bid document been issued to you?                                      Yes/No
 2.    Have you attached the bid form shown in Annexure-I                            Yes/No
 3.    Have you attached a copy of one year audited balance sheet of your firm       Yes/No
 4.    Have you attached the details of qualified manpower?                          Yes/No
 5. Have you attached the copy (ies) of relevant work order (s) executed during      Yes/No
     the last five years period?
 6.    Have you enclosed samples output of similar job?                              Yes/No
 7.    Have you provided time schedule of work?                                      Yes/No
 8. Have you attached proof of PAN no and Service Tax?                               Yes/No
 9. Have you submitted proof of running office registration?                         Yes/No
 10. Have you returned copy of tender document duly signed and stamped?              Yes/No



Financial Bid:
 11.    Have you attached the bid form in the format shown in Annexure-III?          Yes/No
 12.. Have you attached the price schedule for the compilation, data inputting,      Yes/No
 & proof reading as in the format specified in Annexure -IV?




                                              16
Please arrange and mark your bid document for each part as given below:


TECHNICAL BID:


1. Bid Form (Annexure –I) and EMD; below that
2. Copy of the last audited balance sheet of the company; below that
service tax, Income tax registration details and latest income tax clearance certificate; below
   that
3. Details of qualified Graduates/Postgraduates in science with Library & Information
   Science manpower; below that
4. Details of Time Schedule of work; below that
5. Sample outputs of similar jobs; below that
6. Copies of relevant work orders, completion proof
7. Other requirements of the tender document


FINANCIAL BID:
1.     Bid Form (Annexure -III); below that
2.     Estimated quantity and Financial Bid Analysis (Annexure -IV); below that




NOTE: If the bid is not submitted as per the format, the same is liable to be rejected.




                                             17
                                          ANNEXURE –I

                                            BID FORM
                                          (Technical Bid)

(To be submitted on the firm’s letter head and signed by an authorized person)

To

The Director
National Institute of Science Communication & Information Resources
Dr K S Krishnan Marg
New Delhi 110 012


          Ref: Bid document No.                         dated-----------------------

Sir,

Having examined the bidding documents, the receipt of which is hereby duly acknowledged,
we, the undersigned, offer to supply and deliver goods as per the schedule of requirements
and in conformity with the said bidding documents.

We undertake, if our bid is accepted, to deliver the goods/services in accordance with the
delivery schedule specified in the bidding documents.

If our bid is accepted, we will submit a bank guarantee for the sum equivalent to 10% of the
Contract Price for the due performance of the Contract, in the form prescribed by the
National Institute of Science Communication & Information Resources.

We agree to abide by this bid for a period of Ninety days after the date fixed for opening and
it shall remain binding upon us and may be accepted at any time before the expiration of that
period.


1. We declare:

i) that we have a team of technically qualified professionals and have state-of-the-art
infrastructure.

ii) that our premises are equipped with all the facilities specified in the document.

2. We hereby offer to supply the Goods/Services at the prices and rates mentioned in the
Financial Bid.

          c.   We enclose herewith the complete Technical Bid as required by you. This
               includes:

       Bid form along with EMD
       Copy of the audited balance sheet of the company.
       Details of income tax registration and Income tax clearance certificate
       Details of support facilities like Computer systems and accessories for carrying out
       voluminous data inputting work
       Details of Time Schedule of work
       Sample outputs of similar jobs
       Copies of relevant work orders



                                                 18
4. We have carefully read and understood the terms and conditions of the bid document
and the conditions of the contract applicable to the bid document and we do hereby
undertake to supply as per these terms and conditions.

5. Certified that the bidder is:

A sole proprietorship firm and the person signing the bid document is the sole
proprietor/constituted attorney of the sole proprietor,
                                               or
A partnership firm, and the person signing the bid document is a partner of the firm and he
has authority to refer to arbitration disputes concerning the business of the partnership by
virtue of the partnership agreement/by virtue of general power of attorney,
                                               or
A company and the person signing the document is the constituted attorney.

(NOTE: Delete whatever is not applicable. All corrections/deletions should invariable by duly
attested by the person authorized to sign the bid document)

6. We do hereby undertake, that, until a formal work order is prepared and executed, this
bid, together with your written acceptance thereof and placement of letter of intent awarding
the work order, shall constitute a binding contract between us.


Dated this day of     2007                  Signature of Bidder

Details of enclosures.                      Full Address:__________________________
                                                          _________________________
                                            Telephone No._________________________

                                            Telegraphic Address:____________________

                                            Fax No.        _________________________
                                            E-mail


                                            COMPANY SEAL




                                             19
                                      ANNEXURE –II

                            PERFORMANCE SECURITY FORM

To    _______________________________________________________     (Name    of
NISCAIR)
WHEREAS ……………………………………………….(Name of supplier) hereinafter called
“the Supplier” has undertaken, in pursuance of contract No………………………….. dated
……………. 20 ……… to supply ……………………………..(Description of goods and
Services) hereinafter called “the order”.

AND WHEREAS it has been stipulated by you in the said order that the supplier shall furnish
you with a Bank guarantee by a recognised bank for the sum specified therein as security for
compliance with the Supplier’s performance obligations in accordance with the order.

AND WHEREAS we have agreed to give the Supplier a Guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of
the Supplier, up to a total of …………………………………………………………………
(Amount of the Guarantee in Words and figures) and we undertake to pay you, upon your
first written demand declaring the supplier to be in default under the order and without cavil
or argument, any sum or sums within the limit of …………………… (Amount of Guarantee)
as aforesaid, without your needing to prove or to show grounds or reasons for your demand
or the sum specified therein.

This guarantee is valid until the ……….. day of ………..20……….



                                                           Signature and Seal of guarantors
                                                           …………………………………
                                                           …………………………………
                                                           …………………………………

                                                           Date …………………..20…….
                                                           Address :……………………….
                                                           ………………………………….
                                                           ………………………………….


All correspondence with reference to this guarantee shall be made at the following address:


_________________________________________________________________________
(Name & address of the lab)




                                             20
                                      ANNEXURE - III

                                 Bid Form (Financial Bid)
               (On the letter head of the firm submitting the bid document)

To

        The Director
        National Institute of Science Communication & Information Resources
        Dr K S Krishnan Marg
        New Delhi - 110012

        Ref: Bid document No                                      dated--------------------

Sir,

Having examined the bidding documents and having submitted the technical bid for the
same, we, the undersigned, hereby submit the financial bid for supply of goods and services
as per the schedule of requirements and in conformity with the said bidding documents.

We hereby offer to supply the Goods / Services at the prices and rates mentioned in the
Commercial Bid.

We do hereby undertake, that, in the event of acceptance of our bid, the supply of
Goods/Services shall be made as stipulated in the schedule to the Bid document and that
we shall perform all the incidental services.

The prices quoted are inclusive of all charges including installation and commissioning
charges in the National Institute of Science Communication & Information Resources.

We enclose herewith the complete Financial Bid as required by you. This includes:

Bid Letter
Price Schedule
Price schedule for Support Service Charges

We agree to abide by our offer for a period of 90 days from the date fixed for opening of the
bid documents and that we shall remain bound by a communication of acceptance within
that time.

We have carefully read and understood the terms and conditions of the bid document and
we do hereby undertake to supply as per these terms and conditions. The Financial
Deviations are only those mentioned in the statement of deviations from financial terms and
conditions.

Certified that the bidder is:

A sole proprietorship firm and the person signing the bid document is the sole
proprietor/constituted attorney of sole proprietor,
                                               or
A partnership firm, and the person signing the bid document is a partner of the firm and he
has authority to refer to arbitration disputes concerning the business of the partnership by
virtue of the partnership agreement/ by virtue of general power of attorney,
                                               or
A company and the person signing the bid document is the constituted attorney.


                                             21
(NOTE: Delete whatever is not applicable. All corrections / deletions should invariably be
duly attested by the person authorised to sign the bid document.)

We do hereby undertake, that, until a formal work order is prepared and executed, this bid,
together with your written acceptance thereof and placement of letter of intent awarding the
work order, shall constitute a binding contract between us.



Dated this day of ___________ 2007                          Signature of Bidder


Details of enclosures                        Full Address:
                                             Telephone No.
                                             Telegraphic Address:
                                             Fax No.
                                             E-mail:

                                                                    COMPANY SEAL




                                             22
                                     ANNEXURE – IV
                                         Financial Bid

 Kindly quote your lump sum amount including your Administrative and Service charges
keeping in view the present Minimum Wages Act, its future enhancement, ESI & EPF
Provision including other requirements at your end as NISCAIR will pay lump sum
amount and will not be responsible for any claim by the employees of the contractor and
it will be the sole responsibility of the contractor to settle any such claim(s). Contractor
has to ensure payment to their employees on time.

                           Job Components for Quoting Rates

                                           (Table 1)

              Indian Science Abstracts (ISA) and SAARC Abstracts -Part A


S.  Job component          Minimum number of           Total estimated         Lump sum Amount
No.                        records per week            records for one year    (Rs.) per month

1.   Data compilation                                  20,000 records as per
     and abstracting       400 entries                 the worksheet (As per
     (As per the                                       Annexure C)
     worksheet
     attached)

2.   Data inputting                                    20,000 records
     (about 4000           400 entries
     characters per
     record)
3.   Proof reading
     (comparing with       400 entries                 20,000 records
     source document)
     and making
     corrections, if any

4.
      **Total amount
          (I)




                                              23
                                                Table 2
                    Medicinal & Aromatic Plants Abstracts (MAPA) – Part B

S.      Job Component           Minimum number of            Total estimated           Lump sum Amount
No.                             records per week             records for one year      (Rs.) per 2 months
                                                                                       (bimonthly)
1.      Data compilation                                     2500 records as per the
        and abstracting         50 entries                   worksheet (As per
        (As per the                                          Annexure C1)
        worksheet
        attached)

2.      Data                                                  2500 records
        inputting(about          50 entries
        4000 characters per
        record)
3.      Data validation
        including proof         50 entries                    2500 records
        reading (comparing
        with source
        document) and
        making corrections,
        if any

4.
        **Total amount
            (II)


 Grand total of I & II (from table 1 & 2 above) : Rs. -------------

And Service Tax @ ---------- as applicable                  Rs. --------------

Lump sum amount :                                          Rs. --------------


In words (Rupees-------------------------------------------------------------

                                                   (Signature of the bidder)
                                                     Seal of the firm
Date:
Place :
Note : Service tax from time to time under the Rules shall be payable separately




                                                    24
                                          ANNEXURE - V

                                         CONTRACT FORM

This agreement made the ___________________________day of________________,
2007 between National Institute of Science Communication and Information Resources
(Hereinafter the Client) of one part an _______________________________________
(Name of the supplier (Hereinafter the ’Supplier) of the other part.
 Whereas the Client invited bids for certain goods and services, viz.; (Data compilation,
data inputting and data validation for ISA and MAPA) has accepted a bid by the supplier
for the supply of those goods and services in the sum of
Rs………………………….(Contract Prices in words and figures) (hereinafter called the
‘Contract Price’)

Now the agreement witnesses as follows:

1.       In this agreement words and expressions shall have the same meanings as are
        respectively assigned to them in the Condition of Contract referred to.
2.      The following documents shall be deemed to form and be read and construed as
        part of this agreement, viz.;
a)      the bid form and the price schedule submitted by the bidder
b)      the schedule of requirements
c)      the technical specifications
d)      the special terms & conditions
d)      the general terms and conditions of the contract
e)      the client’s notification of award
3.      In consideration of the payments to be made by the purchaser to the supplier as
        hereinafter mentioned, the supplier hereby covenants with the client to provide
        the goods and services and to remedy defects therein in conformity in all
        respects with the provisions of the contract.
     1. The client hereby covenants to pay the supplier in consideration of the provision
        of the goods and services and the remedying of defects therein, the contract
        price or such other sum as may become payable under the provisions of the
        contract at the times and in the manner prescribed by the contract.

TOTAL VALUE:

Delivery Schedule:
 In witness whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year first above written.

Signed sealed and delivered by the
Said………………………………………..…….(for the purchaser)
In the presence of ……………………..……..

Signed sealed and delivered by the
Said……………………….……………….(for the supplier)


In the presence of---------------------------------------



                                                   25

								
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