DELHI TRAFFIC POLICE TENDER FORM OFFICE OF THE DY. COMMISIONER OF POLICE : TRAFFIC: (HQ) IST. FLOOR . PS R.K.PURAM; NEW DELHI LAST DATE :17.07.2008 by 11.00 A.M. Comprehensive Annual Maintenance Contract of Cheque Depository Machines installed at Teen Murti Traffic Police Lines, PS R.K.Puram and Old Police Lines, Keshav Puram & Shakar Pur Delhi Delhi Traffic Police intends to award comprehensive Annual Maintenance Contract of 05 Nos. of Cheque Depository Machines installed at Teen Murti Traffic Police Lines, PS R.K.Puram , Old Police Lines, Keshav Puram & Shakar Pur Delhi. The Manufacturer/Authorized Distributors dealing with the subject can quote their annual rates for providing effective and proper maintenance including all spares with guarantee as per appendix-I, on the following terms & conditions :- TERMS & Conditions: 1. Only firms who are registered with department of Trade & Taxes/ Service tax department are eligible to fill this tender. Interested agencies shall quote their Vat and Service Tax Number in their quotation along-with Tax Clearance/registration Certificate. 2. The period of contract shall be for one year. If the agency/successful bidder dol not render the services satisfactorily or parts/spares are found sub-standard or for any other reasons as the department may deem proper the contract can be terminated at any time during the period of contract after giving notice of 15 days. This may also lead the cancellation of the contract apart from legal action including forfeiture of Security Money and black listing. 3. The Bid Security Deposit (EMD) of Rs.10,000/- (Ten thousand ) in form of Account Payee Demand Draft from any Commercial Bank must accompany each tender in favour of DCP/Traffic-HQ, Delhi. No tender shall be accepted without Bid Security. Bid Security shall be refunded to the unsuccessful tenderer(s) after finalization of the tender and award of supply order to the successful tenderer. Bid Security deposited with the tender shall bear no interest. The EMD can also be furnished in the shape of FDR, Bankers Cheque, Bank Guarantee from any commercial Bank in acceptable form. 4. Any agency, which has exemption of Bid Security deposits being registered with DGS&D/NSIC, shall furnish a certified copy of such registration, indicating there in clearly that they are exempted for the particular item/purpose ( AMC), failing which tender shall not be taken into consideration, and shall be rejected straightway. 5. Last date for submission of tender in the office of DCP/Traffic-HQ, Delhi is 17.07.2008 by 11.00 AM. Applying agencies/their representatives are at liberty to attend the proceedings of opening of the tender at 11.30 AM on the same day at Conference Hall at 1st Floor P.S. R.K. Puram, New Delhi, depending upon the availability of members of the purchase committee. In case, the tenders are not opened on 17.07.2008 due to any administrative or law and order problem or due to holiday etc., the same shall be opened on the next working day at the same time. 6. The tenderer shall furnish two separate bids 1st bid shall be technical and 2nd bid shall be price only, these bids shall be put in a big envelop. The technical and financial bid should be sealed in the separate covers duly superscribed “Technical Bid” and “Price Bid” and both these sealed cover are to be put in a bigger cover which should be sealed and duly superscribed “ Tender for the AMC”. 7. The tenderer(s) should have sufficient infrastructure the full address with telephone number shall also be mentioned in bid. In case the successful bidder does not have a sufficient infrastructure in Delhi, then the successful bidder shall established a sufficient infrastructure in Delhi within a month from the date of receipt of offer letter by L-I firm. The user unit reserve the right of inspection of the said firm infrastructure of the successful bidder at any time. 8. Successful tenderer shall also deposit Performance Security Money to the value of 10% of the total value of order, in form of Bank draft/Bank guarantee/FDR in favour of DCP/Traffic-HQ, Delhi within 10 days, failing which the contract/order shall be cancelled. Security money also shall bear no interest. 9. The validity of the performance security shall be two months beyond the expiry of contractual period. The performance security shall not bear any interest. 10. The performance security deposit shall be released only after satisfactory completion of all contractual period as approved by competent authority. 11. Delhi Traffic Police shall not be liable to make payment over and above the approved rates. All type of repair/replacement of spare parts shall be covered under the maintenance contract, except the Force Majeure conditions which includes fire, theft, natural calamities etc. 12. The tender must contain the name, office and residential address including telephone number(s) of the authorized person or persons with his/their usual signatures. Unsigned tender(s) shall not be accepted and shall be rejected straightway. 13. Tenderer shall indicate their rates including all taxes in clear visible figures and words and shall not alter/overwrite/make cutting in the rates. If alteration/overwriting/cutting are found, the same shall not be considered and offer rejected. 14. Unsigned tenders shall be rejected straightway. 15. The contractual firm will be bound for minor repairs of the Cheque Depository Machines at once on receipt of complaint on any day in the Week, repairs within a reasonable time ( Maximum 2 days) after receipt of information, failing which the Cheque Depository Machine shall be got repaired from other sources/firms and the amount incurred will be recovered from the contractual firm. This would be in addition to any separate penal action deemed fit by the department as indicated of these terms and conditions. 16. The contractual agency must give an undertaking on account of repairing and supply of genuine spare parts with guarantee for at least one year of the Cheque Depository Machine. 17. Payment of maintenance shall be paid on quarterly basis i.e. after completion of every quarter only for Cheque Depository Machine, which were maintained by the agency during the concerned quarter. The agency has to attach the satisfactorily Service Report from the user for each Cheque Depository Machine along with the quarterly bill and the bill must be verified by the concerned ACP/Traffic. No advance payment shall be made. 18. In case, the successful tenderer is found in-breach of any terms and conditions at any stage, legal action as per rules/laws shall be initiated against the agency concerned regarding forfeiture of Bid Security or Performance security deposits as the case may be besides debarring/black listing of the firm. 19. Conditional tenders shall not be accepted and shall be rejected straightway. 20. All disputes in this connection shall be settled in Delhi jurisdiction only. However, the or the differences can be patched up on table by negotiation before approving the contract. 21. The purchase committee also reserves the right to relax any of the above mentioned condition(s) and reject on its discretion any or all tender(s) altogether without assigning any reason, with approval of competent authority. 22. Agreement/Contract form in the prescribed form to be issued by the Traffic Unit shall be signed by successful bidder. 23. All procedure for the contract laid down in GFRs and DFPRs shall be adhered to strictly by the DCP/Traffic-HQ, Delhi and his subordinates and the tender(s) are bound to respect the same. 24. No enquiry shall be made by the tenderer(s) during process of case, till final decision of the competent authority. 25. The tenderer should have their full fledged workshop in Delhi with sufficient inventory of every spares. The tenderer shall enclose a proof of having qualified engineers/workshop/Technical infrastructure in Delhi. 26. Any tender in which any of prescribed condition(s) is/are found incomplete in any respect shall be rejected without assigning any reason. (PRABHAKAR) DEPUTY COMMISSIONER OF POLICE TRAFFIC: (HQ) : DELHI No. /General Branch (T), dated, New Delhi the Issued to M/s ________________________________ ________________________________ ________________________________ ________________________________ ANNEXURE-I CONFIGURATION/SPECIFICATION OF THE CHEQUE DEPOSITORY MACHINE TO BE ENTERED IN THE ANNUAL MAINTAENANCE CONTRACT. Cheque Depository Machine : Model No. CDM 4000 Signature of the Proprietor With seal ANNEXURE-II TO BE SUBMITTED WITH TECHNICAL BID. Sl.No. Answer 1. Has the agency registered with Taxation Department for VAT Yes/No and documentary proof to this effect attached along with Tax Clearance Certificate? 2. Has the agency registered with Service Tax Department Yes/No for Service Tax and documentary proof is attached? 3. Has Bid Security of Rs. 10,000/- in favour of Yes/NO DCP/Traffic (HQ), Delhi attached? 4. Has the tenderer agreed for validity for rates for the Yes/No system for the period of one year from the date of signining of the contract? 5. Has the tenderer enclosed a price list of spares. Yes/No 6. Has the agency mentioned the source of spare parts Yes/No during contractual period? 7. Has the agency attached the documentary proof of having Yes/No exemption for depositing Bid Security deposit, in case the agency is exempted for deposit of EMD? 8. Has the agency mentioned the l address(s) and Yes/No and telephone numbers etc. in the bid? 9. Has copy of terms & conditions of the tender been signed Yes/No (each page) and attached? Signature of the Proprietor With Seal ANNEXURE-III. PRICE BID. S.No Name of Equipment for AMC Charges for one . which AMC will be made Year 1. Cheque Depository Rs._________/- Machine ( 05 Nos.) (Rupees___________ 1. Keshav Puram _________________ 2. Shakar Pur _________________ 3. Old Police Lines _________________ 4. Teen Murti Lines _______ 5. R.K.Puram Only) �� (Including all taxes ) Total Amount Signature of the firm With Seal & date.