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THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA, NEW DELHI TERMS AND CONDITIONS FOR TENDER FOR SUPPLY AND INSTALLATION OF CCTVs WITH DIGITAL VIDEO RECORDER AT INSTITUTE’S PREMISES AT DELHI & NOIDA. A. General conditions /instruction for submission of bids/tenders 1. Sealed quotations are invited under two bid system directly from the manufacturers /authorized dealer /OEM for supply and installation of CCTVs with Digital Video Recorder (DVR) at Institute’s offices at Delhi & Noida. The detail of the addresses of premises of the Institute is as under: S. No. Location Address 1. Head Office (Delhi) The Institute of Chartered Accountants of India ICAI Bhawan Indraprastha Marg NEW DELHI – 110 002 2. Noida The Institute of Chartered Accountants of India ICAI Bhawan C-1, Sector- 1 NOIDA - 201301 Dist. Gautam Budh Nagar Uttar Pradesh 2. The techno commercial bid should be in two separate sealed envelopes clearly mentioned as “Technical Bid” and “Commercial Bid” and both the sealed envelopes to be put into another envelope and it should be superscribed as “Tender For CCTVs with DVR”. 3. The last date of receipt of sealed offer in a sealed envelope as mentioned above and addressed to Sr. Joint Secretary (Admin.) is on or before 15.09.2007 at 3.30 pm. in a sealed tender box kept in the ground floor of annex building of the Institute at IP Marg, New Delhi – 110 002 4. The Earnest Money Deposit (EMD) of Rs. 30,000/- (Rupees Thirty Thousand only) in the form of Demand Draft/pay order drawn in favour of “The Institute of Chartered Accountants of India” payable at Delhi only is to be submitted along with the technical bid. 5. In the first stage only technical bids will be opened for evaluation after cut off time on the same day i.e. at 4.00 pm on 15 September 2007. The representatives of the tenderers, if they wish, may remain present while opening of the technical bids. 6. Commercial bids of only those bidders whose technical bids are acceptable /qualified will be opened for the 2nd stage selection and the date of opening will be communicated to the qualified bidders only for remaining present while opening of the commercial bids. 7. The EMDs of the unsuccessful bidders will be refunded without any interest. B. TECHNICAL BID 1. The tenderer should be a manufacturer or authorized dealer/distributor. Necessary documents regarding valid authorization from the manufacturer and experience should be attached with the offers. Without any authorization letter from the manufacturer for submission of offers submitted by the dealers will be rejected. 2. The tenderer should be having experience in the relevant field and must have installed similar facilities in various organizations /departments of Government of India /public sector units/ statutory bodies/MNCs. Copies of necessary experience certificates from the clients should be enclosed. 3. Details of work completed /undertaken by the tenderers in the past to set up equivalent facilities in government /corporate offices should be enclosed along with the addresses /email ids/telephone number of contact persons of the clients of different projects executed in the recent past. 4. Client lists should be enclosed along with addresses of the client/contact persons. 5. All relevant technical details of the offered equipment including brand name, specification etc. should be mentioned along with brochures/leaflets. 6. The tenderer should have TIN/VAT /Service tax no. as applicable. Copies of the same should be enclosed along with the offer. 7. The details of the equipment /software proposed to be procured are attached at Annexure A. The existing CCTVs with its complete system installed at Noida building will be reinstalled at the Institute’s head office at IP Marg, New Delhi. The tenderers are required to submit their rates for reinstallation of the equipments with new wiring as per the site conditions. 8. Prices of all items should be quoted on unit basis. 9. Each page of the bid both technical as well as commercial bid should be signed by the authorized person of the tenderer. The copy of the board resolution authorizing the signatory should be submitted along with the bid. 10. Technical support for after sales service as well as during the defect liability period at above mentioned locations should be mentioned along with the detailed addresses of their branch offices/contact person. 11. Warranty /assurance letter from the manufacturer for technical support/back up for spare parts for at least five years from expiry of defect liability period is to be submitted. 12. Defect liability period – The defect liability period for whole system at each location is one year from date of installation and handing over. The date of handing over of last location will be treated as final date of handing over for all locations. If any defects pointed out during this period the system or any equipments are to be rectified / replaced by the party (successful bidder) free of cost. 13. Breakdown response period – The party should attend the breakdown call immediately for restoration of the system so that work can be conducted without any hindrances. 14. Payment terms – The executed quantity may vary and the payment will be made as per the actual quantity executed/equipments supplied based on agreed unit rate. The stages of payment will be made as under: (a) 90% of the total contract value/bill value will be released after full supply of equipments, installation, testing, commissioning and handing over at all locations. (b) Balance 10% will be retained till expiry of the defect liability period i.e. one year from the date of handing over of equipments at all sites and same may be released against equivalent amount of bank guarantee. 15. Payment would be made through e-payment and the supplier will have to give his account number along with bank code No. for transfer of funds through E- payment. 16. Training to the technicians/personnel of the Institute – The supplier shall have to arrange training to the technicians /personnel of the Institute at all locations for smooth operations of the equipments after handing over without any additional cost. 17. Operational/maintenance manual – 2 sets of operations /maintenance manual for smooth operation of the equipments are to be provided free of cost at each locations. 18. After technical evaluation if necessary a presentation /demonstration with proposed equipments only will have to be made by the qualified bidders for which date and time will be intimated. 19. The warranty and delivery period for equipments and software should be clearly mentioned. The supplier will be required to deliver and successfully install the equipments at all locations. 20. The Institute being a statutory body set up under Act of Parliament does not have any LST/CST nos. and same along with way bill form will not be provided by the Institute. 21. The quoted price should be inclusive of all taxes applicable, delivery charges, transit insurance, installation charges at all locations. How ever octroi/ state entry tax if any will be paid extra as per actual. 22. The quoted rates must be competitive and there will be no further negotiation. 23. The quoted rate in the tender must be valid for minimum 60 (sixty) days from the date of opening of tender. The Institute reserves the right for seeking extension of validity of offered rates from the successful tenderers. 24. Time being essence of contract, supply, installation and handing over must be completed within stipulated time as to be given in the work order/agreement. For any delay in completion beyond the completion period (to be mentioned in the order/agreement) penalty at the rate of 0.5% per week or part thereof subject to maximum 5% of the order value will be imposed and same will be deducted from the bill of the supplier. 25. If any materials are found defective after supply, the same are to be replaced by the supplier free of cost. 26. Escalation – No escalation in price will be allowed and price will remain firm during total period of execution for any increase/decrease in quantity. 27. Tenders received beyond the cut off time and without all the required documents and the EMD shall be liable for rejection. 28. If the supply of material delays by (a) Acts of God (b) Abnormally bad weather, or earthquake or floods or similar natural calamities (c) Serious loss or damage by fire or (d) Civil commotion, local combination of workers strike or lockout or (e) Any other causes, which is the absolute discretion of the Institute and beyond supplier’s control. Then any force majeure condition herein mentioned occur and continue for a period exceeding 15 days the parties hereto undertake to sit together and devise for expeditious and proper performance of the obligations of the parties under this order. 29. In case of any dispute or difference arising in relation to meaning or interpretation of this order, the same shall be referred to a sole arbitrator to be appointed by the President of the Institute. The Arbitration and Conciliation Act, 1996 will be applicable to the arbitration proceedings and the venue of the arbitration shall be at New Delhi. The award of the arbitrator shall be final and binding. C. FINANCIAL BID 1. The financial bid should contain the rate against each item (equipments), laying of cabling with PVC conduits etc. The bids with unclear terms will automatically be rejected. 2. The quoted rates should be Indian rupees only and same should be filled in both words and figures. 3. The commercial bids to only those tenderers will be opened which are found eligible in the technical evaluations and the date of opening of the commercial bids will be communicated to the bidders qualified in technical evaluation. 4. Annual Maintenance Contract charges for whole system for each location after expiry of defect liability period for three years is to be quoted. 5. The Institute reserves the right to cancel the tenders without assigning any reason. Sr. Joint Secretary (Admin.) Annexure A The features / requirements / hardware requested in the new DVR system to be installed at Noida building of the Institute: PC based DVR Cards with 16 camera, 16 audio, and 16 input sensor channels / high resolution / TV output / network and remote monitoring and control/ 32 channels simultaneous display/ 400 or above fps monitoring and recording (real- time monitoring and recording) – total 4 cards HP xw4400 Workstation with Windows Vista/XP Professional, Dual Core Processor 3.4 Ghz, 2MB L2 Cache, Graphic Display with 256 MB dedicated memory, 2GB RAM, 250 GB SATA HDD, 20” Flat LCD monitors, DVD-RW. Two workstations with integration of DVR cards are required. RAID, storage subsystem with sufficient hard disk capacity to store the coverage of 50 cameras and mikes for 720 hours (30 days x 24 hrs) and expandability for approximately 100 cameras and mikes. Cameras – Sony or other good brands, 1/3”, color, night vision, high resolution, and inbuilt mike. Depending on the area of coverage, approximately 50 cameras are required. The range and no of the cameras’ coverage is to be accessed by the vendor depending on the size and layout of the rooms, which HRD(A) can provide. Video / audio and power cabling and other equipments mandatory for making the DVR system operational. Separate surveillance room with the requisite fixtures and furniture to be created where a security personnel will be continuously monitoring the activities. 32 inch or bigger LCD/Plasma TVs – As there will be around 50 cameras’ monitoring involved and with 32 channels’ output in a single screen, it will be too strenuous to have a smaller screen for continuous monitoring. Two such TVs are required – one for the surveillance room and second for the HOD’s room. The vendor has to ensure that the PAL output of all the cards are clubbed together and displayed on both the TVs independently. Both the viewers (Security personnel and HOD) should have a choice of viewing all the camera channels by manual flipping or an automatic continuous flipping in a predefined time gap or viewing 32 channels simultaneously on single screen. The operations of two TVs should be independent of each other. A well designed, executable over the LAN, web enabled (executable/viewable over the internet / mobile if a static IP is assigned to the system) and flexible software which has the provision to – play back the old recording while the current recording continues, individual camera and mike level controls like tilt / zoom / mute etc., motion detection recording (inclusive of 10 minutes prior and after the motion detection event), easy, automated and reliable backup process (compatible with CD/DVD/DAT/HDD) and other features important for later reviewing of any particular camera / mike for any specified duration. Built-in alarms to alert in case of failures at any hardware / software levels.
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