manual bids shall not be accepted
BID DOCUMENT
NOTICE INVITING E-TENDER
EMPC/IGNOU/PUR/287/10
Dated: 27th July, 2017
Online bids (Technical & Financial) from eligible bidders which are valid for a minimum period
of 90 days from the date of opening of financial Bid (i.e. 31/08/2017)are invited for and on behalf
of the Vice-Chancellor, IGNOU for Procurement of Peripheral Audio/Video Equipment.
Procurement of Peripheral Audio/Video
Equipment
Name of Work
Estimated Cost
Rs. 30 lakh/-
Earnest Money Deposit to be submitted
Rs. 60,000/-
Date of Publishing
28/07/2017
: 12.30 P.M.
Clarification Start Date and Time
01/08/2017
: 11.00. A.M.
Clarification End Date and Time
03/08/2017
:
4.00 P.M.
No queries will be entertained after clarification end
date and time
Queries (if any)
Bid Submission Start Date
03/08/2017
:
Last Date and time of uploading of Bids
31/08/2017
: 11.30 A.M.
Last Date and time of submitting Tender Fee,
EMD and other documents at IGNOU
31/08/2017
: 01.30 P.M. Date and time of opening of Technical Bids
31/08/2017
: 3.00 P.M. Date and time of opening of Financial Bids
4.30 P.M.
Will be separately notified for Technically
shortlisted/qualified bidders
Interested parties may view and download the tender document containing the detailed terms &
conditions from the website http://eprocure.gov.in/eprocure/app & on GeM
MANUAL BIDS SHALL NOT BE ACCEPTED
except for the original documents/instruments as mentioned in this tender.
Bidders should regularly visit the website to keep themselves updated.
INSTRUCTION FOR ONLINE BID SUBMISSION
1 The bidders are required to submit soft copies of their bids electronically on the Central Public
Procurement (CPP) Portal ie http://eprocure.gov.in/eprocure/app and on GeM, using valid Digital
Signature Certificates. The instructions given below are meant to assist the bidders in registering on the
CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on the
CPP Portal.
REGISTRATION
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
Bidders are required to enroll on the e-Procurement module of the Central Public Procurement
Portal (URL:https://eprocure.gov.in/eprocure/app) and on GeM by clickingon the link “Online
Bidder Enrollment” option available on the home page. Enrolment on the CPP Portal is free of
charge.
During enrolment/ registration, the bidders should provide the correct/ true information including
valid email-id & mobile no. All the correspondence shall be made directly with the contractors/
bidders through email-id provided.
As part of the enrolment process, the bidders will be required to choose a unique username and
assign a password for their accounts.
For e-tendering possession of valid Digital Signature Certificate (Class II or Class III Certificates
with signing key usage) is mandatory which can be obtained from SIFY /nCode/eMudra or any
Certifying Authority recognized by CCA India on eToken/ SmartCard.
Upon enrolment on CPP Portal for e-tendering, the bidders shall register their valid Digital
Signature Certificate with their profile.
Only one valid DSC should be registered by a bidder. Bidders are responsible to ensure that they
do not lend their DSCs to others which may lead to misuse and should ensure safety of the same.
Bidders can than log into the site through the secured login by entering their userID/ password
and the password of the DSC/ eToken.
SEARCHING FOR TENDER DOCUMENTS
1)
2)
3)
There are various search options built in the CPP Portal to facilitate bidders to search active tenders
by several parameters. These parameters could include Tender ID, organization name, location,
date, value, etc. There is also an option of advanced search for tenders, wherein the bidders may
combine a number of search parameters such as organization name, form of contract, location, date,
other keywords, etc., to search for a tender published on the CPP Portal.
Once the bidders have selected the tenders they are interested in, they may download the required
documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder.
This would enable the CPP Portal to intimate the bidders through SMS / e-mail in case there is any
corrigendum issued to the tender document.
The bidder should make a note of the unique Tender ID assigned to each tender, in case they want
to obtain any clarification / help from the Helpdesk.
PREPARATION OF BIDS:
(i)
For preparation of bid Bidders shall search the tender from published tender list available on site
and download the complete tender document and should take into account corrigendum if any
published before submitting their bids.
After selecting the tender document same shall be moved to the ‘My favourite’ folder of bidders
2 account from where bidder can view all the details of the tender document.
(ii)
(iii)
(iv)
(v)
Bidder shall go through the tender document carefully to understand the documents required to be
submitted as part of the bid. Bidders shall note the number of covers in which the bid documents
have to be submitted, the number of documents – including the names and content of each of the
document that need to be submitted. Any deviations from these may lead to rejection of the bid.
Any pre-bid clarifications if required, then same may be obtained online through the tender site,
or through the contact details given in the tender document.
Bidders should get ready in advance the bid documents in the required format
(PDF/xls/rar/dwf/jpg formats) to be submitted as indicated in the tender document/schedule. Bid
documents may be scanned with 100 dpi with black and white option which helps in
reducing size of the scanned document.
Bidders can update well in advance, the documents such as experience certificates, annual report,
PAN, EPF & other details etc., under “My Space/ Other Important Document” option, which can
be submitted as per tender requirements. This will facilitate the bid submission process faster by
reducing upload time of bids.
SUBMISSION OF BIDS:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
Bidder should log into the site well in advance for bid submission so that he/ she upload the bid in
time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to
other issues.
Bidder should prepare the Tender Fee and EMD as per the instructions specified in the NIT/
tender document. The details of the DD/BC/BG/ others physically sent, should tally with the
details available in the scanned copy and the data entered during bid submission time. Otherwise
the uploaded bid will be rejected.
While submitting the bids online, the bidder shall read the terms & conditions (of CPP portal) and
accepts the same in order to proceed further to submit their bid.
Bidders shall select the payment option as offline to pay the Tender Fee/ EMD and enter details
of the DD/BC/BG/others.
Bidder shall digitally sign and upload the required bid documents one by one as indicated in the
tender document.
Bidders shall note that the very act of using DSC for downloading the tender document and
uploading their offers is deemed to be a confirmation that they have read all sections and pages of
the tender document without any exception and have understood the complete tender document
and are clear about the requirements of the tender document.
Bid documents may be scanned with 100 dpi with black and white option which helps in reducing
size of the scanned document. For the file size of less than 1 MB, the transaction uploading time
will be very fast.
If price quotes are required in XLS format, utmost care shall be taken for uploading
Schedule of quantities & Prices and any change/ modification of the price schedule shall
render it unfit for bidding.
Bidders shall download the Schedule of Quantities & Prices i.e. Schedule-A, in XLS format
and save it without changing the name of the file. Bidder shall quote their rate in figures in
the appropriate cells, thereafter save and upload the file in financial bid cover (Price bid)
only.
If the template of Schedule of Quantities & Prices file is found to be modified/corrupted in
3 the eventuality by the bidder, the bid will be rejected and further dealt as per provision of
clause no 23.0 of ITB including forfeiture of EMD.
The bidders are cautioned that uploading of financial bid elsewhere i.e. other than in cover
2 will result in rejection of the tender.
(ix)
(x)
(xi)
(xii)
Bidders shall submit their bids through online e-tendering system to the Tender Inviting
Authority (TIA) well before the bid submission end date & time (as per Server System Clock).
The TIA will not be held responsible for any sort of delay or the difficulties faced during the
submission of bids online by the bidders at the eleventh hour.
After the bid submission (i.e. after Clicking “Freeze Bid Submission” in the portal), the bidders
shall take print out of system generated acknowledgement number, and keep it as a record of
evidence for online submission of bid, which will also act as an entry pass to participate in the bid
opening.
Bidders should follow the server time being displayed on bidder’s dashboard at the top of the
tender site, which shall be considered valid for all actions of requesting, bid submission, bid
opening etc., in the e-tender system.
All the documents being submitted by the bidders would be encrypted using PKI (Public Key
Infrastructure) encryption techniques to ensure the secrecy of the data. The data entered cannot be
viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is
maintained using the secured Socket Layer 128 bit encryption technology.
ASSISTANCE TO BIDDERS:
(i)
Any queries relating to the tender document and the terms and conditions contained therein
should be addressed to the Tender Inviting Authority for a tender or the relevant contract person
indicated in the tender. The contact number for the helpdesk is 011-29533591, 29573328 between
10:30 hrs to 17:00 hrs.
(ii)
Any queries relating to the process of online bid submission or queries relating to CPP Portal in
general may be directed to the 24X7 CPP Portal Helpdesk. The 24 x 7 Help Desk Number 01204200462, 0120-4001002 and +91-8826246593. The IGNOU helpdesk email id is support‐
eproc@nic.in
(iii)
If any query is not resolved by CPP Portal Help Desk, you may contact Nodal Officer
(eProcurement), IGNOU at 9868258158.
Toll Free Number 1800-3070-2232. Mobile Nos. 91-7878007972 and 91-7878007973.
INDIRA GANDHI NATIONAL OPEN UNIVERSITY
MAIDAN GARHI, NEW DELHI-110068.
Tender Notice
4 Online bids are invited from eligible bidders for the Procurement of Peripheral
Audio/Video Equipment.
The tender document along with other details may be downloaded from the CPP
Portal: http://eprocure.gov.in/eprocure/app and on GeM.
Director (EMPC)
Dated:-
5 Tender Document for Procurement of Peripheral Audio/Video Equipment
Indira Gandhi National Open University
New Delhi.
Earnest Money
:
Rs. 60,000/- (Rupees Sixty Thousand)
Scanned copies of EMD must be submitted online on CPP Portal:http://eprocure.gov.in/eprocure/app and on GeM.
And
Original Physical EMD separately must be submitted on or before due date
and time i.e. 31/08/2017 before 03.00 P.M. in the office of the Director,
EMPC, IGNOU Campus, Maidan Garhi, New Delhi -110 068.
6 INSTRUCTION FOR e-PROCUREMENT
1. Preparation and Submission of Bids
a. The detailed tender documents
http://eprocure.gov.in/eprocure/app and
submission of tender. The Tender may
Portal http://eprocure.gov.in/eprocure/app
may be downloaded from
on GeM till the last date of
be submitted online through CPP
and on GeM.
b. The bidder should submit the bid online in two parts viz. Technical Bid and
Commercial Bid. Technical Bid, & EMD should be upload online in cover
1and Commercial Bid in “.rar” should be upload online in cover-2
2. Submission of the Bid: All interested eligible bidders are requested to submit their bids
online on CPP Portal: http://eprocure.gov.in/eprocure/app and on GeM as per the criteria
given in this document:
a. Technical Bid, EMD should be uploaded online in cover-1.
b. Commercial Bid should be uploaded online in cover-2
Both Technical and Commercial Bid covers should be placed online on the CPP Portal (http://eprocure.gov.in/eprocure/app and on GeM). Non submission of technical bid in cover‐I will be summarily rejected.
3. Technical Bid: Signed and Scanned copies of the Technical bid documents as under must be
submitted online on CPP Portal: http://eprocure.gov.in/eprocure/app and on GeM.
List of Documents to be scanned and uploaded as required in a & c below (Under
Cover-1) within the period of bid submission:a.
i. Scanned copy of EMD.
ii. Copy of board resolution/ Power of Attorney/ Authorization letter indicating
that the person signing the Bid has the required authority to sign on behalf
of the Bidder and Copy of Memorandum of Association & Article of
Association of the Bidder
iii. Certificate of Registration for Sales Tax / VAT and acknowledgement of
up to date filed return.
iv. Registration certificate of PAN No. and TIN No.
v. Name of the Firm:
vi. Address:
vii. Landline/Mobile No./E-Mail ID:
viii. Workshop/Site Description:
ix. Whether the firms ownership is Sole Proprietorship or partnership:
x.
Authorized Signatory
7 xi.
Names of the customers to whom similar Equipment were supplied in the past two
years (copies of the PO to be enclosed).
xii. Copy of Balance Sheets for the year last three financial years. Turnover should be at
least 50 lakh in each previous three years
xiii. Client List:
xiv. Copy of ITCC/STC etc
xv. Details of Branches/Channel Partners of taking up installation, commissioning and
after sale and services, maintenance at the locations i.e. New Delhi (NCR) with their
address, telephone nos. E-mail and number of service engineers at that office. Service
Engineer (minimum Five) should be qualified engineer with a University
Degree/Diploma, who are specialist in their respective fields.
xvi. Bid validity Period____________.
xvii. Delivery period ___________ from the date of placement of the Purchase Order.
xviii. Warranty of the products offered________________.
xix. Execution of single order in previous financial year must be at least 20 Lakhs of
similar nature of supplies.
xx. Affidavit as per annexure – V.
b.
c.
Detailed specifications are provided in Annexure I of the Tender document.
Compliance with the technical specifications
Stores offered shall be in accordance with the stipulated technical specifications as
provided in (Annexure –I). Deviations from the specification, if any, shall be clearly
indicated along with explanations (Format enclosed Annexure –II). The University shall
have the right to accept or reject the deviation and bid.
4. Financial Bid
a. All prices and other information having a bearing on the price shall be written both in
figures and words where there is a difference between amounts quoted in words and
figures, the amount quoted in words shall prevail.
b. The currency of all quoted rates shall be Indian Rupees. All payment shall be made in
Indian Rupees.
c. In preparing the financial bids, bidders are expected to take into account the
requirements and conditions laid down in this Tender document. The financial bids
should be uploaded online as per the specified “.xls” format i.e. BOQ_XXXX.xls in
Excel sheet attached as ‘.xls’ with the tender and based on the scope of work, service
conditions and other terms of the Tender document. It should include all costs
associated with the Terms of Reference/Scope of Work of the assignment.
8 d. Quoted rates in financial bid having some condition which are not fulfilling all the
terms & conditions of the Tender document shall summarily be rejected.
e. The Financial Proposal should be inclusive of all applicable taxes, duties, fees, levies,
and other charges imposed under the applicable laws. The rates quoted in the Tender
are inclusive of all applicable taxes, duties etc..
f. The rates quoted in the financial bid should be inclusive of installation charges at the
site.
g. The Financial bid should be according to the format given in the Tender Document. It
should be ensured that no required value against an item is missed. If the bidder does
not want to charge for an item the value must be filled as “0” (ZERO). All totals
should be correct.
5. Last Date for Submission of Tender:
a. Online bids complete in all respects, must be submitted on or before the last date and
time specified in the schedule of events.
b. The IGNOU may, at its own discretion, alter/extend the last date for submission of
tenders.
6. Earnest Money Deposit And Bid Security
a. The Bidder shall furnish Bid Security of Rs. 60,000/- (Rupees Sixty Thousand only)
in the form of the Earnest Money Deposit (EMD). The EMD shall be furnished in the
form of Demand Draft/FDR of requisite amount, drawn on a scheduled commercial
bank and payable to “IGNOU” at New Delhi.
NOTE: DD in original towards EMD only must be submitted before due date
and time on the given address i.e Room No. 209, EMPC, IGNOU, New Delhi110068 and Scanned copies of the same must uploaded online in cover 1.
b. Any Bid not accompanied by an acceptable Bid Security and Tender Application Fee
shall be summarily declared non-responsive and the envelope containing financial
Bid of such Bidder shall not be opened.
c. The Bid Security of unsuccessful Bidders shall be returned without interest after
finalization of the tender and that of the Successful Bidder shall be returned without
interest, on receipt of Performance Bank Guarantee in accordance with the
requirement of the Contract.
EMD is liable to the forfeited if the tenderer changes the terms and conditions or prices or
withdraws his quotation subsequent to the date of opening or fails to accept the order when
placed or fails to commence supplies after accepting the order. However, in case of
successful bidder it will be refunded only after receipt of Performance Security.
7)
Performance Security Deposit
The successful tenderer shall, before executing the order, within 15 days of dispatch of letter
intimating acceptance of the offer in terms of Letter of Intent/P.O., deposit an amount
equivalent to 10% of the value of the contract as security deposit for due performance of the
contract. The security deposit may be furnished in the form of a Bank Guarantee/ Demand
Draft/FDR drawn in favour of IGNOU or a bank guarantee from a commercial bank duly
countersigned by the bankers (format of Bank Guarantee Annexure –III). The performance
9 security should remain valid for a period of Sixty days beyond the date of completion of all
contractual obligation of the supplier including warranty obligations. Failure to furnish
Security Deposit shall be treated as breach of contract and entail cancellation of the contract,
forfeiture of EMD. If the tenderer is not able to supply, install, and support the ordered items
completely within the specified period to the complete satisfaction of IGNOU, If the supplier
fails to provide the security Deposit within the period specified, such failure shall constitute a
breach of contract and the University shall be entitled to make other arrangements for the
repurchase of the stores contracted for at the risk and expense of the supplier and / or to recover
from the supplier the damages arising from such cancellation.
No claim shall lie against the purchase IGNOU) either in respect of interest or any depreciation in
value of any security. If the contractor fails or neglects to observe to perform any of his obligations
under the contract, it shall be lawful for the purchase (IGNOU) to forfeit either in whole or in part,
the security Deposit furnished by the Contractor.
8) Submission of Offer 8.1) The Earnest Money Deposit shall be submitted in due date and time by the bidder. Those
who do not qualify the pre-qualification conditions shall be summarily rejected and their
Financial Bids shall not be opened.
8.2) In the financial bid, the prices and other information like discount and / or any terms having a
bearing on the price shall be written both in words and figures. If there is a discrepancy
between the price / information quoted in words and figures, the price/ information quoted in
words shall prevail.
8.3 The “Technical bid” shall be opened in the first instance in the presence of Contractors or
their authorized representative. Only one authorized representative per Contractor will be
permitted to be present at the time of opening of the tender.
8.4) All duties, taxes and other levies, as applicable should be included in the total price, failing
which the IGNOU shall have no liability to pay these charges and the liability shall be that of
the contractor. However, detailed break up such as the percentage of duties, taxes being levied
etc. should be indicated separately.
8.5) Each page of the offer shall be numbered and will bear the signature of the Contractor at the
bottom with stamp seal. All offers shall be either typewritten or written neatly in indelible
ink. Any correction should be properly authenticated.
8.6) The items, if not according to the specification and are thus not accepted by user shall be
lifted by the supplier at his own cost.
8.7) In case the tender submitted by the Contractor is accepted by the IGNOU and the contract is
awarded to the Contractor , then the Contractor shall with the fifteen (15) days of
acceptance of his tender execute an agreement with the IGNOU on Rs. 100/- stamp paper
incorporating all the terms and conditions under which the IGNOU accepts his tender.
8.8) Further to the above, the Contractor shall submit scanned copy of affidavit in the enclosed
format on a Rs. 50/- non-judicial stamp paper duly notarized along with the technical bid. 10 9)
Evaluation
a) The Tenders will be evaluated on the basis of technicial-commercial parameters. If considered
necessary, the Committee may decide to visit and inspect manufacturing and testing facilities,
other related sites, as it may find worth in order to gather further information leading to
evaluation of bids. Tenderer will be bound to provide all necessary information as desired by the
Committee at such sites. The short-listed tenderers may be called for detailed discussions at a
specified date, time and venue including demonstration of their products, if need be. Evaluation
will be item wise, however the Committee may consider overall lowest bidder for the benefit of
IGNOU.
b) If the Purchaser considers necessary, it may ask for revised financial bids from the short listed
tenderers which should be submitted within three days of intimation of this effect in sealed
envelopes on specified date and time. The revised bids shall not be for amounts more than one
quoted earlier for an item, unless the specification is of higher configuration than the earlier ones,
by the respective tenderer. Any tenderer quoting higher rates for the same item with same
configuration quoted earlier in their revised financial bid shall be disqualified for further
consideration and EMD submitted may be forfeited.
c) IGNOU reserves the right to select the tenderer on the basis of best possible features quoted. The
decision of IGNOU arrived at as above shall be final and representation of any kind shall not be
entertained on the above. Any attempt by any tenderer to bring pressure of any kind shall
disqualify the tenderer for the present tender and the tenderer may be liable to be debarred from
bidding for IGNOU tenders in future for a period of three years and EMD submitted may be
forfeited.
d) IGNOU reserves the right to award the contract to any of the bidders irrespective of not being
lowest and in this respect, the decision of the University shall be final.
10)
Effect and Validity of Offer
(a)
The offer shall be kept valid for acceptance and award the contract to the successful tenderer for a
minimum period of 90(Ninety) Calendar days from the date of opening of Financial/Commercial
Bid.
(b)
Order shall be placed as per IGNOU’s requirements by the authorized Officer. The successful
tenderer will supply the material within a maximum period of 15 days from the date of placing
the Purchase Order.
(c)
The contract shall be valid for a period of one year, may be further extended for a further period
of One Year on mutual consent.
(d)
All the terms and conditions for the supply, testing and acceptance, payment terms, penalty etc.
shall be as those mentioned herein and no change in the terms and conditions will be acceptable.
(e)
The Registration number of the firm along with CST number allotted by the Sales Tax authorities
shall invariably be given in the tender. Excise clearance for Custom duty if any for relevant year
may be submitted.
11 (f)
During the validity of the contract including the extended period, if any, if the tenderer sells the
same or equivalent configuration material to any other Department/Organization in India at a
price lower than the price fixed for the Purchaser, the tenderer shall automatically pass on the
benefits to the Purchaser.
(g)
In case the Purchaser finds that the market rates have come down from the time when rates were
finalized in the rate contract/order or there is a need for selection of new system configuration
based on market trends, the Purchaser, may ask the technically short listed tenderers to re-quote
the prices and the tenderer shall be selected on the basis of procedure given earlier. The time
difference between such re-quoted shall be minimum three months except in case of the Union
Government budget.
(h)
IGNOU reserves the right to increase/ decrease the quantity as per requirement. The Tenderer is
bound to accept the orders for such quantity during the period upto 12 months from the date of
purchase order to the supplier at the approved rates or prevailing market rate whichever is less.
11)
Delivery
The contractor shall deliver the store in accordance with the conditions of the Contract at the
time/place and in the manner specified in the contract within 60 days of issue of Purchase order.
Any delay in the supply, installation and commissioning within the time fixed or in the event of
repudiation of the contract, (IGNOU) purchaser reserves the right to recover damage for Breach
of Contract as indicated below:
To recover from the contractor liquidated damages including administration expenses a sum
equivalent to 0.5% of the price of stores which the contractor has failed to deliver within the
period fixed for delivery/commissioning for each week or part thereof during which delivery is
in arrears subject to an overall ceiling of 10% of the total contract price.
12)
Payment Terms
(i)
100 % payment shall be made within 30 days of submission of bills duly supported
by the consignee’s receipt with satisfactory performance report and as governed by
the following:
No part of the contract price shall become due or payable until the tenderer has
delivered the material to the complete satisfaction of IGNOU. Payment shall be made
subject to recoveries, if any.
(ii)
13)
A pre-receipted bill shall be submitted in duplicate in the name of IGNOU. It shall be
done soon after the delivery, installation and commissioning of the items along with a
copy of the duly receipted delivery challan of the consignee certifying satisfactory
commissioning.
Warranty
Any item not conforming to the standards or physically damaged shall have to be
replaced by the supplier. The material should have one year replacement warranty.
14)
Penalty for Delay for Replacement during the Warranty
(a) During the Warranty period, if the faulty materials are not replaced within a period of 7 days
from the time it is reported verbally or through phone/fax /letter to the contractor or his Field
nominee, the same shall render the contractor liable for liquidated damages at the rate of 1%
(One per cent) of the total value of the faulty items per week subject to maximum of Five
weeks and thereafter IGNOU holds the option for purchasing a new system from other
Vendor and may invoke the performance Security of the supplier depending upon the
severity of the problem with the system supplied by the supplier.
12 (b) The decision of the authority placing the order in this regard will be final. If the tenderer does
not feel satisfied with the decision, he will be at liberty to approach Vice-Chancellor,
IGNOU. His decision in this regard will be full and final and no appeal will lie against his
decision.
15)
DISPUTE RESOLUTION AND JURIDICTION:
In case of any dispute, the same shall be resolved by mutual discussion between the parties within
a period of 30 days failing which, only regular courts at Delhi/New Delhi will have jurisdiction to
adjudicate upon the matter.
16.
The tenderer should submit an affidavit on a Rs. 50 stamp paper alongwith the technical bid.
(Format enclosed at Annexure-V).
17.
In case the tender submitted by the tenderer is accepted by the University and the contract
for Procurement of Peripheral Audio/Video Equipment is awarded to the tenderer, the
tenderer shall within fifteen (15) days of acceptance of his tender execute an agreement
with the University on a Rs. 100/- stamp paper, incorporating all the terms and conditions
under which the University accept his tender.
18.
Bid Validity
a. All the Bids must be valid for a period of 90 days from the date of financial bid
opening. However, the quoted rates should be valid for the initial/ extended period of
the Contract from the effective date of the Contract. No request will be considered for
price revision during the original Contract period.
b. A bid valid for a shorter period shall be declared as non-responsive.
c. In exceptional circumstances, prior to expiry of the original time limit, the IGNOU
may request the bidders to extend the period of validity for a specified additional
period beyond the original validity of 90 days. The request and the bidders' responses
shall be made in writing. The bidders, not agreeing for such extensions will be
allowed to withdraw their bids without forfeiture of their Bid Security.
19. Modification / Substitution/ Withdrawal of bids:
a. No Bid shall be modified, substituted or withdrawn by the Bidder after the Bid 's due
Date.
b. Any alteration/ modification in the Bid or additional information supplied subsequent
to the Bid's due Date, unless the same has been expressly sought for by the Authority,
shall be disregarded.
20. Rejection of the Bid: The bid submitted shall become invalid if:a. The bidder is found ineligible.
b. The bidder does not upload all the documents as stipulated in the bid document.
c. If physically non-submission of EMD separately before opening of bid.
21. SUBMISSION OF BIDS
a. The bidder shall seal the original Bank Drafts/FDR towards EMD in an envelope.
b. Bidder shall mark its name and tender reference number on the back of the Bank
Draft/ FDR before sealing the same. The address of IGNOU, name and address of the
bidder and the Tender Reference Number shall be marked on the envelope. The
13 envelope shall also be marked with a Sentence “NOT TO BE OPENED BEFORE
THE DATE AND TIME OF BID OPENING”. If the envelope is not marked as
specified above, IGNOU will not assume any responsibility for its misplacement, premature opening etc.
22. The intending bidder must have valid class-III digital signature to submit the bid.
23. On opening date, the contractor can login and see the bid opening process. After opening of
bids he will receive the competitor bid sheets.
24. Contractor can upload documents in the form of JPG format and PDF format.
25. Contractor must ensure to quote rate of each item. The column meant for quoting rate in
figures appears in pink colour and the moment rate is entered, it turns sky blue. In addition to
this, while selecting any of the cells a warning appears that if any cell is left blank the same
shall be treated as “0”.Therefore, if any cell is left blank and no rate is quoted by the bidder,
rate of such item shall be treated as “0” (ZERO).
26. When bids are invited in two / three stages systems and if it is desired to submit revised
financial bid it shall be mandatory to submit revised financial bid. If not submitted then the
bid submitted earlier shall become invalid.
27. The IGNOU reserves the right to reject any prospective application without assigning any
reason and to restrict the list of qualified contractors to any number deemed suitable by it, if
too many bids are received satisfying the laid down criterion.
14 Annexure - I
Specifications for the Peripheral Audio/ Video Equipment
1. Scope:
The specifications lay down the performance requirement of the Broadcast Quality associated / Peripheral
Audio and the Video equipment, which are required for the Digital Studio Chain. The equipment is to be
installed at EMPC, IGNOU, New Delhi.
2. Broadcast Quality Peripheral Equipment:
SR. NO.
Items Description
Quantity
A.
Digital Video Distribution Amplifier
18Nos.
B.
Digital Audio Distribution Amplifier
12 Nos.
C.
Video A/D Converter
12 Nos.
D.
Video D/A Converter
12 Nos.
E.
Rack Frame to hold different cards with Auto
Switchable redundant power supply ( Minimum 12
cards)
6 Nos.
F.
Monitoring type Digital Audio speaker for monitoring
the Digital Audio AES/EBU signal
6 Nos.
G.
Hum Suppressor
6 Nos.
3. General:
(a) The offered equipment should be from an internationally renowned manufacturer and the quoted
model should be field proven and in use by leading broadcasters in various continents of the World. The
bidder should essentially submit the list of the broadcasters to whom the quoted model has been supplied.
(b) All the cards mentioned at Sr. no. [A] to [D] above, are required to be filled in a common rack frame
Sr. no. [E], hence it should be from the same manufacturer.
(c) The offered product shall be modular in construction. It should be offered along with the 19"
frame/housing with auto switchable redundant power supply unit.
(d) The offered rack frame/housing should be capable of necessary computer interface to enable the
testing, alignment, remote monitoring and control of various parameters of the peripherals installed. The
hardware and software interface should be offered as optional item. Necessary back plate / connectors
shall be offered along with each peripheral.
15 General Technical Specifications:
Each offered item has to be complied for the following general specifications (wherever applicable) in the
quote.
1. Analogue video System
PAL, 2: 1 interlace 625 lines, 25 frames, 50 fields.
2. Digital processing
(a) Sampling ratio
4:2:2
(b) Sampling rate
(Y/Cb/Cr) 13.5/6.75/6.75 MHz
(c) Quantization
10 bit or better
(d) Data rate
270 M bit/sec.Confirming to ITU-R- 601 and ITUR- 656 with respect to interface.
3. Input/ output Handling
Minimum 10 bit
4. Connectors
2 (Configurable as Dual Mono or Single Stereo)
(a) Video
BNC as per IEC 169-8
(b) Control
BNC, Mini XLR, RS-422 or GPI.
5. Signal
(a) Input/output Level
(b) (i)Analog Composite Video
1 Vp-p, 0.3 V Sync. across 75 Ohm /BNC
(ii) Analog Component
0.7 Vp-p across 75 a /BNC(Y, B-Y, R-Y)
(iii) Component SDI signal
0.8 Vp-p ± 10% across 75 a /BNC
(c) Reference signal
Composite/Black Burst/ Digital black burst
(whichever applicable)
(d) Clamping
Reference to Sync
(e) Filtration
As per ITR-R.BT 601
(f) SDI Output Jitter &
As per SMPTE 259 M standards
Rise/ fall time
6. Operating temperature
5 to 40 Degrees Celsius and
& Relative Humidity
95% non-condensing maximum.
7. Rack frame
Standard 19 inches Rack Mounting frame/ housing
to hold 10 different cards with Auto-switchable
redundant power supply unit
16 8. Power Supply
230±5% Volts, 50 Hz
A. Digital Video Distribution Amplifier (with Reclocking):
(a) Input
:
1 no. SDI 270 Mbps
:
Minimum 200 metres for Belden 1694A
(b)Processing
i. Input Equalization
or equivalent cable
ii. Input Return Loss
:
>15 dB at 270 Mbps
iii. Output Return Loss
:
>15 dB at 270 Mbps
:
8 or more SDI relocked outputs
(c) Output
Nos. of Outputs
Features
1.
2.
3.
4.
5.
6.
It should be SD ,SDI distribution amplifier
It should have at least eight video outputs.
It should be Compatible with: 270 Mbit/s.
It should have Non-inverting outputs.
Necessary back plate / connectors / external cards should be supplied.
It should has Return Loss of more than 15dB
B. Specification for Digital Audio Distribution amplifier
Features
1.
2.
3.
4.
It should be transformer coupled
32 to 96 kHz compatibility
It should have signal present indication, sample frequency indication
It should be compatible with 110 Ohms and 75 Ohms
Technical Specifications
AES Audio Input
1. Based on BNC connector for 75 Ohm or XLR for 110 Ohm.
2. It should accept digital standards like AES-1992.
3. Its sampling Rate around 32 kHz to 96 kHz
17 4. Its resolution should be 24 bits.
5. Input level should be 200 mv to 5V PP.
6. Jitter should be equal to less than 0.8 ns
AES Audio Output
1. It should have at least six numbers of Outputs.
2. Its sampling Rate Equal to input with auto selected
3. Output should be transformer coupled.
C. Specification for Video A/D Converter
(a)Input
Input
:
PAL Composite signal
1. Input Return loss
:
> 35 dB at 5.5 MHz
11. Input Equalisation
:
Minimum 200 metres for Belden 1694A
(b)Processing
or equivalent cable
iii. Frequency response :
± 0.5 dB upto 5.5 MHz
IV. Differential gain
:
<1.0 %
v. Differen tial Phase
:
<1.0 Deg.
vi. Output return loss
:
>15 dB at 270 MHz
V11. Signal to Noise Ratio
:
>57dB
(c) Output:
Nos. of Output
: 4 Nos. or more SDI at 270 Mbps
D. Specification for Video D/A Converter
(a) Input
Input
:
1 No. SDI/270 Mbps
:
Minimum 200 metres for Belden 1964A
(b) Processing
1. Input Equalisation
18 or equivalent Cable.
11. DIA conversion
:
10 bits or more
iii. Input Return loss
:
> 15 dB at 270 MHz
IV. Serial Output Return Loss
:
> 15 dB at 270 MHz
v. Analog Composite
:
> 35 dB upto 5.5 MHz
Return Loss
VI. Frequency response :
± 0.15dB upto 5.0MHz or better
V11. SIN ratio
:
>60 dB or better (un-weighted)
viii. Differential gain
:
<1%
ix. Differen tia1 phase
:
<1.5 Deg.
:
3 Nos. or more analog composite outputs
(c) Output
Output
F. Specification for Digital Audio Monitoring speaker - 6 Nos.
Features
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
It should have Premium Quality Drivers for Superior Reproduction
Balanced Analog Output of Selected Digital Source
Should have Powerful 104dB SPL
Two Tri-Color Level Meters Displaying Simultaneous VU / PPM
It should have Extended Frequency Response and Low Distortion
Should have Focused Sound, Reduces Adjacent Bay Crosstalk
Audible Indication of Phase/Polarity Problems
Thorough Magnetic Shielding for Placement next to Video Monitors
Headphone Jack, Mutes Speakers
Blowout Proof Speakers
Technical Specifications
1. It should Peak acoustic output @ 2 feet . . . .104dB SPL
2. Should have Power output RMS each side (4 Ohms) - 10W, 14W peak
3. It should have Frequency response (1/6 octave) . . .80Hz - 16kHz (±5dB) (-10dB @ 40Hz,
22kHz)
4. Should have AES/EBU input termination 75 Ohms unbalanced
5. It should have AES/EBU input sampling rate 32-48kHz, auto-detecting
6. It should have Hum and noise around or better than 80dB
Audio Input
1. 2 Unbalanced AES/EBU Digital Inputs (Select 1), BNC/XLR
2. 2 Balanced Analog Inputs (1 Stereo), XLR
19 Level meters
1.
2.
3.
4.
G.
Level meters . . . . . . . . . . . . . . . . . .2 x 40 segment
Level meter scale . . . . . . . . . . . . . .+16 to -40 dB
Level meter threshold . . . . . . . . . . .0, +4, +6 or +8dBv
Level meter dynamics . . . . . . . . . .. Simultaneous VU / PPM
Hum Suppressor
The Eliminator should eliminate hum and greatly reduces interferences in video lines caused by
differences in ground potential. It should have flat response, bandwidth up to 30 MHz, four color or
monochrome, no low frequency or high frequency roll off, passive device, failure free, use on 50 Hz or 60
Hz systems.
75 Ohm Hum Eliminator Features:
•
•
•
•
•
•
•
•
•
•
Flat Response
Bandwidths up to 30MHz
No Low or High Frequency Roll-Off
No Differential Gain or Phase Distortion
Rugged, Waterproof Case
BNC Connectors
Passive Device, Failure-Free
For Color and black & White Video
Reversible
Small, Compact Package
Electrical Specifications:
•
IMPEDANCE:
•
75 Ohms, unbalanced
•
BANDWIDTH:
•
DC to 30MHz
0.75 dB @ 10MHz
1.20dB @ 20MHz
1.50 dB @ 30MHz
HUM REDUCTION:
60Db for 50Hz or 60Hz systems
INSERTION LOSS:
0.2dB maximum
RETURN LOSS:
20dB minimum
PACKAGE:
Die cast metal
MOUNTING:
Suitable for Rack mount
20 Annexure - II
(To be filled and sent in sealed envelope no. (1))
FORMAT OF QUOTATION FOR TECHNICAL BID
(Information pertaining to deviation and compliance statement)
S.
No.
Make/
model
offered
Technical
Technical
Specifications as per tender
Specifications
of the product
offered/
Compliance
Deviations (if
any) with remark
Please give brief description on the technical superiority/inferiority/deviation, if any, of the item to be
supplied by tenderer..
21 Annexure- III
BANK GUARANTEE PROFORMA
1.
In consideration for the Vice-chancellor, Indira Gandhi National Open University
(hereinafter
called IGNOU) having agreed to exempt ………………………………...
(hereinafter
called “ the said contractor(s)” from the demand, under the terms and conditions
of an
Agreement dated ………………… made between………………….. and ……………..
of
EMD/Performance Security for the due fulfillment of the said contractor(s) of the terms
and
conditions contained in the said Agreement, on production of Bank Guarantee for Rs.
………………………. (Rupees………………………………………) (indicated the name of
the bank) at the request of ………………………………………... contractor(s) do hereby
undertake to pay to IGNOU an amount not exceeding
Rs. ………………….
Against
any loss or damage caused to or suffered would be caused to or suffered by the
IGNOU
by
reason of any breach of the said Contractor(s) of any of the terms or conditions
contained in the
said agreement.
2.
We ………………….. do hereby undertake to pay the amount due and payable under this
Guarantee without any demur, merely or a demand from IGNOU stating that the amount claimed
is due by way of loss or damage caused to or would be caused to or suffered by IGNOU by
reason of breach by the said contractor(s) of any of the terms or conditions contained in the said
agreement or by reason of the contractor(s) failure to perform the said agreement.. Any such
demand made on the Bank shall be conclusive as regards the amount due and payable by the
Bank under this guarantee. However, our liability under this Guarantee shall be restricted to an
amount not exceeding Rs……………
3.
We undertake to pay IGNOU any money so demanded not withstanding any dispute or disputes
raised by the contractor(s)/supplier(s) in any suit or proceeding pending before any Court or
Tribunal relating there to liability under this present being absolute and unequivocal.
The payment so made by us under this Bond shall be a valid discharge of our liability for
payment there under and the contractor(s)/supplier(s) shall have no claim against us for making
such payment.
4.
We, ………………………. Further agree that the guarantee herein contained shall remain in full
force and effect during the period that would be taken for the performance of the said
Agreement/ validity of the offer and that it shall continue to be enforceable till all the dues of
IGNOU under or by virtue of the said Agreement have been fully paid and its claim satisfied or
discharged or till ………………………… that the terms and conditions of the said Agreement
have been fully and properly carried out by the said Contractor(s) and accordingly discharges this
Guarantee. Unless a demand or claim under this Guarantee is made on us in writing on or before
the ……………. Guarantee thereafter.
5.
We ………………………….. further agree with IGNOU that IGNOU shall have the fullest
liberty without our consent and without affecting in any manner our obligations hereunder to vary
22 any of the terms and conditions of the said Agreement or to extend time of performance by the
said Contractor(s) from time to time or to postpone for any time or from time to time any of the
powers exercisable by IGNOU against the said contractor(s) and the forbear or enforce any of the
terms and conditions relating to the said Agreement and we shall not be relieved from our liability
by reason of any such variation, or extension being granted to the said contractor(s) or for any
forbearance, act or omission of the part of IGNOU or any indulgence by IGNOU to the said
contractors or by any such matter or thing whatsoever which under the law relating to sureties
would, but for this provision, have effect of so relieving us.
6.
Notwithstanding any thing contained herein above our liability under the guarantee is restricted to
Rs. …………. And shall remain in force until ………….. Unless acclaim or suit under this
guarantee is filled with us on before………….. ALL OUR RIGHTS UNDER THE
GUARANTEE SHALL BE FORFEITED and Bank shall be relieved and discharged from all
liabilities therein.
7.
This Guarantee will not be discharged due to the change in the constitution of the
the Contractor(s)/supplier(s).
8.
Bank or
We ……….. lastly undertake not to revoke this Guarantee during its currency except with
previous consent of IGNOU in writing.
the
Dated the …………… date of …………..2010
For ………………………………………………….
(indicate the name of bank)
Signature …………………………………………...
Name of the Officer ………………………………..
(in block capitals)
Designation of ……………………………………...
Code no. …………………………………………….
Name of the Bank & Branch………………………………
[To be counter signed by the branch bank of the indenter]
23 Annexure-IV
Price Schedule (Financial Bid)
(To be duly filled in and sent in sealed envelop no. (2) - each page must be signed with SEAL of the
Tenderer)
FORMAT OF QUOTATION FOR FINANCIAL BID
Procurement of Peripheral Audio/Video Equipment
Sl.
Description of Items
Qty.
Quoted Unit
Rate in Rs.
Taxes (if any)
give break up
Total Amount
(Rs.)
No.
Inclusive of
Taxes
a. b. c. d. e. f. g. Digital Video Distribution
Amplifier
18 Nos.
Digital Audio Distribution
Amplifier
12 Nos.
Video A/D Converter
12 Nos.
Video D/A Converter
12 Nos.
Rack Frame to hold different
cards with Auto Switchable
redundant power supply
( Minimum 12 cards)
06 Nos.
Monitoring type Digital Audio
speaker for monitoring the
Digital Audio AES/EBU signal
06 Nos.
Hum Suppressor
06 Nos.
G. Total
We agree to supply the above goods in accordance with the technical specifications for a total contract
price of Rs. ……………. (amount in figures)…………………within the period specified in the Invitation
for Quotations/ bid document on terms and conditions agreed to therein.
We also confirm that the warranty/ Guarantee period for the items shall be as per the tender terms &
conditions.
Date:
24 ANNEXURE----V
AFFIDAVIT
(To be submitted on non-judicial stamp paper of Rs. 50/- duly certified by notary public)
I………………………………………………………………………S/o.Sh.
…………………………………
aged
………………………
Years.
R/o
…………………………………………………………. do hereby solemnly affirm and declares as under
1. That
I
am
the
proprietary
/
authorized
………………………………………………………… having
Head
Office
/
Registered
………………………………………………………………..
signatory
Office
of
Mr.
at
2. That the Information / document s / Experience certificates submitted by M/s.
…………………………………. alongwith this tender for “ …………………….. (
Please specify the Name of Work”) in IGNOU are genuine and true and nothing has been
concealed.
3. I shall have no objection in case IGNOU verifies them from issuing authority (ics). I
shall also have no objection in providing the original copy of the document(s), in case
IGNOU demands it for verification.
4. I herby confirm that incase, any document, information & / or certificate submitted by me
is found to be incorrect / false / fabricated. IGNOU at its discretion may disqualify /
reject my application for this tender out rightly and also debar me
M/s.
………………………………………….. from participating in any future tenders.
5. I hereby confirm that there in no vigilance / CBI case pending against the firm / supplier
and the firm has not been blacklisted in the past in any institution of the country.
DEPONENT
I, ……………………………………………………………………………. the proprietor / authorized
signatory of M/s. ……………………………………………………………. do hereby confirm that the
contents of the above Affidavit are true to my knowledge and nothing has been concealed there from and
that no part of its false.Verified
at ………………………………………………………… this
…………………………day of …………………………………………………………………..
DEPONENT
(Signature & Sealed of Notary)
25 
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