PDF Document - VMOU, Kota

Advt.-1153-56 Dated 31-05-2013
Form No
VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA
Office of the Director (Regional Services Division)
Rawatbhata Road, Kota (Raj.) 324021
Tender Form for Digitization of Study Material
1. Complete Tender Documents will be accepted in the office of the
Director (RSD) upto 11.00 A.M. on 01/07/2013 by Registered Post or in
person to be deposited in the Tender Box. Tenders received so will be
opened at 11.30 A.M. on the same day.
2. Demand Draft of Earnest Money Deposit for Rs.60,000/- (Rs. Sixty
Thousand ) in favour of ”Vardhaman Mahaveer Open University, Kota”
must be enclosed with Tender. Photo copy of the Original Tender Form
will not be accepted.
3. Please enclose the necessary documents along with the filled tender
document and submit in a sealed envelope marked with “Tender for
Digitization of Study Material to be open on 01/07/2013 at 11.30 am”
4. Tender without Earnest Money Deposit will be rejected.
5. The University reserves the right to accept/reject any tender without
assigning any reason.
6. Conditional Tender will not be accepted.
7. Judicial Jurisdiction of all the disputes will be Kota (Rajasthan) only.
Total Pages: 1 to 14
Price: Rs. 400/-
By Post: Rs.500/-
1
Bidder’s Seal & Signature

VARDHAMAN MAHAVEER OPEN UNIVERSITY,KOTA
( Director, Regional Services Division)
From:-
Director(RSD)
Vadhaman Mahaveer Open University
Kota-324 021
To
M/s
……………………………………….
……………………………………….
……………………………………….
Sir,
This Tender document is being issued with reference to your letter dated
…………………..… and fee of Rs. …………………. Paid in favour of VMOU, Kota vide
DD/Receipt No. ……………………………..
The complete Tender document must be deposited in the office by 11.00
AM. on 01/07/2013.You are advised to read the terms and conditions
carefully and put your signature along with the seal of the firm on every
page of the document.
Director
(RSD)
Vardhaman Mahaveer Open University, Kota
2
Bidder’s Seal & Signature

From:
M/s. …………………………
………………………………
………………………………
To
Director (RSD)
Vadhaman Mahaveer Open University,Kota
Rawatbhata Road
Kota-324021
Subject :
Tender Document for Digitization of Study Material of University
in Unicode and Uploading on University Website.
Reference : Your Tender Notification No 1153-56 dated 31-05-2013
Sir,
With reference to the above we have read and understood the terms and
conditions of Tender Documents and agree to accept the same. We hereby sign
and seal on every page of the document.
Necessary documents with self attestation are enclosed for ready
reference.
Your sincerely,
Bidder’s Seal & Signature
3
Bidder’s Seal & Signature

VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA
General conditions/instructions for Bidders/Tenders
1. Intrested bidders are requested to attend the pre bid meeting which will be
held on 12 th June 2013 at 11.30 am in the university campus. In the pre bid
meeting, a test booklet will be given to the bidders which has to be converted
in the Unicode by them and has to be submitted along with the technical bid
compulsorily.
2. The sealed envelope should be addressed to Director (RSD), Vardhaman
Mahaveer Open University,Kota.The date of receipt of sealed offer is
01/7/2013 up to 11.00 am. Bids received late i.e. after the expiry of the
closing time will not be entertained. The bids will be opened on 01.7.2013 at
11.30 AM in the office of Director RSD.
3. The Earnest Money Deposite (EMD) of Rs. 60000/- (Sixty Thousand only)
in the form of Demand Draft drawn in favour of “Vardhaman Mahaveer
Open University, Kota” payable at Kota must be enclosed with Tender. In
absence of it Tender will be rejected.
4. The EMD of the unsuccessful bidders will be refunded without any interest
after completion of the tender process.
5. Photo copy of the Original Tender Form will not be accepted.
6. All the documents attached with tender document should bear dated
signature of the bidder. All the entries by the bidder should be in one ink and
legibly written. Any over-writing, corrections and cuttings should bear dated
initials of the bidder. Corrections should be made by writing-again instead of
shaping or over-writing.
7. Rates should be quoted both in figures as well as in words. In case the rates
quoted in words and figures are at variance, the rates written in words will be
taken as final.
8. Finalisations of any bid are sole discretion of the University. University
reserves the right to modify the tender document or any other condition.
Accordingly the quotations can be modified by the bidders.
9. Quantity of items may be varying.
10. In case of delayed supply, the penalty is to be deducted as per G.F.&A.R.
rules.
11. Income Tax and other taxes will be deducted from the bills as per Govt. rules
12. All taxes and duties should be extra.
13. Conditional offers having conditions other than those specified herein shall
not be considered and will be treated as invalid.
14. Tender shall be submitted in prescribed form only and completed in all
respects. Incomplete tender will be rejected.
15. The losses, damages and shortages in transit or otherwise shall be borne by
the Tenderer.
4
Bidder’s Seal & Signature

16. However, if the tender is not opened on the date of opening/ selling/
receiving of the tenders, the same shall be shifted on the next working day
with same time and place.
17. Bidder should submit self attested copy of Registration of Firm and PAN
Card of Firms/Proprietor/all the Partner/Company.
18. The payments will be made after the study material is uploaded in PDF form
on the university website in Unicode. No advance payment will be made.
However, once a particular programme is uploaded successfully on the
university website, the bill may be raised by the firm and the payment will
be made accordingly.
19. The volume of work may be increased or decreased as per requirements of
the University.
20. In case of extension in the given period with liquidated damages, the
recovery shall be made on the basis of the following percentages of value of
Work Order which the Tenderer has failed to supply.
(a) Delay up to one fourth period of the prescribed delivery period.
= 2.5%
(b) Delay exceeding one fourth period but not exceeding half of the
prescribed period = 5 %
(c) Delay exceeding half but not exceeding three fourth of the prescribed
period =7.5%
(d) Delay exceeding three fourth of the prescribed period = 10%
Maximum penalty applicable will be = 10%.
21. Firm should have at least one year experience of the same type of work.
Kindly attach the relevant documents with the Tender form.
22. The successful tenderer will have to submit 5% as security deposit to the
university after acceptance of the tender within 15 days. The EMD amount
will be adjusted in security deposit amount.
23. The supplier firm will submit two copies of the bills along with official
purchase-order and their PAN card for Payment.
24. The firm is required to submit the following certificates with the tender
form:
a. Self attested copies of registration certificate.
b. Self attested copies of Income Tax Returns and Audited Balance Sheet of
last two years.
25. Security deposit amount shall be released after successful completion of
work.
26. In case of cutting, the tender will be rejected. No tenderer is allowed to
submit two tenders himself or by any other authorized person.
27. All documents furnished by the tenderer must be self attested and the
original documents must be produced at the time of opening the tender.
28. Before acceptance of the tender, the university has the right to physically
inspect the facilities, infrastructure, machines, quality, and equipments.
5
Bidder’s Seal & Signature

29. Validity of the offer is one year, tenders bearing validity less than one year
will be liable to be rejected.
30. The firm will have to sign an agreement on Rs.100 non-judiciary stamp
paper with the University within 15 days of the receipt of the acceptance.
letter.
31. The earnest money will be forfeited if the tender is withdrawn:-
(a) At any time prior to its rejection, or
(b) Before or after its acceptance is communicated to the Tenderer, or
(c) If the successful Tender fails to execute an agreement and fails to furnish
security deposit within 15 days of the receipt of the letter of acceptance.
32. The firm must be equipped with at least 15 computer systems .
33. The University shall have the right to verify the capacity of the firm as and
when required.
34. The firm must have an experience of executing such type of work in the past.
The relevant documents for the same have to be attached with the filled
Tender form.
35. Submission of Tender Form
a) The tendering shall be by two envelopes system i.e. one envelope
superscribed “Technical Bid” shall contain the “Technical Documents”
(Tender page no 1 to 12 with other required documents)and the second
envelope superscribed “Financial Bid” shall contain Financial
Documents(Tender page no 13 to 14 ) Both seal envelopes shall be further
sealed in a bigger envelope. Bigger envelope must be submitted to the
Director RSD VMOU Kota within the given period. The Bigger/Main
envelope must be superscribed with Tender for “Digitization of Study
Material to be open on 01/07/2013 at 11.30 am” The tender form should be
filled in legibly in ink or typed and sealed at both ends. The envelope
should be sent so as to reach the office of the Director RSD Kota before the
hour and by the date fixed for the submission of the tender.
36. The technical bid should contain the following documents otherwise the
tender will be rejected:
a) Tender document from page no. 1 to 12 with sign and seal.
b) Earnest money of Rs.60,000/- in form of DD.
c) The study material in Unicode in a CD.
d ) Self attested copy of firm registration.
e) Self attested copy of PAN card.
f) Self attested copies of Income Tax returns and audited balance sheet of
last two years. The firm must have annual turnover of Rs.50 lacs.
g) Self attested copies of at least one year experience of the same type of
work.
h) A self attested list of machineries and working staff for the said purpose.
6
Bidder’s Seal & Signature

37. The financial bid must contain only page number 13&14 of the tender
document.
38. Proof Reading will be done at Bidder’s end.
39. Payment will be made on the basis of actual pages provided by the
University.
40. The University reserves the right to accept/reject any tender without
assigning any reason thereof.
41. Judicial Jurisdiction of all the disputes will be Kota only.
Terms for executing the work:
1. The university will provide the study material of the various programmes
and courses being run by the university to the firm with the work order.
The study material will be given in the form of hard copy (books) which is
available in the university.
2. The soft copy should be open type font/Unicode compliant .The proof will
be done by suitable experts’ at bidders end.
3. The Firm will have to do all assigned work on their own computers by
using the self skilled manpower of the same.
4. The payment will be made to the firm on the basis of actual number of
pages being provided by University for digitization purpose include cover
pages . The study material which will be given to the firm for data feeding
has to be returned to the university after the feeding is over. Otherwise the
cost of books will be charged by the university from the firm.
5. The work will also include the checking and Proof Reading of the
material. The university will depute the subject expert of the courses for
finalization of the material to be uploaded. Material will be checked and
edited by the subject expert on University website or personal id.
6. The maximum time limit available for completing the entire task is 2
months from the date of issue of the work order which may be extended
maximum for one month only with the approval of Vice-Chancellor.
7. The study material is in Hindi language. Some of the courses contain
chemistry equations, algebraic equations, trigonometric equations which
7
Bidder’s Seal & Signature

are to be typed in and the diagrams / images are to be drawn and to be
inserted as and where applicable by the firm.
8. If the work is not executed within the given time period or found
unsatisfactory, the SD amount of the firm shall be forfeited.
9. The Firm has to provide two sets of each course – one in high resolution
PDF Format and other in Unicode.
10. The successful Tenderer will have to submit 5% as security deposit to the
university after acceptance of the tender within 15 days. The EMD amount
will be adjusted in security deposit amount.
11. Income Tax and other taxes will be deducted from the bills as per Govt.
rules.
12. All taxes and duties should be extra .
13. The losses, damages and shortages in transit or otherwise shall be borne
by the Bidder.
14. The payments will be made after the digitization and uploading of the
study material on the university website in Unicode. No advance payment
will be made. However, once a particular programme is uploaded
successfully on the university website, the bill may be raised by the firm
and the payment will be made accordingly.
15. The supplier firm will submit two copies of the bills along with official
purchase-order and their PAN card for payment.
16. Security Deposit amount shall be released after successful completion of
work.
17. The rates once accepted by the university will hold good till the
completion of the agreement. No increase or decrease will be considered
on any account at any time.
18. The commission if any, charged by the Banker of the bidder shall be borne
by the firm.
19. Judicial Jurisdiction of all the disputes will be Kota(Rajasthan)only.
8
Bidder’s Seal & Signature

Technical Specifications to be followed while the digitalization of study
material:
1. The composing work of the material in UNICODE must be performed in
Microsoft Word 2007.
2. The font size of the text must be 10 pt. in Hindi and 11 pt. in English
language.
3. The font size of the main heading must be 16 pt. and the subheadings must
be 14 pt.
The composed document must be formatted according to the norms of
DEC in SIM mode as follows
Paper Size 23x 36 inch
1. Sheet Size 9x11.5 inch
2. Book Size 8.5x10.5 inch
3. Compose Area 5.5x9 inch
2(A). 8.5 inch
i. 5.5inch Compose
ii. 2.25 inch Notes Writing
iii.3/4 inch Centre Margin
2(B). 10.5 inch
i. 9 inch Compose
ii.3/4inch Tail Margin
iii.3/4 inch Head Margin
4. The line spacing should be kept at 1.0 pt.
5. The table of contents must be redesigned according to the changed page
numbers.
6. Diagrams must be redrawn wherever required.
__________________________________
9
Bidder’s Seal & Signature

VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA
Rawatbhata Road, KOTA -324010
Regional Services Division
DECLARATION
1. I,-------------------- son/daughter/wife of Shri. -----------------------------
Proprietor /Director/ authorized signatory of M/s -------------------------
----------will complete the entire assignment in the given time and
execute the work as per agreement.
2. I have carefully read and understood all the terms and conditions of
the tender and undertake to abide by them.
3. The information documents furnished along with the above
application are true and authentic to the best of my knowledge and
belief. I/We am/are well aware of the fact that furnishing of any false
information/ fabricated document would lead to rejection of my tender
at any stage besides liabilities towards prosecution under appropriate
law.
DATE:
PLACE:
Signature of authorized person
Full name:
Seal:
10
Bidder’s Seal & Signature

VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA
RAWATBHATA ROAD, KOTA-324021
General Particulars to be provided by the Bidder:
The bidder should provide the following particulars along with relevant
supporting documentation:
1. Name of the firm __________________________________
2. Name of the Proprietor _________________________________
3. Mailing address __________________________________
4. Firm Registration no. __________________________________
5. PAN no. __________________________________
6. (i) Tel. No. …………....... (ii) Mobile No ……………………………..
(iii) Fax No. …………………………………………………………..
7. E-mail address ……………………………………………………………
8. Name and designation of the person authorized to make commitments to
VMOU,Kota
……………………………………………………………….
9. Description of business and business background (on firm’s letter head
with.seal)…………………………………………………………………
……………………………………………………………………………
10. Details of firm’s Bank
(i) Name …………………………………………………………….
(ii) A/c No ……………………………………………. ……………..
(iii) IFS Code…………………………………………………………...
(iv) Branch Address.....................................................................................
11. Details of E.M.D.
a) Amount --------------------------------------
b) D.D. No. ------------------ Date ------------- Bank Name -----------------
Verification :
1. We confirm that we shall abide by all the terms and conditions contained
in the Tender.
2. All the details mentioned above are true and correct.
3. We have enclosed all the relevant documents as mentioned above.
11
Bidder’s Seal & Signature

12
Bidder’s Seal & Signature

Annexure ‘A’.
VARDHAMAN MAHAVEER OPEN UNIVERSITY, KOTA
OFFICE OF THE DIRECTOR RSD
(Financial Bid)
S.
No.
Description
Quoted Rate (excluding
of all taxes and duty)
Per Page (in rupees)
Figure
Words
1 Digitization of study material in Unicode and
uploading on the University website (along
with the redrawing of diagrams and typing of
equations) including proof reading.
Unicode Page Size 9x11.5 inch
13
Bidder’s Seal & Signature

14
Bidder’s Seal & Signature