tender for supply & installation of biometric device - Igrmaharashtra ...

INSPECTOR GENERAL OF REGISTRATION & CONTROLLER OF STAMPSGround Floor, Opp. Vidhan Bhavan (Council Hall)New Administrative Building,Pune 411 001, MaharashtraTENDER FOR SUPPLY & INSTALLATION OFBIOMETRIC DEVICERef: IGRO/Comp/bio-metric/rfp/572/2011Events Date Location21/12/2011 Office of :Date of Tender ReleaseMeeting for anyclarifications/queriesLast Date & Time ofsubmission of Bidder’sResponseDate & Time of Opening ofBid30/12/2011 at 11 A.M.11/01/2012 at 3 P.M.11/01/2012 at 3.30 P.M.Inspector General of Registration& Controller of Stamps,Electronics Ground Floor, Opp.Vidhan Bhavan (Council Hall)New Administrative Building,Pune 411 001, Maharashtra

Contents1. INSTRUCTIONS TO BIDDERS ............................................................................................................ 32. SCOPE OF WORK ............................................................................................................................. 43. GENERAL TERMS & CONDITIONS .................................................................................................... 53.1 QUALIFICATION CRITERIA FOR BIDDERS ................................................................................. 53.2 COSTS & CURRENCY ................................................................................................................ 53.3 COST OF BIDDING ................................................................................................................... 53.4 BID VALIDITY PERIOD .............................................................................................................. 63.5 LATE TENDER BIDS .................................................................................................................. 63.6 WITHDRAWAL OF BIDS ........................................................................................................... 63.7 RESPONSIBILITIES OF OEM AND DEALERS .............................................................................. 63.8 QUALITY OF GOODS & SERVICES ............................................................................................ 63.9 INSPECTION OF STORES/FACTORY INSPECTION ..................................................................... 63.10 PACKING AND MARKING ......................................................................................................... 63.11 DESPATCH INSTRUCTIONS AND NOTIFICATION...................................................................... 63.12 DELIVERY TIME & RISK PURCHASE .......................................................................................... 73.13 INSTALLATION, COMMISSIONING & ACCEPTANCE ................................................................. 73.14 PAYMENT TERMS .................................................................................................................... 73.15 WARRANTY.............................................................................................................................. 73.16 PENALTY FOR DOWNTIME ...................................................................................................... 73.17 EMD ......................................................................................................................................... 83.18 PERFORMANCE GUARANTEE .................................................................................................. 8ANNEXURE .............................................................................................................................................. 9Annexure A - SPECIFICATIONS FOR BIOMETRIC DEVICE ..................................................................... 9Annexure B - LETTER OF ACCEPTANCE ............................................................................................. 10Annexure 3 – COMMERCIAL BID FORMAT........................................................................................ 112

1. INSTRUCTIONS TO BIDDERSThe Inspector General of Registration & Controller of Stamps, Maharashtra State, Pune is inthe process of computerizing all the offices of the department across the state. In this regard,the department invites proposal from eligible manufacturers or their authorized vendors forsupply and installation of Biometric Device to all offices of the department across the state ofMaharashtra.Prospective bidders should submit their proposal along with the necessary supportingdocuments as specified in this tender and also their commercial quote as specified inAnnexure 3. The manufacturers or their authorized vendors should be selected on the basisof the bidders meeting the qualification criteria as per clause 3.1 and on the lowestcommercial quote discovered through this tender.Proposal shall be submitted in a sealed envelope as specified below:Envelope 1: Letter of Acceptance (as per Annexure B), Compliance with the qualificationcriteria and necessary supportings shall be enclosed in the sealed envelope super-scribing“Technical Proposal for Supply & Installation of Biometric Device,”Envelope 2: EMD and Commercial Bid shall be enclosed in the sealed envelope superscribingas “EMD and Commercial Proposal for Supply & Installation of Biometric Device.”The above three sealed envelopes should be submitted in one master envelope in sealedcondition super-scribing “Proposal for Supply & Installation of Biometric Device” to the officeof the Inspector General of Registration & Controller of Stamps, Ground Floor, Opp. VidhanBhavan (Council Hall), New Administrative Building, Pune 411 001, Maharashtra on orbefore 11/01/2012 at 3 P.M. The bid will be opened at 11/01/2012 at 3.30 P.M. in the abovementioned office, in the presence of the bidders who may wish to attend. More than onemanufacture or their authorized vendors can be selected by the department for this project.The department reserves the right without any obligation or liability to accept or reject any orall of the proposals at any stage of the process, to cancel or modify the process or any partthereof or to vary any of the terms and conditions at any time, without assigning any reasonwhatsoever. Any type of corrigendum shall be communicated to the bidders by email.Inspector General of Registration & ControllerStamps, Maharashtra State, Pune3

2. SCOPE OF WORKThe bidder is expected to supply the following items at all the offices of the department.Sr.No. Item Name Quantity Specifications1 BiometricDevice500 units As per Annexure AIt will be the responsibility of the selected bidder to install the Biometric device on thecomputer designated for the purpose in each Sub Registrar Offices and make the samefunctional. The supplier may have to deal with the BOT operator who should be running thebiometric devices on department’s behalf.4

3. GENERAL TERMS & CONDITIONS3.1 QUALIFICATION CRITERIA FOR BIDDERS1 Only the following OEMs/its authorized dealers are only eligible to participate in thistender.- Morpho (Sagem)- France- Secugen- USA- ZKSoftware- USA- Suprema- Korea2 OEM/its authorized dealers shall be registered under Companies Act 1956 or PartnershipAct. Documentary Proof must be submitted for this.3 OEM/its authorized dealers shall be a profit making company for the last three financialyears. Documentary Proof in the form of Certificate of Chartered Accountant along withBalance sheet and Profit & Loss statements for the financial year 2010-11, 2009-10,2008-09 must be submitted.4 OEM/its authorized dealers must have at least one office in Maharashtra.5 OEM/its authorized dealers shall not have been blacklisted by any department/office ofthe Government of Maharashtra/Government of India. The OEM/Partner shall submit aletter from competent authority (a person nominated on behalf of OEM who is authorisedfor the purpose of the entire tender and the project for billing, penalties and contacts etcin respect of this tender) confirming that the company is not blacklisted.The bidders should comply with all the above qualifying criteria for the opening oftheir commercial bid. In case a bidder fails to meet one of the above criteria, hisbid will be out rightly rejected and the Commercial bid will be returned withoutbeing open.3.2 COSTS & CURRENCYThe bid must be given in Indian Rupees only, inclusive the following:• Cost of the equipment• Transportation and Forwarding charges to the site• Installation and commissioning charges• Insurance to cover equipment up to installation of equipment at the respective sites andhanding it over to end-user• All taxes and levies, both direct and indirect.• 3 Years warranty3.3 COST OF BIDDINGThe Bidder shall bear all costs associated with the preparation and submission of its tender,and the Bidder will in no case be responsible or liable for these costs, regardless of theconduct or outcome of the tendering process.5

3.4 BID VALIDITY PERIODThe tender bid must be valid for 90 days from the date of opening of the tender. However,the Tendering Authority may extend this period for further period.3.5 LATE TENDER BIDSTender bid brought by the bidder after the deadline prescribed in the tender will not beaccepted.3.6 WITHDRAWAL OF BIDSBids once submitted will not be permitted to be withdrawn.3.7 RESPONSIBILITIES OF OEM AND DEALERSThe service support during the contract period shall be exclusive responsibility of theOEM/its authorized dealers and the same shall be discharged through their own serviceengineer. OEM/its authorized dealers shall submit support plan to the department.3.8 QUALITY OF GOODS & SERVICESThe equipment/product must conform to the specifications given and of desired quality.Consistency in delivery shall be maintained for the entire lot of products ordered. All therequired quantity of product/s in schedule of requirement shall be of the same brand andmodel number. OEM/its authorized dealers shall not substitute any internal components orsubsystems of the product by similar items of different manufacturer/s. OEM/its authorizeddealers shall be jointly and severally responsible for and quality of the supply.3.9 INSPECTION OF STORES/FACTORY INSPECTIONOEM/its authorized dealers should submit in detail Quality Control Procedures andstandards adopted in the manufacturing process. The Inspection of the Product may bedone by the department and shall be carried out at the OEM/its authorized dealers’spremises or at the warehouse/dispatch centre in Maharashtra. The entire cost for Inspectionshall be borne by the OEM/its authorized dealers.3.10 PACKING AND MARKING• Unless specified otherwise, consignment shall be securely and properly packed, andevery precaution taken to avoid loss or damage during transit. The packing shall be allweatherproof and sufficient to withstand, without limitation, rough handling during transitand exposure to extreme temperatures, Packing case size and weights shall take intoconsideration, where appropriate, the remoteness of the goods' final destination and theabsence of heavy handling facilities at all points in transit.• Each package should be clearly marked to indicate Description and Quantity of stores,Name and Address of the intender/buyer, Gross weight of the Package, S.O. No. andDate and the Name of the Bidder as provided in the General Conditions of the Contract.3.11 DESPATCH INSTRUCTIONS AND NOTIFICATION• The stores will be delivered free at intender’s/buyer’s end including freight.• It will be responsibility of supplier for safe arrival of stores in full and good conditions atintender’s/buyer’s specified destination and intender/buyer will not pay separately fortransit insurance, if any.6

• Product shall confirm to standard guarantee/warranty effecting for a period of three yearsfrom the date of installation and commissioning.3.12 DELIVERY TIME & RISK PURCHASEOEM/its authorized dealers should deliver the biometric device across all offices of thedepartment within one month of the issue of the purchase order. The installation across alloffices should be completed within two weeks from the delivery of the biometric device.In case the OEM/its authorized dealers fails to deliver the quantity as stipulated in thedelivery schedule, the intender/buyer reserves the right to procure the same or similarmaterials from alternate sources at the risk, cost and responsibility of the OEM/its authorizeddealers.3.13 INSTALLATION, COMMISSIONING & ACCEPTANCEOEM/its authorized dealers shall be responsible for delivery and installation at site of theequipment ordered and for making them fully operational within the stipulated period. If notpossible, it shall be communicated to the department beforehand.3.14 PAYMENT TERMS70% payment towards supply will be made within 30 days from the date of receipt andacceptance of stores. Balance 30% payment shall be made after receipt of satisfactoryinstallation of equipment/s.3.15 WARRANTYOEM/its authorized dealers shall provide comprehensive onsite warranty for a period ofthree years from the date of installation and commissioning of equipment/s supplied. Anydefect observed within 3 months of the supply, the Bidder shall be obliged to change theequipment with new piece of equipment without making any charge.The warranty shall cover the following:a) The equipments/products should be repaired and made operational within 48 or 72 hoursas the case may be, failing which a replacement should be given till the equipment isrepaired.b) The warranty period will get extended by 3 months for each failure to provide a qualityservice cum check-up, which is required to be provided by the OEM.c) If, during the warranty period, any equipment has any failure on two or more occasions, itshall be replaced by equivalent or higher but compatible new equipment by the OEM/itsauthorized dealers at no cost to the department.3.16 PENALTY FOR DOWNTIMEAny equipment that is reported to be down should be either fully repaired or replaced bytemporary substitute (of equivalent or higher configuration but compatible) within 48 hours inmajor cities - Mumbai, Pune, Nashik, Nagpur, Amravati and Aurangabad and within 72 hoursfor all other places of installation. Public Holidays as declared by Government ofMaharashtra are excluded for the above downtime calculation. The reporting will be througha telephonic message or any other mode as the department may decide. In case Vendorfails to meet the above standards there will be a penalty of Rs. Per 200/- per day. In case the7

equipment is still not repaired within a period of another 72 hours, the penalty will becharged at 5 (Five) times of the penalty shown above. The temporary substitute machine orequipment should be replaced by the original machine or equipment duly repaired within oneweek, failing which the above penalty will be imposed for the number of days exceeding oneweek. In case the equipment failed for two or more occasions, replacement with a newequipment (equivalent or higher but compatible) within one week of such scenario should bemade, failing which the above penalty will be imposed for the number of days exceeding oneweek.3.17 EMDAn Earnest Money Deposit (EMD) of 3% of the commercial bid of the bidder in the form ofDemand Draft (refundable) favouring Assistant Inspector General Registration (Desk No 7),M.S., Pune and payable at Pune must be enclosed with the EOI response.• EMD of all the unsuccessful bidders will be refunded as promptly as possible but not laterthan 30 days after the decision of the commercial bid is taken.• EMD of the successful bidders will be discharged only after the completion of thecontract papers.• EMD shall be forfeited in the following cases:‣ If a bidder withdraws its bid during the period of bid validity.‣ In case of a successful bidder, if the bidder fails to sign the contract or to furnish theperformance security.3.18 PERFORMANCE GUARANTEEThe successful bidder shall be required to make a Security Deposit towards PerformanceGuarantee in the form of a Bank Guarantee for an amount equal to 10% of their commercial bid.• The proceeds of the performance security shall be payable to the department ascompensation for any loss resulting from the Bidder’s failure to complete its obligationsunder the Contract.• The Performance Security shall be denominated in Indian Rupees and shall be in thefollowing form :‣ A Bank guarantee issued by a nationalized/scheduled bank located in India within 15days after the issue of the work order.‣ The validity of the Performance Security will be till the warranty period of thebiometric device to be supplied by the selected bidder.• The Performance Guarantee will be forfeitable for non-performance.8

ANNEXUREAnnexure A - SPECIFICATIONS FOR BIOMETRIC DEVICEBiometric DeviceSingle Finger Capture DeviceShould Work with Client/Server andWeb TechnologyAuto-On (Automatic FingerPlacement Detection)Image ResolutionOperating Temperature (Approx.)Operating HumidityDimensions and Weight (Approx.)Supply Voltage / Max. Current500 DPI & above0° to +40°C< 90% RH noncondensing27 x 40 x 73 mm, 100 g (without stand)5.0V ±5% supplied by USBESD Tolerance / Platen HardnessInterfaceSupported StandardsCertifications12 to 15 kV / 750 Hk (6.8 Mohs)USB 2.0 high speedISO 19794, INCITS 378, BioAPI, FIPS201 (PIV) , SP 800-76FCC, CE, RoHS, GSA FIPS 201 APL,FBI IAFIS CertifiedSupported Operating Systems(32bit and 64bit)Windows 7 / Vista / XP> Windows Server 2008 R2, 2003> Java, LinuxIn case Device not working with OS mentioned or Application developedusing Technology, vendor should assist in development and provide SDK forthe same and make device operational within a week of issue raised date.9

Annexure B - LETTER OF ACCEPTANCETo,Inspector General of Registration & Controller of Stamps,Maharashtra State, PuneSubject: Proposal for supply & installation of Biometric DeviceReference: No:Dear Sir,Having examined the tender documents, we, the undersigned, offer to, (or through ourdealers), supply and installation of the biometric device in conformity with the specifications(Annexure 1) specified in the tender.We hereby confirm that we are in the compliance with the General Terms and Conditionsas specified in the tender. Necessary supportings (in original) are attached herewith foryour perusal to ensure our compliance with the Qualification criteria. We also declare thatall the information and statements made in this proposal are true and accept that anymisrepresentations contained in it may lead to our disqualification.We hereby declare that our company has not debarred/black listed by anyGovernment/Semi Government organizations. I further certify that I am the competentauthority in my company authorized to make this declaration.The commercial bid is attached herewith in a separate sealed envelope.We understand that you are not bond to accept the lowest or any offer you may receive.Yours sincerely,Authorized Signatory (in full & initials):Name and Title of Signatory:Duly authorized to sign the bid for and on behalf of:AddressDated on _____ day of ___________10

Annexure 3 – COMMERCIAL BID FORMATItem DescriptionCost of one unit (inINR)Total Cost (in INR)(Unit Cost X 500)Biometric Device (including allcharges as specified in Clause3.2 of the tender)Authorized Signatory (in full & initials):Name and Title of Signatory:Duly authorized to sign the bid for and on behalf of:AddressDated on _____ day of ___________11