Office of the Jalpaiguri Zilla Parishad

Office of the
Jalpaiguri Zilla Parishad
Notice Inviting Tender No. wbzp/12 – aeo/jlp/2012-2013 (Copier)
The sealed tender (Two Envelop System) are invited by the undersigned as per cited terms and
condition for providing of high end photo coping services at rates to be quoted in tender by
installations of photo copier machine in the Zilla Parishad office premises. The tender must reach in
the tender box which kept in the office chamber of the District Engineer, 2nd Floor, Zilla Parishad Main building
by 03:00 PM on 10/10/2012 and will be opened by the undersigned at 04:00 PM on the same date in presence of
those tenderer who may remain present at the time of opening the tender. Detailed notice may be seen in the
office notice board during normal office hours of any working day or log in to
www.jalpaigurizp.org. For further quarries Sub-Assistant Engineer (Electrical), Jalpaiguri Zilla
Parishad may be contacted.
1. Eligibility of Firm/Agency
The work shall be carried out only by the agency/firm having valid Sales Tax & Professional Tax
clearance certificate, VAT, PAN Card.
2. Experience:
The Agency/firm should have good experience same type of photo copying works in government
/ quasi government /Panchayet Raj Institution/Privet Sector.
3. Earnest Money Deposit (EMD):
An earnest money of Rs. 5,000.00 (Rupees Five Thousand) only shall have to be deposited with
tended by the Agency / Firm in shape of Bank Draft on any nationalized bank to be purchased
in favour of the Additional Executive Officer, Jalpaiguri Zilla Parishad or same amount of
NSC/KVP/FD duly plaged in favour of the Additional Executive Officer, Jalpaiguri Zilla Parishad.
4. Type of Work/Job:
Selected Agency/firm will have to provide their photo copier/copiers machine and other electrical
accessories at the specified copier room, Ground Floor of this Zilla Parishad main building.
Technically skill operator/s should have to depute by the agency/firm for overall operation the
copier machines.
5. Rate:
The rate should be quoted in plan paper/letter head as per following table:
Sl.
No.
Paper Size
Per Copy Cost
Rate in Figure Rate in Word
1 A-4 Paper 75 GSM, Single Side Copy
2 A-4 Paper 75 GSM, Booth Side Copy
3 Legal Paper 75 GSM, Single Side Copy
4 Legal Paper 75 GSM, Booth Side Copy
5 A-3 Paper 75 GSM, Single Side Copy
6 A-3 Paper 75 GSM, Booth Side Copy
During quoting of Rate following special condition should be kept in mind:
a) Rate should be quoted including All duties, taxes, toll, service taxes and other levies payable
by the agency/firm under the Contract to the State / Central Government.
b) The Photo copy work will have to operation normally office period (from 10:00AM to 7:00PM),
beyond office hours or holiday this service should also be provided as and when necessary.
c) A technically skill operator shall have to be deputed by the agency/firm for overall operation
the copying machine and the log book.
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Office of the
Jalpaiguri Zilla Parishad
d) The photo copier machine should be high end analog/digital in good condition of branded
company and not manufacture before 2007. Output should be at least 22 copies per minute in
A-4/legal mono and 11 copies in A-3 mono. Zoom range 50% to 200%.
e) The photo copier papers must be 75GSM, white in colour, standard size of Power, Modi,
Century make.
f) All consumable like toner, ink, dram, developer, photo conductor unit etc should be supplied
as per requirement in due time by the agency it self.
g) The accommodation for installation the copier machine will be provided by this Zilla Parishad
at the ground floor of Zilla Parishad main building.
h) Arrangement of illumination, fan and power plug will be provided to the copier room through
an energy sub meter. The agency will have to pay the electrical energy charges @Rs.6.00/-(Six)
per unit as per sub meter reading. A proportional amount will be deducted from bill until the
Sub – meter is installed.
i) The copy quality must be high standard.
j) The agency/vendor may render services to the outsider in copying works without hampering
the Zilla Parishad works.
k) The agency/vendor will have to maintain a logbook as formatted by the undersigned.
l) In case of brake down the machine the agency/vendor must make alternative arrangement for
coping the documents. If the agency/vendor fails to continue the copy works in any
circumstances like brake down or the absence of operator, the department will take any punish
measure against the agency/vendor including forfeiture the earnest money.
m) Estimated copy of work should be 13000 per month (Approx)
n) The contract of agreement for providing photo coping service will be 2(Two) calendar years
from the date of commencement subject to satisfactory service.
o) Rate should be quoted including paper.
p) The Token will be signed by sectional officer up to Ten (10) copies a day. The Office
Superintendent, Financial Controller & Chief Accounts Officer and Secretary, Jalpaiguri
Zilla Parishad will sign the Token if it is more than Ten (10) copies a day. Subject to be
mention on the token. Bill will not be paid if any deviation occur.
6. Rate Escalation:
No rate escalation will be allowed during contractual period.
7. Detailed Analysis of Rate:
The agency/firm should furnish a detailed Analysis of Rate for operation the photo copying
works.
8. Method of Bid:
The Bid should be processed in two parts :-
A. Technical Evaluation
B. Financial Evaluation.
A. Technical Evaluation:
a) Attested copy of Sales Tax/VAT registration and should be valid up to date of this tender.
b) Attested copy of Income Tax clearance certificate should be valid up to date of tender.
c) Attested copy of PAN/TAN card of the agency/firm.
d) Attested copy of Payment/Credential certificate (Issued by the Government / Quasi
Government / Panchyet Raj Bodies) for similar nature of works/job within last three year .
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Office of the
Jalpaiguri Zilla Parishad
e) Earnest Money Deposit (EMD): An earnest money as stated above shall have to be deposited
with Technical bid by the agency/firm along with.
f) Authorized address and contact details of the bidder having the following information:
Address of communication :
Telephone No(s) Office :
Mobile No :
Facsimile (FAX) No :
Electronic Mail Identification (E-mail ID) :
� All the above documents should be submitted in a sealed cover. Technical Bid/
Notice Inviting Tender No. should be subscribed on the envelope.
B. Financial Evaluation:
a) Quoted Rate on plain paper/letter head as per table above should be both figure and words.
b) Detailed Analysis of Rate.
All the above documents should have in a sealed cover and Financial Bid, Notice Inviting
Tender No. should be subscribed on the envelop. Finally both the Technical Evaluation and
Financial Evaluation should be sealed in a single envelop and the name of the work and Notice
Inviting Tender No. should be subscribed on the envelope. The above sealed bid must be
dropped in the tender Box which kept in the chamber of the District Engineer, 2nd Floor
main building, office of the Jalpaiguri Zilla Parishad by 03:00 PM on 10/10/2012. No bid
received after due date or time will be accepted. No further correspondence will be entertained in
this matter. The bid delivered in any box other as specified for, will not be entertained.
9) Selection of Agency/Firm:
The agency will be selected on the basis of financial Bid followed by Technical Bid.
Agency/Firmed based on Jalpaiguri will be preferred.
10) Contract & Agreement:
The contract of agreement for providing photo copying service will be 2 (two) calendar
year from the date of commencement subject to satisfactory service. The successful bidder
will have to execute an agreement within three days from the date of receipt of acceptance letter
in a non Judicial stamp of Rupees Ten.
11) Installation:
After completion of all formalities a formal work order will be issued to the successful bidder for
providing the photo copier machine at this Zilla Parishad’s photo copier room within Fifteen (15)
Days from the issued of order.
12) Testing & Operation:
After installation of the copier machine a testing will be performed by the respective Engineer In-
Charge as per terms and condition. After satisfactorily performance of the machine, the
agency/firm will be permitted to operate the copier machine from the 1st day of week of a month.
The agency/firm will depute an operator for maintaining the copier machine. The details of the
operator along with contract no., will have to be submitted on or before the 1st day of operation.
A specified log-book will have to be maintained by the agency during operation of the copier
machine.
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Office of the
Jalpaiguri Zilla Parishad
13) Penalty:
If the agency/firm fails to serve the photo copying works due to defunct of machine, absence of
operator, bad quality of copy etc., a penalty may be imposed by the authority. If the Zilla
Parishad authority finds unsatisfactory service of the photo copy works, the Zilla Parishad
authority may discontinue the contract agreement and the agency will be liable for punishment.
14) Payment:
100% Payment will be made on submission of accepted rate of bill in duplicate along with copy
of log book and token subject to satisfactory service. The deposited EMD will be released after
completion of contract agreement.
15) Canvassing in connection with bid is strictly prohibited and the bid submitted by the
Firm/Agency will liable to rejection, if it is reported that the bidder has made canvassing.
16) The Agency/Firm should follow the Labour Registration Act. as per rules.
17) In the event any dispute, decision of the Zilla Parishad authority shall be final.
19) This Zilla Parishad authority does not bind itself to accept the lowest rate but reserves the
right to accept any rate and to reject any/ all the tenders without assigning any reason.
Additional Executive Officer
Jalpaiguri Zilla Parishad
Memo No.: 1258(25)/G Date : 20 th September, 2012
• Copy forwarded for information and taking necessary action :-
1) The Sabhadhipati, Jalpaiguri Zilla Parishad
2) The District Magistrate, Jalpaiguri & Executive Officer, Jalpaiguri Zilla Parishad
3) The Sahakari Sabhadhipati, Jalpaiguri Zilla Parishad
4) The Adhyaksha, Jalpaiguri Zilla Parishad
5) The Karmadhyaksha, __________________________________________________ Sthayee Samity,
Jalpaiguri Zilla Parishad
6) The Secretary, Jalpaiguri Zilla Parishad
7) The Financial Controller & Chief Accounts Officer, Jalpaiguri Zilla Parishad
8) The Executive Engineer, Jalpaiguri Zilla Parishad
9) The District Engineer, Jalpaiguri Zilla Parishad
10) The Office Superintendent, Jalpaiguri Zilla Parishad
11) The Head Assistant, Jalpaiguri Zilla Parishad
12) The Accountant, Jalpaiguri Zilla Parishad
13) The Sub – Assistant Engineer (Electrical), Jalpaiguri Zilla Parishad
14) The Sub – Assistant Engineer (Sadar), Jalpaiguri Zilla Parishad
15) Notice Board of Jalpaiguri Zilla Parishad
a) General Section
b) Engineering Section
16) Related Office File
Additional Executive Officer
Jalpaiguri Zilla Parishad
Arijit Bhattacherjee Page 4 of 4