Tender No. DMRC/Metro Bhawan/CS/Reprographic/Machines Date: 26.2.2010

Annexure-I

2.TECHNICAL PACKAGE

(i) Mechanic/Equipment requirement

(iii) Manpower

Enclosed ESI/PF challan etc. in support/proof. Failure to submit ESI/PF challan will amount that the employee is not on the rolls of the company/agency and the same will lead to technical disqualification, if minimum number of employees are not on the rolls of the company.

(iv)Details of qualified engineer

(v)(a) Address of the back-up office________________________________

________________________________________

________________________________________

(b) Distance from Metro Bhawan average 15 Km.

(vi)Experience

Please attach certified copies of experience.

(vii)Annual Turnover for last 3 years (enclose Audited Balance sheet and Income Tax Returns

(viii)Whether registered with Sales Tax Authorities, Yes No

If Yes, then enclosed the registration certificate.

(ix)Any other additional technical facilities other than mentioned above with the bidder (attach separate sheet if required).

Annexure-II

3.FINANCIAL PACKAGE

Our rate for providing photocopy machine as per the Technical Specifications required by DMRC is Rs._______ p.m./per machine (this includes 20,000 free copies/per machine. This includes: -

(i)Hiring and installation charges of the machines.

(ii)All maintenance, FSMA, repairs, cost of tonner, cost of replacement of any part or machine in fuel.

(iii)Cost of 20,000 no. of A-4 size paper of Ballarpur/JK/ITC make of at least 75 GSM.

(iv)Cost of full time operator on each machine with adequate number of supervisors and helpers to make set of documents and for collection and delivery of the jobs.

(v)This includes the cost of transportation and back-up office for urgent/time volume works.

(vi)The machines at those locations will also be provided where the volume of works is less/very less.

(vii)The free photocopies of 20,000 pages if not attained in any machine will be adjusted against those which has volume more than 20,000. Only additional charges on account of extra copies (more than 20,000) will be arrived at after calculating the volume of all the machines installed.

(viii)The above charges are exclusive of VAT + applicable Taxes, which shall be paid extra by DMRC.

(ix)The manpower/operators will be available from 9.00 a.m. to 6.30 p.m. on all working days including Saturday. Overtime beyond the prescribed time will be payable by DMRC @ Rs.25/- per hour/per person.

4.GENERAL TERMS & CONDITIONS OF CONTRACT

1.DEFINITIONS

‘Company’ means Delhi Metro Rail Corporation Ltd., Metro Bhawan, Fire Brigade Lane, Barakhamba Road, New Delhi-110001.

‘Contractor’ means successful bidder for providing installation and operation of photocopy machines for reprographic works.

‘Officer-in-Charge’ means Company Secretary designated as such by the company and authorized to act for and on its behalf.

2.SERVICE POINTS & TIMINGS

2.1 The contractor shall be required to provide machines of good condition for reprographic services as and when required. The agency will be required to install the machines at the desired address across Delhi and NCR region at the earliest but not later than 3 hours, whenever it is required.

2.2 The service will be required at many locations where DMRC’s offices are functioning.

3.CONTRACTOR’S OBLIGATIONS

3.1 The Contractor will keep all machines in good running conditions. As and when reprographic work is given, the contractor through his trained operators will have to carry out the same in DMRC's premises.

3.2 For any loss or damage, arising to DMRC for misplacing, divulging, stealing, theft, copying, duplicating etc. if any, document whether technical or non technical, the Contractor shall have to make good the same at his own cost. The contractor shall keep a proper record of all documents given at his disposal by the company

The company reserves the right of free access through its authorized representative(s) or officers or employees to visit or inspect the premises where machines have been installed for inspecting, verifying the quality of work including workability of machines etc. at all times without any prior notice.

3.3 The Contractor shall not use or allow to be used DMRC’s documents or any part thereof for un-authorized use and shall not allow any outsiders to take/make copies of the same in and around his premises.

3.4 The Contractor shall not, without prior consent in writing by the Company,assign or subject the contract or any part thereof to any other party provided that it shall not relieve the contractor from any obligations, duty or responsibility under the contract.

4.ENGAGEMENT OF LABOUR

4.1 The Contractor shall at his cost, employ adequate number of staff such as machine operators, computer operators, computer designers, binders, delivery boys, etc. and other persons for smooth and efficient services related to reprographic works in DMRC. In addition to above, supervisor/manager should be available for necessary supervision/management of the works. At least one qualified engineer for attending any problem in machines would also be available with the contractor.

The Contractor shall exclusively be liable and responsible for their Wages, PF, Bonus, Medical, Uniforms and all other payments as may be applicable and full compliance in their respect with all Statutory Laws, Rules and Regulations as applicable to them.

4.2 The Contractor shall make regular and full payment of wages/salaries and other payments to the employees and furnish necessary proof, as and when demanded by the officer-in-charge.

4.3 The Contractor shall also be liable to pay P.F. contribution, leave, salary, etc. and shall be liable to observe statutory working hours.

4.4 The Contractor shall arrange on the advice of the Officer-in-Charge, to issue identity cards bearing photographs of the employees for gate entry and shall exhibit prominently during working hours. The staff shall also be liable for search on entry/exit.

5. The Contractor shall ensure that only authorized employees enter the premises of DMRC, wearing and carrying proper I-card supplied by the Contractor.

5.CONTRACTOR’S TAX LIABILITY

5.1 DMRC will be liable to pay existing taxes and all other taxes imposed by the Government for reprographic works, if specifically asked for by the contractor. For all other taxes, contractor is liable to pay.

6.CONTRACTOR’S LIABILITY TOWARDS INDEMNITY

6.1 The Contractor shall indemnify the Company against any claim under the payment of Wages Act, 1936, and/ or the Minimum Wages Act, 1948 or any statutory obligations arising out of any other Act or Acts or on behalf of any person employed by him.

6.2 The Contractor shall also indemnify the Company and every member, officer and employee of the Company against all actions, proceedings, claims, cost and expenses whatsoever in respect of or arising out of any failure by the Contractor in the performance of his obligations under this contract.

7.NON - WAIVER OF DEFAULTS

Any failure by the Contractor at any time/ or from time to time to enforce or require the strict keeping and performance of any of the terms or conditions of this contract, or to exercise a right herein, shall not constitute a waiver of such terms, conditions or rights and shall not affect or impair the same, or the right of the company at any time to avail itself of the same.

8.SECURITY DEPOSIT

An amount of Rs. 50,000/- (Rupees Fifty Thousand only) will be required to be deposited by the contractor with the company, as interest free security deposit, during currency of contract.

9.PAYMENTS OF THE CONTRACTOR

The contractor will submit bills for all works carried out for official purposes to the Administration Department, in appropriate form duly verified by the authorized officer concerned. The Finance Department will settle such bills within reasonable time if the bills meet all the requirements specified by the Management.

10.PERIOD OF CONTRACT

10.1 The period of Contract shall be two years in the first instance from the date of taking position by the Contractor. The Company shall have the option for extending the Contract further on the same terms & conditions with the consent of the Contractor.

10.2 The Contractor shall start functioning from the date of issue of letter of acceptance.

10.3 The necessary work required to be carried out will be assigned by different offices of DMRC from time to time. The contractor will have to carry out the assigned work within the stipulated time. The quality of work, the quality of paper and other material used for carrying out the assigned work should be of top quality. If quality is not found to be good, then DMRC reserves the right to ask the contractor to re-do the entire work.

10.4 In the event of any dispute arising out of the clauses mentioned above, the same shall be referred to Director (Finance), DMRC, Delhi, who may appoint any officer for decisions and his decision shall be final and binding on both the parties.

11.LIABILITY

11.1 The contractor shall maintain adequate man Power as per requirement.

11.2 Contractor shall, on award of the contract, furnish the list containing names and address of his staff along with their Police Verification reports.

11.3 Contractor shall engage such reasonable number of employees in different categories as may be necessary to meet the obligations under the contract. In case The Company finds that the required number of employees are not engaged by the contractor, the company shall be of liberty to ask the Contractor to engage more number of employees in one or more categories and the Contractor shall forthwith engage extra employees as asked for the company (at Contractor’s cost).

12.MATERIALS

12.1 Contractor shall purchase and keep the adequate quantity of good paper required for carrying out the essential works of DMRC. The Company at its discretion through its authorized representative may check the stock position of all the items to see that the above is being complied by the contractor.

13.MISCELLANEOUS

13.1 The Company reserves the right to deduct any amount that becomes payable by the Contractor in respect of the labour being employed by him for executing the job awarded, under any Act or rules framed there under and in force from time to time. The same shall be recovered from bills payable to the Contractor as debt recoverable.

13.2 The Contractor shall undertake to provide comprehensive accident insurance policy coverage in respect of every employee employed by him on DMRC jobs.

14.PENALTIES

14.1 In the event of any complaint and /or non-fulfillment of any of the terms of agreement regarding non-submission or delay in submission, use of inferior type of paper and other material, the company may impose fine not exceeding Rs.5000/- (Rupees Five Thousand only) for any of one of the above mentioned defaults depending upon its nature and the fine so imposed shall be realized by deducting the amount from pending bills or otherwise including security deposit. For the purpose of acceptance of a complaint, a written complaint from any section head will be a valid document. It will be the responsibility of the Contractor to prove it to the entire satisfaction of the company that the penalties need not be imposed. The decision of the Company in this regard will be final and binding to the Contractor and it will not be subject to dispute or arbitration, the sole criterion being to ensure prompt, fast and reliable service to the various Department of DMRC.

14.2 If the company finds that the contractor is misusing the documents, paper, information provided by the company for any other purpose not covered under the contract, the company will be free to levy penalty which may extend to Rs.50,000/- (Rupees Fifty Thousand only).

14.3 Contractor would ensure that all the staff employed by him would behave courteously and decently with employees of the company and also ensure good manners. Any case of violation in this regard may render contractor liable for penalty of Rs.500/- (Rupees Five hundred only) on each of such occasion. Contractor will have to remove the person concerned from the roll on the instructions of the Officer-in-Charge in such cases.

15.TERMINATION OF CONTRACT

15.1 If it is found that the quality of works carried by the contractor and /or the services rendered are unsatisfactory or that the contractor has violated any terms and conditions of the contract and agreement, then in that event, the company will be entitled to terminate this contract, at any time without assigning any reasons whatsoever and without notice.

15.2 If at any stage during the period of the contract any case involving moral turpitude is instituted in a Court of Law against the contractor or his employees, the Corporation reserves the exclusive and special right to the outright termination of the contract and the contractor shall not be entitled to any compensation from the company whatsoever.

16. GENERAL

16.1 Contractor shall work under the supervision of the Administration Department and such other authorized officers of the company as may be nominated from time to time.

16.2 Contractor and his workmen will be subject to police verification regarding their antecedents.

16.3 DMRC Limited reserves no responsibility for delay, loss or non-receipts of the quotation document sent by post/courier.

16.4 DMRC Limited reserves the right to reject the quotation without assigning any reasons whatsoever.

16.5 Telex / Fax offers shall not be accepted.

5.SPECIAL TERMS & CONDITIONS OF THE CONTRACT

1.Mechanic/Equipment requirement (30 Marks)

1. Should have minimum 25 machines having capacity to take forty five thousand b/w copies a day.

2. B/w Digital equipment – Should have minimum one machine with a speed of 100 pages per minute in total with auto duplexing, automatic set making and sorting for back-up operations.

3. All above machines should be registered in the name of the agency. The description i.e., make, model of the equipment and bill of the equipment should be given along with quotation.

Failure to satisfy the mechanic/equipment as laid out above will lead to disqualification.

2.Manpower - Should have minimum 25 number of workers on the rolls of the agency to handle DMRC jobs with separate teams of delivery, operations and dispatch. The agency should essentially be registered with PF, ESI, Labour Department. (25 marks)

3.The unit should have at least one qualified engineer (at least 3 years diploma holder) for keeping all the machines in working conditions.Please attach a copy of certificate/marks sheet of the engineer. (10 marks)

Failure to satisfy above conditions will lead to disqualification.

4.The unit should be located in approved commercial area within 15km radius of DMRC headquarters. (5 marks)

5.The unit should have adequate experience in providing machines in the past. Proof in the form of certificates should be provided at least from 3 reputed clients along with the quotation. (10 marks)

6.The average annual turnover of the unit from photocopying activities and other similar jobs should not be less than Rs.75 lakhs in the last 3 years. Please furnish audited Balance Sheet (10 marks).

The marks will be given as under: -

Turnover from 75 lakh to 90 lakh- 5 marks

Turnover from 91 lakh to 100 lakh- 7.5 marks

Turnover from 101 lakh & more-10 makrs

Those who does not meet the minimum average turnover of Rs.75 lakhs in last 3 years will not be technically qualified.

7.The unit should be registered with Sales Tax authorities. Registration proof should be submitted along with the quotation. (5 marks)

8.The contractor along with machines will provide the paper of Ballarpur/JK/ITC make of minimum 75 GSM. No other paper will be accepted.

9.Any additional technical facilities other than mentioned above will be given weightage. (5 marks)

10.Financial bids of only those parties who qualify the above technical criteria (minimum marks 75) will be opened.

11.The period of the contract will be of two years from the date of award of the contract. The list of items of reprographic works normally required by DMRC is enclosed.

12. An EMD of Rs.50,000/- by way of demand draft in favour of Delhi Metro Rail Corporation Ltd. payable at New Delhi will have to be deposited at the time of submission of quotation. This amount of EMD of Rs.50,000/- will be converted into security from the successful bidder and the others can get back the EMD within a month.

    6.PROCEDURE FOR SUBMISSION & OPENING OF TENDER

1. Submission of Tenders:-

(i)Sealing and Marking of Tender:

The tenderer shall seal the Technical package and the Financial Package in separate envelops, duly marking the envelopes as “Technical package”, and “Financial Package”. The Tenderer shall seal the envelope containing one copy of Tender Document.

All the envelopes shall be addressed to DMRC at the following address:

Shri P.K. Gupta
Company Secretary,
Delhi Metro Rail Corporation Ltd.,
Metro Bhawan, 3^rd Floor, Wing-B,
Fire Brigade Lane, Barakhamba Raod,
New Delhi - 110001

(ii)Technical Package:

The Technical Package shall bear the following identification for the Tender documents and Addenda thereto:

a. Technical Package

b. Reference Number: -REP/Machines/MB-I

c. Name and address of the Tenderer to enable the Tenderer to be returned un-opened in case it is declared late pursuant to clause 2(ii), and bear the following identification for Financial Package:

(iii) Financial Package:

a. Financial Package.

b. Tender Reference No. – REP/Machines/MB-II

c. Name and address of the Tenderer to enable the Tender to be returned unopened in case it is decided not to open in pursuant to Clause 4(ii), and bear the following identification for the Tenderer Documents and Addenda thereto:

2.Late and delayed Tenders:-

(i) Tenders must be submitted in the office of the Company Secretary at the address specified above, not later than the date and time stipulated in the ‘Notice Inviting Tender’. The DMRC may, at their discretion, extend the deadline for submission of tenders in which case all rights and obligations of the DMRC and the Tenderer, previously subject to the original deadline will thereafter be subject to the deadline as extended.

(ii) Any Tender received by the Company Secretary, DMRC after the deadline for submission of tenders stipulated above will be deemed rejected and returned unopened to the Tenderer.

3. Modification, Substitution and Withdrawal of Tenders:-

(i) Except where expressly permitted by these instructions, the Tenderer shall not make or cause to be made any alteration, erasure or obliteration to the text of the document prepared by the DMRC and submitted by the Tenderer with or as part of his Tender.

(ii) Withdrawal of a Tender during the interval between the deadline for submission of tenders and the expiration of the period of tender validity as specified, shall result in the forfeiture of the Tender Guarantee.

4. Tender Opening and Evaluation.

Tender Opening

(i)The DMRC or their authorized representative will open the Tender Package in the presence of tenderers or their representatives who choose to attend at the appointed place and time. The Tender of any tenderer who has not complied with one or more of the foregoing instructions may not be considered.

(ii)The Tenderer is advised that, he may, if he so desires, be present at the opening of the Technical Package. After opening of technical packages, the submissions of tenderers shall be evaluated to determine whether they pass the evaluation criteria. Such of those tenderers, who do not meet the criteria/pass the evaluation criteria, will be rejected and the corresponding financial package will be returned unopened.

(iii) The date, time and place of opening of Financial Package will be advised to Tenderers whose Technical Package have been found acceptable so that they can be present at the stipulated time of opening of the Financial Packages.

5.No Clarification of Tenders:

The tenderers are to note that no supplementary details/ material will be entertained by DMRC. Further no clarification shall be asked from the tenderer on his details submitted in ‘Technical Package’ and the evaluation of ‘Technical Package’ will be carried out by DMRC on the basis of submittals received by the closing time for submission of tender. Tenders, which contain misleading/ ambiguous/ incomplete details in ‘Technical Package’ shall be considered as non-compliant and rejected.

Rs. 1000 + 4% VAT = Rs.1040/-

Serial No…

DELHI METRO RAIL CORPORATION LTD.

(A JOINT VENTURE OF GOVT. OF INDIA AND GOVT. OF DELHI)

TENDER NO. – REP/Machines/MB/2010