general tender - Institute of Hotel Management, Catering

INSTITUTE OF HOTEL MANAGEMENT,
CATERING TECHNOLOGY & APPLIED NUTRITION,
V.S.S NAGAR, BHUBANESWAR-751 007
TENDER NOTICE
NO -001/IHM / GT/14-15
Sealed tender is invited from Regd.Software Firms or its Authorized Business Partners for Supply ,
Installation and maintenance of education management systems in the Institute .The education
software include students attendance systems with IDcards ,communication , library
managements,inventory and accounts managements .The tenderers should visit and meet our officials
of the institute before quotting the rate and other terns and conditions
The Tender documents will be available in the Cash Counter of the Institute on payment of Rs.200.00
in shape of Cash from 10 a.m. to 4 p.m.from Monday to Friday on all working days from 17.11.14 to
21.11.14 . The Tender Documents can also be downloaded from our website- www.ihmbbs.org for
further details .Amendment /Corrigendum ,if any, would be hosted on our website only.
The tender papers have to be submitted in the tender box available in the Admn.Block of the
Institute or, sent by speed post /regd. post so as to reach in the institute not later than 5.30pm on
24.11.14 along with the prescribed tender document fee of s.200/- in shape demand draft in favour of
Principal, IHMCT & AN, Bhubaneswar, payable at Bhubaneswar. The Technical tender will be
opened on the next day i,e dt.25.11.14 at 10 am by tender opening committee of the Institute in the
presence of tenderers or their authorized representative who may wish to be present. The Financial
Tenders will be opened on 26.11.14 at 11.30 a.m. only in respect of qualifying Technical Tenderers
in the presence of qualifying tenderers or their authorized representative who may wish to be present.
The top of the envelope should be superscripted with “Tender for Supply and installation of Software ”. The authority
reserves the right to accept/reject any part of or all the tenders without assigning any reason thereof
Principal I/c
TENDER FORMAT
Software Supply , Installation andmaintance for Institute of Hotel Management,
Catering technology and Applied Nutrition,Bhubaneswar-7
Tender Reference NO -001/IHM / GT/14-15
(GENERAL TENDER)
====================================================================
SECTION -1: INVITATION FOR TENDER
The Tender will have 2(Two) Parts viz. General /Technical Tender Bid and
Financial Price Tender Bid.
In order to be eligible for participation in the Tender, the Tenderers must fulfill
following criteria :
1. The tenderer should be exclusively a regd.software firm or its Authorized Channel
Partners and should have registered office anywhere in India.
2. The tenderer must have prior experience in supplying relevant products of
this items in tender to any Government/ PSUs / Govt. Education Institute in
India. The Documentary proof for the same must be enclosed in General
Tenders.
3. The tenderer must be a registered firm with Odisha Sales Tax Authority/
Indian Central Sales Tax and must furnish the photocopies of VAT registration
certificate, and up to date VAT clearance certificate along with the General Tenders.
4. The tenderer should submit photo copy of Service Tax registration along with
General Tenders
5. The tenderer must have Income Tax Registration (PAN) number and must submit
copies of it along with last 3 years Income Tax filing returns as proof of tax clearance.
7. The tenderer must enclose Tender document fee of Rs. 200/- (non refundable) with
general bid. EMD for Rs 5000/- or 1% of BID value which ever is more / higher to be
submitted with General Bid in a separate sealed envelope marked “Earnest Money
Deposit --EMD” in form Demand Draft drawn on any National Bank in favour of
Principal, Institute of Hotel Management, Catering Technology and Applied Nutrition,
VSS Nagar, Bhubaneswar and payable at Bhubaneswar. which will carry no interest.
8.The tenderer must enclose proof of all documents as in Annexure G-5.
9 Tenderer should inspect the site of installation prior to supply and do the
need full changes if required for such work after giving in writing to the
Institute mentioning the required changes or modification required. The cost
of such work should be included in the price bid against the item / items.
1. The tenderer has to quote all the items indicated in both figures and words,
otherwise the bid will not be considered. Corrections /Overwriting if any in
the tender shall be initialed with date after rewriting.
2. The supply & installation of all the products should be completed within 45
days from the date of issue of Purchase Order. No extension shall be granted
to the selected bidder unless the reasons are beyond his control and Institute
of Hotel Management, Catering Technology and Applied Nutrition, VSS
Nagar, Bhubaneswar is satisfied with the reasons.
3. The EMD should at least be valid for a period of 90 days. The EMD is liable
to be forfeited, if the bidder withdraws or amends impairs or derogates from
the tender in any respect within the period of validity of his offer. In case of a
successful bidder the bid security shall be forfeited if the bidder fails to accept
the Work/Purchase Order or fails to furnish performance security after
accepting the Work/ Purchase Order within 7days of issue of Work/Purchase
Order.
4. The EMD of all unsuccessful bidders will be returned by Institute of Hotel
Management, Catering Technology and Applied Nutrition, VSS Nagar,
Bhubaneswar within reasonable time after the finalization of the tender. No
interest shall be allowed on the earnest money.
5. The successful bidder will be required to furnish performance security of 5%
of the contract value in the form of Bank Guarantees from any Indian
Nationalized Bank and it will retained till satisfactory completion of the
warranty period.
6. Tenders, which are received after the time and date specified above, will
not be considered. In case the intended dates for opening of tenders is
declared as holiday, the tenders will be opened on the next working day
at the same time. Tenders will be opened at Institute of Hotel
Management, Catering Technology and Applied Nutrition, VSS Nagar,
Bhubaneswar -751007, Odisha, India. The name of the bidders
participated will be read out in the presence of such tenderers / authorized
representatives
7. Submission of Tender document through e-mail / Fax / Telegram is not
permitted.
8. The rate should be quoted in Indian currency only. The rate should be
quoted in figures as well as in words, if there is variation between the
rates quoted in figures and in words, the rates quoted in „Words‟ shall be
taken as correct.
9. If improper rates are mentioned for the same items, the tender is liable to
be rejected and must be countersigned by tenderers with full signature
and date.
10. All pages of the tender documents should be officially stamped and
counter signed by the Tenderer.
i.
Copy of the Registration certificate of the firm with Organization
profile.
ii. The address of their local office if any, in Odisha along with contact nos.
(Both Landline and mobile), FAX and E-mail address.
iii. Signed copy of the tender document with full signature of the tenderer as
an acceptance of the terms and conditions of the tender. (Annexure G-3 )
iv. Xerox copies of Up-to-date VAT clearance certificate and PAN no.
allotted by Income Tax Department and Income Tax filing for last three
years ending with 31.03.2013. This should be officially stamped & signed
v.
Copy of Service Tax Registration certificate . This should be officially
stamped & signed
ix. Address with telephone and mobile number of the service centers in
Odisha for the item quoted by the bidder.
xii.
x.
Self declaration stating that the bidder has not been blacklisted by any
Govt./PSUs (Annexure-G4) . In case the declaration is found to be false at
any point of time, the authority has the right to reject / cancel the tender /
Bid even if it is finalized or , order placed .
xi.
Annexure -G5 duly filled in for checklist.
Copies of the ISO Certificate if any may be submitted.
FINANCIAL TERMS
i.
The rates quoted by the bidder against items contained in bill of quantity
of the Tender document, shall be inclusive of all Taxes, Transportation,
Octorai and other duties . The various items of testing, commissioning
and maintenance shall be inclusive of all costs such as VAT/ CST /
service tax as applicable in Odisha.
ii.
Conditional offers and offers qualified by such vague and indefinite
expression such as “Subject to immediate acceptance”, “Subject to prior
sale” etc. will not be considered.
iii. The price and conditions of the offer should be valid for at least a
period of 90 days from the date of tender opening.
iv. Delivery and installation should be made within 45 (Forty Five) days
from the issue of the purchase order. The full payment will be made after
delivery and installation and the submission of bills to purchaser in
triplicate along with chalans and installation certificate issued by the
subject to acceptance of performance guarantees of 5% submitted by
tenderer.
PURCHASER : Institute of Hotel Management, Catering Technology and
Applied Nutrition, VSS Nagar, Bhubaneswar-7, Odisha, India.
v.
PRICE : The price quoted should be with break up. No subsequent
request for addition of taxes would be entertained by IHM. In case of any
rise in price even beyond the control of tenderer which occurred beyond
the period of scheduled supply of items even if it is permitted by the
authority on the request of the suppliers, the authority is not responsible to
pay the extra price subjected to Govt of India Notification for any
justification.
vi. Basic Price (in Rupees) including Excise duty if any (+)VAT /CST (On
sub-total price) (+) Freight and Insurance charges if any (+) Installation,
transportation, octorai charge should be detailed separately.
vii. TERMS OF PAYMENT : 100% payment will be released within 30 days
after delivery and installation of all the items subject to acceptance of
performance guarantees of 5% submitted by tenderer.
viii. DELIVERY AND INSTALLATION : Tenderer should give consent
/preparedness for delivery of the softwares within 45 days after receipt of
the Purchase order of the Institute.. Any damage during transit should be
borne by the supplier.
ix. PENALTY FOR DELAY IN COMPLETION OF CONTRACT : The
delivery/installation period quoted in the tenders should be guaranteed under a
penalty @ 0.5% on total value of the equipments per week or amount thereof
of delay, subject to maximum 10% of the contract /purchase order value. The
purchaser reserves the right to cancel the order if it is not executed within the
prescribed completion time and forfeit the entire EMD amount.
x.
ARBITRATION : Any dispute or difference between the parties with
regard to this document and all connected and related matters whatsoever
shall be discussed and settled amicably. In the event of any failure to
resolve the disputes and differences amicably , all such disputes or
differences whatsoever shall be referred to the sole Arbitrator appointed
by the IHMCT&AN,Bhubaneswar-7,Odisha. The decision of the
Arbitrator will be final and binding on both sides.
xi. FINAL AUTHORITY : If the tenderer desires to appeal against any
matter he shall appeal to Principal /Secretary , Institute of Hotel
Management, Catering Technology and Applied Nutrition, VSS
Nagar,Bhubaneswar-7, Odisha, India whose decision on such matters
shall be final and conclusive.
EVALUATION TERMS
i.
General and Technical Evaluation: The Tenders will be evaluated by a duly
constituted Evaluation /Internal purchase Committee as decided by the
Institute. Evaluation Committee /Internal purchase Committee will examine
the eligibility of the Tenderers as per the eligibility criteria and Product with
the mentioned Technical specifications.
ii. Tenders of the Tenderers, not satisfying the eligibility criteria or/and
Minimum Technical Specification indicated in Technical Bid with quoted
product‟s Specification shall be rejected. Institute may ask for additional
information or demonstration of items from the Bidders within the time
limit, in which the Bidders' have to submit same.
iii. Financial Evaluation: Financial Tenders of only technically qualified
Bidders shall be evaluated by Evaluation Committee. The Tenders, found
lacking in maintaining compliance to the Financial Tender format shall be
rejected.
iv. The IHM do not bind themselves to accept the lowest (L1) Finance bid or
bind to give any reason for further dissection.
v. Any effort by an agency to influence IHM Tender evaluation, bid
comparison or contract award decisions may result in the rejection of the
Tender and forfeiture of the Tenderers's EMD.
vi. Where deemed necessary, IHMCT&AN may seek clarifications on any
aspect of their Tender to the Tenderer. However, that would not entitle the
agency to change or cause any change in the substance of the Tender
submitted or price quoted. This would also not mean that their quote has
been accepted.
ANNEXURE
Annexure-G1
GENERAL INFORMATION
Company Name
Registered
Office Address
City
PIN
State
Website
Telephone
Mobile
FAX
E-Mail
Branch Office
Address
(in Odisha
State)
City
PIN
State
Website
Telephone
Mobile
FAX
E-Mail

To be filled in capital letters
Annexure-G2
REPRESENTATIVE AUTHORISATION LETTER
Date
:-
Ref
:
To
Principal / Secretary ,
Institute of Hotel Management, Catering
Technology and Applied Nutrition,
VSS Nagar,Bhubaneswar-751007
Ms./Mr.
is hereby authorized to sign relevant document on behalf of the
company in dealing with invitation reference No. ENQUIRY NO: 001/IHM / GT/12-13 .She/He
is authorized to attained meetings, negotiation and submit technical and commercial information
as may be required by you in the course of processing above said application.
Authorized Signatory
Representative signature
Signature Attested
Authorized Signatory
With Company Seal
Annexure-G3
ACCEPTANCE OF TERMS & CONDITIONS CONTAINED IN THE TENDER
DOCUMENTS
To
Principal / Secretary ,
Institute of Hotel Management, Catering Technology and Applied Nutrition,
VSS Nagar,Bhubaneswar-751007
Sir,
I have carefully gone through the Terms & Conditions contained in the Tender Document reference NO001/IHM / GT/12-13 for Institute of Hotel Management, Catering Technology and Applied Nutrition,
Bhubaneswar.
I declare that all the provisions/clauses of this Tender Document are acceptable to me and my company.
I further certify that I am an authorized signatory of my company and am, therefore, competent to make this
declaration.
Signature of witness
Date:
Place:
Company Seal
Signature of the Tenderer
Date:
Place:
Annexure-G4
SELF DECLARATION (IN COMPANY LETTER HEAD)
To
Principal / Secretary,
Institute of Hotel Management, Catering Technology and Applied Nutrition,
VSS Nagar,Bhubaneswar-751007
In response to the tender reference no 001/IHM / GT/12-13 ,I/ We, Ms/ Mr. …... as a ……, declare
that our company…………….. is not under a declaration of ineligibility for corrupt and fraudulent
practices issued by Government of India/State Governments.
I/we further declare that our company has not defaulted in executing any government order in the
past and have not declared blacklisted by any central/ state govt. organizations.
Authorized Signatory
Signature of witness
Date:
Place:
Company Seal
Signature of the Tenderer
Date:
Place:
Annexure-G5
LIST OF ENCLOSURES
Description
Enclosed
Annexure / Attachment /
Sl.
No.
(Yes/No)
1.
2.
Copy of registration certificate of the firm
Organization profile
3.
Annexure-G1: General information
Annexure-G2:Representative
4.
authorization letter
5. Annexure-G3:
Acceptance And of terms
conditions in the tender documents
6.
Up-to-date VAT clearance certificate
7.
Service Tax Registration Certificate
Copy of PAN no. allotted by Income Tax
8. Department, Govt. of India
9.
Documentary proof of authorized partner of
Manufacturer (OEM) for items quoted.
10
Tender document cost /Performance security
/EMD amount
Page No. / Envelop no. of the
Enclosure
top of the sealed envelope and write name
of the firm on the back side of DD)
11
1-DD No :
Amount :
23-
12 EMD in a sealed envelope
with General
bid (Super scribe EMD on the top of the
sealed envelope and write name of the firm
on the back side of DD)
General bid duly signed
13
(sealed envelope)
Financial bid duly signed
14
(sealed envelope)
Customers list
15 where similar works was completed/going
on during last three years with detailed
information
16
Annexure G-4
Self Declaration.
DD No :
Amount :
FINANCIAL TEDER FOR SOFTWARE
Sr.
No.
Name of the articles
Qty
Taxes
Details
Specifications
Unit Price
TOTAL
Total
Amout
IN
WOTD
S
The education software
The education software
include students attendance
systems with IDcards ,
communication , library
managements,inventory
and accounts managements
SIGNATURE OF THE TENDERER WITH SEAL
FINANCIAL TEDER ZYM MATERIALS
Sl. No.
1
2
3
Items
HOME GYM WITH
PREACHER CURL
WITH PUSH UP BAR
WITH SIT UP BENCH
150 LBS PVC WEIGHT WITH
METAL COVER
HEAVY 50MM X50MM
SQUARE TABULAR STEEL
FRAME
MAGNETIC BIKE
5KG FLY WHEEL
8LEVEL TENSION CONTROL
SYSTEM
COMPUTER DISPLAY FOR
SPEED ,TIME,DISTANCE AND
CALORIES
WITH HAND PULSE
WITH WHEELS
FOR EASY MOVEMENT
ADJUSTABLE SEAT HEIGHT
FOR DIFFERENT USERS
ADJUSTING CAPS FOR
UNEVEN FLOOR
MAXIMUM USER WEIGHT
100KG
MULTIFUNCTION TREAD
MILL4=1
HIGH QUALITY STEEL
FRAME
HIGH INTENSITY RUNNING
BOARD
RUNNING SPACE 13.5 X46.5
INCHES
FIVE WINDOW LCD
MONITOR SHOWING
CALORIES TIME, SPEED,
DISTANCE AND PULSE
WITH TWISTER
STEPER WITH PRESSOR
CYLINDERS
WITH PUSH UP BARS
3 LEVEL MANUAL INCLINE
MAXIMUM USER WEIGHT
100 KGS
4
CROSS TRAINER
MAGNETIC ELLEPTICAL
ASSEMBLED WITH
Price per Unit
Taxes
TOTAL
5
UNIVERSAL PIVOT JOINT
FOR CRANK AXLE
AUTOMATIC ALY ADJUST
THE TOLERANCE OF DISK
RUNNING
COMPUTER DISPLAY FOR
SPEED ,TIME,DISTANCE AND
CALORIES WITH HAND
PULSEAND ROOM
TEMPERATURE
6KG FLY WHEEL WITH
MAGNETIC SYSTEM
8 LEVEL TENSION CONTROL
SYSTEM
WITH WHEELS
ADJUSTABLE SEAT HEIGHT
FOR DIFFERENT USERS
ADJUSTING CAPS FOR
UNEVEN FLOOR
MAXIMUM USER WEIGHT
100KG
OLYMPIC BENCH
MULTI PURPOSE
6
ZYMNASTIC PLAIN BENCH
7
ZYMNASTIC PUSH UP
STAND
8
DUMBELL IMP
9
STEERING WHEELS PLATE
KRI
10
ZYMNASTIC Z BAR 4‟
11
ZYMNASTIC BAR 3” , 4” ,
5”
Signature of Tendeers
With seal
FINANCIAL TEDER FOR FIRE EXTINGUISHERS
ABC Dry chemical powder type fire Extinguisher:
1. Type-Stored Pressure
2. Capacity-2kg, 4Kg, 6Kg, 9Kg
3. Extinguishing element-MAP (Mono Ammonium phosphate).
4. Pressurizing Agent-Dry Nitrogen
5. Powder particle size-16to 33 micron.
6. 100% silicon coated powder particle
7. applicable on class A, B, c& electrically started fire.
8. Mass Spectrometer Helium Leak detection Test certificate.
9. Approved by ISI-15683 Recent Amendment in code of practice.
10. ISO9001& CE Certified and EN approved
11. CAN construction-EDD Quality steel
- Deep Drawn &CO2 mig welding.
Valve Construction-Forging & machining,
Coating-Epoxy Polyster powder Coating
12. EPDM(Ethyl Polypropylene Diemo minor)Rubber Hose pipe
13. Range of Throw-4.9 met.
14. Hydraulic test pressure of cylinder 30Kg/cm2
15. Minimum discharge quantity-95%
16. Warranty Period-5Years
17. Mass spectrometer helium leak detection test certified.
18. Magnectic pressure gauge to indicate the readiness of the extinguisher.
19. High gloss Epoxy paint from inside and Outside of the container.
20. Manufacture must have DGS&D Registration and NSIC Certificate.
CO2 type fire Extinguisher:
1. Type-Stored Pressure
2. Capacity-2Kg, 4.5Kg, 6.5Kg, 22.5Kg
3. Trolley mounted and handle in the centre of gravity
4. Fire Rating-2Kg-21B,4.5Kg-55B,605Kg-70B,22.5Kg-89B
5. Extinguishing element-Carbon dioxide
6. Applicable on class B,C &Electricity started fire.
7. Department of Explosive Certificate (approved Govt. Of India)
8. Approved by ISI No.15683
9. ISO 9001&CE Certified
10. CAN construction-Hot spinning
11. Valve Construction-Forging,
12. EPDM Rubber Hose Pipe
13. Discharge Time-Less than 10Sec.
14. Burst Pressure-280Bar.
15. Magnetic pressure gauge to Indicate the readiness of the extinguisher
Signature of Tendeers
With seal
FINANCIAL TEDER FOR LCD /LED PROJECTOR
DISPLAY SYSTEM---3 LCD SYSTEM
SIZE DISPLAY AREA OF DEVICE-.63(16MM)X3 ,
ASPECT RATIO-4.3,PIXELS(1024X768X3)
PROJECTION LENS- ZOOM OPTICAL MANUAL
LIGHT SOURCE - ULTRA HIGH PRESSURE
MERCURY LAMP210W TYPE
RECOMODATION LAMP-5000H
REPLACEMENT TIME
FILTER CLEARING CYCLEMAX-7000 H
PER PIECE (INCLUSIVE ALL TAXES)-SCREEN SIZE
LIGHT OUTPUT
COLOR LIGHT OUTPUT
CONTRAST RATIO
DISPLAYABLE SCANNING FREQUIENCY
DISPLAY RESOLUTION
COLOUR SYSTEM
KEY STONE CORRECTION
OSD LANGUAGE
COMPUTER AND VIDEO SIGNAL
CONTROLSIGNAL OUTPUT/INOUTPUT
OPERATING TEMPORATURE
STORAGE TEMPORATURE
POWER REQUIREMENT
POWER CONSUMPTION
REPLACEMENT LAMP
Signature of Tenderer
With seal

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