Haryana State Electronics Development Corporation Limited

Bays No. 73-76, Sector – 2, Panchkula-130109. 3 Technical Opening - 19/02/2015 at 3:30 PM 4 Short listing of Technical bids & Opening of Financial Bid...

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited

TENDER NO. HARTRON/ID/02/2014-15 HARTRON invites Rates on behalf of Board of Secondary Education Haryana from the Companies/Agencies who deals in Video Streaming/Webcasting jobs for the services of live video streaming/Webcasting of the examination centers for monitoring Secondary/Sr. Secondary examinations w.e.f. 1st week of March, 2015. The job will have to be executed in the State of Haryana at 179 examination centers having about 1200 - 1500 examination rooms. The Bidders can submit their bids (Online) as per the dates mentioned in the key dates:Key Dates Sr. No. 1

Department Stage

Bidder‟s Stage

Start date and time

Expiry date and time

-

Tender Document Download and Bid Preparation

10.02.2015

19.02.2015 By3:00 PM

2

Pre Bid Meeting

-

13.02.2015 at 12:00 Noon Venue: HARTRON BHAWAN, Bays No. 73-76, Sector – 2, Panchkula-130109.

3

Technical Opening

-

19/02/2015 at 3:30 PM

4

Short listing of Technical bids & Opening of Financial Bid

-

To be intimated later after examining Technical Bids

The Payment for Tender Document Fee Rs. 1000/- and eService Fee Rs. 1000/- can be made by eligible bidders/ contractors online directly through Debit Cards & Internet Banking Accounts

Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 1 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited

TABLE OF CONTENTS Clause No.

Page No. SECTION-1

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24.

Instructions to bidder on Electronic Tendering System Guideline for Online Payment in e-tendering Scope of work Eligibility Criteria Earnest Money Deposit (EMD) Terms & Conditions Delay in the Company‟s Performance Liquidated Damages Clarification of bidding Document Amendment of bidding Documents Rejection of Bid Withdrawal of Bids Presentation of the Solution Security Features Performance Security Declaration Validity of Rates Payment Schedule Indemnity Termination of Job Force Majeure Arbitration Jurisdiction General Terms & Conditions Applicable Law

3-5 5-7 7-9 9-11 11 11-12 12 12 13 13 13 13 13 14 14 14 14-15 15 15-16 16 16-17 17 17-18 18

SECTION -2 25. 26.

Bid requirement Contents of bid

I. II. T1 T2 C1

Business details Annexure “A” Check List Performa Annexure “B” Bidder particulars Bid Form Commercial Bid for Live Video Streaming/Webcasting Check- List of Documents

19 19

ANNEXURE 20-21 22 23-24 25 26-27 28

Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 2 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited 1.Instructions to bidder on Electronic Tendering System These conditions will over-rule the conditions stated in the tender documents, wherever relevant and applicable.

1.1

Registration of bidders on eProcurement Portal:All the bidders intending to participate in the tenders processed online are required to get registered on the centralized e - Procurement Portal i.e. https://haryanaeprocurement.gov.in. Please visit the website for more details.

1.2 1.2.1

1.2.2

1.2.3

1.2.4

1.2.5

Obtaining a Digital Certificate: The Bids submitted online should be encrypted and signed electronically with a Digital Certificate to establish the identity of the bidder bidding online. These Digital Certificates are issued by an Approved Certifying Authority, by the Controller of Certifying Authorities, Government of India. A Digital Certificate is issued upon receipt of mandatory identity (i.e. Applicant‟s PAN Card) and Address proofs and verification form duly attested by the Bank Manager / Post Master / Gazetted Officer. Only upon the receipt of the required documents, a digital certificate can be issued. For more details please visit the website – https://haryanaeprocurement.gov.in. The bidders may obtain Class-II or III digital signature certificate from any Certifying Authority or Sub-certifying Authority authorized by the Controller of Certifying Authorities or may obtain information and application format and documents required for the issue of digital certificate from: M/s Nextenders (India) Pvt. Ltd. O/o. DS&D Haryana, SCO – 09, IInd Floor, Sector – 16, Panchkula – 134108 E - mail: [email protected] Help Desk: 1800-180-2097 (Toll Free Number) Bid for a particular tender must be submitted online using the digital certificate (Encryption & Signing), which is used to encrypt and sign the data during of bid preparation stage. In case, during the process of a particular tender, the user loses his digital certificate (due to virus attack, hardware problem, operating system or any other problem) he will not be able to submit the bid online. Hence, the users are advised to keep a backup of the certificate and also keep the copies at safe place under proper security (for its use in case of emergencies). In case of online tendering, if the digital certificate issued to the authorized user of a firm is used for signing and submitting a bid, it will be considered equivalent to a no-objection certificate/power of attorney /lawful authorization to that User. The firm has to authorize a specific individual through an authorization certificate signed by all partners to use the digital certificate as per Indian Information Technology Act 2000. Unless the certificates are revoked, it will be assumed to represent adequate authority of the user to bid on behalf of the firm in the department tenders as per

Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 3 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited

1.2.6

1.2.7

1.3

1.4

1.5

1.6

1.7

1.8 1.8.1

Information Technology Act 2000. The digital signature of this authorized user will be binding on the firm. In case of any change in the authorization, it shall be the responsibility of management / partners of the firm to inform the certifying authority about the change and to obtain the digital signatures of the new person / user on behalf of the firm / company. The procedure for application of a digital certificate however will remain the same for the new user. The same procedure holds true for the authorized users in a private/Public limited company. In this case, the authorization certificate will have to be signed by the directors of the company. Opening of an Electronic Payment Account: For purchasing the tender documents online, bidders are required to pay the tender documents fees online using the electronic payments gateway service shall be integrated with the system. For online payments guidelines, please refer to the Home page of the e-tendering Portal https://haryanaeprocurement.gov.in. Pre-requisites for online bidding: In order to bid online on the portal https://haryanaeprocurement.gov.in , the user machine must be updated with the latest Java & DC setup. The link for downloading latest java applet & DC setup are available on the Home page of the e-tendering Portal. Online Viewing of Detailed Notice Inviting Tenders: The bidders can view the detailed N.I.T and the time schedule (Key Dates) for all the tenders floated through the single portal eProcurement system on the Home Page at https://haryanaeprocurement.gov.in Download of Tender Documents: The tender documents can be downloaded free of cost from the eProcurement portal https://haryanaeprocurement.gov.in Key Dates: The bidders are strictly advised to follow dates and times as indicated in the online Notice Inviting Tenders. The date and time shall be binding on all bidders. All online activities are time tracked and the system enforces time locks that ensure that no activity or transaction can take place outside the start and end dates and the time of the stage as defined in the online Notice Inviting Tenders. Bid Preparation (Technical & Financial) Online Payment of Tender Document Fee, eService fee, EMD fees of online Bids: The online payment for Tender document fee, eService Fee & EMD can be done using the secure electronic payment gateway. The Payment for Tender Document Fee and eService Fee can be made by eligible bidders/ contractors online directly through Debit Cards & Internet Banking Accounts and the Payment for EMD can be made online directly through RTGS / NEFT. The secure electronic payments gateway is an online interface between contractors and Debit card / online payment authorization networks.

Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 4 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited 1.8.2

The bidders shall upload their technical offer containing documents , qualifying criteria, technical specification, schedule of deliveries, and all other terms and conditions except the rates (price bid).

The bidders shall quote the prices in price bid format. NOTE:(A) If bidder fails to complete the Online Bid Preparation & Submission stage on the stipulated date and time, his/hers bid will be considered as bid not submitted, and hence not appear during tender opening stage. (B) Bidders participating in online tenders shall check the validity of his/her Digital Signature Certificate before participating in the online Tenders at the portal https://haryanaeprocurement.gov.in. (C) For help manual please refer to the „Home Page‟ of the eProcurement website at https://haryanaeprocurement.gov.in, and click on the available link „How to .. ?‟ to download the file. (D)

Bidder can rework on his/her bids even after completion of ‘Bid Preparation & submission

stage’ (Bidder Stage), subject to the condition that the rework must take place during the stipulated time frame of the Bidder Stage.

2. Guideline for Online Payments in e-tendering Post registration, bidder shall proceed for bidding by using both his digital certificates (one each for encryption and signing). Bidder shall proceed to select the tender he is interested in. On the respective Department‟s page in the e-tendering portal, the Bidder would have following options to make payment for tender document & EMD: A. Debit Card B. Net Banking C. RTGS/NEFT Operative Procedures for Bidder Payments A) Debit Card The procedure for paying through Debit Card will be as follows. (i) Bidder selects Debit Card option in e-Procurement portal. (ii) The e-Procurement portal displays the amount and the card charges to be paid by bidder. The portal also displays the total amount to be paid by the bidder. (iii) Bidder clicks on “Continue” button (iv) The e-Procurement portal takes the bidder to Debit Card payment gateway screen. (v) Bidder enters card credentials and confirms payment (vi) The gateway verifies the credentials and confirms with “successful” or “failure” message, which is confirmed back to e-Procurement portal. (vii) The page is automatically routed back to e-Procurement portal (viii) The status of the payment is displayed as “successful” in e-Procurement portal. The e-Procurement portal also generates a receipt for all successful transactions. The bidder can take a print out of the same, Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 5 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited (ix) The e-Procurement portal allows Bidder to process another payment attempt in case payments are not successful for previous attempt. B) Net Banking The procedure for paying through Net Banking will be as follows. (i) Bidder selects Net Banking option in e-Procurement portal. (ii) The e-Procurement portal displays the amount to be paid by bidder. (iii) Bidder clicks on “Continue” button (iv) The e-Procurement portal takes the bidder to Net Banking payment gateway screen displaying list of Banks (v) Bidder chooses his / her Bank (vi) The Net Banking gateway redirects Bidder to the Net Banking page of the selected Bank (vii) Bidder enters his account credentials and confirms payment (viii) The Bank verifies the credentials and confirms with “successful” or “failure” message to the Net Banking gateway which is confirmed back to e-Procurement portal. (ix) The page is automatically routed back to e-Procurement portal (x) The status of the payment is displayed as “successful” in e-Procurement portal. The e-Procurement portal also generates a receipt for all successful transactions. The bidder can take a print out of the same. (xi) The e-Procurement portal allows Bidder to process another payment attempt in case payments are not successful for previous attempt. C) RTGS/ NEFT The bidder shall have the option to make the EMD payment via RTGS/ NEFT. Using this module, bidder would be able to pay from their existing Bank account through RTGS/NEFT. This would offer a wide reach for more than 90,000 bank branches and would enable the bidder to make the payment from almost any bank branch across India. i. Bidder shall log into the client e-procurement portal using user id and password as per existing process and selects the RTGS/NEFT payment option. ii. Upon doing so, the e-procurement portal shall generate a pre-filled challan. The challan will have all the details that is required by the bidder to make RTGS-NEFT payment. iii. Each challan shall therefore include the following details that will be pre-populated:  Beneficiary account no: (unique alphanumeric code for e-tendering)  Beneficiary IFSC Code:  Amount:  Beneficiary bank branch:  Beneficiary name: iv. The Bidder shall be required to take a print of this challan and make the RTGS/NEFT on the basis of the details printed on the challan. v. The bidder would remit the funds at least T + 1 day (Transaction + One day) in advance to the last day and make the payment via RTGS / NEFT to the beneficiary account number as mentioned in the challan. vi. Post making the payment, the bidder would login to the e-Tendering portal and go to the payment page. On clicking the RTGS / NEFT mode of payment, there would be a link for real time validation. On clicking the same, system would do auto validation of the payment made. List of Net banking banks 1. Allahabad Bank 2. Axis Bank 3. Bank of Bahrain and Kuwait 4. Bank of Baroda 5. Bank of India 6. Bank of Maharashtra 7. Canara Bank 8. City Union Bank 9. Central Bank of India 10. Catholic Syrian Bank Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 6 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited 11. Corporation Bank 12. Deutsche Bank 13. Development Credit Bank 14. Dhanlaxmi Bank 15. Federal Bank 16. HDFC Bank 17. ICICI Bank 18. IDBI Bank 19. Indian Bank 20. Indian Overseas Bank 21. Indusind Bank 22. ING Vysya Bank 23. J and K Bank 24. Karnataka Bank 25. Kotak Mahindra Bank 26. Karur Vysys Bank 27. Punjab National Bank 28. Oriental Bank of Commerce 29. South Indian Bank 30. Standard Chartered Bank 31. State Bank Of Bikaner and Jaipur 32. State Bank of Hyderabad 33. State Bank of India 34. State Bank of Mysore 35. State Bank of Travencore 36. State Bank Of Patiala 37. Tamilnad Mercantile Bank 38. Union Bank of India 39. United Bank of India 40. Vijaya Bank 41. Yes Bank

3. SCOPE OF WORK Board of Secondary Education Haryana is planning for video streaming from the selected examination centers for monitoring of Secondary/Sr. Secondary examinations w.e.f. 1st week of March, 2015. Given Below is the Scope of work:(a) Bidder will use the wireless device at examination centers for video streaming (Audio & Video) using 3G Sim Card/ Data card/ wi-fi or broad band. (b) Bidder/OEM (Original Equipment Manufacturer) should act as single TSP (Total Solution Provider) to execute the whole project. (c) The installed device at the examination center should be with minimum two hours battery back-up. (d) Bidder should supply necessary hardware to be installed at the examination centre at least one week before the examination at Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 7 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited respective District Head Quarters/Board of School Education office, Bhiwani. (e) In case of failure of the internet connectivity, the installed device should be capable of off-line recording in the device itself and thereafter, after getting the internet connectivity, the live streaming should auto start along with recording on the external servers. (f) The bidder will provide the browser based on-line live streaming viewing software based on username & password. (g) The bidder should record the streaming/webcasting from all the examination centers at their own servers using their own infrastructure. (h) The device to be installed at examination centers must be fully automatic video streaming with minimum 2 mega pixels camera and live streaming should support minimum speed as low as 100 kbps. (i) The supported image frame minimum 10 fps @ 320 x 240 and video must be saved in FLV/MP4 format. (j) In case, if there is an urgent requirement of getting the recording of a particular center, the same should be provided to the authorities on the same day of the examination from the recording saved on their servers. (k) The bidder will provide the recording of each centre on CDs/DVDs/External Hard Disks within the 15 days after completion of examination. (l) Bidder would provide 10 (ten) technical persons for providing training & technical support during the examination period. (m) Bidder should have a security policy and should implement the best practices for the websites/web servers as per cert-in/RBI guidelines/government guidelines. Complete details on guidelines for web server security can be obtained from the cert-in website. (n) Bidder will use secured network/Infrastructure and ensure that recording will not be leaked. (o) All hardware supplied by Bidder/ OEM should be of the best quality of their respective kinds and should be free from faulty design, workmanship and materials. In this context, the bidder will provide complete specifications of the same with ancillary peripherals, if any.

Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 8 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited (p) All additional equipments/items required for conducting live webcasting/streaming of Audio-Video and its recording will be the sole responsibility of Bidder/OEM. (q) Pre-installed applications on the video streaming device should be installed in the devices so the device requires minimum manual interaction. (r) Server and its band-widths must support at least 2000 live streams and viewing simultaneously. (s) The information regarding the number of days & rooms to be used for video streaming will be intimated in the pre-bid meeting.

4. Eligibility Criteria: The Companies/Agencies participating for the video streaming will have to provide a detailed workflow with the modules as described below:4.1 Interested Companies/Agencies must submit their application with all necessary supporting documents as mentioned in the tender document (Annexure-I). 4.2 The Application Form should be completed in all respects. The details provided by the Company/Agency in the Application Form, should be complete, valid, current and active. 4.3 Incomplete or incorrect Application Form will be rejected without assigning any reason thereof. 4.4 The Companies/Agencies will be shortlisted qualification criteria defined as below:Sr. No. 1.

2. 3. 4.

based on pre-

Supporting Documents to be furnished The Company/Agency must be Certificate of Incorporation registered in India under the (Attested Copy). Companies Act 1956 having their registered office in India for the last three years as on date of submitting its Application. The Company must have a Service Tax Attested Copy of Certificate Registration Number and PAN number. must be attached. The Company must have its Attested Copy of Certificate Memorandum and Articles of must be attached. Association. The Company/Agency must be The Copy of work orders operating in the field of video along-with its satisfactory Pre–qualification Criteria

Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 9 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited

5.

6.

7.

8. 9.

10.

streaming from the last minimum two financial years. The Company/Agency must have completed at least 2 assignments mentioned in scope of work of this tender with Government/PSU/ Academic Institutions during the last two preceding years for webcasting of atleast 500 locations. The Company‟s Minimum Turnover of 2 Crore (Cumulative) in the last 3 Financial Years (2011-12, 2012-13, 2013-14) and should be more than One Crore in at least in one year. The Company currently should be profit making. The Company/Agency should have technical/skilled staff on its own payroll. The Company/Agency should be an individual organization. Consortium shall not be allowed The Company/Agency should not currently have been blacklisted by any Government Agency in India or under a declaration of ineligibility for fraudulent or corrupt practices or inefficient/ ineffective performance The Company/Agency should be solvent and not bankrupt.

execution & citations from the client.  Certificate from the current authorized signatory of the Company/Agency.  Work Order/satisfactory Completion Certificate/ Client Certificate and citations. Attested copy of Audited Annual Financial Statements. Annual Reports Certified statement from the current Statutory Auditors of the Company/Agency. List having details of regular technical staff with their qualifications & date of joining must be attached. Certificate from the current authorized signatory of the Company Certificate from the current authorized signatory of the company

Certificate of solvency banker to be submitted.

by

A duly constituted Tender Committee shall evaluate the General cum Technical Bids on the above terms. Conditional bids shall be summarily rejected. Evaluation Committee will examine the bids to determine whether they are complete, whether any computational errors have been made and whether the bids are generally in order. HARTRON may conduct clarification meetings with each or any bidder to discuss any matters, technical or otherwise, if so required. The bidders must fill the Pre-Qualification Check-list Performa as Annexure „B‟. Commercial Bid will only be opened of the pre-qualified bidders.

5. Earnest Money Deposit (EMD): Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 10 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited The Payment for EMD Rs.5,00,000/- (Rupees Five Lakh only) can be made online directly through RTGS / NEFT and the bidder would remit the funds at least T + 1 day (Transaction + One day) in advance to the last day and make the payment via RTGS / NEFT to the beneficiary account number as mentioned in the challan. The EMD already lying with the Corporation will not be considered for this case.

6. Terms and conditions: (a) Only those Companies who are capable of undertaking all the activities mentioned in scope of work of this tender document should only apply. (b) There is no specific technology prescribed for the above said job. The best suitable technology will be taken into account beside the rate quoted by the companies. (c) The tender document is not transferable. (d) The tender inviting authority has reserved the right to revise any terms and conditions relating to technical specifications, even after opening of technical bid, based on the requirement and latest technical trend prevailing in the IT sector. (e) The Company/Agency shall comply with such directions as the HARTRON/Board may issue from time to time for the smooth working and in the furtherance of the overall objective of the project. (f)

The Company/Agency shall be solely responsible for all the acts of omission and commission occasioned by their personnel in carrying out the terms & conditions of the agreement.

(g) The Company/Agency or his personnel shall not use or cause to be used, the data or information provided to them or acquired by them during the process of providing services for any purpose. Such data or information shall be surrendered to the Board at the expiry of the agreement as it is a sole property of the Board. (h) There should not be any failure of video streaming at any location/room due to failure of the vendor equipment. In case of failure, 200% payment will be deducted for the particular location/room. (i)

Number of examination centers for live video streaming may vary.

(j)

It is the whole responsibility of the service provider to get insured all their equipments at their own level. There is no responsibility of the HARTRON/Board in case of lost/missing/breakage of any equipment.

Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 11 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited (k) 3G network facility will be provided by the Hartron/Board as per availability. (l)

Hardware equipments will be handover/ takeover from Board of School Education, Haryana (Bhiwani).

(m) If the 3G network is down at any examination centre, the local recording must be done and whenever the network facility will be available the same should be connected with server. The bidder will provide the complete recording of each examination centre on CDs/DVDs/External Hard Disks within the 15 days after completion of examinations. (n) The bidder shall supply all the requisite hardware related to live streaming solution. Office of the HARTRON/Board will not purchase any requisite hardware. (o) Live testing will be done two days before examination day. In the case of not proper functioning of device, the bidder should replace the said device immediately.

7. Delay in the Company‟s performance: (a) Delivery of the services shall be made by the Company in accordance with the service quality specified by the Board/HARTRON in the bid document. (b) Any delay by the Company in the performance of its obligations under the contract, shall render the Company liable to the imposition of liquidated damages at the discretion of the Tender inviting authority.

8. Liquidated damages: If the company fails to perform any one or all the services within the time period(s) as specified in the Contact, the Board shall without prejudice to its other remedies under the Contract, deduct from the amount payable to company or from performance/implementation guarantee or from both as liquidated damages, a sum equivalent to, as per the terms indicated in the bid document, till actual delivery or performance, subject to maximum limit. Once the maximum is reached, the Board may consider termination of the contract.

9. Clarification of bidding document: A prospective Company requiring any clarification of the bidding documents may be obtained in the pre-bid meeting. No clarification from any bidder shall be entertained after the close of date and time for seeking clarification mentioned in tender call notice. It is further clarified that the Corporation shall not entertain any correspondence Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 12 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited regarding delay or non receipt of clarification by bidder.

10. Amendment of bidding documents: a. At any time prior to the deadline for submission of bids, the Corporation for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the bidding documents by amendment. b. All prospective bidders those have purchased the bidding documents will be notified such amendment/modification and will be binding on all bidders (through website: www.hartron.org https://haryanaeprocurement.gov.in.). c. In order to allow prospective bidders reasonable time in which to take the amendment into account in preparing their bids, the Corporation at its discretion, may extend the deadline for the submission of bids.

11. Rejection of Bid: The MD, reserves the right to accept/reject/release or relax any or all or part of the bids received on the due date without assigning any reason whatsoever.

12. Withdrawal of Bids: Bids cannot be withdrawal after the opening of the bids and in case the bidder withdraws after the opening of the bid, the EMD paid by the bidder shall stand forfeited.

13. Presentation of the solution: As a part of the technical bid, all the eligible bidders may be asked to give a technical presentation based on the scope of work to the Tendering Authority on the date given by HARTRON. Failure to make presentation on the date and time so communicated may lead to the rejection of their bids without assigning any further reason.

14. Security Features: The bidder should provide a write up on the security approach adopted in their proposed solutions like incorporation of stringent security procedures and measures including encryption and various levels of passwords during the execution of the project to eliminate the possibility of errors, frauds and misuse. Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 13 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited 15. Performance Security Declaration Within 5 days after award of order, the successful Bidder shall furnish Security Deposit @ 10% of the total value of work order to the Corporation in the form of bank guarantee valid for a period of 1 year, if not deposited the EMD shall be forfeited. In the event of non-execution the job in time, this deposit along-with EMD shall be forfeited. Further, if the Corporation has to get the same or part of it from any other bidder because of failure to supply in full or part by the successful bidder, the difference in payment may be made from this Security Deposit. The Corporation against Security Deposit/EMD, can also make any other adjustment or default on the part of bidder. The Security Deposit shall be returned only after the specified period and clearance of all dues/payments. No interest will be payable on the Security Deposited by the Corporation.

16. Validity of Rates. The Rates must be valid for the period of one year from the date of opening of the bid. Any offer falling short of the validity period is liable for rejection. The Company shall provide latest upgraded version of the system, application software as and when the same is offered in the market.

17. TENTATIVE PAYMENTS SCHEDULE – GENERALIZED GUIDELINES a. No advance payment will be made. b. The payment will be made on the basis of examination days only scheduled by the board during the month of March 2015 and that too only for the cameras/devices actually used on the examination days. c.

Payments will be processed on submission of bills in triplicate in the name of HARTRON. All payments will be made subject to deduction of TDS (Tax Deduction at Source) as per Income-Tax Act 1961 and other taxes, if any, as applicable as per the prevailing Government of India rules.

d. The payment will be released only after the receipt of reports from Board of School Education Haryana regard to the satisfactory running of cameras/devices and after the full & final payment in order to all respects from the Board.

18. INDEMNITY

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited a. Company/Agency will indemnify HARTRON and its client organizations of all legal obligations of its professionals deployed for this project. b. HARTRON and its Clients also stand absolved of any liability on account of death or injury sustained by the Agency staff during the performance of this job and also for any damages or compensation due to any dispute between the agency and its staff. c. HARTRON/Client will not be responsible for any violation of IPRs by the bidders in the discharge of work assigned by HARTRON. d. The Company/Agency will submit an undertaking on non-judicial stamp paper of Rs. 15/- (duly attested by Notary Public) clearly mentioned that the Company/Agency will be responsible for all the statutory payable to various State/Centre Govt. Departments.

19. TERMINATION OF JOB: a. Termination for Insolvency HARTRON may at any time terminate the work order / contract by giving written notice of two weeks to the agency, without any compensation to the agency, if the agency becomes bankrupt or otherwise insolvent. b. Termination for default a.

Default is said to have occurred



If the agency fails to deliver any or all of the services within the time period(s) specified in the work order or any extension thereof granted by HARTRON.



If the agency fails to perform any other obligation(s) under the contract / work order.

b.

If the agency, in either of the above circumstances, does not take remedial steps immediately after receipt of the default notice from HARTRON/Board. HARTRON may terminate the contract/ work order in whole or in part.

c.

HARTRON may transfer upon such terms and in such manner, as it deems appropriate work order for similar service to other agency and the defaulting agency will be liable to compensate HARTRON for any extra expenditure/loss involved towards support service to complete the scope of work totally.

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited 20. FORCE MAJEURE : a. Force majeure clause will mean and be limited to the following in the execution of the contract/purchase orders placed by HARTRON :

War / hostilities.



Riot or Civil commotion



Earthquake, flood, tempest, lightning or other natural physical disaster.



Restriction imposed by the agencies, which prevent or delay the execution of the order by the agency.

b. The agency will advise HARTRON in writing, duly certified by the local Chamber of Commerce at the beginning and at the end of the above causes of delay, within seven days of the occurrence and cessation of the force majeure conditions. In the event of a delay lasting for more than one weak, if arising out of clauses of force majeure, HARTRON reserve the right to cancel the order without any obligation to compensate the agency in any manner for what so ever reason.

21. ARBITRATION All disputes of differences, including the claims for damages and compensation whatsoever, arising between the parties, out of or relating to the construction, meaning, operation or effect of this agreement or the breach thereof shall be settled amicably. However, if the parties are not able to resolve them amicably within a period of 15 (fifteen) days, the same shall be resolved by arbitration in accordance with the Arbitration and Conciliation Act, 1996. The dispute may be referred to arbitration which in this case shall be Managing Director, Haryana State Electronics Development Corporation Ltd., (HARTRON). The Arbitration and Conciliation Act 1996 or any statutory modification thereof shall apply to the arbitration proceedings and the venue for the arbitration proceedings shall be Chandigarh and courts at Chandigarh shall have carried out in English language.

22. Jurisdiction The Civil Court at Chandigarh will have the exclusive jurisdiction in regard to the matter arising out of this agreement. Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 16 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited 23. GENERAL TERMS & CONDITIONS a. The Bidder shall perform the services and carry out its obligations under the Contract with due diligence and efficiency, in accordance with generally accepted techniques and practice used in the industry and with professional engineering and training/consulting standards recognized by national/international professional bodies and shall observe sound management, technical and engineering practices. It shall employ appropriate advanced technology and safe and effective equipment, machinery, material and methods. The Bidder shall always act, in respect of any matter relating to this Contract, as faithful advisors to HARTRON and shall, at all times, support and safeguard HARTRON‟s legitimate interests in any dealings with Third parties. b. HARTRON reserves the right to access the performance of the bidder prior to commencement or in between the work progress. The assessment may cover all areas related to the assigned work order, especially methodology, manpower, infrastructure etc. HARTRON reserves the right to cancel the work order assigned to the bidder at any time which includes the time after the completion of assigned work without assigning any reason for the same. In case the work order is cancelled then the costs incurred will be borne by the bidder and under no circumstances the bidder shall be eligible for any payment or damages from the HARTRON. c. The selected bidder shall not, without HARTRON‟s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample of information furnished by or on behalf of HARTRON in connection therewith, to any person other than a person employed by the Bidder in the Performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purpose of such performance. d. The selected bidder shall indemnify the HARTRON against all third party claims of infringement of patent, trademark/copyright or industrial design rights arising from the use of the supplied software/ hardware/ manpower etc. and related series or any part thereof. e. The selected bidder shall not outsource the works assigned to any other bidder except their direct franchisees under any circumstances. This Tel : 91(0172)-2560073,2722961,2722962 Fax : 91(0172)-2705529 e-mail : [email protected], Website www.hartron.org 91(0172)-2722961,2722962 : 0172-2703479: [email protected] :www.hartron.org Page 17 of 28

(A state government undertaking)

Haryana State Electronics Development Corporation Limited violation will attract forfeiture of EMD/Security deposit and cancellation of work order. The cost incurred on executing the work order through alternate sources will also be recovered from the outstanding bills or by raising claims.

24. APPLICABLE LAW The work order will be governed by the laws and procedures established by HARTRON and State of Haryana, within the framework of applicable legislation and enactment made from time to time concerning such commercial dealings/processing.

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited Section 2 : Bid Requirements

1. Offers are invited for on behalf of Haryana State Electronics Dev. Corpn. Ltd., (HARTRON) from the reputed Companies/Agencies as „Associates‟ for live video streaming/Webcasting. 1.1

The Bidder must quote for the complete job as per the Tender Document.

Offer for part job shall not be considered and will be

rejected without further reference. 1.2

The Bid Documents are not transferable and the cost of the tender document is not refundable under any circumstances.

1.3

2.

Telex/E-Mail/Fax bids and incomplete bids will be summarily rejected.

Contents of Bid The Bids prepared by the Bidder shall comprise of the following two components: 2.1 Bid comprising the following is to be filled Online as per the formats provided in the Tender Document. i) Bidder must enclose duly filled and signed Annexure „A‟ & „B‟. ii) Bidders Particulars (Annexure-T1) iii) Bid Form (Annexure-T2) 2.2 Commercial Bid 2.2.1 Commercial Bid for live video streaming Job (Annexure-C1).

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited BUSINESS DETAIL

(Annexure-„A‟)

1.

Name of the Bidder:________________________________________

2.

Incorporation as Limited Company/Agency: ____________________ in the year __________ at ___________________________________

3.

Whether any Legal/Arbitration/proceeding is instituted by / against the Bidder or the Bidder has lodged any claim in connection with works carried out by them. If yes, please give details.

4.

Whether the bidder complies with the requirement of Registration under the Contract Labour (Regulation and Abolition) Act : Yes/No

5.

Bidder‟s Profile:

Address

:

Name of Premises/Building/Village

:

Area/Locality/Taluka/subDivision

:

Town/City/District

:

State/Union Territory

:

Name of the top executive with designation

:

Telephone No‟s.

:

E-mail address

:

Service Tax No.

:

Sales Tax No.

:

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited PAN No./TIN No. of the Company (Please attach photocopy) 6.

:

Turnover of the Company/Agency: Year / Turnover

2011-12

2012-13

2013-14

In Rs. Crores 7.

Details of Live Streaming/Web casting Jobs (attached list): S. No.

8.

Year

Name of the client with address and phone no.

Locations for live streaming/web casting

Project Start Date

Project Completion Date

Project turnover

The Company will attach the details of systems/equipments & software proposed to be installed at each site with back-up equipment.

Documents in support of the above may be furnished with page numbers indicated in the index. Please use separate sheets wherever necessary. Date: Signature of Tenderer Name :______________________________________ Status/ Designation:___________________________ (Seal) Note : Furnish separate profiles, if desired. **********

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited “ANNEXURE B” Check-List Performa:

Sr. No. 1.

2. 3. 4.

6.

7.

8. 10.

Pre–qualification Criteria

Yes/No

Mentioned Page No. where document is attached

The Company/Agency is registered in India under the Companies Act 1956 having their registered office in India for the last three years as on date of submitting its Application. The Company has a Service Tax Registration Number and PAN number. The Company has its Memorandum and Articles of Association. The Company/Agency is operating in the field of video streaming from the last minimum two financial years. The Company‟s Turnover of 2 Crore (Cumulative) in the last 3 Financial Years (2011-12, 2012-13, 2013-14) and more than One Crore in at least in one year. The Company currently should be profit making. The Company/Agency has technical/skilled staff on its own payroll. The Company/Agency is an individual organization and not a Consortium. The Company/Agency is not currently have been blacklisted by any Government Agency in India or under a declaration of ineligibility for fraudulent or corrupt practices or inefficient/ ineffective performance

Date: Signature of Tenderer Name :______________________________________ Status/ Designation:___________________________ (Seal)

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited (Enclose with Technical Bid) Annexure – T1 BIDDERS PARTICULARS BIDDERS SHOULD FURNISH ANSWERS TO ALL THE QUESTIONS BELOW. BIDDERS MAY PLEASE NOTE THAT IF THE ANSWER SO FURNISHED ARE NOT CLEAR AND/OR ARE EVASIVE, THE ENTRY WILL BE LIABLE TO BE IGNORED. 1.

Tender No. HARTRON/ID/02/2014-15

2.

What is your Permanent Income Tax A/C No.

:_____________________

3.

Service Tax No.

:_____________________

4.

Please indicate Name & full address of your Banker

:_____________________ _____________________

5.

Business name and Constitution of the firm. Is the company registered under:(a)

The Indian Companies Act, 1956 (b) The India Partnership Act, 1932 (Please also give name of partners).

6.

State whether required live video streaming/Webcasting related Infrastructure are available with Your Company.

7.

For Partnership firms state whether they are registered or not registered under Indian Partnership Act, 1932. Should the answer to this question by a Partnership firm be in the affirmative, please state further:(a)

Whether by the Partnership agreement, authority to refer disputes concerning the business of the partnership to arbitration has been conferred on the partner who has signed the tender.

(b)

If the answer to (a) is in the negative, whether there is any general power of attorney executed by all the partners of the firm authorizing the partners who signed the tender to refer dispute concerning business of the partnership to arbitration.

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited (c)

If the answer to either (a) or (b) is in the affirmative furnish a copy of either the partnership agreement or the general power of attorney as the case may be.

(1)

Please attach to the tender a copy of either document on which reliance is placed for authority of partners or the partners signing the tender to refer disputes to arbitration. The copy should be attested by a Notary Public or its execution should be admitted by Affidavit on a property stamped paper by all the partners.

(2)

Where authority to refer disputes to arbitration has not been given to the partners signing the tender the tenders must be signed by every partner of the firm.

N.B.:

8.

Mention specifically that whether the price tendered by you is to the best of your knowledge and belief, not more than the price usually charged by you for the job of the same nature. If not state the reasons thereof, if any, also indicate the margins of difference.

9.

Please confirm that you have read all the instructions carefully and have complied with accordingly.

* Delete which is not applicable as per prequalification criteria. Note: Please provide information as per Pre qualification Criteria mentioned at point No. 3. Signature of Witness: Full name & address of Witness in Block letters

Signature of Tenderer

(1) (2) Date: Place:

Full name and address of the persons Signing (In BLOCK letters) Whether signing as Constituted Attorney /duly authorized by the Company. (seal)

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited (Enclose with Technical Bid)

Annexure-T2 BID FORM Date:___/___/___

Managing Director Haryana State Electronics Dev. Corpn. Ltd.,(HARTRON) HARTRON BHAWAN, Bays No. 73-76, Sector - 2, Panchkula-134109. Sir, Having examined the Bidding Documents of Tender HARTRON/ID/02/2014-15, we, the undersigned, offer for the job of live Video Streaming/Webcasting in conformity with the said Bidding Documents for same as may be ascertained in accordance with the Schedule of Prices provided in the Commercial Bid from time to time. We undertake, if our bid is accepted, to commence the work immediately as specified in the work order within schedule time as mentioned in of your Notification of Award. We agree to abide by this bid for a period of one year and it shall remain binding upon us and may be accepted at any time before expiration of that period. Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. We also understand that you have the right to vary the quantities and/or split the total order among the Bidders. Dated ____________ Day of _______________ 2015 _____________ Signature & Seal ________________ (in the Capacity of) Only Authorized to sign bid for and on behalf of_______________________

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited ANNEXURE – C1

COMMERCIAL BID To Managing Director Haryana State Electronics Dev. Corpn. Ltd.,(HARTRON) HARTRON BHAWAN, Bays No. 73-76, Sector - 2, Panchkula-134109. Ref: Tender No.HARTRON/ID/02/2014-15 Sir, We declare: 1.

As the Corporation has to execute the job of video streaming/Webcasting in the State of Haryana on behalf of Board of Secondary Education Haryana, we hereby offer the following rates for video streaming/webcasting. (Service tax Extra as applicable):Rates for video streaming/Webcasting: Sr. No.

Description ( for one device)

1.

video streaming per examination hall/room/device per operational day.

Rates per day/per device (Rs.)

2.

We hereby certify that we have read and understood the terms and conditions of the tender and the conditions of the Contract applicable to the tender and we do hereby undertake to supply as per these terms and conditions.

3.

Certified that the Bidder is: A sole proprietorship firm and the person signing the tender is the sole proprietor/constituted attorney of the sole proprietor. Or a partnership firm, and the person signing the tender is a partner of the firm and he has authority to refer to arbitration disputes concerning the business of the partnership by virtue of the partnership agreement/by virtue of general power of attorney.

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited Or a company and the person signing the tender is the constituted attorney. NOTE: Delete whatever is not applicable. All corrections/deletions should invariably be duly attested by the person authorized to sign the tender document. 4. We do hereby undertake that until a formal Contract is prepared and executed, this bid, together with your written acceptance thereof and placement of letter of intent awarding the Contract shall constitute a binding Contract between us. Dated:

this _________________ day of ___________2015

Signature of Bidder

Details of enclosures:

Name:__________________________ Full address:_____________________ _______________________________ Telephone No.____________________________ E-mail:_________________________ Fax No.________________________

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(A state government undertaking)

Haryana State Electronics Development Corporation Limited Check list of Documents: Sr. No.

Required Document

1.

Registration under the Company Act, Contract Labour (Regulation and Abolition) Act.

2.

Turnover of the Company in the last three proceedings years i.e. 2011-12, 2012-13 & 2013-14.

3.

Details of Live Streaming/Web casting Jobs (Provide list).

4.

List of technical staff.

5.

Certificate from the current authorized signatory of the company that company/Agency should not currently have been blacklisted by any Govt. Agency in India or under a declaration of ineligibility for fraudulent or corrupt practices or inefficient/ ineffective performance.

6.

Certificate of solvency by banker to be submitted.

7.

Undertaking on non-judicial stamp paper of Rs. 15/- (duly attested by Notary Public) clearly mentioned that the Company/Agency will be responsible for all the statutory payable to various State/Centre Govt. Departments.

8.

Service Tax No.

9.

Sales Tax No.

10.

Banker‟s detail

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