Tender Document

for
Procurement of Tablet PC

NIT Number: - BSEDC/2012/7426

Bihar State Electronics Development Corporation Limited

BELTRON Bhawan, Shastri Nagar,
Patna 800 023, Bihar
Phone: 0612- 228 1857, FAX: 0612-228 1857
Mob: 08051109698
E-mail amit.shinge@gmail.com, Website: www.beltron.in

Dated: 02/11/2012

Tender Document for Procurement of Tablet PC

Table of Contents
1

Project background ............................................................................................................. 4

1.1

Key Events & Dates .................................................................................................... 4

1.2

Procurement of RFP Document .................................................................................. 5

1.3

Pre-Bid Conference ..................................................................................................... 5

1.4

Amendment of RFP Document ................................................................................... 5

1.5

Venue and Deadline for submission of proposal ........................................................ 6

1.6

Bid Currencies ............................................................................................................. 6

1.7

Validity of the Bids ..................................................................................................... 6

1.8

Earnest Money/Security Deposit ................................................................................. 6

1.9

Evaluation of Bids ....................................................................................................... 7

1.10 Financial Evaluation Process ...................................................................................... 7

1.11 e-Procurement related instructions .............................................................................. 7
2

Notice Inviting Bids.......................................................................................................... 10

2.1

Scope of work............................................................................................................ 11

2.2

General Terms and Conditions.................................................................................. 12

2.3

Liquidated Damage ................................................................................................... 16

2.4

Standard RFP Clauses ............................................................................................... 16

2.5

Force Majeure ........................................................................................................... 18

About the RFP document ................................................................................................. 18

3.1

Documents to be furnished with General cum Technical Bid .................................. 21

3.2

Tender Form .............................................................................................................. 22

3.3

Checklist .................................................................................................................... 28

3.4

Vendor Undertaking .................................................................................................. 30

Technical Bid .................................................................................................................... 32

4.1

Bid Letter................................................................................................................... 32

4.2

Technical Specifications of Tablet PC ...................................................................... 34

Page 2 of 44

Tender Document for Procurement of Tablet PC

5

Financial Bid..................................................................................................................... 37

ANNEXURE A ..................................................................................................................... 39
ANNEXURE - B...................................................................................................................... 40
ANNEXURE C ..................................................................................................................... 43

Page 3 of 44

Tender Document for Procurement of Tablet PC

1

Project background

Bihar, with its bountiful natural resources of fertile soil, abundant water, varied climate and
rich cultural and historical heritage is one of the most fascinating states of India. Recently
honourable Chief Minister of Bihar has taken an initiative in this direction and launched the
state's Bagicha Bachao Abhiyan (Save Orchard Campaign). In Save Orchard Campaign needs
survey of Orchards and generation of MIS reports and tag Orchard location on Google map.
The success of Save Orchard Campaign depends on how accurate survey data is collected.
To overcome the problem and difficulties during survey data collection, a hand handled
device based web solution is required. A hand handled device based application will be
developed which contains the prescribed survey form as per survey requirement. Field staffs
will carry handheld device with preloaded application and visit Orchards for survey and fills
up the requirement information and capture geo tagged time stamped photographs directly
onto the device.
Bihar State Electronics Development Corporation Ltd (BSEDC - herein after referred to as
BSEDC) a undertaking under Department of Information Technology, Govt. of Bihar, invites
bids from leading OEMs/Bidders in the industry for the supply of the OEM packed boxes of
Tablet PCs to be provided at districts (as per Annexure C).
1.1

Key Events & Dates

Event

Target Date

Publication and Sale of Tender All working days during office hours starting from
5th Nov 2012 to 29th Nov 2012 till 2:00 PM
Document
Last date to send in requests for For any clarification and queries relating to tender
document, Bidders have to submit their written
clarifications on the tender
clarifications & queries before 11:00 AM of
22/11/2012
On 22/11/2012 at 3:00 PM
Pre bid Conference

Venue: BSEDC Ltd, Beltron Bhawan, Shastri

Nagar, Patna

Request

for

e-Forms

nd
th
through From 22 Nov 2012 to 29 Nov 2012 till 2:00 PM

www.eproc.bihar.gov.in

Page 4 of 44

Tender Document for Procurement of Tablet PC

th
Submission of Tender Documents Up to 3:00 P.M. on 29 Nov 2012

(only through e-Procurement site)

General cum Technical Bid Opening

On 29th Nov 2012 at 04:00 PM

Note: This Tender Document is not transferable.

1.2

Procurement of RFP Document

Interested OEMs/bidders can download RFP document from the Beltron website
www.beltron.in & e-Procurement website www.eproc.bihar.gov.in from 5th Nov 2012 to
29th Nov 2012 till 02:00 PM and has to deposit a tender document fee with payment of the
non refundable fee of Rs. 10,000/- (Rupees Ten Thousand Only). This fee shall be paid in
form of a demand draft of any nationalized bank located in India, payable at Patna, drawn in
favor of Bihar State Electronics Development Corporation Ltd or through e-Payment prior
to the last date of tender submission. This tender document fee receipt is require to submit
along with the other tender document at the time of final tender submission prior to the last
date of tender submission.
1.3

Pre-Bid Conference

The BSEDC shall organize a Pre Bid Conference on 22nd Nov at 03:00 PM in the Beltron
Bhawan, Patna. The BSEDC may incorporate any changes in the RFP based on acceptable
suggestions received during the interactive Pre-Bid Conference. The decision of the BSEDC
regarding acceptability of any suggestion shall be final in this regard and shall not be called
upon to question under any circumstances. The prospective bidders shall submit their
questions in writing to reach BSEDC on or before 22nd Nov 2012 till 11:00 AM. It may not
be possible at the Pre Bid Conference to answer questions which are received late. The
responses will be conveyed to all the prospective bidders (by way of hosting amendments /
clarifications on the website i.e. at www.beltron.in, www.eproc.bihar.gov.in) in accordance
with the respective clauses of the RFP and no participant would be intimated individually
about the response of the BSEDC.
1.4

Amendment of RFP Document

BSEDC may, for any reason, whether at own initiative or in response to a clarification
requested by a prospective Bidder, modify the bidding document by amendment. All the
amendments made in the document would be published in the website of www.beltron.in,
www.eproc.bihar.gov.in. All such amendments shall be binding on bidders. The bidders are
also advised to visit the aforementioned website on regular basis for checking necessary

Page 5 of 44

Tender Document for Procurement of Tablet PC

updates. The BSEDC reserves the rights to amend the dates mentioned in clause 1.1 of this
volume for bid process.
1.5

Venue and Deadline for submission of proposal

Bidder can submit the Proposal only through e-Procurement portal and must be uploaded in
the site www.eproc.bihar.gov.in on or before 29th Nov 2012 till 03:00 PM. BSEDC shall not
be responsible for any delay in uploading the documents. No further correspondence on this
matter will be entertained.
1.6

Bid Currencies

All prices shall be quoted in Indian Rupees and the contract price shall be paid in Indian
Rupees.
1.7

Validity of the Bids

Financial bid should be valid for a minimum period of 90 days from the last date of tender
submission for placing the initial order.
1.8

Earnest Money/Security Deposit

a) The General cum Technical Bid should also contain relevant supporting documents and
Earnest Money Deposit as per details given below, by Demand Draft/pay order / epayment/ Irrevocable Bank Guarantee (valid for nine month) of any nationalized bank
drawn in favour of Bihar State Electronics Development Corporation Ltd. Patna.
EMD for this project is Rs. 10, 00,000/- (Rupees Ten Lakh only). The Earnest Money
Deposit of the unsuccessful bidders will be refunded without any interest within one
month from the declaration of L1 bidder.
b) In the case of bidders whose bids are accepted for undertaking the work assigned for
this tender, this successful bidder will submit a Performance Security deposit, which
will be equal to 10% (Ten percent) of the contract price that the bidder has quoted in his
Financial Bid. The same would have to be in form of irrevocable valid Bank Guarantee
for the entire warranty period and would have to be submitted within 15 days from the
issuance of the LoI.
c) The successful bidder will also submit an acceptance of the LoI within two days from
the awarding of the Contract.
d) Earnest Money Deposit of the successful bidder will be refunded on receipt of
Performance Security Deposit from the bidder. Performance Security deposit will be in

Page 6 of 44

Tender Document for Procurement of Tablet PC

the form of irrevocable Bank Guarantee drawn in the name of "Bihar State Electronics
Development Corporation Ltd." valid for the entire warranty period.
1.9

Evaluation of Bids

A duly constituted Tender Cum Purchase Committee (TCPC) shall shortlist the Technical
Bids on the basis of Technical Parameters. The names of short listed bidders will be
communicated to the respective bidders only whose Technical bids are found suitable for
opening the financial bids. The Financial/Commercial bids will be evaluated by a duly
constituted Tender Cum Purchase Committee (TCPC). The OEMs / bidders, who are not
registered with Bihar Sales Tax, if selected, should get themselves registered with Bihar Sales
Tax before receiving award of contract or purchase order or else they will have to pay
requisite tax.
1.10 Financial Evaluation Process
The F.O.R. destination price for OEM packed boxes of Tablet PC (including one year
comprehensive warranty) and additional annual maintenance (including comprehensive
warranty) for subsequent next 2 years maintenance should be quoted in Indian rupees. The
price quoted is inclusive of Excise duty, Sales Tax / VAT and all other statutory taxes as
applicable, failing which these are not payable extra. Form-D for concessional rate of sales
tax as well as certificates for exemption from payment of octroi charges shall be furnished.
Financial bid will be evaluated on the basis of Gross Bid Value which is sum total of F.O.R.
destination Price and Net Present Value of 2nd and 3rd year AMC.
Selection of Vendor: The lowest quotation identified amongst all the financial bids would be
derived on the basis of the lowest financial.
The decision of BSEDC Ltd. arrived at as above will be final and no representation of any
kind will be entertained on the above said. The issuance of a Letter of Intent (LoI) in favour
of the successful bidder would be co-terminus with the Awarding of the Contract for this
Tender.
1.11 e-Procurement related instructions
The bidder shall submit his response through Bid submission to the tender on e-Procurement
platform at www.eproc.bihar.gov.in by the procedure given below:
1. The bidder must have the DSC/PKI and user id of the e-procurement website before
participated in the e-tendering process. The bidder may use their DSC/PKI if they

Page 7 of 44

Tender Document for Procurement of Tablet PC

already have the DSC/PKI. They can also take it from any of the authorized agencies
or they may contact on our e-procurement help desk. For user id they can get
registered themselves on e-procurement website www.eproc.bihar.gov.in and submit
their bids online on the same. Offline bids shall not be entertained by the Tender
Inviting Authority for the tenders published in e-procurement platform.
2. The bidders shall submit their eligibility and qualification details, Technical bid,
Financial bid etc., in the online standard formats given in e-Procurement web site. The
bidders shall upload the scanned copies of all the relevant certificates, documents etc.,
in support of their eligibility criteria / technical bids and other certificate /documents
in the e-Procurement web site. The bidder shall sign on the statements, documents,
certificates, uploaded by him, owning responsibility for their correctness/authenticity.
The bidder shall attach all the required documents for the specific tender after
uploading the same during the bid submission as per the tender notice and bid
document.
3. All the required documents will be attached at the proper place as mentioned in the eforms otherwise the tender will be rejected.
4. Cost of the tender document to be paid either at the BELTRON counter through
Demand Draft drawn in favour of Bihar State Electronics Development Corporation
Limited or through online prior to the last date of tender submission.
5. Bihar e-Procurement facilitates the e-payment solutions to their bidders using Axis
Bank payment gateway. Currently the Tender Fee & EMD may be paid using Internet
Payment Gateway (IPG) and Direct Debit (Net Banking) apart from manual mode of
payment where bidder used to submit the Tender Fee / EMD in the department before
tender closing. Internet Payment Gateway (IPG) enables bidders to use their Credit /
Debit card issued by Master / Visa. Any Bank card which is issued from Master / Visa
will be accepted on the e-Procurement portal. Direct Debit (Net Banking) may be done
with the existing Internet Banking user id & password of Axis Bank. The payment
done through any of the above mentioned two modes will automatically be credited to
the concerned account. In case Bidder has used e-payment facilities then they need not
visit to department for submission of Tender Fee / EMD.
6. The tender opening and evaluation will be done online only. Any corrigendum or date
extension notice will be given on the BELTRON and e-procurement website only.
7. For support related to e-tendering process, bidders may contact at following address:

Page 8 of 44

Tender Document for Procurement of Tablet PC

e- Procurement HELP DESK
No. 22, Telephone Colony,Kidwaipuri,
ITO Golamber,Patna,
Bihar 800 001
Ph. No: 0612-2523006, Mob; +91 9939035696

Page 9 of 44

Tender Document for Procurement of Tablet PC

Notice Inviting Bids

BIHAR STATE ELECTRONICS DEVELOPMENT CORPORATION LIMITED

(A Government of Bihar Undertaking)
Beltron Bhawan, Shastri Nagar, Patna-800023
0612-2281857, Fax: 2281857, email: amit.shinge@gmail.com

NIT No: BSEDC/2012/7426

Dated: 02/11/2012
e-Tender Notice

Bihar State Electronics Development Corporation Ltd. (BSEDC), a Government of Bihar

undertaking, under Department of Information Technology, Bihar, undertakes projects on
total IT solutions involving supply of Computer Hardware, Software, and Electronic
Equipments and after sale support services to various Government organizations in the state
of Bihar.
BSEDC invites bids to meet the immediate requirement of about 2500 Tablet PCs to be
provided to field surveyor of Agriculture Department, Government of Bihar during this
financial year, from the Original Equipment Manufacturers (O.E.Ms.), Principal National
Distributors/ Bidder authorised by OEM in India by the undersigned. Bids can be submit
through e-Procurement portal on or before 29/11/2012 upto 03:00 P.M. The General cum
Technical bids will be opened on the same day at 4.00 PM in the presence of the bidders who
desire to participate.
Detailed Tender document containing technical specifications, terms and conditions can be
downloaded from BSEDC web site (www.beltron.in) & e-Procurement website
(www.eproc.bihar.gov.in). Bidder has to purchase the tender document with payment of non
refundable fee of Rs 10,000/- on any working day during business hours till 03.00 PM upto
29/11/2012, in favour of Bihar State Electronics Development Corporation Ltd payable at
Patna or through e-Payment mode. Bidder has to submit receipt/transaction number (in case
of e-payment) of tender fee along with the bid document at the time of bid submission, if
downloaded from the website. Tender document will be available on our web-site w.e.f.
05/11/2012.

Sd/Managing Director

Page 10 of 44

Tender Document for Procurement of Tablet PC

2.1

Scope of work

The successful Bidder(s) will provide the following services:

1. Supply: The bidder has to supply OEM packed boxes of Tablet PC (including one
year comprehensive warranty) and additional annual maintenance (including
comprehensive warranty) for next 2 years. All goods need to be supplied F.O.R. to the
destination mentioned in Annexure-C. In addition to this verification of sample TPCs
of about 10% will be done at warehouse. In case Bidder schedule multiple delivery
dates then on that case BSEDC reserves rights of verification at warehouse for
multiple times.
2. Testing: Testing/ Bench marking as per requirement of the Purchaser and in such
manner and for such size of sample as may be prescribed subsequently may be got
done as a part of the Contract.
3. Installation and Commissioning of Tablet PCs: The successful bidder in respect of
Tablet PCs will do installation of software (as per specification mentioned in fact
sheet), Application and SIM Card(as provided by BSEDC) .
4. After sales service: The Supplier will open or authorize a service centre at least in
nine divisions (Patna, Bhagalpur, Purnia, Muzaffarpur, Gaya, Dharbanga,
Saharsa, Saran and Munger) in Bihar for the maintenance/comprehensive
warranty of Tablet PCs under this tender. Similarly, the Supplier of Tablet PCs shall
keep at least 2% equipments as spare, to provide immediate replacement, with the
service centre during the warranty and extended warranty period, It will be desirable
that minor functional problems of these equipments are taken care of by the service
centre only. In case of major & specific problems, respective vendors will have to
rectify the defect within the time-limits prescribed in the tender document; others
must have to replace with the new one. In case the Bidder has no presence in above
mentioned locations, he/she may furnish an undertaking for establishing the same
within 30 days from the awarding of Contract.
5. The bidder will deploy an online Web based monitoring tool (OMT). As soon as the
user lodges a complaint at service centre, a system generated ticket number has to be
communicated to the user and department nodal point via SMS/Mail. After the
complaint resolution, the status has to be communicated to the user and Department
Nodal Point via SMS or mail. Monthly report of the complaint lodging and resolution
report in order to calculate the down time to the agriculture department/BSEDC at the

Page 11 of 44

Tender Document for Procurement of Tablet PC

end of every month. Bidder has to provide access of OMT to BSEDC and Agriculture
department.
6. Department will authorize a person from each district for acceptance of delivery of
TPCs. Date of distribution of TPCs will be communicated by the supplier to the end
users well in advance. On the communicated date supplier will install SIM and take
sign off from the end user in presence of the designated person. For users who are not
able to collect the TPCs on that particular date, the authorised person will give the
final sign-off on behalf of those users. Supplier will prepare a Sign-off Report and
submit it to the BSEDC Ltd.
2.2

General Terms and Conditions

2.2.1 Definitions
The following interpretation of terms shall be taken:
a) "The Contract" means an agreement regarding supply of the goods & provision of
services entered into between the BSEDC and the Supplier, as recorded in the
Contract Form signed by the parties, including all appendices thereto and all
documents incorporated by reference therein.
b) "The Contract Price" means the price payable to the Supplier under the Contract for
the full and proper performance of its contractual obligations.
c) "The Goods" means all the equipment and/or other material, which the Supplier is
required to supply to the Purchaser under the Contract.
d) "Services" mean services ancillary to the supply of the Goods, such as transportation
and insurance, and any other incidental services, such as installation, commissioning,
training, maintenance and other such obligations of the Supplier covered under the
Contract.
e) "The Purchaser" means the Bihar State Electronics Development Corporation Ltd
(BSEDC).
f) "The Supplier", means short listed Bidder supplying the goods and services under this
Contract.
Note: The aforesaid definitions will be valid with respect to one or more Suppliers shortlisted to execute the Project. Services to be executed by each Supplier have been explained in
detail in this Tender Document.

Page 12 of 44

Tender Document for Procurement of Tablet PC

2.2.2 General Conditions
These General Conditions shall apply to the extent that these are not superseded specific by
provisions in other parts of this tender document. A detailed Contract agreement shall be
signed after the order is placed. Detailed provisions of such a contract-agreement shall have
an over-riding effect vis-a-vis this Tender Document.
2.2.3 Standards
The goods supplied under this Contract shall conform to the standards mentioned in the
Technical Specifications and the latest improvements incorporated after the finalisation of
contract, but before the dispatch.
2.2.4 Patent Rights of the Goods
The Supplier shall indemnify the Purchaser against all third party claims of infringement of
patent, trademark or industrial design rights arising from use of the goods or any part thereof
in India.
2.2.5 AFTER SALES SERVICES
2.2.5.1 Comprehensive Warranty
The Supplier shall provide comprehensive warranty (including labour and spares) for 12
calendar months and additional extended comprehensive warranty for subsequently 2 years
that the equipment / software would continue to conform to the description and quality as
specified for the period from the date of verification of the said equipment to be purchased
and that notwithstanding the fact that BSEDC Ltd. may have inspected and/or approved the
said equipment, if during the aforesaid period. The comprehensive warranty shall cover
the system software, Labour and all the hardware parts including updation / up gradation
(free of cost) of the Operating System.
In addition to warranty as mentioned in above clause, the bidder shall during the warranty
period replace the parts, if any, and remove any manufacturing defect, if found during the
above said period, so as to make the equipment operative. The bidder shall also replace parts
of equipment, in case it is found to be malfunctioning and defective, and that the
equipment cannot be put to operation otherwise. Complaint logging procedure and contact
number will be given to end user with each supply for Complaint logging and resolution
along with SLA for response time and resolution time. Failing to this compliance will result

Page 13 of 44

Tender Document for Procurement of Tablet PC

in deduction in AMC payment, forfeiture of the Performance Security Deposit and
blacklisting of firm with BSEDC /Govt of Bihar for future transaction.
In the event the Bidder / company or the concerned division of the Bidders Company is
taken over / bought over by another company, all the obligations under the agreement with
BSEDC Ltd., should be passed on for compliance by the new company in the negotiation for
their transfer.
2.2.5.2 Service Centre
The Service Centres in the State shall be manned by qualified Engineers and one call
coordinator. The supplier will provide prompt after sales support and shall attend any
complaint as soon as the user lodges the complaint at service centre. The maximum response
time for maintenance complaint from any of the service centre shall not exceed 3 working
days. During contract period, if the complaint is not attended and resolved within 3 working
days, after three working days; for each delayed days the penalty of Rs. 100 per delayed day
per unit. If defect is not rectified within the time stipulated as above penalty as prescribed by
the Purchaser will be imposed. During the warranty period, this penal clause will be enforced
by ensuring that the supplier gives a Performance Security by way of Bank Guarantee to the
Purchaser.
The Agency shall ensure repairing/ replacement of all faulty material within the shortest
possible time thus ensuring minimum downtime (maximum of 3 days), failing which penalty
will be imposed. The Agency shall be responsible for maintaining the desired performance
and availability of the system/services.
General Information about the company (Company profile), Manufacturing and Maintenance
procedure, a list of locations where they have their offices along with number of customer
engineers, number of machines installed, address of service centres, locations of maintenance
inventory available etc.
2.2.5.3 Inventory of Spares
Based on the past experience of the performance of devices and problem faced, supplier or
ASP has to maintain inventory of spares to ensure that all critical spares/ components apart
from the 2% inventory of new equipments for replacement purposes are available with the
Service Centres in sufficient quantity.

Page 14 of 44

Tender Document for Procurement of Tablet PC

2.2.6 Inspections and Testing
a) The Purchaser or its representative shall have the right (if it so desires) to test the
goods to ascertain their conformity to the specifications. The Purchaser shall notify to
the Supplier in writing of the identity of the representative deputed for this purpose &
nature of tests that may be conducted (if found necessary) for bench-marking.
b) Minimum 10% of total goods and acceptance of the supplied goods will be done by
district administration at specified location. Detailed address of the site will be
communicated during the time of agreement. However, wherever it is considered
necessary, testing and acceptance may be done at the time of delivery.
c) If any inspected or tested Goods fail to conform to the Specifications, the Purchaser
may reject them and the Supplier shall either replace the rejected goods or make all
alterations necessary to meet specification requirements to the Purchaser. No payment
will be made for the rejected items.
d) At the destination site, the cartons will be opened only in the presence of concerned
official of district administration and Manufacturer's representative and the intact
position of the seal for not being tampered with shall also form the basis for certifying
the receipt in good condition.
e) Bidder has to submit one sample of the standard tablet PC, which matches all the
specifications mentioned in the tender document (in section 4.2). This sample should
be submitted at BSEDC office within 2 working days from the last date of bid closing/
submission date for the purpose of verification, inspection and testing. In case bidder
fails to submit the sample tablet PC or sample tablet PC doesnt match the
specifications mentioned in the tender document, BSEDC reserves the right to reject
the bid of that particular bidder.
2.2.7 Packing Delivery & Documentation.
The supplier shall provide such packing as is required to prevent damage or deterioration of
the goods during transit to their final destination as indicated in the Contract. The packing
shall be sufficient to withstand, without limitations, rough handling during transit and
exposure to extreme temperatures and precipitation during transit and open storage. The
Supplier shall be responsible for any defect in packing.
Delivery of the goods and associated documentation will be done in such manner as may be
prescribed by the Purchaser in the Contract.

Page 15 of 44

Tender Document for Procurement of Tablet PC

2.2.8 Insurance
All costs related to insurance (if any) shall be borne by the supplier for goods supplied under
the Contract against loss or damage incidental to manufacture or acquisition, transportation,
storage and delivery.
2.2.9 Transportation
The entire cost of carriage/transportation from the port of discharge to the destination shall be
borne by the Supplier.
2.2.10 Literature and Instruction
Sufficient number of copies of illustrated literature and instruction books regarding the
installation, handling, maintenance and use of the Goods at each station shall be supplied by
the supplier as part of the Contract price before dispatch of the first assignment.
2.3

Liquidated Damage

The RFP to be given for testing and acceptance and / or delivery and installation at site is to
be strictly adhered to in view of the strict time schedule for implementation of various
projects. Any unjustified and unacceptable delay in delivery beyond the delivery schedule as
per purchase order (which shall not be more than three weeks for all items from the date of
purchase order delivery of APK File and SIM Card from BSEDC Ltd., whichever is later.)
will render the Bidder/Manufacturer liable for damage at the rate of 1% (one percent) on
incremental basis for 5th and 6th week on remaining TPCs and simultaneously for 7th and 8th
week onwards bidder will be liable for damage at the rate of 2% (two percent) on incremental
basis on remaining TPCs. Thereafter BSEDC Ltd. holds the option for cancellation of the
order for pending supply, and procurement the same from any other Manufacturer, forfeiting
the EMD/Security deposit of the Vendor and blacklisting of firm with BSEDC /Govt of Bihar
future transaction. Also, BSEDC ltd. has option to procure the items from alternate source at
the risk and cost of the defaulting Vendor.
2.4

Standard RFP Clauses

a) In the event the Bidder / company or the concerned division of the Bidders Company
is taken over / bought over by another company, all the obligations under the
agreement with BSEDC Ltd., should be passed on for compliance by the new
company in the negotiation for their transfer.

Page 16 of 44

Tender Document for Procurement of Tablet PC

b) The Bidder will have to enter into written agreement with BSEDC Ltd. for honouring
all aspects of fair trade practices in executing the purchase orders placed by BSEDC
Ltd. by responding to this tender.
c) Change in Product Name: If the name of the product is changed for describing
substantially the same in a renamed form, then all techno financial benefits agreed
with respect to the original product, shall be passed on to BSEDC Ltd. and the
obligations with BSEDC Ltd. taken by the Bidder with respect to the product with the
old name shall be passed on to the product so renamed.
d) The system must be supplied in full as per specified configuration for acceptance. The
acceptance tests will include the running of the evaluation test as conducted during
selection of the bidder. The system must give same performance results as shown
during initial benchmark/evaluation tests. The delivered systems, in addition to
meeting

the

evaluation

test,

should

also

contain

the

same

subsystem

(Branch/Manufacturer) as were given at the time of initial evaluation tests. Failure to

fulfil any of the above-mentioned conditions will entail damage, deduction or
cancellation of the purchase order along with forfeiture of the EMD/Security Deposit.
e) A pre-receipted bill shall be submitted in triplicate in the name of Bihar State
Electronics Development Corporation Ltd. or designated authority. It shall be done
soon after the delivery along with a copy of the duly receipted delivery challan. The
payment of the bills will be made after complete delivery/testing and acceptance of
the systems and on submission of Performance Bank Guarantee.
f) On completion of the warranty period, the performance bank Guarantee shall be
released after satisfying that proper free warranty support has been provided during
warranty period of one year for all the supplies. If considered necessary, suitable
amount of penalty shall be recovered from the bidder or from their security deposit as
mention in SLA, while releasing the security deposit. After expiry of warranty,
BSEDC LTD. or designated authority will either enter into Annual Maintenance
Contract with the supplier for post-warranty maintenance of the system or maintain
them in-house or enter into Annual Maintenance Contract with third party. In case
BSEDC LTD. or designated authority opts to maintain the systems in-house or
through third party, the bidder shall make available to BSEDC ltd. or designated
authority all necessary spares, same or equivalent spares without affecting the
compatibility or performance of any part of the system, for a period of at least two
years from the expiry of the warranty period.

Page 17 of 44

Tender Document for Procurement of Tablet PC

g) This shall be binding on the Bidder/Manufacturer under the terms and conditions of
the purchase order to be placed on finalization of the tender process. Hardware vendor
should provide all kinds of after sales support during the warranty period.
h) All the items from must be supplied, installed or commissioned of all locations within
FOUR Weeks from the date of awarding of Contract (release of Purchase Order or
delivery of APK File and SIM Card from BSEDC Ltd., whichever is later).
i) Bidder cannot quote for more than one model/Product either from same OEM or from
different OEM.
j) In case OEM is bidding for the tender, OEM cannot authorize any other bidder to
quote for his product.
2.5

Force Majeure

Neither party shall be responsible to the other for any delay or failure in performance of its
obligations due to any occurrence commonly known as Force Majeure which is beyond the
control of any of the parties, including, but without limited to, fire, flood, explosion, acts of
God or any Governmental body, public disorder, riots, embargoes, or strikes, acts of military
authority, epidemics, strikes, lockouts or other labour disputes, insurrections, civil
commotion, war, enemy actions. If a Force Majeure arises, the Bidder shall promptly notify
Tenderer in writing of such condition and the cause thereof. Unless otherwise directed by
Tenderer, the successful bidder shall continue to perform his obligations under the contract as
far as is reasonably practical, and shall seek all reasonable alternative means for performance
not prevented by the Force Majeure event. The successful bidder shall be excused from
performance of his obligations in whole or part as long as such causes, circumstances or
events shall continue to prevent or delay such performance.
a) Tenders not conforming to any or all the above terms and conditions are liable to be
rejected.
b) BSEDC LTD reserves the right to reject any or all the tenders without assigning any
reason whatsoever. BSEDC LTD. would not be under obligation to give any
clarification to such rejected tenders. BSEDC Ltd may decide not to procure any
particular item even after opening the bids.
c) All disputes are subject to jurisdiction within the geographical and administration
confines of Patna only.

About the RFP document

Page 18 of 44

Tender Document for Procurement of Tablet PC

There are two parts of tender document papers namely:General cum Technical Bid
Financial Bid
a) The tender should be submitted through e-Tendering / e-Procurement portal only. No
other form of tender submission will be valid for evaluation.
b) Tenders duly filled and accompanying all supporting documents, should be uploaded
in the e-Procurement / e-Tendering portal as per the defined schedule in section 1.1,
after which no tender would be accepted and would be able for outright rejection.
c) The bidders can submit the EMD in form of DD or Bank Guarantee or can pay the
EMD amount through e-payment prior to the last date of tender submission.
d) The online bids will be opened at Bihar State Electronics Development Corporation
Ltd., Beltron Bhawan, Shastri Nagar, Patna- 800 023. The Financial Bids of only the
Bidders short listed from the General Cum Technical bids will be opened.
e) Tenders should be fully in accordance with the requirements of the Terms and
Conditions as specified in this RFP.
f) Appropriate forms furnished with this specification shall be used in filling quotation.
Incomplete, illegible e-form will be rejected.
g) All offers should be made in English. 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.
h) The Price and conditions of the offer should be valid for at least a period of 90
days from the date of tender opening. Quotations/ Bids with validity of less than 90
days may be rejected.
i) Modification of specifications and extension of closing date of tender, if required,
will be made by an Addendum. Copies of Addenda will be sent to those who have
purchased the tender document. This shall be signed and shall form a part of the
tender in full and/or part thereof.
j) Bidders shall carefully examine the tender documents and the technical specification
and fully inform themselves as to all the conditions and matters, which may in any
way, affect the work or the cost thereof.
k) In case a bidder finds any discrepancies in or omissions from the specification or
other documents, or in case there be any doubt as to their meaning, he should at once

Page 19 of 44

Tender Document for Procurement of Tablet PC

notify BSEDC Ltd. This however does not entitle the bidder to ask for time beyond
the due date fixed for receipt of tenders.
l) Submitted tender forms, illegible rate or rates not shown in figures and words in
English, will be liable for rejection. In case of discrepancy between words and figures
noted against each items of the tender and between unit rates and the total amount, the
decision of the tender issuing authority (BSEDC Ltd.) will be final and binding on the
bidders. Total of each item and grand total of whole tender should be clearly written..
Clerical and arithmetical mistakes may result in rejection of the tender.
m) The terms of payment delivery and acceptance applicable in this case and indicated in
the Terms and Conditions of this RFP. BSEDC Ltd on behalf of the State Govt. or its
own may, in exceptional cases, considers alternative terms than those specified.
n) In comparing tenders and in making awards BSEDC Ltd may consider such factors as
compliance with the specifications, relative quantity of supply, ability to provide
repairs and maintenance service, the time of delivery and such other conditions as it
may consider relevant.
o) Request from the bidder in respect of additions, alterations, modifications, corrections
etc. of both terms and conditions or rates after opening of the tender will not be
considered.
p) The bidder shall make its own arrangements, for supply, installation and
commissioning of materials at the identified delivery sites at all districts.
q) While tenders are under consideration, bidders and their representatives or other
interested parties, are advised to refrain from contacting by any means Purchaser's
personnel or representatives, on matters relating to the tenders under study. BSEDC
Ltd. if necessary will obtain clarification on tenders by requesting such information
from any or all the bidders either in writing or through personal contact as may be
necessary. The bidder will not be permitted to change the substance of his offer after
the tenders have been received in BSEDC Ltd. Any attempt by any bidder to bring
pressure of any kind, may disqualify the bidder for the present tender and the bidder
may be liable to be debarred from bidding for BSEDC Ltd. tenders in future for a
period of three years.

Page 20 of 44

Tender Document for Procurement of Tablet PC

3.1

Documents to be furnished with General cum Technical Bid

Documents advised to be furnished along with General Cum Technical Bid (in the following
order). For the General Cum Technical Bid Bidders should upload attested scanned copies of
the following basic documents along with the bid.
a) The bidder has to submit his company registration certificate.
b) The copy of Sales Tax, Registration number allotted by Commercial Tax,
Department. The OEMs (bidders) who are not registered with Bihar Sales Tax, if
selected, should get themselves registered with Bihar Sales Tax before receiving
award of contract or purchase order. Or else they bill have to pay entry tax.
c) Copy of PAN/TIN number of the Bidder / Manufacturer allotted by the Income Tax
Authorities.
d) The attested copy of the bidder/Manufacturer Registration No. allotted by Service Tax
Department.
e) Proof of annual turnover (Audited Balance Sheet) of the Bidder and self certified
photo copy of Purchase orders as per eligibility criteria.
f) Certificate of Registration of Manufacturer as per eligibility criteria. Registration
number of the firm along with the CST/BST/VAT/TIN No. allotted by the sales tax
authorities should invariably be given in the tender bid.
g) The valid income Tax Clearance Certificate should also be given.
h) Technical Literature of the tablet PC.
i) Road Map of the product.
j) Copy of ISO 9001:2008 certificate
k) Manufacturer authorisation from the OEM (as per the enclosed format).
l) Undertaking for not being debarred, blacklisted or disqualified from any assignment,
by any Government department (either state or Central) or corporation
m) Undertaking from OEM that if the standard product available with OEM does not
match the features as required (as mentioned in section 4.2, only in case of front
camera) then the product would customize as per the requirement of BSEDC.
n) Any other document which the bidder feels necessary to support his bid.
o) The Manufacturer should also furnish the following with the General Cum Technical
Bid
a. The address of the OEMs Country Office & Local office in Bihar (along with
telephone/ mobile /fax /e-mail/web address).

Page 21 of 44

Tender Document for Procurement of Tablet PC

b. The details of Service Network (Service station with Address, Officer-incharge, No. of service engineers, Area Covered etc.) available across Bihar.
3.2

Tender Form
Bihar State Electronics Development Corporation Ltd., Patna
(A Govt. of Bihar Undertaking)
Tender Form
Details of the firm participating in the tender-

1
2

3
4
5
6

Name of Bidder
Name
&
Designation of
Authorized
Signatory
Registered
Office Address
Factory/Godown Address
Year
of
Establishment
Type of Firm
Put enter "Yes"
Telephone
Number(s)/
Mobile

Website

Fax No.

10

Email Address

Public Limited

Private Limited

Partnership

Proprietary

Copy of this is attached as IncorporationCertificate_DOC

I The Tender fee amounting to Rs.10,000/- (Rupees ten thousand only) has been deposited
vide cash Receipt
No/DD No.
Dated
or through e-Payment to A/c No 02 of Indian Overseas Bank, Shastri Nagar, Patna
vide
e-Payment
transaction No. and
Dated
Copy of this is attached as TDFEE_DOC
II. Following documents are attached towards the proof of earnest money deposited.

Page 22 of 44

Tender Document for Procurement of Tablet PC

Sl.
No.

Instrument of Earnest
Money Deposited (EMD)
DD/Banker's Cheque (Local
Only)/ e-Payment / Others

Amount

Number

Starting
date for
EMD BG

Expiry date
for EMD
BG

If exempted
mark (Yes)

10,00,000
Note1: Earnest Money Deposit (EMD) Rs.10,00,000 (Rupees Ten Lakhs Only) as per details
given below, by Demand Draft/pay order/e-Payment/Irrevocable Bank Guarantee (valid for 9
months from last date of submission of tender) of any nationalized bank drawn in favour of Bihar
State Electronics Development Corporation Ltd. Patna
(copy of this is attached as EMD_DOC)
If exempted, the proof of exemption is to be attached in the same attachment
III -OEM Authorization Certificate/Manufacturing Certificate(in case bidder is manufacturer
itself ) is given as per details below:
a) The OEM should also be engaged in the manufacturing of either of the followings: Desktop,
Laptops, Tablets, Touch Pad, and Smart Phones & Mobile Phones.
b) The OEM/Bidder should have its own office in Bihar
c) The OEM/ASP should have at least 75 Service centres in India.
d) OEM should be an ISO 9001:2008 certified company

Sl. No.

OEM Name
& address(to
Manufacturer Name & address(to
be filled in
Date of No.
of Issuing
be filled in case Bidder is
case Bidder is
Certificate certificate Authority
Manufacturer)
Not
Manufacturer)

(Copies of this is attached as OEMAUTH_DOC & ServiceCentrelist_DOC)

Page 23 of 44

Tender Document for Procurement of Tablet PC

IV. ELIGIBILITY CRITERIA:
Turnover criteriaa) The annual turnover of the bidder who supplies Tablet PCs should be of minimum of
Rupees 10 Crores per annum for each of the last 3 years directly in India.
b) The annual turnover of the OEM whose Tablet PCs are being supplied should be minimum
of Rupees 1,000 Crores per annum for each of the last 3 years in India
c) A Bidder should be manufacturer or authorised Principal National distributor or importer or
large scale system integrator of the required Tablet PC.
d) After sale support can be directly provided by OEM or ASP. It is bidder's responsibility
either backed by OEM or itself to provide comprehensive warranty mentioned in RFP
within time period as mentioned in SLA.
Details of present / past turnover of our firm (OEM) is given as below
Sl. No.

Turnover (In lac Rs.)

Year
2011-2012
2010-2011
2009-2010

Copy of audited financial statement is attached as TURNOVEROEM_DOC

Details of present / past turnover of our firm (Bidder) is given as below
Sl. No.

Turnover (In lac Rs.)

Year
2011-2012
2010-2011
2009-2010

Copy of audited financial statement is attached as TURNOVERBIDDER_DOC.

C) Experience Criteria - Experience Criteria in terms of sales of Desktop/Laptops/Tablet
PC/Mobile Phone/ TouchPad/ NetBook of order value in last three years. :
Rs. 75 Lakhs in single order
or Rs. 50 Lakhs in two order
or Rs. 35 Lakhs in 3 orders.

Page 24 of 44

Tender Document for Procurement of Tablet PC

The details are given below:
Details of the orders given to our firm is given below:
Sl. No.

Date
Order

of

No of Orders

Name of Ordering Value of the

authority

Order in INR

Copy of original orders is attached as EXP_DOC

D) Manufacturer Authorisation Form- (Bidder must quote the MAF as per the format given in
Annexure A)
Copy of MAF is attached as MAF_DOC
E) PAN - (Bidder must quote their PAN.) The details of bidders PAN is as follows:
Name of the bidder

PAN allotted by Income Tax Department

Copy of PAN is attached as PAN_DOC

F) Service Tax Registration No (Bidder must quote their Service Tax Registration Number of
Manufacturer or bidder) The details are given below:
Name of the bidder

Service Tax no allotted by Service Tax Department

Copy of Service tax registration No is attached as SERVICETAX_DOC

G) Digitally Signed copy of entire Original Tender Document and Corrigendum and with one
page undertaking by the firm submitted ( format is annexure after this tender form)
Copy of entire original tender document and corrigendum and with one page undertaking by the
firm is attached as SIGNEDTD_DOC
V. Tax Registration Certificates:

Page 25 of 44

Tender Document for Procurement of Tablet PC

CST

BST

VAT

ENTRY

ANY

TAX

OTHER

Whether tax clearance certificate enclosed

(Yes/No.)
Certificate Number
VI. We accept the following terms of Delivery & Installation: 4 Weeks delivery time limit
will be applicable for all deliveries at specified locations at districts from the date of signing of
agreement or delivery of APK File and SIM Card from BSEDC Ltd., whichever is later. (Order
date not to be included) by the supplier. In exceptional cases, BSEDC Ltd. may ask the
Bidder/Manufacturer to deliver the items at BSEDC Ltd. for verification prior to delivery,
installation and commissioning at user site. The installation should be completed within 30 days
of delivery of the equipment at user site.
VII. We accept the payment schedule as per details given below:Sl.
No

Percentage
(%) of

Condition/ Event

payment

0%

70%

No Advance payment shall be made.

0n Successful Delivery at the BSEDC after 10% random sample
verification (Original, Duly sealed & signed).
On Installation, commissioning, installation of Application from the

20%

APK file and SIM Card provided by the BSEDC Ltd. verification and
distribution thereof at the specified locations at districts as specified in
RFP.
After 3 months of successful performance at all places of installations.

10%

During these three months period, it is essential to resolve all complaints

up to the satisfaction of end user regarding performance/shortcoming of
the Tablet PC.

Note: remittance charge on payment made shall be borne by the bidder.

Maintenance service

Page 26 of 44

Tender Document for Procurement of Tablet PC

Free maintenance services shall be provided by the Bidder during the period of contract at
service centres. The maximum response time for maintenance complaint from any of the
service centre shall not exceed 3 working days. During contract period, if the complaint is not
attended and resolved within 3 working days, after three working days; for each delayed days
the penalty of Rs. 100 per delayed day per unit.
If the bidder fails to keep the equipments in the working conditions the penalty will be
recovered against / from performance bank Guarantee submitted by the bidders /Quarterly
Payment.
The Agency shall ensure repairing/ replacement of all faulty material within the shortest
possible time thus ensuring minimum downtime, failing which penalty will be imposed. The
Agency shall be responsible for maintaining the desired performance and availability of the
system/services.
VIII. We agree to abide by all the conditions mentioned in this Tender Document issued by the
Tendering Authority and also the further conditions of the said Tender Notice given in the (all
the pages of which have been signed by us in token of acceptance of the terms mentioned
therein).
IX The rates quoted are valid for a period of 90 days from the date of tender opening. The
validity can be extended with mutual agreement.
X. Technical Bid duly filled in and signed and the TENDER CONSISTING
SPECIFICATIONS DULY SIGNED (with seal) BY RESPECTIVE OEMs are enclosed with
this tender form along with Terms & Conditions in token of acceptance.
XI. The un-priced Bill of material is enclosed for your evaluation.
XI. The rates for the supply of items mentioned as prescribed are given separately in the
financial bid.
XII. Reproduced / re-word-processed formats or bidder's own formats for the price quotations
will disqualify the tender.
Declaration:
I do hereby declare that copies of above documents have been attached at the right and
correct hyperlink provided with the correct document name in the e-form. In case documents
have been attached at wrong place, our tender is liable to be rejected.

Page 27 of 44

Tender Document for Procurement of Tablet PC

3.3

Checklist
Schedule No. I

Evaluation will be done as per the information provided in the checklist. Hence unattached
checklist may be rejected.
Sl.

Checklist Item Description

Document Name

Document

No.

attached
(YES/NO)

Submission of Tender document Fee

TDFEE_DOC

Submission of EMD ( if not attached then EMD_DOC

proof of exemption)

Company Incorporation Certificate

IncorporationCertific
ate_DOC

OEM authorization certificate for this Tender OEMAUTH_DOC

or Manufacturing Certificate

Turnover Eligibility Criteria for OEM and TURNOVEROEM_

Bidder ( Audited Balance Sheet)

DOC

&

TURNOVERBIDDE
R_DOC
6a

Order Value Criteria for 75 Lakhs in One ORDER75LH_DOC

Order

6b

Order Value Criteria for 50 Lakhs in two ORDER50LH_DOC

Order

6c

Order Value Criteria for 35 Lakhs in three ORDER35LH_DOC

Order

Manufacturing Authorisation Form

Bidder Undertaking for not being debarred, UNDERTAKING_D

blacklisted

or

disqualified

from

MAF_DOC

any OC

assignment, by any Government department

(either state or Central) or corporation

Page 28 of 44

Tender Document for Procurement of Tablet PC

Sl.

Checklist Item Description

Document Name

No.

Document
attached
(YES/NO)

PAN number allotted by the Income Tax PAN_DOC

Authorities, copy only.

10

Manufacturer's Regd. No. allotted by Service SERVICETAXREG_

Tax Dept., copy of certificate only

11

DOC

Digitally Signed copy of entire Original SIGNEDTD_DOC

Tender Document and Corrigendum and with
one page undertaking by the firm submitted

12

Undertaking from OEM that if the standard UNDERTAKING_O

product available with OEM does not match EMCUSTOMIZE.D
the features as required (as mentioned in OC
section 4.2, only in case of front camera) then
the product would customize as per the
requirement of BSEDC.

Note:-Attachments will be attached at right places otherwise it will be rejected.

I do hereby declare that the following self attested copies of the documents submitted with
the tender document

Page 29 of 44

Tender Document for Procurement of Tablet PC

3.4

Vendor Undertaking
Undertaking by the Vendor

I have read all the terms, conditions, enclosures and the whole tender document No...
Dated ..) (page number 1 to page number 44) and corrigendum ( if any) No..,
Dated.(page no1 to page no
) and understood the contents. As a token of
acceptance of all the terms of tender, I am here by submitting the entire tender document and
the full corrigendum electronically in PDF format by using the allotted digital signature. I am
also authorized by my firm to fill in this tender and therefore I am submitting this in the form
of undertaking. Apart from that agree to abide by the following:
1. Certificate of satisfactory past performance (last 3 years) has been enclosed.
2. We will ensure that a minimum of 98% uptime, calculated on an annual basis is
achieved for the supplied items.
3. We shall give benefit of any price reduction found by the time of placing the supply
order.
4. We agree to accept partial order if it is placed.
5. We have quoted rates of items for 1 year comprehensive warranty, with spare and
labour. We agree to maintain/support the quoted items after warranty period as well.
6. In case the item quoted is imported, direct shipment of the entire items including addons from OEM, is ensured & would be provided. It is undertaken that no item
supplied is used/reprocessed or refurbished in any manner either in part or otherwise.
7. The above document is executed on ___/__/2012 at (place) _______ and we accept
that if anything out of the above information is found wrong, our tender shall be liable
for rejection.
8. We hereby undertake that all the components/parts/assembly are original and no
duplicate parts are used in the entire manufacturing process.

Name of Person: _________________________________________________

Complete Address: _______________________________________________

_______________________________________________
Digital Signature of the Bidder

Page 30 of 44

Tender Document for Procurement of Tablet PC

Undertaking of Authenticity for supply of OEM Packed Boxes of Tablet PCs
The Managing Director
BSEDC Ltd, Beltron Bhawan
Shastri Nagar
Patna - 800 023

Sub: Supply of OEM Packed Boxes of Tablet PCs.

Ref: 1. Your Purchase Order No .dated ..
2. Our invoice no/Quotation no

...dated ....

With reference to the OEM Packed Boxes of Tablet PCs being supplied/quoted to you vide
our invoice no/quotation no/order no. Cited above.
We hereby undertake that all the components/parts/assembly/software used for OEM Packed
Boxes of Tablet PCs supplied is from respective OEMs of the products and that no
refurbished/duplicate/second hand components/ parts/ assembly/ software are being used or
shall be used.
In case of default and we are unable to comply with above at the time of delivery or during
installation of OEM Packed Boxes of Tablet PCs, we agree to take back the OEM Packed
Boxes of Tablet PCs without demur, if already supplied and return the money if any paid to
us by your in this regard.
We (OEM name) also take full responsibility of both Parts & Service SLA as per the content
even if there is any defect by our authorized Service Centre/Reseller/Sl etc.

Authorized Signatory.
Name:
Designation
Place

Page 31 of 44

Tender Document for Procurement of Tablet PC

4

Technical Bid

4.1

Bid Letter

The Managing Director,

BSEDC Limited,
Beltron Bhawan, Shastri Nagar,
Patna - 800 023

Reference: Tender Number . Dated

Sir,
We hereby declare:
a) We are the OEM/ Authorised Agents for supply of the OEM Packed Boxes of Tablet
PCs proposed in our solution.
b) That we are equipped with adequate maintenance and service facilities within India
for supporting the offered items. Our maintenance and service facilities are open for
inspection by representatives of BSEDC/GoB.
We hereby offer to supply the OEM Packed Boxes of Tablet PCs and provide the services at
the prices and rates mentioned in the attached commercial bid.
In the event of acceptance of our bid, we do hereby undertake:
a) To supply the equipment and commence services as stipulated in the schedule of
delivery forming a part of the attached technical bid.
b) We affirm that the prices quoted are inclusive of delivery, installation, and
commissioning charges and all sales/service taxes. (Octroi and any local levies will be
charged on actual on submission of proof of remittance.)
We enclose herewith the complete Technical Bid as required by you. This includes:
1.
2.
3.
4.
5.

Bid particulars
This bid letter
Schedule of delivery
Warranty
Manufacturers authorization form(s)

Page 32 of 44

Tender Document for Procurement of Tablet PC

We agree to abide by our offer for a period of 90 days from the last date of submission of
commercial bid prescribed by Government of Bihar and that we shall remain bound by a
communication of acceptance within that time.
We have carefully read and understood the terms and conditions of the tender and the
conditions of the contract applicable to the tender. We do hereby undertake to provision as
per these terms and conditions.
There will not be any deviations from the terms and conditions of the tender.
We hereby certify that the Bidder is a Directorate and the person signing the tender is the
constituted attorney.
Bid Security in the form of a Bank Guarantee issued by ______________ (bank), valid till
___/___/_____ (dd/mm/yyyy), for an amount of Rs. 10,00,000/- (Rupees Ten Lakhs) is
enclosed in the cover containing pre-qualifying requirements.
We do hereby undertake, that, until a formal contract is prepared and executed, this bid,
together with your written acceptance thereof and notification of award of contract, shall
constitute a binding contract between us.

Digital Signature of Bidder

Page 33 of 44

Tender Document for Procurement of Tablet PC

4.2

Technical Specifications of Tablet PC

Technical evaluation will be done on the basis of specification given by bidder in below
format.
Features should be present in the standard available Model
Items

Technical Specification

General

Make & Model

Type
Display

Bidder
Specification

The model to be supplied

should be a standard product of
the OEM.
Capacitive touch screen (7.0
inches or above)

Resolution

Minimum 1024 X 600 pixels

Multi touch

Yes

Loudspeaker

Yes, with stereo speakers

3.5mm jack

Yes

2G (SIM based)

Yes, Only GSM

Sound

3G (SIM Based) (TPC should

3G (SIM based)

support both 2G & 3G SIM) Only

GSM.

3G

USB

Modem

Connectivity Support

Yes(optional)

Bluetooth

Yes

Wi-Fi

802.11 b/g/n

USB

Mini USB / Micro USB 2.0

HDMI

Yes (Optional)

RAM

1 GB or higher

Memory
Internal Storage

8 GB storage or higher.
Expandable Storage capacity upto

Page 34 of 44

Tender Document for Procurement of Tablet PC

32 GB.
Card slot type
Primary

Micro SD / Macro SD (Optional)

3MP* or higher

(at back side)

Camera

Secondary (optional)
(at front side)
Other features
OS

Other

VGA (Optional)
Geotagging, video recording
Android 4.0 \ Windows 7 \ IOS
5.0 or equivalent or above

Processor

1 GHz or better

Browser

HTML or Equivalent

GPS (Standalone)

Yes

A-GPS

Yes (Optional)

Document Support

Document viewer

Features

Li-lon or Li-Po battery to have

minimum 6 hours of continuous
Battery

Usage Time

reading or 4.0 hours of video

playback and application up-Time
(more than 3500 mAH)
Less than 0.6 Kg

Weight

One

year

comprehensive

warranty and two year extended

annual maintenance (including

Warranty

Spares & labour including free

updation / up gradation of the OS
during the warranty period.
OEM to be ISO 9001: 2008

Others

Certifications
Adapter to be CE certified

Page 35 of 44

Tender Document for Procurement of Tablet PC

Equipment to support charging
Charging

through USB port also. USB

Cable to be provided along with.

*OEM that does not have primary camera of 3MP as a standard product can also be considered but
sample of TPC (with all other specifications matching as mentioned above except camera of 3MP) at
BSEDC as per tender term mention in section 2.2.6.e should be submitted. In such case bidder has to
give undertaking that the product would be customized as per the requirement of BSEDC.

Features/Accessories to be provided along with TPCs

Items

Bidder

Technical Specification

Adaptor

Screen Guard

Specification

2 Pin readily available in

market
Anti-

Scratch,

Anti

Finger

Protected

Anti-Glare,
Print,

UV

Thermoplastic

Screen Guard

Accessories

Artificial

Leather

Tablet

Carrying bag with Leather

Carry Case

Belt and Dimension (L x W x

H) matching the dimension of
TPC.
Document editor and Open
Office Suite

Other
Features

Document Support

Media Player with support for

MP3/WMA/AAC+/WAV
Video player with support for
DivX/WMV/XviD,

Page 36 of 44

Tender Document for Procurement of Tablet PC

5

Financial Bid
Bihar State Electronics Development Corporation

Name of Bidder__________________________________________________________
Address for Correspondence____________________________________________________
Initial evaluation/ comparison of items given in the Tender Document will be done on the
basis of Gross Bid Value (R) which will take into account F.O.R. destination price (including
Comprehensive warranty for one year and inclusive of all taxes) and Net Present Value of
A.M.C for 2nd and 3rd year. The F.O.R. price (including one year warranty) must include
all support, Excise Duty & Entry Taxes etc. However it is preferred that OEM or their
Authorised partner shall have dump/depot in Bihar.
Gross Bid Value: The Gross Bid Value will be calculated using Net Present Value
(NPV) method to evaluate overall offer of the Bidder as on date.
3

Gross Bid Value (R) = (FOR Destination +

Ai
Price + i-1 ) * Qty
(B)

i=2

Where B = [1 + (8 /100)] and Ai = AMC value for ith year

It is clarified that a separate order for AMC will be placed on the successful Bidder for the
AMC at the end of 1st year or beginning of the 2nd year by the end user.
SL
.
No

1.

Item Code

Quantity

OEM Packed Boxes of 2500

Tablet PCs + Accessories

FOR Destination
Unit
Price
(Inclusive of all
taxes
and
inclusive of 1
year warranty)
P (Rs.)

AMC
Price
for 2nd Year
(Inclusive of
taxes)
per
TPC

AMC Price for

3rd Year
(inclusive
of
taxes) per TPC

A2(Rs.)

A3(Rs.)

x.xx

x.xx

x.xx

It is clarified that a separate order for AMC will be placed on the successful Bidder for the
AMC at the end of 1st year or beginning of the 2nd year by the end user and similarly at the
end of 2nd year or beginning of the 3rd year.
Note 1:

Page 37 of 44

Tender Document for Procurement of Tablet PC

The Bidder shall not quote prices subject to certain conditions. Bids containing any
conditional prices may be rejected or the Purchaser may take a final decision in its
discretion about such conditionalitys.
Note 2:
Arithmetical errors will be rectified on the following basis. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail and the total shall be corrected. If the Bidder
does not accept the corrections of errors, its bid will be rejected. If there is
discrepancy between word and figures, the amount in words will prevail.
Note 3:
The Bidders will be ranked in the inverse order of their Gross Bid Value (R).

Page 38 of 44

Tender Document for Procurement of Tablet PC

ANNEXURE A
Manufacturers Authorization Form
Date: dd/mm/yyyy
To,
Managing Director,
BSEDC Limited,
Beltron Bhavan, Shastri Nagar,
Patna - 800 023

Reference: BSEDC/
Sir,
We _______________________, (name and address of the manufacturer / developer) who
are established and reputed manufacturers of __________________ having factories at
__________________ (addresses of manufacturing locations) do hereby authorize M/s
_______________________ (name and address of the bidder) to bid, negotiate and conclude
the contract with you against the above mentioned tender for the above equipment
manufactured by us. AS an OEM we assure timely supply and back to back support with
services and spares for the offered product for the warranty period and additional 5 years
after completion of standard / comprehensive warranty.
Yours faithfully,
For and on behalf of M/s __________________________(Name of the
manufacturer/ developer of system software)

Authorised Signatory
Note: This letter of authority should be on the letterhead of the concerned manufacturer /
system software developer and should be signed by a person competent and having the power
of att`orney to bind the manufacturer.

Page 39 of 44

Tender Document for Procurement of Tablet PC

ANNEXURE - B
DRAFT FOR AGREEMENT
An Agreement made this Date of Agreement between (Your company Name & Address)
(hereinafter called "the approved vendor", which expression shall, where the context so
admits, be deemed to include his heirs successors, executors and administrators of the one
part and the BSEDC Ltd. Which expression shall, where the context so admits, be deemed to
include his successors in office and assigns of the other part.
Whereas the approved vendor has agreed with the BSEDC Ltd. to Supply to the Managing
Director, BSEDC Ltd., Beltron Bhawan, Shastri Nagar, Patna of the State of Bihar at its Head
Office as well as at branch Offices throughout Bihar, all those articles set forth in the letters
our Order No. xxxxxx appended hereto in the manner set forth in the conditions of the tender
and contract appended herewith and at the rates set forth in the said order.
And whereas the approved vendor has deposited a sum of Rs. ____ in _____
1. Bank Draft/Challan No. /Banker Cheque/Bank guarantee No. ______ dated
Now these Presents witness:
a. In consideration of the payment to be made by the BSEDC Ltd. Through DD at
the rates set forth in this tender hereto appended the approved vendor will duly
supply the said articles set forth in letters nos. Our Order No. thereof in the
manner set forth in the conditions of the tender and contract.
b. The conditions of the tender and contract for open tender enclosed to the Tender
Notice No. __________ Dated ______ and also appended to this agreement will
be deemed to be taken as part of this agreement and are binding on the parties
executing this agreement.
c. Your Offer / Tender No. ------- With date--------- received from bidder and letters
Our Order No. issued by the BSEDC Ltd. And appended to this agreement shall
also form part of this agreement.
d.
i.

The BSEDC Ltd. do hereby agree that if the approved vendor shall duly
supply the said articles in the manner aforesaid observe and keep the said
terms and conditions, the BSEDC Ltd. will through DD pay or cause to be

Page 40 of 44

Tender Document for Procurement of Tablet PC

paid to the approved vendor at the time and the manner set forth in the said
conditions, the amount payable for each and every consignment.
ii.

The mode of Payment will be as specified below:

2. The delivery and Installation shall be effected and completed within the period as
specified in the supply order.
3. Any unjustified and unacceptable delay in delivery beyond the delivery schedule as
per purchase order (which shall not be more than three weeks for all items from the
date of purchase order or delivery of APK File from BSEDC Ltd., whichever is later)
will render the Bidder/Manufacturer liable for damage at the rate of 1% (one percent)
on incremental basis for 5th week on remaining TPCs and simultaneously for 6th and
7th week onwards bidder will be liable for damage at the rate of 2% (two percent) on
incremental basis on remaining TPCs per week.
Note
i.

Fraction of a day in reckoning period of delay in supplies shall be

eliminated if it is less than half a day.

ii.

If the supplier requires an extension of time in completion of contractual

supply on account of occurrence of any hindrances, he shall apply in
writing to the authority which had placed the supply order, for the same
immediately on occurrence of the hindrances but not after the stipulated
date of completion of supply.

c) Delivery period may be extended with or without liquidated damages if the delay in the
supply of goods is on account of hindrances beyond the control of the bidder.
4. All disputes arising out of this agreement and all questions relating to the
interpretation of this agreement shall be decided by the BSEDC Ltd and the decision
of the BSEDC Ltd. shall be final. In witness whereof the parties hereto have set their
hands on the Date of Agreement.
5. The scope of work, payment to bidders, penalty etc will be derived from RFP and
corrigendum, hence all the terms and conditions of the RFP along with corrigendum
will form the part of Master Schedule of Agreement (MSA) or Contract.
6. The Comprehensive on-site warranty shall be provided by vendor for 1 year from the
date of supply.
7. Comprehensive Annual Maintenance Contract for two years shall be provided by the
vendor from the date of acceptance.

Page 41 of 44

Tender Document for Procurement of Tablet PC

IN WITNESS WHEREOF THE PARTIES HERETO HAVE CAUSED THIS AGREEMENT
TO BE EXECUTED BY THEIR AUTHORIZED REPRESENTATIVES ON THIS ______
DAY OF _________ 2010.
Signature of the

Signature for and on

Bidder

behalf of. BSEDC

Designation -

Date :

Date:

Witness 1

Witness 1

Name

Name

Designation

Designation

Signature

Signature

Witness 2

Witness 2

Name

Name

Designation

Designation

Signature

Signature

Page 42 of 44

Tender Document for Procurement of Tablet PC

ANNEXURE C
Tentative list of TPCs to be provided at each district:
S. No.

District

Tentative No. of TPC provided

ARARIA

64

ARWAL

26

AURANGABAD

60

BANKA

56

BEGUSARAI

85

BHAGALPUR

72

BHOJPUR

67

BUXAR

45

DARBHANGA

91

10

EAST CHAMPARAN

113

11

GAYA

92

12

GOPALGANJ

69

13

JAMUI

47

14

JEHANABAD

33

15

KAIMUR

46

16

KATIHAR

69

17

KHAGARIA

41

18

KISHANGANJ

42

19

LAKHISARAI

29

20

MADHEPURA

52

21

MADHUBANI

109

Page 43 of 44

Tender Document for Procurement of Tablet PC

22

MUNGER

35

23

MUZAFFARPUR

106

24

NALANDA

80

25

NAWADA

56

26

PATNA

96

27

PURNIA

72

28

ROHTAS

73

29

SAHARSA

47

30

SAMASTIPUR

105

31

SARAN

92

32

SHEKHPURA

23

33

SHEOHAR

22

34

SITAMARHI

79

35

SIWAN

82

36

SUPAUL

55

37

VAISHALI

82

38

WEST CHAMPARAN

89

Note: Detailed address of the delivery points and SPOC for each district will be provided at
the time of signing of agreement.

Page 44 of 44