Telephone : 2818897

Reply should be addressed to

The Controller

Controllerate of
Naval Armament Inspection(East)
NAD(PO)
Visakhapatnam 530 009

Quoting No. VI/8117/DEO

30 Apr 15

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TENDER ENQUIRY FOR OUTSOURCING OF DATA ENTRY OPERATORS SERVICES FOR A

PERIOD OF ONE YEAR AT CONTROLLERATE OF NAVAL ARMAMENT INSPECTION(EAST)
VISAKHAPATNAM
Dear Sir,
1.
Controllerate of Naval Armament Inspection(East) Visakhapatnam 530 009, invites sealed
tenders for Outsourcing of Data Entry Operation for the period of one year as per the scope of
work at Controllerate of Naval Armament Inspection, Visakhapatnam.
2.

General information about the tender:(a) Tender reference No

(b) Last date and time for receipt of tenders :

VI/8117/DEO
1400 Hrs 20 May 15

(c) Time and date for opening of tenders

1500 Hrs 20 May 15

(d) Place of opening of tenders

CNAI(E), NAD Post,

Visakhapatnam-530009

(e) Address for Communication

The Controller of Naval Armament

Inspection, Controllerate of
Naval Armament Inspection(East)
NAD Post, Visakhapatnam -09

(f) Quotation shall remain valid till

90 days from the date of opening of

Quotations

(g) Quantity

Outsourcing of Data entry operators

Contract for one year w.e.f Date of
Signing of contract.

(h) Specifications

As per enclosure I & II

Contd2/-

:2:

Submission /Opening of Tenders

3.
Sealed quotations addressed to The Controller of Naval Armament Inspection,
Controllerate of Naval Armament Inspection(East), NAD PO, Visakhapatnam-530009 should
be dropped in tender box and kept near the reception office at CNAI(E) Office Premises or to be
sent by registered post so as to reach this office by due date and time. No responsibility will be
taken for postal delay or non-Delivery/non-receipt of tender documents.
4.
Quotation is to be forwarded in sealed envelope, indicating reference of tender enquiry
with date and time of opening on the envelope, to the above mentioned address and should reach
to this office latest by last date of receipt of Tenders as mentioned above. The bids will be opened
on by a committee on due date/time as mentioned in the tender enquiry and your authorised
representative from the Company can attend the tender opening. Price negotiations may be done
undertaken with the qualified acceptable L-1 Firm (Lowest bidder).
5.
If due to any exigency the due date for opening of tenders is declared as closed holiday, in
such cases the tenders will be opened on next working day at the same time or any other
day/time as intimated by the Buyer.
6.
Tenders sent by FAX will not be considered. Tenders found in sealed box will only be
considered To avoid any complications with regard to Late Receipt/Non Receipt of Tenders,
it may please be noted that responsibility rests with the Tenderer to ensure that tenders
reach this HQ before due date. Late quotes will be rejected outrightly.
7.
In case your firm is not willing to quote due to any reasons, your regret should be faxed
well before the due date failing which your firm can be de-listed from vendor list.
Commercial Aspects
8.
Earnest Money Deposit : EMD as indicated below in the form of FDR or Deposit Receipt
of scheduled Bank DD/BG/Bankers Cheque drawn in favor of ACDA(N) Visakhapatnam is
required to be deposited at the time of tendering. The tender will not be considered if the EMD is
not enclosed:- . The validity for EMD should be 45 days.
Sl. No.
(a)

Item

EMD

Outsourcing of Data entry operators Rs.15,600/contract for one year w.e.f date of (Rupees Fifteen
signing of contract.
Thousand Six
Hundred only)

9.
Performance Security. The vendor shall furnish a Performance Security by way of a
Performance Bank Guarantee for a sum equal to 10% of the contract value issued by a
public sector bank or private sector bank authorized to conduct Govt.business in the
prescribed format given at enclosure III, within 30 days of receipt of confirmed order. Bank
Guarantee should be valid for 60 days beyond the Warranty Period. This performance security
money may be utilized for payment to manpower employed from other sources in case the work is
not completed in time and as per scope specified in the contract.
10.

Scope of Work : As per enclosure.

Contd3/-

:3:

11.
The following points may also be noted with respect to the tender and appropriate
documents should be enclosed with tender.
(a)
The Controller of Naval Armament Inspection(East), Visakhapatnam
reserves the right to reject any of or all the bids without assigning any reason thereof.
(b)
CNAI(E) takes no responsibility for delay, loss of non-receipt of the Tender. The
tenders received after closing time and date will not be accepted.
12.
Security and Safety The Service Provider shall obtain security clearance from Security
Officer of CNAI(E) prior to employment of personnel.
13.
You are requested to forward your Tender for lowest price in a sealed envelope to reach
this office on or before 1400 hours on 20 May 15. The Quotations are to be forwarded in a
separated sealed envelopes as per format at Enclosure IV and are to be clearly marked as
Tenders for Outsourcing of Data entry operation. The name of tender and date of opening should
be clearly marked on the envelope. The Regret Letter if any should also reach in the same
manner. The offer shall be valid upto 90 days.

Yours faithfully,

(SS Gaur)
Lieutenant Commander
Senior Inspector of Naval Armament
for Controller of Naval Armament Inspection
Encls : 1.
2.
3.
4.

Scope of Work
Terms and conditions
Format for Performance Bank Guarantee
Quotation Format

Enclosure I to CNAI(E) Tender Enquiry

VI/8117/DEO dated 30 Apr 2015
SCOPE OF WORK

Description of work :

OUTSOURCING OF DATA ENTRY OPERATORS

SERVICES FOR A PERIOD OF ONE YEAR AT CONTROLLERATE OF NAVAL
ARMAMENT INSPECTION
1.
07 in No. personnel with working knowledge of computer and minimum 2
years experience in the field of Data entry operation are required to be provided
with CNAI(E). However, the No.of personnel may be increased/decreased at the
discretion of CNAI(E).
2.
The office equipment to be handled by personnel will be provided by
CNAI(E) (PCs, Xerox machines and Fax machine)
3.

Data entry/maintenance of data in MS Access/Excel.

4.

Assistance in making MIS reports.

5.
Typing, editing the office correspondence in any MS Office application and
Maintenance offices/documents etc.,
6.
Maintenance of PC/Workstation and accessories and taking data backups at
Regular intervals.
7.
Retrieval of Data from RDBMS system, string search for items, demanding
vetting and maintenance of records.
8.

To assist in office administration.

9.

Any other tasks as assigned by the departmental officers.

Note : If any clarification please contact Senior Inspector of Naval Armament

Telephone : 2818897.

Enclosure-II CNAI(E) Tender Enquiry

VI/8117/DEO dated 30 Apr 15

1.
Terms and conditions. The terms and conditions applicable to this contract are as
follows.
(a)
Service Provider shall provide personnel for Data Entry Operation with minimum
qualifications any graduate with computer background.
(b)
Only personnel conversant in Hindi or English and properly trained in Data Entry
Operation preferably in the age groups between 21 to 32 years are to be provided.
(c)
Should possess a speed of 30 words per minute for data entry work in English
language.
(d)
Character and antecedent of all the personnel should be verified through civil
police Prior to placement of order.
(e)
The firm may quote for 1 year with provision to renew contract every year for 3
years.
(f)
The placement of work order will be only done after interviewing all the data entry
operators. In addition, any replacement/new operators will also be interviewed prior to
induction.
(g)
Prior to placement of work order the officers/work place of the firms are liable to be
visited by a team of officers at a suitable date and time to ascertain the office of the firms,
nature of job carried out and their capability/expertise.
(h)
Operators are not allowed any floppies.
removable/detachable drive from or to the office.

CDs, flash/pen drive or any other

(j)
The operators are prohibited from carrying any firearms, cameras, film roll, camera
phone and voice recorders at the work place.
(k)
The personnel will be required on all days of the month except Sunday and
CNAI(V) Holidays, as per time promulgated by this Organisation. The personnel will be
employed for 8 hours on all working days.
(l)
Attendance register for personnel will be maintained at Admin Section. All
personnel will be required to sign this register on closing up duty and securing from duty.
Absence on any day will result in deduction of pro rata amount per day person from the
monthly bill of the contractor.
(m) The period of contract shall be for one year from the date of award of contract.
However, the no. of persons may be increased/decreased at the discretion of CNAI(E).
(n) In case the services provided by the Service Provider are unsatisfactory or irregular,
the contract shall be terminated at the sole discretion of the CNAI(E) by giving 15 days
notice.
Contd2/-

:2:
(p)
All matters/disputes arising between the service provider and his/her workmen will
be dealt with only by the Service Provider and the CNAI(E) shall in no way whatsoever is
involved. Service Provider shall indemnify CNAI(E) against matters/arising between
Service Providers and his workmen/DEO.
(q)
The nominated personnel by the firm will be interviewed by rep of CNAI(E) Prior
placement of order, any person found not suitable to be replaced by the firm.
2.
Security Regulations The service Provider shall abide by all the security regulations at
site promulgated by the CNAI(E) from time to time. All his personnel would be issued with
CNAI(E) Security Passes, which must be properly displaced by them at all times whilst on duty.
No unauthorized person shall be allowed to enter the CNAI(E). The operating personnel shall
limit their movements for the particular area and shall not trespass to the surrounding area.
3.
Insurance The Service Provider shall maintain at his own cost personal accident
insurance for his own considered satisfactory by the MO(V) to cover any risk from work and
services to be performed under the Agreement.
4.
Accident or injury to Data Entry Operator The Service Provider shall be solely liable for
any accident or injury that may happen to any of the personnel engaged by him in connection with
the contract work. CNAI(V) is not liable for or in respect of any damage or compensation payable
at low in respect of or in consequence of any accident or injury to any personnel in the
employment of the Service Provider and the Service Provider shall indemnify and keep indemnify
the CNAI(E) against all such claims, damages, compensations and proceedings, The Service
Provider shall forthwith report to the CNAI(E) all cases of accidents to any of the
personnel/workmen and shall make every arrangement to render all possible assistance and aid
to the victims of the accident.
5.
Preservation of peace. The Service Provider shall take required precautions and use
his best endeavor to present any riotous or unlawful behavior by or his workmen and/or other
employed by him and for the preservations to peace and protection of the inhabitants and security
of property in the neighborhood of the site.
6.
Stamp Duty
Service Provider.

The stamp duty payable, if any, on this Agreement shall be borne by the

7.
The following points may also be noted with respect to the tender and appropriate
documents should be enclosed with tender.
(a) The Controller of Naval Armament Inspection(East), Visakhapatnam
reserves the right to reject any of or all the bids without assigning any reason thereof.
(b)
CNAI(E) takes no responsibility for delay, loss of non-receipt of
tenders received after closing time and date will not be accepted.

the Tender. The

8.
Security Deposit The successful bidder shall submit 10% Security Deposit of the total
order value by way of a Bank Draft made in favour of Area Accounts Office(Navy),
Visakhapatnam. The Work Order will be released only after receipt of the Security Deposit. The
Security Deposit will be forfeited if the supplier withdraws or derogates from the work order after
acceptance. The Security Deposit will be refunded on execution of the order.

Contd3/-

:3:

9.
Security and Safety The Service Provider shall obtain security clearance from Security
Officer of CNAI(E) prior to employment of personnel.
10.

Scope of Work : As per enclosure.

11.
The following points may also be noted with respect to the tender and appropriate
documents should be enclosed with tender.
(a)
The Controller of Naval Armament Inspection(East) Visakhapatnam
reserves the right to reject any of or all the bids without assigning any reason thereof.
(b)
CNAI(E) takes no responsibility for delay, loss of non-receipt of the Tender. The
Tenders received after closing time and date will not be accepted.
12.
Payments.
Monthly bills along with a certificate from the maintenance officer will be
submitted by the tenderer to the CNAI(E) who will forward the bill to the Area Accounts Officer,
Area Accounts Office (Navy), Visakhapatnam fulfilling the conditions mentioned at Para 13 and 14
below and payment will be made later by cheque. No advance payments will be made.
13.
AP Govt. Minimum Wages Act. The Contractor should follow the latest Andhra
Pradesh Gazette Notification for payment of minimum Wages to employees including
variable dearness Allowance (VDA), ESI, EPF payable under minimum Wages Act, 1948.
The contractor should submit requisite proof of wages being paid to Data Entry Operators
on a monthly basis to CNAI(E) without which bills will not be cleared.
14.
EPF/ESI Subscription.
The Contractor should follows the EPF/ESI regulations and
payment at applicable rates to be made to the concerned authorities from time to time during
execution of the contract and submit the proof of such payment to this office on monthly basis.
The Contractor should submit requisite proof of EPF/ESI payment for Data Entry Operators
to CNAI(E) along with bills without which bills will not be cleared.

15.
Bank Account details. It is mandatory for the Contractor to provide Bank A/C
details of the employees working under this contract, along with ESI/EPF registration
details.
16.
Penalty for absence from duty/LD Clause : Penalty @ wages per person per day/or
part there of will be deducted for absence from duty.
17.
You are requested to forward your Tender for lowest price in a sealed envelope to reach
this office on or before 1400 hours on
20 May 15. The Quotations are to be forwarded in a
separated sealed envelopes as per format at Enclosure IV and are to be clearly marked as
Tenders for Outsourcing of Data entry operation. The name of tender and date of opening should
be clearly marked on the envelope. The Regret Letter if any should also reach in the same
manner. The offer shall be valid up to 90 days.
Yours faithfully,

(SS Gaur)
Lieutenant Commander
Senior Inspector of Naval Armament
for Controller of Naval Armament Inspection

Enclosure-III to CNAI (E) Tender Enquiry

VI/8117/DEO dated 30 Apr 15
Form DPM-15
Performance Bank Guarantee Format
From :
Bank ------------------------------------To,
The President of India
Ministry of Defence
Government of India
New Delhi
Dear Sir,
Whereas you have entered into a contract No.----------------dated-----------------(hereinafter
referred to as the said Contract) with M/s---------------------------------------------------------hereinafter
referred to as the Seller for supply of goods as per Part-II of the said contract to the said seller
and whereas the Seller has undertaken to produce a bank guarantee for (%) of total Contract
value amounting to ---------------to secure its obligations to the President of India. We the -------------------- bank hereby expressly, irrevocably and unreservedly undertake and guarantee as principal
obligors on behalf of the seller that, in the event that the President of India declares to us that the
goods have not been supplied according the Contractual obligations under the aforementioned
contract, we will pay you, on demand and without demur, all and any sum up to a maximum of -------------Rupees-------------------only. Your written demand shall be conclusive evidence to us that
such repayment is due under the terms of the said contract. We undertake to effect payment upon
receipt of such written demand.
2.
We shall not be discharged or released from its undertaking and guarantee by any
arrangements, variations made between you and the Seller, indulgence to the Seller by you, or by
any alterations in the obligations of the Seller or by any forbearance whether as to payment, time
performance or otherwise.
3.

In no case shall the amount of this guarantee be increased.

4.
This guarantee shall remain valid for---------months from the date of JRI acceptance of test
consignment in India or until all the store, spares and documentation have been supplied
according to the contractual obligations under the said contract.
5.
Unless a demand or claim under this guarantee is made on us in writing or on before the
aforesaid expiry date as provided in the above referred contract of unless this guarantee is
extended by us, all your rights under this guarantee shall forfeited and we shall be discharged
from the liabilities hereunder.
6.
The guarantee shall be a continuing guarantee and shall not be discharged by and change
in the constitution of the bank or in the constitution of M/s------------------------------------------.

Enclosure- IV to CNAI(E) Tender Enquiry

VI/8117/DEO dated 30 Apr 15
Description of work- OUTSOURCING OF DATA ENTRY OPERATORS SERVICES FOR A
PERIOD OF ONE YEAR FROM DATE OF SIGNING THE CONTRACT AT CONTROLLRATE
OF NAVAL ARMAMENT INSPECTION, VISAKHAPATNAM.
DESCRIPTION OF WORK

TOTAL FINANCIAL IMPLICATION FOR

OUTSOURCING OF DATA ENTRY
OPERATION FOR 12 MONTHS
(07 PERSONNEL)
RS.PS

OUTSOURCING OF DATA ENTRY

OPERATION

IN WORDS
Certified that :Our firm is registered with
vide Registration No.

(name of Govt. agency or PSU who registered)

and a copy of the same is enclosed.

This offer is valid upto ____________________________

Signature of Tenderer
Seal
Address
Phone
Cell No.

Enclosure - AB to CNAI(E) Tender Enquiry

VI/8117/DEO dated 30 Apr 15

Further as per minimum wage rules of Government of AP, the Principal employer
should ensure payment of minimum wages, VDA, ESI, EPF etc., in all the outsourcing
cases. In the present case, it is advised that the following aspects considered:1) Since inclusion of VDA would lead to considerable increase in the total Financial
Implication and therefore the outflow, it is strongly advised to recalculate the man
power deficiency w.r.t authorization and reduce the number of manpower for
outsourcing. By doing that we will be able to control the expenditure as well as
ensure the payment of minimum wages.
2) Adherence to ESI/EPF and minimum Wages Norms: Extant directives on
statutory provision with regard to ESI/EPF and Minimum wages make it mandatory
for these payments to be made by the contracting agency. However, in order to
ensure that the benefits of these are passed on to the beneficiary, viz., Data Entry
Operators, the following instructions are to be incorporated in RFP.
3) ESI: Copies of ESI cards issued to all employees of the firm is to be provided
with the bills. These will be matched by the bill processing agency with the original
list of employees/security personnel provided by the firm.
EPF: A declaration is to be provided by the firm that they are compliant
with all relevant provisions of EPF Act 1952. The firm must submit proof of
having deposited the EPF amount along with payment bill/claims. Unique
IDs of all employees employed under this contract to be submitted along
with clear nominal roll and photo identities at the time of commencement
of contract.
4) Minimum Wages: Each employee should a bank account and the money is to be
deposited in the Accounts only. The firm is to submit proof of payment through bank
to the employees along with bills. The payments will be released only subject to
adherence to the above.