for Scanning of OMR sheets and Result Processing Work for ... · ... Near Prahladnagar Garden, Prahladnagar, Ahmedabad 380015. 1 Schedule Tender Notice Tender no.: Item Description

Tender Document for

Scanning of OMR sheets and Result Processing Work for Departmental & Entrance Examination conducted by SPIPA

Cost of Bid Document – Rs. 1,500/- (Rupees One Thousand Five Hundred Only)

Sardar Patel Institute of Public Administration (SPIPA) Opp Safal Prelude, B/h Ashwaraj Bunglows, Corporate Road, Near Prahladnagar Garden,

Prahladnagar, Ahmedabad 380015

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Schedule Tender Notice Tender no.:

Item Description : Scanning of OMR sheets and Result Processing Work for Departmental & Entrance Examination conducted by SPIPA Location : Gujarat

Tender Fees : Rs. 1,500/- (Rupees One Thousand Five Hundred Only) in form of Demand Draft in favor of “Deputy Director (Accounts), SPIPA” payable at Ahmedabad.

Contract Period : Initially for 1 Year; SPIPA reserves the right to extend the contract for further 1 year

Earnest Money Deposit : Rs. 25,000/- (Rupees Twenty Five Thousand Only), in the form of Demand Draft(DD) in favor of “Deputy Director (Accounts), SPIPA” payable at Ahmedabad.

Security Deposit/Bank Guarantee : Rs. 40,000/- (Rupees Forty Thousand Only) Availability of Tender Document : https://www.nprocure.com;

https://www.spipa.gujarat.gov.in Tender Floating Date : 14/08/2017

Date & Time for Pre-bid Meeting : 23/08/2017 and 02:00 pm Last Date & Time of submission of Online Bid : 04/09/2017 by 3:00 pm Last Date & Time of physical submission of Tender Fee, EMD & all necessary documents

: 04/09/2017 by 3:00 pm

Date & Time for on-line opening of Technical Bid

: 06/09/2017 at 1:00 pm

Technical presentation date : 06/09/2017 at 1:00 pm Date & Time for on-line opening of Financial Bid

: 07/09/2017 at 11:30 am

Sardar Patel Institute of Public Administration (SPIPA) reserves its right to reject any or all tenders or split the job between more than one bidders without assigning any reason thereof.

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Pre-Qualification Criteria

Eligibility Criteria Supporting Documents to be submitted

A.

The Bidder must have experience of undertaking confidential examination work i.e. OMR Sheet scanning, Result processing work through OMR/ICR/OCR Technology and uploading of Result and OMR Images on web server for minimum 50,000 candidates annually for last 3 Years. Copy of the Certificate/Work Order in this regard from the institute for which work is carried out should be submitted.

Submit copy of the Certificate/Work order from the institute for which work is carried out.

B. SRS (System Requirement Study) for Hardware, Software Process, Manpower Plan & Total Work Plan along with list of equipments available at present is necessary to be enclosed with the quotation.

As required

C.

Bidder shall not be blacklisted/banned/disqualified/declared ineligible/declared having dissatisfactory performance by any government/quasi-government authority in India for examination related confidential work like printing of question papers, printing of OMR sheets, OMR scanning and result processing work.

An Undertaking on Rs. 20/- Stamp-paper by an authorized signatory of the agency needs to be submitted in this regard.

D. The Bidder should be registered for GST as applicable.

Copy of the registration should be submitted with this bid.

E. The Bidder should have the capacity to scan, capture and compile data for 25 thousand OMR Sheets per day.

The bidder shall submit self certification in this regard

F.

The Bidder should have enough technical knowledge and infrastructure like hardware, server, leased line with appropriate bandwidth for huge volume of login and downloading of data and images at a time.

List of all such required equipments, manpower etc. owned/employed by the bidder should be submitted along with the bid.

Note:

1. Provide the copies of work order/s marking the point for which it should be considered for evaluation.

2. A bidder must qualify on all the criteria mentioned above which may render their technical bid to be eligible for opening.

3. Proper indexing should be done with page numbers mentioned. 4. The above mentioned eligibility criteria should be necessarily met and adequate

documentary proof should be submitted for verification.

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SECTION-1: INTRODUCTION Preface

SPIPA was established in 1962 by Government of Gujarat as the Apex Training Institute. It was renamed as Sardar Patel Institute of Public Administration (SPIPA) in 1974. SPIPA’s main campus is located in Ahmedabad, Gujarat and the six regional centres located at Ahmedabad, Vadodara, Surat, Rajkot, Mehsana and Gandhinagar. SPIPA is established to impart training to all the departments and offices of the State Government; and for this purpose it assesses the training and skill up-gradation needs for various categories of officials. The institute is strongly committed to development of human capital and optimizes the competence of Government employees and thereby help the state to realize the endeavor of ideal governance. The institute conducts various seminars, workshops, examinations and lecture series on its own or on behalf of the Central and State Government. Over and above this, the institute also conducts approximate 25 departmental examinations for around 3000 Government Employees and Officers. SPIPA also conducts entrance examination for its CGRSC (Central Government Recruitment Study Centre) and UPSC Civil Services Study Centre, in which more than 10,000 students appear individually.

This is a Tender Document for Selection of Agency for Scanning of OMR sheets and Result Processing Work for Departmental & Entrance Examination conducted by SPIPA.

SPIPA invites Technical & Financial Bids for Scanning of OMR sheets and Result Processing

Work for Departmental & Entrance Examination conducted by SPIPA. Interested Service Agencies involved in similar work or capable of undertaking such work may submit their Technical Bid in physical copy in sealed envelopes at Sardar Patel Institute of Public Administration (SPIPA), Opp Safal Prelude, B/h Ashwaraj Bunglows, Corporate Road, Near Prahladnagar Garden, Prahladnagar, Ahmedabad 380015 as well as should be uploaded online through https://www.nprocure.com. Both the submissions (physical copy and online) are mandatory which otherwise may straightaway be rejected. Financial Bid will have to be uploaded online only. No physical copy of Financial Bid shall be taken into consideration. Any bid submitted either by fax or email will not be entertained.

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SECTION-2: INVITATION FOR BIDS AND INSTRUCTIONS TO BIDDERS

1. Invitation for bids This tender document invites bids/proposals for is for Scanning of OMR sheets and Result Processing Work for Departmental & Entrance Examination conducted by SPIPA. At the time of submission of the bid document, the bidder has to submit a nonrefundable fee of Rs. 1,500.00 /- (Rupees One Thousand Five Hundred Only) in the form of Demand Draft only from a Nationalized Bank in favor of “Deputy Director(Accounts), SPIPA” payable at Ahmedabad. Failure to furnish the above mentioned Demand Draft would result in rejection of the bid. i) Reserve Rights of SPIPA.

SPIPA may for any reasons; add/modify/amend/relax/cancel any terms/conditions/ criteria of the tender document during any stage of the tendering process and such amendments shall be binding on all the bidders.

SPIPA at its own discretion reserves the right to reject any Bid/Proposal, modify or scrap the whole tender at any time, without assigning any reason thereof or incurring any liability.

To assist in the evaluation, comparison and examination of bids, SPIPA may, at its sole discretion, ask the Bidder for a clarification of its bid including breakdown of unit rates etc. The request for clarification and the response shall be in writing. If the response to the clarification is not received before the expiration of deadline prescribed in the request, SPIPA, reserves the right to make its own reasonable assumptions and take appropriate decision.

SPIPA reserves the right to modify/ change the dates of Bid opening/ submission/ technical presentation at its own discretion and the bidders, shall abide by these modifications/changes.

ii) Due Diligence

The Bidder is expected to examine all instructions, forms, terms, conditions and specifications in the bidding document. The bid must be precise, complete and in the prescribed format as per the requirement of the bid document. Failure to furnish any information required by the bid document or submission of a bid not responsive to the bid documents in any respect will be at the Bidder‘s risk and may result in rejection of the bid. SPIPA shall at its sole discretion be entitled to determine the adequacy/ sufficiency of the information provided by the Bidder.

iii) Cost of Bidding The Bidder shall bear all costs associated with the preparation and submission of its bid. SPIPA will in no case be responsible or liable for these costs regardless of the conduct or outcome of the bidding process.

2. Preparation of Bids i) Language of bid

The bid prepared by the Bidder as well as all the correspondence and documents relating to the bid exchanged by the Bidder and SPIPA shall be in English language only. ii) Qualification of the Bidder

• Pre-qualification Criteria — Bidder has to upload all the necessary documents (as stated in the table under ‘Pre-Qualification Criteria’ on Page No. 3) online as well as submit them in physical copy in a separate sealed envelop along with Tender fee and EMD clearly inscribing

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― ‘Scanning of OMR sheets and Result Processing Work for Departmental & Entrance Examination conducted by SPIPA Pre-Technical Qualification Envelope’.

• The Bidder shall submit an Undertaking on their company’s/firm’s/agency’s letter head stating the compliance with all the conditions of the Bid Document since no deviation will be accepted by SPIPA.

• In case the Bidder fails to submit relevant documentary evidences, his bid is liable for rejection without assigning any reason thereof.

• The Bidder is the one who has submitted the bid Response for ‘Scanning of OMR sheets and Result Processing Work for Departmental & Entrance Examination conducted by SPIPA.’ The bidder must be able to provide complete solution.

3. Evaluation Methodology SPIPA will evaluate and compare the bids determined to be substantially responsive. It is SPIPA’s

intent to select the Bid/Proposal that is most advantageous to office and each Bid/Proposal will be evaluated using the criteria and points outlined below.

The essential qualifying evaluation criteria for the technical bid are as follows: Evaluation Criteria

Sr. No.

Organizational/Bidder’s Capability

Evaluation Methodology Max. Points

Self Assessment

Page No. of Proof Value/Condition Points

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Experience of confidential examination work i.e. OMR Sheet scanning, Result processing work through OMR/ICR/OCR Technology and uploading of Result and OMR Images on web server for minimum 50,000 candidates annually

Upto 50,000 10

20 Above 50,000 20

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Experience of confidential examination work i.e. OMR Sheet scanning, Result processing work through OMR/ICR/OCR Technology and uploading of Result and OMR Images on web server for maximum number of OMR sheets processed in a single examination.

Upto 10,000 OMR sheets 5

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10,000 to 15,000 OMR sheets 10

Above 15,000 OMR sheets 15

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Experience of confidential examination work i.e. OMR Sheet scanning, Result processing work through OMR/ICR/OCR Technology and uploading of Result and OMR Images on web server for number of examinations result processed in the last year

Less than 5 10

20 More than 5 20

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Experience of the bidder for providing the services for confidential examination work i.e. OMR Sheet scanning, Result processing work through OMR/ICR/OCR Technology and uploading of Result and OMR Images on web server in number of years

Less than 3 years 10

20 More than 3 years 20

5 Presentation Overall Presentation 25 25

Total…………….. 100 Note: SPIPA will only consider the mentioned page number for criteria marking. If wrong page number is provided, the same shall not be considered and shall be invalid. Technical bid qualification criteria: Bidders shall score at least 50% points overall for the bid to qualify.

A bidder must qualify on all of the above criteria of the serial numbers as mentioned above so as to render their financial bid eligible to be opened. i) Financial Bid Evaluation

Each of the financial bid submitted shall be evaluated only if submitted in the specified format. Financial bids shall include all the taxes.

ii) Total Bid Evaluation

The Technical bid shall have a weightage of 40% in the overall evaluation of the bid and the Financial bid shall have a weightage of 60% in the overall evaluation. Formula for Normalization of Technical bid for each bidder Tn = (Tb /Tmax) x 100 Where Tb is the bidder’s technical score and Tmax is the Highest technical score. Formula for Normalization of Financial bid for each bidder Fn = (Fmin / Fb) x 100 Where Fb is the bidder’s financial bid value and Fmin is the Lowest bid value. Individual bidder’s Tn and Fn will be added to reach the final value. Further 60% of Tn and 40% Fn will be taken. The winner will be the highest of (Tn x 40/100 + Fn x 60/100).

4. Overview of Bidding Process

The evaluation will be carried out by SPIPA as stated below. i) Preliminary Scrutiny

A list of bidders based on the compliance to all the terms and conditions of the tender will be prepared. The bids/proposals which do not conform to the pre-qualification criteria mentioned in tender conditions shall straight away be rejected. All eligible bids/proposals will be considered for further evaluation.

The decision of SPIPA will be final in this regard.

ii) Evaluation of Technical bids The technical proposals will be opened on the mentioned date in this Tender Document at

SPIPA’s Office. The Technical Bid will be examined on the basis of responsiveness to the Evaluation Methodology and the Scope of work and other details as mentioned in this document. Moreover, bidders will be called for giving the Technical Presentation to present their proposed approach.

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iii) Final Negotiations and Award of Contract

Financial bids will be opened for the technically qualified bidders and the bidder who stands winner as per formula given in 3 (ii) may be awarded the contract. However, at the completion of the selection process, SPIPA may enter into negotiations with the selected Bidder to identify needed revisions to the proposal, both technical and financial. SPIPA reserves the right to award the contract, based on initial offers received or otherwise, without discussion and without conducting any further negotiations. Further, the selected Bidder may not reassign any award made as the result of this bid, without prior written consent from SPIPA.

5. Documents Constituting the Bid The bid prepared by the Bidder shall comprise of the following components. The bids not

conforming to the requirements shall be summarily rejected.

i) Technical Bid The sealed envelope of Technical Bid shall comprise Cover Letter, Technical Proposal and other

required documents. Please note that no price schedule shall be indicated/ submitted in/ as a part of the Technical Bid and it shall only be quoted in the Financial Bid. The technical bid shall also be submitted online through https://www.nprocure.com ; and in case of any discrepancy between the bids (physical & online), the bid submitted online will be considered final. The hard/physical copy of the bid is for reference purposes only. Bidders are requested to note the following:

• Bidder shall include the COMPLIANCE STATEMENT as a separate section in the Technical Bid. ii) Financial Bid The bidder shall strictly adhere to the format of the Financial Bid. The Financial bid shall be submitted online only through https://www.nprocure.com. The financial bid submitted in any other form shall not be considered valid and is liable for rejection. iii) Earnest Money Deposit (EMD)

The bidders must submit along with their Bids, EMD of Rs. 25,000/- (Rupees Twenty Five Thousand only) in the form of Demand Draft (DD) issued by a nationalized bank in favor of “Deputy Director (Accounts), SPIPA” payable at Ahmedabad and can be held till the Performance Guarantee comes into effect. The EMD shall be furnished in Indian Rupees (INR).

• Refund of EMD to Unsuccessful Bidder Unsuccessful Bidder’s EMD shall be refunded within 60 days of the issue of LOI to the successful

bidder. • Refund of EMD to Successful Bidder The successful Bidder’s EMD will be refunded against the submission of Performance Bank

Guarantee/Security Deposit or it shall be converted as a part of Performance Bank Guarantee/ Security Deposit upon the Bidder signing the Contract.

• Forfeiture of EMD The EMD can be forfeited if a Bidder

• Withdraws his bid during the period of bid validity specified by the Bidder on the Bid Form or does not accept the correction of errors or

In case the successful Bidder fails • To sign the Contract within the specified time or • To furnish performance guarantee

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iv) Tender Fees The bidders must submit, along with their Bids a tender fee of Rs. 1,500/- (Rupees One Thousand

Five Hundred Only) in the form of Demand Draft (DD) issued by a nationalized bank in favor of “Deputy Director (Accounts), SPIPA” payable at Ahmedabad.

6. FINANCIAL PROPOSAL PREPARATION The financial proposal should have following details: (i) The Bidder shall quote price per scanned OMR sheet in clear terms. (ii) The price should be inclusive of all taxes and overheads (iii) The price should be provided in the attached format (Annexure-F) (iv) Prices quoted by the Bidder shall be fixed and no variation will be allowed under any

circumstances during the project period. No open-ended bid shall be entertained and the same is liable to be rejected straight away.

(v) The original financial proposal should be signed by the authorized signatory along with the firm’s/company’s/agency’s seal.

7. Performance Bank Guarantee/Security Deposit

Successful bidder has to submit Performance Bank Guarantee/Security Deposit of Rs. 40,000/- (Rupees Forty Thousands Only) of any nationalized bank within 15 days from the date of signing of contract for the duration of 1 year. Furthermore, the bidder has to extend/submit new Performance Bank Guarantee/Security Deposit for further 1 year, if the contract is extended by SPIPA.

8. Signing of Contract

Successful bidder will have to sign the contract for 1 year upon receiving the confirmed order (Letter of Intent (LOI)) from SPIPA within 15 working days. SPIPA reserves the right to extend the contract for further 1 year.

9. Period of Validity of Bids Bids shall remain valid for 180 days from the date of submission of bids.

10. Format and Signing of Bid

i) Number of copies of bids The Bidder shall submit Technical Bid and Financial Bid online at https://nprocure.com and shall

also submit the two copies (one original and one duplicate) of Technical Bid in physical form in envelope sealed cover separately. In the event of any discrepancy between them, the bid submitted online shall be considered. The bid shall be submitted at the below address:

The Director General Sardar Patel Institute of Public Administration (SPIPA)

Opp. Safal Prelude, B/h Ashwaraj Bunglows, Corporate Road, Near Prahladnagar Garden,

Prahladnagar, Ahmedabad 380 015.

ii) Authentication of Bid The original and all copies of the Bid Document shall be type written in indelible ink and shall be

signed by a person or persons duly authorized to bind the Bidder to the Contract. A duly stamped Power-of-Attorney accompanying the Bid Document shall support the letter of authorization. The person or persons signing the Bid Document shall initial all pages of the Bid Document, including

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pages where entries or amendments have been made. All the pages of the bid/proposal should be serially numbered. iii) Validation of interlineations in Bid

Any interlineations, erasures, alterations, additions or overwriting shall be valid only if the person or persons signing the bid have authenticated the same with signature.

11. Sealing and Marking of Bids i) Enclosing of Bid

The hard copy of the Technical Bid along with brochures/ specifications / other documents shall be placed in sealed envelopes clearly marking “Technical Bid”. The Bidder shall submit the Technical Bid, Tender fees and EMD, sealed in separate covers marked accordingly, placed in one big cover stating clearly:

‘Scanning of OMR sheets and Result Processing Work for Departmental & Entrance Examination

conducted by SPIPA’

“Do not open before 06/09/2017” All the pages of the technical and financial bid shall be signed and stamped by the authorized

signatory of the prime bidder, except published materials. ii) Responsibility of Bidder

If the outer envelope is not lacquer sealed and marked as required, SPIPA will assume no responsibility for the Bid’s misplacement or premature opening. iii) Rejection of Bid

Any condition put forth by the bidder non-conforming the bid requirements shall not be entertained at all and such bid shall be rejected. The Technical Bid should be submitted in physical copy in sealed envelopes as well as should be uploaded online through https://www.nprocure.com. Both the submissions (physical copy and online) are mandatory which otherwise may straightaway be rejected. Financial Bid will have to be uploaded online only. No physical copy of Financial Bid shall be taken into consideration. Any bid submitted either by fax or email will not be entertained. Any bid not secured will be rejected straightaway by SPIPA without any further correspondence, as non-responsive. A bid that does not meet all pre-qualification criteria or is not responsive or not fulfilling technical evaluation will be rejected by SPIPA, and may not subsequently be made responsive by correction or withdrawal of the non-conforming deviation or reservation by the Bidder.

12. Deadline for Submission of Bids i) Last date for Submission

The last date for Submission is 04/09/2017 latest by 3:00 pm ii) Extension of last date/deadline for Submission

SPIPA may, at its own discretion, extend this deadline for submission of bids by amending the Tender Document, in which case all rights and obligations of SPIPA and Bidders previously subjected to the deadline, shall thereafter be subjected to the deadline as extended.

13. Late Bids Any bid received by SPIPA after the deadline for submission of bids stipulated by SPIPA, shall be

summarily rejected and returned unopened to the Bidder. SPIPA shall not be responsible for any

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postal delay or non-receipt / non-delivery of the documents. No correspondence for this shall be entertained.

14. Opening of Bids

i) Opening of Technical and Financial Bids SPIPA will open all Technical Bids at SPIPA as per date mentioned in the tender document. Financial Bids will be opened at SPIPA as per date mentioned in the tender document and

compared after the technical evaluation has been completed for those Bidders who have been technically qualified.

ii) Bids Not Considered For Evaluation Bids that are rejected during the bid opening process shall not be considered for further evaluation, irrespective of the circumstances.

15. Preliminary Examination i) Completeness of Bids All the necessary documents required for the bid submission should be strictly complied. No documents/papers that is found wanting as a part of bid submission/evaluation shall be accepted after the deadline of bid submission. If any required document is missing as a part of bid submission then that bid may be liable for rejection straightaway. ii) Rectification of Errors Arithmetical errors will be rectified on the following basis: -

• If there is a discrepancy between the rates in words and figures, the rate in words will govern. If the supplier does not accept the correction of errors, his bid will be rejected and his EMD may be forfeited.

16. Project Schedule The bidder shall be ready with the necessary equipments/hardware/software/leased line/server

and manpower etc. required for the work and shall complete the work as per the requirement of SPIPA.

17. Notification of Award i) Notification to Bidder

The Bidder whose Bid has been accepted shall be notified of the award by SPIPA, prior to the expiration of the period of validity of the bid/proposal, by registered letter. This letter (hereinafter the ‘Letter of Intent’ (LOI)) shall state the sum that SPIPA, shall pay the Bidder in consideration of the execution and completion of the work as prescribed by the Contract (hereinafter the ‘Contract Value’) in accordance with Payment Terms. The Bidder shall acknowledge in writing, the receipt of the Letter of Intent (LOI) and shall send his acceptance to enter into the Contract within Seven (7) days from the receipt of the Letter of Intent (LOI). ii) Signing of agreement

Pursuant to the Bidder acknowledging the Letter of Acceptance, the Bidder and SPIPA, shall promptly and in no event later than 15 days from the date of acknowledgement of the Letter of Intent, sign the Contract. This shall be subjected to furnishing of the Performance Bank Guarantee/Security Deposit as stated in point no. 7.

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iii) Expenses for the agreement The incidental expenses of execution of agreement / contract shall be borne by the successful

bidder. SPIPA shall have the right and authority to negotiate certain terms with the successful Bidder

before signing of the Contract. The signing of the Contract shall amount to award of the Contract and the Bidder shall initiate the execution of the work as specified in the Contract.

18. Performance Bank Guarantee Successful bidder has to submit Performance Bank Guarantee/Security Deposit of Rs.40,000/-

(Rupees Forty Thousand Only) within 15 days from the date of signing of contract for the duration of 1 year, in accordance with the conditions of the Contract, in the form of a Bank Guarantee or Demand Draft from any Nationalized bank, drawn in favor of “Deputy Director(Accounts), SPIPA” payable at Ahmedabad.

19. Annulment of Award Failure of the successful Bidder to signing of contract, submission of Performance Bank

Guarantee/Security Deposit in stipulated time and other terms and conditions set out in the Tender Document shall constitute sufficient ground for the annulment of the award of Contract and forfeiture of the EMD, in which case SPIPA, may give the award to the next evaluated Bidder after negotiations.

20. Payment Terms 100% payment will be made to the agency only after successful completion of each examination

work as mentioned in scope of work. No advance payment will be granted in any circumstances.

21. Penalty in case of the default In the event of failure on the part of the agency/bidder to execute the work according to the

schedule as agreed in the agreement and to the satisfaction of SPIPA, it shall be dealt with by SPIPA by imposing a penalty for the delay in the result processing work. SPIPA shall deduct an amount @10 % of total cost of particular examination from the default agency payment. The SPIPA reserves the right to get the work done be any other agency at the cost and risk of the bidder under such circumstances.

22. Suspension • SPIPA may, by written notice to the successful bidder, suspend all payments if bidder fails to

perform any of its obligations under this Contract including carrying out of the services, provided that such notice of suspension

o Shall specify the nature of failure. o Shall request the Bidder to remedy such failure within a period not exceeding three

(3) days after receipt of such notice of failure. • As this work is highly confidential in nature and sensitive in terms of time as well as

accuracy, if SPIPA finds the work assigned to the agency failed in quality/mistake in preparation of result/breach of confidentiality, SPIPA may suspend all the payments.

23. Termination of Contract

SPIPA, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Bidder, terminate the Contract in whole or part:

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1.1 If the Bidder, in the judgment of SPIPA has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.

“Corrupt practice” means the offering, giving, receiving or soliciting of anything of value of influence on action of a public official in the procurement process or in contract execution.

“Fraudulent practice : a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the purchaser, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the purchaser of the benefits of free and open competition;”

1.2 If the bidder does not start performing the contract within stipulated time period 1.3 If the bidder stops performing the contract or withdraws the activity to perform the

contract 1.4 If the bidder breaches any terms & conditions of the contract or does not perform

the contract in whole or part 1.5 If the bidder does not follow the written instructions given by SPIPA 1.6 If the bidder does not perform the contract up to the satisfactory level even after

regular feedback from SPIPA 1.7 In the event that the bidder ceases to conduct business in the normal course, or

winds up, he shall be held responsible for non-performance and shall be subjected to termination of contract. In such case, EMD shall be forfeited.

24. Rights to Data The successful bidder will have to submit all the data related to this work in soft copy in CD/DVD

such as scanned copy of all the OMR sheets, answers given by each candidate for each question, marks obtained by each candidate and any other data required by SPIPA. SPIPA shall retain all right, title and interest in and to any and all such data, all documents related to the examination for SPIPA pursuant to this agreement and any modifications thereto or works derived therefrom.

25. Confidentiality The Selected bidder and its personnel shall not, either during the term or even after expiration

of this contract, disclose any proprietary or confidential information relating to the services, contract or the SPIPA’s business or operations without prior written consent of SPIPA.

26. Legal Jurisdiction and Arbitration All legal disputes between the parties shall subject to the jurisdiction of Ahmedabad. In case of

any dispute or difference arising out of or in relation to this Agreement, same will be referred to arbitration of an Arbitrator (other than the employee of the company/agency/firm) to be appointed by SPIPA in consultation with the company/agency/firm and decision of the Arbitrator shall be final and binding upon the Bidder and SPIPA. Arbitration & Conciliation Act, 1996, will govern the dispute resolution.

27. Miscellaneous • The end product of the work assignment carried out by the Bidder, in any form, will be the

sole property of SPIPA. • In the event the bidder agency or the concerned Division of the agency is taken over/bought

over by another agency, all the obligations under the agreement with SPIPA, should be passed on the compliance by the new agency/new division in the negotiation for their transfer.

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28. Force Majeure Force Majeure means such of the following factors which substantially affect the performance of

the contract, such as: natural phenomena, including but not limited to floods, draughts, earthquakes and Epidemics; acts of any Government, domestic or foreign, including but not limited to war, declared or undeclared, quarantines, embargoes; Illegal strikes and legal lockouts in respect of PA/ Consortium scope of work provided;

Either party shall within fifteen (15) days from the occurrence of such a cause notify the other in writing of such causes. The Consortium/ Bidder shall not be liable for delays in performing their obligations resulting from any Force Majeure cause as referred to and/or defined above.

However if such an event lasts for a period of 90 days or more then either party shall have an option to terminate this Agreement forthwith without any liability after intimating the other party of the same. Consortium/Bidder shall however be entitled to receive due payments for all the services rendered by it under this Agreement prior to termination of contract.

29. Inspection The Bidder shall: • Facilitate and provide all assistance to SPIPA or its nominated/delegated authority to

inspect/supervise/assess all the equipments installed at the premises, manpower deployed at the premises and other infrastructure arrangements to ensure the effectiveness, if and when required.

30. Contact Details All the inquiries concerning this procurement shall to be addressed to the following:

The Deputy Director (Exam), Sardar Patel Institute of Public Administration (SPIPA)

Opp. Safal Prelude, B/h Ashwaraj Bunglows, Corporate Road, Near Prahladnagar Garden,

Prahladnagar, Ahmedabad 380 015. Ph No.: 079-26919942 Fax No.: 079-26919945

E-mail : [email protected]

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SECTION-3: SCOPE OF WORK

Scanning of OMR Answer Sheet with OMR/ICR/OCR Technology and Result Processing Work

1) Scanning of Present Candidate’s OMR Answer Sheet with high speed OMR/ICR/OCR Scanner Machine

• The successful bidder has to scan all the OMR answer sheets of all the present candidates at

the SPIPA premises. The successful bidder has to bring all the required equipments &

manpower and make all the necessary arrangements for this work. Scanner Machine should

have minimum speed of 60 OMR sheets per minute.

2) Generation of scan image of each OMR sheet with high resolution.

3) Generation of soft data from scanned image.

4) Editing/Verification of soft data with scanned image with data entry

5) Result Processing work as per instructions of SPIPA

6) Synchronization/Linkup of retrieved data with pre examination data

7) Preparation of various reports as per the requirement of SPIPA

8) Preparation of Qualifying/Selection/Merit List/Wait List as per the requirement of SPIPA

9) Submission of Complete database with scanned images on external storage device with searching software for easy search of OMR images with marks and details of the Candidate after completion of exam.

10) Comparison of Present and Absent candidates’ counts.

11) Preparation of Present and Absent candidates’ report.

12) Uploading of Result with OMR Images on web server:

• Successful bidder will have to upload all the OMR images along with the result of each

candidate as per the requirement of SPIPA on a web server/ external cloud with search

mechanism where each candidate can check his/her result along with scanned image of

his/her OMR sheet by providing details like roll number/registration number and/or birth

date.

• A link of this web server/ external cloud will have to be kept on SPIPA website.

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• Successful bidder should have enough technical knowledge and infrastructure like hardware,

server, leased line with appropriate bandwidth for huge volume of login and downloading of

data and images at a time etc.

General Conditions:

1. All the scanning and data capturing work needs to be completed in maximum 2 working days

or in stipulated time as decided by SPIPA

2. Successful bidder has to prepare final result on the same day as on receipt of the final

answer key from SPIPA.

3. Successful bidder has to prepare result file with various type of reports as instructed by

SPIPA.

4. Successful bidder has to prepare and submit complete database with scanned images on

external storage device with searching software for easy search of OMR images with marks

and details of the candidates after completion of exam.

5. The proof of ownership of the specified laptop/computer, OMR/ICR/OCR scanner, server

and other necessary hardware should be given in a separate sheet.

6. The premises of the successful bidder where the work will be executed should have

adequate security arrangement like security guards, CCTV etc. as the work is highly

confidential in nature (In case when the scanning and other work will be executed at the

premises of the successful bidder).

7. The technical qualified bidder will have to give live demonstrations of the proposed system,

if asked.

8. The bidder may contact SPIPA for the clarification if they so desire.

9. The appropriate authorities of SPIPA do not bind themselves to accept in part or in full the

lowest or any quotations or give reasons for accepting or rejecting any quotations

whatsoever.

10. Ambiguous quotations, incomplete quotations, conditional quotations, quotations received

after due date and time, quotations not received in the manner other than prescribed

manner, shall be rejected.

11. For any dispute, jurisdiction will be only Ahmedabad.

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The Following documents must be certified and attached with the quotation

Sr. No. Requirement Page No.

Remarks in case of Non-

availability of document

1 Details of Agency as per Annexure-A 2 Work Experience Certificate or Work

Order/s from Government/Semi Government Office/Education Board/University as per Annexure-B

3 Details of infrastructure as per Annexure-C

4 Annual Turnover Certificate (C.A. Certified) - Last 3(Three) Years as per Annexure-D

5 SRS(System Requirement Study) of the System

6 Self Declaration as per Annexure-E 7 Copy of Company Registration Certificate 8 Copy of GST Registration Certificate 9 Copy of Income Tax PAN NO., TAN NO,

TIN NO 10 Details of available Security Arrangement 11 Samples to be attached with authorized

signatory and stamp with seal 12 Presentation of work

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ANNEXURE-A

DETAILS OF COMPANY/AGENCY/FIRM

1 Name of the Company/Agency/Firm 2 Address of Registered Office

3 Address of Working Place of the Company/Agency/Firm

4 Year of Establishment 5 Type of firm (Ownership, Partnership, Pvt, Ltd.Co.)

6

Name, Address, Telephone Number of Board of Directors of the Company/Agency/Firm/Pvt. ltd. and ltd. Co./Partnership/Ownership Phone Number of Office and Residence with STD Code Office/Registered Office Address Mobile No. E-mail Address Website Address

7 Total Annual Turnover for the Last Three Years (Enclose C.A. Certified Copy)(As per Annexure-D)

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ANNEXURE-B

1. Details of Experience of the company/agency/firm of same type of work. (Experience Certificate/Work Order/s must be attached)

Sr. No.

Year and Month of Execution

Name of Exam of Board/University/Other

OMR Scanning & Result Processing Work

Uploading of Result & OMR Images on Web server

No. of Candidates No. of Candidates

2. Year Wise Statement of executed job for last 3 years

Sr. No.

Description Year Qty. Approximate Value of work executed

(In Rs.)

1

OMR Sheet Scanning & Result Processing Work

2

Uploading of Result & OMR Images on Web server

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ANNEXURE-C Infrastructure Details

Sr. No.

Infrastructure required for

this work (Computer/

Laptop/ Scanner/ Server/

Software etc.)

Quantity Make & Other Description

Features Year of Installation

ANNEXURE-D Turnover of the Company/Firm/Agency for the last 3 years

(Enclose C.A. certified copy for each year)

Sr. No. Year Total Annual Turnover (In Rs.)

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ANNEXURE-E

SELF DECLARATION I _______________________________________________________________, hereby declare that our firm/agency/company is not Debarred/ Black listed/ Prohibited/ Suspended by the any of the Government Department/ Public Examination Body/ University/ Education Board nor has any of the criminal/ civil or any enquiry is pending against us. SPIPA is entitled to forfeit our Security Deposit/Bank Guarantee in case of any such information coming to the notice of the SPIPA. I further undertake that if the above declaration proves to be wrong/ incorrect or misleading our bid/proposal/contract stands to be cancelled/ terminated. Place : Seal and signature of Authorized Person

Name of the Firm/Company/Agency

Date :

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ANNEXURE-F

FINANCIAL BID

(Note: Before quoting the rate please carefully read the scope of work.)

QUOTE THE RATE INCLUSIVE OF ALL APPLICABLE TAXES AND OTHER CHARGES.

Sr. No.

Description Rate per Scanned OMR (in Rs.)

1 Scanning of OMR Sheet, Uploading on the web server and other Result Processing Work as per the Scope of Work