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TENDER

FOR

Supply and Installation of

Biometric Fingerprint + Card + Pin Based Attendance Terminal

at

BIT MESRA, Ranchi

Tender No.: IC/000716

Tender date: 19th

Dec., 2017

Last Date of submission: 16th

Jan, 2018

Birla Institute of Technology, Mesra

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1. Birla Institute of Technology, Mesra, Ranchi invites tender for supply, erection, installation,

commissioning, testing, demonstration and training of Biometric Attendance Server

, as per specifications given in the Annexure attached to the Tender.

Tender Reference No. IC/000716

Last Date and Time for receipt of Tender 16/01/2018 at 1500 Hrs

Time and Date for Opening of Technical Bid 16/01/2018 at 1600 Hrs

Address for Communication As Stated below in the Instructions to the bidders.

Contact Telephone Numbers, 0651-2276274

For technical Details

priyankkumar@bitmesra.ac.in Dr. Pyiyank Kumar

Opening of Bids Technical Bids will be opened on 16 /01/2018, at

1600 Hrs in the Institute’s Conference Room in

the Main Building.

INSTRUCTIONS TO BIDDERS

All interested vendors are requested to send their sealed quotation for supply of the above item under two bid systems in the following manner:

a) Envelope – I: Technical Bid. b) Envelope – II: Financial Bid.

NOTE: The bid documents are not transferable and the firm’s seal and signature of the authorized official must appear on all papers and envelopes submitted.

Both the envelops should be sealed, signed, marked and kept in a bigger envelop superscribed with the Tender Reference No. and Tender notice detail as appended hereunder.

with the Tender Reference No. and Tender notice detail as

TENDER FOR SUPPLY OF BIOMETRIC ATTENDANCE SERVER

TENDER REF. NO: IC/000716, DATE: 19/12/2017 LAST DATE FOR

SUBMISSION:16/01/2018 Till 1500 Hrs.

The Registrar

Birla Institute of Technology, Mesra

Ranchi - 835215.

From: M/s --------------------------

Contact No: ----------------------

E-mail ID: ------------------------

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Desirable Tender Specification for Biometric Attendance Terminal

Sr No. Technical Specification

1 Applications Access Control System & Time Attendance

2 CPU ARM 32 Bit RISC Processor, 800 MHz or above

3 Memory 256MB (Flash), MicroSD card 4GB (min.)

4 RAM 512 MB or above DDR3

5 Event Buffer 500,000

6 No. Of Finger Template 10000

7 Operation Mode Finger, Card, PIN

8

Sensor

High Quality Scratch Resistance Optical Sensor, Water

proof, 500DPI image, identification and verification time

< 1sec,

9 Finger Score

Display Finger Quality Score @time of finger

Registration

10 Communications Port

TCP/IP & Wiegand, POE, USB (for data transfer and

2G-3G dongle)

11 Display 3.5" TFT Display with Capacitive Touch Panel

Keypad Capacitive Touch Sense 12 Numeric Keypad

14 User capacity 10000 and above per terminal

15 Language English

16 LED -

17 Sound Various Beep Indication

18 Power Supply POE/ remote

19 Enclosure Weather and tamper proof enclosure

21 Color Black (preferable)

22 Mounting Wall Mounting

23 Operating Temperature 0 to 50 Degree Centigrade

24 Humidity 20% to 90%

25 Sensor Specification

26 Image Resolution 500 DPI

27 Template Size 384 Bytes

28 Image Size (Pixel) 272 X 320

29 Sensing Area (mm) 16 X 19

30 EER/FAR/FRR <0.1% / 0.001% / 0.1%

31 Enrollment time &

verification Time < 1 Sec

32 Connectivity All the devices to be connected in the nearest network switch

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2. Biometric Attendance & Access Control Software

The Management software should support attendance for staff and students.

The Management software should support Automated data exchange between data access

control to server and report generation used based report. Emanates data duplication and

double entries. accessibility of data export to open format like *.xls/*.pdf..etc.

Super User :- Employee List, Shift List, Leave List, Location List, Attendance Muster,

Employee Shift Allocation Report, Attendance Report along with man hour and shift

details, Leave Details,

Out Duty Details, Attendance Regularization Details, Leave Balance report, Employee

Absentee Report,

Employee Late Come Report, Employee Early Go Report, Employee Weekly off Present

List, Employee Holiday Present List, Holiday List.

Normal User – (Check Own attendance, Holiday List).

Web/Windows based application.

Password protected with Super User, HR Admin, Normal User login Supports

multi/Network Based locations.

Attendance management system software Capturing & storing employees Bio Metric

Finger Print scan pattern in Terminal unit & PC. It shall be possible to configure

employee attendance. Creating & editing Employee Finger Print pattern database (Master

data entry).

Generated attendance data *.xls must be transferred to existing ERP system for salary

preparation automatically/ manually.

All the machines are to be installed at different location in the campus. The machines

will be connected to the nearest network switch.

Associated accessories should be mentioned.

The devices to be placed in the hostel mess should provide the daily report of the student

mess.

A biometric lock is to be provided in the Central Instrumentation Facility.

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3. Biometric Attendance Server

Intel core i7

16GB Memory loaded and must be supported 4 UDIMM slots, support up to 32GB

1600Mhz DDR3

1TB or above HDD Storage (500Gb root drive)

Intel Rapid Storage Controller 12.0 supporting SATA 6Gb/s (2 ports-SATA0, SATA1)

SATA 3Gb/s (2 ports+ SATA2, SATA3) 4 SATA connectors (for hard drives and

optical)

Embedded NIC Gigabit Ethernet LAN 10/100/1000

Error Correction Code (ECC) memory; software RAID

LCD/LED 18.5” Display Same OEM

Windows Server 2008R2 or 2012

Warranty Support 3Years with OEM Authorization Certificate must be required.

Database to be provided

Bill of Material

S.N. items description Qty.

1 Biometric Attendance Devices with POE switch 40

2 Biometric Attendance Software 1

3 Biometric Attendance Server 1

5 Biometric Attendance Network connectivity to the nearest

network switch (approx. distance 30-50 mtrs.) 40

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SECTION IV: ELIGIBLITY CRITRIA OF BIDDERS & PROCESS OF BID

SUBMISSION

The Applicants should meet all the below listed criteria to qualify for the participation in the

Tender. They need to provide the mentioned documentary evidence to support their

qualification as listed below:

A. Bid shall be submitted in TWO PARTS, viz. Technical Bid comprising (i) EMD should be

in form of DD or a Bank Guarantee in favour of Birla Institute of Technology, Mesra

payable at Ranchi (ii) technical details, compliances etc. as enumerated in the tender

document & and Financial Bid. The bid should be submitted in properly wax sealed covers

indicating the Bid detail. Address of the firm submitting the tender and the officer to whom

the tender is addressed, must appear distinctly on both the inner and outer sealed covers,

indicating also on each envelop

TECHNICAL BID/FINANCIAL BID as may be applicable

Mandatory Teams &Conditions:

In the part relating to Technical Bid, the OEM/Bidder must provide the followings: -

1. Details of the technical features of the offered equipment and solution vis-à-vis specification

complying to tender.

2. Bidder should be an ISO 9001 / 14001 / 27001 certified company.

3. Authorization certificate, bidder if not manufacturer, to sell the quoted item from the OEM of

quoted Items brand specific to this tender, as per the format provided.

Note* :- Any document other than case specific authorization, will not be accepted &

their bid will summarily be rejected.

4. The bidders are required to enclose copy of GST Registration Certificate.

5. The Bidder should have similar experience in terms of project execution / supply of IT items /

similar items only in Government &/or PSU.

6. Bidder must have executed at least one single order for Biometric Attendance System,

valued at Rs. 10 lakhs or more, in last five years covering minimum one solution of Security

applications.

7. The Bidder should be in existence for at least five years as on 31.03.2017.

8. Bidder must enclose copy of their Registration Certificate either under Shop & Establishment

Act &/or under Companies Act &/or Under NSIC/SSI, as per applicable government rules.

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9. Bidder to enclose Copy of PAN/TIN & GST.

10. Bidder must have his own service office and infrastructure in the state.

11. The quoted brand / OEM (in case of non-Indian) should have been into business operation in

India, through their sales and service offices in India, for minimum five years as on date of

bidding.

12. The quoted product must be BIS certified.

13. Bidder to enclose Technical Literature along with tender.

14. The Technical compliance of specifications should be under signature of respective OEMs

and the developer.

15. Bidder should enclose Proof of annual turnover (Audited Balance Sheet) of having average

yearly turnover of Rupees five crores in last three financial years (14-15, 15-16, 16-17), with

Rupees ten crore Turnover in any one year.

16. Net worth of the Bidder should be positive & The bidding company shall be a profit-making

company in each of the last five years. A Letter of Undertaking is required to be submitted.

17. Banker’s details of tendering FIRM / Bidder should be clearly mentioned.

18. Bidders are instructed to only use formats provided in the tender document. Use of any

reproduced/reformatted format will lead to summarily rejection of bid.

19. The BIT Mesra will strictly adhere to the specifications given in the tender document. All

pages of the tender document should be duly sealed and signed by the authorized signatory of

the firm.

20. Warranty of the equipment shall be as mentioned in the price bid format item wise.

Undertaking by OEM is required along with the Bid. The warranty shall also comply to the

service/warranty conditions as enumerated in the tendered specification sheet.

21. Earnest Money (EMD) in the form of BG or Demand Draft or FDR only for Rs 25000/-, in

favour of Birla Institute of Technology, Mesra payable at Ranchi.

22. Earnest Money Deposit of the successful bidder will be refunded on receipt of Performance

bank guarantee.

23. The offers, which do not fulfill any or all of the conditions prescribed above or found

incomplete, are liable to be rejected at Institute’s discretion. The Ínstitute reserves the right to

reject any or all offers without assigning any reason.

24. The offer will be summarily rejected if there is any deviation from the formats as given in

annexure.

25. The decision of the Institute in this regard shall be final and binding on all the vendors. All

disputes or differences in connection with or relating to this tender shall be subject to the

jurisdiction of the courts at Ranchi only.

26. The envelope containing ‘’Financial Bid” should include details as per format and each page

duly stamped and signed by the authorized signatory of the bidder.

27. Bidders are not permitted to make any amendment / change in the tender format. Any

amendment/ change noticed will render the tender as disqualified.

28. Quantity, basic price (against item-wise details of specifications of each of the offered items).

29. Prices of each of the optional accessories, as required by specifications and may be relevant

for offered equipment, will have to be specifically stated in the quotation.

a) GST should be indicated separately, item wise.

b) Installation, warranty, delivery & commissioning charge (including GST), should be

included in the basic rate of quoted items, if any. Delivery shall be F.O.R.

c) Freight & insurance charge should be included in the unit basic rate of quoted items,

as mentioned in the Price bid, if any.

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30. This is a turnkey based tender. Bidder must quote for all items in each schedule. No partial

compliance of any terms, specification, etc. permitted. Partial compliance and deviation of

any terms and or condition will automatically lead to rejection.

31. In case of discrepancy between unit price and total price, the unit price shall prevail.

32. The enrolment/ registration of the staff and students will have to be done by the successful

bidder.

33. AMC for 3 years should be given.

34. Company should provide a performance guarantee of 10% of the Purchase order value valid

upto 60 days from the date of completion of performance obligation including warranty

obligation.

35. Training of the complete solution should be provided on the site.

Other Instructions :-

I. Rates: Rates quoted should be on F.O.R. BIT Mesra, Ranchi.

II. Validity: Quoted rates must valid for 90 days.

III. Delivery: Unless otherwise stated Delivery & Installation of goods will have to be

within 45 days from the date of issue of the Purchase Order. All aspects of safe

delivery shall be the exclusive responsibility of the OEM/Bidder. Any unjustified and

unacceptable delay in delivery beyond the delivery schedule as per purchase order

will render the Bidder/Manufacturer liable for liquidated damage at the rate of 0.5% -

1% per week, subject to maximum of 10% beyond which order will be cancelled,

EMD forfeited besides recovery of LD.

IV. Late and delayed Tenders: Late and delayed tender will not be considered. In case any

unscheduled holiday occurs on prescribed closing/opening date the next working day

shall be the prescribed date of closing/opening.

V. Ground for Rejection of Tender: The tenders are liable to be rejected if any of the fore

going conditions are not complied with and must be strictly as per this tender

document. The tender should be complete in all respects and duly signed wherever

required. Incomplete and unsigned offer will not be accepted.

VI. Any loss or damage caused to the article in transit to the centralized delivery location

is to be made good by the supplier free of cost within reasonable time.

VII. No escalation in respect of materials, labor, freight etc. will be allowed in any shape.

VIII. A declaration should also be furnished by the agency that they will supply the original

product of the manufacturing company. In case of supply of duplicate product suitable

action will be taken against the agency including forfeiture of EMD/ Security Deposit.

IX. The rates should be quoted and legibly written both in words and Figures. In case of

corrections, the same must be attested by the bidder with full signature; however no

overwriting is permissible.

X. In case of any discrepancy between words and figures, in financial bid, the rates in

words shall be accepted as correct.

XI. The Bidder has to sign at all pages of the bidding document and do the page

numbering. Sealing and Marking of Bids

i. The Bidders shall seal the envelope No.1 Technical envelope and envelope No.2 Financial

envelope in separate inner envelopes, duly marking the envelopes as envelope No.1,

“Technical BID” and “Envelope No.2 Financial BID”. He shall then place these two

envelopes in an outer envelope. Both the inner envelopes and the outer envelope should be

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addressed to Address:-

Registrar

Birla Institute of Technology, Mesra,

Ranchi, Jharkhand.

ii. The inner and outer envelopes shall bear the words: “Biometric Attendance System”.

iii. Both the inner envelopes shall indicate the name and address of the Bidder.

iv. If the outer envelope is not sealed and marked, the tender will be summarily rejected.

v. Telex, cable or facsimile bids will be rejected.

4. AWARD OF WORK

i. The finalization of the Proposals will be done by a committee constituted by the Institute

for this purpose.

ANNEXURE I

PROFORMA FOR OTHER DETAILS OF BIDDER, MANUFACTURER AND IT’S

BANK

1. Name & Full Address of

the Manufacturer

2.a Telephone & fax No.

Office/Works

2.b Telex No. Office/Works

2.c Email

3. Location of The

Manufacturing Factory

4. Name & Full Address of

The Bidder

5.a Telephone & Fax No.

Office/Factory/Works

5.b Mobile No.

5.c E-mail Address

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6

Financial Details of Bidder

Year 2014-15 2015-16 2016-17 Average Annual

Turnover in (INR)

7

Details of two persons that Institute may contact for requests for clarification during bid

evaluation

First Second

Name

Tele No. (Direct)

Mobile No.

E-Mail

8 Bank details from where the EMD for Bid Security has been issued:

i Name and Address of

The Bank

ii

For a foreign bank,

name of correspondent

Bank in India

iii Name of the Contact

Person

iv Phone Number/Mobile

v Fax Number

vi Email Address

Signature and seal of the Bidder.

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ANNEXURE II

Check List

Sl. No. Name of the Document Page Number

a

Authorization certificate from the Manufacturer of Products offered,

specific to this tender, addressed to The Registrar, BIT Mesra,

Ranchi.

b Technical Specification & Compliance.

c ISO Certificate of Bidder.

d GST Tax Registration Certificate of Bidder.

e Proof of 05 years

f Proof of similar orders, as mentioned in Mandatory Terms &

Conditions.

g PAN Certificate of Bidder & ITR for three years.

h Copy of Registration Certificate of Bidder either under Shop &

Establishment Act or under Companies Act or Under NSIC/SSI.

i Proof of Bidder’s Service Infrastructure in State.

j Proof of Manufacturer’s service centers in State.

k BIS Certificate of Products.

l Proof of Bidder being five years old company.

m Copy of Balance sheets for last three years.

n Warranty Confirmation.

o Earnest Money Deposit or Exemption Certificate.

p Proof of The devices designed/developed/manufactured in India.

q Proof of at least five years experience of manufacturer of Biometric

Attendance System as on 31.03.2017.

r Proof of Registration of The OEM of the Biometric Attendance

device in India since last 5 years. The copy of Certificate of

Incorporation shall be submitted.

s Proof of Annual Turnover of the Manufacturer.