KALPANA CHAWLA MEMORIAL PLANETARIUM - …dstharyana.org/html/whtsnew/2014/6.6.2014/Tender Document_KCMP... · signature with date and seal on all the documents. 15) ... equipment

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ACCEPTANCE: We accept the above terms and conditions and shall comply with them strictly. Name of the Proprietor/ Director/M.D: Signatures with date and seal

GOVT. OF HARYANA

HARYANA STATE COUNCIL FOR SCIENCE & TECHNOLOGY BAYS: 35-38, SECTOR: 2, PANCHKULA – 134109

PHONE NO: 0172-2560339, 2563439, FAX: 0172-2560018 Website: http://www.dstharyana.org

TENDER DOCUMENT

Supply, Installation and Testing of new Planetarium digital projection system (including D.L.P projector, Sky Simulation Software etc. with accessories, if any).

FOR

KALPANA CHAWLA MEMORIAL PLANETARIUM

PEHOWA ROAD, KURUKSHETRA – 136119, PHONE NO: 01744-238005

Bid Evaluation will be based on Technical and Financial bid

Price of Tender Document: Rs. 500/- (Rupees Five Hundred only) can be Paid in Cash at Council or Agency may enclose D.D with the tender document downloaded from website as tender document fee. E.M.D: Rs. 25,000/- in form of D.D in favour of "The Secretary/EC, Haryana State Council for Science & Technology, Panchkula". (Payable at Panchkula) Important Dates: 17.06.2014 at 11:00 am. : Pre-bid meeting. 07.07.2014 at 11:00 am : Last date for submission of sealed tenders And opening of only Technical Bid.

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GENERAL TERMS AND CONDITIONS

1) In order to clear any doubts before submitting the tender offers the agency shall also attend the pre-tender meeting at the Council's office in Panchkula which shall be held on 17.06.2014 at 11:00 am.

2) The term “Council” wherever mentioned in the N.I.T shall mean the authorities of Haryana State Council for Science & Technology, Panchkula, parent organization of Kalpana Chawla Memorial Planetarium, Kurukshetra. The term “planetarium” wherever mentioned in this N.I.T shall mean Kalpana Chawla Memorial Planetarium, Kurukshetra. The term “agency” wherever mentioned in this N.I.T shall mean the agency/agencies taking part in this tender.

3) The offers should be addressed to “The Secretary/EC, Haryana State Council for Science & Technology, Bays: 35-38, Sector: 2, Panchkula – 134109, India” and should be sent in a sealed super scribed envelope so as to reach on or before 11:00 am on 07.07.2014 along with earnest money of Rs. 25,000/- (Rupees Twenty Five Thousand only) in the form of demand draft drawn in favour of “The Secretary/EC, Haryana State Council for Science & Technology” and payable at Panchkula. The E.M.D of the unsuccessful agencies will be returned.

4) Agencies shall submit the financial bid as per the “Technical Compliance Form-Cum-Financial bid” format appended with this tender document in a separate envelope properly sealed and put into the main envelope. The tenders except the “Financial Bid” will be opened on the same day (07.07.2014) at 12:00 noon. The offers of agencies, which do not submit the “Financial Bid” in a separate sealed envelope, will be rejected straightway. The “Financial Bid” will be opened only for agencies fulfilling the ‘Pre-bid conditions given below:

Pre-bid conditions:

(a) Agency shall enclose the non-refundable tender document fee of Rs.500/- in the form of Demand draft in favour of the “The Secretary/EC, Haryana State Council for Science & Technology” payable at Panchkula or Cash receipt of the Council.

(b) Agency shall enclose the D.D of Earnest Money Deposit.

(c) Authorized signatory should sign and affix agency’s seal on all the pages of this tender document. Bids without authorized signatures and agency’s seal will be rejected.

(d) Any Manufacturer / Supplier / Dealer who has been declared defaulter or/and Blacklisted by Government of India’s/State Govt.’s/Semi Govt.’s office shall not be eligible to participate in this bid. Any fraudulent practices including concealing of facts at the time of submission of bid and there after shall lead to disqualification and forfeiting of E.M.D or/and any security

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deposited. The agency shall also furnish a declaration along with their offer in the prescribed format at Annexure “A” of this tender document.

(e) The agency should completely fill the details and enclose all the necessary documents in the format enclosed at Annexure-B of this tender document.

5) If required the agency/agencies fulfilling the pre-bid conditions will be called at the Planetarium for working demonstration of the equipment(s) being offered. Accordingly it is up to the agency to check the compatibility of their projection equipment with the present system at the Planetarium well in advance. The demonstration schedule shall be intimated to the agency in advance.

6) The date and time for opening of “Financial Bids” will be informed later on.

7) The agency should provide an undertaking from the O.E.M that the Projector Spare Lamps,

Service and spare parts Support for the projector and related accessories would be available for minimum seven years from the date of the billing.

8) Agency shall not visit council/planetarium without prior concurrence.

9) The Council does not bind itself to accept the lowest offer and reserves the right to reject/accept fully or partially any offer received, without assigning any reasons.

10) The agency selected for the award of the work shall not subcontract/sublet the work during the entire tenure of the contract.

11) The contract can be terminated by the “Council” at any time without notice in the event of gross security risk or gross damage to “Planetarium’s property due to agency’s failure or persistent failure of the agency in providing satisfactory service to the “Planetarium” and the decision of the “Council” in this regard shall be final and binding on the agency. The security deposit of the agency will also be forfeited.

12) For reasons other than mentioned in the above clause, the contract can be terminated by either party by providing clear six months advance notice in writing.

13) In the event of failure of the agency to provide the services or part thereof as mentioned in this tender for any reasons whatsoever, the Council shall be entitled to procure services from other sources and the agency shall be liable to pay forthwith to the Council the difference of payments made to such other sources, besides damages at double the rate of payment.

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14) Do not use ambiguous terms like “yes”, “complied” or “available”. Specifically mention the matching specification of the product offered by you. Make sure that you have affixed your signature with date and seal on all the documents.

15) Each offer should be sent in a sealed cover with the tender documents. It shall be the responsibility of the agency to safely deliver the sealed tender offer; Council will not be responsible in case of mishandling, loss or damage of the offer package.

16) All offers should indicate any taxes and duties applicable. Additional charges for packing, forwarding, freight, insurance etc., if any, should be clearly mentioned. Clearance at Customs, payment of duties etc. will be responsibility of the agency. The rates quoted should be in Indian Rupees and F.O.R Kalpana Chawla Memorial Planetarium, Kurukshetra, Haryana.

17) Offers from the foreign agencies shall be acceptable subject to the condition that same be applied through their authorized Indian dealers.

18) If required by the agency the agency shall arrange for the Transit Insurance Cover of the equipment(s) and same should be up to the successful installation, running and handover of the equipment at Kalpana Chawla Memorial Planetarium, Kurukshetra. Council shall not be liable in case of any kind of damage/breakdown of equipment during transit, up to the final installation and handover of the equipment to the Planetarium.

19) No increase in price will be allowed after firm orders are placed by the Council.

20) The agencies are informed that they should not call Council/planetarium over phone or contact in person. All clarifications can be obtained through E-Mail/FAX/Post. In case agency uses postal services then agency shall use only Govt.’s Speed/Registered postal services only instead of

courier services. Agencies shall not make attempt to establish unsolicited and un-authorized

contact with Council after the opening of the offers and prior to the notification of the award. Any attempt by any agency to bring to bear extraneous pressures on Council shall be sufficient reason to disqualify the agency.

21) Before submitting tender the agencies may with prior consent of the planetarium authorities carry out the physical inspection of the equipment at planetarium site in order to check the present projection system and various associated electronics, electrical installations, power supplies, UPS, earthing, safety measures etc. up to their satisfaction and then quote rates in tender. The agency representative visiting the planetarium for inspection shall also bring with him authorization letter and identity proof.

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22) Council shall not be responsible for accidental opening of the envelopes that are not properly super scribed and sealed before the time scheduled for opening.

23) The manufacturers of the quoted make of the product must be of national / international repute and having ISO certificate.

24) Liquidated damages: If the agency, after accepting the Purchase Order, fails to deliver any or all

of the Goods within the period specified in the Order, Council shall, without prejudice to its other remedies under the Govt. Rules, proceed to cancel the order or agree to accept a delayed delivery on the condition of payment of liquidated damages by the agency a sum equivalent to 0.50% of the total cost as indicated in the Purchase Order (which will be deemed as agreed price) for each week or part thereof of delay until actual delivery or performance is completed and such penal charges shall be limited to a maximum of 5% of the total cost. Once the maximum is reached Council may proceed on its own to consider the termination / cancellation of the order.

25) The agency (ies) shortlisted for the award of the order shall have to sign a stamp paper agreement with the Council in order to fulfill their Warranty/Guaranty obligations etc. as per Council’s terms & conditions.

26) Council reserves the right to modify or alter the specifications after short listing of agencies.

27) Council reserves the right to change the order quantity or split the orders among multiple agencies without assigning any reason(s) whatsoever.

28) Council reserves the right to reject any or all the tenders without assigning any reasons whatsoever.

29) Before applying the agencies should refer to the Council’s requirement of digital projection system (projector, computer hardware & software and related accessories, if any) given in the “Technical compliance form-Cum Financial Bid”. The tender should be made in the format of “Technical compliance form-Cum-Financial Bid” which is available along with this tender document. The technical compliance form should be duly filled up (preferably TYPE WRITTEN OR FILLED IN CAPITAL LETTERS) and should clearly mention the equipments offered by the agency against each specification. However, should the agency still envisage some exceptions/deviations to the specifications as per Council’s requirement, the same should be indicated with complete details, justifications, rates and put in Financial bid form.

30) The quoted price for digital projection system should be valid for minimum six months.

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31) The agency shall always inform the Council in writing about any change in its address or the names and addresses of its key personnel. Further, the agency shall not, change its ownership without prior approval of the Council.

32) The agency hereby represents, warrants and confirms that the agency :

a) Has necessary skills, knowledge, expertise, adequate capital and competent personnel, system and procedures, infrastructures and capability to complete its obligations in accordance with the terms of this tender and to the satisfaction of the Council.

b) Has complied with and obtained necessary permissions/licenses, authorizations under Central, State and local authorities and obtained all required permissions/licenses for carrying out its obligations under this tender.

33) Any notice or other communication required or permitted to be given between the parties under this tender shall be given in writing at the following address or such other addresses as may be intimated from time to time in writing: Council Agency The Secretary/EC, Haryana State Council for Science & Technology, Bays: 35-38, Sector – 2, Panchkula – 134109. With Copy to: The Curator, Kalpana Chawla Memorial Planetarium, Pehowa Road, Kurukshetra - 136119.

34) It is understood between the parties hereto that during the course of business relationship, the

agency may have access to confidential information of Council/Planetarium and it undertakes that it shall not, without Council’s prior written consent, disclose, provide or make available any confidential information in any form to any person or entity or make use of such information. This clause shall survive for a period of five years from the date of expiry of this contract or earlier termination thereof.

35) Neither party shall be in default if a failure to perform any obligation hereunder is caused solely by supervening conditions beyond that party’s responsible control, including acts of God, civil commotion, acts of terrorism, labour disputes and government or public authority’s demands or requirements.

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36) In case of any dispute arising out of the contract between the Council and the agency, the

matter shall be referred to the sole arbitration of a person to be appointed by the Secretary/EC

of HSCS&T, Panchkula on receipt of an official request with details of dispute, from either the

Council or the agency. The award of the arbitrator so appointed shall be final, conclusive and

binding on all parties to the contract. The submission shall be deemed to be submission to

arbitration under the Arbitration and Conciliation Act, 1996 or any statutory modification of re-

enactment thereof and of the rules made there under for the time being in force.

37) The Council shall have the right to immediately terminate this agreement and forfeit the security deposit of the agency if the agency becomes insolvent, ceases it operations, dissolves, files for bankruptcy protection, appoints receivers, or enters into an arrangement for the benefit of creditors. Any disputes arising during this contract between the agency and Council unless resolved amicably, shall be settled by a Court of Law having jurisdiction over Panchkula or Kurukshetra.

SCOPE of WORK: Supply, installation and testing of Planetarium Digital Projection System (including D.L.P projector, Sky Simulation Software etc. with accessories, if any:

38) Complete user, technical and service documentation, installation media of all software applications along with the licenses and spare parts catalogue are to be provided along with the supply of the equipments.

39) Agency shall also provide 24X7 telephonic support regarding the operation and maintenance of the system throughout the week. The agency shall also mention their Telephonic support number/numbers in their offer.

40) Agency shall also provide relevant software maintenance releases and updates on optical or magnetic media and will also provide the 24X7 telephonic support to guide the Planetarium through the installation of the maintenance release/update.

41) Agency shall also arrange for training of the Planetarium personnel preferably after visitors hours (at least 5 to 8 hours daily) regarding the operation and maintenance of the equipment. The agency shall also arrange for a minimum one month proper training of planetarium personnel regarding show production, use of Sky Simulation software and other software applications etc.

42) It shall be the responsibility of the agency to integrate the present audio system, cove lights and other associated installations at the Planetarium with the digital projection system being supplied by the agency. The details and specifications of the audio system, cove lights etc. are available at Annexure -C appended with this document.

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43) It is preferable to use the present Fish Eye Lens and projector pedestal available at the planetarium with the new projector. In case if it is not possible to use the present fish eye lens and pedestal then the agency shall also mention the price of new Fish Eye Lens and pedestal [along with installation, civil work etc.( if required) ] in the "Technical compliance-cum-Financial bid Form".

44) Agency shall enclose the Warranty/Guaranty terms and conditions of the purchase and clearly indicate any services/parts not covered/covered under warranty/guaranty, Fault diagnosis and Fault resolution times during the purchase warranty/guaranty period.

45) The purchase warranty/guaranty type (onsite/offsite) period of the equipments being offered should be clearly mentioned.

46) The rates should be quoted on Door Delivery (F.O.R. Planetarium) Basis.

47) The agency shall indemnify and keep the Council indemnified regarding the safe operation and general maintenance/handling of the equipment from time to time.

48) Maximum within 15 days after receipt of the purchase/work order from Council the agency shall

submit with the Council a performance bank guaranty (PBG) equivalent to the 10% value of the order and valid for a period of 30 days beyond the purchase warranty period of the equipment(s) provided by the agency. No interest will be paid at the time of returning the P.B.G. (I.e. PBG will be operational during warranty period of the equipment(s) + 30 days after expiry of warranty period). The bank guarantee will be returned to the agency after the satisfactory completion of afore mentioned period as per terms and conditions of the contract agreement.

49) Council shall take over of the digital projection system only after successful installation, operation and training of planetarium personnel by the agency (including providing adequate operation and maintenance manuals, presentations, warranty/guaranty cards certified by the agency etc.).

50) 100% Payment in case of digital projection system and related accessories (if any) will be done after 60 days of successful operation of the system by the Planetarium and receipt of proper bill to the Council. No advance payment will be done. If any major problem is found during these first 60 days, then agency shall rectify the same immediately and payment to the agency may also be delayed accordingly.

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ANNEXURE -A

FORMAT OF UNDERTAKING (To be submitted on agency’s Letter Head)

To, The Secretary/EC, Haryana State Council for Science & Technology, Bays: 35-38, Sector: 2, Panchkula- 134109.

Sir, This is to certify that I/we have been never declared defaulter or/and Blacklisted by any

Government of India’s/State Govt.’s /Semi Govt’s office. I/We have not concealed any information

and the information submitted by me/ us in this tender is true and best to my/our knowledge.

Name and Signature with date of the Agency’s

Proprietor/ M.D/Director along with office Seal

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ANNEXURE - B

(Write or print or type in block letters and please answer all the questions)

1 Name of the agency and address

2 Telephone no., FAX No.

3 E-mail

4 Name and contact no. of Managing Director/Director/Proprietor

5 Date of incorporation

6 Bank Name and Account No.

7 Nature of the company - Government / Public / Private Company / Partnership / Proprietorship

8 Specify the number of years in this line of activity by the Company

9 Quantity of sales in the last three years for the different type of Projectors (especially same model that you have quoted)

2011-12 2012-13 2013-14

10 Turnover in the last three years duly supported by the audited annual accounts statements of respective years:

2011-12 2012-13 2013-14

11 Provide the postal address, telephone & fax numbers, and email address of the nearest service center which will provide services

12 Number of service engineers in the above location trained on the product quoted along with their educational qualification, certification and designation and

13 Assured Fault diagnosis time for service calls in hours:

14 Assured fault resolution time for service calls in hours:

15 What would be the maximum time required for commissioning and handover of the equipment up to the Council's satisfaction at Planetarium's premises in days from the date of placement of an official purchase order?

16 Enclose the list of customers to whom you have supplied similar Projectors during the last 3 years ending 31/03/2014 with full postal address and name of the contact person with phone, FAX numbers, and E-Mail id. Certificates regarding satisfactory performance and completion of work of the agency giving details of the type of equipment and services provided by the agency from the minimum three end users (preferably from Govt. sector) showing minimum three years of services in this line should be furnished.

17 Please enclose latest valid Authorization certificate issued by O.E.M allowing the agency to take part in this tender and further provide services under warranty and C.A.M.C periods.

18 On Manufacturer’s Side to whom Council have to contact in case of delayed in supply and other issues committed by the authorized dealer / distributor / reseller :

Contact Person Name : Designation : Address : E-mail ID : Telephone / Cell Phone :

19 Can you provide working demonstration of the equipments at K.C.M.P, Kurukshetra (Haryana)?

20 How much time do you need for installation, testing and user training? Do you need Planetarium to be closed for public? If Yes, then for what time duration?

20 Any other information:

Affix duly

attested PP size

recent

Photograph of the Prospective

bidder

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ANNEXURE -C

1. 12-meter diameter dome.

2. Unidirectional Seating arrangement.

3. NEC LCD projector

4. Three colour RGB standard cove lighting system.

5. 5.1 channel audio system:

Community Speakers, Denon DVD Player, BSS Soundweb, Behringer 16 input Low noise line mixer, Fostex 24 Track Digital Recorder, Crown Amplifiers, Frontier 8X8 MIDI plus SMPTE, Shure Mike etc.

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TECHNICAL COMPLIANCE FORM- CUM – FINANCIAL BID

(To be submitted in Separate Sealed Envelope) Sr.No. Particulars Specifications Remarks

1 Native resolution 1920 x 1080 (Full HD) or better

2 3 DLP chip size 0.94 inch or bigger x 3 No.

3 Aspect Ratio 16:9 or better

4 Lamp Xenon

5 Brightness 6000 ANSI Lumens or better

6 Contrast ratio 2000:1 or better

7 Inputs

7.1 Standard Inputs Analog, Dual Link DVI

7.2 Expandable Inputs Twin HDMI, SD/HD-SDI & Analog

8 Special Features Required 1. In-built twist 2. 3D Upgradable 3. Web Interface 4. Dust Sealed Light Engine 5. Edge blending (Optional)

9 Power Requirements 200 -240V 30A 50-60Hz

10 Ambient temperature From 5oC to 40oC

11 Fish Eye Lens It is preferable to utilize the present Fish eye lens available with the Council; it is preferable that the agency should provide the projector compatible with the present fish eye lens.

12 Projector Pedestal Projector may preferably be installed on already available pedestal.

13 Comprehensive Onsite/Offsite Purchase Warranty

Minimum Three years.

14 Remote With cord and wireless with all standard features like V&H Keystone, V&H shift, Lamp replacement history etc.

15 Weight To be mentioned by the agency

16 Dimensions To be mentioned by the agency

17 Any other necessary components, add on’s cables, connectors and accessories, cards etc.

To be supplied as per site requirement along with projector.

18 Real Time Render Planetarium Sky Simulation Software: Software should have extensive database of celestial objects like stars, galaxies, deep sky objects, etc. The software should simulate the sky onto the Full dome from different locations and at different times, simulate astronomical events like eclipses, transits etc, shows deep sky objects, simulate celestial motions like diurnal, annual, retrograde, precession, latitude. Software should simulate astronomy grids like galactic coordinates, 88 modern constellations as per IAU's standard, shows labels containing name, co-

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ordinates of the objects in the sky, fly by in space, zoom in & out, have scripting feature for content development at user end, shows various ancient sky cultures and symbols including ancient Hindu Sky and symbols. Should have provision to embed images and videos (flat screen content) in the shows and display/preview same on the some screen, embed various audio formats for shows. The simulation software should have capability to play pre-rendered shows. The software should be capable to display flat screen content onto the dome for giving presentations/lectures etc. The software should be compatible with the 5.1 channel audio system already available with Planetarium.

19 Hardware: Computer and other related hardware should be latest, genuine, accompanied with documents like user & maintenance manuals, guaranty/warranty documents, DVD's/CD's containing license keys etc. All the hardware provided should be compatible with the system setup already available at the planetarium, the list of equipments installed at the planetarium is appended at Annexure C with this document.

20 Any other details

Price of Projector including three years Comprehensive purchase warranty (onsite/offsite) and any taxes etc.

Documents

KALPANA CHAWLA MEMORIAL PLANETARIUM - …dstharyana.org/html/whtsnew/2014/6.6.2014/Tender Document_KCMP... · signature with date and seal on all the documents. 15) ... equipment