TENDER FORMAT

TENDER FOR PURCHASE OF IVR SYSTEM AGAINST TENDER

NO.V/03/14/DP/COM/IVR SYSTEM
1.

NAME OF THE FIRM

:___________________________

2.

CORRESPONDENCE ADDRESS
TELEPHONE AND FAX NO.

WITH
:___________________________

3.

LOCAL ADDRESS WITH TELEPHONE

AND FAX NO.
:___________________________

4.

WHETHER REGISTERED WITH NSIC/

DGS&D IF YES ATTACH COPY
:___________________________

5.

SALES TAX/VAT REGISTRATION PROOF

:___________________________

6.

LATEST SALE
CERTIFICATE

:___________________________

7.

TAX/VAT CLEARANCE

COPY
OF
DISTRIBUTOR/DEALER/
MANUFACTURER

AUTHORISED
:___________________________

8.

SPECIFICATIONS OF THE SYSTEM

ALONGWITH LITERATURE/ BROCHURE
:___________________________

9.

LIST OF OWNERS/PARTNERS AND

CERTIFICATION REG. BLACKLIST & :___________________________
CRIMINAL CASE ATTACHED OR NOT

10. APPLICATION FEE

:___________________________

11. EARNEST MONEY DETAIL

:___________________________

12. COPY OF TERMS AND CONDITION DULY

SIGNED
:___________________________
13. UNDERTAKING
GUARANTEE/WARRANTY

REGARDING
:___________________________

SIGNATURE OF THE BIDDER WITH STAMP

___________________________
___________________________
___________________________

Page 1 of 9

TERMS & CONDITIONS

Sealed tenders are invited in single bid system by the undersigned from the
manufacturers or authorized distributors or reputed firms dealing with the subject for
purchase of following item(s) through registered post or these can be put personally in the
sealed tender box kept in the reception office located at 5, Rajpur Road, Delhi by 1030 Hrs
on 13.07.2015 :Sl.
No
1.

Name of the item

QTY

IVR system having 8 ports

with SMS module alerting

01
No.

Delivery
Period
30 days

Application fee

Earnest
Money

Rs.500/(Non-refundable)

Rs.25000/-

The technical specifications of required item(s) are enclosed with this form as
Annexure-A. Bidder(s) are advised to quote their Rate after careful study of the tenders
technical specifications as well as the following terms and conditions:1.

Separate envelope should be used for TECHNICAL BID as well as for COMMERCIAL
BID. The word "TECHNICAL BID/COMMERCIAL BID for the purchase of IVR System
due to open on 13.07.2015 at 1100 Hrs shall be prominently marked on the top of both
envelopes. Both these bids shall further be put in one envelope and sealed properly
before putting in tender Box duly super scribed. Bidder (s) shall indicate complete
specifications and all features of the item.

2.

The tender document can be downloaded from the websites of Delhi Police or Delhi
Government at http://www.delhipolice.nic.in.

3.

The Technical Bids will be opened on 13.07.2015 at 1100 Hrs. in the Committee
Room, Old Police Lines, 5, Rajpur Road, Delhi. In case the due date is declared
holiday, the tenders will be opened on the next working day.

4.

The tenders should reach this office by 1030 Hrs on 13.07.2015 as per tender notice.

5.

The bidders shall arrange the live demonstration of the quoted system, if so
required by the Purchaser.

6.

After evaluation of the Technical bids and the demonstration, the short-listed Bidders
will be intimated. Decision of the committee on technical suitability of the offer shall be
final.

7.

The Commercial bids of the short-listed Bidders will only be opened and such shortlisted bidders will be intimated about the date and time accordingly. The short-listed
bidders or their authorized representatives may be present, if they so desire.

8.

Only manufacturers or authorized distributor/dealers can participate in the tender. The

bidders must have to submit proper valid authorization certificate from the Manufacturer
in their favour. If the bidder is an Indian Manufacturer, they have to submit a copy of
Manufacturing Certificate issued by any Govt. Agency like NSIC, DGS&D etc. This is
subject to verification if necessary. Further, if the bidder is a foreign manufacturer, they
have to submit a scanned copy of manufacturing certificate issued by any government
agency.

9.

Indian gents, who desire to quote directly on behalf of their foreign principals
(manufacturers), have to submit scanned copy of the valid certificate of enlistment from
the Central Purchase Organization (eg. DGS&D, NSIC etc).
Page 2 of 9

10.

Only Sales Tax/VAT registered agencies are eligible to fill this tender. Interested
agencies shall quote their Sale Tax/TIN Number of VAT in their quotation and also
attach documentary proof of having registered with Sales Tax/VAT department with the
bid.

11.

Latest/current Sales Tax Clearance Certificate or latest Sales Tax/VAT Return filed
issued from the Sales Tax/VAT department in English/Hindi language must be attached
with the bid.

12.

The application fee is non refundable. The demand draft of Rs.500/- as tender fee in
favour of Deputy Commissioner of Police, Communication, 5 Rajpur Road, Delhi, be
attached with the bid. In case the firm fails to attach the draft of application fee, the
tender shall be rejected.

13.

The firm registered with the Central Purchase Organization (e.g. DGS&D), National
Small Scale Industries Corporation (NSIC) for the requisite item/items are exempted
from Application Fee. However, the bidders will have to submit copy of Registration
Certificate with the technical bid of the tender to avail the exemption

14.

Incomplete / Conditional tender will not be accepted.

15.

Optional tender will not be accepted. The firm should have to quote only one rate.
Options in rates will not be accepted and the tender will be rejected straightway.

16.

No tender will be accepted without requisite E.M.D. as mentioned in tender notice. The
E.M.D. of Rs.25000/- shall be in the shape of A/C Payee Demand Draft, FDR,
Bankers cheque or Bank Guarantee from any Commercial Bank in an acceptable form
in favour of Dy. Commissioner of Police, Communication, 5, Rajpur Road, Delhi
payable at Delhi. No interest will be given on E.M.D. The EMD should be valid for
forty-five days beyond the validity period of bid.

17.

All SSI units registered with NSIC/DGS&D for this item as per specification are
exempted from the EMD. They have to attach the legible copy of valid registration
document/exemption certificate with the technical bid.

18.

Bidder would not be permitted to alter or modify their bids after expiry of the deadline for
receipt of Bids.

19.

The price must be quoted as per proforma for price schedule Annexure A. Nothing
over and above the quoted price would be payable to the successful bidder. Any over
writing/cutting etc. render the tender invalid. The option in the rates will not be
entertained and the tender will be rejected straightway.

20.

The successful bidder whose rates are accepted shall have to deposit 10% of the total
contractual amount as Performance Security (security money) in the shape of A/c
payee Demand Draft, Bank Guarantee/FDR from a Commercial Bank in an acceptable
form in favour of DCP/Communication, 5, Rajpur Road, Delhi-54 within seven days of
the receipt of offer letter, failing which EMD will be forfeited and contract will be
cancelled. The performance security should be valid for 60 days beyond completion of
all contractual obligations and shall bear no interest.

21.

On completion of the 03 years warranty period, the Supplier shall furnish an Annual
Maintenance Contract (AMC) Performance Bank Guarantee/AMC Performance
Security for 5% of the total cost of the IVR System from a Commercial Bank or in the
shape of Account Payee Demand Draft/FDR, so as to cover the AMC period. The
Performance Security should be valid for a period of 04 years and 02 months from the
date of expiry of the warranty period. This will be released after the successful
completion of AMC period of 04 years.
Page 3 of 9

22.

In case, the firm does not complete the supply and installation of the system or perform
the Services within the time period specified in the tender, liquidated damage charges,
(not by way of penalty) will be charged a sum equivalent to 1(one) percent of the price
of the delayed item (s) or unperformed services for each & every week (part of a week
being treated as a full week) of delay until actual delivery or performance, upto a
maximum deduction of 10% (Ten Percent) of the undelivered Equipment/ Services.

23.

Any instance of sub-standard item by the contractual firm will lead to the cancellation of
the contract, forfeiture of Performance Security deposited by the firm and action for
blacklisting of the firm shall also be taken.

24.

The Bidder can remain present himself or his authorize representative at the time of
opening of tender. Only authorized representative will be allowed to attend the meeting
of the Purchase Committee. They should also bring Letter-Head of the firm with an
undertaking that any decision/negotiation taken by them would be accepted by firm.

25.

The Bid shall remain valid for four calendar months from the date of opening of the
tender.

26.

The rates will be F.O.R. at 5, Rajpur Road, Delhi-110054.

27.

In case the firm fails to supply the item within stipulated delivery period, the item will be
purchased from the open market and the difference of cost, if any, will be recovered
from the Security Money and pending bills of the defaulting firm, by calling explanation
after issuing notice.

28.

No request from the contractual firms(s) to enhance the price/rate approved/ accepted
by the Department will be entertained during the period of contract.

29.

The quantity of the items mentioned in the tender notice can be increased or
decreased, at any stage till the finalization of the tender.

30.

Tender envelop(s) must be sealed and super scribed TENDER FOR PURCHASE OF
POWER TRANSISTORS
FOR WIRELESS SETS,
AGAINST
TENDER
NO.V/03/14/DP/COM/IVR SYSTEM which shall be addressed to Dy. Commissioner of
Police, Ops. & Communication, 5, Rajpur Road, Delhi.

31.

All the firms participating in the Tender must submit a list of their owners/partners etc.

32.

All the firms participating in the Tender must submit a Certificate to the effect that the
firm is neither blacklisted by any Govt. Department nor any Criminal Case is registered
against the firm or its owner or partners anywhere in India be attached with technical
bid.

33.

The payment will be made after receipt/final acceptance of goods in good condition as
per prescribed specification. No advance payment will be made.

34.

No claim for interest in case of delayed payment will be entertained by the Department.

35.

A copy of terms and conditions duly signed by the Bidder, in token of having understood
and agreed with, should also be attached with the tender.

36.

The Purchase Committee reserves the right to relax any terms and condition in the
govt. interest, with the approval of competent authority.

37.

The Purchase Committee reserves the right to call off/ scrap the tender at any stage
due to administrative reasons.

38.

Purchase Committee reserves the right to vary the quantities and/or split the order
among the selected Bidders, in case the L-1 rates are the same.

39.

All disputes are subject to the jurisdiction of the Courts in the N.C.T. of Delhi.
Page 4 of 9

40.

In case of violation of any clause of contract/agreement deed, the explanation of the

firm can be called by issuing show cause notice, if the reply is not found satisfactory.
Security money can be forfeited as well as action for blacklisting can also be taken prior
to taking any legal action.

41.

The tender will be rejected straightway without assigning any reasons if the firm
involves in any criminal case, declared black listed by any Govt./Semi govt.
department/agencies etc.

42.

In case of any differences, the firm can be called for negotiation to patch up the
differences on table prior to approaching court.

43.

The purchase committee, in order to satisfy itself can order on the spot enquiry to verify
the soundness & capability of the item and any other information given by the tendering
firms.

44.

Tenderer(s) shall indicate complete specifications and all features of the proposed IVR System.
The copy of technical specifications alongwith literature/brochures of quoted product must
attach with the technical bid by the bidder.

45.

The tendering firm will also submit an undertaking that the product offered by them is
as per technical specifications of the tender.

46.

The tenderer(s) shall submit an undertaking mentioning therein the period of

guarantee/warranty of the IVR System having 8 ports with SMS module alerting
for a period of at least 36 (Thirty Six) months from the date of final acceptance.

47.

After expiry of three (03) years warranty period, the AMC of IVR System having 8
ports with SMS module alerting will be started for a period of 04 years assuming
that the life span of the IVR System to be 07 years.

48.

During the guarantee/warranty period and AMC period, the supplier will attend the
complaint in the very next day between 10 AM to 6PM and rectify the problem
immediately. The maximum time limit of rectifying problem will be one week from the
date of attending the complaint.

49.

If the supplier firm fails to repair or replace the defective parts during
guarantee/warranty period and AMC period free of cost, within one week, the user will
be free to get the same repaired/replaced from the market and its cost will be adjusted
from the pending bills/security deposit of the firm.

50.

The AMC rates will be considered as a loading factor and criterion for deciding
the lowest bidder. The AMC charges for 04 years will be loaded in the total price
for deciding the lowest bidder.

51.

The payment towards AMC shall be payable quarterly after successful completion of
the maintenance service during that period.

NOTE :(A)

DOCUMENTS REQUIRED TO BE ATTACHED WITH TECHNICAL BID IN THE

FOLLOWING ORDER :-

1.

The Demand draft of Rs.500/- as Application Fee (Clause No.12).

2.

Certificate regarding registration with DGS&D/NSIC, if claim Application Fee exemption

(Clause No.13)

3.

E.M.D. in favour of DCP/Communication, 5-Rajpur Road, Delhi-110054 amounting

Rs.25000/- (Clause No.16).
Page 5 of 9

4.
5.
6.
7.
8.
9.
10.

11.
12.

Certificate regarding registration with DGS&D, NSIC if claim EMD exemption (Clause
No.17).
Sale Tax/VAT Registration Certificate as per Clause No.10.
Latest Sales Tax/VAT Clearance Certificate as per Clause No.11.
Copy of authorized distributorship/ dealership/ Manufacturer proof/ valid enlistment
certificate from CPO as per Clause No.8 & 9.
Copy of terms and conditions duly signed with seal of the firm, in token of acceptance
of terms and conditions as per clause No.35.
All the firms participating in the Tender must submit a list of their owners/partners etc.
as per clause No.31.
All the firms participating in the Tender must submit a Certificate to the effect that the
firm is neither blacklisted by any Govt. Department nor any Criminal Case is
registered against the firm or its owner or partners anywhere in India as per clause
No.32.
Undertaking regarding Guarantee/Warranty as per Clause No.46.
Technical specifications alongwith literature/brochure of the quoted products as per
clause No.44.

13.

Undertaking that the product offered by them is as per technical specifications of the tender
as per clause No.45.

14.

All Other supporting documents as required in the tender shall be attached.

(B)

DOCUMENTS REQUIRED TO BE ATTACHED WITH COMMERCIAL BID IN THE

FOLLOWING ORDER :-

1.

2.

COMMERCIAL BID shall contain price only and no other documents shall be
enclosed with the price bid.
Details of Rates of the item quoted by the tenderer shall be submitted on their letter
pad as per Annexure B format in clear terms, in words and in figures. The cutting
& over-writing not valid. The option in the rates will not be entertained.
Firm(s) will clearly mention the different Taxes and duties they propose to charge
extra. Vogue offers like Duties as applicable shall not be considered.

(DR. O. P. MISHRA)
DY. COMMISSIONER OF POLICE:
OPS. & COMMUNICATION: DELHI.
SING. OF BIDDER ____________________
NAME IN BLOCK LETTERS:_______________
FULL ADDRESS: ________________________

Page 6 of 9

ANNEXURE - A

Technical Specification of 8 Ports IVR SYSTEM with SMS integration Standalone

(without PC)

Sl.
No.
1.
2.

3.
4.
5.

6.

Specifications
Number Of Ports/ 8 Ports, it should be Seamlessly stackable for
Channels
higher ports configuration.
Compatibility
It should be Compatible with Analog phone lines,
PBX/EPABX, E&M and Fax. It should also be
compatible with latest IPV6 IP Phones.
Power Inputs
230V,50 Hz AC 10% and 12V DC10%,1kva
UPS with minimum 2hours backup.
Operating
0 to 50C
Temperature
IVR System should (i). Bulk outbound Calls.
have the features (ii). Customized Welcome Greeting
as
(iii). Bridge calls ( Call transfer).
(iv). SMS integration.
(v). Integration with phones, Fax, PBX, Email,
Web etc.
(vi). Conference Calls.
(vii). ODBC Compatible.
viii). CTI Integration.
(ix). Screen POP.
(x). Soft Dialers.
(xi). Speech Recognition.
(xii). Ext to speech.
xiii). Play a recorded message.
SIM Card
One SIM card (GSM) with unlimited SMS pack to
be provided by user.

Note: Signed copy of the compliance statement of the Technical Specifications should
be enclosed with the Technical Bid.

Page 7 of 9

ANNEXURE - B
PROFORMA FOR PRICE SCHEDULE
TENDER FOR PURCHASE OF IVR SYSTEM HAVING 8 PORTS
WITH SMS MODULE ALERTING FOR USE IN DELHI POLICE
Date of opening................................

Time

.........................Hrs.
We______________hereby certify that we are established manufacturers/authorized
representatives of M/s_________________with factories at ________________which are
fitted with modern equipment and where production methods, quality control and testing of
all materials manufactured or used by us are open to inspection by the representative of the
purchaser. We hereby offer to purchase the following items at the prices indicated below:
S.
No.

a
1.

2.

Description of
work/ item

Qty.

c
01
No.

IVR
system
having 8 ports
with SMS module
alerting
AMC charges of
Item No.1

Unit
Price
In
Indian
Rupe
es
d

Extended
Price
In Indian
Rupees
cxd
e

Sales
Tax/VA
T
In
Indian
Rupees
f

Other Govt.
Levies, if
any
(To be
specified)

Incidental
charges,
if any
(To be
specified)

Total Repair
Price FOR
Destination
In Indian Rupees
e+f+g+h
i

01
No.
Grand Total (Including all taxes)

* The comprehensive AMC Charges may be quoted per year for 04 years after expiry of warranty period of 03 years.

NOTE:1.
2.

OPTIONAL BID WILL NOT BE ENTERTAINED.

NO CONDITIONS SHOULD BE INSERTED IN THE BID.

It is hereby certified that we have understood all the terms and conditions specified in
the tender document and are thoroughly aware of the nature of job required to be done and
goods/items to be supplied. We agree to abide by all the tender terms and conditions.
We hereby offer to carry out the job and (or) supply the goods/items detailed above or
such portion(s) thereof as you specify in the notification of award.

(Signature and seal of Bidder)

Dated: ______________

Page 8 of 9

OFFICE OF THE SALES TAX OFFICER/VAT OFFICER, WARD________

SALES TAX DEPARTMENT/VAT DEPARTMENT________________
No._______________________________________________, dated_________
SALES TAX/VAT CLEARANCE CERTIFICATE
Certified that M/s _____________________________________________ a
registered manufacturer/distributor/dealer of this ward having Registration No._________.

The manufacturer/ distributor/dealer has been assessed upto ____________

and there are no dues pending against the said manufacturer/distributor/dealer till date. The
manufacturer/ distributor/dealer has filed prescribed return in time as on date.

The certificate is issued on the written request of the manufacturer/

distributor/dealer, dated ____________ for submission of Govt./Semi Govt. for tender
purpose only.

SALES TAX OFFICER/VAT OFFICER

WARD ________________________
DATED _______________________

Page 9 of 9