Hiring of photocopying and binding service along with operator for a period of two years at HMA

Two Heavy duty photocopier machines of any reputed make like (Canon, Xerox, Ricoh etc.,) to be provided with following features (or higher configuration) a. Capable of taking of 40 copies per minute of A4 size or 20 copies per minute of A3 size. b. 200% enlargement and 50% reduction facility. c. Attachment with auto sorter. d. Automatic both side copying e. Capable of scanning. Copy of the machine catalgue/supporting document to be attached along with the technical bid. The above shall include supply of all the Consumable such as paper, toner, spiral comb, colour transparent sheets for spiral binding machine, paper cutting machine etc. are to be provided. of standard quality. In particular paper should be of JK Copier brand or equivalent and of 75GSM & above quality. PVC spirals of 19mm to 32mm dia suitable for the volume of sheets. transparent sheets with minimum 100 micron thick.

Heavy duty Spiral Binding Machine.

Perfect binding - can be done within HMA or the vendor can do it outside and bring the binded books within the specified time by the concerned officer / Faculty. Each perfect binding will include printing of cover pages of 300 GSM color with lamination. This will in the scope of the vendor and the rates should be inclusive of these requirements. The minimum order quantity for the perfect binding will be 25 books.

NOTE: THE ABOVE MENTIONED MACHINES (TWO PHOTOCOPIERS AND SPRIAL BINDING ARE TO BE PROVIDED AT OUR PREMISES FOR THE FULL CONTRACT PERIOD ALONG WITH AN OPERATOR)

An Operator has to be provided for carrying out the photocopying and binding service throughout th contract period. The cost of operator should be included in the quotation.

PAN No. (Please indicate PAN No. And attach copy)

Please indicate whether your firm is an MSME or not.

GSTIN No.

Description

Period of Contract: Shall be for Two year from the date as indicated in Purchase Order / Work Order.

Requirement of services : The Contractors shall provide one experienced operator along with Two photocopying machines (One working plus One standby(in case of breakdown of first machine). One operator should be made available between 0800 Hrs to 1630 Hrs. In case of any exigency, the operator may have to stay beyond 1630 Hrs. The contractor shall keep in stock of sufficient quantity of paper (75 GSM) JK brand paper or any other equivalent paper and other consumables, as required to keep the machine in fully working condition. Both machines have to be kept by the suppliers in the room provided by HMA. Repair in case of any breakdown in machines is sole responsibility of vendor and HMA will not pay for the same.

Payment : Bill on monthly basis have to be submitted with original record of photocopying as per HMA format duly authorised by the user and certified by the officer-in-charge with all necessary document copies such as PF, ESI Challans, wage disbursement extract, delivery challan copies for having brought paper and toner brought inside HMA Campus with the seal stamped. Payment will be made within 30 days of the submission of the bill through RTGS/ECS. The contracting organisation / agency / shall maintain a log book for their daily activities / functions and submit the same to the officer- in charge of the contract.

Facilities: The available power supply and a room (in HMA ) with required furniture will be provided by HMA free of cost to the supplier.

The likely volume of work shall be as under: i) (A4 Single side) – 50,000 copies/year ii) (A4 Double side) – 3,25,000 copies/year iii) (A3 Single side) – 3,500 copies/year iv) (A3 Double side) – 500 copies/year ii) Spiral binding – 1000 nos/year. iii) Perfect Binding - 2,500 nos./year This is an approximate volume of work.The quantities may increase or decrease as per actual requirement. No claims what so ever shall be entertained on account of increase / decrease in actual requirement. To arrive at the L-1 position, this given volume will be used with the respective quoted rates.

Penalty Clauses: in case of any breakdown of machine, the agency has to make appropriate arrangements for copying / spiral binding without time loss . In case the breakdown is not rectified in time, the cost of getting the photocopies done outside will be deducted from the monthly bill to be paid to the contractor. Plus Rs.500/- as penalty for each breakdown.

Validity of offer: Prices quoted should be net and should remain valid for our acceptance for a minimum of 90 days from the opening date of tender.

Submission of tenders: Submission of tender has to be done online only. The bids and other related documents have to be uploaded on HAL e-procurement portal only.

EARNEST MONEY DEPOSIT (EMD): EMD for amount of Rs. 20,000.00/- (Indian Rupees Twenty thousand only). EMD to be submitted by participating bidder only. Offers not accompanied with requisite amount of EMD or EMD not submitted in the specified form shall be summarily rejected. The EMD should be submitted in Demand Draft drawn in favour of 'HAL Management Academy' payable at Bangalore.

The net amount receivable towards EMD should not anyway less than the Amount specified in the Tender Notification. HAL shall not be responsible for receipt of less due to deduction of Bank Commission/Bank Charges etc., from the payment amount. Offers with less EMD shall also be rejected. Note: EMD should be submitted in the specified form as mentioned above. The offers not accompanied with requisite amount of EMD or EMD not submitted in the specified form shall be summarily rejected.

SUBMISSION OF EMD (EARNEST MONEY DEPOSIT): The original EMD in hard copy (in form of Demand Draft/ Certified copy of GOI's authority for exemption in lieu of EMD (applicable for Vendors exempted for Submission of EMD as per Govt. of India directives) should be kept in separate envelope (superscripted with tender number & due date) along with covering letter and should reach us on or before the tender due date and time (ADDRESS: Senior Manager (IMM), Purchase Department, HAL Management Academy, Doddanakundi Main Road, Marathalli Post, Bangalore – 560037) OR alternatively the sealed cover containing the only EMD / Certified copy of GOI's authority exemption in lieu of EMD should be dropped in the tender box kept at Security Gate of HMA) on or before the tender due date and time specified in tender. HAL will not be responsible for any transit/ postal delay or delay due to any other reasons in receipt of Original form of EMD. A copy of EMD Document/ certified copy of GOI's authority for exemption in lieu of EMD shall also be scanned and attached in PDF format with your technical bid, which has to be submitted online through e-procurement portal.

The offers not accompanied with requisite amount of EMD or EMD not submitted in the specified form shall be summarily rejected.

The EMD will not carry any interest for the period it is retained with HAL. The EMD shall be forfeited if a tenderer withdraws amends, impairs and / or derogates from tender within validity period.

Bidders exempted from submission of EMD as per Govt. Of India directives must submit certified copy of Govt. of India authority for such exemption in lieu of EMD.

The EMD amount will be refunded/ Bank Guarantee will be returned to unsuccessful bidder(s) after finalization of Tender.

EMD furnished by the successful Bidder will be appropriated for security deposit.

HMA reserves the right to cancel/terminate the purchase order , if the photocopying services are not provided in prescribed time and quality. HMA reserves the right to obtain services from other sources at risk and cost of Vendor.

Any party quoting against this enquiry shall be deemed to have read and understood these terms and conditions.

Cancellation of the contract : the accepting officers, whose decision shall be final and conclusive, shall cancel the contract in the event of default by the agency in commencing with the work as instructed, fails to perform satisfactorily in rendering services with required quality and timely services, misrepresents any facts while tendering for the services or otherwise commits any breach of contract.

Arbitration: All disputes or differences whatsoever arising between the parties out of or relating to the supply, installation, operation and maintenance or effect of this contract or the breach thereof shall be settled by arbitration in accordance with the rules of arbitration of the Indian Council of Arbitration and the Award made in pursuance thereof shall be binding on both the parties.

Jurisdiction: The court of Bangalore only shall have jurisdiction to deal with and decide any legal matter whatsoever arising out of the contract.

Security Deposit : a) The successful vendor will have to submit a security deposit of Rs. 20,000/- before starting the services. The SD will be in the form of a Demand Draft in favour of 'HAL Management Academy'. The SD will be returned to the vendor after completion of services. The SD will not bear any interest. b) In case, the contract is not executed to the entire satisfaction of HAL, the SD will be forfited. c) No claims will be entertained against HAL in respect of interest on SD.

Taxes: Goods & Service Tax (GST) : Applicable GST rates & respective HSN code to be specified in commercial bid. a) The Service Provider warrants to have valid registration under applicable provisions of GST. A copy of the Registration certificate should be submitted along with the offer. b) Service provider’s right to payment is subject to submission of a valid Tax Invoice which would enable the Service Recipient (HAL) to claim Input Tax Credit in Compliance with the provisions of the GST. c) Service Provider also warrants to duly comply all relevant provisions of the GST Laws including filing returns, paying taxes within the stipulated period so that no hindrance can be faced by HAL to claim Input Tax Credit as per provisions of the GST Law. d) "Service Provider shall fully indemnify to Service Recipient (HAL) on first demand against any claims, liabilities, actions, demands, Loss, Costs and expenses occurred/ imposed to the Service Recipient (HAL) on account of his failure to fully/ partially discharge the statutory levies in time, or his failure in adherence of the applicable laws in force". e) In case, there is a change in the GST structure by the Government, the same will be incorporated in the invoices upon submission of valid documentary proof by the successful vendor.

The tender will be evaluated on PACKAGE BASIS. Bid with lowest price confirming to the specifications will be considered for placement of order. The lowest price will be arrived at as mentioned in sl.no. 5.

IMMUNITY TO GOVERNMENT OF INDIA: “It is understood and agreed that the Government of India is not a party to this agreement and has no liabilities, obligations or rights hereunder. It is expressly understood and agreed that HAL is an independent legal entity with power and authority to enter into contracts solely in its own behalf under the applicable Laws of India and General Principles Contract Law. The vendor shall agree, acknowledge and understand that HAL is not an agent, representative or delegate of the Government of India. It is further understood and agreed that the Government of India is not and shall not be liable for any acts, omissions, commissions, breaches or other wrongs arising out of the contract. Accordingly, vendor expressly waives, releases and foregoes any and all actions or claims against the Government of India arising out of this contract, not to sue the Government of India as to any manner, claim, cause of action or thing whatsoever arising out of or under this agreement.”

Bribes & Gifts: Any bribe, commission, gift or advantage given, promised or offered by or on behalf of the contractor or his parties, agent or servant or any one on his or their behalf to any officer, servant, representative or agent of HAL or any person on his or their behalf in relation to the obtaining or to the execution of this or any other contract with HAL shall in addition to any criminal liability which the contractor may incur, subject the contractor to the cancellation of this and all other contracts with HAL and also to payment of any loss or damage resulting from any such cancellation. Any question or dispute as to the commission of any offence under the present clause shall be settled by HAL in such manner and on such evidence or information as they may think fit and sufficient and their decision shall be final and conclusive.

Confidentiality: The Supplier shall hold confidential technical data and information supplied by the Purchaser or on behalf of the Purchaser and shall not reproduce any such technical data or information or divulge the same to any third party without the prior written consent of the Purchaser. The Purchaser shall hold confidential technical data and information supplied by the Supplier or on behalf of the Supplier and shall not reproduce any such technical data or information or divulge the same to any third party without prior written consent of the Supplier except as far as may be necessary for either party to carry out its obligations under this Tender/ Contract.

Risk Purchases: The supplier will supply quality items as per approved sample / standard parts / commercial items and also quantity indented by the concerned Division in full as per terms and conditions of respective orders. In case the supplier fails to execute the order either in terms of quality or in quantity, HAL reserves the right to procure from elsewhere at the risk and cost of the supplier and any extra expenditure incurred due to this purchase is payable by the supplier.

Indemnity: The contractor shall at all times indemnify HAL against all claims which may be made in respect of the stores for infringement of any right protected by patent, registration of design or trade mark.

We have read and understood all Terms and Condiditons of Tender.

Description

A-4 size photocopying single side

A-4 size photocopying Double side

A-3 size photocopying Single Side

A-3 size photocopying Double side

Spiral binding of book (any size)

Perfect binding charge including cover page printing (cover page will be of 300 gsm with lamination, colour)