Hydrabad Tender

Tender No. PMG(NR)/RPLI/OS/10-11dtd 29.6.
2010
GOVERNMENT OF INDIA:: DEPARTMENT OF POSTS

MINISTRY OF COMMUNICATIONS AND INFORMATION TECHNOLOGY
Office of the Postmaster General, A.P.Northern Region, 5th Floor , Dak Sadan
Abids, Hyderabad-500 001
Tender No. PMG(NR)/RPLI/OS/10-11dtd 29.6.2010
NOTICE INVITING TENDER
Sealed tenders are invited on behalf of the President of India for data entry, scanning and
handling of proposal forms initially for a period of one year which can be extended on a month
to month basis depending upon the quantum of work and the performance of the contractor,
which will be specified in the letter communicating the acceptance of tender / award of work.
The method of submission of tender, amount of Earnest money / Security Deposit and General
Terms and Conditions applicable to contract has been mentioned in Annexure-I. The work is to
be performed strictly as per the specifications given in Annexure-II. The proforma for
submission of tender has been given in Annexure-III (Technical Bid) and Annexure IV
(Commercial Bid) of this Notice Inviting Tender. The schedule of tender is given as under:
2. Schedule of tender:
Tender No. No.PMG(NR)/RPLI/OS/10-11dtd 29.6.2010
Amount of Tender(Approxmately) Rs.14,00,000/-
Last date and time of receipt of Tender 23.7.2010 upto 14.00 hrs
Amount of Earnest Money Deposit as Rs 28,000/-
per clause ---- of Annexure-I
Date of Pre bid conference 12.7.2010 at o/o PMG(NR), 5th Floor , Dak Sadan
Abids, Hyderabad-1
Date and time of opening of tender 23.7.2010 15.00 hrs
Cost of tender document Rs.250/-
Venue O/o PMG(NR), 5th Floor , Dak SadanAbids, Hyderabad-1
3. The tender form along with terms and conditions can be collected from office of the
PMG(NR), 5th floor, Dak Sadan, Abids, Hyderabad-1 on any working day (Monday to Friday)
from 10:00 AM to 5:00 PM till 22.7.2010 on production of ACG-67 for Rs250/-. The tender
document can also be downloaded from website http://www.indiapost.gov.in The tenderer
who submits the tender in the downloaded form should credit Rs 250/- under the head UCR in
any post office towards cost of tender form and enclose the original receipt (ACG-67) along
with the Technical Bid.
4. The tender complete in all respect must in all cases be received in this office before the
date and time indicated in the Schedule of tender in para 2 above. The tenders received after
the scheduled date and time will be rejected outright. All outstation tenders should be sent by
Postal Registered Post and only one tender should be kept in one cover. The Department of
Posts will not be responsible for any delay in receipt of tender for any reason whatsoever.
Asst.Postmaster General
o/oPMG(NR), Daksadan
Abids, Hyderabad-1
Signature of Tenderer Page 1 of 18

DEPARTMENT OF POSTS:: GOVERNMENT OF INDIA

ANNEXURE-I
GENERAL TERMS AND CONDITIONS
Note: The employees of Department of Posts and their near relatives are not entitled
to participate in this tender – See para 3 below
Sub: Notice Inviting Tender for data entry, scanning and handling of proposal forms.
Parties:
The parties to the Contract are the Contractor (the tenderer to whom the work shall be
awarded) and the Government of India through the Department of Posts for and on behalf of
the President of India.
1. Addresses:
For all purposes of the contract including arbitration thereunder, the address of the
contractor mentioned in the tender shall be final unless the contractor notifies a change of
address by a separate letter sent be registered post with acknowledgement due to the
PMG(NR), 5th floor, Dak Sadan, Abids, Hyderabad -500 001. The contractor shall be solely
responsible for the consequences of any omission or error to notify the change of address in the
aforesaid manner.
2. Earnest Money:
2.1 Earnest Money of Rs 28,000/- must be deposited in concerned Head Post Office and
original receipt in form ACG-67 provided by the Post Offices in token of having
received the amount should be submitted along with the tenders. In case firm is
registered with NSIC, a copy of valid registration certificate along with a certificate that
its monetary limit has not been exceeded may be enclosed.
2.2 No request for transfer of any previous deposit of bid or performance securities or
payment of any pending bill held by the department in respect of any previous work
will be entertained.
2.3 Tenderer shall not be permitted to withdraw his offer or modify the terms and
conditions thereof. In case the tenderer fails to observe and comply with the stipulations
made herein or backs out after quoting the rates, the aforesaid amount of earnest money
will be forfeited to the Government.
2.4 The tenders without Earnest Money Deposit will be summarily rejected.

2.5 No claim shall lie against the Government / Department in respect of erosion in the
value or interest on the amount of Earnest Money Deposit or Security Deposit.
3. Preparation and Submission of Tender:
The tender should be submitted in two parts namely Technical Bid along with the proof
of EMD (in form given in Annexure-III) and Commercial Bid (in form given in Annexure
IV) and each should be kept in a separate sealed cover. Both the bids should be kept in
another sealed cover addressed to the Department of Posts. The outer envelope containing
the sealed cover should bear the address, tender number and date, subject of tender, date
and time of opening of the same. Inner envelope should be superscripted with Tender no,
subject of tender and whether the envelop is containing “Technical Bid” or “Commercial
Bid”. The tender should be addressed to the Post Master General (NR), 5th floor, Dak
Sadan, Abids, Hyderabad -500001 . It is the responsibility of the bidder to ensure that the
tender is reached / submitted in time to the addressee.
The employees of Department of Posts and their near relatives are not entitled to
participate in this tender. If it is noticed at a later date that this condition is violated, the
agreement in consequence of this tender is liable to be cancelled forthwith apart from legal
action.
4. Signing of tender.
Individual signing the tender or other documents connected with contract must specify
whether he signs as:
a) A “Sole proprietor” of the concern or constituted attorney of such sole proprietor;

b) A partner of the firm, if it is a partnership firm in which case he must have authority to
execute on behalf of the firm and to refer to arbitration disputes concerning the business
of the partnership either by virtue of the partnership agreement or by a power of
attorney duly executed by the partner of the firm.
c) Director or a Principal Officer duly authorized by the Board of Directors of the
Company, if it is a Company.
N.B.
(1) In case of partnership firms, a copy of the partnership agreement, or general power
of attorney duly attested by a Notary Public, should be furnished on stamped paper
duly sworn or affirmed by all the partners admitting executing of the partnership
agreement or the general power of attorney. The attested copy of the certificate of
registration of firm should also be enclosed along with the tender.
(2) In the case of partnership firms, where no authority to refer disputes concerning
the business of partnership firm has been conferred on any partner, all the partners
of the firm must sign the tender and all other related documents.
(3) A person signing the tender form or any other documents forming part of the
tender on behalf of another person should have an authority to bind such other
person and if, on enquiry it appears that the persons so signing had no authority to
do so, competent authority may without prejudice, cancel the contract and hold the

signatory liable for all costs, consequences and damages under the civil and
criminal remedies available including the forfeiture of fixed deposits.
(4) The tenderer should sign and affix his / her firm’s stamp at each page of the
tender and all its Annexure as the acceptance of the offer. NO PAGE SHOULD
BE REMOVED / DETACHED FROM THIS NOTICE INVITING TENDER.
5. The Bid:
Technical Bid:
The Technical bid should be submitted in form given in Annexure-III alongwith the
original receipt obtained from Post Office for the deposit of Earnest Money Deposit in the
Unclassified receipts (UCR) for the amount indicated above along with full details of technical
facilities for executing the work i.e. equipment, infrastructure etc. and associated security
features, and any other information sought for in the last section of the Annexure I & II.
Annexure-I & II duly signed and stamped by the tenderer in token of acceptance of all terms
and conditions should invariably be furnished with technical bid, failing which, tender may be
rejected at the stage of examination of technical bids.
Commercial Bid:
a) The commercial bid should be submitted in form given in Annexure IV in a

separate cover kept inside the main cover. The commercial bid of the tenderer
shortlisted after evaluation of technical bids only will be opened on a specified date
and time to be intimated to the respective tenderer.
b) A duly constituted Tender Evaluation Committee (TEC) will evaluate the bids.
c) A consolidated price should be quoted inclusive of all taxes and levies. The price
quoted shall be firm and final.
d) Terms of payment as stated in the Tender Document shall be final.
e) At the time of payment of bills, the income tax, if any and any other tax as per rules
/ law shall be deducted at source as per Government rules and guidelines as may be
prevailing at the time of payment.
6. Validity of the bids:
The bids shall be valid for a period of 180 days from the date of opening of the tender.
7. Opening of Tender:
The tenderer is at liberty to either present himself or to authorize not more than one
representative to be present at the opening of the tender. The representative attending the
opening of the tender on behalf of the tenderer should bring with him a letter of authority
from the tenderer and proof of identification, on the date and time indicated in the
“Schedule of Tender”. Bid will be opened and read out in the presence of the tenderers’

representatives. If the date of opening of the tender happens to be holiday, the tenders shall
be opened on the next working day at the same time and same venue.
8. Criterion for evaluation of tenders:
The evaluation of the tenders will be made on the basis of information furnished in
form given in Annexure-IV by Tender evaluation Committee constituted by the competent
authority. The commercial bid of such firms found valid on the basis of technical
parameters (as per Annexure-III) will be opened on the date, time & venue to be announced
after opening of Technical Bid. It must be kept in view that the opinion expressed by
Tender Evaluation Committee during the course of meeting shall not be binding and
Department shall not be responsible for such opinions. The reasons for selection or
rejection of a particular tender will not be disclosed. The award of work will be further
subject to terms and conditions of the contract given in Annexure II of the NIT.
9. Right of Acceptance:
9.1. The Department of Posts reserves all rights to reject any tender including that of
those tenderers who fail to comply with the instructions without assigning any reason
whatsoever and does not bind itself to accept the lowest or any specific tender. The
decision of Department of Posts in this regard is final and binding.
10. Communication of Acceptance:
Successful Tenderer will be informed of the acceptance of his tender. Necessary

instructions regarding the amount and time provided for Security Deposit will be
communicated.
11. Time Schedule for completion of work:
The work must be completed within 60 (Sixty) days from the date of award of work.
However, it may be changed based on the reasons to be specified.
12. Security Deposit:
12.1 The successful tenderer will have to deposit in cash in any Post Office under
Unclassified Receipt a sum of Rs. 1,40,000/- or 10% of the accepted tendered value of
work as security deposit whichever is more in favour of the Post Master General, A.P.
Northern Region towards Security Deposit within 7 days from the date of acceptance of the
tender and produce the receipt in original to this office. The successful tenderer shall tender
an irrevocable Bank guarantee of any scheduled Bank or State Bank of India in accordance
with the form prescribed for an amount equal to Rs. 1,40,000/- as performance guarantee
for the period extending at least six months beyond the date of completion of work within 7
days from the date of acceptance of the tender. This period can be further extended by
Department of Posts up to a maximum period of 7 days on written request of the contractor.

12.2. The security Deposit can be forfeited by order of the Department of Posts in the
event of any breach or negligence or for non-acceptance of any condition of contract or for
unsatisfactory performance or for non-execution of work. On expiry of the contract, such
portion of the said security deposit as may be considered by the Department of Posts,
sufficient to cover any incorrect or excess payments made on the bills to the firm, shall be
retained until the final audit report on the account of firm’s bill has been received and
examined.
12.3. The Security Deposit will not be adjusted against any payment due to the firm
from the Department or the Central Government. Failure to pay the security deposit will
entail forfeiture of the EMD to Government and the contract shall be awarded to any other
bidder.
13. Penalty:
In the event of the contractor failing to:
(i) Observe or perform any of the condition of the work as set out herein; or
(ii) Execute the work in good and workmen like manner and to the satisfaction of the
officers nominated for the purpose and by the time fixed by the Department of Posts;
(a) It shall be lawful for the Department of Posts in its discretion in the former event to
remove or withhold any part of the work until such time as he may be satisfied that
contractor is able to do and will duly observe the said conditions and in the latter event to
reject or remove as the case may require any work executed otherwise than in a good and
workman-like manner to the satisfaction of the officers nominated for the purpose by the
time fixed by the Department of Posts and in both or either of the events aforesaid to make
such arrangements as he may think fit for the reproduction of the work so removed in lieu
of that so rejected or removed as aforesaid on cost and at the risk of the contractor.
(b) Provided further that if either, due to any excess expenditure paid / incurred by reason
of the difference between the amount paid and the accepted rates, Department of Posts may
charge the amount of such excess cost to the contractor and the same may at any time
thereafter be deducted from any amount that may become due to the contractor under this
or any other contract or from the security deposit or may be demanded of him to be paid
within seven days to the credit of the Department of Posts.
(c) In the event of discovery of any error or defect due to the fault of the contractor at any
time after the completion of work, the contractor shall be bound, if called upon to do so, to
rectify such error or defect at his own cost to the satisfaction of and within the time fixed
by the Department of Posts. In the event of the discovery of any defective work, which
owing to urgency or for any other reason, Department of Posts shall have the power to
deduct from any payment due to the contractor such sum as may be deemed fit.
(d) In the event of a work being wholly rejected, the Department of Posts may at its
discretion either:

(i) Permit the contractor to re-do the same within such time as he may specify at
contractor’s own cost which shall include the costs of all sorts.
(ii) Arrange to get the additional work done elsewhere and by any other person or from any
other source than the contractor in which case the amount of extra cost, if any, shall be
recovered from the contractor in the manner provided in sub-clause (b) of this clause.
(e) The powers of the Department of Posts under this condition shall in no way affect or
prejudice the powers in certain events to terminate the contract vested in him as herein
provided nor forfeiture of deposit mentioned under clause 12 above.
(f) Since the work being awarded to the contractor is of important nature, and time bound,
the time schedule given in clause 11 must be adhered to failing which a penalty at the rate
of Rs.1000/- for every day’s delay will be imposed which will be recovered in the manner
stated in sub-clause (b) of this clause.
14. Natural Calamity, Strike etc:
In case of strike, combination of workmen or natural calamity of any kind, fire

accidents or circumstances beyond the control of the firm causing stoppage of his work,
whereby the delivery of completion of work may be suspended resulting in undue delay
without penalty, Department of Posts shall have the power during such stoppage to get the
work done elsewhere without charging the contractor. No obligation will rest on
Department of Posts to pay for any portion of the work undertaken before such a stoppage.
The contractor shall provide every facility for removal and use of materials as may be
necessary for timely completion of the work.
15. Insolvency etc:
In the event of the firm being adjudged insolvent or having a receiver appointed for it
by a court or any other order under the Insolvency Act made against them or in the case of
a company, the passing of any resolution or making of any order for winding up, whether
voluntary or otherwise, or in the event of firm failing to comply with any of the conditions
herein specified, the Department of Posts shall have the power to terminate the contract
without previous notice.
16. Breach of terms and conditions:

In case of breach of any of terms and conditions mentioned above, the Competent
Authority will have the right to cancel the tender without assigning any reason therefor and
nothing will be payable by this Department in that event and the security deposit shall also
stand forfeited.
17. Subletting of work:

The contractor shall not assign or sublet the work or subcontract or any part of it to any
other person or party.
18. Right to call for information regarding status or work:

The Department will have the right to call upon information regarding status of work at
any point of time.

19. Precautionary measures:

The contractor must be careful that quality and timeliness of the work is maintained as
well as time schedule prescribed etc., should not be disturbed. The contractor must take every
care to see that the work or any portion thereof does not fall into unauthorized hands. Care
should be taken to execute the work under proper security conditions and no spare item of
document / copies should be retained or otherwise made over by the contractor or any of his
staff member to any other person other than the person(s) authorized by the Department of
Posts.
20. The tender is not transferable. One tenderer shall submit only one tender.
21. Bidder or any of their servants or agents participating in the tender process shall
represent, warrant and covenant that they have given no commitments, payments, gifts,
kickbacks, lavish or expensive entertainment or other things of value to any official in
connection with this contract and shall acknowledge that the giving of any such payments,
gifts, entertainment or other things of value is strictly in violation of accepted norms of ethics
and may result in disqualification of their bids and/or cancellation of the contract.
22. (i) Every bidder shall unconditionally accept the conditions contained herein this tender.
Affixing the signature of the bidder on every page of the bid documents at the time of
submission shall be the conclusive evidence of acceptance of the condition stipulated. The bid
of any bidder who does not accept any of these conditions shall not be considered.
23.(i) Pre-bid conference will be held at the Place & date indicated in the Schedule of tender
in para 2 above., wherein live demonstration of the nature of work involved will be presented,
which would enable all the bidders to understand the nature of work and the input involved,
keeping the tenderer involved in respect of operation of data entry from input stage to output
stage.
24. Terms of payment:
No payment shall be made in advance. The contractor shall submit the bill at each stage
/ in the first week of following month on completion of each stage of work for sanction of the
amount of bill and passing the bill for payment. All payments shall be made by cheque only.
The Department of Posts shall be at liberty to withhold any of the payments in full or in part
subject to recovery of penalties mentioned in preceding para 13. The term “payment”
mentioned in this para includes all types of payment due to the contractor arising on account of
this contract excluding Earnest Money and Security Deposit governed by the separate clauses
of the contract.
25. Compliance with laws:

During the performance of the work, the contractor shall at his own cost and initiative
fully comply with all applicable laws of the land and with all applicable bye laws, rules,
regulations and any other provisions having the force of law, made or promulgated or deemed
to be made or promulgated by any Government, Government agency, or Department,
Municipal board, Government or other regulatory or authorized body of persons and shall
provide all certificates of compliance therewith as may be required by such applicable laws,

bye -laws and rules, regulations, orders. The contractor shall assume full responsibility for the
payment of all contributions and payroll taxes, as to its workforce, servants or agents engaged
in the performance of the work specified in the contract documents.
26. Arbitration:
If any difference arises concerning this Agreement, its interpretation or the payment to
be made thereunder, the same shall be settled under mutual consultations. If attempts for
conciliation do not yield any results within a period of 30 days, either of the parties may make
a request to the other party for submission of the dispute for decision by an arbitral tribunal
containing a sole arbitrator to be appointed by the Director General (Posts). Such request shall
be accompanied with a panel of names of three persons to act as the sole arbitrator. In case of
such arbitrator refusing, unwilling or becoming incapable to act or his mandate having been
terminated under law, another arbitrator shall be appointed in the same manner from among the
panel of three persons to be submitted by the claimant. The arbitration proceedings shall take
place at Hyderabad and shall be conducted in English. The provisions of Arbitration and
Conciliation Act, 1996 and the rules framed thereunder and in force shall be applicable to such
proceedings.
27. The jurisdiction of Civil court will be the Head quarter of the Post Master General, A.P.
Northern Region.
-----------------------------------


ANNEXURE-II
Sub: Notice Inviting Tender for data entry, scanning and handling of proposal forms.
Specific terms and conditions to the contract
Postmaster General, A.P.Northern Region, A.P.Circle proposes to outsource the work of data
entry, scanning and handling of proposal forms to established companies. All necessary
hardware will be provided by the successful tenderer and software will be provided by the
Department of Posts. During pre-bid meet, there shall be a live demonstration of the nature of
work involved. All the bidders may attend the pre-bid conference to enable them to know
about the nature and scope of work.
(a) Eligibility
1. The word “Company” here includes registered company, partnership firm or

proprietary concern.
2. The applicant company shall be a data processing agency dealing large scale data entry,
data validation and data verification work in English for at least one year preferably in the
government department.
3. The applicant company should be working in the specified field for at least two years.
4. The turnover should be more that Rs. 14,00,000/- in each of the last two financial years.
The turnover should be from the data entry work during the last two consecutive financial
years.
5. The applicant company must have at least one office in Hyderabad city.
6. The applicant company must have at least 10 or more number of data entry operator
(for each specified data entry location) working with company on its roll during the last two
years. This will have to be supported with the relevant records.
7. The applicant company should furnish its standing and goodwill through certificate
from its clients to whom data entry services have been provided in the past.
8. The applicant company must have at least 10 or more PCs (for per specified data entry
location) for data entry on the date of submission of this application.

(b) Desirable conditions
1. The service provider with experience of data entry of Banks, Share certificate,
Govt.’s Organizations, central/state PSUs would be preferred. The service
provider may give the record of past experience in respect of data entry work
handled by it. The references should also be provided from respective
institutes/organizations for cross-referencing.
2. A branch at Adilabad, Hanmakonda, Karimnagar, Mahububnagar, Medak,
Nalgonda, Nizamabad, Pedapalli, Sangareddy, Suryapet, Wanaparthy and
Warangal is desirable.
(c) Scope of work
The work involves the following stages:
1) Receipt, filing and numbering the proposal forms and supporting documents.
2) Initial verification of documents and enquiry from respective officer if required.
3) Proposal data entry through leased line after verification.
4) Scanning of proposal forms and supporting documents sent in hard copy.
5) Quality checks of data entry and scanned documents.
6) Printing of policy bonds and History Sheet, PR label, pasting the PR label on Premium
Receipt Book.
7) Despatch of Policy bonds & PR Book to insurants.
8) Despatch of case file to concerned officer.
(d) Other terms and conditions/information
9) (i) The approximate total records to be entered will be around 3,20,000 (Three Laks
Twenty thousand only)
10) Successful tenderer (service provider) shall be required to install and maintain
sufficient hardware to carry out at least 10 man days or more work every day at each data entry
location. The time working hours is from 0900 hours to 1700 hours, which can be changed at
the convenience and approval of Department of Posts.

11) There should not be any errors in the data entry. No payment shall be made for such
entry. Even a single error in any records shall be considered as a wrong entry.
12) Payment will be made on submission of bill, on completion of one month’s data entry
work and after certificate by the concerned authority that the work has been done satisfactorily.
13) The service provider will be responsible for the safe custody of records handed over to
him/her till the same are handed over to the designated official and his/her acquittance is taken
by the service provider.
14) The service provider is forbidden from using the information in the records handed over
to him for any other purpose other than authorized as stated in the schedule. The service
provider’s personnel shall not divulge or disclose to any person any details or information of
office, operational process, technical know-how, security arrangements, and
administrative/organizational matters as all are of confidential/secret nature. Any misuse
reported will entail the Contract to be cancelled immediately and the Security Deposit forfeited
without prejudice to any legal action that may be taken against the service provider.
15) All services shall be performed by the persons qualified and skilled in computer
application. The tenderer shall submit the details of persons employed including their
qualification and documents supporting such qualification.
16) The persons deployed by the service provider should not have been convicted by any
court of law or any police or criminal case should not be pending against them. The service
provider should make adequate enquiries about the character and antecedents of each personnel
of the service provider which will be got verified by the service provider before their
deployment after collecting proofs of identity like driving license, bank account details,
previous work experience, proof of residence and recent photograph. The Service Provider
shall withdraw such persons who are not found suitable by the office for any reason
immediately on receipt of such request.
17) The service provider’s person shall not claim any benefit/compensation in any form
from this Department under the provision of Industrial Disputes Act 1947 or Contract Labor
(Regulation & Abolition) Act, 1970. Undertaking from the persons to this effect shall be
required to be submitted by the service provider to the Department.
18) The service provider’s personnel should be polite, cordial, positive and efficient, while
handling the assigned work and their actions should promote goodwill and enhance the image
of this Department. The service provider shall be responsible for any act of indiscipline on the
part of persons deployed by them.
19) That the persons deputed shall not be below the age of 18 years and they shall not
interfere with the duties of the employees of the Department.
20) The Department may require the service provider to remove from the site of work, any
person or persons, deployed by the service provider, who may be incompetent or for
his/her/their misconduct and the service provider shall forthwith comply with such
requirements. The Service provider shall replace immediately any of its personnel, if they are

unacceptable to the Department because of security risk, incompetence, conflict of interest and
breach of confidentiality or improper conduct. In this regard the decision of the Department
shall be final.
21) The service provider has to provide Photo Identity Cards of the persons deployed by
him/her for carrying out the work. The Identity cards are to be constantly displayed and their
loss reported immediately.
22) The service provider shall ensure proper conduct of his persons in office premises, and
enforce prohibition of consumption of alcoholic drinks, smoking, loitering without work,
chewing of tobacco or tobacco related products.
23) The transportation and other requirements in respect of each personnel of the service
provider shall be the responsibility of the service provider.
24) Bills for the data entry work may be preferred on satisfactory completion of the work to
be certified as such by the officer nominated for the purposes. It shall further be regulated in
accordance with clause 24 of Annexure-I.
25) The service provider shall be contactable at all times and message sent by phone/e-
mail/Fax/Special Messenger from the Department to the service provider shall be
acknowledged immediately on receipt on the same day. The Service Provider shall strictly
observe the instructions issued by the Department in fulfillment of the contract from time to
time.
26) The Department shall not be liable for any loss, damage, theft, burglary or robbery of
any personal belongings, equipment or vehicles of the personnel of the service provider.
27) The service provider on its part and through its own resources shall ensure that the
goods, materials and equipments etc. are not damaged in the process of carrying out the service
undertaken by it and shall be responsible for acts of commission and omission on the part of its
staff etc. If the Department suffers any loss or damage on account of negligence, default or
theft on the part of the employees/agents of the service provider, then the service provider shall
be liable to reimburse to the Department for the same. The service provider shall keep the
Department fully indemnified against any such loss or damage.
28) However, the agreement can be terminated by either party by giving two months notice
in advance. If the service provider fails to give two month’s notice in writing for termination
of the Agreement then any amount due to the service provider from the Department shall be
forfeited by the Department.
29) That on the expiry of the agreement as mentioned above, the service provider will
withdraw all its personnel and clear their accounts by paying them all their legal dues. In case
of any dispute on account of the termination of employment or non-employment by the
personnel of the service provider, it shall be the entire responsibility of the service provider to
pay and settle the same.

30) The Department of Posts may alter or add to the original scope of work, specifications,
process, workflow checks and instructions as may be necessary. The service provider shall
carry out the work in accordance with any such instructions and such alteration or addition
shall not invalidate the contract. Any additional work that the service provider may be directed
to do in the manner above specified as part of the work shall be carried out by the service
provider on the same conditions as agreed to and at the same accepted rates.
31) If any time during the execution of the contract, the Department of Posts for any reason
whatsoever, other than default on the part of the service provider for which the Department of
Posts is entitled to rescind the contract, desires that the whole or any part of the work specified
in the contract should be suspended for any period, that the whole or any part of the work
should not be carried out at all, the Department shall give a notice in writing to the service
provider to that effect and upon the receipt of such notice, the service provider shall forthwith
suspend or stop the work wholly or in part as required therein. The service provider shall have
no claim to any payment or compensation whatsoever by reason of or in pursuance of any
notice as aforesaid on account of any suspension, stoppage or curtailment in work.
32) The necessary demonstration required for performing the data entry work will be
imparted by the officer nominated for the purpose to the service provider and also his
representatives at the first instance. For persons engaged subsequently, service provider has to
take care of imparting the training. The service provider should further ensure that the full
complement of data entry operators is available during the entire currency of the contract.
33) It is the responsibility of the service provider to comply with the prevailing labour laws
and Minimum Wages Act at his cost, risk and responsibility.
34) Department of Posts reserves the right to increase or decrease the quantum of work
without assigning any reason. Rate quoted by the service provider shall be applicable for such
work as well.
35) If the service provider duly performs and completes the contract in all respect and
presents an absolute “No Demand Certificate” in the prescribed form and returns in good
condition the Documents belonging to the DoP and deletes all the records in the systems used
for the purpose of this job without possibility for retrieval, the security deposit WITHOUT
INTEREST will be refunded to the contractor after deducting all costs and other expenses that
the DoP may be incurred and all dues and other moneys including all losses and damages
which the DoP is entitled to recover from the service provider.
-------------------------------


ANNEXURE – III (Technical Bid)
TENDER FORM – I – TECHNICAL INFORMATION AND UNDERTAKING

(GENERAL PARTICULARS)
(to be submitted in a separate sealed envelope alongwith the envelope superscribed as

envelope “A” containing the receipt towards payment of EMD, original tender documents
with terms and conditions signed on every page with the seal of the bidder)
Sub: Notice Inviting Tender for data entry, scanning and handling of proposal forms etc.
1. Name and address of the bidder / :

concerned
2. Constitution of the bidder (i.e Sole
proprietor or partnership firm or a
company or a Government Department
or a Public Sector undertaking)
3. EMD Particulars : ACG 67 Receipt No.________
dated __________ Name of the
Post Office ________________
(to be enclosed) and amount of
Earnest Money Deposit
Rs.__________ (Rupees
…………………………. Only)
4. VAT No. / Work Contract No. :
5. PAN / GIR No. :
6. Year of incorporation of the bidder firm :
7. Name and address of the Managing :
Director / Partners / Proprietor (as the
case may be)
8. Contact Details. :
Telephone No.
Mobile No.
Fax. No.
e-mail id.
9. Annual turnover during the previous :
years (minimum two years)

10. Copies of the income tax filed for the : Enclosed / Not enclosed
preceding two years
11. Whether each page of NIT and its :
Annexures have been signed and
stamped
12. Proposed date of start of work :
13. Time required for completing the work :
14. List of important work order of the :
nature stated above undertaken during
the last two years which summary is
enclosed (Summary may be enclosed on
separate sheets for each work and
comprise the subject / project; scope
covered; time taken to complete the
work; persons employed, fee charged,
remarks / observations / appreciation of
the organization for whom the work was
performed; and any other information
considered important by the tenderer.)
15. Select list of major customers may be :
given on a separate sheet
16. Brief details of project personnel :
proposed to be deployed on the work
may be given on a separate sheet (
indicating their names; qualifications,
experience in the field; and tenderers
personal opinion about them)
17. Equipments and other Infrastructure :
available with the firm
18. Whether copies of Annual Reports/ :
Authenticated Balance Sheet and Profit
and Loss Account for past two years
enclosed
19. Any other information important in the :
opinion of the tenderer

UNDERTAKING
1. I/We ________________________________ undertake that I/We have carefully

studied all the terms and conditions and understood the parameters of the proposed data
entry of the Department of Posts and shall abide by them.
2. I/We also undertake that I/We have understood Technical Specifications for conducting
the work mentioned in the Tender No._____________________ dated
________________ and shall conduct the work strictly as per these technical
specifications for conduct of the work.
3. I/We further undertake that the information given in this tender are true and correct in
all respect and we hold the responsibility for the same.
4. Adequate infrastructure in terms of computers etc, shall be deployed for the timely
completion of the job.
5. The computers to be deployed for the data entry shall not be inferior to the
configuration specified in clause C (1) of Annexure II of NIT.
6. Necessary licensed Operating system/software shall be installed in the systems.
7. The hardware infrastructure facilities will be installed and made functional at
_______________, within 7 days of placement of the order and the adequate
information on the number of computers installed and proof of ownership will be made
available. The hardware infrastructure will be well maintained.
8. Adequate qualified and competent personnel shall be deployed for the timely
completion of the contract, if awarded.
9. All labour laws applicable to us like Minimum wages Act, Workmen compensation
Act, etc, shall be scrupulously followed.
Dated at (Dated signature of the tenderer with stamp of the firm)


ANNEXURE – IV (Commercial Bid)
Sub: Notice Inviting Tender for data entry, scanning and handling of proposal forms
Rate Schedule
Sl Item of Work Rate in Rs. ** (in

No figures as well as words)
for each unit
(i) Receipt, filing and numbering the proposal forms and
supporting documents.
(ii) Initial verification of documents and enquiry from
respective officer if required.
(iii) Proposal data entry through leased line after
verification.
(iv) Scanning of proposal forms and supporting documents
sent in hard copy.
(v) Quality check of data entry and scanned documents.
(vi) Printing of History sheet, acceptance letter, PR label
,policy bonds & pasting of PR lable on Premium
Receipt book
(vii) Dispatch of policy bonds& Premium Receipt Book to
insurants
(viii) Dispatch of case file to concerned officer.
** In case of any discrepancy between rates mentioned in words and figures, rates mentioned
in words shall be considered as final.
## During pre-bid meet on the Place & date indicated in the Schedule of tender in para 2
above.at 1100 hours, there shall be a live demonstration of the nature of work involved. All the
bidders may attend the pre-bid conference to enable to know about the nature and scope of
work.
** The rate should be mentioned separately for all eight items as well as lump sum.
Any other information:
Dated at (Dated signature of the tenderer with stamp of the firm)

Hydrabad Tender

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Tender No. PMG(NR)/RPLI/OS/10-11dtd 29.6.

GOVERNMENT OF INDIA:: DEPARTMENT OF POSTS

Tender No. PMG(NR)/RPLI/OS/10-11dtd 29.6.2010

NOTICE INVITING TENDER

Signature of Tenderer Page 1 of 18

Tender No. PMG(NR)/RPLI/OS/10-11dtd 29.6.2010

DEPARTMENT OF POSTS:: GOVERNMENT OF INDIA

GENERAL TERMS AND CONDITIONS

Signature of Tenderer Page 2 of 18

3. Preparation and Submission of Tender:

a) A “Sole proprietor” of the concern or constituted attorney of such sole proprietor;

Signature of Tenderer Page 3 of 18

a) The commercial bid should be submitted in form given in Annexure IV in a

d) Terms of payment as stated in the Tender Document shall be final.

6. Validity of the bids:

Signature of Tenderer Page 4 of 18

8. Criterion for evaluation of tenders:

10. Communication of Acceptance:

Successful Tenderer will be informed of the acceptance of his tender. Necessary

11. Time Schedule for completion of work:

12. Security Deposit:

Signature of Tenderer Page 5 of 18

In the event of the contractor failing to:

Signature of Tenderer Page 6 of 18

14. Natural Calamity, Strike etc:

In case of strike, combination of workmen or natural calamity of any kind, fire

15. Insolvency etc:

16. Breach of terms and conditions:

17. Subletting of work:

18. Right to call for information regarding status or work:

Signature of Tenderer Page 7 of 18

19. Precautionary measures:

24. Terms of payment:

25. Compliance with laws:

Signature of Tenderer Page 8 of 18

Signature of Tenderer Page 9 of 18

Tender No. PMG(NR)/RPLI/OS/10-11dtd 29.6.2010

DEPARTMENT OF POSTS:: GOVERNMENT OF INDIA

Specific terms and conditions to the contract

1. The word “Company” here includes registered company, partnership firm or

Signature of Tenderer Page 10 of 18

(b) Desirable conditions

(c) Scope of work

The work involves the following stages:

2) Initial verification of documents and enquiry from respective officer if required.

3) Proposal data entry through leased line after verification.

4) Scanning of proposal forms and supporting documents sent in hard copy.

5) Quality checks of data entry and scanned documents.

7) Despatch of Policy bonds & PR Book to insurants.

8) Despatch of case file to concerned officer.

(d) Other terms and conditions/information

Signature of Tenderer Page 11 of 18

Signature of Tenderer Page 12 of 18

Signature of Tenderer Page 13 of 18

Signature of Tenderer Page 14 of 18

Tender No. PMG(NR)/RPLI/OS/10-11dtd 29.6.2010

DEPARTMENT OF POSTS:: GOVERNMENT OF INDIA

ANNEXURE – III (Technical Bid)

TENDER FORM – I – TECHNICAL INFORMATION AND UNDERTAKING

(to be submitted in a separate sealed envelope alongwith the envelope superscribed as

1. Name and address of the bidder / :

Signature of Tenderer Page 15 of 18

Signature of Tenderer Page 16 of 18