No GJ/EPFO/RO/SRT/ADM-11/Stationary Tender/150 Date 14.11.2017
NOTICE INVITING TENDER Subject : Tender for supply of Stationary & Store Items and Printing & Binding items for a period of One Year
For and on the behalf of Employees' Provident Fund Organisation, Regional Office, Surat calls onl ine tenders from reputed manufacturers / DGS&D registered suppliers/ other competent and eligib le supplier agencies for the purchase of Stationary & Store Items and Printing & Binding items as per the list enclosed in Annexure B & C. The yearly consumption of the Stationary & Store Items and Printing & Binding Items would be approximately Rs. 14 lakhs.
Cost of the Tender Document Rs. 500/-
Last date of Submission of Tender Document 27.11.2017, 1800 hrs
Date and Time of opening of Technical Bids 28.11.20li 1100 hrs
Date and Time of opening of Financial Bids 28.11.2017, 1400 hrs
Earnest Money Deposit Rs. 30,000/·
The detailed terms and condit ions, format of t echnical and financi al bids and details about tender process are incorporated in the tender document, The same can be obtained by downloading from EPFO website i.e. www.epfosurat.com & www.epfindia.com from TCIL
website i.e. http://tcil-india-electronictender.com.
Regional Provident Fund Commi Regional Offi
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q,if=q1~ ~fcl~ M 'fi,1a.-i EMPLOYEES' PROVIDENT FUND ORGANISATION
(~ ~ 'ffilllR ~. \ffio ffi?ffi) (MINISTRY OF LABOUR ANO EMPLOYMENT, GOVERNMENT OF INDIA)
~ $lllfe1ll / REGIONAL OFFICE
~ f.rfu 'q?A', ~ ~. m-m m. ~ -3ssoo1. BHAVISHYA NIDHI BHAWAN, RAM CHOWK, GHOD DOD ROAD, SURAT-395 001.
Online tenders are invited through e-procurement portal of TCIL on https:/ /www.tci lindia-elect ronictender.com for supply Stationary & Store Items and Printing & Binding Items for the Employees' Provident Fund Organisation, Regional Office, Surat as per Terms & Conditions mentioned at Annexure-A, Specifications Technical bids as per Annexure-8, Financial bids as per
Annexure-C respectively.
2. Reputed manufactures/DGS&D registered supplier/ other competent and eligible supplier agencies having established experience in the supply of Stationary & Store Items and Printing & Biding Items may apply be downloading the Tender Document (free of cost) from the EPFO Website: www.epfindia.gov.in, www.epfosurat.com and from the TCIL e-procurement portal
https://www.tcil-india-electronictender.com.
3. The details of the Stationary & Store Items and Printing & Binding Items to be supplied is annexed as Annexure-C. This tender is for selecting the rates only. The products will be ca lled as
per the actual requirement of the office.
4. The successful bidder on the placement of Purchase order will have to furnish a Bank Guarantee or fixed deposit for Rs 30,000/- as Performance security, with validity for the currency
of the contract.
5. Bidders shall submit their quotations, item-wise, as per the format provided in Annexure-8 & C. EPFO may place the supply orders on the successful bidder for all items or selectively for
one or more items.
6. The tenderer need to apply online on the portal of TCIL by visiting the link https://www.tcil-india-electronictender.com. The documents, which are to be sent to EPFO in
hard copy are as follows. a. DD for EMO and DD for Tender document fee b. Pass Phrase for opening technical and financial bid c. Power of Attorney
Note: Only above mentioned documents will be sent to EPFO in hard copy. Rest all the document
will be uploaded by the tenderer on the portal of TCIL.
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7. A list of clients to whom they have supplied quoted items, should also be mentioned as
required in Annexure-B.
8. Sealed quotations comprising of separate Technical Bid and Financial Bid will be accepted
up to 1745 hrs. on 27.11.2017. The technical bids will be opened on 28.11.2017 on 1100 hrs. The
financial bid will be opened in respect of only those tenderers whose documents are found in order
and whose items qualify technically. The financial bids will be opened at 1400 hrs on 28.11.2017.
9. The bidder shall sign and stamp each page of this tender document as a token of having read
and understood the terms and conditions contained herein and submit the same along with the
technical bid. The bidder should fill up the information in the Annexure-B & C enclosed at the end of
this document in clear and legible terms. The annexure will also have to be signed and stamped by
the firm through its authorized signatory. The tender form is liable to be rejected if it is not complete
in any aspect.
10. Interested vendors fulfilling the terms and conditions shall submit their off-line quotatiions
(Pass Phase, Authority letter etc.} along with prescribed EMO in Sealed Envelope super scribed as
"Tender for supply of Stationary & Store Items and Printing & Binding Items" to:-
Shri P. K. Tiwari, RPFC-11 (ADM),
E.F.F.O, Regional Office, Surat, Ghod Ood Road,
Near Ram Chowk, Surat-395001
11. The Employees' Provident Fund Organisation reserves the right to reject.all or any of the
tenders without assigning any reason thereof. The Tender which is conditional/incomplete/belated
without earnest money, will not be entertained and the decision of EPFO in this regard shall be final.
12. The schedule of tender is as under:
S. No. Particular Details
1. Start date/time of issuance of Tender Document '14.11.2017, 1400 hrs
2. Last date and time for Tender Submission 27.11.2017, 1800 hrs 3. Date and time for opening of Technical bids 28.11.2017, 1100 hrs 4. Date and time for opening of Financial bids 28.11.2011, 1300 h\s,
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\ ( . Tiwari) REGIONAL P F COMMISSIONER (ADM)
EPFO Regional OfficE, Surat.
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Annexure 'A'
TERMS & CONDITIONS:
The tender need to apply on the e-procurement portal of TCIL i.e. https://www.tcil-india-electronictender.com. The tenderers shall furnish the tenders in sealed envelope clearly mentioning "Tender for supply of Stationary & Store Items and Printing & Binding Items" accompanied by earnest money deposit (EMO) in the form of Bank Guarantee/Demand Draft in favour of "Regional Provident Fund Commissioner-I, Surat" payable at Surat.
The bidder should apply on TCIL portal by 27.11.2017 upto 1800 hrs, along with the requisite details about amount of Earnest Money Deposit. The tenders without Earnest Money Deposit w ill not be entertained and shall be rejected straightway.
The rates should be quoted on the basis of units specified and inclusive of all appl icable taxes and transportation charges.
The successful agency shall supply the prescribed items within 07 days from the issues of supply order.
The EMO of successful tenderer will be converted into security till the complete supply is made and will be refunded without any interest. The EMO of unsuccessful tenderer will be released after completion of tender process.
The payment will be released within 15 days of the supply of the items and bills complete in all respect.
Income Tax Pan, GST number, Shops & Establishments Registration No also need to be supplied in the Technical bids.
. If the tenders opening day happens to be holiday, the same will be accepted and opened on the next working day. The person signing the tender form {or any other document forming part of the contract) on behalf of another, shall be deemed to warranty that he has the authority to sign such documents and if, on inquiry it appears that the person so signing had no
authority to do so, the purchaser, may without prejudice to other civil and criminal remedies against the contract, holds the signatory liable for all costs and damages and forfeiture of the earnest money, and may act accordingly. Any attempt on the part of the tenderer, to negotiate directly or indirectly with the authority to whom the tender is being submitted or with the tender accepting authority, before the finalization of tenders, will make the tenderer liable for exclusion from the consideration of the tender.
This office reserves the right to reject or cancel the render without assigning any reasons thereof and the decision of the Competent Authority shall remain.
The validity of the rates for supply of selected items will be for ONE YEAR. However, extension of another ONE YEAR can be given with Mutual Agreement. The cost of items should not exceed MRP inclusive of Taxes wherever applicable.
The cost of the printing items includes supply of paper along with printing and binding, as applicable.
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The supplier should supply the printed forms in the form demanded by the offi ce i.e. stapled/folded/pad form. I
Rates quoted for articles mentioned in the Tender, if not found as per the requirement/ specification are liable to be rejected.
Bidders should quote the rates/prices in the prescribed proforma i.e. Annexu_re 'C' only Price once quoted shall be final and no variation in rates, prices or terms & cqnditions sha ll be allowed subsequently. Quotation must be inclusive of packing, forwarding, freight or an'.{ other charges and taxes. Quoted rate should be as per order of serial number only for particular branc mentioned in the list. In case the particular brand is not availab le it should be left blank.
An undertaking for penalty clause for delay in service as per Annexure 'D' she II also be submitted. Certificate of satisfactory service from at least two government bodies/ autl1orities/ departments, where satisfactory supply of Stationary & Store Items or Printink & Binding Items was done in last 3 years or presently supply is being made, is need to attached w ith technical bid. r (\
I )\: I i (P. I . Tiwan ')
M) t
REGIONAL PF COMMIS:SIONER EPFO Regional Qffi,
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l(AD e, Sura
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ANNEXURE-'B TECHNICAL BID FOR SUPPLY OF STATIONARY & STORE ITEMS AND PRI NTING
& BINDING ITEMS TO EPFO,REGIONAL OFFICE, SURAT, , FOR THE PERIOD 01.12.2017 TO 30.11.2018.
S No PARTICULARS ' i
1 Name of the Agency I
2 Address with Phone No & e-mail ID · 1
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3 Name of the Owner/Manager with
Designation and Contact No.
4 Shops & Estab lishments Registration No. I
{copy to be attached)
5 Income Tax PAN No.(copy to be attached)
6 GST Number(copy to be attached)
7 Certi ficate of satisfactory service from at
least two government bodies/ authorities/ i
departments, where satisfactory supply of ' i
Stationary & Store Items or Printing & : Binding Items was done in last 3 years or
presently supply is be ing made.
8 Earnest Money Deposit details DD No. dt. '
9 Any other conditions/Remarks . '
UNDERTAKING
I, I of
M~. L hereby undertake that if the goods/m.aterials supplied by me is not of tr1e expect ed
standard of the Employees' Provident Fund Organisation, t he entire goods/ materials will
be replaced or the entire amount of purchase value will be refunded, as decided by t he EPF
Organisation.
Further, it is certified that the above details are true and correct to the best of my
knowledge and belief. I understand and agree that in case of any substantivi: information
being found incorrect, I shall be liable for any appropriate action under the law. '.
Date
Station :
Yours fa ithfully, '
SIGNATURE WITH NAME OF THE AG Et, CY & SEAL
ANNEXURE-'C'
SCHEDULE OF REQUIREMENT- STATIONARY & STORE ITEMS AND ' PRINTING & BINDING - FINANCIAL BID
Part-A
PART-A
Stationary & Store Items ir- Quoted
ITEM Specification price per price
1 Board Pin Good Quality s~ pcs
2 Bucket 20 Ltr Cello 1 No.
3 Calculator Citizen CT 555N ~o. 4 Candle No 6, Size 811 Good Quality No.
5 Carbon box blue Yi ize Legal Size Kores 1 Pkt
6 CD Cover- Plastic Good Quality 100 pcs
7 CD Mail Cover Good Quality 100 pcs
8 CD-RW Sony 100 pcs
9 Cell battery AA ( Eveready 10 pcs
per 100
10 Chit Pad 5.5"x 3.5" 60 GSM Good Quality chits
11 Clip Binder 25 mm Oddy 10:dozen
12 Clip Binder 32 mm Oddy 10 dozen
13 Clip Binder 41 mm Oddy . 10 dozen
14 Clip Binder 51 mm Oddy 10,dozen
Good Quality I
15 Cl ip GEM 26 mm l ~O pcs
16 Clip GEM 36 mm Good Quality 100 pcs
p1 r 100
17 Cube Pad 4"x 4" 60 GSM Good Quality chits "'
18 Oak Pad Canvas Good Quality :LO pcs
' 19 DVD-RW 4.7GB SONY 190 pcs
20 Envelope cloth 11"x5" 90 GSM Good Quality 100 pcs
98 Toilet Cleaner, 500 ml Harpic :l No. -99 Towel - Big (450 G~M and higher) Trident 1 No.
100 Towel - Small (450 GSM and higher) Trident 1 No.
101 Water Glasses (pack of 6) - medium Borosil Vision l __ pack
102 Cell battery AAA Eveready 10 pcs
PART-B Printing & Binding Items .
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Quoted ITEM Specification
.I price pr(ce per
1 Acknowledgement Card 4"x 6" 250 GSM 100 Nos Envelope with Window - Brown -11"x 5" I
2 - Single Side Single Color Printing 80GSM lC)P Nos Envelope with Window - Brown - 12"x 811 . I
3 - Single Side Single Color Printing 80GSM 100 Nos
Envelope with Window - Brown - 6.5"x 4 4.5" - Single Side Single Color Printing 80 GSM 100 Nos
Envelope with Window - Brown - 9"x 4" 5 - Single Side Single Color Printing 80 GSM 100 Nos
Envelope without Window - White -6 ll"x 5"- Single Side Single Color Printing 80 GSM 100 Nos
Envelope without Window - White -
- 7 12"x 6"- Single Side Single Color Print ing 80GSM 100 Nos -Envelope without Window - White -
8 12"x 8"- Single Side Single Color Printing 80GSM 100 Nos Envelope without Window - White -6.5"x 4.5" - Single Side Single Color
9 Printing 80GSM 10,0 Nos
Envelope without Window - White - 9"x I
10 4"- Single Side Single Color Printing 80GSM 1o;o Nos File Cover with matter printing on cover ·,
' 11 and inside 22 kg Board each ..
File Cover with matter printing on cover 12 and inside 32 kg Board each 13 Form 24 -15"x 12" 70GSM 1000 nos
Form 9 of 10 pages(12 ledger folios with ' I
14 board binding 9.5"x 14.5") 80GSM each Form 9 of 25 pages(27 ledger folios with
15 board binding 9.5"x 14.5") 80GSM . each Form 9 of 50 pages(52 ledger folios with '
16 board binding 9.5"x 14.5") 80 GSM each Letter head with Name and Office
' 17 address 80GSM 100 Nos ..
Letter head with Name and Office '
18 address JK Excel Bond 100 Nos Noting Sheet Legal Size both side logo :
19 and line 80 GSM 1000 sheets 20 Printing - 10 "x 12 "- Double Side 58GSM 1000 sheets 21 Printing - 10 "x 12 "- Single Side 58GSM 1000 sheets 22 Printing -15 "x 12 "- Double Side 58GSM 1000 sheets 23 Printing -15 "x lt2 "- Single Side 58GSM 10 00 sheets
-24 Printing - A3 Size Paper - Double Side 58GSM 1opo sheets 25 Printing - A3 Size Paper - Double Side 70GSM 1<ibo sheets 26 Printing - A3 Size Paper - Single Side 58GSM
-~ 1000 sheets
27 Printing - A3 Size Paper - Single Side 70GSM 10po sheets Printing - A4 Size paper - Both Side Logo I
28 - PPO paper 80GSM 1000 sheets .. 29 Printing - A4 Size Paper - Double Side 58GSM 1000 sheets 30 Printing - A4 Size Paper - Double Side 70GSM 1000 sheets 31 Printing - A4 Size Paper - Single Side 58GSM 10'00 sheets .. 32 Printing - A4 Size Paper - Single Side 70GSM 1000 sheets . 33 Printing - DFS Paper - Double Side 5'8 GSM 1000 sheets 34 Printing - DFS Paper - Double Side 70GSM 1000 sheets 35 Printing - DFS Paper - Single Side 58GSM 1()00 sheets -36 Printing - DFS Paper - Single Side 70 GSM 1000 sheets .. 37 Printing - FS Paper - Double Side 58GSM lObO sheets 38 Printing - FS Paper - Double Side 70GSM 1000 sheets 39 Printing - FS Paper - Single Side 58 GSM 10 )0 sheets . 40 Printing - FS Paper - Single Side 70GSM 10 Po sheets 41 Register - Balance Register 95GSM each
• 42 Register - Bill book 60GSM 00 nos 43 Register - Blue Book, 15"x 12",02 quire 95 GSM each 44 Register - Recovery Register 95GSM 1 each -45 Register - Red Book, 15"x 12",02 quire 95GSM each
Register - Ruled Register 01 quire f /s 46 logo printing and board binding 80GSM each
Register - Ruled Register 02 quire f/s ..
47 logo printing and board binding 80GSM each Register - Ruled Register 03 quire f/s
48 logo printing and board binding 80GSM each
Register - Ruled Register 04 quire f/s 49 logo printing and board binding 80GSM 1•ach
Register - Ruled Register OS quire f/s 50 logo printing and board binding 80GSM 11•ach
Register - Ruled Register 07 quire f/s : I
I 51 logo printing and board binding 95 GSM each ..
Register - Ruled Register 10 quire, 15"x '
52 12", logo printing and board binding 95 GSM each Register - Ruled Register 10 quire f/s I
' 53 logo printing and board binding 95 GSM 1~ach
54 Register - Valuable Document Register 80 GSM each 55 Specimen Signature Card 6"x 6" 250 GSM 100 Nos
56 Visitor Slip 6"x4"- serially numbered 70GSM 100 Nos
Writing Pad - 1/8th with office address 57 on cover - 10 pages 70GSM each
Writing Pad - 1/8th with office address 58 on cover - 20 pages 70GSM each
Writing Pad - 1/8th with office address r 59 on cover - 40 page.s 70GSM each
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Annexure-'D'
UNDERTAKING FOR ACCEPTING THE PENALTY CLAUSE FOR DELAY IN SUPPl.Y
The Successful bidder must supply the items as per work order issued from time to time
within 7 days of issue of the work order. Failure to supply all or some of the item(s} on or
before the stipulated date will entail a penalty equal to 1% of the value t contracted
package price per week subject to maximum 5% of total contract value. In ca !ie of delay in
compliance with the order beyond 8 days of the stipulated time period, EPFo:lhas the right
to cancel the order and procure the items from open market and the diffe~ence in such
price shall be recovered from the bills payable/Performance security. 11 .
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SIGNATURE WITH NAME OF THE AGENCY & SEAL
Date-------
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Annexure-'E'
Special instructions to Bidders fore-Tendering
General
The Special Instructions (for e-Tendering) supplement 'Instruction to Bidders', '.as given in these Tender Documents. Submission of Online Bids is mandatory for this Tender.
I 2. E-Tendering is a new methodology for conducting Public Procurement in a transparent and secured manner. Now, the Government of India has made -tendering
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mandatory. Suppliers/ Bidders will be the biggest beneficiaries of this new system of procurement. For conducting electronic tendering, EPFO has decided to use the portal
https://www.tcil-india-electrionictender.com through TCIL, a Government of India Undertaking. This portal is based on the world's most 'secure' and 'user friendly' software from ElectronicTender®. A portal built using ElectronicTender's software is also1lreferred to as ElectronicTender System® (ETS). Benefits to Suppliers are outlined on the Ho~ e-page of
the portal. ,
Instructions
Tender Bidding Methodology:
Sealed Bid System
• Single Stage Two Envelope
1. Broad Outline of Activities from Bidder' s Perspective: Procure a Digital Signing
Certificate (DSC) I 2. Register on Electronic Tendering System® (ETS)
3. Create Marketing Authorities (MAs), Users and assign roles on ETS
4. View Notice Inviting Tender (NIT} on ETS
5. For this tender -- Assign Tender Search Code (TSC} to a MA
6. Download Official Copy of Tender Documents from ETS
7. Bid-Submission on ETS
8. Attend Public Online Tender Opening Event (TOE) on ETS
• Opening of relevant Bid-Part
9. Attend Public Online Tender Opening Event (TOE) on ETS
• Opening of relevant part (i.e. Financial-Part)
• (Only for Technica l Responsive Bidders)
2. For participating in this tender online, the following instructions are ·to be read carefully. These instructions are supplemented with more detailed guidel if:les on the
relevant screens of the ETS. ·
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Digital Certificates
For integrity of data and authenticity/ non-repudiation of electronic records, and to be compliant with IT Act 2000, it is necessary for each user to have a Digital Cerjtificate (DC). also referred to as Digital Signature Certificate (DSC), of Class 2 or above, issued by a
Certifying Authority. (CA) licensed by Contro ller of Certifying Authoriti es ·f CCA) [refer
http://www.cca.gov.in].
Registration I To use the ElectronicTender® portal https://www.tcil-india-electrionistender.com,
Bidders need to register on the portal. Registration of each organization is toll be done by one of its senior persons who will be the main person coordinating for the e-tendering activities. In ETS terminology, t his person will be referred to as the Super User (SU} of that organizat ion. For further details, please visit the website/porta l, and cl ick on the 'Suppl ier Organization' link under 'Registration' {on the Home Page), and follow further: instructions as given on the site. Pay Annual Registration Fee as applicable.
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2. After successfu l submission of Registration details and Annual Registration Fee, please contact TCIL/ ETS Helpdesk (as given below), to get your i registration
accepted/activated '
3. Important Note: To minimize t eeth ing problems during the use of ETS (including the Registration process), it is recommended that the user should peruse the instrJctions given under 'ETS User-Guidance Center' located on ETS Home Page, including ins~ruct ions for timely registration on ETS. The instructions relating to 'Essential Computer Secur ity Settings for Use of ETS' and 'Important Functionality Checks' should be especially! taken into
cognizance.
4. Please note that even after acceptance of your registration by the Service Provider, to respond to a tender you will also require time to complete activities related to your
organization, such as creation of users, assigning rol es to them, etc.
TCIL/ ETS Helpdesk .- ·}• ,,
Telephone/ Mobile
E-mai l ID
EPFO Contact . g.? . ····•
EPFO Contact Person
Telephone/ Mobi le
E-mail ID
Customer Support: +91-11-26241790 {Multiple Telephone lines} (Monday to Friday from 9:30 AM to 6 PM except on Govt. Holidays) ,
Emergency Mobile Numbers: +91-9868393775, 9868393717, 9868393792 (pl. call in case of emergency during non-office hours)
0261-2652752(extn 105) ,I [between 9:30 Hrs. to 17:45 Hrs. on working days] I [email protected]. in
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5. Some. Bidding related Information for this Tender (Sealed Bid)
The entire bid-submission would be on line on ETS (unless specified for Offline Su , missions) .
Broad outline of submissions are as follows:
• Submission of Bid-Parts/ Envelopes
o Technical-Part
o Financial-Part
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• Submission of information pertaining Bid Security/ Earnest Money Deposit (EMD)
• Submission of digitally signed copy of Tender Documents/ Addendum
Offline Submissions:
The bidder is requested to submit the following documents offline to the under mentioned address before the start of Public Online Tender Opening Event in a Sealed Envelope.
(P. K. Tiwari)
REGIONAL PF COMMISSIONER-ll(ADM)
EPFO Regional Office, Surat
2. The envelope shall bear (the project name), the tender number and the words 'DO NOT OPEN BEFORE' {due date & time).
• Original copy of the Bid Security in the form of a Bank Guarantee.
• power-of-
• Note: The Bidder should also upload the scanned copies of all the above mentioned original documents as Bid-Annexures during Online Bid-Submission ..
Special Note on Security and Transparency of Bids
Security related functionality has been rigorously implemented in ETS in a multidimensional manner. Starting with 'Acceptance of Registration by the Servic~ Provider ', provision for security has been made at various stages in Electronic Tender's software. Specifically for Bid Submission, some security related aspects are outlined below:!
2. As part of the Electronic Encrypter™ functionality, the contents oi both the 'Electronic Forms' and the 'Main-Bid' are securely encrypted using a Pass-Phrase created by the Bidder himself. Unlike a 'password', a Pass-Phrase can be a multi-word ser tence w ith spaces between words (e.g. I love this World) . A Pass-Phrase is easier to rem: mber, and more difficult to break. It is mandatory that a separate Pass-Phrase be created f~r each BidPart. This method of bid-encryption does not have the security and data-integhty related vulnerabilities which are inherent in e-tendering systems which use Public-key of the specified officer of a Buyer organization for bid-encryption. Bid-encryption in ETS is such
' that the Bids cannot be decrypted before the Public Online Tender Opening Event (TOE), even if there is connivance between the concerned tender-opening officers of the Buyer organization and the personnel of e-tendering service provider. ,
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3. CAUTION: All bidders must fill Electronic Forms™ for each bid-part incerely and carefully, and avoid any discrepancy between information given in the Electronic Forms™ and the corresponding Main-Bid. For transparency, the information submitted by a bidder in the Electronic Forms™ is made available to other bidders during the Online Public TOE. If it is found during the Online Public TOE that a bidder has not filled in t he complete information in the Electronic Forms™, the TOE officer may make available for downloading the corresponding Main-Bid of that bidder at the risk of the bidder. If varia tion is noted between the information contained in the Electronic Forms™ and the 'Main-Bid', the contents of the Electronic Forms™ shall prevail. Alternatively, the Buyer ;organization reserves the right to consider the higher of the two pieces of information (e·g the higher price) for the purpose of short-listing, and the lower of the two pieces of informption (eg the lower price) for the purpose of payment in case that bidder is an awardee in that tender.
5. Typically, 'Pass-Phrase' of the Bid-Part to be opened during a particular Lblic Onl ine Tender Opening Event (TOE) is furnished online by each bidder during the TO itself, when demanded by the concerned Tender Opening Officer.
6. Additionally, the'bidder shall make sure that the Pass-Phrase to decrypt the relevant Bid-Part is submitted into the 'Time Locked Electronic Key Box (EKB Y after the
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corresponding deadline of Bid Submission, and before the commencement of the Online TOE. The process of submission of this Pass-Phrase in the 'Time Locked Electronic Key Box' is
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done in a secure manner by first encrypting this Pass-Phrase with the desiignated keys ' provided by the EPFO.
7. There is an additional protection with SSL Encryption during transit from the cl ient-end computer of a Supplier organization to thee-tendering server/ portal.
Public Online Tender Opening Event {TOE}
ETS offers a unique. facility for 'Public Online Tender Opening Event (TOE}'. Tender Opening Officers, as well as, authorized representatives of bidders can sinr, ultaneously attend the Public Online Tender Opening Event (TOE) from the comfort of their offices. Alternatively, one/ two duly authorized representative(s) of bidders (de. Supplier organization) are requested to carry a Laptop with Wireless Internet Connect\vity, if they wish to come to EPFO office for the Public Online TOE. I
I 2. Every legal requirement for a transparent and secure 'Public Online Tenaer Opening Event (TOE)', including digital counter-signing of each opened bid by the authorized TOEofficer(s} in the simultaneous online presence of the participating bidders' rep r.esentatives, has been implemented on ETS. !
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3. As soon as a Bid is decrypted with the corresponding 'Pass-Phrase' a~ submitted online by the bidder hi~self (during the TOE itself), salient points of the Bids (1s identified by the Buyer organization) are simultaneously made avai lable for downldding by all participating bidders. The tedium of taking notes during a manual 'Tender Opening Event' is therefore replaced with this superior and convenient form of 'Public Online Tender Opening Event (TOE}' .
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4. ETS has a unique facility of 'Online Comparison Chart' which is dynamically updated as each online bid is opened. The format of the chart is based on inputs provided by the Buyer for each· Bid-Part of a tender. The information in the Comparison Chart :is based on the data submitted by the Bidders. A detailed Technical and/ or Financial Comparison Chart enhances Transparency. Detailed instructions are given on relevant screens.
5. ETS has a unique facility of a detailed report titled 'Minutes of Online Tender Opening Event (TOE}' covering all important activities of 'Online Tender Opening Event (TOE}'. This is available to all participating bidders for 'Viewing/ Downloading'.
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6. There are many more facilities and features on ETS. For a particular tender, the screens viewed by a Supplier will depend upon the options selected by th ' concerned Buyer.
Other Instructions
For further instructions, the Bidder should visit the home-page of the portal https://www.tcil-india-electrionictender.com, and go to the User-Guidance Centbr
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2. The help information provided through 'ETS User-Guidance Center' is ,available in I
three categories - Users intending to Register/ First-Time Users, Logged-in users of Buyer organizations, and Logged-in users of Supplier organizations. Various links (including links for User Manuals) are provided under each of the three categories.
3. Important Note: It is strongly recommended that all authorized usersi of Supplier organizat ions should thoroughly peruse the information provided under the relevant links, and take appropriate action. This will prevent hiccups, and minimize teethi rig problems
I during the use of ETS.
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ANNEXURE-F
SEVEN CRITICAL DO'S AND DON'TS FOR BIDDERS
Specifically for Suppl ier organizations, the following 'SEVEN KEY INSTRUCTIONS for
BIDDERS' must be assiduously adhered to:
1. Obt ain individual Digit al Signing Certificate (DSC or DC) well in advance of your first
tender submission deadline on ETS 2. Register your organization on ETS well in advance of the important deadlines for your
first tender on ETS viz 'Dat e and Time of Closure of Procurement of Tender ocuments' and 'Last Date and Time of Receipt of Bids'. Please note that even after ac eptance of
your registration by the Service Provider, to respond to a tender you will · lso require time to complete activities related to your organization, such as creation of Marketing
Authority (MA) [ie a department within the Supplier/ Bidder Organization responsib le
for responding to t enders], users for one or more such MAs, assigning rol~s to th em, etc. It is mandatory t o create at least one MA. This unique feature of crd ting an MA
enhances security and accountability within the Supplier/ Bidder Organization.
3. Get your organization's concerned execut ives trained on ETS well in advance of your (
first tender submission deadline on ETS : 4. For responding to any particular t ender, the t ender (ie its Tender Search c'ode or TSC)
has to be assigned to an MA. Further, an 'Official Copy of Tender Documents' should be procured/ downloaded before the expiry of Date and Time of Closure of Procurement
of Tender Documents. Note: Official copy of Tender Documents is d\stinct from
downloading 'Free Copy of Tender Documents' . Official copy of T-ender Documents is the equivalent of procuring physical copy of Tender Documents with official receipt in
the paper-based manual tendering system. I 5. Submit your bids well in advance of tender submiss ion deadline on ETS (There could be
last minute problems due to internet timeout, breakdown, et al) 1 6. It is the responsibility of each bidder to remember and secure ly store the Pass-Ph rase
for each Bid-Part submitted by that bidder. In the event ·of a bidder forgetti g the PassPhrase before the expiry of deadline for Bid-Submission, facility is pro ded to the
bidder t o 'Annul Previous Submission' from the Bid -Submission Overview p] ge and start
afresh with new Pass-Phrase(s) I 7. ETS will make your bid available for opening during the Online Public Ten~er Opening
Event (TOE) 'ONLY IF' your 'St atus pertaining Overall Bid-Submission' is 'Complete'. For
your record, you can generate and save a copy of 'Final Submission Receipt'. This receipt can be generat ed from 'Bid-Submission Overview Page' only if the 'Status
pertaining overall Bid-Submission' is 'Complete'.
NOTE:
While the first three instructions mentioned above are especially relevant to first-time users of ETS, the fourth, fifth, sixth and seventh instructions are relevant at all times.
l
Annexure-G
Minimum Requirements at Bidder's End to bid through TCIL portal
• Computer System having configuration with minimum Windows 7 or
