Procurement of Terrestrial 3D Laser Scanner of Terrestrial 3D Laser Scanner 3 SECTION - 1 : LETTER...
Transcript of Procurement of Terrestrial 3D Laser Scanner of Terrestrial 3D Laser Scanner 3 SECTION - 1 : LETTER...
Procurement of Terrestrial 3D Laser Scanner
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Karnataka State Council for Science and Technology
Indian Institute of Science Campus, Bangalore - 560012
Tender No: KSCST/IDH/LS/2013-14, Date: 16-01-2014
REQUEST FOR PROPOSAL (RFP)
FOR
Procurement of Terrestrial 3D Laser Scanner
under IDH-Hampi Project
January - 2014
Karnataka State Council for Science and Technology
Indian Institute of Science Campus, Bangalore - 560 012 Telephone: 080-23341652, 23348848/49 Fax: 080-23348840
Email: [email protected], [email protected] Website: www.kscst.org.in || www.kscst.iisc.ernet.in
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TABLE OF CONTENTS
1. SECTION - 1 : LETTER OF INVITATION 3
2. SECTION - 2 : DATA SHEET 5
3. SECTION - 3 : TECHNICAL PROPOSAL - STANDARD FORM 11
4. SECTION - 4 : FINANCIAL PROPOSAL - STANDARD FORMS 17
5. SECTION - 5 : OTHER TERMS & CONDITIONS 18
6. ANNEXURE - 1 : TECHNICAL SPECIFICATIONS FOR LASER SCANNER 24
7. ANNEXURE - 2 : WARRANTY CERTIFICATE 27
8. ANNEXURE - 3 : AGREEMENT 28
9. ANNEXURE - 4 : PERFORMANCE BANK GUARANTEE 31
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SECTION - 1 : LETTER OF INVITATION
1. Karnataka State Council for Science and Technology (KSCST) has taken up a
project entitled ‘Digital Geospatial Data Generation and Terrestrial Scanning For
3d Reconstruction of Heritage Site at Hampi’ under Indian Digital Heritage (IDH-
Hampi) programme of Department of Science & Technology, Govt. of India with main
objectives of creating high resolution digital Geospatial database and Laser scanning
and 3D modelling of monuments using Terrestrial Laser scanner for 3D visualization,
virtual tourism and recreation/reconstruction of Hampi world heritage site in
Karnataka state.
2. Karnataka State Council for Science & Technology(KSCST) intends to procure 3D
Laser Scanner (LS) and invites sealed proposals from reputed Indian/ Foreign
manufacturers or authorized dealers/distributors of the manufacturers who meet the
eligibility criteria for the “Supply of Terrestrial 3DLaser Scanner”. The detailed
specifications of the equipment to be supplied are listed in Annexure- 1 of this
Request for Proposal (RFP).
3. This RFP includes the following sections:
Section 1 – Letter of Invitation
Section 2 – Data Sheet (Information to the bidders)
Section 3 – Technical Proposal – Standard Forms
Section 4 – Financial Proposal – Standard Forms
Section 5 – Other Terms & Conditions
4. The complete bidding document has been published on the website
http://www.kscst.org.in and www.kscst.iisc.ernet.in for the purpose of downloading.
5. Bidder (authorized signatory) shall submit their bids in sealed cover including both
technical and financial proposal. The EMD and cost of bid document by DD should
also be enclosed along with proposals
6. KSCST will not be responsible for delay in submission beyond due date to any
reason.
7. Contact No: 080-23341652, 080-23348848, Fax : 080-23348840 Email : [email protected] and [email protected]
8. Please note that a pre-bid meeting of prospective bidders is scheduled as per the
details specified in Calendar of events. The objective of this meeting is to address
the queries of the prospective bidders related to the Project/Bidding document.
9. Clarification of Tender Document: A prospective Bidder requiring any clarification on
the RFP Document may submit his queries, in writing, at the mailing address and as
per schedule indicated in “calendar of events”. The queries must be submitted in the
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following format only to be considered for clarification:
Slno Section No/Clause No Page No Reference/Subject Clarification Sought
The queries not adhering to the above mentioned format would not be
responded. KSCST will respond to any request for clarification to queries on the
Tender Document, received not later than the dates prescribed in calendar of
events. The clarifications will be addressed during pre-bid meeting.
10. The KSCST’s Rights’ to modify Submission Deadline: KSCST may, in exceptional
circumstances and at its discretion, extend the deadline for submission of proposals
by issuing an corrigendum or by intimating all bidders who have been provided the
proposal documents, in writing or by facsimile, in which case all rights and
obligations of the project and the bidders previously subject to the original deadline
will thereafter be subject to the deadline as extended
Bangalore Date: 16-01-2014 Yours sincerely, SECRETARY KSCST, Bangalore
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SECTION – 2 : DATA SHEET
2.0 Tender Inviting Authority The Secretary, KSCST
2.1 Purpose of the Tender Document
Procurement of Terrestrial 3D laser Scanner
2.2 The names, addresses, and telephone numbers of the contact officials of the Council are:
Designation Address Contact Numbers
Executive Secretary Karnataka State Council for Science & Technology,
Indian Institute of Science Campus, Bangalore-560012
Karnataka, India
080-23341652, 080-23348848
2.3 Method of selection of the
bidder
2 bid proposal consisting of ‘Prequalification, Technical proposal’ &
‘Financial proposal’
Financial proposal of only technically qualified Bidders will be
evaluated. **
**Prequalification of bidders would be done on the basis of
Compliance to the conditions in 2.10.
Opening of the Financial Proposal will be preceded by the
evaluation of the Technical proposal, vis-à-vis the capability,
capacity and credibility standing of the bidder. Evaluation of the
Technical proposal will be done followed by the presentation by
the bidders before the Project Advisory Committee constituted for
the purpose. After the technical evaluation is completed, those
Bidders who are technically qualified will be notified and the
financial bid of those bidders only will be opened.
2.4 Calendar of events Refer Table 2.1 below
2.5 Language of Proposals &
Currency
English. All prices should be quoted in Indian Rupees only. This is
applicable even where the items are proposed to be supplied to the
Council by importing them from a Foreign Country into India.
2.6 Proposal validity period 180 days from the date of opening of the proposals including cost
2.7 EMD Amount Bidders shall submit, along with their proposals, Earnest Money
Deposit (EMD) of Rs. 2,00,000(Rupees Two lakhs only), through
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Demand Draft drawn in favour of Secretary, KSCST payable at
Bangalore.
2.8 Performance Bank
Guarantee
Performance Bank Guarantee @ 10% of the value of the contract to
be submitted within 30 days of issue of Purchase order by the
Council. In case the successful bidder fails to deliver the goods, the
EMD and the Performance Bank Guarantee will be forfeited. In
case they are delivered late then, penalties will be deducted out of
the payment and the EMD and Performance Bank Guarantee will be
returned after the supply of the goods. The Performance Bank
Guarantee should be of any Nationalised Bank valid for a period of 1
year from the date of letter of intent with a provision of its further
extension / revalidation up to the period of one year from the date of
completion site acceptance test or up to the warranty (including
extended warranty) period, whichever is later. The specimen of
Performance Bank Guarantee is provided to the successful Bidder
along with the issue of letter of intent.
2.9 Specifications of items to be
supplied
Please see the Annexure 1
2.10 Eligibility Criteria To be eligible for Technical Evaluation, the following conditions
should be satisfied by the bidder:
1. The bidder should be a Company registered in India under the
Companies Act 1956 on or before April 1st, 2009 and should have
been in the Business of supply of Laser Scanner (amongst other
survey instruments like Global Positioning System(GPS),
Electronic Total Station( ETS), etc).
2. The bidder shall be a manufacturer or authorized dealer /
distributor of the manufacturer who has designed, manufactured,
supplied, erected, commissioned, maintained Laser Scanner of the
similar type and capacity required under this RFP.
3. The Bidder should have supplied 3D Laser Scanner equipment of
aggregate minimum value of Rs 200 Lakhs in the last three years to at
least a total of 3 customers in the last three years to Government
departments, scientific organizations or any other organizations
Such Purchase order should also include maintenance for at least
2 years in each of the 3 projects. OR a certificate from the parent
company that they are capable of maintaining the Laser Scanner
equipment.
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4. The LS should have been in successful operation in National/
Scientific/ Government and other organizations on the date of bid
opening
5. The manufacturer (OEM) of Laser Scanner should be
manufacturing and supplying Laser scanning equipments for five(5)
years
6. The bidder should have an average annual turnover of not less
than Rs 5.00 Crores in last 3 financial years of 2010-11, 2011- 12,
2012-13 FROM THE SALES & SERVICE OF LASER SCANNER,ETS, GPS
AND SURVEY RELARED EQUIPMENTS and should be a profit making entity
Necessary supporting documents should be enclosed as proof of
satisfying pre qualification criteria as follows
Certificate of incorporation
Audited financial statements for 3 years
Bidder must be either OEM or an authorized distributor
of the items – must attach a letter that states OEM or
authorization from OEM.
Bidder shall enclose the Service tax registration.
Bidder shall enclose the VAT registration.
Bidder shall enclose the Certification of Experience in
Supplying, installing and Maintaining Laser scanning
systems
PAN/TAN certificates
2.11 Evaluation Procedure The bid evaluation will be done in three steps as mentioned below:
1. Pre-qualification to verify adherence to eligibility criteria
mentioned in clause 2.10
2. Technical evaluation will be done followed by the Technical
presentation or demonstration before the Project Advisory
Committee (PAC) those who are qualified in the pre-qualification
criteria. The Council will intimate the same to the bidders. The
Bidders should Demonstrate/Present the technical capabilities of
the Laser scanner with outputs/case studies before the Project
Advisory Committee (PAC).
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3. Evaluation of Financial Proposals of those bidders who
successfully qualify the Technical Evaluation and short listing of
bidder who quotes the lowest price (L1 bidders)
2.12 Cost of Bid document The cost of Bid document is Rs.5000=00( Five thousand only).
The cost of Bid document has to be paid by DD in favour of
Secretary, KSCST, Bangalore and to be sent to KSCST along with
bids within stipulated date and time.
2.13 Proposal submission
procedure
1. Proposals should strictly be prepared in the formats as provided
in this RFP.
2. Both the `TECHNICAL PROPOSAL’ and `FINANCIAL
PROPOSAL’ should be placed in an envelope superscribed as
`TECHNICAL PROPOSAL’ and `FINANCIAL PROPOSAL’ for
supply of 3D Laser scanning equipment with tender reference
no. and addressed to Secretary, KSCST, Bangalore-12
2.14 Pre-Bid meeting The clarifications sought by the bidders will be addressed in the
Pre-Bid meeting. The committee will respond to any request for
clarification to queries on the Tender Document, received not
later than the dates prescribed in calendar of events. However,
final decision will be lies with the Secretary, KSCST.
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Table 2.1 – Calendar of Events
S.No Events Date Time
1. Request For Proposal (RFP) on KSCST Website 16-01-2014 11.00 am onwards
2. Last date and time for receipt of written queries by bidders
23-01-2014 5.00 pm
3. Place, time and date of Pre-bid meeting Conference Hall, KSCST, Bangalore 27-01-2014
3.00pm
4. Uploading of Final RFP on website by incorporating the decisions arrived during Pre-bid meeting
30-01-2014
11.00 am Onwards
5. Last date and time for submission of proposals(Technical and Financial Proposals)
06-02-2014
4.00pm
6 Place, time and date of opening of Technical Bids Conference Hall, KSCST, Bangalore 06-02-2014
5.00pm
7. Place, time and date of Technical Presentation /Demonstration of Laser scanner before the Project Advisory Committee
Conference Hall, KSCST, Bangalore (To be informed)
8 Place, time and date of opening of Financial Bids Conference Hall, KSCST, Bangalore (To be informed)
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Table 2.2 – Items to be supplied
Sl. No. Item Name Item Specifications Quantity to be supplied (numbers)
1
Terrestrial 3D Laser Scanner Unit with necessary accessories like Target kit(spheres and checker boards) Internal Recharge Battery Battery charger with Adapter Heavy duty Tripod With relevant data transfer and processing software
Refer Annexure 1
One set
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SECTION - 3: TECHNICAL PROPOSAL - STANDARD FORMS Proposal format & submission procedure: Technical Proposal should consist of the following forms.
S.No.
Item
Reference
1. General information about the bidder Form 1
2. Past experience of the bidder in supply of
Form 2
Electronic Total Stations
3. Statement of deviations Form 3
Important Notes:
1. The Technical Proposal should be submitted strictly in the formats specified in this RFP.
2. The bid shall be signed by the bidder or a person or persons duly authorized to bind
the bidder to the Contract. The letter of authorization shall be indicated by written
power-of-attorney, accompanying the bid. The person or persons signing the bid shall
initial all pages of the bid, except for un-amended printed literature.
3. The bid shall contain no interlineations, erasures or overwriting except as necessary
to correct errors made by the bidder, in which case the person or persons signing the
bid shall initial such corrections.
4. Bidder’s Technical Proposal should contain the following sections:
a. Introduction
b. General information about the bidder (in Form 1)
c. Financial information about the bidder
d. Reconfirmation by the bidder on acceptance of the following important terms
& conditions (bidder may explain these & other terms in more detail)
i. Delivery
ii. Warranty
iii. Guarantee
iv. Maintenance
v. Training
vi. After sales support
vii. Validity of offer
viii. Penal clauses
e. Past experience of the bidder in supply of Laser Scanner (in Form 2)
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f. Statement of deviations in (Form 3)
g. Details of the 3 projects as required in clause 2.10 of this RFP.
h. Any other information that the bidder would like to highlight (e.g., how the
equipment are proposed to be sourced, technical comparison with peers in the
market, etc.,)
i. Miscellaneous attachments (e.g., Power of Attorney) 6. The bidder shall furnish details of supplies made in the last 3 years to the Government or
other Organizations in India along with the user’s certificate regarding satisfactory functioning
and satisfactory maintenance of the equipment/instrument .
7. The bidder should also furnish the following confirmations in this Technical Proposal:
a. In a separate sheet, duly signed, full information in respect of the output that the
bidder obtained from the machine offered; and also that bidder guarantees for the
performance of the machine under the normal conditions and also that bidder will
demonstrate guaranteed output after installation of the machine.
b. Attach lists duly signed, for such spare parts and tools as are absolutely essential
for proper maintenance and operation of machine for a period of five years (in the
case of Electronic and Optical, Laser Spare Parts) and 5 years (in the case of
Electronic and Mechanical Spare Parts) giving full particulars of the spare parts
and tools with the price of each spare part and tool separately.
c. All the accessories must be from the original manufacturer only. It will be
ascertained through OEM certificate. Council will get the instruments and
accessories examined from the experts
d. Bidders who claim to be authorized suppliers/ agents of OEMs should submit an
authorization from the OEM to that effect.
e. Confirmation that the bidder has adequate servicing and spare parts facilities in
India in respect of the equipment/ instrument tendered for or that bidder will
arrange to provide such facilities simultaneously with the supply of the
equipment/instrument.
f. Confirmation from manufacturer that necessary maintenance of
equipment/instrument and spare parts will be made available for life of the
machine on a continuous basis.
g. Confirmation that the contractor/supplier shall be responsible for the correct supply
of the stores being ordered and shall replace the same free of cost if found not
conforming to the required specifications or incomplete in any performance.
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The spares shall be guaranteed for interchangeability and performances. The
changed parts if any will be guaranteed for correctness and interchangeability.
8. Indian Agents submitting their offer on behalf of their Foreign Principals are
required to furnish the following information/documents along with the
Technical Proposal
a. Authority letter from their Foreign Principals
b. Warranty Certificate from their Foreign Principals (Specimen enclosed).
c. Xerox copy of latest Income Tax returns filed
d. Xerox copy of latest Central sales Tax Certificate.
e. Technical brochure / literature / catalogue of the Main Instrument / Equipment quoted for.
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PARTICULARS TO BE SUBMITTED BY TENDERER Form 1: General Information of the Bidder
1. Name of the Bidder
2. Status of the Bidder 3. Address, telephone, fax, E-Mail of Bidder:
Head quarters Bangalore Address:
Telephone: Fax: E-Mail: 4. Date of establishment 5. Number of offices available in India 6. Registration and empanelment with
clients (may be furnished on separate sheet).
7. Business activity (Major areas):7.1
Manufacture:If yes, indicate the major product mfg.
� Yes � No ...................................................
7.2 Trading: If yes, indicate the major product traded:
� Yes � No ...................................................
7.3 Sole distributor: If yes, indicate the major product:
� Yes � No ...................................................
7.4 Whole sale: If yes, indicate the major product dealt in
� Yes � No ...................................................
7.5 Retail: If yes, indicate the major product:
� Yes � No ...................................................
7.6 Others: specify 8. Is Technical support available in
Bangalore � Yes � No
9. If not in Bangalore, where in India. 10. Annual financial turnover in specified
items in document (Rs. Lakhs) for the 3 financial years:
I. 2010 – 2011 ii. 2011 – 2012 iii. 2012 – 2013 11. Audited Balance Sheet and Profit and
Loss Account for last three years attached
� Yes � No If not, reason..............................
12. Income Tax returns filed for last three years attached
� Yes � No If not, reason..............................
13. Vat certificate issued by Dept. of commercial tax Government of Karnataka
� Yes � No If not, reason..............................
A statement of turnover from the sales and service of LS and Survey Related equipments signed by the company’s auditor should be enclosed as supporting document.
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Form 2: Past Experience in Sales and Service of LS and Survey related equipments*
1.
Customer Name/
Government Department/others
Name of the Contact
2. Person and Contact details
(address, phone number &
e-mail ID)
S.No. Item Name Quantity Supplied
Details of Equipment 1.
3.
Supplied & Quantity** 2.
3.
4. Start Date/ End Date of
Supply
Total cost of the
5. Equipment Supplied by
the Bidder
Maintenance cost for
6. above equipment Start Date to End date
IMPORTANT NOTES:
*The bidders need to provide copies of at least 3 (THREE) Purchase Orders of value as indicated in
the RFP, Maintenance Contract, Order Completion Certificates & letters of satisfactory
maintenance.
The period of supply should be from April 1st
, 2009 to March 31st
, 2013. Ref to 2.10 - 3
** Please enclose technical leaflet /brochure / literature.
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Form 3: Format for Statement of Deviation(s) from Scheduled Requirements
S. No. Reference of Clause
Deviation in the Proposal Reasons in brief
No. & Pg. No
The instruments should have been sold in the past three years in sufficient numbers
and all of them should have been sold to end users like the Government department or other
organizations and not to any other agency/dealer which in turn sells to others. The same
should be supported by clear legible and direct documents.
Any invoice not backed by delivery challan and completion certificate will not be
accepted. It was also made clear to the vendors that in case of doubt, the Council would
either resort to verification with the other clients or would demand credentials of the bidders
to be certified by clients claimed by the bidders.
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SECTION - 4: FINANCIAL PROPOSAL
STANDARD FORMS IMPORTANT NOTES: Bidders are advised to carefully consider the following points before finalizing their Financial Bids.
1. The total cost quoted, shall include basic cost, duties, all taxes of the Union and the
State, transport, charges for freight, insurance, forwarding, handling, labour until the
items are delivered and installed at the Client’s site (all inclusive). The total cost quoted
shall include, also cost of electrical chords, adaptors, etc., complete onsite installation,
testing, commissioning and training required.
2. The bidder should provide the technical details of all the parts of the equipment/instrument The Financial Proposal should be prepared in the following format & sealed in a separate envelope.
Format for Financial Proposal – LS
Sl. No.
Particulars
Rate /Unit Taxes Total Price
(In Rupees) (In Rupees)
(in Rupees)
1
Note:
1. LEAST COST (LC) method of selection. The Price should be inclusive of all
duties, taxes, insurance, freight, loading & unloading charges, handling charges,
and other charges/levies as applicable.
2. All the duties that would be waived if the Council gives Customs Duty exemption
Certificate to be indicated separately in the financial proposal. If the council gives
customs duty exemption certificate the L1 would be calculated on the net cost
excluding customs duty, otherwise cost including customs duty will determine L1.
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SECTION – 5: OTHER TERMS & CONDITIONS:
Following are the broad terms & conditions applicable during the bid process & after selection of
successful bidder.
a. Delivery: Delivery and installation shall be “60 days“ from the date of issue of the purchase
order.
b. Shipping location: The equipment have to be supplied to the following address:
The Executive Secretary Karnataka State Council for Science & Technology,
Indian Institute of Science Campus, Bangalore-560012 Karnataka, India
c. Penalties for delay in supply of equipments: The equipments tendered for, should be
supplied within 60 days from the date of release of Purchase Order by the Council. For the delays,
which are solely attributable to the bidder, the Council would levy a penalty of 3% of Purchase Order
per week on the successful bidder. If the delay exceeds 30 days the penalty shall be 3% of Purchase
Order per week and if delay exceeds 10 weeks, the Purchase Order may be cancelled & the EMD
amount would be adjusted against the penalty.
d. Payments: Payments to the party will be made as follows: The successful bidder has to provide the Bank Account Details for Payment through ECS.
The payment to the Contractor from Client will be as follows:
On delivery and commissioning of the equipment at the Client’s site within 10 working days
- 70%
Training, Completion Certificate of acceptance testing of the equipment by the Competent
Authority at project site and on furnishing Bank Guarantee for the value as mentioned below
within 10 working days - 30%
Taxes will be deducted at source as applicable
The Bidder to furnish 3 years unconditional warranty from the OEM. This warranty will not be
affected; even if the supplier’s bank guarantee is forfeited for default in execution of warranties. In
other words the OEM would stand guarantee for the repair/service of the instrument even if the local
supplier is not in a position to repair/service the instrument. The warranty from OEM to include the
transportation cost from the site to the authorized service center and back to the site, in case the
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local supplier has not discharged his contractual obligation within the timelines as per the RFP.
The successful bidder shall provide 3 Bank Guarantees of 10% of the value of the total contract –
First Bank Guarantee for 10% of the total value of the contract valid for one year; Second Bank
Guarantee for 10% of the total value of the contract valid for 2 years; and Third Bank Guarantee for
10% of the total value of the contract valid for 3 years. In case of any penalties, that need to be
imposed as per the RFP, the Bank Guarantee of that year can be enchased proportionately. At the
end of the first year penalties if any as specified in the RFP will be deducted and the Bank
Guarantee will be returned. So also, at the end of the second year penalties if any, as specified in
the RFP will be deducted and the Bank Guarantee will be returned, and at the end of the third year
penalties if any, as specified in the RFP will be deducted and the Bank Guarantee will be returned. Provided that: (a) the bidder repairs/supplies the defective items that go out of order, free of cost,
during the above period, within a week from the date of intimation of the defect/malfunctioning of the
equipment, failing which a penalty of 3% out of 10% for every week’s delay shall be imposed; (b) Inspection and calibration shall be done twice in 1
st year on starting of 7
th month and starting of
12th
month considering supply date as day one, failing which a penalty of 3% for every week’s delay
shall be imposed; (c) Maintenance to be done twice a year mandatorily during the period, failing
which a penalty of 2% out of 10%, shall be imposed for every week’s delay; (d) In case the
equipment malfunctions within a week of repair/maintenance, it shall be construed as unsatisfactory
maintenance/repair and a penalty of 3% per week out of 10% shall be imposed till the maintenance
is done. All the above penalties shall be deducted from the Bank Guarantee of the year in which the
default by the vendor occurred. In case the delay is in fraction of week the penalty shall be
proportionately applied. e. Proposal preparation costs: The bidder is responsible for all costs incurred in connection with
participation in this process, including, but not limited to, costs incurred in participation in
meetings/discussions/presentations, preparation of proposal, in providing any additional
information required by the Council to facilitate the evaluation process, and in negotiating a
definitive agreement and all such activities related to the bid process. This RFP does not commit
the Council to award a contract or to engage in negotiations. Further, no reimbursable cost may
be incurred in anticipation of award.
f. Proposal Validity: The proposals shall be valid for a period of six (6) months from the date of
opening of the proposals including cost. A proposal valid for a shorter period may be rejected as
non-responsive.
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g. Amendments: At any time prior to the deadline for submission of proposals, the council for any
reason, may modify the RFP by amendment notified in writing or by fax or email to all bidders who
have received this RFP and such amendment shall be binding on them. The council, at its discretion,
may extend the deadline for the submission of proposals.
h. Prices: The Council reserves the right to procure the components/services listed in this RFP in
whole or in part. No adjustment of the contract price shall be made on account of any variations
in costs of labour and materials or any other cost component including any tax or statutory duty
affecting the total cost in fulfilling the obligations under the contract. The contract price shall be
the only payment, payable by the council to the successful bidder for completion of the
contractual obligations, subject to the terms of payment specified in the contract. The price
should be inclusive of all duties, taxes, and insurance, freight, loading & unloading charges,
handling charges, out of pocket expenses & other levies as applicable. The prices should be
quoted in INR (Indian Rupees) irrespective of the country of sourcing. In case of discrepancy
between the amounts mentioned in figures and in words, the amount whichever is less shall
govern. In case of discrepancy between the total cost and unit cost, the unit cost will prevail.
i. Packaging: The items tendered are required to be securely packed as per B.I.S. (ISI) standard
trade practices (for domestic sourcing)/ international standard trade practices (for international
sourcing) to avoid damages to the consignment in transit.
j. Insurance: The consignment is required to be dispatched to the specified shipping location, duly
insured for transit insurance for all risks from the consigner’s Warehouse to the consignee's
Warehouse, till the completion & acceptance of erection/installation of the main Equipment /
Instrument.
k. Transportation: The transportation charges should be pre-paid for delivery of consignment to
the consignee on ‘Door Delivery’ basis.
l. Inspection of Supplies: Preliminary inspection of the stores shall be carried out by the supplier,
(i.e., successful bidder on whom a Purchase Order is placed by the council), at the factory before
dispatch. The final joint inspection will be carried out at the consignee's site after receipt of the
consignment. In case of defective supply due to latent manufacturing defects, the same has to be
removed and replaced at the supplier's cost. All the expenses incurred in replacement shall be
borne by the supplier.
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m. Installation & Training: The successful bidder would be required to install the equipment at the
location specified in this RFP. He should also provide ‘in-depth functional (theoretical and practical)
training, and basic repair & maintenance related training including post processing ’ to the
employees to be specified by the council. The employees would be nominated by the Council
and training to be provided for execution of Laser scanning and post processing of 2 monuments
in project site at Hampi which will be specified by the council. The Council estimates the training
efforts of a minimum 10 (TEN) working days.
The bidders should consider these factors at the time of finalizing their Financial Bids. The rates
quoted by the bidders should be inclusive of installation & training charges.
n. Warranty: The supplier should provide comprehensive warranty for the equipments (as per
Section -5 Clause-d) for three years at no extra cost. The supplier shall have to support the
equipments after three years also for at least next five (5) years at the mutually agreed price if so
required by the council. The proposal of the bidders should explain in detail the repairs &
maintenance facilities that would be made available to the council by the bidder.
o. Force Majeure :
o Circumstances beyond Control- If at any time before the completion of the
Services under the Agreement, if the Contractor is prevented from executing the
Contract as a consequence of Force Majeure, as defined hereof, occurring within
the India beyond the control of the Contractor and from unforeseen cause, the
Contractor shall promptly notify the Client in writing of any situation or event arising
from any circumstance beyond his control, which is unavoidable and which could
not be reasonably be foreseen and which makes it impossible for the party to carry
out in whole or in part its obligations under the Agreement.
o Default - As a result of Force Majeure, Neither party shall be considered in default
in the performance of his obligations hereunder, which as implied herein, shall mean
Acts of God, War (declared and undeclared), riots, civil commotions, revolutions,
hostilities, strikes, epidemics, accidents, fire, floods, earthquakes, explosions,
blockades, nuclear hazards, extreme weather conditions, cyberspace hackers and
any other cause similar to the kind herein mentioned or of equivalent force occurring
within the Republic of India which is beyond the control of the parties, unavoidable
and which could not reasonably be foreseen which renders impossible the fulfilment
of the Agreement.
Procurement of Terrestrial 3D Laser Scanner
22
o Notice of Termination - If a termination notice is given due to Force Majeure, the
termination shall become effective upon receipt by the Contractor of the Client’s
notice to terminate.
p. Settlement of Disputes - Any dispute or difference arising out of the contents of this
Agreement, including those considered as such by only one of the parties, shall be settled
by mutual discussions between the parties. If the mutual negotiations failed the disputes
may be settled by arbitration within Bangalore jurisdiction limits as per the provisions of the
Indian Arbitration and Conciliation Act, 1996 and the Rules framed there under.
q. Duties and Taxes-The Contractor shall be responsible for the payment of customs or
import duties, taxes including service tax and all other levies that are enforced within the
India for the time being in force. Any effect of future legislation promulgated after the signing
of the Agreement and before the delivery on the above will only be considered on
presentation of supporting documents by the Contractor and verification of the same by the
Client,
r. Termination: The Council may at any time terminate the Contract by giving written notice to the
Supplier, without compensation to the Supplier, if the Supplier becomes bankrupt or otherwise
insolvent, provided that such termination will not prejudice or effect any right of action or remedy
which has accrued or will accrue thereafter to the council.
s. Disqualifications: The proposal is liable to be disqualified in the following cases or in case
bidder fails to meet the bidding requirements as indicated in this RFP:
o Proposal not submitted in accordance with this RFP.
o During validity of the proposal, or its extended period, if any, the bidder increases his
quoted prices.
o The bidder qualifies the proposal with his own conditions.
o Proposal is received in incomplete form.
o The bidder should mandatorily fill the columns regarding compliance and deviations if any.
o Proposal is received after due date and time.
o Proposal is not accompanied by all requisite documents
o Information submitted in technical proposal is found to be misrepresented, incorrect
or false, accidentally, unwittingly or otherwise, at any time during the processing of
the contract (no matter at what stage) or during the tenure of the contract including
Procurement of Terrestrial 3D Laser Scanner
23
the extension period if any.
o Financial Proposal is enclosed with the same envelope as Technical Proposal.
o Bidder tries to influence the proposal evaluation process by unlawful means at any
point of time during the bid process
o In case any one party submits multiple proposals or if common interests are found in
two or more bidders, the bidders are likely to be disqualified, unless additional
proposals/bidders are withdrawn upon notice immediately.
o In case the terms & conditions of the contract applicable to this invitation to tender
are not acceptable to any bidder, he should clearly specify any deviation; in the
format appended to this RFP (refer Form 3).
t. Check List:
Schedule of deviation from technical specification (All deviations from the
Specification shall be filled by the bidder clause by clause separately).
Proprietary certificate or authorized vendor/distributor certificate, if not an OEM.
Other necessary documents as mentioned above clauses.
Procurement of Terrestrial 3D Laser Scanner
24
ANNEXURE - 1 TECHNICAL SPECIFICATIONS OF TERRESTRIAL 3D LASER SCANNER
Technical Specifications for LASER 3D Scanner required to be mounted on a tripod to capture a dense point cloud of the environment along with suitable data transfer and data processing software. The LASER 3D Scanner specification should meet the following specifications or higher/latest.
Sl. No.
Description Required specifications Compliance/ Remarks
1. Scanning Range 120 m at 90% reflectance
2. Data acquisition speed 900,000 points/sec
3. Deflection unit
Field of view for measurement
270° -Vertical
360°-Horizontal
4. Accuracy 1mm at 10m and 25m.
5. Distance Ranging error ±2 mm at 25m at 10% reflectivity
6 Laser (Optical transmitter)
Wavelength
Minimum 905nm
7 Laser class
Beam diameter at exit
3R
Atleast 3.0mm, circular geometry
8 Beam divergence The Laser beam divergence should be minimum 0.15mrad /0.19mrad
9 Registration of objects Stand alone/ through control points
10 Vertical /Horizontal step size 0.009°
11 Data storage capacity 32GB card included
SD, SDHC™, SDXC™
12 Data handling and control
access
Built in WiFi enabling the Remote control by using Laptop, Scan visualization and download are possible on mobile devices with Flash
Procurement of Terrestrial 3D Laser Scanner
25
13 Compensator Dual axis compensator: Levels each scan with an accuracy of 0.015° and a range of ±5°
14 Altimeter Integrated altimeter to provide the height Information to differentiate the scans
15 Digital Compass Electronic compass gives the scan an orientation. A calibration feature is included
16 GPS Integrated GPS receiver
17 Integrated colour Digital camera
System should be able to generate Photo-realistic 3D scans with minimum of 70 megapixel of parallax-free colour overlay
18 Display & Keyboard
Should have built in touch screen key & display in order to operate the scanner in the field.
19 Built in Battery Life Internal, should be minimum 5 hours
20 Operating temperature 5 °C to 40 °C (41 °F to 104 °F)
21 Operating Humidity Non-condensing
22 Hardware, weight Should be light, compact & easily transportable
Procurement of Terrestrial 3D Laser Scanner
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II. Data Transfer / Processing software must be equivalent to below mentioned specifications or higher/latest.
Sl No
Specification
1 Automatic data registration & merging
2 Point cloud visualization in 2D & 3D
3 Colorization of the scan
4 Data output into various point cloud and CAD formats.
5 Data Processing software should be capable of managing, processing and analyzing large datasets
6 Effectively manage large data sets by using partial loading techniques
7 Perform smart measurement – semi-auto clearance, projected vertical and horizontal
8 Easily and automatically extract targets from scanned data
9 Perform fully automatic registration
10 Software should be capable of performing target less registration as well.
11 Quickly check the quality of the targets
12 Generate registration reports
13 Communicate your results via video generation and Google Earth export(kml format)
14 Inspect as-built data, comparing it to the actual design.
15 Generate and visualize inspection, detecting any variation.
16 Obtain 2D & 3D graphic visualizations of gaps and deformations for easy analysis.
17 Import profiles and geometric primitives from a CAD design file in .dxf or .dwg, and export graphic files in .dxf and .dwg
18 Share information by printing results directly using integrated print-out interface
19 Volume calculation includes cut and fill volume figures and can be calculated either between a scanned surface and a user-defined plane or between two scanned surfaces
20 Ortho Projection tool to project a point cloud or (textured) mesh onto a plane as an ortho-projection
21 Export ortho-projection and images to CAD
22 Software should efficiently integrate data from GNSS Receivers, Total Station and 3D Scanners.
23 Support for repairing and cleaning the mesh data – automatic option is preferred
Procurement of Terrestrial 3D Laser Scanner
27
ANNEXURE - 2 : WARRANTY CERTIFICATE
We warrant that everything to be supplied by us hereunder shall be brand new, free from all
defects and faults in material, workmanship and manufacture and shall be of the highest grade &
quality and consistent with the established and generally accepted standards for material of the type
ordered, shall be in full conformity with the specifications/drawings of samples if any and shall
operate properly. We shall be fully responsible for its efficient operation.
In case of any latent defect or inconsistency due to poor manufacturing/repair & overhaul of
the equipment/instrument, or defective supply not conforming to the specifications if observed at the
time of final inspection and thereafter within 3 years from the date of acceptance, we undertake the
guarantee to maintain/repair/supply free of cost the defective items/items that go out of order up to
the final destination and during the maintenance period, and the inland expenses borne by the
indentor, will be at our cost.
The warranty shall survive inspection and payment for and acceptance of the goods but shall
expire (except in respect of complaints of which the contractor has been notified prior to such date) 3
years after their successful acceptance by the purchaser.
SEAL of manufacturer
Date………………… Signature ………………………………..
Name & address of manufacturer
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ANNEXURE - 3 : AGREEMENT
An agreement made this …….. day of ……………………………………….……. ……. ……. …….
……. BETWEEN ……………………………………………………………………………… ..........
………………………………………………… (hereinafter called the contractor which expression
shall include his legal representatives) of the one part and the Secretary, KSCST of the
other part and WHEREBY the contractor agrees to supply to the …………………….. KSCST
(hereinafter called ‘Council’) the under mentioned articles at cost mentioned against them:
<<Insert a table here containing the items, quantity & contract
price >>
and on the terms and conditions hereinafter mentioned:-
a) That all equipments shall be delivered free at …………………………… by ………….
b) That all equipments supplied shall be new and of good quality and in exact
accordance with the sample submitted.
c) That the inspection of the equipments shall be carried out by the ………………
himself or by an Officer deputed by him at the place mentioned in para (a) above and
that the stores rejected must be removed by the contractor within a week from the
date of rejection. All stores not accepted shall lie at the risk of the contractor. If not
removed within the period specified above the ………….. shall have the right to
dispose of such stores as he thinks fit at the risk of the contractor and on his account
or if he prefers to charge him rent for the space occupied by same.
d) that the time of delivery stated above shall be of the essence of the contract and
should the contractor fail to deliver the whole/any part of the equipments within the
period specified in clause
(a) and as per the sample the ………….. shall have the right to forfeit the deposit
mentioned in clause (f) and to purchase the stores elsewhere which the contractor
has failed to deliver as aforesaid at the expenses of the contractor and the contractor
will be liable to pay such further sum as will be sufficient to meet the difference of
cost between the rates tendered and those at which the purchases are actually made
should they be higher. This is without prejudice to action being taken under clause h)
thereof. e) That the …Council………………. shall have full power to reject the whole or any part of
the stores which to the true intent and meaning is not in exact accordance with the
approved sample and that the decision of the Department shall be final.
Procurement of Terrestrial 3D Laser Scanner
29
f) that the payments to the bidder will be made as follows .
70% Payment shall be made within 10 days of completion of delivery and commissioning of
the equipment and remaining 30% will be made after training and acceptance testing of the
equipment. The successful bidder shall provide Bank Guarantees as mentioned in the above
clauses valid for warranty period. In case of any penalties, that need to be imposed as per
the RFP, the Bank Guarantee of that year can be encashed proportionately. At the end of the
each year penalties if any as specified in the RFP will be deducted and the Bank Guarantee
will be returned.
Provided that: (a) the bidder repairs/supplies the defective items/items that go out of order, free of
cost, during the above period, within a week from the date of intimation of the
defect/malfunctioning of the equipment, failing which a penalty of 3% of the cost of defective
ETS/s for every week’s delay shall be imposed and recovered out of the Bank Guarantee; (b)
Inspection and calibration shall be done twice in 1st year on starting of 7th month and starting of
12th month considering supply date as day one, failing which a penalty of 2% of the cost of LS not
calibrated for every week’s delay shall be imposed; (c) Half yearly maintenance to be done
mandatorily during the period, failing which a penalty of 2% of the cost of defective LS, shall be
imposed for every week’s delay; (d) In case the equipment malfunctions within a week of
repair/maintenance, it shall be construed as unsatisfactory maintenance/repair and a penalty
of 1% of the cost of defective items of the Scanner per week shall be imposed till the
satisfactory maintenance is done. All the above penalties shall be deducted from the Bank
Guarantee of the year in which the default by the vendor occurred. In case the delay is in
fraction of week the penalty shall be proportionately applied. g) That the contractor will be entirely responsible for the execution of this contract in all respect
in accordance with the conditions of this contract and shall not assign or sub-let the same.
i) That the contractor undertakes the guarantee to maintain/repair/supply the defective
items/items that go out of order, free of cost during the maintenance period of 3 years,
up to the final destination. j) If the contractor becomes insolvent or he or his Agent offers any bribe in connection with
the contract or the contractor fails to observe or perform any condition of this contract,
then notwithstanding any previous waiver of such default or action being taken under
any other clause hereof the …………, may on behalf of the Government terminate the
contract and forfeit the said deposit and recover from the contractor any loss suffered by
Procurement of Terrestrial 3D Laser Scanner
30
the Government on account of the contract being terminated. k) If any dispute or difference shall arise including this contract the settlement of which is
not hereinbefore provided for the same shall be referred to the arbitration of the
Secretary, KSCST and if he is unable or unwilling to act as arbitrator to the arbitration, of
any person nominated by him in writing and the decision of such arbitrator shall be final
and binding on the parties to this contract.
In Witness whereof the parties have hereunto set their hands the day and year first
above written.
Signed by the said contractor ………………………………………………
In the presenc
of:-1st Witness
Address
2nd
Witness
Address
Signed by the said for and on behalf of the Council
In the Presence
of:-1st Witness
Address
2nd
Witness
Address
Procurement of Terrestrial 3D Laser Scanner
31
ANNEXURE 4 : PERFORMANCE BANK GUARANTEE
Ref: Date _________________ Bank Guarantee NO. ___________________________________________ To
<< The Secretary KSCST, Bangalore>>
1. Against Letter of Intent number _________ dated _________ relating to Tender No. <<>> for
“Supply of ………………..” (hereinafter called the 'LoI’) entered into between Karnataka State
Council for Science and Technology (hereinafter called "KSCST") and _________________
(hereinafter called the Bidder), this is to certify that at the request of the Bidder we
______________________ Bank, are holding in trust in favour of KSCST, the amount of Rs.
___________________________ (write the sum here in words) to indemnify and keep
indemnified the KSCST against any loss or damage that may be caused to or suffered by
the KSCST by reason of any breach by the Bidder of any of the terms and conditions of
the contract that will be entered subsequently (within 15 days) and/or in the performance
thereof. We agree that the decision of KSCST, whether any breach of any of the terms
and conditions of the contract and/or in the performance thereof has been committed by
the Bidder and the amount of loss or damage that has been caused or suffered by
DSSLR shall be final and binding on us and the amount of the said loss or damage shall
be paid by us forthwith on demand and without demur to KSCST.
2. We __________________________________ Bank, further agree that the guarantee herein
contained shall remain in full force and effect during the period that would be taken for
satisfactory performance and fulfilment in all respects of the contract by the Bidder i.e. till
_______________(write a date which is three years and fifteen days from the date of
LOI) (hereinafter called the said date) and that if any claim accrues or arises against us
_____________________ Bank, by virtue of this guarantee before the said date, the same
shall be enforceable against us ________________________ Bank, notwithstanding the fact
that the notice of any such claim is given to us __________________________ Bank, by
KSCST either before the said date or within the enforcement period of six months thereafter.
Payment under this letter of guarantee shall be made promptly, within one month of our
receipt of notice to that effect from KSCST
Procurement of Terrestrial 3D Laser Scanner
32
3. It is fully understood that this guarantee is effective from the date of the said LoI and that we
_________________________ Bank, undertake not to revoke this guarantee during its
currency without the consent in writing of KSCST.
4. We undertake to pay to KSCST any money so demanded notwithstanding any dispute or
disputes raised by the Bidder in any suit or proceeding pending before any court or
Tribunal relating thereto our liability under this present guarantee being absolute and
unequivocal. The payment so made by us under this guarantee shall be a valid
discharge of our liability for payment there under.
5. We _____________________________ Bank, further agree that KSCST shall have the fullest
liberty, without affecting in any manner our obligations hereunder to vary any of the terms and
conditions of the said contract or to extend time of performance by the Bidder from time to time or
to postpone for any time or from time to time any of the powers exercisable by KSCST against
the said Bidder and to forebear or enforce any of the terms and conditions relating to
the said contract and we, ________________________ Bank, shall not be released
from our liability under this guarantee by reason of any such variation or extension being
granted to the said Bidder or for any forbearance by KSCST to the said Bidder or for any
forbearance and or omission on the part of KSCST or any other matter or thing
whatsoever, which under the law relating to sureties, would, but for this provision have
the effect of so releasing us from our liability under this guarantee.
6. This guarantee will not be discharged due to the change in the constitution of the Bank
or the Bidder. Our liability under this Bank Guarantee shall not exceed and is restricted to Rs._______________ (Rupees _________________ only) (Repeat the amount given in clause 1). This Guarantee shall remain in force up to and including _________ (write the date which is six months from the contract end date). Date _________________ Place _________________ Signature _________________Witness 1 _________________ Printed name _________________Date _________________ Place _________________ Signature _________________ Witness 2 _________________ Printed name _________________ (Bank's common seal)
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