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Procurement of Terrestrial 3D Laser Scanner 1 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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Page 1: Procurement of Terrestrial 3D Laser Scanner - KSCST · Procurement of Terrestrial 3D Laser Scanner 3 SECTION - 1 : LETTER OF INVITATION 1. Karnataka State Council for Science and

Procurement of Terrestrial 3D Laser Scanner

1

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.

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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

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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.

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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

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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

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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

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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.

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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

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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

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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

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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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