BURN STANDARD COMPANY LIMITED

(A Government of India Undertaking) MINISTRY OF RAILWAY 22 B, Raja Santosh Road, ALIPORE, KOLKATA 700 027 Website : www.burnstandard.com E-mail : burnstandard@yahoo.co.in

Ref : MM/HO/IC/ IMS/13-14/82 To Dear sirs,

Date : 23.09.2013

Sub : Procurement, Software Development & Installation of Inventory Management System at Howrah Works Ref : Tender No. MM/HO/IC/ IMS/13-14/82 Dated 23.09.2013 Date & Time of Submission : By 2:30 PM on 08.10.2013 Date & Time for opening of tender : At 3:00 PM on 08.10.2013 Enclosed please find one set of tender document for procurement, software development and installation of Inventory Management system at Howrah Works. The tender document consists of following:i) ii) iii) iv) Annexure I Annexure II Annexure III Annexure IV :Project Details & Scope of Work :Instruction to Bidders. :Special terms and conditions. :Price Format.

Please arrange to submit your competitive offer within the due date.

Thanking you, Yours faithfully for Burn Standard Company Limited Enclo:- As stated. (S. K. Chatterjee) General Manager (C&MM)

Annexure I PROJECT DETAIL 1. Name of the Project Inventory Management System (Integration with Accounts & Purchase Departments) 2. Project Module (Scope) Complete Inventory Management 3. Project Modules (Details) Complete Inventory Management A. Create : i) ii) iii) Account Creation Edit Account Delete Account

B. Master : i) ii) iii) iv) v) vi) vii) viii) ix) C. Entry : i) ii) iii) iv) v) vi) vii) viii) D Requisition Entry Purchase Order Entry Purchase Challan Entry Purchase Bill Entry Purchase Return Entry Payment Entry Inter Stock Transfer Entry Material Issue Entry Vendor Product / Item / Material Product / Item / Material Grouping General Ledger Sub Ledger Price List Unit Conversion Location Godown

Report : i) ii) iii) iv) v) vi) vii) viii) ix) Requisition Register Purchase Order Register ( Date wise / Party wise ) Purchase Challan Register ( Date wise / Party wise ) Purchase Bill Register with Tax ( Date wise / Party wise ) Purchase Bill Register without Tax ( Date wise / Party wise ) Purchase Return Register ( Date wise / Party wise ) Vendor Report ( Date wise / Party wise ) Vendor Collection Register ( Date wise / Party wise ) Vendor Outstanding Register ( Date wise / Party wise ) Cont..P/2

Page - 2 E Inventory: i) ii) iii) iv) v) vi) vii) viii) F Inward Register ( Date wise / Product wise / Group wise / Location wise ) Outward Register ( Date wise / Product wise / Group wise / Location wise ) Stock Register ( Date wise / Product wise / Group wise / Location wise ) Stock Movement Register ( Date wise / Product wise / Group wise / Location wise ) In / Out Register ( Date wise / Product wise / Group wise / Location wise ) Inter Stock Register ( Date wise / Product wise / Group wise / Location wise ) Dead Stock Register ( Date wise / Product wise / Group wise / Location wise ) Closing Stock Valuation ( Date wise / Product wise / Group wise / Location wise )

Use and Access Control Management SCOPE OF WORK

1. SUPPLY PORTION i) Supply of 1 No. Central Server ( Brand : IBM, x 3300 M4) including Monitor, Key-Board and Mouse. Supply of 3 Nos. Terminal PC Desktop (Brand: HP, P2-1404IL) Supply of Original Software : Window 2008 Server + SQL Server Supply of Switch (24 Ports) Supply of CAT 6 Cable required as per the decided area need to be connected through LAN Other LAN fitting material ( detail with item wise price must be furnished.

ii) iii) iv) v)

vi)

2. SOFTWARE DEVELOPMENT, DEPLOYMENT & USER TRANING I) Software Development , Deployment and user training for Accounts & Inventory Management. Software development, Deployment and user taring for User and Access Control Management Implementation Charges Labour Charges installation of LAN connection Service after deployment / successful go-live of the system upto one year (next 365 days from the date of successful go-live of the inventory management system.

II)

III) IV) V)

TENDERERS SIGNATURE DESIGNATION DATE COMMON SEAL

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Annexure II INSTRUCTION TO BIDDERS 1.0 MODE OF SUBMISSION OF OFFER 1.1 Tenderer are required to submit their offer in two parts ( Part I : Techno Commercial Bid & Part II : Price Bid ) in separate sealed envelope. Both the envelopes should be placed in third envelope and to be submitted on or before last date & time of submission specified in the tender document. Tenderer are required to super scribe the tender number, due date of submission & opening on the face of envelopes and address the same to General Manager (C&MM). Burn Standard Co. Ltd., 22 B, Raja Santosh Road, Alipore, Kolkata 700 027.

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CONTENT OF BIDS 2.1 Your Techno Commercial Bid shall contain the following :a) Earnest Money Deposit in the form of Demand Draft/Pay order drawn in favour of Burn Standard Co. Ltd. payable at Kolkata. b) Sales Tax Clearance Certificate, Income Tax Clearance Certificate/PAN No.etc. c) Performance Report with respect to supplies / commissioning of similar systems in last 3 years to Public/Private Sector. d) Technical details as deemed necessary. e) Any other information as deemed fit. 2.2 Price Bid shall contain the following a) Price Format as per Annexure V duly filled and signed b) Details of all taxes, duties applicable must be furnished. .

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RATES 3.1 All rates, price in the tender form should be quoted both in figures and in words. Tenders containing over written or erased rates are liable to be rejected. All taxes and duties applicable must be quoted with respective rates and amount. It is to be clearly understood that taxes and duties applicable as on date of bid opening and not indicated in the price bid will be borne by the contractor. However, any statuary variation in rates and levy of new taxes and duties after bid opening during the currency of contract will be to BSCL account. In case delivery term quoted in Ex-works, freight charges for delivery of materials to Howrah Works must be indicated in the offer. While quoting the rates the tenderer shall take into account the entire credit availed on inputs under MODVAT SCHEME introduced with affect from 01.03.1986. The tenderer should give a declaration that any/all set-off in respect of duties on inputs as admissible under the scheme is being totally and unconditionally passed on to the purchaser in price quoted by them.

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Contd.P/2

Page 2 4.0 EARNEST MONEY DEPOSIT(EMD) 4.1 The amount of earnest money deposit will be according to the value of tender as mentioned below :Estimated Value of Tender (Rs.) Up to 5,00,000/5,00,001/- to 10,00,000/10,00,001/- to 25,00,000/25,00,001/- to 50,00,000/50,00,001/- to 1,00,00,000/1,00,00,001/- to 2,00,00,000/Above 2,00,00,000/4.2 Amount of Earnest Money(Rs.) 5,000/10,000/25,000/45,000/1,00,000/1,50,000/2,50,000/-

The units registered with DGS&D, SSI units registered with NSIC and PSU units and RDSO approved vendors may be exempted from submission of EMD on production of documentary evidence. The EMD of unsuccessful bidders will be returned after finalization of the tender without any interest. The EMD of successful tender will be returned after receipt of Security Deposit.

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SECURITY DEPOSIT 5.1 Security deposit equivalent to ten(10) percent of the total contract value shall have to be deposited by the successful tenderer within 15 days of receipt of LOI / Purchase order in the form of (a) Demand draft in favour of Burn Standard Company Ltd. Payable at KOLKATA or (b) Bank guarantee as per format provided by BSCL valid till completion of contract. Security shall bear no interest and will be forfeited for non-performance of the contract by the successful tenderer. The company shall be entitled and shall be lawful on its part to forfeit the said security deposit in whole or in part in the event of any default, failure or neglect on the part of the contractor in the fulfillment or performance in all respects of the contract under reference or any other contract with the company or any part thereof to the satisfaction of the company and the company shall also be entitled to deducted from the said security deposit any loss or damage which the company may suffer or be put to by reason due to any act or other default, recoverable by the company from the contractor in respect of the contract under reference or any other contract and in either of the events aforesaid to call upon the contractor to maintain the said security deposit at its original limit by making further deposit, provided further that the company shall be entitled to recover such claim from any sum then due or which at any time thereafter may become due to the contract under this or any other contract with the company. On due performance and completion of the contract in all respect the security deposit will be returned to the contractor without any interest on certification of concerned department. Security Deposit may be waived for SSI, NSIC, PSU, DGS&D and RDSO approved sources. Security Deposit may also be waived for proprietary items, Original Equipment Suppliers. However, based on the nature of items Security Deposit can be insisted even from the vendor registered with SSI/NSIC/DGS&D and RDSO. Contd.P/3

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Page 3 6.0 TERMS & CONDITIONS 6.1 6.2 6.3 Quoted rates shall be FIRM during pendency of contract and no escalation will be allowed. Delivery Terms : - F.O.R. Howrah Works, Howrah. Completion Time : - The total work shall be completed within three(3) from the date of issue of LOI/Purchase order. Paying Authority : - Head of Head office accounts or authorised representative of accounts department as delegated by competent authority of Burn Standard Co. Ltd., Head Office. Certifying Authority :- Unit Head of the Howrah Works or his authorised representative of Burn Standard Co. Ltd. Howrah Works. Income Tax : - Income Tax will be deducted at the prevailing rates from the bill of supplier and any increase in Income Tax or Surcharge thereto will be borne by supplier. Transit Insurance : - The BSCL will not pay separately for transit insurance and the supplier will be responsible till the entire stores ordered arrive in good condition at the consignees premises mentioned in the purchase order. Liquidated Damage:- In the event of late supply of materials, purchaser reserves the right to recover from the supplier by way of liquidated damage a sum equivalent to two percent (2%) of value of undelivered materials including taxes, duties, freight & insurance for per month delay or part there of subject to a maximum of ten percent (10%) of the order value. Risk Purchase : - Purchaser reserves the right to procure the materials from other source in the event of failure to supply the material within stipulated delivery period in the order at the risk and cost of supplier.

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6.10 Quantity Variation: - Purchasers reserves the right to increase/decrease the quantity upto 30% of the ordered quantity at the same price and terms & conditions during currency of the contract without assigning any reason. 6.11 Arbitration : a) All questions, disputes or differences whatsoever arising between the BSCL and contractor in relation to or in connection with the contract, either party may forthwith give notice to other in writing of the existence of such question, disputes or differences and the same shall be referred to the adjudicator of sole arbitrator. Chairman & Managing Director of BSCL shall have the right and authority to appoint any officer of the company as arbitrator not below the rank of a General Manager who is not directly connected with the order under the Arbitration & conciliation Act 1996. b) Any legal dispute that may arise will be settled within the jurisdiction of Court of Kolkata. 6.12 Validity of the Offer: - The offer shall remain valid for a minimum period of ninety (90) days from the bid opening date.

Contd. P/4

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7.0

GENERAL 7.1 7.2 No e-mail/FAX quotation will be accepted. Tenderer sending tender by mail will do so solely on their own risk and BSCL will not be responsible for any loss in transit or postal delay. Incomplete tender or tenders submitted with qualified condition(s) at variance with special as well as General terms & conditions / instruction to bidders of this tender are liable to be rejected summarily In the event of BSCLs office remaining closed on the day of opening of the tender for any unforeseen reason, the tender shall be received up to 11.30 A.M. on the next working day of Burn Standard Co. Ltd. and will be opened at 3.00 P.M. thereafter in presence of such tenderer who may like to be present. The tenderer shall have no right to issue Addenda to tender documents to qualify, amend supplement or delete any of the conditions, clauses or items therein after submission of the tender at BSCL. The contract shall be treated as having been concluded as soon as a letter of Intent is issued. The special terms and conditions are to be read in conjunction with General Terms & Condition for supply/Purchase(1974) and vice-a-versa. Clarifications, if any, are to be sought by the tenderer(s) before submission of their offer and no complaints, whatsoever, will be entertained after opening of the tender. Any correction made in the offer/tender should be attested under full signature with companys seal of the tenderer.

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7.10 Tenderer should sign & return with their offer all the pages of tender document with companys seal as a token of acceptance of the terms and condition in to-to. 7.11 BSCL does not bind itself to accept the lowest offer or any offer or to assign any reason(s) for non-acceptance of it. BSCL is at liberty to accept and/or reject any or all offers without assigning any reason thereof. 7.12 Each and every page of the tender document should be signed by the tenderer and returned with the Techno Commercial Bid as a token of acceptance. for Burn Standard Company Limited,

( S. K. CHATTERJEE) GENERAL MANAGER (C&MM) TENDERERS SIGNATURE DESIGNATION DATE COMMON SEAL :.. : :

Annexure III SPECIAL CONDITIONS OF CONTRACT 1.0 GENERAL 1.1 Successful tenderer shall ensure supply of full ordered quantity of materials within the stipulated delivery period in the order.

2.0

BREAK UP OF RATES 2.1 The tenderer shall furnish detail break up of their rates in the following manner in their offer. a) b) c) d) e) f) 2.2 Basic Price Ex-works Excise Duty Educational Cess Central Sales Tax / VAT / other taxes & duties, if any. Freight from their works to BSCL/Howrah Works, Howrah. TOTAL

The tenderer are required to quote their rates for complete scope of work detailed at Annexure I of the tender.

3.0

TERMS OF PAYMENT 3.1 100% payment for supply of equipment shall be made after thirty (30) days of submission of bills to Manager Accounts, Head Office, Kolkata through General Manager (C&MM), Head Office, Kolkata. The bill shall be accompanied by receipted challan issued by Unit Head of Howrah Works or his authorised representative. 60% of the Soft ware Development, Deployment and user training charges shall be paid on completion of trial operation against submission of bills duly supported with certificate for completion of trial operation by unit head of Howrah Works or his authorised representative. 40% of the Soft ware Development, Deployment and user training charges shall be paid on successful commissioning and handing over of Inventory Management System against submission of bills duly supported with commissioning and taking over certificate issued by unit head of Howrah Works or his authorised representative. Service Charge for providing service after deployment / successful go-live of the system upto one year (next 365 days from the date of successful go-live of the inventory management system, if any, will be paid after completion of the period of the srvice. Payment shall be made by Crossed Account Payee Cheque.

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3.5 4.0

WARRANTY / GUARANTEE 4.1 The contractor shall warrant that everything to be furnished shall be free from all defects and faults in material, workmanship and manufacture and shall be of the highest grade and consistent with the established and generally accepted standards for materials of the type ordered and full conformity with the contract specifications, drawings etc . The warranty shall expire 18 months after their delivery or 12 months from the date of commissioning whichever is earlier except in respect of complaint, defects and/or claim notified to the contractor within 2/3 months of such dates. Contd.P/2

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Page 2 5.0 PERFORMANCE GUARANTEE, SECURITY DEPOSIT & LIQUIDATED DAMAGE 5.1 Performance Guarantee, Security Deposit & Liquidated Damage shall be as per provision specified in the tender document.

6.0

The BSCL management reserves the right to terminate the contract at any stage if considered necessary by the management without assigning any reason whatsoever for greater interest of the company and such action cannot be challenged by the tenderer / supplier. Past performance of the supplier will be taken into consideration at the time of finalizing the order. BSCL management reserves the right to ignore the offer of the bidders whose past performance is not satisfactory. In case the offer is not accepted by BSCL, the tenderer shall not be entitled to claim any cost, charges, expenses made for submission of offer. All other terms and conditions of the contract will be as per the General Conditions of Contract attached herewith.

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for Burn Standard Company Limited,

( S. K. CHATTERJEE) GENERAL MANAGER (C&MM) TENDERERS SIGNATURE DESIGNATION DATE COMMON SEAL :.. : :

Annexure IV PRICE FORMAT PART A : SUPPLY PORTION Sl. No. 1 2 3 4 5 7 8 9 10 11 Item Description Supply of 1 No. Central Server ( Brand : IBM, x 3300 M4) including Monitor, KeyBoard and Mouse. Supply of 3 Nos. Terminal PC Desktop (Brand: HP, P2-1404IL) Supply of Original Software : Window 2008 Server + SQL Server Supply of Switch (24 Ports) Supply of CAT 6 Cable required as per the decided area need to be connected through LAN TOTAL EX-WORKS PRICE (1 to 5) Quantity 1 No. 3 Nos As required As required As required Ex-works Rate per Unit (Rs.) Total Amount (Rs.)

Excise Duty inclusive of Edu. Cess & SHE Cess @ Sales Tax against Sales Tax Declaration Form @ Packing, Forwarding, Freight & Insurance Charge up to Howrah Works TOTAL LADED COST AT HOWRAH WORKS (7+8+9+10)

PART B SOFTWARE DEVELOPMENT, DEPLOYMENT & USER TRANING COMMISSIONING & HANDING OVER Sl. No. 1 Activity Description i) ii) iii) iv) v) Software Development , Deployment and user training for Accounts & Inventory Management. Software development, Deployment and user taring for User and Access Control Management Implementation Charges Labour Charges installation of LAN connection Service after deployment / successful go-live of the system upto one year (next 365 days from the date of successful golive of the inventory management system. Total Amount (Rs.)

2 3

Service Tax on above TOTAL FOR SOFTWARE DEVELOPMENT, DEPLOYMENT & USER TRANING COMMISSIUONING & HANDING OVER

TENDERERS SIGNATURE DESIGNATION DATE COMMON SEAL

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