CHAUDHARY DEVI LAL UNIVERSITY, SIRSA (HARYANA).

CHAUDHARY DEVI LAL UNIVERSITY, SIRSA (HARYANA).
TENDER DOCUMENT
NAME OF WORK
:-
Automation of the Library Books
APPROXIMATE COST
:-
7,00,000 Lac
EARNEST MONEY
:-
Rs. 14000/-
DATE OF RECEIVING OF TENDER :-
11.05.2015 upto 01:00 PM.
DATE OF OPENING OF TENDER:-
11.05.2015 at 3.00 P.M.
COST OF TENDER DOCUMENT:-
Rs. 500/-
ISSUED TO -
ESTATE OFFICER,
CHAUDHARY DEVI LAL
UNIVERSITY,
SIRSA.
Scope of the Work of the Automation of Library Books
The scope of the work of the automation of library books which is required to be done in
Vivekananda Library is as under:
1. Classification /Reclassification of Books
2. Data Entry of Library Books
3. Assigning Subject Heading
4. Barcode Generation
5. Polyster Barcode Pasting on Books
6. Spine Labels Creation & Pasting on Books
7. Arranging Books in Classified Order & Printing of Subject Guide.
All the details are given in terms and conditions of the tender.
Specifications/ Terms and Conditions Regarding Retrospective Conversion of Books/
Journals (Bound Volumes) within Vivekananda Library, Chaudhary Devi Lal University,
Sirsa (125055).
1. The Library has software LIBSYS 7.
2. This work is related to Retro Conversion and Preparation of bibliographic database of
Library records i.e., Data feeding, editing, proof- reading and Bar-coding of books/
journals (Bound Volumes) as mentioned below using LIBSYS software.
3. The place of work for Retrospective Conversion ( including of Database creation and
Barcode generation
will be Vivekananda Library Chaudhary Devi Lal University,
Library , Sirsa -(125055)
4. The database for the Retrospective Conversion will be done within the library.
5. Necessary furniture like tables, chairs, and uninterrupted power supply will be provided
by the Vivekananda Library, Chaudhary Devi Lal University, Sirsa.
6. Approximately 50,000 books (including Hindi Books) for which creation of database,
generation of barcodes, spine labels, and their pasting on the volumes ought to be done.
7. Bibliographic information will be entered from resource i.e. volume(s) itself.
8. Bibliographic format AACR-2 Rev. ed. is to be used for data entry of Books and other
publications.
9. Subject heading/ Keyword are to be derived from Sear’s List of Subject heading/ Library
of Congress Subject Headings.
10. Classification of documents using DDC 22ed. If already not classified/ reclassified, if
required to be done by the concerned.
11. Barcode labels will be generated according to the Accession Number of the Books and
Journals physically. Three barcode labels are required to be generated for each book/
journal; and then laminated.
12. Spine labels are also required to be generated and pasted on the spines and then
laminated.
13. Necessary stationery items like barcode labels, tapes, etc should be provided by the
concerned agency/ firm.
14. For taking out and restoration of books and journals (Bound Volumes) to the same
location and dusting/ cleaning/ fumigation will be the responsibility of the concerned
agency.
15. The firm/ agency have to carry out all the corrections / editing job at no additional cost.
16. Deploying the manpower for the project will be the responsibility of the agency.
17. The firm/agency should have necessary infrastructure and professionally qualified
competent professionals for carrying out the job.
18. The firm/ agency shall do all other jobs related to the execution of the project in the
desired format and quality.
19. Time of completion of work is 3 months from the date of commencement.
20. In case the contractor fails to commence as stipulated in the agreement or unsatisfactory
performance or does not meet the statutory requirements of the contract the Authorities
reserves the right to forfeit the performance Security and the firm will be black listed
from participating in such type of tender in future.
21. Monthly progress report to be submitted for monitoring the work.
22. No advance payment will be made.
23. Every month the bill should be submitted for payment for the job done during the month
after proper inspection of the job by the competent authority.
24. Final settlement of account will be made only after completion/ validation of the work
satisfactory i.e, when the database is made operational/ functional in all respect.
25. If the work is not to the satisfaction of the Librarian, it will be the right of the competent
authority to deduct the payment depending upon the activity which is unsatisfactory. If it
is found that the work in progress is not up the mark, the awarding authority reserves the
right to cancel the contract without any payment.
26. That in the event of breach of any of the term and conditions of the agreement at any time
on the part of the successful firm/ agency/ the contract shall be terminated by the
awarding authority without payment or any compensation to the firm/agency.
27. That if the firm/agency backs put of his contract, his security money shall be forfeited,
and such other action will be taken as deemed proper.
28. Earnest Money Deposit: Each party will have to deposit 2% earnest money of total cost
of tender without which no quotation shall be considered. The earnest money can be
deposited in the form of Demand Draft from a Nationalized Bank in favour of Registrar
Chaudhary Devi Lal University, Sirsa 125055.The earnest Money of all unsuccessful
firm/ agency will be returned as early as possible.
29. 5% Performance Security of total contract amount is to be deposit by the party in the
form of Demand Draft form a Nationalized Bank in favor of Registrar Chaudhary Devi
Lal University, Sirsa 125055 before starting the work. The performance security will be
refunded after satisfactory completion of work; however, Earnest Money of will be
adjusted in the performance security for the successful firm/agency.
30. Firm/ agency already executed/ handling such type of jobs for the last 3 years only need
to apply and should enclose list of jobs executed by them and necessary credentials/
certification indicating satisfactory completion of works in this respect from the user
organizations(only Govt. organization).
31. The acceptance of quotation/ tender will be done by the Competent Authority, who does
not bind himself to accept the lowest or any other quotation/ tender without assigning any
reason whatsoever. The lowest bid may not be the only criteria for selection of the agency
for award of the contract, while other technical requirements will be the main criteria
after assessing all the aspects of the quotation.
32. Overwriting is to be initialized by the same person who has signed himself or as
Authorized person of the agency otherwise it will be rejected.
33. The successful firm/ agency will be required to execute the Agreement of Contract and
has to deposit performance security deposit within a week after the issue of notification
of award of the work order, failing which the awarding authority may at its discretion
forfeit the Earnest money deposited by the firm/ agency and also may award the work to
some other agency if it desire so.
34. The successful firm/ agency will have to start the work within a week once the agreement
is signed/ security deposit is made and order is communicated to him through the fastest
means, which is to be duly received as a token of acceptance of work order along with
seal of the agency.
35. No interest on EMD/ Performance Security shall be paid by the institute to the tenderer.
The security will be released after the completion of the contract period on complete
satisfaction of the concerned authorities of the University.
36. The firm/ agency should have valid Income Tax no/ PAN CARD.
37. The rates should be exclusive of any taxes. Service Tax if applicable will be paid on
proof of deposit. TDS or any other taxes will be deducted as per the rule as applicable.
38. The successful firm/ agency will not sublet the contract to some other agency, in that case
the contract/ work order will stand canceled and security amount forfeited.
39. The firm/ agency shall not enhance the rates during the contract period.
40. The tenderer or his authorized signatory will have to sign all the pages of the tender as a
token of acceptance of all the terms and conditions of this quotation with the seal of the
firm or agency.
41. No written intimation will be given to the unsuccessful bidders.
42. The contractor shall indemnify and hold the CDLU harmless from and against all claims,
damages, losses and expenses arising out of, or resulting from the works/services under
the contract provided by the contractor.
43. Any act on the part of the tenderer to influence anybody in the CDLU, Sirsa is liable to
rejection of his tender.
44. During the course of contract, if any of contractor’s personnel are found to be indulging
in any corrupt practices causing any loss of revenue to the University, the university shall
be entitled to terminate the contract forthwith duly forfeiting the contractor’s
Performance Guarantee.
45. Decision of the University with regard to any point dispute arising under the contract
shall be final and binding on the contractor and will not be referred to any arbitration.
46. In the event of any provisions of the contract requiring to be modified after the agreement
has been signed, the modifications shall be made in writing and signed by the Competent
Officer and the Contractor or his authorized representative. Such modifications will not
be effective until the same have been signed by both the parties. Any verbal or written
arrangements for abandoning, modifying extending, reducing or supplementing the
contract, or any of the terms thereof shall be deemed to be provisional and shall not be
binding on the Competent Officer unless and until the same are incorporated in a formal
instrument and signed by the Competent Officer and the Contractor.
47. JURISIDICTION OF COURT:The courts at Sirsa (Haryana) shall have the exclusive jurisdiction to try all disputes,
if any, arising out of this agreement between the parties.
Assistant Librarian
Librarian