Bharat Sanchar Nigam Limited - National Portal of India

Bharat Sanchar Nigam Limited
(A Government of India Enterprise)
O/o the Chief General Manager Telecom. J&K Circle,
4 th Floor, North Block, Bahu Plaza,
Jammu- 180 012
From: To
AGM (EB) .................................................
O/o CGMT, .................................................
407, North Block, Bahu Plaza, .................................................
Jammu – 180 012. .................................................
No.CGMT/J&K/EB/tender/CAF Scan/10-11 Dated:1 st April 2010
Sub. Tender document for Scanning, Uploading & Management of Customer Application
Form (CAF) of BSNL Cellular customers alongwith web based monitoring system
and supply of Server Hardware & Software in J&K Telecom Circle.
Tender No:CGMT/J&K/EB/tender/CAF Scan/10-11
Please find enclosed the tender document in respect of above mentioned limited
tender which contains the following.
S. No. Item Section Page No.
1 Detailed Notice Inviting Tender 1 2-4
2 Tender Information 2 5-6
3 Scope of Work and Specifications 3 7-28
4 Instructions to Bidders 4 29-39
5 General Commercial Conditions of the Contract 5 40-48
6 Undertaking and declaration 6 49-49
7 Proformas 7 50-53
8 Bidder profile and Questionnaire 8 54-55
9 Bid Form 9 56-57
If interested, kindly submit your offer to the undersigned, which should reach him on or
before 14-30 hours of 22 nd April 2010.
1
( S.C Jain )
A.G.M (EB).
Ph.No.0191-247 7144FAX.247 5722
Regd. Office: BSNL Sanchar Bhawan, Janpath, New Delhi -110 001 Website=www.bsnl.co.in

Section -1
Detailed Notice Inviting Tender
Sealed tenders are invited by the CGMT J&K Circle for the following works:-
S. No. Details of work. Estimated Quantity
(No.)
1 a) Supply of Server Hardware at Central One plus one
Location (Jammu) including 3 years
maintenance .
b) Supply of Server Software(Operating
System and Application Software)
including 3 years maintenance.
c) Supply of PC and Scanners along with
Software
d) Scanning & uploading of Scanned
images of Commercial customer
application form (CAFs) of all BSNL
Cellular customers of J&K Circle. (10
Lakh at present)
e) Web based monitoring software
Earnest Money
3. Sale of Tender Document: On all working days between 11-00 Hrs. to 17-00 Hrs till
20
2
th April 2010.
One
13 each
10 Lakh
One
Rs 1,37,500/-
(Rs one lakh
thirty seven
thousand five
hundred only)
Note 1: The quantity mentioned above is estimated and may vary to the extent of
+25% of specified quantity at present.
2. Tender document can be obtained from: AGM(EB), O/o CGMT, J&K Circle, Jammu
a) Against payment of tender fee of Rs.1000/-in the form of DD/Bankers cheque
on any scheduled bank drawn in favour of AO(Cash) O/o CGMT, J&K Circle,
Jammu payable at Jammu
OR
b) Can be downloaded from the website www.jandk.bsnl.co.in
2.1 In case the tender document is downloaded from the website, a DD of Rs. 1000/- as
mentioned above has to be enclosed towards tender fee along with the tender papers
failing which the tender will be rejected.

4. Eligibility Criteria of Bidders: The Eligible bidders should be reputed experienced
Indian firms or Agencies or individuals having sufficient equipment and trained
personal. The Eligible bidders should have:-
a) The bidder should have done scanning of 3 million pages in one year during any of the
last three financial years 06-07, 07-08, 08-09, in India, for any one of
i. Telecom operator,
ii. Any Bank
iii. Government/PSU office.
iv. For the above, a certificate from the client has to given. The name, address, phone
number of the person has to be mentioned in the certificate.
b) The application software must be proven one. This application software must
have been used in India since last one year, for any of
i. Telecom operator,
ii. Any Bank
iii. Government/PSU office.
iv. For the above, a certificate from the client has to given. The name, address, phone
number of the person has to be mentioned in the certificate.
c) Valid PAN No.
d) Valid Sales Tax & Service Tax Registration Certificate with proof of payment upto
31.12.2009 or exemption thereof for exemption.
5. EMD: The bidder shall furnish the bid EMD in form of
demand Draft/ Banker’s cheque on any scheduled
bank in favour of A.O (Cash), O/o CGMT, J&K
Circle payable at Jammu.
6. Submission of tender bid: Upto 14-30 hours of 22 nd April 2010.
7. Opening of Tender Bid: At 1500 Hrs of 22 nd April 2010 i.e tender closing
date.
Note 2:- In case the date of submission (opening) of bid is declared to be a holiday, the
date of submission (opening) of bid will get shifted automatically to next
working day at the same scheduled time. Any change in bid opening date due
to any other unavoidable reason will be intimated to all the bidders separately.
8. Place of opening of tender Bid: Conference Hall, O/o CGMT J&K Circle,
4 th Floor, North Block, Bahu Plaza, Jammu.
9. Tender bids received after due time & date will not be accepted.
10. Incomplete, ambiguous, conditional, unsealed tender bids are liable to be rejected.
11. CGMT J&K Circle reserves the right to accept or reject any or all tender bids without
assigning any reason. He is not bound to accept the lowest tender.
3

12. Tender document can be downloaded from the website www.jandk.bsnl.co.in. The
downloaded “tender document” should be printed on good quality A4 size paper only
and should be properly bound and sealed.
12.1 In case of downloaded tender document, the tenderer shall furnish a declaration that
no addition/ deletion/ corrections have been made in the downloaded tender
document being submitted and it is identical to the tender document appearing on
website.
12.2 In case of any correction/ addition/ alteration/ omission in the tender document, the
tender bid shall be treated as non-responsive and shall be rejected summarily.
4
AGM (EB),
O/o GM (EB)
J&K Circle, Jammu.

Section 2
Tender information
1) Type of tender : Two Bid
2) Bid Validity period/ Validity : 180 days from the date of opening
of bid offer for acceptance by BSNL of tender
3) Period of Contract : 12 months from date of acceptance of
Offer but limited to 15 months from the
tender opening date.
4) The tender offer should contain the following:
a) Proof of purchase of tender document i.e cash receipt or DD drawn in favour of
AO(Cash) O/o CGMT, J&K Circle, Jammu.
b) Cost of tender document, if downloaded from the website
c) Bid security in the form of Bank Guarantee /DD in favour of AO(Cash) O/o
CGMT, J&K Circle, Jammu.
d) Proper proof of successful execution of Commercial orders of similar nature as
mentioned in clause 4 above. (Copy of performance certificates only to be
submitted). Mere submission of work order copies will not be considered.
(Documentary evidence to be established in accordance to be established in
accordance with clause 4 that the bidder is eligible to bid and is qualified to
perform the contract if his bid is accepted).
e) The list of equipment available with the bidder to be submitted. If required, a
committee duly authorized by the tendering authority will inspect and ascertain
the same.
f) Copy of Power of Attorney to sign the bid in case bid is authorized to be signed.
g) Certificate of Incorporation & Memorandum of Association(in case of company)
h) Partnership deed(in case of a partnership firm)/Self declaration in case of
Proprietary concern.
i) Documentary evidence regarding the financial stability/credibility i.e balance
sheet/ income tax returns/ solvency certificate.
j) Current labour licence( Registration with State/ Central Government Ministry of
labour departments).
k) Tender/bid form duly filled & signed
l) Undertaking and declaration duly filled and signed
m) Bidder’s profile & Questionnaire duly filled & signed
n) No Near relative certificate in proforma
o) Tender document set duly signed at the end of each section for having read it.
p) The consignee for Server Hardware & Software will be DE(Computer) Kachi
Chhawani, O/o GMTD, Jammu. For PC & Scanners, the consignee will be
DE/SDE In-charge of that station.
5

Payment : 1) 70% payment for Hardware on delivery to the consignee. 10
% payment on successful commissioning of the equipment.
10% after one year of satisfactory working and remaining
10% after successful completion of maintenance for 3
years.
2) 70% payment of software after successful commissioning.
10% after one year of satisfactory working.Further 10%
after 2 nd year and 10% after 3 years.
3) For scanning work the payment will be made by DGM(CM-
O), who will be the Circle CAF owner. The payment shall be
made on monthly basis based upon Software report
generated for CAF Scanning.
Note: - In case of conflict between the statement of Section 1 to 3 & Section 6 to 9,
with section 4 & 5, then the statement of section 1 to 3 and Section 6 to 9 shall prevail.
6
Signature of Tenderer with Stamp/Seal

SECTION-3
Scope of Work & Specification
For Supply of Hardware and Software for Scanning of CAFs of Telephone connections
1. General :- BSNL is a Telecom Service provider and provides mobile services using GSM
and CDMA technology in J&K Circle. It wishes to scan and store the customer data i.e
Customer Application Forms (CAFs), in respect of GSM and CDMA customers. It has
about 10 lakh customers & additional 10 lakh customers are expected by 2012.
2. Scope of Work: The scope of work under this specification involves:
a) Supply of appropriate server hardware along with SAN at central location. This
Hardware will be under AMC of the vendor for 3 years.
b) Supply of appropriate Software for the server including the Operating system and
application software.This software will be under AMC of the vendor for 3 years.
Software should support various modules like Scan, rescan, Indexing, Quality Check,
Cropping etc.
c) Uploading of the scanned forms to central server 750 numbers per day per location.
d) Supply of appropriate hardware comprising of PC & Heavy duty scanners(One.per
station) at 13 stations (Trikuta Nagar Jammu, Kachi Chhawani Jammu, Kathua,
Srinagar, Baramulla, Anantnag, Pulwama, Udhampur, Doda, Leh & Rajouri) of storage
of CAF forms. To meet the daily target of CAF Scanning, If more numbers of PC/
Scanners are required , the same will be arranged by the vendor temporarily at his
own cost.
e) View of scanned forms.
f) Supply of corrugated boxes and steel racks of specified size for storage of CAFs.
Note:1 The additional scanners and PCs required at different locations for scanning of
the CAF shall be provided by the vendor along with the associated scanning
Software. All issues related to operating system, etc for these PCs shall be
handled by the vendor.
3 Details of the Work:
3.1 Hardware (Central Server) :
3.1.1 The specifications of Central Server hardware to be supplied is enclosed at
Annexure-1
3.1.2 Two separate servers in cluster mode should be deployed for web based
monitoring system. Images should be stored in SAN Storage.
3.1.3 The servers shall be placed centrally at Jammu
3.1.4 The existing CCN Node connectivity shall be used for connecting to the Central
server during uploading of the scanned images and the Index data.
3.1.5 The backup media (Tape Drives, Portable Hard Disks, Optical Disks, DVDs etc)
for taking the backup of server and the scanning terminals shall be provided by
the vendor for taking the backups during the first six months. For subsequent
backups media shall be provided by BSNL.
7

3.1.6 Integration at Zonal/ National Level is a desirable scenario for future. The
bidder shall be required to ensure integration at Zonal/ National Level as and
when mandated by BSNL. Any interfaces required for such integration should
be preferably provided by the bidder along with the solution.
3.2 Hardware (PC& Scanner)
3.2.1 The specifications of PC’s & scanners to be supplied is enclosed at Annexure-5
3.2.2 One PC & one Heavy duty scanner is required to be installed at the 13
locations in all the 5 SSAs.
3.3 Software (Central Server):
3.3.1 The database, application software and all interfaces shall be provided by the
bidder. The application software has to be web based.
3.3.2 The operating system software shall also be provided by the bidder.
3.3.3 Only licensed software’s shall be used for the server and the scanning
machines. No freeware is accepted.
3.3.4 The Software should provide for creation of various users along with assigning
the variable access rights.
3.3.5 The detailed requirements of the Web based Software along with various
modules is enclosed at Annexure-2.
3.3.6 The software licenses required for any software shall be obtained by the
vendor and he should clearly quote the onetime charges and the recurring
charges (with periodicity) for such licenses.
3.3.7 The Source codes of the Software shall be made over to BSNL.
3.4 Scanning Work: The tentative workflow / procedure shall be as per
Annexure-4 enclosed.
3.4.1 The scanning of CAFs should be done at 75 dpi tiff file format. For each
CAF following pages shall be scanned:
3.4.1.1 Front page containing the photograph of the customer.
3.4.1.2 Second Page (Backside of front page) containing the signatures of the
customer.
3.4.1.3 Document supplied as Proof of photo-identity.
3.4.1.4 Document supplied as Proof of Address.
Note: In certain cases there may be a need to scan more than the above mentioned
documents for which proportionate higher payment shall be made
3.4.2 The scanning work would be done offline and the scanned images along with
the index data should be uploaded on the Central server lot-wise on daily basis.
The complete methodology and the procedures to be followed for scanning the
CAFs are enclosed at Annexure-5.
4. Responsibility of Vendor:
4.1 The contractor shall engage competent and adequate staff to the satisfaction
of BSNL for the execution of work. The contractors shall be responsible for the
good conduct of their employees and shall compensate the department for losses
arising from neglect, carelessness, want of skill or misconduct of themselves, their
servants or agents or representatives.
8

4.2 The contractor shall be wholly and solely responsible for the proper
preservation and safe custody of all the files handed over to him
4.3 Confidentiality of the information. Data/ Information which may be exchanged
between the contractor & BSNL from time to time is not to be disclosed to any
outside party.
4.4 The contractor shall train staff as per clause-9 of section-5
5. Responsibility of BSNL:
5.1 The accommodation and furniture for keeping scanners, PCs and the power
for the PCs and scanners shall be provided to vendor by BSNL free of charge.
5.2 The bidder should be given CAF in lots.
5.3 Providing network connectivity through existing CCN Network. A hub/ switch
shall be provided by BSNL at central server & at PC location.
5.4 Any other item not covered in the vendor list.
5.5 Zonal B&CCS will give data of existing connections, prepaid and postpaid, to
Circles. The application software should generate list of Mismatched data, SSA
wise. Mismatch list would mean the mobile number that is working as on date,
but the CAF of the same has not been scanned.
9

Hardware Specifications
1. System Architecture: System Architecture shall be as follows:
Future
Approach
Central Document
Management
System
Zonal Level
Batch
Upload
Circle
Level
Authentication
and
Authorization
Storage &
Reports
1.1 Blade Servers: (1 active + 1 S/B)(Branded)
10
Annexure-1
1.1.1 Processor:
1.1.1.1 The processor should be based on True 64-bit high performance
RISC/EPIC Architecture.
1.1.1.2 The server should be configured with two processor sockets.
1.1.1.3 The server should be 2 CPU Intel Xeon Quad Core 2.3 Ghz or
higher.
1.1.2 Memory:
1.1.2.1 The server to be configured with 4 GB per core. The Blade server
should be scalable to 48GB DDR2 Memory DIMM with parity
protection. Also system should be capable to sustain Multi Bit error
on a DIMM.
1.1.2.2 Internal Hard Disk: The server to be configured with a 2X146GB @
10K RPM Hot Pluggable SAS Disks in RAID1. In case the server
does not support hot pluggable feature, the bidder should provision
minimum 2X146GB SAS Disks in External Storage.
1.1.3 Cache: Minimum 12MB L3 Cache.
Backlog Scan
and Image QC
Ongoing Scan
and Image QC
Indexing and
Indexing QC
Rescanning
Station
SSA Level

1.1.4 I/O : Minimum 4X 1Gbps Ethernet Ports (2 for Data Traffic & 2 for cluster
Traffic), Minimum), Minimum 2X 8Gbps FC Ports for connectivity to external FC
Storage.
1.1.5 Processor & System RAS: Cache error detection/ correction, Cache Safe
Technology, Core logic parity protection.
1.1.6 I/O slots RAS: Error detection/ correction, PCI failure isolation to a single slot,
Enhanced I/O error recovery, Multi-pathing.
1.1.7 Error handling: Machine Check Architecture (MCA) and event monitoring.
1.1.8 Cluster: Blade servers will be in cluster.
1.2 Blade Enclosure
1.2.1 Form Factor : Between 6U to 10U.
1.2.2 Support : The Blade Chassis should have a minimum of 8 Bays or Slots for
Servers. The Blade Chassis should also support Intel, AMD, RISC/EPIC based
Blade Servers.
1.2.3 Network Switches: Redundant and Hot Pluggable Gigabit Ethernet Switches for
Blade Chassis.
1.2.4 Fibre Channel Switches: Redundant and Hot Pluggable 8Gbps capable Fibre
Channel Switches, each with 12 Ports or higher to provide required
functionality. The SAN Switches should be configured in Blade Chassis.
1.2.5 Power : The enclosure should be populated fully with power supplies of the
highest capacity available with the vendor.
1.2.6 Cooling/Fans : Each blade enclosure should have a cooling subsystem
consisting of redundant hot pluggable fans or blowers enabled with
technologies for improved power consumption and acoustics
1.2.7 KVM/CD/USB/Floppy : To be enabled Virtually over IP for Remote Access or
Provided Locally.
1.3 Operating System: RHEL (red Hat Enterprise Edition)
1.4 External Storage (SAN):
1.4.1 Operating System & Clustering Support:
1.4.1.1 The storage array should support industry-leading Operating System platforms
including: Windows Server 2003 (Enterprise Edition) and Linux.
1.4.1.2 Offered Storage shall support all above operating systems in clustering.
1.4.2 Capacity & scalability:
1.4.2.1 The usable storage space should be 3 TB expandable upto 12 TB.
1.4.2.2 The storage array shall be offered with 12X300 GB @15K RPM
SFF SAS or FC Disks.
1.4.2.3 Storage should support a minimum of 90 number of drives.
11

1.4.3 Architecture & Processing Power:
1.4.3.1 The storage array should support dual, redundant, hot-pluggable,
active-active array controllers for high performance and reliability.
1.4.3.2 Storage array shall support Sustained sequential throughput of more
than 800 MB/sec from Disk.
1.4.3.3 Storage array shall support at-least 90,000 IOPS from cache.
1.4.4 Disk Drive Support:
Offered storage array shall support minimum 146/300/450GB hot-pluggable
Enterprise SAS/FC hard drives along with SATA (500GB/ 750GB/ 1000GB)
drives.
1.4.5 Cache: Offered Storage Array shall be given with Minimum of 1GB Cache per
controller in a single unit. Cache shall be backed up in case of power failure for
indefinite time either using batteries or capacitors or any other equivalent
technology.
1.4.6 Raid Support: Offered Storage Subsystem shall support Raid 0, 1, 1+0, 3, 5,
5+0 and raid 6 with Dual Parity Protection.
1.4.7 Point in time and clone copy:
1.4.7.1 Offered Storage array shall have array based support of (With the
help of optional license) Both Snapshot and clone functionality.
1.4.7.2 Offered Storage array shall support at-least 255 points in time copies
(Snapshots) and 128 clone copies.
1.4.8 Ports: Offered Storage subsystem shall be offered with Dual 4 Gbps FC Ports
per controller.
1.4.9 Load balancing and Multi-path: Multi-path and load balancing software shall
be provided.
1.5 Disk backup
1.5.1 Capacity & Scalability :
1.5.2 Disk backup solution shall be offered with Minimum 3TB of Usable space in
Raid 6.
1.5.3 Disk backup solution shall have the ability to configure at-least 16 tape Libraries
& at-least 512 Cartridge slots in the single appliance.
1.5.4 Tape Drive Support : Ability to flexibly emulate tape drive/ tape formats LTO-
Gen2, LTO-Gen3, LTO-Gen4, DLT8000, SDLT etc.
1.5.5 Speed / Performance: Offered Disk backup solution shall support maximum
aggregated data transfer rate of 325GB/hr.
1.5.6 Connectivity: Offered Virtual tape Library shall have Minimum of 2 x 4Gbps
Fibre Channel connections to SAN switches.
1.6 Tape Backup
1.6.1 Capacity :
1.6.1.1 Shall support Native data capacity of 18TB (uncompressed)
expandable to 36TB (compressed).
1.6.1.2 Shall be offered with Minimum of One LTO4 FC tape drive and
minimum of 24 cartridge slots.
1.6.1.3 Shall be offered with 5 Data Cartridges.
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1.6.2 Tape Drive Architecture : Offered LTO4 drive in the Library shall conform to the
Continuous and Data rate matching technique for higher reliability.
1.6.3 Speed : Offered LTO4 drive shall support 120MB/sec in Native mode and
240MB/sec in 2:1 Compressed mode.
1.6.4 Scalability : Tape Library shall support scalability for more than 4 Number of
LTO-4 and 120 slots either within the same frame or by cascading another
frame.
1.6.5 Connectivity : Offered Tape Library shall provide 4Gbps native FC connectivity
to SAN switches.
1.6.6 Management: Tape Library shall provide web based remote management.
1.6.7 Barcode Reader and Mail slots: Tape library shall support Barcode reader and
mail slot.
1.6.8 Other Features :
1.6.8.1 Tape Library shall have GUI Panel
1.6.8.2 Shall be rack mountable.
1.7 Rack & Accessories
1.7.1 Rack : Bidder to configure 42 U Rack with required railing kits for Blade
Chassis, Storage, Backup Solution.Bidder to include necessary cables, etc.
1.7.2 Power : Bidder to include necessary PDU's according to overall requirement of
the solution in redundant configuration.
13

PC Specifications (Branded)
14
Annexure-2
1. CPU : Intel Core 2 Duo E4600, 2.4 GHz, 2 MB L2 cache and 800 MHz FSB.
2. Chipset : Intel 3 series/n Vidia GForce 7 series or better on OEM Motherboard.
3. Bus Architecture : Integrated Graphics, 2 PCI,1 PCI Express x 1 and 1 PCI Bxpress x
16.
4. Memory : 2 GB 667 MHz DDR2 RAM with 4GB Expandability.
5. Hard Disk Drive : 160 GB 7200 rpm Serial ATA HDD.
6. Monitor : 43.2 cm(17 inch)TFT Digital Colour Monitor.
7. Keyboard : 104 keys
8. Mouse : Optical
9. Bays : 4 Nos.(2 Nos. 5.25 inches for Optical Media Drives and 2 Nos. 3.5 inches for
Hard Disk Drives).
10. Ports : 6 USB Ports (with at least 2 in front), 1 Serial audio ports for microphone and
headphone in front.
11. Cabinet : Mini tower.
12. DVD ROM Drive : 8X or better DVD ROM Drive.
13. Networking facility : 10/100/1000 on board integrated Network Port with remote
booting facility remote system installation, remote wake up.
14. Operating System : Windows Vista Business preloaded with Media and
Documentation and Certificate of Authenticity.
15. OS Certifications: Windows 7Professional OS and Linux Certification.
16. Power Management: Screen Blanking, Hard Disk and System Idle Mode in Power On,
Set up Password, Power supply SMPS Surge protected.
17. Preloaded Software : Norton , McAfee, ETrust or equivalent Antivirus (Latest Version)
with 1 year License.
Scanner Specifications (Branded)
Optical Resolution 4800 dpi
Driver compatibility Twain compatible drivers
Levels of grey scale 256
Automatic Document feeder 100 sheet automatic document feeder
Scanning Speed 25 pages per minute
Size 490 x 343 x 91 mm (19.3 x 13.5 x 3.6 inches)
Interface USB/High speed USB
Operating Mode Duplex
OS support Windows 7, Vista & XP
Other features One touch scanning and transferring to PC. Relevant
integrated software shall be part of scanner.

1. Specifications of the Software :
15
Annexure-3
1.1 Application Software: Digitization software would be a key and important
requirement for delivering output in a desired format & to maintain adequate quality.
The system should be used for digitization of CAF with adequate indexes.
1.2. Administration Console
1.3. The system should support User Manager:
1.3.1. System Administrator should be able to create various groups of users like
scan station users; Index station users; QC station users and CD writing
station users.
1.3.2. The system should be able to set multilevel security in the system so that no
un-authorized person has access to the system.
1.3.3. The system should be able to restrict user access to certain machines in the
network.
1.3.4. The system should be able to restrict user access to certain scan jobs.
1.3.5. Add/Modify users.
1.3.6. Assigning Roles
1.3.7. Assigning specific machines in network to a user for login.
1.4. The system should support Job Component selection by user: Provision to choose
the phases (Image QC/ Index/ Archival to CD/DVD) required for a sub-Job.
1.5. The system should support Context sensitive Help.
1.6. The system should have the ability to generate Reports.
1.7. The system should support Audit Trail. Capture all the possible events of various
phases in the product.
1.8. The system should have:
1.8.1. Provision to select the databases for exporting index data (MS-Access 2.0,dbase
3.0,4.0,5.0, FoxPro 2, 2.5,3.0, Paradox 3.0,4.0,5.0)
1.8.2. Page Separator
1.8.3. The system should have option to prompt the user with ‘Accept’, ‘Append’, ‘Re-
Scan’ at the time of scanning. The document should be forwarded to Image QC
only if the user selects ‘Accept’.
1.8.4. Provision to do Duplex scanning.
1.8.5. Provision of creating a new windows folder and making it shared in the UI of the
Sub-Job creation wizard.
1.8.6. Option to select/Deselect Double Entry (Index validation) as per the requirement.
1.9. The system should be able to support System administrator needs to create a Scan
Job and relevant Document Types within that Scan Job for further usage by Scan,
index, QC station users.

1.10. The system should allow the administrator to set the following parameters for
scanning of different document types:
1.10.1.1. Scanning Resolution
1.10.1.2. Colour depth
1.10.1.3. Page Separator
1.10.1.4. Page size (Custom, A0, A1, A2, A3, A4, A5, etc)
1.10.1.5. Single side/Double side scanning
1.10.1.6. Number of pages/All pages in ADF
1.10.1.7. Scanning/TWAIN
1.10.1.8. Duplex scanning
1.11. The system should allow creation of up to 10 Indices based on the Document Type.
Further the system should allow defining of data types of the indices (Number, Text,
Date, Boolean)
1.12. System should have capability to set the location where the scanned images need to
be stored for every Scan Job and document type created.
1.13. System administrator should be able to generate the following reports:
1.13.1. Successful scanning report
1.13.2. Archival report (CD Volume label, Number of pages to the document)
1.13.3. Daily activity report.
1.14. Scan Stations:
Technical Specifications
1.14.1. Images are to be scanned at 75 dpi tiff file format.
1.14.2. The photo and signature page also to be scanned at 75 dpi grayscale
format.
1.14.3. Scanning station should provide Integration with directory services for
secure authentication and authorization.
1.14.4. Scanning station should provide support for Failover, Security, Audit trails,
Security and Application logging.
1.14.5. It should provide Data auditing feature to track and log events. It shall
provide audit logons, password changes, data access and modification, and
many other events.
1.14.6. System shall be able to store Scanned Images and related indexing at SSA
level for 3 months. However the system is required to synchronize every
day with the central document management system at Zonal Level.
1.14.7. Scanning station should provide the features of Relational Database
Management Systems (RDBMS) like concurrency, data consistency,
transaction atomicity, and data integrity and data durability.
1.14.8. It should provide environment to integrate with traditional databases like
text/flat files.
1.14.9. Scanning station should be capable enough to store data from structured,
semi-structured, and unstructured documents, such as images and rich
media, directly within the database.
16

1.14.10. The system should allow addition of new pages to an existing record of a
selected Job/ Sub-Job.
1.14.11. The system should allow change in Scanner settings for adhoc change
requirements while scanning and such changes should not overwrite the
settings defined.
1.14.12. The system should allow the setting of screen resolution before application
starts up and inform the user and quit if the resolution is not correct as
required.
1.14.13. The system should have the capability to provide ‘Insert pages’ option for
rejected documents with a selection to insert before/after the current page.
1.14.14. The system should have the capability of provision to overwrite the Server
IP Address.
1.14.15. The system should support a notification panel which will be available in the
scan station interface, containing the information about the rejected
documents by Image QC, system should allow the user to re-scan the
same.
1.14.16. The system should support facility to insert pages for rejected documents.
1.14.17. The system should support facility to super seed the system warning if there
is a mismatch in the number of pages to be scanned and actual pages
scanned differs.
1.15 Image QC Station
1.15.1 The system should have Document Name and Page (x of y) as window
title for user friendliness.
1.15.2 The system should provide Page Shuffling.
1.15.3 The system should support Tool bar for all ImageQC related functionalities.
1.15.4 The system should provide a Navigation bar (Previous/Next Page) for better
user friendliness.
1.15.5 The system should be able to Enable/Disable imaging menu items
depending on the colour depth of the image which is being viewed.
1.16 Image Verification and Quality Check
1.16.1 The application should allow queuing of all the scanned images on to the
designated PC for the purpose of Image QC.
1.16.2 The system should have provision to accept, reject scanned images and also
capture the reason for rejection.
1.16.3 Scanning software, Quality check tool (to assess all the pages for physical
characteristics like DPI, image size, Grey colour etc), Facility for Eye ball check
for consistency in the CAF and attached document like address proof, photo id,
signature V/s CAF information, tag information.
1.16.4 The system should support the following features at Image QC Station
1.16.5 Brightness control (+/-)
1.16.6 Contrast control (+/-)
1.16.7 Gamma correction
17

1.16.8 De-skew
1.16.9 Single degree rotation (1 to 359 degrees)
1.16.10 Sharpen
1.16.11 Diffuse
1.16.12 Anti-alias
1.16.13 Dither
1.16.14 Individual control of Red, Green & Blue
1.16.15 Zoom-in, Zoom-out
1.16.16 Pan
1.16.17 Phrase stamp (with a facility to select the location on the document before
merging with the actual image)
1.16.18 Accept/Reject the document
1.17 Index Station
1.17.1 The system should support Data Entry of structured indices
1.17.2 The system should support Navigation button to scroll through Previous page, Next
Page and Next Document.
1.17.3 The system should support Index validation phase to be included with the concept
of Double Entry. This phase can be provided as optional while creation of SubJob.
1.17.4 It should be possible for the user to see the indexed data pertaining to a particular
mobile customer. The page should also show the scanned photograph and the
signatures of the customer (Photograph/ Signatures may be cropped from the
scanned document).
1.18 CD/ DVD/ Portable Hard Disk Writing
1.18.1 Once a particular Scan Job is reportedly complete in all respects viz scanning,
Image QC, Indexing, Index Validation the documents pertaining to that scan job
and document type should be written on to a CD/ DVD/ Portable Gard Disk. For
this purpose, system should have capability to archive scanned images along with
comma separated text file (having information of identifying/mapping the scanned
images of the document) onto a CD/DVD.
1.18.2 The media for preserving this backup will be provided by the vendor froa period of
first six months. For subsequent backups storage media shall be provided by
BSNL.
1.19 Defining Master Data in software
1.19.1 The minimum of the following masters shall be defined in the software.
1.19.2 Circle Master
1.19.3 SSA Master
1.19.4 SDCA Master.
1.19.5 Agency Master. This shall have the data for all the franchises/ dealer/ distributer/
DSA of the entire circle. The data should be created carefully. The IDs already
given to them have to be maintained. If required, new ID may be given, but the
18

mapping between the old ID and new ID should be intact as the CAF will have
the old ID.
1.19.6 As per the regulatory requirement, letter No 800-4/2003-VAS (Vol.III) (Pt.III)
dated 13.09.2007 issued by ADG (VAS-1) of DOT, it should be possible to trace
from which CSC/ Dealer/ Distributer/ DSA, the CAF was collected. To meet this
requirement proper hierarchy and ownerships have to be defined.
1.19.7 Box master: The Box number, mapped with SSA shall be entered.
1.19.8 Rack master: The racks should be numbered and the mapping with box shall be
done. The idea is that, it should be possible to get the exact rack and
1.19.9 Rack location master: Where the rack is located. The exact address, the postal
address of the rack should be made available. Room number, floor number,
Building name, address etc should be entered.
1.19.10 The Ownerships as defined above shall also be part of master data.
1.19.11 The linking of master data with one another should be made wherever possible
to have best data integrity.
1.20 Back Up Software
1.20.1 Software : Bidder to provide Backup Software to take Backup of all the servers.
The proposed Backup Solution should be available on various OS platforms such
as Windows and UNIX platforms and be capable of supporting SAN based backup
/ restore from various platforms including UNIX, Linux, Windows, etc.
1.20.2 Client Backup : The backup solution should be configured to take backup of
unlimited clients, connected over LAN and SAN, running any operating system.
1.20.3 Backup to Disk : The backup solution should be configured to take backup on to
the Disk Backup Solution. Necessary licenses should be included by the bidder.
1.20.4 Online Backup : The backup solution should also include online backup capability
(with/without licenses) for the two Database Servers.
1.20.5 Management : Proposed backup solution shall have same GUI across
heterogeneous platform to ensure easy administration.
19

20
Annexure-3(A)
1. General Technical requirements
1.1. Each CAF will require about 500Kb of storage. This will include the front page of the
CAF, and two supporting documents. In case the front page is extended in two pages, the
storage space can be more.
1.2. The bidder has to provide monitoring software, web based, for the circle, which will
create the work flow, store scanned data, and generate all kind of reports. This software will
run centrally on the server provided by circle. The invoice payment shall be done from the
reports generated from this software.
1.3. The bidder has to supply PCs and scanners for scanning, validating, quality check
and uploading of the scanned data. All issues related to operating system, etc for these PCs
has to be handled by the bidder.
1.4. The software that will be provided by vendor should have the facility to bring out the
responsibilities in case there is delay in scanning.
1.5. After the scanning process starts, and also after the completion of work, at five nodes
in each ssa, it should be possible to view the scanned application form.
2. Storing of CAF
2.1. All the CAFs Shall be finally stored at the SSA HQ.
2.2. The vendor shall also provide Corrugated Cardboard Boxes of Uniform Size 13’’X
10.5’’X 12.5’’ for storing of the scanned CAF. The box should be of corrugated paper
of 7 ply. The numbering scheme on the boxes shall be provided by BSNL. The
numbering nomenclature is attached as Annexure-3(A)-1. The file ‘cdr-zone-circle-
ssa-sdca-list-ver.2.0.xls’ is enclosed where the codes for circles, ssa have been
defined by ITPC. The metro circles can use the area code instead of ssa code
wherever required.
2.3. This box can store about 750 CAF.
2.4. After the SSA_CAF_Owner, is satisfied with the scanned images and sample check
has been done, the vendor will put the LOT of 750 completed forms in the box and
hand over this to the SSA_CAF_Owner.
2.5. The boxes should be numbered. The vendor has to provide A4 size sticker. The box
number has to be written on all four sides. Hence for each box, 4 A4 size stickers
shall be provided by vendor.
2.6. This box number should also be entered in the data to be entered with each form.
2.7. This box will then be handed over to SSA_CAF_Owner, after which it shall be the
responsibility of the SSA_CAF_Owner to keep the Box in an appropriate place.
2.8. This place shall be a secure place, and should be made termite free. Rodent
treatments of this place should be done on monthly basis. It should also have the
necessary fire fighting arrangements.
3. Scanning workflow and methodology
3.1. The work flow is attached as Annexure-4.
3.2. The CAF which are ready for scanning should be submitted by POCAF_Owner in a
LOT. The LOT size shall be 750 because the box of the defined size can
accommodate 750 forms.
3.3. Whenever the owner of POCAF is ready with 750 CAFs for scanning, the owner of
POCAF shall log in the software and initiate a new ‘LOT’ in the software.

3.4. The owner at the POCAF should enter only the mobile numbers from the CAF. The
software should generate 10 text boxes for entering mobile numbers on one page. There
should be button, save and add more at the bottom, which will save the 10 records, the date
of entry, LOT number and the ID of POCAF_Owner and open a fresh page with 10 text box.
3.5. When 750 mobile numbers are added, the software will give an indication, and will
close the LOT. The total number of mobile numbers entered in the LOT should be shown on
the top of page where data entry is done.
3.6. A typical work flow can be as under
3.6.1. The POCAF at all level, shall make LOTS. Attempt should be made to scan the most
recent CAF first. LIFO. But in no way, the scanning has to stop.
3.6.2. All the LOTs should be handed over to the SSA_CAF_Owner, with proper sign off.
This should be also reflected in the software.
3.6.3. Once the LOT is received is ready with SSA_CAF_Owner, it should be handed to
vendor and after that it shall be shown pending for scanning.
3.6.4. The responsibility of taking all CAF to SSA_CAF_Owner will be of BSNL.
3.6.5. The Vendor shall scan the LOT, and check the quality of the image.
3.6.6. The scanning shall be done at 75 dpi, and in grey scale. The first page of main form
and also the supporting documents shall be in grey scale. The page containing the photo and
signature should only be scanned.
3.6.7. The vendor has to make folders in the local computer where image data is stored. The
folder name shall be the LOT number. The image shall be stored in TIFF format. The file
name shall be mobile number followed by underscore followed by date (defined in next para).
For example 9400000356_02082007. The file number should be of 19 characters; hence
zero should be added before dd and mm wherever required. This will take care of duplicate
mobile number due to number reuse.
3.6.8. Date is very important. The date that shall be entered in the data shall be (priority
wise)
3.6.8.1. Date of activation, mostly available for post paid.
3.6.8.2. Date of sale of SIM, i.e. if one sells a prepaid connection, he will write the date
on which this connection is sold. This date shall be considered.
3.6.8.3. If the above two dates are not available, then any reasonable date available on
the CAF can be entered.
3.6.8.4. If any of three is not available, the SSA_CAF_Owner can decide any suitable
date, as per the available bundle, as per SIM number or whatever. Attempt should be made
not to stop the scanning process.
3.6.8.5. Very important aspect with respect to date is that, there should be a list of
values provided which should indicate which type of date is entered.
3.6.8.6. Whenever data is retrieved, the date selection criterion should also be taken, so
that proper information is conveyed.
3.7. The vendor will also do the data entry for each CAF in the software. The data that is to
be entered is mobile number and any of Date as defined above with the priority indicated.
After submitting this data, a window will open that will collect the matching data from the data
provided by the Zonal B&CCS. The idea is that the account number of the mobile number
which is being scanned should be paired. The data that this application software will get from
the billing data dump shall be displayed. First name, last name, date of activation, account
number will be displayed. A check box against each shall be displayed. The vendor has to
select the matching check box and submit. The data that shall be finally stored in the server
shall be
3.7.1. Mobile number -- (To be entered by vendor, or one by one from the LOT)
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3.7.2. Date (as above, any one date) -- (To be entered by vendor)
3.7.3. Which date type was chosen (Example activation, SIM sale date etc) -- (To be entered
by vendor)
3.7.4. Account number (if available) -- (To be taken from billing dump)
3.7.5. Last name -- (To be taken from billing dump)
3.7.6. First name -- (To be taken from billing dump)
3.7.7. Post Paid/prepaid -- (To be taken from billing dump)
3.7.8. POCAF_Owner_ID --(To be taken care by software at the time of start of the
scanning of the LOT)
3.7.9. Franchise/dealer/distributer/ CSC ID --(To be taken only from the List of values)
3.7.10. Date on which this record is entered
3.7.11. Login id of the person doing scan/entry
3.7.12. Corrugated box number where the CAF will be physically stored
3.7.13. Rack Number
3.7.14. Box number
3.7.15. Total number of pages scanned (default 3)
3.7.16. Identity proof, list of values to be displayed, for example passport, voter card
3.7.17. Residence proof, list of values to be displayed, for example telephone bill.
3.8. The POCAF ID should automatically come in the data.
3.9. If the POCAF is non BSNL, then the dealer/distributer/agent code should also be
entered from the master data. This data has to be selected from the LOV only.
3.10. This data meant for indexing shall be the responsibility of vendor.
3.11. The vendor will check the quality and will upload the images in the main central
server.
3.12. The approximate size of the main form and two supporting documents shall be 500
Kb.
3.13. The complete LOT of 750 when scanned, data entered is liable for payment in the
next month.
3.14. The SSA_CAF_Owner should make sample checks of 15 numbers in each LOT and
should certify in the software that sample check has been done.
3.15. In all, the software should be able to monitor the number of CAF scanned at any time.
3.16. All report, pertaining to this should be generated. Vendor has to generate additional
reports as required. Circle CAF owner shall decide this.
3.17. The vendor has to validate the forms scanned after data entry.
3.18. The software should take care of this process.
3.19. The lot number shall be entered, after which the forms and the data entered will start
coming one by one.
3.20. In half screen the form should be displayed, on the other half the data entered should
be displayed. The image should display only the key areas for which data is to be entered.
4. Software requirement
4.1. The tentative software requirement shall include, Defining Ownerships, Defining
Master data in software, the ideas that are given in Guidelines for tendering, and the work
flow.
4.2. Administration Console
4.2.1. This system shall support User Management
4.2.2. Administrator shall be able to create various groups of users like
4.2.2.1. Circle Master, SSA master, SDCA master (It should be possible to have report
for SSA HQ). Ownerships should be clearly defined like Circle_CAF_Owner,
SSA_CAF_Owner, POCAF_Owner
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4.2.2.2. Master data creation for franchise/ dealer/ distributer.
4.2.2.3. Scanning users, QC Users, Indexing users, Verifier etc
4.2.3. This system shall support Batch Manager which displays status of each batch (as to at
what level each batch is (Scan, QC, Index etc))
4.2.4. It should support Audit Trail
4.2.5. It shall capture all the possible events of various phases in the product
4.3. Scanning Module
4.3.1. The system shall support Document as well as Batch scanning
4.3.2. Scanning station should have tool bar for all Scanning related functionalities.
4.3.3. It shall allow selection of color depth for every page being scanned. (e. g. first page
can be color/gray, second can be b/w and third can be color and so on). Required where ID
proofs and Photos need to be scanned in color/grey format and the rest of the documents in
b/w)
4.3.4. The system shall support barcode recognition which helps in document separation as
well as identification at scanning level.
4.3.5. Scanning system shall also support Add/Insert Pages.
4.4. QC Module
4.4.1. The system shall display Document Name and Page (x of y) as window title for user
friendliness.
4.4.2. It should support Tool bar for all Image QC related functionalities like Rotate, Zoom,
Page Navigation etc.
4.4.3. System should provide Page Shuffling. In the right hand Panel of Image QC station, it
should display all the pages of the document which is in view mode and allow shuffling by
drag-drop.
4.4.4. QC Module shall display thumbnails for all the pages of the document so that each
page can be viewed by clicking on the thumbnail
4.4.5. The system shall have the capability to retain the grey-scale page if the image
quality is not proper OR convert to black-white if the image quality is good enough
4.4.6. If because of any reason the page has to be rejected, system shall capture the
reason for rejection from the operator, and this information shall be available and intimated to
the Rescanning station for future use meaning for re-scan and etc.
4.4.7. The system shall support Add/Delete/Insert Pages
4.5. ReScan Module
4.5.1. The system should display the information about the rejected documents by Image
QC which are to be rescanned.
4.5.2. The page numbers rejected and the reason shall be displayed.
4.5.3. It should support facility to insert pages for rejected documents
4.6. Cropping Module
4.6.1. Cropping Module shall provide cropping of fields such as photographs & signatures.
4.6.2. System shall support automatic as well as manual cropping.
4.7. Sectioning Module
4.7.1. Sectioning module shall provide document separation in sections like main form, Id
Proof, Address Proof etc
4.7.2. System shall support manual as well as automatic sectioning.
4.7.3. It should also support automatic sectioning using patch codes.
4.8. Indexing Module
4.8.1. It shall have the capability of Image assisted Data Entry with zooming and zoning
facility.
23

4.8.2. It shall display Each document (image) for indexing one after another. The
operator should have the capability to index the values in the respective index fields by
looking at the image
4.8.3. System shall highlight the data capture area while the user navigates within the
fields.
4.8.4. The system shall support navigation buttons to scroll through Previous page, Next
Page etc
4.9. Verification Module
4.9.1. Each document shall be displayed with its respective indexes as captured by
indexing operator
4.9.2. The verifier shall be able to verify the data against the image and if required
change it.
4.9.3. System shall release the data to database after the verification process.
4.9.4. It shall support double-blind verification process for maximum accuracy of the data
4.10. Beamer (Release from SSA central location at Circle Level)
4.10.1. This system shall support beaming of scanned images and its metadata at
regular intervals to the centralized repository.
4.10.2. All the SSAs will use beamer to send the scanned images and its
metadata to the centralized repository
4.11. Scanning Reports
4.11.1. System shall be able to generate at least the
following reports
4.11.2. Successful scanning report
4.11.3. User Performance Reports
4.11.4. Daily activity report
4.11.5. Audit reports
4.11.6. Circle_CAF_Owner may ask for generation of more reports where ever
required.
4.12. Setup Requirement at SSA and Circle Level
4.12.1. Setup at each SSA for Ongoing Scanning.
4.12.2. Scanning & Rescan Module shall be installed on one common machine
that is attached to the scanner and can be referred to as Scanning stations
4.12.3. Image QC and "release to the central location" shall take place on a separate
machine.
4.12.4. Cropping, Sectioning, Indexing, Verifying etc are the modules that shall
be installed at SSA level. It shall complete the indexing QC before it saves the data in the
central location.
4.13. Scanning software , Quality check tool ( to assess all the pages for physical
characteristics like DPI, image size, Gray colour etc),Facility for Eye ball check for
consistency in the CAF and attached document like address proof , photo id , signature V/s
CAF information , Tag information.
4.14. Work flow for jobs so that this work is assigned to different teams(Work Flow attached)
CAFs are moved to storage after QA and acceptance of image, system should provide CAF
submission module for CSC /SSA. CAFs submission will be acknowledged by Store incharge
on receipt of CAF.
24

5. Scanning Station Technical Specifications
5.1. Images are to be scanned at 75 dpi tiff file format.
5.2. The photo/signature page also to be scanned at 75 dpi grayscale format.
5.3. Scanning station should provide the Integrated with directory services for secure
authentication and authorization.
5.4. Scanning station should provide support for Failover, Security, Audit trails, Security
and Application logging.
5.5. It should provide Data auditing feature to track and log events. It shall provide audit
logons, password changes, data access and modification, and many other events.
5.6. System shall be able to store Scanned Images and related indexing at SSA level for 3
months. However the system is required to synchronize every day with the central document
management system at Zonal Level.
5.7. Scanning station should provide the features of Relational Database Management
Systems (RDMS) like concurrency, data consistency, transaction atomicity, and data integrity
and data durability.
5.8. It should provide environment to integrate with traditional databases like text/flat files.
1. Scanning station should be capable enough to store data from structured, semistructured,
and unstructured documents, such as images and rich media, directly within the
database.
Annexure – 3(A)-1
Circle Code - 2 or 3 Characters, as defined in the code list.
SSA Code/Area Code - 3 Characters as defined in code list.
Rack Number - 4 numeric, 0001 to 9999
Box number - 2 numeric, 01 to 99
The sticker on the box should have the following information
1. Circle Code - 2 or 3 Characters, as defined in the code list.
2. SSA Code/Area Code - 3 Characters as defined in code list.
3. Rack Number - 4 numeric, 0001 to 9999
4. Box number - 2 numeric, 01 to 99
5. LOT number - 5 numeric, 00001 to 99999
6. Date of opening LOT - date, dd-mmm-yy, ex 15-Aug-09
7. POCAF_ID - 4 numeric, 0001 to 9999
8. Date on which box completed date, dd-mmm-yy, ex 15-Aug-09
25

1. POCAF_Owner ready with 750 CAF
2. POCAF_Owner Logs into the Software
Annexure-4
3. Opens a new LOT, and gets a unique LOT number.
4. Enters 750 mobile numbers in the Software
5. Closes the LOT
6. Sends the LOT to SSA_CAF_Owner along with physical forms
7. SSA_CAF_Owner makes an entry in the Software for receipt of LOT and hands it to
vendor
8. This LOT is now ready for scan, can be viewed in the Software as pending for
scanning
9. Now vendor will ‘prepare document’, De-staple, clean, paste photo (if stapled) etc,
LOT wise
10. Vendor will also check if relevant attachment is available. If not available, give CAF
back to SSA_CAF_Owner, who in turn will give it to POCAF_Owner. Software to take
care of all entries.
11. CAF is finally scanned. Image is stored in local computer.
12. Image quality check in the neighbor computer. Also check for authentication of
documents.
13. If OK, proceed, else proper reason for rejection to be entered in the software, and this
to be given back to SSA_CAF_Owner, who shall give it back to POCAF_Owner.
26

14. Indexing data to be entered by vendor. Data dump to be provided by B&CCS for
account number.
15. Final checking of the Image file, index data, by vendor. Entry to be made in software
for sending this lot to SSA_QC_Owner to check 100% forms. Date should be clearly
available.
16. Upload the image data in the circle server, LOT wise. Also make a backup copy of the
image and index data
17. Handing over the physical LOT after completion to SSA_CAF_Owner
18. SSA_CAF_Owner, stores the LOT in the pre numbered corrugated box of standard
size.
19. SSA_CAF_Owner, checks 15 forms randomly for image quality, proper documents
and index data, and confirms the LOT in the software. The LOT is now liable for
payment.
20. Circle_CAF_Owner makes the payment on monthly basis, and sends report to GM
CMTS (O&M).
27

1. Detailed Procedures and methodology for Scanning
Ownership Definitions
28
Annexure-5
1.1. Circle_CAF_Owner: The person shall be from the CMTS cell. He shall be responsible
for getting the CAF scanned for the entire circle. The invoice payment shall be the
responsibility of this person. Backup of the complete data shall be the responsibility
of Circle_CAF_Owner. Backup to be taken on weekly basis. The name, contact
number of the person at the circle level, with whom the vendor has to co-ordinate
shall be entered in the software.
1.2. SSA_CAF_Owner: This person shall be responsible for getting the CAF scanned for
the entire SSA/Area. The name, contact number of the person at SSA level/ Area
Manager shall be entered in the software.
1.3. POCAF_Owner: POCAF stands for Point Of CAF. Each point where CAF exist should
have an owner defined who shall be responsible of getting the CAF scanned within
his jurisdiction. The name, contact number of person shall be entered in the software
in proper hierarchy. For example, in an SDCA if CAF are submitted, then
POCAF_Owner has to be defined for the SDCA. Similarly if an SSA HQ is having,
say, four CSC where CAF are collected, four POCAF_Owner are to be defined. If
the DSA/franchise is submitting the CAF to some person in SSA HQ, then a
separate POCAF_Owner has to be defined. Even if same person is taking CAF for
BSNL and for Franchise/dealer/distributer, he should have different POCAF_Owner
ID. Each POCAF_Owner shall have a separate ID and password. The person shall
co-ordinate with customer/ franchise/DSA for getting the rejected form complete in
all respects. The ID of the person shall be available with each CAF data. The more
the number of this ID, the better will be the data. In case of any confusion, plan
for more number of ID.
1.4. As per the regulatory requirement, letter No 800-4/2003-VAS (Vol.III) (Pt.III) dated
13.09.2007 issued by ADG(VAS-1) of DOT, it should be possible to trace from
which CSC/ Dealer/ Distributer/ DSA, the CAF was collected.
1.5. SSA_QC_Owner: The person will be responsible for checking 100% CAF after the full
LOT is ready in all aspects, and is ready for uploading. The ID of this person shall be
entered in the software.
1.6. The vendor is free to upload the data of a LOT/CAF in the server at any stage, as
required by the workflow.

A. Introduction
SECTION- 4
Instructions to Bidders
1. Definitions:
(a) “The Tendering officer” means CGMT, J&K Circle.
(b) “The Bidder” means the individual or firm participating in this tender who submits its
bid.
(c) “The contractor” means the bidder who is awarded the work under this tender
(d) “The Work Order” means the order placed by the Tendering officer or executive
authorized by him including all attachments and appendices thereto and all
documents incorporated by reference therein on the contractor.
(e) “The Contract Price” means the price payable to the contractor under the work order
for the full and proper performance of its contractual obligations.
2. Eligible Bidders:
i) The bidder should satisfy the eligibility criteria specified in Detailed NIT i.e,
Section 1.
ii) The bidder should submit an undertaking to the effect that none of their
relatives are working in BSNL as per the format attached.
iii) The bidder should have authenticated partnership deed, in case of partnership
firm and power of attorney to the representative of the firm to operate the
tender.
iv) The bidder should have PAN Card (or exemption). In case of proprietor ship
PAN should be in the Individual’s name and in case of firm/partnership the PAN
in firm’s name.
v) The bidder should have Service Tax registration with proof of its validity as on
date of opening of tender and with proof of payment upto 31.12.2009 or
exemption thereof for exemption.
3. Cost of bidding:
The bidder shall bear all costs associated with the preparation and submission of the
bid. The Tendering officer will in no case be responsible or liable for these costs,
regardless of the conduct or outcome of the bidding process.
4. BID Documents:
4.1 The works required, bidding procedures and contract terms are prescribed in
the bid documents.
The bid documents include:
a) Detailed NIT
b) Tender Information
c) Scope of work and specifications
d) Instructions to the Bidder
e) Conditions of Contract
f) Undertaking and declaration
g) Proforma (s)
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h) Bidders profile & Questionnaire
i) Bid Form
4.2 The bidder is expected to examine all instructions, forms, terms and
specifications in the bid documents. Failure to furnish all information required
as per the bid documents or submission of bids not substantially responsive to
the bid documents in every respect will be at the bidder’s risk and shall result in
rejection of the bid.
5. Clarification of BID Documents:
5.1 A prospective bidder, requiring any clarification of the bid documents shall
notify the tendering officer in writing or FAX at the tendering officer’s mailing
address indicated in the invitation for bids. The tendering officer shall respond
in writing to any request for clarification of the bid documents, which it receives
not later than 10(Ten) days prior to the last date for the submission of bids.
Copies of the query (without identifying the source) and clarifications by the
tendering officer shall be sent individually to all the prospective bidders who
have purchased the bid documents.
5.2 Any clarification issued by BSNL in response to query raised by prospective
bidders shall form an integral part of bid documents and it may amount an
amendment of relevant clauses of the bid document.
5.3 The correction/modification, if any, in the tender document will be uploaded in
the website i.e. www.jandk.bsnl.co.in which will be treated as final.
6. Amendment of BID Documents:
6.1 At any time, prior to the date for submission of bids, the tendering officer may,
for any reason whether at its own initiative or in response to a clarification
requested by a prospective Bidder, modify the bid documents by amendments.
6.2 The amendments shall be notified in writing or by FAX to all prospective
bidders on the address intimated at the time of purchase of bid document from
the tendering officer and these amendments will be binding on them.
6.3 In order to afford prospective bidders reasonable time to take the amendments
into account in preparing their bids, the Tendering officer may, at its discretion,
extend the deadline for the submission of bids suitably.
B. Preparation of BIDs:
7. Documents comprising the BID:
It is a double bid system comprising of Technical bid and Financial bid. The Bid should
be submitted & sealed as per clause (14) of this section.The bid prepared by the bidder
shall comprise the following components:
I) a) EMD: EMD furnished in accordance with Clause 5 of Section 1.
b) Cost of tender document
c) Documentary evidence established in accordance with Clause 2 and 10 of
this section and as per Clause 4 of Detailed NIT that the bidder is eligible to bid and
is qualified to perform the contract if his bid is accepted.
d) Undertaking and declaration duly filled and signed .
e) Bidder’s Profile & Questionnaire
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f) Tender documents
g) The completed Tender/Bid Form (Section-9) in accordance with Clause-9 of
this section
8. BID Form:
The bidder shall complete the Tender/Bid Form documents, indicating the works to be
done. The description of the specification and scope of work is as per Section-3.
9. BID Prices:
9.1 The bidder shall give the total composite price inclusive of all levies & taxes i.e.
Sales Tax and Excise, packing, forwarding, freight, Entry tax and insurance
charges etc. The offer shall be firm in Indian Rupees. Bidders shall have to
quote price(s) against all the items, for tenders where numbers of items are
more than one.
9.2 The prices quoted by the bidder shall remain fixed during the entire period of
contract and shall not be subject to variation on any account. A bid submitted
with an adjustable price quotation will be treated as non-responsive and
rejected.
9.3 In case of any discrepancies of quoting rate in figures and words, the rate
quoted in words will be considered.
9.4 Any erasures/corrections of price bid should be initialed by the bidder with date.
10. Documents establishing Bidder’s eligibility & qualification:
10.1 The bidder should submit documents showing his eligibility as per clause 4 of
Section-1.
10.2 The bidder shall furnish Annual Report certified by CA firm for the last income tax
return or a certificate from its bankers as evidence that he has the financial capability
to perform the contract.
10.3 All pages of the original Bid submitted with the bid including blank pages with scoring
except for un-amended printed literature shall be signed by the person or persons
signing the Bid.
11. Earnest Money Deposit (EMD):
11.1 i) EMD as mentioned in detailed NIT should be submitted as per clause 5 of
Section 1. The EMD is required to protect the company against the risk of
bidder’s conduct, which would warrant the security forfeiture.
ii) A bid not secured as above shall be rejected by the accepting authority as
non-responsive.
iii) The EMD of the unsuccessful bidders will be discharged/returned as promptly
as possible but not later than 30 days of finalization of tender.
iv) The EMD may be forfeited if bidder withdraws his bid during the period of bid
validity or fails to sign the contract and furnish performance security.
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v) In case of (v) above, the bidder will not be eligible to participate in the tender for
same work for one year from the date of acceptance of LOI. The bidder will not
approach the court against the decision of CGMT, J&K Circle in this regard.
vi) No interest shall be allowed on the EMD to the Bidder.
11.2 The bid security is required to protect the Tendering officer against the risk of
bidder’s conduct, which would warrant the security’s forfeiture pursuant to
clause 11.5.
11.3 Bid not secured in accordance with Para 11.1(i) shall be treated as nonresponsive
and shall be rejected by th tendering authority.
11.4 The successful bidder’s EMD will be discharged upon the bidder’s acceptance
of the LOI/ APO satisfactorily in accordance with clause 27 of this section and
furnishing the performance security.
11.5 The bid security may be forfeited:
(a) If bidder withdraws his bid during the period of bid validity specified by
the bidder on the Bid Form, OR
(b) In case of a successful bidder, if the bidder fails:
i. To sign the contract in accordance with clause 28 of this section or
ii. To furnish performance security in accordance with clause 28.2 of this
section.
(c) In both the above cases i.e. 11.5 (a) & (b), the bidder will not be eligible to
participate in the tender for same item for one year from the date of issue of
LOI. The bidder will not approach the court against the decision of BSNL in this
regard.
12. Period of validity of BIDs:
12.1 Bid shall remain valid for a period of 180 days from the date of bid opening. A
bid valid for a shorter period shall be rejected by the tendering officer as nonresponsive.
12.2 In exceptional circumstances, the Tendering officer may request the bidder’s
consent for an extension to the period of bid validity. The request and the
responses thereto shall be made in writing. The bid security provided under
Clause 11above shall also be suitably extended. The bidder may refuse the
request without forfeiting his bid security. In such case(s), his/her bid shall be
returned without forfeiting the bid security. A bidder accepting the request and
granting extension will not be permitted to modify his bid.
13. Power of Attorney:
i) a) The power of attorney should be submitted and executed on the non-judicial
stamp paper of appropriate value as prevailing in the respective states (s) and the
same be attested by a Notary Public or registered before Sub-Registrar of the sate(s)
concerned.
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) The power of Attorney be executed by a person who has been authorized by the
Board of Directors of the bidder in this regard, on behalf of the Company / institution /
body corporate.
ii) Format and signing of Bid:
The bid shall contain no interlineations, erasures or overwriting except as necessary to
correct errors made by the bidder in which case such corrections shall be signed by
the person(s) signing the bid with date.
C. Submission of BIDs:
14. Sealing & Marking of BIDs:-
14.1 The BID should be submitted as follows:-
(i) Technical BID (cover marked-B):- This cover shall contain
(a) BID security/EMD as per clause 11 of this section and
(b) cost of tender document in the form of DD/pay order, (if tender document is
downloaded from website) /copy of cash receipt (in case tender document is
purchased from the office duly.
(c) All the documents comprising BID as per NIT as per clause 7 of section-III .
(d) All other documents except for financial –offer.
The envelope cover should be duly marked as Technical & Commercial offer.
(ii) Financial BID (cover marked-C) :- This cover shall contain only price schedule
as given in section IX original & duplicate duly marked on cover as “Financial
offer- Original & Duplicate”.
These two covers shall indicate name & address of the bidders along with tender
enquiry no. and shall be sealed separately by the personal seal of the bidder &
shall be packed in one main outer cover (cover marked-A).
14.2 (a) The main outer cover shall be addressed to purchaser at the following address:-
AGM (EB), Room No. 407, 4 th Floor, North Block, Bahu Plaza, Jammu-180012.
On the top of envelope, following should be mentioned [Tender for SCANNING &
UPLOADING OF SCANNED IMAGES ( ALONG WITH SERVER HARDWARE,
STORAGE & WEB BASED MONITORING SOFTWARE) OF ALL COMMERCIAL
CUSTOMER APPLICATION FORMS(CAFs) OF ALL BSNL CELLULAR
CUSTOMERS AT J&K CIRCLE and the words ‘DO NOT OPEN BEFORE
12 th Apr 2010)
(b) The inner and outer envelopes shall indicate the name and address of the bidders
to enable the bid to be returned unopened in case it is declared ‘late’
(c) Tenders shall either be sent by registered post or delivered in person on above
mentioned address (Address is given in clause 14.2(a) above. The responsibility
for ensuring that the tenders are delivered in time would vest with the bidder.
(d) Bids delivered in person shall be delivered to AGM (EB), Room No. 407, 4 th Floor,
North Block, Bahu Plaza, Jammu-180012.The tendering authority shall not be
responsible if the bids are delivered elsewhere.
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14.3 If the envelope is/are not properly sealed and marked as required above, the bid is
liable for rejection in tender opening stage itself.
14.4 Since this is a two bid tender, Technical BID shall be opened first and if all the
documents are found correct than only it will be considered for opening of Financial
BID.
14.5 The envelope should be addressed to the officer stated in the covering letter. On all
the envelopes cover mention the Tender Name, the tender number and the words ‘DO
NOT OPEN BEFORE’ (due date and scheduled opening time). The envelope shall
indicate the name and address of the bidder to enable the bid to be returned
unopened in case it is declared ‘late’ .
14.5.1 Bids shall either be sent by registered post or delivered in person. The responsibility
for ensuring that Bids are delivered in time would vest with the bidder.
14.5.2 Bids delivered in person shall be delivered to above indicated address on or before
the due time of due date. The Tendering officer shall not be responsible if the bids are
delivered elsewhere.
15. Submission of BIDs.
15.1 The main Sealed envelope containing both Technical and Financial Bids must
be received by the Tendering officer at the address specified on the cover page not
later than the time as specified in NIT.
15.2 The Tendering officer may, at his discretion, extend this deadline for the
submission of bids by amending the Bid Documents in accordance with Clause 6
above in which case all rights and obligations of the Tendering officer and bidders
previously subject to the deadline will thereafter be subject to the deadline as
extended.
15.3 The bidder shall submit his bid offer against a set of bid documents purchased by
him for all or some systems/equipment as per requirement of the Bid Documents. He
may include alternate offer wherever permissible as per the bid. However, not more
than one independent and complete offer shall be permitted from the bidder.
16. Late BIDs:
Any bid received by the tendering officer after the deadline for submission of bids
prescribed by the tendering officer, shall be rejected and returned unopened to the
bidder.
17. Modification & withdrawal of BIDs:
17.1 The bidder may modify or withdraw his bid after submission provided that the
written notice of the modification or withdrawal is received by the tendering officer prior
to the deadline prescribed for submission of bids.
17.2 The bidder’s modification or withdrawal notice shall be prepared, sealed, marked
and dispatched as required in the case of bid submission in accordance with the
provision of clause 14. A withdrawal notice may also be sent by FAX but followed by a
signed confirmation copy, post marked not later than the deadline for submission of
bids.
17.3 Subject to clause 19 below, no bid shall be modified subsequent to the deadline
for submission of bids.
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D. BID opening & evaluation:
18. Opening of BIDs byTendering Officer
18.1 i. Bids shall be opened by an authorized officer of BSNL in the presence of
bidders or their authorized representatives who choose to attend, at specified
time and date. The bidder’s representatives, who are present, shall sign an
attendance register/Tender opening Register. Authority letter shall be submitted
by the bidder before they are allowed to participate in bid opening (The format
as given in Section-7(C) of the Bid Document).
ii. The authorized Tender opening officer will ensure the availability of EMD
and proof of payment of cost of tender document /cost (if downloaded from
website). If any of these are not available the bid is liable to be rejected at that
stage only.
iii. Since this is a two bid tender, The authorized Tender opening officer shall
open the envelope marked A. Out of two envelopes marked B & C available in
envelope A, only envelope marked B shall be opened to check the availability of
all the documents as per clause 10.1above. Evaluation of the bids available in
envelope C in detail shall be done by the Tendering officer on a later date.
18.2 Only one representative for any bidder shall be authorized and permitted to
attend the bid opening.
18.3 The Bidder’s names, Modifications, bid withdrawals and such other details as the
authorized tender opening officer of BSNL, at its discretion, may consider appropriate;
will be announced at the time of opening.
18.4 The date fixed for opening of bids, if subsequently declared as holiday by BSNL,
the revised date of opening of tender & its schedule will be notified. However, in
absence of such notification the bids will be opened on the next working day, time and
venue remaining unaltered.
19. Clarification of BIDs:
To assist in the examination, evaluation and comparison of bids, the Tendering officer
may, at its discretion ask the bidder for the clarification of its bid. The request for
clarification and the response shall be in writing. However, no post bid clarification at
the initiative of the bidder; shall be entertained.
20. Preliminary evaluation:
20.1 Tendering officer shall evaluate the bids to determine whether they are complete,
whether any computational errors have been made, whether required sureties have
been furnished, whether the documents have been properly signed and whether the
bids are generally in order.
20.2 Prior to the detailed valuation, pursuant to clause 21below, the Tendering officer
will determine the substantial responsiveness of each bid to the Bid documents. For
purposes of these clauses, a substantially responsive bid is one, which conforms, to
all the terms and conditions of the Bid documents without material deviations. The
Tendering authority’s determination of bid’s responsiveness is to be based on the
contents of the bid itself without recourse of extrinsic evidence.
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20.3 A bid, determined as substantially non-responsive will be rejected by the
Tendering officer and shall not subsequent to the bid opening be made responsive by
the bidder by correction of the non-conformity also the Tendering officer shall not be
bound to show the reasons/causes of rejection of the bid.
20.4 The Tendering officer may waive any minor infirmity or non-conformity or
irregularity in a bid, which does not constitute a material deviation, provided such
waiver, does not prejudice or affect the relative ranking of any bidder.
21. Evaluation & comparison of substantially responsive BIDs:
21.1 On the due date of bid opening the tendering Authority will open the Technical
bid specified in the bid document. If the bidder is eligible and meets all the conditions
to participate in the tender, then only the technical evaluation will be done on the
same day and the financial bid will be opened at a later date. Only those Financial
BIDs shall be opened which are found techno-commercially compliant.
21.2 The tendering Authority will make the technical/financial evaluation of the eligible
bidders.
21.3 Financial bid evaluation will be based on the net composite Price offered in the Price
schedule i.e., Section 9. The evaluation of the L-1 bidder will be decided based on the
lowest quote.
21.4 The Tendering officer shall evaluate in detail and compare the bids previously
determined to be substantially responsive pursuant to clause 20 above.
21.5 Arithmetical errors shall be rectified on the following basis. If there is a
discrepancy between the unit price and total price that is obtained by multiplying the
unit price and quantity, the unit price shall prevail and the total price shall be corrected
by the tendering authority. If there is a discrepancy between words and figures, the
amount in words shall prevail. If the bidder does not accept the correction of the
errors, his bid shall be rejected.
21.6 Tendering officer may negotiate with L1 bidder only or can make counter offer
against the prices quoted by any bidder.
21.7 Apart from the existing cellular customers, the data of prospective customers
enrolled during the contract period may have to be scanned and documented.
21.8 The tendering authority will issue the APO/Work order and fix the target date to
complete the work. The performance of each vendor will be assessed on weekly
basis. If the bidder fails to meet the target and complete the work within the specified
date, the tendering authority has the right to cancel that APO/PO/ Work Order and
allot the same work to other bidders.
21.9 There are 5 SSAs in J&K Telecom Circle and the scanning will be carried out
at 11 locations presently. The tendering authority has every right to vary the no. of
scanning locations and cancel work order, if the bidder fails to meet the targets.
22. Contacting the Tendering Authority:
22.1 Subject to Clause 19 above, no bidder shall try to influence the Tendering
officer on any matter relating to its bid, from the time of the bid opening till the time the
contract is awarded.
22.2 Any effort by a bidder to influence the Tendering officer or any other officer
authorized on his behalf w.r.t the bid evaluation, bid comparison or contract award
decisions shall result in the rejection of the bid.
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E. Contract
23. Award of contract:
The Tendering officer shall consider placement of orders for executing the work only
on those eligible bidders whose offers have been found technically, commercially and
financially acceptable. The Tendering officer reserves the rights to counter offer
price(s) against price(s) quoted by any bidder. All terms and conditions applicable to
the L1(composite rate) bidder are also equally applicable to the bidder/bidders, who
will accept the counter offer for execution of work.
24. Tendering Officer’s right to vary quantities at the time of award:
24.1 BSNL will have the right to increase or decrease up to 25% of the quantity of
goods and services specified in the schedule of requirements without any change in
the unit price or other terms and conditions at the time of award of contract or up to
50% of the additional quantities of services contained in the running tender/contract
can be ordered within a period of twelve months from the earliest date of acceptance
of PO at the same rate or a rate negotiated (downwardly) with the existing vendors
considering the reasonability of rates based on prevailing market conditions and the
impact of reduction in duties and taxes etc. and supplies to be obtained within delivery
period scheduled a fresh.
24.2 In exceptional situation where the requirement is of an emergent nature and it is
necessary to ensure continued supplies from the existing vendors, the purchaser
reserves the right to place repeat order up to 100% of the quantities of services
contained in the running tender/contract within a period of twelve months from the
earliest date of acceptance of PO at the same rate or a rate negotiated (downwardly)
with the existing vendors considering the reasonability of rates based on prevailing
market conditions and the impact of reduction in duties and taxes etc.
Exceptional situation and emergent nature should be spelt out clearly detailing the
justification as well as benefits accrued out of it and loss incurred in case this provision
is not invoked and approved by the authority competent to accord administrative and
financial approval for the procurement calculated on the basis of total procurement i.e.
initial and proposed add on quantity.
25. Validity of contract :
The contract shall normally be valid for one year from the date of signing of the
agreement with an option of extension for a further period of three months subject to a
maximum of six months with same rate, terms and condition.
26. Tendering Officer’sright to accept any BID & to reject any or all BIDs:
The Tendering officer reserves the right to accept or reject any bid, and to annul the
bidding process and reject all bids, at any time prior to award of contract without
assigning any reason whatsoever and without thereby incurring any liability to the
affected bidder or bidders on the grounds for the Tendering authority’s action.
27. Issue of Letter Of Intent (LOI) or APO:
27.1 The issue of an LOI or APO shall constitute the intention of the Tendering officer
to enter into the contract with the bidder.
27.2 The bidder shall within 10 days of issue of the LOI or APO give his unconditional
acceptance to the terms & Conditions of tender in writing along with performance
security for an amount of 5 % of the contract value for a period of 2 years in conformity
with Section 7 provided with the bid documents.
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28. Signing of contract:
28.1 The issue of Work order shall constitute the award of contract on the bidder.
28.2 Upon the successful bidder furnishing the performance security of equal amount,
the tendering officer shall discharge its EMD, pursuant to Clause 11above
29. Annulment of Award:
Failure of the successful bidder to sign the agreement shall constitute sufficient
ground for the annulment of the award and forfeiture of the bid security in which event
the Tendering officer may make the award to any other bidder at the discretion of the
Tendering officer or call for new bids.
30. Court Jurisdiction:
The contract shall be governed by Indian Laws and Courts at will have the jurisdiction
to entertain any dispute or claim arising out of this tender till issue of Work order.
31. While all the conditions specified in the Bid Documents are critical and are to be
complied, special attention of bidder is invited to the following clauses of the bid
document, non-compliance of any one of which shall result in outright rejection of the
bid.
.i. Clause 14.1 of this section -The bids will be recorded/ returned unopened, if covers
are not properly sealed with “Personal seal” of the bidder.
ii. Clause 11.1 & 12.1 of this section -The bids will be rejected at opening stage if
EMD is not submitted as per Clauses 11.1above. BID validity is less than the period
prescribed in Clause 12.1 mentioned above.
iii. Clause 2 & 10 of this section -If the eligibility condition as per clause 2, Section 4 is
not met and/or documents prescribed to establish the eligibility as per Clause 10 of
Section 4 are not enclosed, the bids will be rejected without further evaluation.
iv. Section 9: Price schedule-Prices are not filled in properly as prescribed in price
schedule.
v. a) Before outright rejection of the bid for non-compliance of any of the provisions
mentioned in clause 31 (i) and (ii) above of this section, the Tendering officer may
extend opportunity to the Bidder(s)/Companies to explain it’s/ their position. However if
the person representing the company is not satisfied with the decision of the Bidopening
team, he/they can submit the representation to Bid-opening team immediately
but in no case after closing of the tender process with full justification quoting
specifically the violation of tender conditions, if any.
b) The representations received in bid opening day shall be submitted to the
competent authority for review if the bid opening team is satisfied with the arguments
of the bidder(s)/companies mentioned in their representations and feel that there is
prima-facie fact for consideration as early as possible and decision to this effect shall
be communicated to the bidder company. If the reviewing officer finds it fit to open the
bid of the petitioner, the bid(s) shall be opened by giving three (working) days notice to
all the participating bidders to give opportunity to desirous participants to be present
on the occasion.
c) The Tendering officer shall not return the bids submitted by the bidders on the date
of tender opening even if it is liable for rejection. Such bids shall be kept preserved in
sealed cover as submitted by the bidder(s), however; desirous representatives of the
participating bidders/ companies present on the occasion may put their signatures on
the sealed envelopes if they intend to do so. Bids found liable for rejection will be
returned to the bidders after issue of work order against instant tender.
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32. Tendering officer reserves the right to disqualify the bidder for suitable period who
habitually failed to complete the work in time. Further, the bidders whose works do not
perform satisfactorily in the field in accordance with the specifications may also be
disqualified for a suitable period as decided by the Tendering authority.
33. Tendering officer reserves the right to black list a bidder for a suitable period in case
he fails to honor his bid without sufficient grounds.
34. The bidder should give a certificate that none of his/ her near relative is working in the
units as defined below where he/she is going to apply for the tender. In case of
proprietorship firm certificate will be given by the proprietor. For the partnership firm,
certificate will be given by all the partners and in case of limited company by all the
directors of the company excluding Government of India/ Financial institutions
nominees and independent non-official part time Directors appointed by Government
of India or the Governor of the state. Due to any breach of these conditions by the
company or firm or any other person, the tender will be cancelled and EMD will be
forfeited at any stage whenever it is noticed and BSNL will not pay any damage to the
company or the firm or the concerned person. The company or firm or the person will
also be debarred for further participation in the concerned unit.
The near relatives for this purpose are defined as:-
(a) Members of a Hindu undivided family.
(b) They are husband and wife.
(c) The one is related to the other in the manner as Father, Mother, Son(s) and Son’s
wife (Daughter-in-law), Daughter(s) and Daughter’s husband (Son-in-law), Brother(s)
and Brother’s wife, Sister(s) & Sister’s husband (Brother-in-law).
The format of the certificate is enclosed in Annexure 7 (B)
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Section 5
General (commercial) conditions of contract
1. APPLICATION:
The general conditions shall apply in contracts made by the Tendering Authority for the
services requisitioned.
2. STANDARDS:
The services under this contract shall conform to the Special conditions mentioned in
Section-IV.
3. PERFORMANCE SECURITY:
3.1 The Successful bidder shall furnish performance security to the Tendering
Authority for an amount equal to 5% of the total value of the services to be offered in
the form of Bank Guarantee within the stipulated time after the receipt of the Advance
Work order.
3.2 The proceeds of the performance security shall be payable to the Tendering authority as a
compensation for successful bidder's failure to complete its obligations under the contract or
for any loss resulting from the non performance of the contract.
3.3 The Performance Security Bond shall be in the form of a Bank Guarantee for a period of
One and half year, issued by a Scheduled Bank and in the form provided in the Bid
Document Section-7(A).
3.4 The Tendering Authority will discharge the Performance Security Bond after completion of
the Successful bidder’s performance obligations, under the contract.
4. PAYMENT TERMS:
4.1 70% payment for Hardware on delivery to the consignee. 20 % payment on
successful commissioning of the equipment. 10% after one year of satisfactory working.
4.2 70% payment of software after successful commissioning. 10% after one year of
satisfactory working.Further 10% after 2 nd year and 10% after 3 years.
4.3 For scanning work the 100% of value of the services rendered during a month will be
paid on successful completion of Scanning and uploading of documents of GSM & WLL
customers to the satisfaction of the tendering authority. For claiming this payment the
successful bidder has to submit the following documents to the paying authority:-
a) Invoice.
b) A certificate from the designated authority or in charge of the Scanning
process for the number of commercial documents.
4.4 The Income tax will be deducted from the bill amount due as per the standing rules in
vogue.
4.5 The payment for the service rendered will be made by the paying authorities
mentioned in the detailed work order to which the services rendered.
5. PRICES:
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5.1 The bidder shall give the total composite price inclusive of all levies and taxes i.e.
as per clause 9 of Section-4. The basic unit price and all other components of price need to
beindividually indicated as per the price schedule. The offer shall be firm in Indian Rupees.
5.2 (a) Prices charged by the Successful bidder for services performed under the
contract shall not be higher from the prices quoted by the successful bidder in
his bid.
(b) In case of revision of Statutory Levies/Taxes during the finalisation period of the tender
the Tendering Authority reserves the right to ask for reduction in the prices.
(c) Price once fixed will remain valid for the period of contract, irrespective of increase/
decrease of taxes and other statutory duties.
(d) The payment for Hardware, Software will be made by AO(Cash) O/o CGMT, Jammu and
for scanning by GM/TDM/TDE of concerned SSA based on the CAFs scanned/uploaded.
(e) In those cases, where such shortages/damages are intimated to the contractor in writing,
the contractor shall extend the Bank Guarantee without fail for a suitable period at the
request of purchaser in writing. Failure to do so shall result in forfeiture of Bank Guarantee.
The Bank Guarantee will be released only after the cases are settled in accordance with the
provisions available in the Bid Document/WorkOrder. It is the responsibility of the
Contractor to obtain the acknowledgments from the consignees on completion of goods
towards satisfactory receipt of goods both for quality and quantity.
(f) In case of delayed scanning, increase in taxes and other statutory duties/levies after the
expiry of the completion date shall be to the contractor’s account. However, benefit of any
decrease in these taxes/duties shall be passed on to the Purchaser.
(g) No payment shall be made for goods/works/services rejected at consignee’s end on
verification.
(h) The Income tax will be deducted from the bill amount due as per the standing rules in
vogue.
5.3 In case of delayed services after the scheduled period the advantage of
reduction of tax/duty would be passed on to the Tendering Authority and no
benefit of increase in price will be permitted to the successful bidder if there is
any increase in tax/duty.
6. COMPLETION
6.1 Completion of the works/services shall be made by the Contractor in accordance with the
terms specified by the Purchaser in its Schedule of Requirements and special conditions
of contract and the goods/works/services shall remain at the risk of the Contractor until
work has been completed successfully (i.e. scanning, uploading and safe keeping the
(CAFs).
6.2 The delivery of goods shall be to the ultimate consignee as given in the Work Order.
6.3 The delivery time of Server, PC & Scanners shall be 4 weeks from the date of placement
of Work Oder.
6.4 The installation and commissioning of the Server shall be completed within 8 weeks of
placement of Purchase Order.
6.5 The scanning of CAFs should start within One week from the date of issue of work order
simultaneously at all the SSA headquarters/Stations given and all CAFs are to be
completed within 120 days i.e. one year from date of receipt of work order. It means that
he shall create infrastructure & arrange manpower for carrying out scanning, data entry
and porting @ 9,750 CAFs per day (minimum) inclusive of work at all SSA
41

headquarters/Area Manager headquarters simultaneously i.e. @9,75,0000 CAFs in 100
days.
6.6 The vendor will establish his own scanning stations also so that scanning work is not
delayed. The PC & Scanners purchased by BSNL are for future use of self scanning of
CAFs.
6.7 Acceptance testing & commissioning of the whole system will be the responsibility of
vendor.
After scanning, the DMS application developed & scanned document and
arrangement made in this regard will be property of BSNL( except scanning
stations),contractor has to sign non disclosure agreement for data security &
confidentiality as prescribed by BSNL. The vendor will be needed to give the source
code of DMS application. All the software required during the project execution and to
retrieve the data /CAF in future need to be made over to BSNL.
7 Pre scanning requirements :
1 Installation of Operating System & Database server application in the server (Operating
system and server will be provided by BSNL)
2.Development of customized Document Management System( DMS) (web based) as
specified by BSNL in this tender document. (there should not be any user based license
restrictions on DMS (document Management application ,web based) given by vendor). No
time will be given the vendor to develop the software. The vendor are expected to be well
experienced, having software and other skills to perform the project. Software should be user
friendly so that BSNL staff can operate without loading any extra software on simple IP
based PC
3. Putting Scanning Station (PC along with scanners etc) & Manpower deployment in All SSA
Hqtrs./Area Managers
4. Arrangement for data entry, data porting & server backups
5. Supply of corrugated paper box of 7 ply ,as per specifications need to be supplied by
vendor as per requirement and also safe keeping CAFs ( 750 nos /Box) .
6. After attaining the concurrency in the CAF i.e. when there is no backlog, physical storage
and scanning of CAF is to be carried out centrally at one place in the Circle .
7. The CAF accessibility should be over internal backhaul like CSR WAN or MPBN cloud
only. In no case, the information should be available over public domain like internet. The
interfaces should be clearly defined by the service provider so that any future integration with
existing or future backhaul cloud of BSNL network is possible.
8. The CAF information should be accessible for viewing only and should have a password
protected access. The access rights should be given to BSNL personnel purely on
operational requirement basis. There should not be any saving or downloading of CAFs
possible and no printing of CAFs should be possible except at the authorized machine with
authorized personnel dealing with Law Enforcement Agencies (LEA) and TERM cells.
Further, a detailed activity logs should be maintained and it should be possible to watch the
activity of a particular client machine. The aforesaid requirements of rights management
could be attained using a suitable DRM (Digital Rights Module), which should be an integral
part of the basic scanning software to be provided by the service provider.
8. WARRANTY
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8.1 The contractor shall warrant that the items to be supplied shall be new and free from all
defects. This warranty shall survive inspection or payment for, acceptance of goods.
8.2 If it becomes necessary for the contractor to replace or renew any defective portion(s) of
the work under this clause, If any defect is not remedied by the contractor within a
reasonable time, the purchaser may proceed to get the defects remedied from other
contractor etc. at the contractor risk and expenses etc. but without prejudice to any other
rights which the purchaser may have against the contractor in respect of such defects.
9. Staff Training :-
9.1 The supplier shall provide training to BSNL staff/ Officers free of cost. The training
shall commence within one month of the completion of scanning process, and shall
endeavor to be completed within three months time frame thereafter. All the equipment
required for imparting training will be arranged by the supplier.
9.2 The training shall include modules for System Administrators and users, in addition to
any other module which the supplier considers necessary for running the system
effectively. For System Administration, training shall be imparted to up to 6 (six)
Officers.
9.3 The supplier shall provide necessary course material & literature for each participant
free of cost. The training shall include both theory and practice sessions.
9.4 The venue of training shall be decided with mutual consent between purchaser &
supplier. If training is imparted outside the station, the travel expenses and
boarding/lodging of the trainees shall be borne by purchaser.
9.5 The training module for System Administration shall at least cover following topics:-
9.5.1 System Design.
9.5.2 Architecture of System- Hardware & Software.
9.5.3 Data flow & Data Backups.
9.5.4 Operation and maintenance of Hardware & Software
9.5.5 System Administration and change of parameters.
9.5.6 Password Management.
9.5.7 Demonstration of all modules of services (QC, administration, QC etc.) with
complete work-flow.
9.5.8 Database training.
The vendor has to provide training in such a way that the future scanning & uploading
process will be done by the SSA staff themselves.
10. CHANGES IN WORK ORDERS:
10.1 The Tendering Authority may, at any time, by a written order given to the Successful
bidder, make changes within the general scope of the contract in any one or more of
the following:
(a) The services to be provided by the Successful bidder.
(b) Paying authority
10.2 If any such change causes an increase or decrease in the cost of, or the time
required for the execution of the contract an equitable adjustment shall be made in the
contract price and the contract shall accordingly be amended. Any proposal by the
Successful bidder for adjustment under this Clause must be made within thirty days from the
date of receipt of the change in order.
11. SUBCONTRACTS:
43

The Successful bidder shall notify the Tendering Authority in writing that no subcontracts
awarded under this contract if not already specified in his bid. Such notification, in his original
bid or later shall not relieve the successful bidder from any liability or obligation under the
contract.
12. DELAYS IN THE SUCCESSFUL BIDDERS PERFORMANCE:
12.1 Performance of services shall be made by the Successful bidder in accordance with
the time schedule specified by the Tendering Authority in its Work order. In case the service
is not completed in the stipulated period, as indicated in the Work order, Tendering Authority
reserves the right either to short close/cancel this Work order and/or recover damage
charges. The cancellation/short closing of the order shall be at the risk and responsibility of
the Successful bidder and Tendering Authority reserves the right to order the balance of work
at the risk and cost of the defaulting vendors.
12.2 Delay by the Successful bidder in the performance of its obligations shall render the
Successful bidder liable to any or all of the following sanctions, namely, forfeiture of its
performance security, imposition of liquidated damages and/or termination of the contract for
default.
12.3 If at any time, during performance of the contract, the successful bidder should
encounter conditions impending timely performance of service, the successful bidder shall
promptly notify the Tendering Authority in writing of the fact of the delay, its likely duration
and its cause(s). As soon as practicable after receipt of the notice, the Tendering Authority
shall evaluate the situation and may at its discretion, if necessary, extend the period for
performance of the contract subject to furnishing of additional performance security by the
successful bidder @ 5% of the total value of the additional Work order. The extension period
against the work order, if any, shall be granted subject to the condition that the Tendering
Authority shall have the absolute right to revise the prices and also to levy penalty for delayed
services.
12.4 If the services are not completed in the extended delivery period, the Work order
shall be short closed and both the performance securities shall be forfeited.
13. LIQUIDATED DAMAGES:
13.1 The stipulated period for rendering the service must be completed not later than the
dates specified therein. Extension will not be given except in exceptional circumstances.
Should however reports be made after expiry of the stipulated period without the prior
concurrence of the Tendering Authority, such services will not deprive the Tendering
Authority of his right to recover liquidated damages under Clause 12.2 below.
13.2 Should the bidder fail to give the services/supply(Hardware & Software) within the
stipulated period prescribed in the work order the tendering authority shall be entitled to
recover, as agreed liquidated damages for breach of contract a sum equivalent to 0.5% of
the value of the delayed in rendering the service of the value of the delayed work for each
week of delay or part thereof for a period up to 10(ten) weeks and thereafter at the rate of
0.7% of the value of the delay in service for each week of delay or part thereof.
13.3 Quantum of the liquidated damages assessed and levied by the purchaser and decision
of the purchaser thereon shall be final and binding on the contractor. Further, the same shall
not be challengeable by the contractor before Arbitration, Tribunal or before the Court. The
same shall stand specifically excluded from the purview of the arbitration clause, as such
44

shall not be referable to arbitration.
13.4 The total value of the L.D as per the above sub clauses shall be limited to a maximum of
12% of the Total Contract Value i.e LD shall be levied upto 20(twenty) weeks as per
provisions at 12.2 above.
14. FORCE MAJEURE:
If any time, during the continuance of this contract, the performance in whole or in part by
either party of any obligation under this contract shall be prevented or delayed by reason of
any war, or hostility, acts of the public enemy, civil commotion, sabotage, fires, floods,
explosion, epidemics, quarantine restrictions, strikes, lockouts, or act of god (herein after
referred to as events) provided notice of happening of any such eventuality is given by either
party to the other within 21 days from the date of occurrence thereof, neither party shall by
reason of such event be entitled to terminate this contract nor shall either party have such
any claim for damages against the other in respect of such non performance or delay in
performance , and services under the contract shall be resumed as soon as practicable after
such event may come to end or cease to exist , and the decision of the Tendering Authority
as to whether services have been so resumed or not shall be final and conclusive , provided
further that if the performance, in whole or part of any obligation under this contract is
prevented or delayed by reason of any such event for a period of 60 days either party may ,
at his option terminate the contract.
15.TERMINATION FOR DEFAULT:
15.1 The Tendering Authority may, without prejudice to any other remedy for breach of
contract, by written notice of default, sent to the successful bidder, terminate this contract
in whole or in part.
(a)If the successful bidder fails to render services within the time period specified in the
contract, or any extension thereof granted by the Tendering Authority pursuant to clause 11
above.
(b)If the successful bidder fails to perform any other obligation(s) under the contract; and
(c)If the successful bidder, in either of the above circumstances does not remedy his failure
within a period of 15 days after receipt of the default notice from the Tendering Authority.
15.2 In the event the Tendering Authority terminates the contract in whole or in part the
Tendering Authority may get services from any other bidder, upon such terms and in such
manner, as it deems appropriate. The successful bidder shall be liable to the Tendering
Authority for any excess cost for such services. However, the successful bidder shall
continue performance of the contract to the extent not terminated.
16 SET OFF:
Any sum of money due and payable to the supplier (including security deposit refundable to
him) under this contract may be appropriated by the purchaser or the BSNL or any other
person or persons contracting through the BSNL of India and set off the same against any
claim of the Purchaser or BSNL or such other person or persons for payment of a sum of
money arising out of this contract or under any other contract made by the supplier with the
Purchaser or the BSNL or such other person or persons contracting through the BSNL. It is
an agreed term of the contract that the sum of money so withheld under this clause by the
purchaser or BSNL will be kept withheld as such by the purchaser or BSNL till his claim
arising out of the same contract or any other contract is either mutually settled or determined
by the competent court and that the contractor shall have no claim for interest or damages
45

what-so-ever on this account or any other ground in respect of any sum of money withheld
under this clause and duly notified as such to the contractor.
17.TERMINATION FOR INSOLVENCY:
The Tendering Authority may at any time terminate the contract by giving written notice to the
successful bidder, without compensation to the successful bidder if the successful bidder
becomes bankrupt or otherwise insolvent as declared by the competent court provided that
such termination will not prejudice or affect any right of action or remedy which has accrued
or will accrue thereafter to the Tendering Authority.
18 Termination for default
18.1 The Purchaser may, without prejudice to any other remedy for breach of contract, by
written notice of default, sent to the supplier, terminate this contract in whole or in part
a) If the supplier fails to deliver any or all of the goods within the time period(s)
specified in the contract, or any extension thereof granted by the purchaser
pursuant to clause11;
b) If the supplier fails to perform any other obligation(s) under the Contract;
and
c) if the supplier, in either of the above circumstances, does not remedy his failure
within a period of 15 days (or such longer period as the purchaser may
authorize in writing) after receipt of the default notice from the purchaser.
18.2 In the event the purchaser terminates the contract in whole or in part pursuant to para
18.1 the purchaser may procure, upon such terms and in such manner as it deems
appropriate, goods similar to those undelivered and the supplier shall be liable to the
Purchaser for any excess cost for such similar goods. However the supplier shall
continue the performance of the contract to the extent not terminated.
19. Arbitration
19.1 In the event of any question, dispute or difference arising under this agreement or in
connection there-with (except as to the matters, the decision to which is specifically
provided under this agreement), the same shall be referred to the sole arbitration of
the CGMT, J&K Telecom Circle, BSNL or in case his designation is changed or his
office is abolished, then in such cases to the sole arbitration of the officer for the time
being entrusted (whether in addition to his own duties or otherwise) with the functions
of the CGMT, J&K Telecom Circle, BSNL or by whatever designation such an officer
may be called (hereinafter referred to as the said officer), and if the CGMT, J&K
Telecom Circle, BSNL or the said officer is unable or unwilling to act as such, then to
the sole arbitration of some other person appointed by the CGMT, J&K Telecom
Circle, BSNL or the said officer. The agreement to appoint an arbitrator will be in
accordance with the Arbitration and Conciliation Act 1996. There will be no objection
to any such appointment on the ground that the arbitrator is a Government Servant or
that he has to deal with the matter to which the agreement relates or that in the course
of his duties as a Government Servant he has expressed his views on all or any of the
matters in dispute. The award of the arbitrator shall be final and binding on both the
parties to the agreement. In the event of such an arbitrator to whom the matter is
originally referred, being transferred or vacating his office or being unable to act for
any reason whatsoever, the CGMT, J&K Telecom Circle, BSNL or the said officer
shall appoint another person to act as an arbitrator in accordance with terms of the
46

agreement and the person so appointed shall be entitled to proceed from the stage at
which it was left out by his predecessors.
19.2 The arbitrator may from time to time with the consent of both the parties enlarge
the time frame for making and publishing the award. Subject to the aforesaid,
Arbitration and Conciliation Act, 1996 and the rules made there under, any
modification thereof for the time being in force shall be deemed to apply to the
arbitration proceeding under this clause.
19.3The venue of the arbitration proceeding shall be the office of the CGMT, J&K
Telecom Circle, BSNL, Jammu or such other places as the arbitrator may decide.
20 Subject Laws & Jurisdiction
i) The contract shall be governed by Indian Laws and the Courts at place Jammu will
have jurisdiction to entertain any dispute(s) or claim(s) arising out of such dispute(s).
21 The bidders, who are given Purchase Orders, must give the details of the supplies
made against all the Purchase Orders every month on the first working day of the
following month to MM and the concerned Planning Branches of BSNL (Corporate
Office).
22The bidder should furnish the name of his collaborator (if applicable), brand name,
model no. and type of the products offered in this tender. The technical literatures of the
products should also be submitted. No change in either technology or product shall be
permitted after opening of bids.
23 Fall clause
23.1 The prices once fixed will remain valid during the scheduled delivery period except for
the provisions in clause 12.1 of Section III. Further, if at any time during the contract
(a) It comes to the notice of purchaser regarding reduction of price for the same or similar
equipment/ service;
and/or
(b) The prices received in a new tender for the same or similar equipment/ service are less
than the prices chargeable under the contract.
The purchaser, for the purpose of delivery period extension, if any, will determine and
intimate the new price, taking into account various related aspects such as quantity,
geographical location etc., and the date of its effect for the balance quantity/ service to
the vendor. In case the vendor does not accept the new price to be made applicable
during the extended delivery period and the date of its effect, the purchaser shall have
the right to terminate the contract without accepting any further supplies. This
termination of the contract shall be at the risk and responsibility of the supplier and the
purchaser reserves the right to purchase the balance unsupplied quantity/ service at
the risk and cost of the defaulting vendor besides considering the forfeiture of his
performance security.
23.2(a)The vendor while applying for extension of time for delivery of equipment/ services, if
any, shall have to provide an undertaking as “We have not reduced the sale price,
and/ or offered to sell the same or similar equipment/ service to any
47

person/organization including Department of central/ state Government or any
central/state PSU at a price lower than the price chargeable under the contract for
scheduled delivery period.”
(c) In case under taking as in Clause 24.2 (a) is not applicable, the vendor will give the
details of prices, the name(s) of purchaser, quantity etc. to the purchaser, while
applying extension of delivery period.
24. Court Jurisdiction:-
(i) Any dispute arising out of the tender/bid document/evaluation of bids/issue of
APO shall be subject to jurisdiction of the competent court at the place from
where the NIT/tender has been issued.
(ii) Where a contractor has not agreed to arbitration, the dispute/claims arising out
of the Contract/PO entered with him shall be subject to the jurisdiction of the
Competent Court at the place from where Contract/PO has been issued.
Accordingly, a stipulation shall be made in the contract as under:
‘This Contract/PO is subject to jurisdiction of Court at Jammu only”
48

A) Certified that:
Section- 6
Undertaking & declaration
1. I/ We ……………………………………. have read and agree with all the terms and
conditions, specifications included in the tender documents & offer to execute the work
at the rates quoted by us in the tender form.
2. If I/ We fail to enter into the agreement & commence the work in time the EMD/ SD
deposited by us will stand forfeited to the BSNL.
B) The tenderer hereby covenants and declares that:
1. all the information, Documents, Photo copies of the Documents/ Certificates enclosed
along with the Tender offer are correct.
2. if anything is found false and/or incorrect and/or reveals any suppression of fact at any
time, BSNL reserves the right to debar our tender offer/ cancel the LOA/ Purchase/
work order if issued and forfeit the EMD/ SD/ Bill amount pending with BSNL. In
addition, BSNL may debar the contractor from participation in its future tenders.
Date: …………… …………………………………
Signature of Tenderer
Place: …………… Name of Tenderer ……………………………….
along with date & Seal
49

Sub: Performance guarantee.
Section- 7
7(A) Proforma for the Performance Guarantee
(To be typed on Rs.100/- non-judicial stamp paper)
Whereas BSNL-J&K has agreed to award the work of Scanning, Uploading &
Management of Customer Application Form (CAF) of BSNL Cellular customers alongwith
web based monitoring system and supply of Server Hardware & Software in J&K Telecom
Circle to M/s……………………………………………………………………………………………..
R/o………………………………………………………………… (hereafter referred to as
Contractor) and has asked him to submit a performance guarantee in favour of AGM(EB) O/o
CGMT J&K Circle of Rs. …………../- which is valid up to ……/……/………
Now at the request of the Contractor, We ……………………………………… Bank
…………………………Branch having ………………………… ……….
.……………………………………. (Address) and Regd. office address as ………
………...……………………………………………………………………… ……… ………
…………… (Hereinafter called ‘the Bank”) agreed to give this guarantee as hereinafter
contained:
1. We, ‘the Bank” do hereby undertake and assure to the BSNL that if in the opinion of
the BSNL, the Franchisee has in any way failed to observe or perform the terms and
conditions of the said agreement or has committed any breach of its obligations thereunder,
the Bank shall on demand and without any objection or demur pay to the BSNL
the said sum of Rs. …………./- (Rupees ……………… only) or such lesser amount as
BSNL may demand without requiring BSNL to have recourse to any legal remedy that
may be available to it to compel the Bank to pay the same.
2. Any such demand from the BSNL shall be conclusive as regards the liability of
Franchisee to pay to BSNL or as regards the amount payable by the Bank under this
guarantee. The Bank shall not be entitled to withhold payment on the ground that the
Franchisee had disputed its liability to pay or has disputed the quantum of the amount
or that any arbitration proceeding or legal proceeding is pending between Franchisee
and BSNL regarding the claim.
3. We, the Bank further agree that the guarantee shall come into force from the date of
its issue and shall remain in full force and effect up …../ ….. / 20……. hereafter
referred to as Validity date)
50

4. The Bank further agrees that the BSNL shall have the fullest liberty without the
consent of the Bank and without affecting in any way the obligations hereunder to vary
any of the terms and conditions of the said agreement or to extend the time for
performance of the said agreement from any of the powers exercisable by BSNL
against the Franchisee and to forebear to enforce any of the terms and conditions
relating to the said agreement and the Bank shall not be relieved from its liability by
reason of such failure or extension being granted to Franchisee or through any
forbearance, act or omission on the part of BSNL or any indulgence by BSNL to
Franchisee or any other matter or thing whatsoever which under the law relating to
sureties would but for this provision have the effect of relieving or discharging the
guarantor.
5. Notwithstanding anything herein contained ;
(a) The liability of the Bank under this guarantee is restricted to Rs. …………../-
(Rs. …………….. only) and it will remain in force up to dd/mm/yyyy.
(b) The guarantee shall stand completely discharged and all rights of the BSNL
under this Guarantee shall be extinguished if no claim or demand is made on
us in writing on or before its validity date.
6. The Bank guarantees that the below mentioned officer who have signed it on behalf of
the Bank have authority to give this guarantee under its delegated power.
Place: ……………………………
Date: ………………………….. (Signature of the Bank Officer)
51
Rubber stamp of the bank
Authorized Power of Attorney Number: ……………….
Name of the Bank officer: ……………………………..
Designation: ……………………………………
Complete Postal address of Bank: ……………………
………………………………………………………………
Telephone Numbers ……………………………..
Fax numbers ………………………………

7 (B) Proforma for no near relatives certificate BSNL
(Certificate to be given by the contractor in respect of status of employment of his/ her near
relative (s) in BSNL J&K Circle)
I, Mr./Ms. …………………………………… …………….. S/o …………….………………
…………………………………………….Resident of …………………. …………………………
……………………………………………………………… ……………………………………
do hereby certify that
1. The following persons who are my near relative(s) as defined in the tender document
is/ are employed in BSNL as per details given in tender document.
2.
S.
No.
1.
2.
3.
Name of the person Designation in
BSNL
52
Employed in
O/o
Relation with
the tenderer
3. None of my near relative(s) as defined in the tender document is/ are employed
anywhere in BSNL as per details given in tender document.
In case at any stage, it is found that the information given by me is false/
incorrect, BSNL shall have the absolute right to take any action as deemed fit,
without any prior notice to me.
Signature of the tenderer
with seal
Note: In case of proprietorship firm, this certificate will be given by the proprietor,
for partnership firm, this certificate will be given by all the partners and
in case of Private Ltd. Company, this certificate will be given by all the directors of
the company.

7 (C) Proforma for Letter of Authorization for attending BID opening
Subject: Authorization for attending Bid opening
I/ We Mr. /Ms. …………………………………….. have submitted our bid for the tender
no. ………………………….……… in respect of ……………………
………………………………………………………….. ( Item of work) which is due to open on
…………………. (date) in the Conference Hall O/o CGMT J&K Circle, 4 th floor, North Block,
Bahu Plaza, Jammu-180012.
We hereby authorize Mr. /Ms. ………………………………………. Whose signatures
are attested below, to attend the bid opening for the tender mentioned above on our behalf.
…………………………………….
Signature of the Representative
………………………………… Signature of Bidder/
Name of the Representative Officer authorized to sign
The Bid Document
Signature Attested on behalf of the Bidder.
Note 1: Only one representative will be permitted to attend the Bid opening
2. Permission for entry to the hall where bids are opened may be refused in case
authorization as prescribed above is not received.
53

A) Tenderer’s Profile
SECTION- 8
Tenderer/ Bidder’s Profile & Questionnaire
(To be filled in and submitted by the bidder)
1. Name of the individual/Firm: ………………………………………………
2. Present Correspondence Address …………………… ……………… ………
……………………………………………………………………………
……………………………………………………………
Telephone No. …………………………….. Mobile No. ………………………...
FAX No. …………………………………………………………………………
3. Address of place of Works/ Manufacture ………………… …………………
………………………………………………………………………………
Telephone No. …………………………….. Mobile No. ……………………………
4. State the Type of Firm: Sole proprietor-ship/ partnership firm / (Tick
the correct choice): Private limited company.
5. Name of the sole proprietor/ partners/ Director(s) of Pvt. Ltd Co.:
S. No. Name Father’s Name Designation
1.
2.
3.
4.
5.
6. Name of the person authorized to enter into and execute contract/ agreement and
the capacity in which he is authorized (in case of partnership/ private Ltd company):
……… ……… ……… ……… ……… ……………… ……… ……………… ………
……………… ……… ……………… ……...
7. Permanent Account No. : …………………………………………………………
8. Whether the firm has Office/ works (i.e. manufacture of the tendered item) in J&K
State? If so state its Address………………………………………………………………..
54

B) Questionnaire
1. Do you think any other detail/ material is required to complete the work specified in
the specification? Yes/ No.
1.1 If Yes, Give details
………………………………………………………………………………………….
………………………………………………………………………………………….
2. Do you think any other item of work need be included in tender form to complete the
work specified in the specification? Yes/ No.
2.1 If Yes, Give details
………………………………………………………………………………………….
………………………………………………………………………………………….
3. Suggestion for improvement of the tender document.
………………………………………………………………………………………….
………………………………………………………………………………………….
………………………………………………………………………………………….
………………………………………………………………………………………….
………………………………………………………………………………………….
Place…………………. Signature of contractor ………………………
Date …………………. Name of Contractor ……………………………
55

SECTION- 9
TENDER/ Bid Form
From To
………………………………….. AGM (EB),
………………………………….. O/o Chief General Manager Telecom.
………………………………….. BSNL, J&K Circle,
………………………………….. 4 th Floor, North Block, Bahu Plaza,
………………………………….. Jammu - 180 012.
Dear Sir,
Sub: - Tender for.
1. Having examined the specifications, scope of work and other sections of the tender
documents, the receipt of which is hereby acknowledged, we, the undersigned, offer
to execute the same in conformity with the specifications and conditions of contract
for the sum shown against item of work given below.
2. Bid submitted by us is properly sealed so as to prevent any alteration and
replacement.
3. No omission, addition, deletion or correction has been made in the downloaded
tender document.
4. We agree to abide by this bid for the period specified in the tender information from
the Bid opening date which may be accepted by BSNL at any time before the expiry
of that period.
5. We understand that you are not bound to accept the lowest bid or any other bid that
you receive against this tender.
6. This Bid together with your written acceptance thereof in your notification of award
shall constitute a binding contract between us.
7. If our Bid is accepted, we will submit performance guarantee from a Scheduled bank
for 5% of the contract amount, for the due performance of the Contract.
56

Price schedule:
We hereby quote the following rates:
S.
No.
Description of work. Unit of
measure
ment
(UOM)
1 Server Hardware alongwith SAN at
Central Location (Jammu) as per
specification including 3 years mtce.
2 Server Software(Operating System and
Application software) including 3 years
maintenance.
57
Rate per
UOM (in
Rs)
Total No. of
Units
1No. 2
1No. 1
3 Desktop PC’s as per specifications 1No. 11
4 Scanners as per specifications 1No. 11
5 Scanning & uploading of Scanned
images of Commercial customer
application form (CAFs) of all BSNL
Cellular customers of J&K Circle. (10
Lakh at present)
6 Corrugated Boxes of size
13”X10.5”X12.5” of 7 ply along with A4
size white sticker on four sides.
Total
1No. 10,00,000
1No. 1350
Total Amount
(in Rs)
Note:– Please see clause 21.3 of section 4.
Total Amount (in words) = Rupees ……… ……… ……… ……… ……… ……… ……… ……… ……… ………
……… ……… ……… ……… ……… ……… ………
Date: …………… Signature of contractor …………………………….
Place: …………… Name of Contractor …………………………………
Signature of Bidder in capacity of
Witness Signature ………………………………..
Address of Contractor ………………………………
Name of the witness ……………………………
Address ……………………………………………………………….
…………………………………………………………………………..
Contact Telephone No. ……………………………………………..