Description E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 1 BOARD OF SECONDARY EDUCATION RAJASTHAN, AJMER To, M/s ----------------------------------- ----------------------------------------- ----------------------------------------- PHONE : 0145-2627454,2420725 FAX : 0145-2627394 DPU/2007/ Date:-.................... TENDER NOTICE Sub: Tender for Printing, Supply and Scanning of OMR Sheets for the Exams - 2008 & 2009 1. The Board hereby invites Tenders for OMR Sheet Printing, Supply and Scanning, which includes data feeding if any also, of approx. 7 lacs OMR sheets in respect of approx. 13 lacs. Candidates likely to appear at different examinations in the year 2008 & 2009. 2. Only well reputed Data centers / firms out side Rajasthan State having the experience of OMR sheet scanning works of the any Board / University Examinations are required to quote their rates. 3. The firms established outside Rajasthan State and does not have any branch office in Rajasthan State need only to apply for this tender. The Tenders of the firms of Rajasthan or having any branch in Rajasthan shall not be considered. 4. Tender form with terms and conditions can be obtained by depositing a sum of Rs.100/- in cash or by D.D. in favour of Secretary, Board of Secondary Education Rajasthan, Ajmer on any working day. Last date for submitting the tender is ................ by 1 p.m. A sum of Rs. 26,000/- have to be deposited in cash or by D.D. as an Earnest Money along with the Technical Bid tender Envelope, otherwise tender shall not be accepted. The tender should be sent to the Secretary, Board of Secondary Education Rajasthan, Ajmer, like this: - The Technical Bid' in separate envelop subscribing as " 'Technical Bid' for OMR Sheet" and 'Financial Bid' in separate envelop subscribing it as "Financial Bid for OMR Sheet" finally keep them in a single large envelope subscribing it as "Tender for OMR Sheet Supply, Printing & Scanning". The firm found technically fit shall only be considered for opening of 'Financial Bid'. All the envelopes should be individually sealed. Tender shall be accepted by Speed Post / Registered Post, Courier Services or by hand. 5. Only Technical Bid tenders Envelope will be opened on the same date at 3 p.m. in the presence of Tenderer or their representatives. Secretary E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 2 BOARD OF SECONDARY EDUCATION RAJASTHAN,AJMER Technical Bid Tender Form Subject: Tender for Printing, Supply and Scanning of OMR Sheets and Data feeding if any for the Exams - 2008 & 2009 1. Name and Postal Address M/s.......................................................................................................... ................................................................................................................ ................................................................................................................ Phone...........................Fax.............................. 2. Reference : Tender Notice No. ...................Dated .............................. 3. Tender fee of Rs. 100/- (one hundred only) has been deposited by us through DD/Cash receipt no. ................. Dated ........................... 4. A sum of Rs. ..................(in words ..................................) has been deposited by D.D. No. ......................Dated……… or by cash receipt no. .................... Dated ..............in favour of Secretary, Board of Secondary Education Rajasthan, Ajmer as an Earnest Money 5. We agree to abide by the terms and conditions mentioned in the Tender notice issued by Board of Secondary Education Rajasthan, Ajmer dated .................. . We also agree to abide by all other conditions mentioned in the proforma enclosed ,on each page of which we have put our signature in token of our acceptance. 6. Income tax clearance certificate from income tax officer of concerned circle and sales tax clearance certificate from concerned commercial tax officer have also been enclosed herewith. 7. Five Sample of OMR Sheet enclosed. Tenderer's Signatures with Seal Annexure - Y E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 3 APPENDIX –‘X’ BOARD OF SECONDARY EDUCATION RAJSTHAN, AJMER TECHNICAL BID INFRA STRUCTURE AVAILABLE WITH THE COMPUTER FIRM TENDERING FOR OMR SHEETS PRINTING SUPPLYING AND SCANNING FOR EXAM 2008 & 2009 1.Availability of machines : (Proof of ownership to be produced) A. Computer No. of Computers Make and other description Working Capacity Hrs/day B.Printer Type of Printer Number of Printer Working capacity Hrs/day 1. Line Printer 2. Dot Matrix Printer 3. Laser Printer 4. Other C.Other Facilities (Give descriptions) i. U.P.S. ________________________ ii. CVT ________________________ iii. Other Machines ________________________ E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 4 D. INFORMATION ABOUT OMR SHEETS SCANNERS (ONLY OMR SCANNERS NOT ANY ICR/OTHER SCANNER) S.NO. NAME AND MAKE OF OMR SCANNER NUMBER OF OMR SCANNERS AVAILABLE SPEED PER HOUR REMARKS, IF ANY 2. Available Man power Personnel Full Time Part Time Experience Experienced system analyst Skilled Programmer Junior Programmer Skilled computer operators Scanning operators 3. Establishment Year of Firm .............................................................. 4. Experience of the firm No. of OMR sheets Name of Board/ University Supply Scanning No. of students / users Other descriptio n 5. Annual Turnover for the last 2 year. Signature and Seal of the Tenderer of the firm 2005-06 2006-07 E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 5 BOARD OF SECONDARY EDUCATION RAJASTHAN, AJMER Financial Bid Tender Form Subject: Tender for Printing, Supply and Scanning of OMR Sheets and Data feeding if any for the Exams - 2008 & 2009 1. Name and Postal Address M/s.......................................................................................................... ................................................................................................................ 2. Reference : Tender Notice No. ...................Dated .............................. 3. Our Rates for OMR Sheets Supply, Printing & Scanning for the Main and Supplementary Exams of Year- 2008 & 2009 be as under (please note carefully that Rates quoted should not be changed or modified by way of cutting or overwriting or by using white fluid):- Specification of OMR Sheets 100 GSM, Maplitho Paper, Size 8.5"x11.5" (After Roll No. Printing) 1. OMR Sheet Supply & Printing Both Side (Rate per Thousand Sheets) Rs............................................... (In Figures) Rs....................................................................................(In words) 2. OMR Sheet Scanning (Rate per Thousand Sheets) Rs............................................... (In Figures) Rs...................................................................................(In words) ?kks"k.kk mijksDr leLr njsa eSaus@geus fufonk 'krksZ dk vPNh rjg v/;;u dj /;kuiwoZd Hkjh gS A eq>s @ gesa ;g Hkh Lohdkj gS fd v/;{k ek/;fed f'k{kk cksMZ jktLFkku vtesj dk fu.kZ; gekjs fy, loksZijh gksxk A ;g Hkh izekf.kr fd;k tkrk gS fd gekjh QeZ mDr dk;Z gsrq jftLVMZ gS rFkk QeZ }kjk okLro esa O;olk; fd;k tkrk gS rFkk okafNr e'khu @ midj.k @ rdfudh tkudkjh vkfn miyC/k gS A fdlh Hkh jkT; ljdkj @ cksMZ@ fo'ofo|ky;@ cSad @Lok;r'kklh laLFkku @ fuxe vkfn ds }kjk gekjh QeZ dks CySd fyLV ugha fd;k gqvk gS] rFkk fufonk izi= ds izR;sd i`"B ij gLrk{kj e; lhy vafdr dj fn;s x;s gS A fnukad %& fufonkdkj ds gLrk{kj e; jcj lhy Annexure - Y-1 E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 6 Detailed Specification of OMR sheet & the work 1. OMR SHEET: - A -Sheet Size 8.5” x 11.5” on Cut Sheet Stationary in two detachable parts with perforation for foil and counterfoil. After printing of Roll no.’s. OMR sheets may be cut for scanning in sizes given as above. B -Paper 100 GSM high brightness Maplitho paper. C -Colour and Approx quantity of OMR Sheets OMR sheets shall be printed in different colours for different - examinations as below: - S. N. Exam Approx. No. of OMR Sheets Colour 1 Sessional Marks 2,59,600 (a.) Secondary 1,80,000 Orange (b.) Sr. Secondary 76,000 Green (c.) Praveshika/Varistha Upadhyaya 3,600 Yellow 2 Theory and Practical Exams 3,84,300 (a.) Secondary (Theory) 2,30,000 Blue (b.) Sr. Secondary (Theory & Practical) 1,50,000 Red (c.) Praveshika/Varistha Upadhyaya 4,300 Brown D-Design & Number Above sheets shall be printed as per the design approved by Board. Instructions shall be printed on the back of sheet. Number of sheets mentioned above may vary as per requirement and design. Please attach five copies of sample OMR sheets with tender as per given specification. Annexure - Z E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 7 2. Pre-Examination Jobs on OMR Sheets - (a) Printing of Roll No. on foil and counter foil. (b) Printing of Subject name, Subject paper code, Maximum Marks, Centre & School Code, Sheets no., Continuous page no, Identity code. (c) All printed sheets are to be arranged School-wise, Subject-wise, Paper-Wise/ Examiner-wise. (d) All OMR sheets shall be given detaching individually and side margin duly removed. (e) All sheets shall be given, arranging them examiner-wise (LAGGIWISE), for Practical and Theory separately, in a transparent plastic cover (plastic packing). There will be mention of subject as well as paper-wise detail on individual plastic cover. Sessional marks OMR sheets shall be arranged and packed as per above method, School-wise, giving detail of School name, school code, District name & District code. (f) Controls of Award Blank. 3. Post- Examination Jobs (to be done at Ajmer Board Premises) (a) Envelope of OMR Sheets received from school (Sessional Marks) & from Examiners (Theory & Practical) will be entered in computer to be installed by the firm using its operator, using specific software programmes as desired by Board. This software should also be able given pendency report at any time. (b) Firm will open OMR Envelope themselves. (c) Scanning of filled up OMR sheets for data feeding. (d) Printing of checklist to be checked and duly edited by the Firm. (e) Data feeding (if any) and verification of that data which may come as traditional way shall have to be done by the firm and no extra payment shall be made in this regard to the firm. Before feeding in marks, which are received in traditional way, their subject code E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 8 and paper code may be verified by the D.P.U. Section of the Board, immediately after opening of envelop. (f) After updation on the basis of corrected and verified check list, 100% correct data shall be supplied to the Board on CD/Floppies as required for result processing. SECRETARY Board Of Secondary Education, Rajasthan, Ajmer E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 9 BOARD OF SECONDARY EDUCATION, RAJASTHAN, AJMER Terms and Conditions for Printing, Supply and Scanning of OMR Sheets for the Exams (Main & Supplementary) - 2008 & 2009 The following main points may please be kept in view while submitting rates for Printing and Scanning of OMR sheets: - 1. The Firm-Capacity & experience (a) The firm must have capacity to scan minimum 20,000 sheets per day. (b) The firm must have an experience of scanning of OMR award sheets of an examination of a year of any Education Board or University or similar Govt. Institution or Semi Govt. Institution. Minimum 50,000 candidates should have been scanned. (c) The firm will have to submit a certificate along with the tender from the concerning higher authority of the respective Board / University that ‘the firm has successfully and efficiently completed their jobs maintaining full secrecy and within the time schedules. The firm is quite reliable and capable of performing the examination jobs through OMR technology’. (d) The firm should mention the year of their establishment, staff, strength (i.e. system analysts, technocrats etc.) along-with the configuration of the system and computing machines, Scanners installed at their center with back up facilities available with them. All information is to be given in the Performa given in technical bid along with proof of ownership of the machines . (e) The firm should submit a declaration certificate on its letter head with the technical bid that, it does not have any office/branch office in the State of Rajasthan and also that it shall not engage professional (skilled / non –skilled) and labour of Rajasthan State to perform the jobs assigned for this tender. E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 10 2. OMR Sheets (a) OMR Sheets shall be required as per number of candidates given below. Number of candidates in a sheet will depend on the design and a sheet may include 30 candidates. (b) OMR Sheets are to be printed on the continuous computer sheet of paper, as per size and other property specifications mentioned in Annexure 'Z'. Please enclose five sample of OMR Sheet. (c) Each sheet should be quality-wise fit for scanning & must have holding system so that proper scanning is carried out. (d) After laboratory test of the OMR sheet (paper), discrepancy, if any, like grammage, brightness and other is found, then the double of the cost saved by the firm by using paper of lower grammage/other discrepancy and amount of testing fees will be charged from the firm. (e) The firm should mention the year of their establishment, staff, strength (i.e. system analysts, technocrats etc.) along-with the configuration of the system and computing machines, Scanners installed at their center with back up facilities available with them. All information is to be given in the Performa given in technical bid. (f) The Board may provide previous years blank OMR sheet if any, to the firm for printing of award blank and scanning work. The Board shall pay the firm only scanning charges for those OMR sheets. 3. The approximate number of the candidates for various examinations of 2008 & 2009 shall be as under: - S.No Examination Approxmat's No. of Candidates A Sr. Secondary 4,00,000 B Secondary Exam. 7,50,000 C V. Upadhyaya Exam 5,000 D Praveshika Exam. 9,000 4. The probable number of candidates for supplementary examinations-2008 shall be about 10% of the figure of the main examination-2008. The number E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 11 of candidates may increase / decrease as per registration for all exams- 2008. 5. Earnest Money :-(A) Tender must be accompanied by an earnest money of Rs. 26,000/ without which tenders will not be considered. The amount of earnest money should be deposited in cash/demand draft only in favour of Secretary, Board of Secondary Education Rajasthan, Ajmer. (B) The earnest money will be refunded to unsuccessful Tenderer after the final acceptance and agreement of the tender. In the case of successful Tenderer, it will be treated as a part of security money on his request. 6. The Tenderer will have to submit invariably an Income tax clearance certificate from the Income Tax Officer of the circle concerned, Sales Tax registration number and Sales Tax clearance certificate from the Sales Tax Officer concerned, without which the tenders will not be considered. 7. Agreement & Security Money: - (A) Successful Tenderer will have to enter in to an agreement (on Rs. 100/- Non-Judicial Stamp Paper) in the prescribed form and deposit security amounting to 5% of the cost of the work allotted, for the due performance of the contract. (B) Only the successful Tenderer is require depositing the amount of security deposit in terms of Cash or Draft. (C) The security money will be returned after completion of the agreed contract and final payment. The Board on such security amount will pay no interest. (D) The contractor shall pay the expenses of completing and stamping the agreement. If the successful Tenderer fails to deposit security or execute agreement within the prescribed period such failure will be treated as a breach of terms and conditions and will result in the forfeiture of the earnest money. (E) The security amount shall be forfeited if the Tenderer quote lower rates wrongly and/ or the work is found not acceptable. 8. (a) The Secretary reserves the right of entrusting the work to any firm and is not bound to entrust the job to the lowest Tenderer. (b) The Secretary may distribute the processing work to different computing centres and it would not be necessary that the work of all the examinations be assigned to single firm only. E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 12 9. After issuance of work order the schedule of work, time period for execution shall be as under: Sr. No. Type of OMR / Exam. Printing of Blank OMR/Sheets Time Period for giving final delivery of OMR Sheet including roll number printing etc. Probable month of delivery 1 Practical Examination (Tentative No. of Sheets10,000) One Week after final approval of the Proof by Board One week after giving final data by the Board. II week of January 2. Sessional (Tentative No. of Sheets) 2.00 Lacs. 15 days after final approval of the Proof by Board 15 days after giving final date by the Board Jan/Feb. 3. Theory (Tentative number of sheets 3.00 Lacs.) 15 days after final approval of the Proof by Board 15days after giving final data by the Board. Feb./March I Week 10. Penalty :- A penalty of Rs. 3,000/- Per day shall be charged, as compared to time give above for any sort of delay at the end of computer firm. 11. (A) Data feeding through scanning shall be done at the Board premises. Board shall provide space for installation and power supply free of charge. After correction 100% correct data on CD as required. The firm has to supply converted data of all examinations on CD in required format and language without any extra cost. (B) Scanning No. Should be printed on each sheet by the scanner. 12. The contract may be terminated at any time due to failure to data feeding through scanning or the work being found unsatisfactory by the board, and as a result, the security amount deposited by the firm will be forfeited and the work allotted would be withdrawn. The Secretary reserves the right to get the work executed from other firm at the risk and cost of the firm which was given contract. 13. The firm will have to produce the bills to the Board for payments as under: i) Pre-examination: - a. 80% of the amount of pre-examination work including printing of OMR Sheet with Roll Numbers, on its supply. E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 13 b. 20% of the total Amount of Pre-examination after laboratory test of OMR Sheets Paper. ii) Post-Examination: - c. 60% of the amount of post examination work including scanning of OMR Sheet and its editing, on supply of the data on C.D. d. 40% of the total amount of Post Exam. after declaration of all Exam Result. Note : Payment will be made on the basis of number of sheets printed and scanned. No advance payment shall be made. 14. Any controversy or claim arising out of or breach thereof will be settled by the Secretary of the Board. The decision of the Secretary will be final and binding. In case of any dispute, all legal proceeding shall be lodged in courts situated in Ajmer only. 15. Deductions for Mistakes A. Minor Mistakes :- 1. Marks for individual Roll No. Wrongly scanned will be treated as a minor mistake and Rs. 10/- will be deducted for each such mistake. B. Major Mistakes :- 1. Marks of all the Roll Nos. of one OMR sheet or subject / paper code scanned wrongly will be treated as a major mistake. 2. Duplicate Award serial no treated as Major Mistake. Rs. 100/- will be deducted for each such major mistake. 16. Inspection of firm by the inspection committee may be carried out whenever necessary. 17. The contractor shall not assign or sublet his contract or any substantial part there of to any other agency. 18. The terms & conditions not specifically mentioned above, shall be as per GF&AR of Govt. of Rajasthan. 19. If a tenderer imposes conditions which are in addition to or in conflict with the conditions mentioned herein, his tender is liable to summary rejection. In any case none of such conditions will be deemed to have been accepted unless specifically mentioned in the letter of acceptance of tender issued by the Board. E-Mail :- secy-boser-rj@nic.in Web Site:- www.rajeduboard.nic.in 14 20. The Board would revised Contract after completion of one year work of the firm. Extension of the work for the subsequent year would be given only when services rendered by the firm is found satisfactory. The firm should be agreed to the additional terms and conditions arise while the extension is granted. 21. Maximum of 1% (of total OMR Sheet) wastage is acceptable. In case of more then this wastage, the deduction shall be made for the additional wastage from the firm's payment based on cost of OMR sheet supply. 22. Leakage of Secracy In case of any leakage / mishandling of Confidential / record fact(s) security money deposited by sad firm will be forfeited and the firm can be black listed. The final decision in this regard will be taken by at competent authority of Board. SECRETARY Board Of Secondary Education, Rajasthan, Ajmer. For further Information Contact: Name : Akhilesh Mittal, E-Mail : secy-boser-rj@nic.in, Phone Office : 0145-2627454, Fax : 0145-2627394. | 
