OFFICE OF THE CHIEF ELECTORAL OFFICER, DELHI

Old St. Stephen’s College Building, Kashmere Gate, Delhi -110006

Fax. Nos. 23988865, 23981513, 23963604 Email: ceodelhi.hqr@gmail.com

No. CEO/P&I/ 1143/2021-22/6787 Dated: 09.03.2022

TENDER DOCUMENT FOR PRINTING & SUPPLY OF PERSONALIZED COLOUR PVC

ELECTORS’ PHOTO IDENTITY CARDS ( EPIC) WITH PRINTING AND HOT
STAMPING OF HOLOGRAM AND PRINTING OF VOTER MANUAL KIT INCLUDING
ENVELOP, WELCOME LETTER AND VOTER GUIDE WITH NEW SECURITY
FEATURES IN NCT OF DELHI

1. SCHEDULE OF TENDER:

Name of the Tender Printing and Supply of Personalized

Estimated value of the work
Date of Release of Tender through e-
procurement solution
Pre-bid meeting/conference
Last date for submission of online tender
Earnest Money Deposit required
Last date of submission of EMD
Date of opening of technical bid
Date of opening of Financial bid
Colour PVC Electors’ Photo Identity
Cards (EPIC) with Printing and hot
stamping of hologram and printing of
Voter Manual kit including Envelop,
Welcome Letter and Voter Guide
Rs.5,00,00,000/-
9th March, 2022
14th March, 2022 at 11.30 AM
30th March, 2022 up to 1.00 PM
Rs.10,00,000.00(Rs ten lakhs only )
30th March, 2022 up to 1.00 PM
30th March, 2022 up to 3.00 PM
Will be notified later

2. THE NAME OF THE WORK, THE ESTIMATED VALUE OF WORK, EMD

 REQUIRED ARE AS UNDER:

Name of the work and Estimated value Earnest money

specifications required of the work deposit required
(in Rs.) (in Rs.)
Printing and Supply of Personalized
Colour PVC Electors’ Photo Identity Rs. 5,00,00,000.00 Rs.10,00,000.00
Cards (EPIC) with Printing and hot (Rs five crores) (Rs. Ten lakhs)
stamping of hologram and printing
of Voter Manual kit including
Envelop, welcome Letter and Voter
Guide

3. SPECIFICATION AND SECURITY FEATURES OF THE PVC EPIC :

Specification of the EPIC card with new Security Features as per ECI letter No.
23/EPIC/Security/2021-ERS dated 18/01/2022 (Annexure-XI) are as under:
1. The new PVC EPIC will be horizonal in shape with the following Size:
(a) Card Size : 80 (86mm x 54mm x 0.76mm) variation permissible of plus
and minus 5%.
(b) Thickness : 760 microns(plus and minus 10%)
2. Hologram : Hologram size( after stamping): 16mm X12 mm. To be hot
stamped made up of 19-23 Micron polyesters film of Gold/Sliver shade.
3. Micro text : Text as border of the Photograph in size 19 to 25 micron.
4. Ghost image printing: Elector photograph (Front side).
5. Guilloche Pattern on the base of the card ( Three colour guilloche design).
6. OR Bar Code with 3000+ text characters
7. Other specification of the PVC EPIC card/ Hologram and Voter Manual kit are
appended below:-

a) Cardtype All new cards will be printed on a PVC sheet with a

coloured photograph.
MaterialPolyVinylChloride,Glossy/Matfinishing
(PVC)+PolyetheneTerephthalateGlycol(PETG.
b) Cardsize: 80 (86mm x 54mm x 0.76mm) variation permissible of
plus and minus 5%
c) Thickness: 760 microns (=/‐10%)
d) Lamination(Ove Glossy/Mat finishing
rlay)
e) Design &Layout Indicative design provided with bid document.
Electiondepartmentmayalterthedesign,colourschemeandlay
outanytime.
f) ISO Standard CR‐80 type adhering to ISO/IEC 7810 /10373 standards
g) SpecialFeature QRBarcodewith3000+textcharacters.However,Electiondepar
tment,
mayalterthesize,specificationsandlayoutoftheORcodeanytim
ebefore orduringthecurrencyofthecontract
h) Guillochepatternonthebaseofthecard.Designshallbeprovidedby the
Electiondepartment(Threecolourguillochedesign)
i) TheNationalEmblemprintedontheupperleft-
handcornerandElectionCommissionofIndialogo printedontheupperright-
handcornerincolour
j) Hot stamping of Hologram as per specification given in clause (p) below

k) Other features /Personalization:

l) Back Relief tint of “Election Commission of India” in bilingual,
i.e., English & Hindi
m) Front:‐ “ELECTIONCOMMISSIONOFINDIA”inEnglish&inHindiontheto
p.
• “ELECTORPHOTOIDENTITYCARD”inEnglish&inHindibelow

“ELECTION COMMISSION OF INDIA”.

• EPICnumberoftheElectorprintedinalphabets&nu
mbersandalsoin“barcode”inthespecified place.
• ColourphotooftheElector
• Nameoftheelector,printedinEnglishandHindianditsdeta
ilinEnglishandHindi
‘Relationname’,printedinEnglishandHindianditsdetailinEn
glishandHindi
n) Back
 Sex”printedinEnglishandHindianditsvalue/detailinEnglishan
dHindi.
 “Dateofbirth/Age”printed,inEnglishandHindianditsval
ue/detailinEnglishand Hindi.
 “Address”,printedinEnglishandHindianditsvalue/detailinEngli
shandHindi.
 “AssemblyConstituencyNumberandName”,printedi
nEnglishandinHindianditsvalue/detailinEnglishandHi
ndi.

 “PartNumberandName”,inEnglishandinHindia
nditsvalue/detailinEnglish andHindi.
 Date in English and Hindi anditsvalue/details.
 ScannedsignatureofElectoralRegistrationOfficer.
 “ElectoralRegistrationOfficer”,inEnglishinHin
diandits value/detailinEnglishandHindi.

 Thefollowingwouldbeprintedatt
hebottomoftheEPICinEnglishand
Hindi:‐Note:

MerepossessionofElectorPhotoIdentityCardisnoguar
anteeofnamebeingpresentinelectoralrolls.
Pleasecheckyournameinthecurrentelectoralrollsbe
foreeveryelection.

Dateofbirthmentionedinthiscardshallnotbetreatedasproofofa
geordateofbirthforanypurpose
otherthanregistrationinelectoralrolls.

Note:

1. Theabovespecificationsmaybechangedaspertheguid
elinesofECI.ThevendorhastosupplythePVCcards
aspertheguidelinesofECIinforcefromtimetotime.
2. Name, address and all other details which are to
be printed on EPIC, should be properly
 accommodated within specified format/range.

o) Sample card

IndicativeSampleofPVCEPIC

 Sample of Pre‐Printed‐PVC Card (Indicative only):

p) Specifications & security features of Hologram

(i) Holographic Indicative list of high security anti-counterfeiting

Features holographic features are :
Overt:
MotionEffects
Multi-channelEffects
True ColorEffects
GradientEffects
Covert:
 Micro SecurityFeatures
 CLRbasedEffects
Forensic:
 Nano SecurityFeatures
Note:Selectedbidderwillberequiredtoprovide5sampledesigns
in consultation with CEO Delhi based on aforesaid (or
other better) featuresforfinalizationbyCEO Delhi.
 (ii) Film Vacuummetalized,19to23micronpolyesterfilmofSilverand
Type Gold shade to be used.

(iii) Hologram Hologram size (before stamping) : 20mm x 15mm

Size
Job size or die size (after stamping) : 16mm x 12mm

(iv) Hologram ThesecurityhologrammustbesuitableforhotstampingonEP

Type IC
card.Itshouldbeasperthedesign,approvedandfinalizedbyECI.

(v) Adhesive Thermo Plastic polymer based adhesive to be used.

(vi) Hologram Gold/Silver Foil to be used

color
(vii) Numbering Each hologram has to be serially numbered to ensure
proper
accountabilityoftheholographichotstampingfoil(numberin
g
mustnotvanishbyrubbingfingersuponit).Numberingmayb
e
ontheholographichotstampingfoilovertheholographicdesign
oronthefoil.However,uponhotstampingitmustnotget
transferredontothecard.

(viii) ThediagrammaticrepresentationoftheECIhologramfordi
Sample mensionsprehotstamping
andposthotstampingareasunder:-
(ix) Each delivery of hologram shoul accompanied by a “quality test
report from a Government Lab” based on the following tests:
A. Chemical
S.No Agent Total Time Concentration
1 Petrol 5 minutes Pure
2 Diesel 5 minutes Pure
3 Hot 30 minutes Pure
water(65°C)
4 Normal Soap 1 hour 5%
Water
B. Physical checks
Sno. Agent Test Procedure
1 Image Check visually for the Brightness, visible
Quality defects/spots.
2 Flakes Thestampedimageshouldbefreefromflakes
alongthe sides of the hot stamping area.

3 Smudge Brisklyrubtheimagewithyourfingerabout1
Test 0to12
times&checkvisuallyforanydeteriorationtot
 heimage.
4 Tape Test Apply3M810Scotchtape(MagicTape),onth
esample& pull it abruptly in a single jerk
at 25° angle to check
visuallyforanyresidueontheTape.Thesamp
leshould withstand Tape Test without
peel-off.

5 Effect Exposing the card to 27°C at 65% RH for

ofHumidity 18 hrs in a Humidity Chamber.

6 Effect after Expose the card to 50°C & 80% RH for

exposing the 18 hours in a
card to humiditychamber&checkvisuallyforanydete
50°C & rioration
80%RHfor1 totheimageafterrubbingthesurfacewithtiss
8hours uepaper.
r) Specifications of Voter kit to be printed and auto enveloped
Item Size(in No Paper Type of Remarks
cm) of printing
lea
f
Welcome letter 21X 29.7 01 75 GSM Colour Printing will
Maplitho both side be done as
Voter Guide 9.5X16.5 06 paper ( Colour per
+/-5%) both side design/layo
Window Envelop 10.5X23.5 01 from “’A” Colour ut approved
grade mill single by CEO,
side Delhi

4. ELIGIBILITY CRITERIA :

The basic eligibility criteria for submission of bids are as follows :-

a) The bidder must be a reputed Firm/Company/Agency who are currently supplying
Visa Card or Master Card or RuPay or PVC Aadhaar Card having ISO 27001 and ISO
9001 certificates and having requisite installed capacity to manufacture PVC EPIC
Cards with facility for hot stamping of hologram, for a period of at least preceding
three (03) financial years in India i.e. 2018-2019 , 2019-2020 and 2020-2021.

b) The Firm/Company/Agency must be incorporated or registered in India under the

relevant laws during the preceding three financial years.

c) The bidder’s average annual turnover from the activity of supply Visa Card or
Master Card or RuPay or PVC Aadhaar Card having ISO 27001 and ISO 9001
certificates and having requisite installed capacity to manufacture PVC EPIC Cards
should not be less than Rs.2,50,00,000/- per year during the last three preceding
financial years i.e. 2018-2019 , 2019-2020 and 2020-2021.

d) The bidder shall have experience and past performance in executing work of
currently supply Visa Card or Master Card or RuPay or PVC Aadhaar Card having
ISO 27001 and ISO 9001 certificates and having requisite installed capacity to
manufacture PVC EPIC Cards during preceding three financial years in any
Government Department /Public sector undertaking (PSUs) as given below:

(i) Three similar completed works of an amount not less than Rs.2.00 Crores.
(ii) Two similar completed works of an amount not less than Rs.2.50 Crores.
(iii) One similar completed work of amount not less than Rs.4.00 Crores.

e) The bidder must have prior experience in executing work of supply Visa Card or
Master Card or RuPay or PVC Aadhaar Card having ISO 27001 and ISO 9001
certificates and having requisite installed capacity to manufacture PVC EPIC Cards
(No Sub contracted experience shall be allowed).
f) The bidder blacklisted by any of the Government department/Organizations is not
eligible to participate in the tender.
g) The bidder must have valid PAN No. under IT Act, & valid GST No. under Goods &
Service Tax Act.
 h) The bidder must possess the valid certificate from Visa Card / Master Card / RuPay.

A bidder must fulfill all the criteria mentioned above in Para-4 (Eligibility
Criteria), failing which bidder shall not be considered for opening of Financial Bid

5. TECHNICAL BID:

The bidder should submit an online Technical Bid and the bid should contain the
following documents:

(a) Performa for Bidder’s particulars (Annexure- I).

(b) Performa for Technical bid (Annexure- II).

(c) Performa for Past Experience /work executed (Annexure-III)
(d) Performa for details of Turnover(Annexure-IV)
(e) Self- attested copy of valid registration certificate of firm/company/Agency.
(f) Self- attested copy of valid PAN No. of the firm/company/Agency
(g) Self-attested copy of valid GST No. Of the firm/company/Agency
(h) Letter of Authorized Signatory& Authorization certificate in Annexure-VII.
(i) Security Printer Certificate (Annexure-VI).
(j) Bidder’s undertaking certificate in Annexure-VIII.
(k) Certificate of Conformity /No Deviation ( Annexure-IX).
(l) Audited Balance Sheet of the last 03 years, ending 31st march of the previous
financial year i.e. 2018-2019 , 2019-2020 and 2020-2021 (showing minimum
average annual turnover of Rs.2.50Crores per annum from the activity of printing
and supply Visa Card or Master Card or RuPay or PVC Aadhaar Card having ISO
27001 and ISO 9001 certificates and having requisite installed capacity to
manufacture PVC EPIC Cards . The balance sheet should be duly authenticated by
a Registered Chartered Accountant. A statement in the prescribed format should
also be submitted in this regard in the Technical Bid in (Annexure- IV.

(m) Proof of experience (work order and experience certificate) from the concerned
organizations (Government/Public Sector Undertakings) along with Information in
Annexure- III (duly filled) to be submitted in the Technical bid.
(n) The bidder shall deposit Earnest Money Deposit (EMD) physically in Room No. 7,
P&I Branch of this Department (As per details given below) in the form of A/c
payee Demand Draft/Fixed Deposit Receipt/Bank Guarantee from any
Nationalized/Scheduled/Commercial Bank located in India payable at Delhi drawn in
favor of Chief Electoral Officer, Delhi before the last date and time prescribed for
physical submission of EMD. The EMD for printing and supply of PVC EPIC is
Rs.10,00,000/-(Rs. Ten lakhs only).The Earnest money will be forfeited in case the
bid is withdrawn during the period of tender’s validity or if the successful bidder
refuses to execute the contract or fails to furnish the required Performance Security
within the stipulated time. Exemption from the deposit of EMD in case of MSME will
be considered as per rules.

(o) An Undertaking to the effect that the Firm/Company/Agency has not been
blacklisted by any of the Department/Organizations of the Govt. of India/State
Govt./Government of NCT of Delhi/PSUs and no criminal case is pending against the
said Firm/company/Agency.

(p) The bidder shall have an experience and past performance in executing work of
printing and supply Visa Card or Master Card or RuPay or PVC Aadhaar Card having
ISO 27001 and ISO 9001 certificates and having requisite installed capacity to
manufacture PVC EPIC Cards, for preceding three financial years in any Government
Department /Public sector undertaking (PSUs) as given below and proof to this
effect should be submitted in technical bid:
(i) Three similar completed works of an amount not less than Rs.2.00 Crores
(ii) Two similar completed works of an amount not less than Rs.2.50 Crores..
(iii) One similar completed work of amount not less than Rs.4.00 Crores.

(q) The Biddershould have installed ( in house )capacityto manufacture personalized cards
on PVC core /sheet with all securityfeaturesofnotlessthan 5,000 cardsperdayfor
whichthebiddertakesorders.

(r) The bidder shall procure the Hologram from the reputed Hologram manufacturer
who should be a member of Authentication Solutions Providers Association (ASPA),
 International Hologram Manufacturers Association at (IHMA) ISO 9001 Certification
and must be certified under Security Certification – TUV-ASPA (Formerly known as
HOMAI) Hologram Security Standards.

Note:Documentaryevidencemustbefurnishedagainsteachoftheabovecriteriaalongwitha
n
index.AlldocumentsmustbesignedbytheCS/authorizedsignatoryoftheBidder.Rel
evant
portions,inthedocumentssubmittedinpursuanceofeligibilitycriteria,shouldbehig
hlighted.

6. FINANCIAL BID - Should have only price/rate quoted by the bidder.(Annexure-V).

7. SCOPE OF WORK:
(a) In an effort to prevent electoral fraud, EPICs or Electoral Photo Identity Card was
introduced by the Election Commission of India (ECI) in the year 1993.
Guidelines have been issued by ECI from time to time to incorporate various
security features in EPIC. The ECI has directed that “ Colour PVC Card
manufacturer and security printer”‐ with in‐house printing on PVC sheet with
security features and capabilities of personalization, and proper security
management to be selected. EPIC to be supplied with prescribed security
features and personalization details printed upon them. The ECI has also
directed that EPIC cards will be procured by CEO/District Election Officers/District
Magistrates.

(b) TheBiddersarerequestedtoexaminetheinstructions,terms&conditions,specifications
andECIguidelineson
PersonalizedPVCEPICsissuedintimetotimewhichareavailableonECIwebsite,giveninthebi
d.Failuretofurnishall
requiredinformationineveryrespectwillbeattheBidder'sriskandmayresultintherejecti
onofbid.

(c) ItwillbeimperativeforeachBidder(s)tofamiliarizeitself/themselveswiththeprevailinglegal
situationsforthe
 executionofcontract.ThisDepartmentshallnotentertainanyrequestforclarificationfromthe
Bidderregardingsuch legalaspectsofsubmissionoftheBids.
(d) ItwillbetheresponsibilityoftheBidderthatallfactorshavebeeninvestigatedandconsideredw
hilesubmittingthe
Bidsandnoclaimwhatsoeverincludingthoseoffinancialadjustmentstothecontractawarded
underthistenderwill
beentertained.Neitheranytimeextensionnorfinancialadjustmentsarisingthereofshallbep
ermittedonaccountof failurebytheBiddertoappraisethemselves.

(e) TheBiddershallbedeemedtohavesatisfieditselffullybeforeBiddingastothecorrectnessands
ufficiencyofitsBids
forthecontractandpricequotedintheBidtocoverallobligationsunderthisTender.

(f) ItmustbeclearlyunderstoodthattheTerms&Conditionsandspecificationsareintendedtobe
strictlyenforcedalong
withECIguidelinesinthesubjectmatter.Noescalationofcostinthewillbepermitted
throughouttheperiodofcontractorthroughouttheperiodofcompletionofcontractwhichever
islateronaccountof anyreasonswhatsoever. However,
thebenefitofpricefallduetoanyreasonshallbepassedon.

(g) TheBiddershouldbefullyandcompletelyresponsibleforallthedeliveries
anddeliverableswithinthestipulatedtimelines to all 11(Eleven) District Election
Officers in NCT of Delhi without any additional delivery charge.List of District
Election Officers/District Magistrate is Annexure-XII.

(h) TotalColour PVC

EPICsprintedintheState/UTinthelastthreeyears(2018‐19,2019‐20and2020‐21)=25.
00 lakhs( Approx).

(i) ThePersonalizedPVCEPICsshallbesuppliedwithprescribedsecurityfeaturesandpersonaliz
ationdetailsprinted uponthem, andhotstampingofHologram duly enveloped with
welcome kit as approved by CEO, Delhi in compliance with the directions issued
by Election Commission of India, to be delivered in the office of District Election
Officers/District Magistrates, packed in AC/ERO wise.
 (j) The selected vendor shall procure the Hologram from a reputed Hologram
manufacturer as per specification given by the Election Commission of India vide
letter dated 18.01.2022(Annexure-XI). The Hologram manufacturer should be
member of the Authentication Solutions Providers Association (ASPA),
International Hologram Manufacturers Association at (IHMA) ISO 9001
Certification and must be certified under Security Certification – TUV-ASPA (Formerly
known as HOMAI) Hologram Security Standards. The cost of Procurement of
Hologram & hot stamping shall be included in the price Bid. No additional charge
for Hologram will be paid.

(k) The selected bidder shall have facility of auto enveloping and deliver the
Personalized PVC EPICs in the covers duly printed asspecified in Clause 3(r ) of
the tender document i.eSpecification of Voter Manual kit to be printed and auto
enveloped.

8. SUBMISSION OF BID:

a) Allprospectivebidders are
advisedtocarefullygothroughthebiddocumentprovidedonthevariouswebsites
asmentionedinthebid
documentsothattheywillcometoknowwhatexactlyisdemanded.Whilebidders
submittingtheirBidselectronicallyshallfollowtheelectronicbidsubmissionprocedureasspec
ifiedonthe Statee‐ProcurementPortal, http://govtprocurement.delhi.gov.in
ThebidisforPrinting and Supply of Personalized PVC Electors’ Photo Identity Cards
(EPIC) with new security features in NCT of Delhi.

b) Thebidders are
requiredtodigitallysigneachpageofthebidasatokenofacceptanceofbidbytheauthorize
d signatoryfailingwhichthebidmay be liabletobenon-
responsiveandrejected.Thesignedbidshallbeuploaded
usingDSCtoe‐Procwebsitehttp://govtprocurement.delhi.gov.in.
 c) Technical bid containing Eligibility Criteria and technical
aspects/information/documents should be
separatelyuploadedandFinancialbidshallalsobeuploadedseparatelyalongwithrespec
tiveassociated documents as mentioned in the bid document.

d) BiddersmaysubmittheirBidsthroughelectronicmethodi.e.throughhttp://govtprocure
ment.delhi.gov.inon or before bid submission date/time.

e) TheProcuringEntityisnotresponsibleaboutnon-
submissionofbidelectronicallyintimeduetoanytechnical
ornon‐technicalreason(s)whatsoever,therefore,prospectivebiddersaresuggestedto
avoid thelast-minute submission ofbid.

9. MANAGEMENT/SUPERVISION OF SUPPLY/COORDINATION BY SUCCESSFUL

BIDDER:

(a) ThesuccessfulL-1bidderhavetoappropriatelyestablishasetup to act as single point of contract

intheStateof(NCT of Delhi)to coordinate,track,manage,andcontrolsupplies.Single Point of
Contact ofthebiddershallbeintimated
toalldistrictsandCEOofficealongwithemail,faxandlandlinenumberetc.All cost regarding
setting up of such single point of contract should be born by the successful bidder.

(b) ThesuccessfulbidderwillsupplyPersonalizedColourPVCEPICsERO /AC

wisetotheconcernedDistrictonlywhoplacedthe
supplyordernottootherDEOs.Thereshouldnotbeanylapsesinthisregardotherwisethe
periodforsupplyof
PersonalizedColourPVCEPCstothecorrectdestinationshallbecountedinthedelayinsupplyo
nwhichLDclausewill beapplicable. List District Election Officers along with the office
address is attached at Annexure-XII.

(c) All the expenses towards replacing defective Personalized PVC EPICs to DEOs shall be
borne by successful bidder only. The vendor has to provide Personalized PVC EPICs
with in a stipulated time as mentioned by the DEO concerned. The concerning DEOs
shall safely dispose of all the defective cards and rejected lot(s) of cards.
(d) The Successful bidder have to coordinate with the District Election
Officers/District Magistrate in NCT of Delhi to ensure supply of the personalized
Colur PVC EPIC card within 15 days from the receipt of data.

(e) The successful biddershould havethe automated process to ensure 100%

accuracy.

(f) The vendor will deliver the Personalized Colour PVC EPICs to the concerning
District Election Office/ DM office, in AC/ERO wise within the supply period
mentioned in the Supply/Work Order and a receipt will be taken. No additional
payment will be given towards packing, delivery etc. of the cards to the
respective districts.

(g) The successful bidder shall furnish a Non-disclosure of information agreement in

format Annexure—XIII on letter head that the bidder has not breached IPR
policy i.e. not copied in any form, not shown/given to any entity, not used for the
purposed other than the purpose mentioned in the bid etc.

(h) The vendor will again prepare the Personalized PVC EPICs which have been used
for testing and payment for only those cards sent for testing, will be paid as per
the approved rate subject to the condition that the sample(s) has/have not failed
otherwise whole lot shall be supplied again by the vendor.

(i) Vendors shall also be responsible to collect only those E‐Roll data of electors
which are required to personalize the EPIC otherwise immediately for extra
data/incomplete data, the vendors will bring this into the knowledge of District
Election Officers/District Magistrates to rectify.

(j) The vendor is responsible to supply the personalized PVC EPICs Assembly
Constituency wise to the District concerned. There should not be any lapses in
this arrangement

(k) The vendor will submit a periodical Statement of Account of Cards in the format
 given below:

(i) Serial Number.

(ii) Order Received ( no date and quantity), AC wise
(iii) Data received in the appropriate form (Intellectual Property Rights-IPR lies
with the CEO, Delhi/ECI.
(iv) Personalized PVC EPICs delivered by the vendor with consignment no., date,
quantity.

10.ROLE / RESPONSIBILITY OF DISTRICT ELECTION OFFICERS/DISTRICT

MAGISTRATES:

(a) This bid is being invited on behalf of all DistrictElectionOfficers of the State,
therefore, all 11 District Election Officers/District Magistrates in NCT of Delhi
would act as Executing Entities for this bid.

(b) TheChief Electoral Officer,Delhiisinvitingthisbidonbehalfofthe District Election

Officers/District
Magistratesduetominimizingthetotalcostandearlysupplylookingtothevolume.All
District Election Officers/District Magistrates of(NCT of
Delhi),therefore,willbeactingasProcurementEntityfortheirdistrict.Offers
havebeeninvitedcentrallyonlytogetreasonableandcompetitiveratesforthesubjectmatte
rof thebid.

(c) AlltheDistrict Election Officers/District Magistrates

oftheStatehavebeendelegatedpowerstoperformall activities including executing the
agreement (in Annexure-X)with successful
BidderanddutiesastheyareProcuringEntity,suchasorderplacing/processing
ontime,foreseerequirementleadingtoplacingorderandresponsibleforthesmoothflowofg
oods,
fromorderandstoragetodistribution,trackingorder,management,monitoring,takingacti
on,
ensuresordersadheretoagreement,paymentontheirownaspersupplywithoutanyne
edof approval/information of this Department, auditing, testing/checking, grievance
 redressal, approve
theorderinggoods,terminateduetoshortlistedbiddersbecomedefaulter,finalizepurchasedetai
ls
ofordersanddeliveries,supervisingcompliancewithrulesandprocedures,etc.(butnotlimit
edto theseonly).

(d) Testingofsampletakenoutrandomlyfromthesuppliedlotmaybetested/checkedfrom
any
GovernmentlaborGovernmentApprovedLaborPrivateLabaccreditedbytheNABI(Nat
ion AccreditationBoardforTesting&CalibrationLaboratories).

(e) AllDistrict Election Officers/District Magistrates in NCT of

Delhiaretohandleandmanagethistenderendtoendas they have been doing in
other tenders/bids.

(f) For this bid, after executing of the Agreement, all the District Election
Officers/District Magistrates of the State shall be discharging post agreement
jobs/activities, management, monitoring, payment, testing/checking, taking
action against the vendor, grievance redressal, etc. (but not limited to these
only),. All the responsibilities regarding this bid shall be of all District Election
Officers/District Magistrates concerned.

(g) District Election Officers/District Magistrates will place Work/Supply Order for
“Printing and Supply of personalized PVC EPIC Bid with new Security Features ”
within the duration of the contract period as per their need with the short‐listed
successful bidders called “vendors” along with relevant Data of EPIC online such
as Email/Google‐Drive/FTP to the vendors’ server, if any, etc.

(h) The District Election Officers/District Magistrates will be responsible to provide

only those EPIC data of electors which are required to personalize the PVC EPICs
in appropriate format (in this District Election Officers/District Magistrates
should be responsible and meticulously comply with the ECI guidelines/circular
about data to be given on appropriate media in suitable format online to the
vendor).
(i) The District Election Officers/District Magistrates in NCT of Delhi may send the
data of EPICs for printing and personalization as per their requirements during
the execution of the contract.

(j) The District Election Officers/District Magistrates will take out few EPICs out of
the supplied lot (one out of 10000 cards but minimum of 4 cards ) and get them
tested by approved lab by the CEO. The charges for Testing shall be paid by
Government/District Election Officers.

(k) The District Election Officers/District Magistrates shall ensure that the proper
record of personalized PVC EPIC card is maintained in the format given below.
DEOs may modify/add/delete it):
(i) Sr. no.,
(ii) Supply order no., date, and Quantity, AC-wise
(iii) Date of handing over EPIC Data to vendor,
(iv) Mentioned period of supply with exact date,
(v) Date of supply made by the vendor along with quantity
(vi) Late supply, if yes by how many days (SLA applicable)
(vii) Lot accepted or rejected.
(viii) If rejected then date and number of returning the lot to the vendor along
with the quantity.
(ix) Remarks, if any.

(l) Data Received in the appropriate form is the Intellectual Property Rights – IPR
and lies with this Department/ECI).

(m) The District Election Officers/District Magistrates will get randomly selected
samples tested and keep a record viz. (indicative list of columns ‐District
Election Officers/District Magistrates may modify/add/delete it):
(i) Sr no.
(ii) Order no. & date
(iii) Name of Testing Lab with number of samples
(iv) Keep EPIC nos. of those samples
 (v) Date of receiving testing report, report no. and date
(vi) Number of failed/Passed samples
(vii) Lot is rejected if even single sample failed
(viii) Intimation letter no. and date
(ix) Replacement supply made (no., date and quantity).
(x) Late supply, if yes by how many days (SLA applicable.

(n) District Election Officers/District

Magistrates(performingasPE)shallplaceSupply/WorkOrderaccordingtotheirneedorurg
encyduringthecontract period.

(o) District Election Officers/District

Magistratesshallreceivesupplyi.e.PersonalizedPVCEPICs from the selected printer
, in cover.

(p) District Election Officers/District Magistratesshall also singe/execute Non

Disclosure Agreement with the successful bidder as per sample given in
Annexure-XIII.

11. PENALTY FOR DELAY:

(a) The bidder should be able to print and supply personalized PVC EPIC cards as
per the data provided by the District Election Officers/ SDMs (Election)
concerned. The bidder shall have to complete the work, including delivery of the
PVC EPIC Cards in all 11 District Election Officesin NCT of Delhi within a period
of 15 days from the date of receipt of data. No extension of time shall be
allowed unless there is reasonable ground for the same and procuring entity
(District Election Officer) is satisfied with.

(b) Incase,thecontractordoesn'tcommencetheworkasrequiredbyDEOwithinthestipulat
ed period, Liquidated Damages clauseshallbeattractedtothebidder.

(c) Incaseofextensioninthedeliveryperiodwithliquidateddamagestherecoveryshallbe
 made onthebasisof the followingpercentagesof the valueofStores ( PVC EPIC CARDs)
which thebidderhasfailedtosupply:

S.No Delay period Penalty

(i) delayuptoone-fourthperiodoftheprescribeddeliveryperiod 2.5%

(ii) delayexceedingone- 5.0%

fourthbutnotexceedinghalfoftheprescribedperiod
(iii) delayexceedinghalfbutnotexceedingthreefourthoftheprescrib 7.5%
edperiod
(iv) delayexceedingthreefourthoftheprescribedperiod 10%

(d) Fractionofadayin the

reckoningperiodofdelayinsuppliesshallbeeliminatedifitislessthan half aday

(e) Themaximumamountofliquidateddamagesshallbe10%ofthecontractvalue.

12. OTHER TERMS AND CONDITIONS:

(a) The bidder must quote the rates for Printing and Supply of Personalized PVC
Electors’ Photo Identity Cards (EPIC) with new security features in NCT of Delhi
including hologram and hot stamping of hologram and printing of voter manual
kit including Envelop, Welcome letter and Voter Guide in Indian currency
(Rupees)in the figure as well as in words( Hologram shall be procured by the
bidder at his end as per the [prescribed specifications). The rates quoted shall
be valid for a period of 36 months from the date of acceptance of the tender
and maybe further extendable up to 24 months, if required, by mutual
agreement. The rate quoted should be inclusive of all Taxes and levies, but
excluding of GST which will be paid as per Govt. norms.
(b) Printing will be done as per the specifications in the tender documents. The
bidder shall use the printing ink/toner of very high quality for the printing work.
The printed and personalized PVC EPIC Cards shall be clear and legible. The
rates quoted by the bidder shall be inclusive of all taxes (excluding GST) as
applicable and all other costs such as hot stamping pf hologram,, enveloping
etc. The price should be quoted F.O.R. Destination ie.. Office of all Eleven
District Election Officers in NCT of Delhi.

(c) The bidder must have capacity/ sufficient capability to carry out the work. The
bidder will not be allowed to delegate/transfer/ assign the contract or any part
thereof to some other party.

(d) The bidder who is allotted the work of printing shall have to deposit a
Performance Security Deposit equivalent to 10% of the value of work allotted in
the form of a Bank Guarantee/Fixed Deposit in a Bank in the name of the DDO
of respective District Election Offices, Delhi. In case of failure on the part of the
contract or to execute the work as per terms & conditions and to the full
satisfaction of the Chief Electoral Officer/ District Election Officer, the
Performance Security Deposit furnished by him shall be forfeited to the
Government. Besides it, the firm may also be blacklisted.

(e) The bidder shall depute at least one liaison officer/manager to deal & co-
ordinate with the concerned Election Districts , NCT of Delhi.

(f) The bidder will not use document(s) and data for any purpose and will not give
the document(s)and data to any person/organization. The document(s) and
election data will be sole property of the department. If at any movement of
time, it comes to the notice of the department regarding misuse of document(s)
and election data, the department has the right to cancel the contract and
forfeit the performance security and no payment will be made for the work and
criminal case will be registered against the party/vendor.

(g) Each bidder should also submit 05 PVC Cards, as a sample along with the Test
Report from a Government approved Lab confirming the Specifications of the
 PVC Card, physically by 30th March,22 up to 01:00 PM at Room No.7, P&I
Branch, CEO’s office, Old St. Stephen’s College Building, Kashmere Gate, Delhi-
110 006. Failing to submit the printed samples & specimen sheets, the bid shall
be summarily rejected, and no further enquiries will be entertained in this
regard.

(h) The Chief Electoral Officer, Delhi reserves the right to inspect venues/units
where the job is executed either by herself/himself or any other officer(s)
authorized by her/him, to ensure the job is being executed as per the stipulated
time schedule and to her/his satisfaction.

(i) Payments to the printed and personalized PVC EPIC Cards will be made by the
DEO/DM of the District concerned within 45 days after receipt of the invoice/bill
after due verification. Any tender bid with any condition with regard to advance
payment at the time of delivery of PVC PEIC Cards shall not be considered.

(j) Earnest money Deposit will not be accepted in the form of Cash/Money order.
The EMD shall remain valid for a period of six months. The EMD must be
submitted physically in Room No. 7, P&I cell of the office of Chief Electoral
Officer, Delhi by 01:00 PM on 30th March,2022. The tender must be submitted
online on the website http://govtprocurement.delhi.gov.inbefore the last date &
time prescribed for submission of tender. Tenders will not be accepted if sent by
post or any other medium, under any circumstances.

(k) Technical Bid of all the bidders will be opened on the day mentioned in the
schedule i.e.30th March,2022 at 03:00 PM in the Conference Hall in the
Office of Chief Electoral Officer, Old St. Stephen’s College Building, Kashmere
gate, Delhi in the presence of bidders or their duly authorized representatives
(in writing), who wish to be present on the occasion.

(l) The estimated number of PVC EPIC cards is around Thirty lakhs in three years,
However, the quantity may vary.

(m) The Chief Electoral Officer, Delhi reserves the right to accept or reject one or all
 the tenders or accept any tender in part, without assigning any reason thereof.

(n) The successful bidder will have to sign an agreement with the DEO of the
District concerned or with any other officer authorized by him/her before the
execution of the work and within seven working days of an offer for the award
of work in the Standard Contract Form given in Annexure-X.

(o) The success bidder must accept the terms and conditions of the Non-disclosure
Agreement, as mentioned in the format (annexure-XIII).

(p) Each and every document up-loaded along with bid should be signed by the
Authorized Signatory of the Company/Firm/Agency and same should be up-
loaded along with bid.

(q) The Firm/Company/Agency whom the work has been awarded should have
sufficient capacity to carry out the work. The bidder will not be allowed to
delegate/transfer/assign the contract or any part thereof to some other party.

(r) Any person who is in Government service or an employee of the Department

should not be made a partner to the contract, by the bidder directly or indirectly
in any manner whatsoever.

(s) The rates quoted should be inclusive of all taxes/duties/levies (but excluding of
GST which will be paid as per Govt. norms) and FOB destination basis. No
additional charges /cost for transportation shall be provided by the Department.
GST shall be paid as applicable by the Government from time to time.

(t) Willing firms/companies/agencies are requested to visit website

https://govtprocurement.delhi.gov.in for detailed information and may inquire
at phone No.011-23918951 /011-23988865 with Sh. T. MISAO, Asst. Chief
Electoral Officer (P&I), CEO Office for any clarification. For assistance in filing
tender on above website, the bidder may also contact Helpdesk at Delhi
Government e-Procurement Cell , 6th Floor, VikasBhawan II, Upper Bela road,
Delhi-110054. A pre-bid conference will be held on 14th March, 2022 at
 11:30 AM in Conference Hall in the Office of Chief Electoral Officer, Old St.
Stephen’s College Building, Kashmere gate, Delhi for clarifying issues and
clearing doubts, if any, about the specifications and other allied
technical/procedural details of the items required.

(u) No advance payment will be made in any circumstances.

(v) The bidder must quote the rates for Printing and Supply of Personalized PVC
Electors’ Voter Identity Cards (EPIC) with new security features in NCT of Delhi
including hot stamping of hologram and enveloping for electors, in Indian
currency (Rupees)in the figure as well as in words. The rates quoted shall be
valid for a period of 36 months from the date of acceptance of the tender and
maybe further extendable up to 24 months, if required, by mutual agreement.
The rate quoted should be inclusive of all Taxes and levies, but excluding of GST
which will be paid as per Govt. norms.

(w) TheentireEMDshallbeforfeitedinthefollowingcases,namely:

(i) whenthebidderwithdrawsormodifiesitsbidafteropeningofbids;
(ii) whenthebidderdoesnotexecutetheagreement,ifany,afterplacementofsupply
/workorderwithin the specifiedperiod;
(iii) whenthebidderfailstocommencethesupplyofthegoodsorserviceorexecutewo
rkaspersupply/ workorderwithinthetimespecified;
(iv) whenthebidderdoesnotdeposittheperformancesecuritywithin a
specifiedperiodafterthesupply/ workorderisplaced;and
(v) ifthebidderbreachesanyprovisionofcodeofintegrity,prescribedforbidders,specifi
edinthebidding document/Asperthestaterules.
(vi) iftheBidderdoesnotacceptthecorrectionofitsBidPricepursuanttotherelevantb
iddingdocument.

(x) TheamountofPerformanceSecurity ( which is valid for a period 60 days beyond the

date of completion of all contractual obligations of the bidder) infullorpartmay be
forfeited, including interest,ifany,inthefollowingcases:
 (i) whentheBidderselected (L-
1)doesnotexecutetheagreementinaccordancewiththebidwithinthe
specifiedtimeperiod;afterissueofletterofacceptance/placementofsupplyorde
r;or
(ii) whentheBidder(L-
1)failstocommencethesupplyoftheGoodsorRelatedServicesaspersupply
orderwithinthetimespecified;or
(iii) whenBidder(L-
1)failstocommenceormakecompletesupplyoftheGoodsorRelatedServices
satisfactorilywithinthetimespecified;or
(iv) Whenanytermsandconditionsofthecontractisbreached;or
(v) Failurebythe (L-
1)BiddertopaytheProcuringEntityanyestablishedduesunderanyother
contract;or
(vi) ifthe(L-
1)BidderbreachesanyprovisionoftheCodeofIntegrityprescribedforBiddersintheA
ct andChapterVIoftheRulesandthisBiddingDocument.

(y) NoticewillbegiventothebidderwithreasonabletimebeforePerformanceSecuritydeposited
is forfeited.Thedecisionof CEO, Delhi inthisregardshallbefinalandabidedbythebidder.

(z) NointerestshallbepayableonthePerformanceSecuritydepositedbythe L-1bidder.

(aa) The successful bidder shall

haveanin‐houseCQM(cardQualityManufacturing)testinglabsasperISO standardsor
maygoforgovernmentlabtesting. The vendor
shallundertaketestingof1sampleper10,000PVCcards
printedforthefollowingparameters/testasperISOstandardsandkeepthetestingrepor
tsfor inspection of CEO/ DEO office.

(bb) CEO/DEOsreserves the right to get the random sample of the cards tested on
its own by CIPET.

(cc) InfailureinsampletestingconductedbyCIPET(orotherGovernmentAuthorizedlabs/testin
 gagencies),
thereshallbeapenaltyforeachnoncompliance.Thepenaltyshallbeassessedandlevied
oneach
instanceofnoncomplianceofthementionedtests,onquarterlybasisattherateof0.1%ofthe
costof
thecard(excludingtaxes)forthetotalnumberofcardsinthequarterfromwhichthesampleha
sbeen picked.The successful bidder
shallrectifytheanomalywithin10daysofintimationbyCIPETandgetthesametested again
forcompliance.

(dd) Thesuccessful Biddershallkeepconfidentialandshallnot,withoutthe

writtenconsentoftheotherpartyhereto,divulgetoanythirdpartyanydrawings,docum
ents,
data,orotherinformationfurnisheddirectlyorindirectlybytheotherpartyheretoinconnecti
on
withtheContract,whethersuchinformationhasbeenfurnishedpriorto,duringorfollowi
ng completionorterminationoftheContract.

(ee) TheSuccessfulBiddershallprovidesuchpackingoftheGoodsasisrequiredtoprevent
theirdamageordeteriorationduringtransittotheirfinaldestination,asindicatedintheContr
act.
Duringtransit,thepackingshallbesufficienttowithstand,withoutlimitation,roughhandling
and
exposuretoextremetemperatures,saltandprecipitation,andopenstorage.Packingcasesi
zeand
weightsshalltakeintoconsideration,whereappropriate,theremotenessofthefinaldestinat
ion oftheGoodsandtheabsenceofheavyhandlingfacilitiesatallpointsintransit.

(ff) Thepacking,marking,anddocumentationwithinandoutsidethepackagesshallcomply
strictly
withsuchspecialrequirementsasshallbeexpresslyprovidedforintheContract,includin
g
additionalrequirements,ifany,specifiedinthecontract,andinanyotherinstructionsordere
dby thePurchaser.
 (gg) ThegoodswillbedeliveredattheFORdestinationi.e.StoreoftheDEOofthedistrictconce
rned in perfectcondition, as per list attached in Annexure-XII.

13. FORCE MAJEURE :

Neither Party shall be in breach of its obligations under this Agreement (other than
payment obligations) or incur any liability to the other Party for any losses or
damages of any nature whatsoever incurred or suffered by that other (otherwise
than under any express indemnity in this Agreement) if and to the extent that it is
prevented from carrying out those obligations by, or such losses or damages are
caused by, a Force Majeure Event except to the extent that the relevant breach of
its obligations would have occurred, or the relevant losses or damages would have
arisen.

14. ARBITRATION CLAUSE;

(a) In the event of any question, dispute or differences arising between the parties
relating to the interpretation and application of the provision of this agreement,
such disputes or differences shall be resolved amicably with the mutual
consultations and on failure to do so shall be referred for arbitration. The
decision of the Arbitrator to the agreement in this regard shall be final and
binding upon both the parties.

(b) The parties shall continue to perform their obligations under this agreement
during arbitration proceedings. The location for arbitration will be within NCT of
Delhi. The arbitration procedure will be as per Indian Arbitration and Conciliation
Act, 1996. Further, the power to appoint an Arbitrator vest with Lt. Governor of
Delhi.

(c) Any dispute shall be subject to the exclusive jurisdiction of Delhi

Courts.
 (T MISAO)
Asstt. Chief Electoral Officer (P&I)

All the terms & conditions (SI.No.1 to 14) are accepted and binding on me/us.

(Signature of the bidder)

(Rubber seal)

ANNEXURE- I

PERFORMA FOR BIDDER’S PARTICULARS(upload with technical Bid)

1 Name of Work/Tender

2 Name of the
Firm/Company/Agency
3. Permanent office Address of the
Firm/Company/Agency.

4. Telephone Number of Firm/Company/Agency:

A Office
B Mobile No.
C Fax no.
5 Office address in Delhi/NCR (if any) Telephone Number

A Office
B Mobile No.
C Fax no.
7. Name of all
Directors/Partners/Proprieto
r etc.
8. Name & Designation of
Authorized signatory
A Office
B Mobile No.
C Fax no.
10. PAN No.
11 GST No.
12 Details of EMD (to be deposited in the form of DD/FDR/BG)
Amount DD/FDR/BG Number Date Drawn on
Rs.10,00,000.00
Declaration by the bidder:This is to certify that I/We before signing this tender
have read and fully understood all the terms and conditions contained herein and
undertake myself/ourselves to abide by them
(Signature of the bidder)
Name of bidder (with seal)

ANNEXURE- II

Performa for technical bid for Printing and Supply of Personalized

Colour PVC Electors’ Photo Identity Cards (EPIC) with Printing and hot
stamping of hologram and printing of Voter Manual kit including
Envelop, welcome Letter and Voter Guide with new security features in
NCT of Delhi

S. Name of Desired documents Whether copy of

No desired
certificates/docu
mentsuploaded
1. Performa for Bidder’s particulars in Annexure-I Yes/No

2. Details of Experience & Past performance from the Yes/No

activity of supply Visa Card or Master Card or RuPay
or PVC Aadhaar Card having ISO 27001 and ISO 9001
certificates and having requisite installed capacity to
manufacture PVC EPIC Cards should not be less than
Rs.2,50,00,000/- per year during the last three
 preceding financial years i.e. 2018-2019 , 2019-2020
and 2020-21 in any Government
/authority/department/ autonomous body of State /
central Govt. in Annexure-III
3. All Documentary proof of experience/ Past Performance Yes/No
claimed in Annexure- III.
4. All Documentary proof of infrastructure/capacity Yes/No
claimed in Annexure- III
5. Details of Turnover in last 3 financial years(financial Yes/No
years i.e. 2018-2019 , 2019-2020 and 2020- 21) in
Annexure- IV
8. Audited Balance Sheets of last three financial years Yes/No
financial years i.e. 2018-2019 , 2019-2020 and 2020-
21 showing average annual turnover of
Rs.2,50,00,000.00(Rs. Two crore fifty lakhs)
9. Self-attested copy of Valid Registration certificate of Yes/No
firm/company/agency.
10 Self-attested copy of Valid PAN No. of the Yes/No
firm/company/agency
11 Self-attested copy of Valid GST No. of Yes/No
firm/company/agency
12 Letter of Authorized Signatory Yes /No

13 Bank Draft/FDR/BG for Rs. 10,00,000.00 in favour of Yes/No

the Chief Electoral Officer, Delhi as Earnest Money
Deposit (EMD).
14 Undertaking that the firm/company/agency is not Yes/No
declared black listed by any
Government/authority/department/autonomous body
of State / central Govt.
15 Copy of ISO 27001 and ISO 9001 certificates in favour Yes/No
of bidder
16 Copy of valid certificate issued by Visa Card / Master Yes/No
Card / RuPay in favour of the bidder
17 Copy of ISO 9001 and Security Certification – TUV- Yes/No
ASPA (Formerly known as HOMAI) Hologram Security
Standards in respect of hologram vendor from whom
Hologram is to be procured.
18 Copy of valid membership certificate in favour of Yes No
 hologram vendor from ( fromwhom Hologram is to be
Procured ) the Authentication Solutions Providers
Associations (ASPA) and International Holograms
Manufacturer Association (IHMA)
19 Undertaking that Hologram for hot stamping will be
. procured from Hologram manufacturers who has
authorization and certification requisites as per ECI
letter dated 18.01.2022.

All documents/Annexures uploaded in Technical & Financial bids should

be duly signed and stamped by the authorized signatory of the bidder

(Signature of bidder)
(Rubber seal)
Name of bidder

ANNEXURE- III

Details of Experience & Past performance from the activity of printing

and supply Visa Card or Master Card or RuPay or PVC Aadhaar Card having
ISO 27001 and ISO 9001 certificates in any Government
/authority/department/ autonomous body of State / Central
Government(and having requisite installed capacity to manufacture PVC EPIC
Cards )

Sr. Volume of Master , Total Remarks

No. Name of Organization Visa, Rupees cards or Cost of
/ Agency who had PVC Aadhaar Cards work ‘
awarded the work works handled
(in Rs.)

1 2 3 4 5
 Signature of the bidder
Name of the bidder(with seal)

ANNEXURE- IV

Details of Average Turnover

S.No Financial Year Turnover of the firm/company/agency from

the work of supply Visa Card or Master Card
or RuPay or PVC Aadhaar Card having ISO
27001 and ISO 9001 certificates and having
requisite installed capacity to manufacture
PVC EPIC Cards (in Rs.)
1 2018- 2019

2 2019-2020
3 2020-2021

Average Turnover of preceding

three financial years

Note : Certificate issued by the Chartered Accounts must be must besubmitted,

non -submission will lead to rejection of the bid

(Signature of the bidder)

Name of bidder (with seal)
 ANNEXURE- V

FINANCIAL BID

S.No Item/Work Unit Rate

(inclusive all
taxes as
applicable but
exclusive of
GST).

1. Rate for Printing and Supply of Per

Personalized PVC Electors’ Photo card
Identity Cards (EPIC) with new
security features in NCT of Delhi
including Printing and hot stamping of
hologramand printing of Voter manual
kit including envelop, Welcome Letter
and Voter’s Guide( as per specification
given)

The price should be quoted F.O.R.

Destination (Free Delivery at LSS) i.e.
Eleven District Election Offices in NCT of
Delhi.

(Signature of the bidder)

Name of bidder (with seal)
 ANNEXURE- VI

Manufacturer and Security Printer Certificate

(To be given on the letterhead of the Manufacturer)

To,

Chief Electoral Officer, Delhi

Old St. Stephens’ Collage Building
Kashmere Gate, Delhi-1100006

WHEREAS We,whoare manufacturer and security printer" of PVC cards with

security features and personalization process in our in‐house factory(ies) situated
at …………………………………
andalsoherebydeclarethatabovePVCCardsincludingpersonalizationtobesupplied
shallbeconformingto Master , Visa, RuPay or PVC Aadhaar Card standards,
specificationofthebid,andotherguidelines

Wealsoknowthatifoursample(s)submittedwiththebidwhentesteddoes/donotconfor
ming
toECIstandards/guidelines/normsasmentionedinthebiddocument(asthecasemaybe
),our bidmayliabletoberejected.

Signature of bidder
 ANNEXURE- VII

BIDDER’S AUTHORIZATION CERTIFICATE

(To be given on the letter head of the Manufacturer)

To,

Chief Electoral Officer, Delhi

Old St. Stephens’ Collage Building
Kashmere Gate, Delhi-1100006

WHEREAS We,whoare manufacturer and security printer" of PVC cards with

security features and personalization process in our in‐house factory(ies) situated
at …………………
andalsoherebydeclarethatabovePVCCardsincludingpersonalizationtobesupplied
shallbeconformingto Master, Visa, RuPayu or PVC Aadhaar Card standards,
specificationofthebid,andotherguidelines

We do hereby authorize(Name)
_____________________(ContactNumbers)Mobile email_________
tosubmitaBidinrelationtotheInvitationforBidsindicatedabove,thepurposeofwhichist
oprovidethefollowingGoods,manufacturedbyusandtosubsequentlynegotiateandsig
nthe Contract

We hereby extend our full guarantee/warranty in accordance with Clauses given

in bid
document/conditionsofcontract,withrespecttotheGoodsofferedbytheabovefirminre
ply tothisInvitationforBids.

NameoftheBidder:‐ VerifiedSignature:

AuthorisedSignatory:‐ Name:

SealoftheOrganization:‐ Position:
(Includes complete address)

ANNEXURE- VIII

BIDDER’S UNDERTAKING CERTIFICATE

(To be given on the letter head of the Manufacturer)

To,

Chief Electoral Officer, Delhi

Old St. Stephens’ Collage Building
Kashmere Gate, Delhi-1100006

Inrelationtomy/ourbidsubmittedfor"SupplyofPersonalizedPVCEPICcardswithsecur
ityfeatures" conforming tospecifications in Bid & ECI standards in
responseto the NIB Ref.No._______ dated _______
asanOwner/Partner/Director/Auth.Signatoryof ,I/Weherebydeclarethat
address):

a. Weareeligibleandpossessthenecessaryprofessional,technical,financialandmanager
ialresources
andcompetencerequiredbytheBiddingDocumentissuedbytheProcuringEntity;

b. Wehavefulfilledmy/ourobligationtopaysuchofthetaxespayabletotheUnionandt
heState GovernmentoranylocalauthorityasspecifiedintheBiddingDocument;

c. Wearenotinsolventinreceivership,bankruptorbeingwoundup,nothavemy/ouraffairs
administered
byacourtorajudicialofficer,nothaveitsbusinessactivitiessuspendedandnotthesu
bjectoflegal proceedingsforanyoftheforegoingreasons;

d. Wedonothave,andourdirectorsandofficersnothavebeenconvictedofanycriminal
offencerelated to their professional conduct or the making of false
statements or misrepresentations as to their qualifications to enter into a
procurement contract within a period of three years preceding the
commencementoftheprocurementprocess,ornothavebeenotherwisedisqualifie
dpursuantto debarmentproceedings;
e. WedonothaveaconflictofinterestasspecifiedinStateprocurementActandRulesan
dthisbidding documentwhichmateriallyaffectsthefaircompetition.

f. Wearehavingunblemishedrecordandisnotdeclaredineligibleforcorrupt&fraudul
entpractices
eitherindefinitelyorforaparticularperiodoftimebyanyState/Centralgovernment
/PSU/UT.

g. WedonothaveanyprevioustransgressionswithanyentityinIndiaoranyothercoun
tryduringthe last threeyears

h. Wedonothaveanydebarmentorblack‐listedbyanyotherprocuringentity.

i. WehavecompliedandshallcontinuetocomplywiththeCodeofIntegrityasspecified
inthe(Nameof
thestate)inPublicProcurementAct,the(Nameofthestaterulesandact)inPublicPro
curementand
thisBiddingDocument,tillcompletionofallourobligationsundertheContractwillno
tsubletthe contractifawardedtous.

j. WeagreetoextendthevalidityofbidsubmittedonthecommunicationofthePE.

k. Wehavenotmodified,changedetc.anyword/line/para/textmentionedinthebiddo
wnloadedfrom
website(s)asmentionedinthebidotherwiseweknowthatourbidshallbecancelleda
ndrejectedif
submittedbidhasdeviationofword/line/para/textfromtheoriginalbid.

l. WeagreetosubmitappropriatePerformanceSecuritywithintimeperiodspecifiedin
thebidding
documentotherwiseweknowthatProcuringEntityhavefullrightstorejectourbidan
dalsoagreeto
extendbidvalidityperiod,ifany,andextendcontractperiodunconditionally.

m. Wehavesubmittedonlyonebid.

n. Wegiveourinprincipleconsenttobeshort‐listedsubjecttomutuallyagree.Wealsoa
 greethatthere wouldbeupto3‐4short‐listedsuccessfulbidders.
o. We,duringthecontractperiod,willcollectonlythoseEPICdataofelectorsbysomem
utuallyagreed
mechanism(DEOandus)whicharerequiredtopersonalizethePVCEPICsotherwise
immediatelyfor
extradata/incompletedata,wewillbringthisintotheknowledgeofDEOstorectify.

p. We,afterpersonalisationatourmanufacturingsite,shallreturnthepersonalizedEPICo
nPVCcards alongwithdatatotheconcernedDEOandgetreceipt.
q. We,understandtheIPRoftheEPICdatagivenforpersonalizationbyus,lieswithyour
departmentor
ECIandwillherebyundertakethatthegivendatashallnotbecopiedinanyform,nots
hown/givento
anyentity,notretainedinanyform,notusedforthepurposedotherthanthepurpose
mentionedin
thebidetc.Thedatashallbeerasedentirelyoncethematterofthelotofsupplyismateriali
zed/settled.

Ifthisdeclarationisfoundtobeincorrectthenwithoutprejudicetoanyotheractionthatma
ybetaken
aspertheprovisionsoftheapplicableActandRulestheretoprescribedbyGovt.of(Namet
hestate),
my/oursecuritymaybeforfeitedinfullandourbid,totheextentaccepted,maybecancelle
d.

Thanking you

Signature of the bidder

Name of the Bidder: ‐
Authorized Signatory: ‐
SealoftheOrganization:‐
Date:_______
Place:___________
 ANNEXURE- IX

CERTIFICATE OF CONFORMITY/ NO DEVIATION

(To be given on the letter head of the Manufacturer)

To,
Chief Electoral Officer, Delhi
Old St. Stephens’ Collage Building
Kashmere Gate, Delhi-1100006
CERTIFICATE

1. Thisistocertifythat,thespecificationsof“PersonalizedPVCEPICswithsecurityfe
atures”
whichI/WehavementionedintheTechnicalbid,andwhichI/Weshallsupplyi
fI/Weam/ are awarded with the work, are in conformity with the
minimum specifications of the
commoditymentionedinthebiddingdocumentandthattherearenodeviatio
nsofanykind fromtherequiredspecifications.
2. Also,I/wehavethoroughlyreadthebiddingdocumentstateprocurementactandrulesand
amendment(s)issuedandbysigningthiscertificate,weherebysubmitourtokenofunconditi
onal
acceptancetoalltheterms&conditionsofthebiddingdocumentwithoutanydeviations.
3. I/WealsocertifythatthepriceI/wehavequotedisinclusiveofallthecostfactorsinvolved
in“SupplyofPersonalizedPVCEPICswithsecurityfeatures”,tomeetthedesiredStandardss
etout in the biddingDocument/ECI.
4. I/Weare“PVCCardManufactureandSecurityPrinter”anddeclarethatPersonalizedPV
C
EPICssuppliedshallbeconformingtothespecificationsmentionedintheBidDocument
andtothe ECInorms/guidelines/circulars.
5. I/We,understandtheIPRoftheEPICdatagivenforpersonalizationbyus,lieswithyour
departmentorECIandwillherebyundertakethatthegivendatashallnotbecopiedinany
form,
notshown/giventoanyentity,notretainedinanyform,notusedforthepurposedothert
hanthe
purposementionedinthebidetc.Thedatashallbeerasedentirelyoncethematterofalot
of supply ismaterialized/settled.
Thanking you,

Signature of the bidder

Name of the Bidder: ‐
Authorized Signatory: ‐
SealoftheOrganization:‐
Date:_______
Place:___________
 ANNEXURE-X

Standard ContractForm

Contract for PVC EPIC card with new safety features

(This Agreement shall be executed on the non‐judicial stamp‐paper)

An agreementmadethis dayof between ___________________

(hereinafter called "the Security printer and Supplier" [here "the means short‐listed
printer and
supplier"]),whichexpressionshall,wherethecontextsoadmits,bedeemedtoincludehishei
rs successors,executorsandadministratorsoftheone partandthe Lt. GovernorofNCT of
Delhi ________________________________________[nameoftheProcuringEntityif other thana
departmentoftheStateGovernment(hereinaftercalled"theProcuringEntity")onbehalfoftheal
lDEOs (Collectors),AllDistrictsofOfficer in NCT of Delhi
(afterexecutionofthisagreementalltheDEOsofthe
Stateshallbeperformingalljobs/grievanceredressal/activitiesetc.forthisBidduring the
contractperiod),
whichexpressionshall,wherethecontextsoadmits,bedeemedtoincludehissuccessorsinof
ficeand assigns)oftheotherpart

This agreement is made & entered into at Delhi, this day of_____________
between________________(hereinafter called the Contractor), which expression
shall unless excluded by or repugnant to the context, to be deemed to include their
heirs, successors, representatives, administrators, executors & assigns & having its
registered office at ______________acting through its Proprietor/Partner/Director
(Sh./Smt./Ms._________________ of the one part & the President of India through
the District Election Officer, District ____________, Delhi, which expression shall
unless excluded by or repugnant to the contest be deemed to include his successor
in office & assignees of the second part.

Whereas the Contractor has agreed to undertake the work of Printing and
Supply of Personalized PVC Electors’ Voter Identity Cards (EPIC) with new safety
features in NCT of Delhi including hot stamping of hologram and enveloping for
electors ( hologram and enveloping material will be provided separately) from the
Office of District Election Officer concerned & Electoral Registration Officer on the
terms & conditions hereinafter appearing

RATES : That the rates shall be at the approved rate i.e. Rs.________ per Printed
and Supply of Personalized Colour PVC Electors’ Photo Identity Cards (EPIC) with
Printing and hot stamping of hologram and printing of Voter Manual kit including
Envelop, Welcome Letter and Voter Guide (herein after“theContractPrice”).

NOW THIS AGREEMENT WITNESSES AS FOLLOWS:

A. InthisAgreementwordsandexpressionsshallhavethesamemeaningsasarerespect
ivelyassigned tothemintheContractreferredto

B. Thebiddocumentissuedvideevenno._______ dated_________
andworkorderno. dated shall
bedeemedtoformandbereadandconstruedaspartofthisAgreement.

C. Periodofcontractwillbe......................to________
(thecontractwillberenewedafteroneyear and can be extended further as
mentioned in the Bid)

D. Theperiodofcontractmayalsobereducedorcontractcanbeterminatedonthebasisof
decisionof CEO,Delhi

E. InconsiderationofthepaymentstobemadebytheDistrict Election
OfficertotheSupplierasindicatedin
thisAgreement,theSupplierherebycovenantswiththeProcuringEntitytoprovideth
eGoodsand
RelatedServicesandtoremedydefectsthereininconformityinallrespectswiththepr
ovisionsof theContract.

F. ThetimelinesfortheprescribedScopeofWork,requirementofservicesanddeploymentof
technical resourcesshallbeeffectedfromthedateofworkorderi.e.
andcompletedbysupplier withintheperiodasspecifiedinthebiddocument.

G. Incaseofextensioninthedeliveryand/orinstallationperiod/completionperiodwithli
quidated
damages,therecoveryshallbemadeonthebasisoffollowingpercentagesofvalueofst
ores/works whichsupplierhasfailedtosupply/install/complete:‐
i Delayuptoone- 2.5
fourthperiodoftheprescribeddeliveryperiod,successfulinstallation& %
completion of work

ii Delay exceeding one fourth but not exceeding half of the 5.0
prescribed delivery period, successful installation & completion %
of work

ii Delay exceeding half but not exceeding three fourth of the 7.5
i prescribed deliveryperiod, successful installation & completion of %
work.
 i Delayexceedingthreefourthoftheprescribeddeliveryperiod,success 10.0
v fulinstallation&completion of work. %

Note:

i. Fraction of a day in reckoning period of delay in supplies/ maintenance

services shall be eliminated if it is less than half a day.

ii. The maximum amount of agreed liquidated damages shall be 10%.

iii. If supplier requires an extension of time in completion of contractual

supply on account of occurrence of any hindrances, he shall apply in
writing to the authority which had placed the work order, for the same
immediately on occurrence of the hindrance but not after the stipulated
date of completion of supply.

iv. Delivery period may be extended with or without liquidated damages if

the delay in the supply of goods in on account of hindrances beyond the
control of supplier

H. The (state procurement act and rules) promulgated, their amendments issued
by the State Government shall also be the part of this contract agreement.
I. We, understand the Intellectual Property Rights of the EPIC data given for
personalization by us, lies with your department or ECI and will hereby
undertake that the given data shall not be copied in any form, not
shown/given to any entity, not retained in any form, not used for the
purposed other than the purpose mentioned in the bid etc. The data shall be
erased entirely once the matter of the lot of supply is materialized/settled.
J. All disputes arising out of this agreement and all questions relating to the
interpretation of this agreement shall be decided as per the procedure
mentioned in the RFP document.
K. The DEO concerned hereby covenants to pay the Supplier in consideration of
the provision of the Goods and Related Services and the remedying of defects
therein, the Contract Price or such other sum as may become payable under
the provisions of the Contract at the times and in the manner prescribed by
the Contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be

executed in accordance with the laws of the Central and the State
Government on the day, month and year first mentioned herein before

Signed By:

( ) ( )
Designation:, Company: Designation: District Election Officer/
 District Magistrate, GNCT of Delhi

In presence of (Witness) :
( ) ( )
Designation:, Company: Designation:

( ) ( )
Designation:, Company: Designation:

ANNEXURE- Xl
 ANNEXURE- XII

Details of District Election Officers in NCT of DELHI

Dis Distt. Phone Email – ID Address

t Name Office
no.

1 North- 25953785 dcnw@nic.in Office of the District

West Magistrate (North-
West),Kanjhawala,Delhi

2 North- 22122732 dcne@nic.in Office of the District

East Magistrate (North-East)
,DSIDC Complex Nand
Nagri,Delhi

3 South 29535025 dcsouth@nic.in Office of the District

Magistrate(South),BDO
Office, MB Road, Saket,
New Delhi

4 Central 23282903 dccentral@nic.in Office of the District

Magistrate (Central),Old
Employment Exchange
Building, Central District14,
Darya Ganj, New Delhi-
110002

5 South- 25069484 dcsw@nic.in Office of the District

West Magistrate (South-West),
Old Terminal Tax Bldg.
Kapashera, Delhi-110037

6 East 22421656 dceast1@gmail. Office of the District

com Magistrate (East), I&F
Deptt., Complex A-Block,
LM Bandh, Shastri Nagar,
Delhi

7 West 25107118 dcwest@nic.in Office of the District

Magistrate (West), Plot No.3
Shivaji Place, Near West
Gate Mall, Raja Garden New
Delhi-110027

8 North 27203048 dcnorth@nic.in Office of the District

Magistrate (North) Near
 Shardhanand College, G.T
Karnal Road,Alipur,Delhi

9 New Delhi 23386982 dcnd@nic.in Office of the District

Magistrate (New Delhi),
12/1, Jam Nagar House,
Shahjahan Road, Delhi

10 Shahdara 22126305 dcshahdara2014 Office of the District

@gmail.com Magistrate (Shahadra),
DSIIDC
Complex,NandNagri,Delhi.

11 South- 26476402 dcse.rev.delhi@ Office of the District

East nic.in Magistrate (South-East),Old
Gargi College
Building,Lajpat Nagar-
IV,New Delhi-110024.
 Annexure-XIII

NON-DISCLOSURE AGREEMENT

This Non-Disclosure Agreement (“Agreement”) is executed on day of 2022 (“Effective

Date”), by and between:
The Distirct Election Officer/District Mgistrate( name of the
distrcits)………..(Address) (hereinafterreferredtoasthe“Authority”which
expressionshall,unlessrepugnanttothecontextandmeaningincludeitssuccessors,administrators
andassigns)oftheONEPART;

AND
……………………….,aCompanydulyregisteredundertheCompaniesAct1956/2013,throughits
authorizedrepresentative[Name]holdingthedesignation[Designation],havingitsregistered
office at [address], (hereinafter referred to as the “Bidder” which expression shall, unless
repugnant to the context and meaning, include its successors, administrators, executors,
attorneys,agentsandassigns)oftheOTHERPART.

WHEREAS:

A. TheBidderisdesirousofbiddingforBidNo.………covering“[RFPFORSELECTIONOFEPIC
HOLOGRAMPROVIDER]”(hereinaftercalledthesaid'RFP')issuedbytheAuthority.
B. TheBidderisawareandconfirmsthattheAuthority’sbusiness/operations,information,
Application/software, hardware, business data, architecture schematics, designs, storage
media and other information / documents made available by the Authority in the RFP
documents during the bidding process and thereafter, or otherwise (confidential
information for short) is privileged and strictly confidential and/or proprietary to the
Authority.

NOW THEREFORE,
Inconsiderationofdisclosureofconfidentialinformation,andinordertoensuretheAuthority’s
grant to the Bidder of specific access to Authority’s confidential information, property,
informationsystems,network,databasesandotherdata,theBidderagreestoallofthefollowing
conditions.
It is hereby agreed as under:
1TheconfidentialinformationtobedisclosedbytheAuthorityshallincludewithoutlimitation,
anyandallinformationinwritten,representational,electronic,verbalorotherform,whether or not
expressly marked as “Confidential”, relating directly or indirectly to inventions, processes,
products, methodologies, algorithms, risk matrices, thresholds, parameters,
reports,data,models,deliverables,workproducts,specifications,architecture,project
information, money laundering typologies, related computer programs, systems, trend
analysis,riskplans,strategies,operatingtechniques,sourcecodes,objectcodes,“knowhow”,
drawings, designs, patents, copyright, trademarks, trade secrets, unpublished records and
informationcommunicatedorobtainedthroughmeetings,documents,correspondenceor
inspectionoftangibleitems,facilitiesorinspectionatanysitetowhichaccessispermittedby
theAuthority.
2 TheBidderagreestoholdintrustanyConfidentialInformationreceivedbytheBidder,aspart
oftheTenderingprocessorotherwise,andtheBiddershallmaintainstrictconfidentialityin
respectofsuchConfidentialInformation,andinnoeventthedegreeofconfidentialityshallbe
lessthantheBidderusestoprotectitsownconfidentialandproprietaryinformation.

3 TheBidderagreestoindemnifytheAuthorityagainstanyandalllosses,damages,claims,or
expenses incurred or suffered by the Authority as a result of the Bidder’s breach
ofthis Agreement.

4 Notwithstandingtheforegoing,theBidderacknowledgesthatthenatureofactivitiestobe
performedaspartoftheTenderingprocessorthereaftermayrequiretheBidder’spersonnel
tobepresentonpremisesoftheAuthorityormayrequiretheBidder’spersonneltohaveaccess
tosoftware,hardware,computernetworks,databases,documentsandstoragemediaofthe
AuthoritywhileonoroffpremisesoftheAuthority.
5 TheBiddershallestablishandmaintainappropriatesecuritymeasurestoprovideforthesafe
custodyoftheConfidentialInformationandtopreventunauthorisedaccesstoit.
6 TheBidderagreesthatupontermination/expiryofthisAgreementoratanytimeduringits
term,attherequestoftheAuthority,theBiddershallpromptlydelivertotheAuthoritythe
ConfidentialInformationandcopiesthereofinitspossessionorunderitsdirectorindirect
control,andshalldestroyallmemoranda,notesandotherwritingspreparedbytheBidderor
itsAffiliatesordirectors,officers,employeesoradvisorsbasedontheConfidentialInformation
andpromptlycertifysuchdestruction.
7 IntheeventthattheBidderheretobecomeslegallycompelledtodiscloseanyConfidential
Information,theBiddershallnotifytheAuthoritywithin24hoursandrenderbesteffort
assistancetotheAuthoritytoenabletheAuthoritytopreventorminimizetotheextent
possible,suchdisclosure.BiddershallnotdisclosetoathirdpartyanyConfidentialInformation
orthecontentsofthisRFPwithoutthepriorwrittenconsentoftheAuthority.
8 TheBidderunderstandsandacknowledgesthatanydisclosureormisappropriationofanyof
the Confidential Information in violation of this Agreement may cause the Authority
irreparabledamage,theamountofwhichmaybedifficulttoascertainand,therefore,agrees
thattheAuthorityshallhavetherighttoapplyto acourtofcompetentjurisdictionforan
orderrestraininganysuchfurtherdisclosureormisappropriationandforsuchotherreliefas
the Authority shall deem appropriate. Such right of the Authority shall be in
additionto RemediesotherwiseavailabletotheAuthorityatlaworinequity.

For and on behalf of:

ForAuthority ForBidder
(AuthorisedSignatoryOfficeSeal:) (AuthorisedSignatoryOfficeSeal:)
Name: Name:
Designation:ChiefExecutiveOfficer Designation:
Date: Date:
Place: Place: