ELCOT Tender for Third Party Inspection of Laptop Computers

Tender Ref.
:ELCOT/PID/OT/33396/LTC/INSPN/2020-21
Electronics Corporation of Tamil

Nadu Limited
Rate Contract Third Party Inspection and Quality Assurance of

Tender 7,43,129 numbers of Laptop Computers at
Various Manufacturing Plants / other pre-
despatch locations within Tamil Nadu
e-Tender Reference
ELCOT/PID/OT/33396/LTC/INSPN/2020-21
Version 1.0
Electronics Corporation of Tamil Nadu Limited

MHU Complex II Floor,
692 Anna Salai, Nandanam
Chennai-600035
Phone: +91-44-6640 1400 Fax: +91-44-2433 0612
ELCOT CIN No.U27209TN1977SGC007291
ELCOT GST No. 33AAACE1670KIZU
Email: md@elcot.in and ltc2@elcot.in Website: www.elcot.in
Page 1 of 81
Tender Ref.:ELCOT/PID/OT/33396/LTC/INSPN/2020-21
Table of Contents
Importance Notice ...................................................................................................................................................... 4

Acronyms used in the Document ............................................................................................................................. 5
Know Your Rights ...................................................................................................................................................... 7
Letter of Undertaking ................................................................................................................................................. 8
1. Preamble ................................................................................................................................................................ 10
2. e- Tender Schedule............................................................................................................................................... 12
3. General Instructions ............................................................................................................................................. 14

3.1 General ...................................................................................................................................................... 14
3.2 Clarifications in the Tender ........................................................................................................................ 15
3.3 Amendments to the Tender ....................................................................................................................... 15
3.4 Language of the Bid ................................................................................................................................... 15
3.5 Bid Currency .............................................................................................................................................. 16
3.6 Contacting Tender Inviting Authority .......................................................................................................... 16
3.7 Force Majeure............................................................................................................................................ 16
3.8 Dispute and Jurisdiction Clause ................................................................................................................ 17
4. Eligibility Criteria ..................................................................................... …………………………………………..18
5. Bid Preparation and Submission ........................................................................................................................ 20

5.1 Tender Procedure ...................................................................................................................................... 20
5.2 Cost of Bidding .......................................................................................................................................... 20
5.3 Tender Document Fee ............................................................................................................................... 20
5.4 Earnest Money Deposit (EMD) .................................................................................................................. 21
5.5 Tender Fee ................................................................................................................................................ 21
5.6 Updation of Payment details ..................................................................................................................... 21
5.7 Letter of Authorization ...................................................................................................................................... 22
5.8 Two Part Bidding ............................................................................................................................................. 22
5.9 Bid closing date and time ........................................................................................................................... 24
5.10 Withdrawal of Bids ..................................................................................................................................... 24
6. Tender opening and Evaluation .......................................................................................................................... 24
6.1 Technical Bid Opening ............................................................................................................................... 25
6.2 Tender Validity ........................................................................................................................................... 25
6.3 Initial Scrutiny............................................................................................................................................. 25
6.4 Clarifications by ELCOT ............................................................................................................................ 25
6.5 Tender Evaluation ...................................................................................................................................... 26
6.5.1 Suppression of facts and misleading information .............................................................................. 26
6.5.2 Technical Bid Evaluation.................................................................................................................... 26
6.5.3 Price Bid Evaluation ............................................................................................................................... 27
6.6 Negotiations ............................................................................................................................................... 28
6.7 Award of Contract ...................................................................................................................................... 28
6.8 ELCOT reserves the right to: ........................................................................................................................... 28
7. Execution of Work ................................................................................................................................................ 30
7.1 Acceptance of Tender and Withdrawals .................................................................................................... 30
7.2 Letter of Acceptance (LOA) ....................................................................................................................... 30
7.3 Payment of Security Deposit (SD) ............................................................................................................. 30
7.4 Execution of Contract ................................................................................................................................ 30
7.5 Release of Work Order .............................................................................................................................. 31
7.6 Refund of EMD .......................................................................................................................................... 31
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7.7 Release of SD ............................................................................................................................................ 31

7.8 Forfeiture of EMD and SD ......................................................................................................................... 32
7.9 Termination of Contract ............................................................................................................................. 32
7.10 Execution of Work Order ........................................................................................................................... 33
7.11 Assigning of Tender whole or in part ......................................................................................................... 33
7.12 Penalty for Non-Fulfilment of Tender ......................................................................................................... 33
7.13 Other Conditions ............................................................................................................................................ 34
7.14 Dispute and Jurisdiction Clause ................................................................................................................ 34
7.15 Other Documents to be included: .................................................................................................................. 34
8. Specifications ....................................................................................................................................................... 35
9. Scope of Work....................................................................................................................................................... 38
9.1 Scope of work ............................................................................................................................................ 38
9.2 Inputs to the Inspection Agency................................................................................................................. 38
9.3 Inspection Parameters ............................................................................................................................... 39
9.4 Inspection Locations .................................................................................................................................. 39
9.5 Inspection Procedure ................................................................................................................................. 40
9.6 Project Plan ............................................................................................................................................... 40
9.7 Field Visit ................................................................................................................................................... 41
9.8 Setting up environment .............................................................................................................................. 41
9.9 Deployment of Inspection and QA Team ................................................................................................... 41
9.10 Acceptable Quality Level ........................................................................................................................... 43
9.11 Inspection and Acceptance ........................................................................................................................ 44
9.12 Commencement/suspension of inspection ................................................................................................ 45
9.13 Record keeping and Reporting .................................................................................................................. 46
9.14 Delivery Schedule and Contract period ..................................................................................................... 46
9.15 Basis for the Rates to be offered ............................................................................................................... 46
9.16 Exit Clause ................................................................................................................................................. 47
9.17 Special Conditions for Manpower ............................................................................................................ 47
10. Payment Clause .................................................................................................................................................. 49
Annexure-1 Model Form of Contract ..................................................................................................................... 50

18) Dispute and Jurisdiction Clause ...................................................................................................................... 56
Annexure-2 Bank Guarantee Format ..................................................................................................................... 58
Annexure – 3 Format for Prebid Queries............................................................................................................... 60
Annexure-4 Model Test Reports .......................................................................................................................... 61
Annexure-5 Sample laptop computer Test Report ............................................................................................... 71
Annexure-6 Instruction to bidders ......................................................................................................................... 71
Annexure-7 Technical Bid ....................................................................................................................................... 74
A1.2 Profile of the Bidder ................................................................................................................................... 76
A1.3 Document details in support of Eligibility Criteria ...................................................................................... 76
A1.3.8 Furnish the equipments to be used in Testing ...................................................................................... 78
A 1.4 Declaration ............................................................................................................................................. 79
Annexure-8 Price Bid Form .................................................................................................................................. 80
Tender Ref no. : ELCOT/PID/OT/33396/LTC/INSPN/2020-21 ............................................................................... 80
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Importance Notice
Applicability of Tamil Nadu Transparency in Tenders Act 1998
This Tender process is governed by the Tamil Nadu Transparency in Tenders Act 1998
and The Tamil Nadu Transparency in Tenders Rules 2000 (Website link
http://www.tn.gov.in/gorders/fin446-e.htm) as amended from time to time.
In case of any conflict between the terms and conditions in the tender document and the
Tamil Nadu Transparency in Tenders Act 1998 and the Tamil Nadu Transparency in Tenders
Rules 2000, the Act and Rules shall prevail.
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Acronyms used in the Document

AMD Advanced Micro Devices
USB Universal Serial Bus (USB) is a specification to establish communication
between devices and a host controller (usually a personal computer), which
has effectively replaced a variety of earlier interfaces such as serial and
parallel ports.
RJ-45 RJ45 is a type of registered jack used and LAN connection RJ45 connectors
as well as the pin.
10/100/1000 10/100/1000 refers to Ethernet adapters or switch ports that support three
LAN different transfer rates on the same port. The three speeds supported are
10BASE-T, 100BASE-TX, running at 10 Mbit/s, 100 Mbit/s and 1000 Mbit/s,
respectively
Li-Ion A lithium-ion battery (sometimes Li-ion battery or LIB) is a family of
rechargeable battery types in which lithium ions move from the negative
electrode to the positive electrode during discharge, and back when charging
ROHS Restriction of Hazardous Substances Directive or RoHS. This directive
restricts the use of six hazardous materials in the manufacture of various
types of electronic and electrical equipment
Lead (Pb), Mercury (Hg) ,Cadmium (Cd) 6+
Hexavalent chromium (Cr)
Polybrominated biphenyls (PBB)
Polybrominated diphenyl ether (PBDE)
VARIAC Variable Auto Transformer
BG Bank Guarantee
BIS Bureau of Indian Standards
CV Curriculum Vitae
DD Demand Draft
ELCOT Electronics Corporation of Tamil Nadu Ltd
EMD Earnest Money Deposit
ERP Enterprise Resource Planning
ERTL Electronics Regional Test Laboratories
ETDC Electronics Test and Development Centre
GST Goods and Services Tax
HSN Harmonized System Nomenclature
ICB International Competitive Bidding
ICT Information and Communication Technology
INR Indian Rupees
IS Indian Standard
IT Information Technology
LD Liquidated Damages
LOA Letter of Acceptance
LOI Letter of Indent
MIS Management Information System
OEM Original Equipment Manufacturer
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QA Quality Assurance
SAC Services Accounting Code
SD Security Deposit
STQC Standardisation, Testing and Quality Control
TDS Tax Deducted at Source
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Know Your Rights
a) The bids submitted online within due date and time will be opened on the scheduled
date and time in the presence of the bidders who are present.
b) The bidders have a right to insist on processing of technical bids in the bidders presence
only.
c) Price bid of technically qualified bidders will be done only in the presence of technically
qualified bidders or their representatives who are present.
d) Vendors / bidders are eligible for a vendor signed copy of the price bid comparison
statement on the spot.
e) Please insist on your rights and avail the same.
Note: None of the above can be claimed if the authorised representative not present at
the relevant time and place.
MANAGING DIRECTOR
ELCOT
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Letter of Undertaking
To
The Managing Director,

Electronics Corporation of Tamil Nadu Limited,
692 Anna Salai,
Nandanam,
Chennai-600035
Sir,
Sub: Undertaking for participation in ELCOT's e-Tender - Reg.
Ref: Tender No. ELCOT/PID/OT/33396/LTC/INSPN/2020-21
I/We ----------------------- have gone through the Terms and Conditions, Scope of Work and
Specification and will abide by them as laid down in the Tender Documents(Technical bid and
Price Bid), fully in all aspects failing which, suitable actions can be taken against us as
applicable in the e-tender.
I/We ------------------------ hereby confirm that our Company has not been blacklisted by
any State Government/Central Government/Public Sector Undertakings during the last three
years. I/We also hereby confirm that our EMD/SD was not forfeited by any State Government /
Central Government / Public Sector Undertakings during the last three years due to our non-
performance, non-compliance with the tender conditions etc.
I/We ----------------------------------------------------------- hereby declare that all the particulars

furnished by us in this Tender are true to the best of my/our knowledge and I/We understand
and accept that if at any stage, the information furnished is found to be incorrect or false, we
are liable for disqualification from this tender and also are liable for any penal action that may
arise due to the above.
I/We ________________ certify that I/We am/are liable and responsible for any
disputes arising out of Intellectual Property Rights.
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In case of violation of any of the conditions above, I/We.......................... Understand

that I am/ We are/ liable to be blacklisted by ELCOT for a period of three years.
Yours faithfully
for _________________
Signature
Name:
Designation:
Seal
Note:
1) Declaration in the company’s letter head should be submitted as per the format given above.
2) If the bidding firm has been blacklisted by any State Government/Central Government/ State
Public Sector Undertakings earlier, then the details should be provided.
Authorised Signature:
Name of the Authorised person:
Designation:
Name of the Bidder:
Stamp of Bidder:
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1. Preamble
Electronics Corporation of Tamil Nadu Limited (ELCOT), a wholly owned Government of

Tamil Nadu Undertaking is the Optional Procurement Agency of the Government of Tamil Nadu
for procurement of IT related Hardware and Software products as per G.O. Ms. No.58 of
Finance (BPE) Department dated 16.2.1999 with latest amendments. ELCOT is procuring
various IT related Hardware and Software products for all the State Government Departments /
Boards / Autonomous Bodies, etc
The Government of Tamil Nadu has decided to implement the scheme of distribution of
laptop computers to students studying in Government and Government aided Schools,
Polytechnic and Colleges and commenced the distribution from September 15th, 2011.
The scheme of free distribution of Laptop Computers to students will go a long way in
building quality human resource in the state.
The Government of Tamil Nadu vide G.O. Ms. No. 1 Special Programme
Implementation Department dated 03/06/2011 entrusted the task of procuring the Laptop
Computer under this scheme to ELCOT. The Laptop Computers will be procured in a
transparent manner through competitive bidding process following the procedures stipulated in
the Tamil Nadu Transparency in Tenders Act 1998 and Rules thereon.
ELCOT invited Tender through International Competitive Bid (ICB) for Supply and
Commissioning of 7,43,129 numbers of Laptop Computers throughout the State of Tamil Nadu
as per the Technical specification given in the Tender document during the year 2020-21.
Now, ELCOT invites offers for engaging suitable Third Party Agencies involved in the
field of standards based Personal Computer Testing as per Indian Standard IS:10673-1983
(Reaffirmed 2001) to provide pre-despatch inspection services at the Laptop Computer
manufacturing plants/Supplier’s Godowns of the Successful Bidders on Rate Contract basis.
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The Successful Bidder(s) of this Tender should work closely with ELCOT and the
manufacturers/suppliers of Laptop Computers to ensure success of the programme.
Short Titles used in the Tender Document:
1 Purchaser Purchaser means the ELCOT who is the procurement agency on

behalf of the Government of Tamil Nadu.
2 Institution Institution means Government Schools, Government Aided

Schools and Government Polytechnic Colleges and Government
Aided Polytechnic Colleges where the laptop computer supply
shall be made.
3 Head of Institution Head of Institution means the Head Master, Head Mistress,
Principal or whomsoever is heading the Institutions
4 ELCOT Procurement agency on behalf of Government of Tamil Nadu
5 Eligible Student The Student to whom the laptop computer is issued free of cost
(Beneficiary) for use.
6 Testing Agency Testing Agency is the Government of India Agency who conduct
the testing of the sample Laptop Computer as per the Indian
Standard specified in the Tender
7 Bidder Bidder means the party who makes a formal offer in pursuance
of the tender floated.
8 Successful Bidder Successful Bidder means the Bidder who becomes

successful through the tender process.
9 Day A day means a calendar day
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2. e- Tender Schedule
ELECTRONICS CORPORATION OF TAMILNADU LIMITED (ELCOT)

1 Tender inviting Authority, The Manager (Projects)
Designation and Address ELCOT, II Floor MHU Complex
692 Anna Salai, Nandanam,
Chennai-600035.
e-mail: md@elcot.in , csnarayanan@elcot.in,
ltc2@elcot.in and ramesh@elcot.in
URL: www.elcot.in
2 A) Name of the Work Third Party Inspection and Quality Assurance of
7,43,129 Nos. of Laptop Computers at various
manufacturing plants / Other pre-despatch locations
within Tamil Nadu on Rate Contract Basis.
B) Tender reference ELCOT/PID/OT/33396/LTC/INSPN/2020-21
C) Place of execution Throughout India
3 Tender documents available Tender documents can be freely downloaded from
place https://tntenders.gov.in, www.elcot.in and
www.tenders.tn.gov.in till the closing date and time of
tender. The tender document fee is waived for the
downloaded Tender documents from these sites
4 Tender Fee Charges For every Tender submitted, Tender fee charge of
Rs.10,000/- (Rupees Ten Thousand only) should be
paid electronically through NEFT/RTGS to the
account of ELCOT
Account Number:6681528770
Indian Bank, Nandanam branch, Chennai-35.
IFSC Code:IDIB000N078.
5 Earnest Money Deposit (EMD) Rs.35,000/- (Rupees Thirty Five Thousand only)
should be paid electronically through NEFT/RTGS to
the account of ELCOT
Account Number:6681528770
Indian Bank, Nandanam branch, Chennai-600 035.
IFSC Code:IDIB000N078
6 Tender submission Two Part Tender comprising of Technical Bid and Price
Bid should be submitted electronically online through
the e-Tender Portal https://tntenders.gov.in
7 Bid Signing Bidders should possess valid Class 3 - Digital
Signature Certificates having signing and encryption
keys to submit the Bids online
8 Help manuals for e-Tender Bidders may download the help documents and user
manuals from https://tntenders.gov.in
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9 e-Portal Training and Pre-bid on 29.01.2021 @ 03.00 P.M at the address mentioned
meeting in Row(1) above
10 Due Date, Time and Place for on 08.02.2021 at 04.00 PM through the site
submission of Tender online https://tntenders.gov.in
11 Date, Time and Place of opening on 08.02.2021 at 04.15 PM at the address mentioned
of the Technical Bids online in Row(1) above
12 Date, Time and Place of Will be intimated only to the Technically Qualified
opening of Price Bids Bidders
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3. General Instructions
3.1 General
a) The Bidders are requested to examine the instructions, terms and conditions and
Specifications given in the Tender. Failure to furnish all required information in every
respect will be at the Bidder's risk and may result in the rejection of bid. Relaxation in
submission of the documentary proof had been given ONLY to the existing suppliers and
such relaxation from submission of documents is applicable wherever they are eligible to
avail.
b) It will be imperative for each Bidder(s) to familiarise himself / themselves with the prevailing
legal situations for the execution of contract. ELCOT shall not entertain any request for
clarification from the Bidder regarding such legal aspects of submission of the Bids.
c) It will be the responsibility of the Bidder that all factors have been investigated and
considered while submitting the Bids and no claim whatsoever including those of financial
adjustments to the contract awarded under this tender will be entertained by ELCOT.
Neither any time schedule nor financial adjustments arising thereof, shall be permitted on
account of failure by the Bidders to appraise themselves.
d) The Bidders shall be deemed to have satisfied themselves fully before Bidding as to the
correctness and sufficiency of their Bids for the contract and price quoted in the Bid to cover
all obligations under this Tender.
e) It must be clearly understood that the Terms and Conditions and Specifications are intended
to be strictly enforced. No escalation of cost in the Tender by the Bidder will be permitted
throughout the period of Agreement or throughout the period of completion of contract
whichever is later on account of any reasons whatsoever.
f) The Bidder shall make all arrangements as part of the contract to supply commission and
train the beneficiaries at various locations at their own cost and transport.
g) The Bidder should be fully and completely responsible to ELCOT and for the concerned
State Government Departments for all the deliveries and deliverables.
h) Any vendor who is blacklisted in ELCOT will not be eligible to bid for Tenders in ELCOT, as
per the conditions of blacklisting.
i) In case show cause notice has been issued by ELCOT for poor performance, then ELCOT
reserves the right to disqualify the bid submitted by such Vendor.
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3.2 Clarifications in the Tender

a) A prospective Bidder requiring any clarification in the Tender may notify ELCOT by letter
or by Fax or by E-mail as per the Format prescribed in Annexure-3 to md@elcot.in with a
copy to csnarayanan@elcot.in, ltc2@elcot.in, and ramesh@elcot.in. We encourage paper
free e-mail communication.
b) The responses to the clarifications will be notified in the websites by means of
Corrigendum to the Tender Document. It would be advantageous to register your e-mail-id
to commence the e-mail contact with csnarayanan@elcot.in, ltc2@elcot.in,
ramesh@elcot.in to register your e-mail id.
3.3 Amendments to the Tender

a) Before closing of the Tender, clarifications and amendments, if any, will be notified in the
websites mentioned in the Tender Schedule. The Bidders should periodically check for
the amendments or corrigendum or information in the websites till the closing date of this
Tender. ELCOT will not make any individual communication and will in no way be
responsible for any ignorance pleaded by the Bidders.
b) No clarifications would be offered by ELCOT within 48 hours prior to the due date and
time for opening of the Tender.
c) Before the closing of Tender, ELCOT may amend the Tender document as per
requirements or wherever ELCOT feel such amendments are absolutely necessary.
d) Amendments may also be given in response to the queries by the prospective Bidders.
e) Such amendments will be notified in the websites mentioned in the tender schedule.
f) ELCOT at its discretion may or may not extend the due date and time for the submission
of bids on account of amendments.
g) ELCOT is not responsible for any misinterpretation of the provisions of this tender
document on account of the Bidders' failure to update the Bid documents on changes
announced through the website.
3.4 Language of the Bid

The bid prepared by the Bidder as well as all correspondences and documents relating to
the bid shall be in English only. The supporting documents and printed literature furnished by
the bidder may be in another language provided they are accompanied by an accurate
translation in English duly typed by the translator and attested by the notary, in which case,
Page 15 of 81
for all purposes of the bid, the translation shall govern. Bids received without such
translation copies are liable to be rejected.
3.5 Bid Currency

Prices should be quoted in Indian Rupees (INR) only and Payment shall be made in Indian
Rupees only.
3.6 Contacting Tender Inviting Authority

a) Bidders shall not make any attempts to establish unsolicited and unauthorised contact
with the Tender Inviting Authority or Tender Scrutiny Committee or Tender Accepting
Authority after the opening of the Tender and prior to the notification of the Award and
any attempt by any Bidder to bring in the extraneous pressures on the Tender Accepting
Authority and / or the Officials of ELCOT shall be the sufficient reason to disqualify the
Bidder.
b) Notwithstanding anything mentioned above, the Tender Inviting Authority or the Tender
Accepting Authority may seek bonafide clarifications from Bidders relating to the tenders
submitted by them during the evaluation of tenders.
3.7 Force Majeure
Neither the Purchaser/ELCOT nor the Successful Bidder shall be liable to the other for
any delay or failure in the performance of their respective obligations due to causes or
contingencies beyond their reasonable control such as:
a) Any act of God such as lighting, earthquake, landslide, etc or other events of
natural disaster of rare severity.
b) Meteorites or objects falling from aircraft or other aerial devices, travelling at high
speeds.
c) Act of war (whether declared or undeclared), threat of war, invasion, armed
conflict or act of foreign enemy.
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3.8 Dispute and Jurisdiction Clause

“Any dispute or difference, what so ever, arising between the parties to this contract
arising out of or in relation to the terms of this contract shall be resolved by the parties
mutually by acting in good faith towards fulfilling the contract and for this purpose the
parties mutually agree to furnish or exchange all relevant documents, information and
any other material within their special knowledge and thereby conclude their discussions
between them/their representative or officers within a period of time as may be mutually
agreed to say the time of commencement of the move to resolve the dispute”.
“In case the parties failed to resolve the dispute amicably within the time frame agreed
and in the manner stated supra, the aggrieved party shall approach the court in Chennai
city alone to the exclusion of all other courts to adjudicate the unresolved dispute”
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4. Eligibility Criteria
The Bidders should have the following Eligibility for participating in the Tender. The
Bidders should enclose documentary evidence for fulfilling the Eligibility in the Technical Bid. If
a bidder fails to enclose the documentary proof for eligibility, their bid will be summarily
rejected.
# Minimum Eligibility Criteria Proof to be submitted for fulfilling the

Eligibility Criteria
1. Bidder should be a Company or a) Copy of the certificate of Incorporation/
Partnership or Proprietorship firm Registration issued by the relevant statutory
Registered in India on or before authority should be submitted.
31/03/2017.
b) Copy of the work order obtained from
customer or agreement signed 3 years on or
before 31/03/2017 with the customer for any IT
related products should be submitted.
2. Bidder should possess valid National Copy of the valid NABL certificate for IT
Board for Testing and Calibration equipments / products or any equivalent valid
Laboratories (NABL) ISO / IEC 17025 certificate should be submitted.
Certificate for Electrical/IT equipments
or any equivalent accredited
certificates
3. Bidder should have an average Annual Copies of the Audited balance sheet for three
Turnover of Rs. 2 Crores in any three consecutive financial years should be submitted
(2016-17, 2017-18, 2018-19 & 2019-
20) consecutive audited financial years
4. Bidder should have executed single Copies of work order(s) or Agreements and
work order for inspection/ testing/ Completion Certificates from the customers
certification of IT equipments for an should be submitted.
inspection cost value of at least Rs.15
lakhs or more to Government / Public
Sector Undertakings departments and
any Corporate offices in India in any
one of the previous two financial
years.(2018-19 and 2019-20)
5. Bidder should have at least two offices Bidder should have atleast two Offices
anywhere in India anywhere in India for which copy of the Rent
agreement or telephone bills dated March/April
2019 and January /February 2020 or Property
Tax for the above period should be submitted.
Page 18 of 81
# Minimum Eligibility Criteria Proof to be submitted for fulfilling the

6. Bidder shall have their own Website. The URL of the Website Name and Copy of
Home Page Print out should be submitted.
7 Bidder should have ISO 9001:2015 Copies of valid ISO 9001:2015 Certificate shall
Certificate for Quality Management be submitted
system
Conflict of Interest:
The successful Bidders for the supply of Laptop Computers in the ELCOT’s Tender reference
No.
ELCOT/PID/ICB/LTC/PI-2/2011-12,ELCOT/PID/ICB/LTC/PII/2012-13,
ELCOT/PID/ICB/LTC/PIII/2013-14,ELCOT/PID/ICB/LTC/PIV&V/2014-15,
ELCOT/PID/LTC/PVI/2016-17, ELCOT/PID/ICB/LTC/PVII, VIII &IX/2018-19 and the
Prospective Bidders for the forthcoming tender ELCOT/PID/ICB/LTC/P X/2020-21 are not
eligible to participate in this Tender.
In the event of any doubt as to the independence of the prospective Bidder for this tender,
ELCOT’s decision will be final.
Important Note:
1) Bidders should ensure that they have submitted all the required proof of documents
self-attested and signed with seal as specified in the Tender document without fail.
Bids received without the supporting documents to prove their eligibility are liable for
rejection. Bidder must be in a position to produce original for verification as and when
demanded by ELCOT, failing which, such of those documents will not be considered.
2) ELCOT reserves the right to verify the Authenticity and Veracity of any documents
submitted for Eligibility criteria.
Page 19 of 81
5. Bid Preparation and Submission
5.1 Tender Procedure

a) ELCOT has hosted a portal https://tntenders.gov.in. The prospective Bidders should
register themselves in the e-Tender Portal and submit the Bids electronically through the
e-Tender portal. The paper based physical Tender submission is not permitted.
b) The e-Tender training session will be held on the date and time as mentioned in the
Tender Schedule. The Bidders are requested to download the e-Tender help manual
and user manuals from the Portal for reference.
c) It is mandatory for the Bidders to possess a valid Class 3 Digital Signature Certificate
(DSC) in the name of the tender submitting authority to complete the e-Tender Bid
process as per the provisions of Government of India IT Act 2000 with latest
amendments.
d) The format of the contents of Technical Bid and Price Bid will be available in the tender
site. The registered Bidders can log into the e-Tender system and download the tender
documents/corrigendum’s as applicable and go through them carefully. Then the bidders
can get ready the relevant documents as required for the technical bid and upload the
documents as indicated before submitting the bid. Similarly the bidder has to down load
the Bill of Quantity(BOQ), the price bid form in xls format, fill up the relevant portions only
in offline and then upload the final one against the price bid portion before submitting the
bid.
e) The contents of the Technical Bid with supporting documents and the Price Bid should
be uploaded and submitted online using the Digital Signature Certificates within due date
and time indicated.
5.2 Cost of Bidding

The Bidders shall bear all the costs associated with the preparation and submission of
Bids. ELCOT will in no way be responsible or liable for these charges/costs incurred
regardless of the conduct or outcome of the bidding process.
5.3 Tender Document Fee

The Tender Documents may be freely downloaded from the portals as mentioned in the
Tender Schedule. The Tender document fee is waived, for those documents which are
Page 20 of 81
downloaded from the website indicated earlier.
5.4 Earnest Money Deposit (EMD)

1) a) An EMD amount as specified in the Tender Schedule shall be paid through NEFT/RTGS
in offline mode as per the details mentioned in S.No.5 of the Tender schedule. In the
case of EMD charges paid in advance by the bidder, but due to some reasons, the bids
could not be uploaded/ submitted, the EMD charges paid earlier will be refunded by
applying through a Letter of request to ELCOT with necessary proofs
b) The EMD of the unsuccessful Bidders will be returned at the expense of the Bidders
within a reasonable time consistent with the rules and regulations in this behalf. The
EMD amount held by ELCOT till it is refunded to the unsuccessful Bidders will not earn
any interest thereof.
c) On furnishing of Security Deposit by the Successful Bidder, the EMD amount will be
released to the Successful Bidder.
2) The EMD amount will be forfeited by ELCOT, if the Bidder withdraws the bid during the
period of its validity specified in the tender or if the Successful Bidder fails to sign the
contract or the Successful in bidder fails to remit Security Deposit within the respective
due dates.
5.5 Tender Fee

For each and every Bid submitted, a non-refundable Tender fee charges as mentioned in
the Tender Schedule should be paid through NEFT/RTGS in offline mode as per the
details mentioned in S.No.4 of the Tender schedule. In the case of Tender Fee charges
paid in advance by the bidder, but due to some reasons, the bids could not be
uploaded/submitted, the Tender fee charges paid earlier will not be refunded.
5.6 Updation of Payment details

(a) The payment particulars should be entered in the e-Tender Portal. In the e-tender
portal, the bidder should select the payment type as NEFT/RTGS payments and
then enter UTR.No and other details as asked.
(b) The necessary payment receipt copies paid through RTGS/NEFT should be
submitted to ELCOT through a covering letter indicating the tender reference no,
before the due date and time of opening of the tender.
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(c) At the time of opening of Technical Bids, the payment committed in the Bid should
be factual and should match with the details of the physically submitted payment
receipts.
(d) Even though the payment particulars are entered in the Tender portal, and if the
Bidder fails to submit the payment receipts, their bid is liable for rejection. If any of
the information committed in the e-Tender Bid, does not match with physically
submitted payment receipt, ELCOT reserves the right to reject the bid summarily.
5.7 Letter of Authorization

A letter of Authorisation from the Board of Directors / Appropriate Authority authorising the
Tender submitting authority or a Power of Attorney shall be submitted in the bid, otherwise
the Bids will be summarily rejected.
5.8 Two Part Bidding

Bidders should examine all Instructions, Terms and Conditions and Technical specifications
given in the Tender document. Failure to furnish information required by the Bid or
submission of a Bid not substantially responsive in every respect will be at the Bidders risk
and may result in rejection of Bids. Bidders should strictly submit the Bid as specified in the
Tender, failing which the bids will be non-responsive and will be rejected.
5.8.1 Technical Bid Form
a) The content format of the Technical Bid will be presented in the tender site and the bidder
has to upload the relevant documents in the format, as asked in the tender against each
item. The Bidder has to verify each uploaded document and then sign the same using the
Digital Signature Certificate (DSC) before final submission.
b) The Technical Bid Format should not be changed or altered or tampered. If the Bid format
is found to be tampered, the Bids will be summarily rejected.
c) The Technical Bid documents uploaded should not contain any Price indications strictly;
otherwise the Bids will be summarily rejected.
d) The bidders should submit the details of make and model of the items offered against the
tender requirement as per the compliance sheet is given in the Technical bid Annexure-7
(A1.3.8).
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5.8.2 Price Bid Form
a) The Price Bid Form called Bill of Quantity (BOQ) will be in spread sheet format. The
original BOQ should be downloaded from the tender site, filled in at the appropriate places
indicated in offline and then it has to be uploaded with the same name against the price
bid option. The BOQ has to be verified and then signed using the DSC before final
submission.
b) The Price Bid Form should not be changed or altered or tampered. If the Bid form is
tampered, the Bids will be summarily rejected.
c) The Price Bid Form should not contain any conditional offers or variation clauses;
otherwise the Bids will be summarily rejected.
d) The Prices quoted shall be only in INDIAN RUPEES (INR) only. The tender is liable for
rejection if Price Bid contains conditional offers.
e) The cost quoted by the Bidder shall include cost and expenses on all counts viz., cost of
equipment, materials, tools, techniques, methodologies, manpower, supervision,
administration, overheads, travel, lodging, boarding, in-station & outstation expenses, etc.,
and any other cost involved in the supply.
f) The cost quoted by the Bidder shall be kept firm for a period specified in the Tender from
the date of opening of the tender. The Bidder should keep the Price firm during the period
of Contract including during the period of extension of time if any. Escalation of cost will
not be permitted during the said periods or during any period while providing services
whether extended or not for reasons other than increase of duties / taxes payable to the
Governments in India within the delivery period specified in the tender. The Bidders
should particularly take note of this factor before submitting the Bids.
g) The Prices finalised after negotiations should be kept valid during the Rate Contract period
and no escalation in the final price will be entertained including reasons due to Foreign
Exchange fluctuations.
h) Exchange Rate fluctuations (Foreign Currency Rate Exchange) cannot be cited as
reasons for the delay or dishonour of Purchase Order.
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5.9 Bid closing date and time

The Bids should be submitted online not later than the date and time specified in the Tender
Schedule or Corrigendum if published. The e-Tender portal will automatically lock the date
and time exactly on the date and time. Even if the Bid submission is in half way through
during the closing date and time, submission would not be possible. Hence the Bidders
should be cautious to submit the Bids well in advance to avoid disappointments.
5.10 Withdrawal of Bids

Bidders can withdraw their bids submitted earlier, in case they donot want to participate in this
tender, before the bid closing date and time. Bidders should note that once withdrawn, bid
cannot be submitted again for this tender.
5.11 Resubmission of bids

Bidders can resubmit the bids at any point of time either in technical bid or in price bid or both,
before the bid submission end date and time and only the last content updated successfully will
be available for bid opening, at the scheduled date and time.
5.12 Bid Acknowledgement

The e tender system will issue a bid acknowledgement receipt which is the final proof for the
successful bid submission from the bidder side.
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6. Tender opening and Evaluation
6.1 Technical Bid Opening

The Technical Bid will be opened online on the date and time as specified in the Tender
schedule in the presence of those Bidders, who choose to be present against production of an
authorisation letter from the Bidding authority. A maximum of two representatives for each
Bidder would be allowed to attend the Tender opening.
6.2 Tender Validity

The offer submitted by the Bidders shall be valid for a minimum period of 180 days from
the date of opening of the Tender. The Rate Contract will be valid for 12 months from the date
of signing of the contract or agreement/date of release of the first Purchase order. However
ELCOT reserves the right to extend or short close the Tender validity period if situation warrants
to benefit the Government. ELCOT may renew/extend the contract, for a further period as may
be agreed between the parties until the finalization of the new tender.
6.3 Initial Scrutiny

Initial Bid scrutiny will be conducted and incomplete details as given below will be treated
as non-responsive. If Tenders are;
a) not submitted in two parts as specified in the Tender
b) received without the Letter of Authorisation
c) received without Portal charges and EMD amount
d) are found with suppression of details
e) with incomplete information, subjective, conditional offers.
f) submitted without support documents as per the Eligibility Criteria and Evaluation Criteria
g) non-compliance of any of the clauses stipulated in the Tender
h) lesser validity period
All responsive Bids will be considered for further evaluation. The decision of ELCOT will be final
in this regard.
6.4 Clarifications by ELCOT

When deemed necessary, ELCOT may seek bonafide clarifications on any aspect from the
Bidder. However, that would not entitle the Bidder to change or cause any change in the
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substance of the Bid or price quoted. During the course of Technical Bid evaluation, ELCOT
may seek additional information for verification to facilitate decision making. In case the
Bidder fails to comply with the requirements of ELCOT as stated above, such Bids may at
the discretion of ELCOT, shall be rejected as technically non-responsive.
6.5 Tender Evaluation
6.5.1 Suppression of facts and misleading information
a) During the Bid evaluation, if any suppression or misrepresentation is brought to the notice of
ELCOT, ELCOT shall have the right to reject the Bid and if after selection, ELCOT would
terminate the contract, as the case may be, will be without any compensation to the Bidder
and the EMD / SD, as the case may be, shall be forfeited.
b) Bidders shall note that any figures in the proof documents submitted by the Bidders for
proving their eligibility is found suppressed or erased, ELCOT shall have the right to seek the
correct facts and figures or reject such Bids.
c) It is up to the Bidders to submit the full copies of the proof documents to meet out the
criteria. Otherwise, ELCOT at its discretion may or may not consider such documents.
The Tender calls for full copies of documents to prove the Bidder's experience and capacity
to undertake the project.
6.5.2 Technical Bid Evaluation
a) A Tender Scrutiny Committee will examine / scrutinise the Technical Bids against the
Eligibility Criteria and Evaluation Criteria given in the Tender document. The evaluation will
be conducted based on the support documents submitted by the Bidders. The documents
which did not meet the eligibility criteria in the first stage of scrutiny will be rejected in that
stage itself and further evaluation will not be carried out for such bidders. The eligible
Bidders alone will be considered for further evaluation.
b) For those Bidders who have already worked or working with ELCOT, their previous
performance in ELCOT would be the mandatory criteria for selection. If any unsatisfactory
performances of those Bidders are found, their Bids will be straight away rejected.
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The Unsatisfactory performance is defined as
1. Non responsiveness after getting the Work order

2. Delay in Testing, installation of the ordered items etc.
3. Lack of communication about the delay in final reports etc.
4. Not executing the Contract.
5. Not submitting the Security Deposit in the stipulated time.
6.5.3 Price Bid Evaluation
1. The Price Bids of the Technically Qualified Bidders alone will be opened online for
evaluation in the presence of the Technically Qualified Bidders who are present at ELCOT.
The Price bid shall include all the expenses toward this tender. The Bidders or their
authorised representatives will be allowed to take part in the Price Bid Opening.
2. All the taxes indicated in the Price Bid will be taken for the Price Bid evaluation as per the
Tamil Nadu Transparency in Tender Rules 2000 with latest amendments.
3. The Price Bid Evaluation shall include GST as part of the price. The taxes (GST) quoted by
the bidders will not be taken for the price bid evaluation. However the GST rates quoted
should comply with the statutory guidelines. The Duties and Taxes as applicable at the time
of supply within the Delivery Schedule specified in the Tender will be paid. In case, the
Duties and / or taxes have been reduced retrospectively, after award of contract and within
the delivery schedule, the Inspection agency is liable to return the same.
4. The prices will be evaluated as per the tender rules and the decision of ELCOT will be final.
The bidder should quote for all the items mentioned in the tender document. Partial bid is not
allowed.
5. The bidder shall quote for the main items as well as for all the optional items mentioned in
the tender document.
6. The total value excluding applicable Local Taxes and including all other duties and charges
(Such as Customs Duty, Installation Charges etc., as per the guidelines stated above) for all
the items will be taken up for Price Bid evaluation. The Bidders who quote L1 Price for the
total value of items will be called as L1 Bidder. However, the L1 Bidder may be asked to
match the L1 Prices of line items if any, in case they are not L1 for those line items.
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7. The Technically Qualified Bidders will be negotiated to match L1 Price. If more than one
Bidder matches the L1 Price, then order may be placed more than one Bidder, who matches
the L1 Price. However, preference will be given to the L1 Bidder. The L1 Bidder will be given
an order value more than the other Bidders, who match the L1 Price.
8. All the Bidders, who are selected after the Price Bid evaluation will be called as Successful
Bidders.
9. The Successful Bidder should not sell the Tendered items to any other Customers at the
price which is lower than the final negotiated price offered to ELCOT. If it is found that it has
been sold at lower rate, then that lower price will be fixed by ELCOT for that item in future
and also for the already supplied quantities under this tender.
6.6 Negotiations
Negotiations will be conducted with all the Successful Bidders for improvement in the Scope
of Work, Specification, further reduction in price and advancement of delivery schedule.
6.7 Award of Contract

1) Total quantity will be apportioned among the L1 Bidder and other Bidders who have agreed
to match L1 rate, as per the provisions of The Tamil Nadu Transparency in Tenders Act
1998 and The Tamil Nadu Transparency in Tenders Rules 2000 will apply.
2) In view of the importance and size of the scheme and the need to ensure timely and
disruption and inspection of laptop computers, the Tender Accepting Authority is of the view
that multiple suppliers are required. Hence, in this case, Rule 31(4) of the Tamil Nadu
Transparency in Tenders Rules, 2000 may be invoked.
3) No dispute can be raised by any Bidder whose Bid has been rejected and no claims will be
entertained or paid on this account.
6.8 ELCOT reserves the right to:

1. Insist on quality / specification of materials to be supplied.
2. Modify, reduce or increase the quantity requirements to an extent of the tendered quantity
as per the provisions of Tamil Nadu Transparency in Tenders Act 1998 and Tamil Nadu
Transparency in Tenders Rules, 2000.
3. Change the list of areas of supply locations from time to time based upon the requirement
of the purchase.
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4. Ask other technically qualified Bidders to match the L1 price as this is a rate contract
tender.
5. Reallocate the quantity to other Bidder, if delivery performance of the Bidder is not as per
the Schedule.
6. Inspect the bidders' factory before or after placement of orders and based on the
inspection.
7. Modify the quantity ordered.
8. Withhold any amount for the deficiency in the service aspect of the ordered items supplied
to the customers.
9. Negotiate with the Bidder whose offer is the lowest evaluated price for further reduction in
prices.
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7. Execution of Work
7.1 Acceptance of Tender and Withdrawals

The final acceptance of the tender is entirely vested with ELCOT who reserves the right to
accept or reject any or all of the tenders in full or in parts without assigning any reason
whatsoever. The Tender Accepting Authority may also reject all the tenders for reasons such
as change in Scope, Specification, lack of anticipated financial resources, court orders,
calamities or any other unforeseen circumstances. After acceptance of the Tender by ELCOT,
the Successful Bidder shall have no right to withdraw their tender or claim higher price.
7.2 Letter of Acceptance (LOA)

After acceptance of the Tender by ELCOT, a Letter of Acceptance (LOA) will be issued to the
Successful Bidder(s) by ELCOT. Under this rate contract, ELCOT has the right to issue LOA to
more than one bidder.
7.3 Payment of Security Deposit (SD)
The Successful Bidders will be required to remit the Security Deposit (SD) equivalent to Five
percent of the value of the order, inclusive of EMD paid through online by RTGS/NEFT mode
as per the Sl.no.5 of the tender schedule or in the form of unconditional irrevocable Bank
Guarantee valid for a period of 15 months from the date of letter of acceptance / bank
guarantee. The SD shall be paid within 7 days from the date of issue of Letter of
Acceptance (LOA) by ELCOT. The Security Deposit will be refunded to the Successful Bidder
only after the satisfactory completion of the contract period or extended the period, if any. The
Security Deposit held by ELCOT till it is refunded to the Successful Bidder will not earn any
interest thereof. The Security Deposit will be forfeited, if the Successful Bidder withdraws the
Bid during the period of Bid validity specified in the Tender or if the Bidder fails to sign the
contract.
7.4 Execution of Contract

a) The Successful Bidder shall execute a Contract in the non-judicial Stamp Paper of the
required amount bought in Tamil Nadu only in the name of the Bidder within 7 days from the
date of Letter of Acceptance issued by ELCOT with such changes/modifications as may be
indicated by ELCOT at the time of execution on receipt of confirmation from ELCOT.
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b) The Successful Bidder shall not assign or make over the contract, the benefit or burden
thereof to any other person or persons or body corporate for the execution of the contract or
any part thereof without the prior written consent of ELCOT. ELCOT reserves its right to
cancel the purchase order either in part or full, if these conditions are violated. If the
Successful Bidder fails to execute the Contract within the stipulated time in the tender, the
EMD/SD of the Successful Bidder will be forfeited and their tender will be held as non-
responsive.
c) The expenses incidental to the execution of the Contract shall be borne by the Successful
Bidder.
d) The conditions stipulated in the Contract shall be strictly adhered to and violation of any of
the conditions will entail termination of the contract without prejudice to the rights of ELCOT
and ELCOT also have the right to recover any consequential losses from the Successful
Bidder.
7.5 Release of Work Order

After execution of the Contract and payment of Security Deposit, “Firm Work Order” for the
supply and commissioning of Tendered items will be issued to the Successful Bidder by
ELCOT. The supply and payment will be based on the Work Order(s) issued from time to time.
7.6 Refund of EMD

The EMD amount paid by the Successful Bidder will be adjusted towards Security Deposit
payable by them. If the Successful Bidder submits Security Deposit for the stipulated value, the
EMD will be refunded through online by NEFT/RTGS mode. The EMD amount of the
Unsuccessful Bidder will be refunded after finalization of the Successful Bidder.
7.7 Release of SD
The Security Deposit will be refunded to the Successful Bidder on completion of entire supply
subject to satisfaction of ELCOT. Such completion would be arrived at when the entire quantity
is supplied by the Successful Bidder(s) as per the Contract Agreement and as per Work
Order(s) issued by ELCOT from time to time.
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7.8 Forfeiture of EMD and SD

a) If the successful Bidder fails to act according to the tender conditions or backs out, after the
tender has been accepted, the EMD will be forfeited by ELCOT.
b) If the Successful Bidder fails to remit the SD, the EMD remitted by him will be forfeited to
ELCOT and the tender will be held void.
c) If the Successful Bidder fails to act up on to the tender conditions or backs out from the
Contract, the SD mentioned above will also be forfeited by ELCOT.
7.9 Termination of Contract

7.9.1 Termination for default
a) ELCOT may without prejudice to any other remedy for breach of contract, by written notice
of default with a notice period of 7 days, sent to the Successful Bidder, terminate the
contract in whole or part,
(i) if the Successful Bidder fails to deliver any or all of the goods within the time period(s)
specified in the Contract, or fails to supply the items as per the Delivery Schedule or within
any extension thereof granted by ELCOT;
or
(ii) if the Successful Bidder fails to perform any of the obligation(s) under the contract;
or
(iii) if the Successful Bidder, in the judgement of ELCOT, has engaged in fraudulent and
corrupt practices in competing for or in executing the Contract.
b) In the event ELCOT terminates the Contract in whole or in part, ELCOT may procure, upon
terms and in such manner as it deems appropriate, the goods and services similar to those
and delivered and the Successful Bidder shall be liable to ELCOT for any additional costs
for such similar goods. However, the Successful Bidder shall continue the performance of
the contract to the extent not terminated.
7.9.2 Termination for Insolvency
ELCOT may at any time terminate the Contract by giving written notice with a notice period of 7
days to the successful bidder, if the Successful Bidder becomes bankrupt or otherwise
insolvent. In this event, termination will be without compensation to the successful bidder,
provided that such termination will not prejudice or affect any right of action or remedy that has
accrued or will accrue thereafter to ELCOT.
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7.9.3 Termination for Convenience
ELCOT may written notice, with a notice period of seven days sent to the Successful Bidder,
may terminate the Contract, in whole or in part, at any time for its convenience. The notice of
termination shall specify that termination is for ELCOT’s convenience, the extent to which
performance of work under the Contract is terminated, and the date upon which such
termination becomes effective. On termination, the Successful Bidder is not entitled to any
compensation whatsoever.
7.10 Execution of Work Order

The Successful Bidder shall nominate and intimate ELCOT an Account Manager for Single
Point of Contact (SPOC), who shall be responsible for effective delivery of work complying with
all the terms and conditions. The Successful Bidder shall ensure that the Account Manager fully
familiarises with the Tender Conditions, Scope of Work and deliverables.
7.11 Assigning of Tender whole or in part

The successful Bidder shall not assign or make over the contract, the benefit or burden thereof
to any other person or persons or body corporate. The Bidder shall not under-let or sublet to
any person(s) or body corporate for the execution of the contract or any part thereof without the
prior written consent of ELCOT.
7.12 Penalty for Non-Fulfilment of Tender

Penalty will be levied at the rate of 0.25% on the value of the work order per week and part
thereof for non- fulfilment of commencement of Third Party Inspection. If such delay is found
for more than five occasions, the Security Deposit paid by the Inspection Agency will be
forfeited. Not limiting to this, the contract will be terminated as per the Termination Clause as
specified in the Tender document.
A penalty will be levied at the rate of 5% per day on the value of the work pertaining to the day
of the event if the Inspection of number of lots offered, dependents upon the situation is not
completed in full within the stipulated time. If such failure happens for more than two occasions,
apart from forfeiting the Security Deposit paid by the Inspection Agency, such failure may entail
black-listing of the Service Provider.
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7.13 Other Conditions

a) The final decision would be based on the technical capacity and pricing of the Bidder.
ELCOT does not bind itself in selecting the bidder offering lowest prices.
b) ELCOT reserves the right not to accept lowest price, to reject any or all the tenders
without assigning any reasons, to relax or waive any of the conditions stipulated in the
terms and conditions of tender as deemed necessary in the best interest of ELCOT for
good and sufficient reasons.
7.14 Dispute and Jurisdiction Clause

and in the manner stated supra, the aggreieved party shall approach the court in
Chennai city alone to the exclusion of all other courts to adjudicate the unresolved
dispute”
7.15 Other Documents to be included:

1. Copy of ESI Registration or necessary Exemption Letter for ESI
Registration shall be submitted.
2. Copy of EPF Registration or necessary Exemption Letter for EPF Registration shall be
submitted.
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8. Specifications
8.1 Laptop Computer Specifications as per ICB Tender no. ELCOT/PID/ICB/LTC/PX/2020-21
Note: The Successful bidder shall gothrough the below specifications indicated in the ICB
tender to carryout the Third party inspection.
Construction and Metal / Alloy / reinforced hinges for Display. The

1 Externals casing is ABS of black or Grey colour.
2 Processor (minimum) Intel Pentium Dual Core processor @ 2.0 Ghz or
higher (or) equivalent AMD processor @ 2.0 Ghz or
higher.
3 Memory Minimum of 2 DIMM slots with 1 x 8 GB DDR4
SDRAM @ 1600 MHz or Higher. Expandable up to
minimum 16 GB with at least 1 free slot.
4 Display 14 Inch display.
5 Display resolution 1366 X 768 or higher.
6 Hard Disk Drive Minimum of 500 GB SATA with 5400 rpm or higher.
7 Ports Minimum 3 USB, Headphone/speaker out, RJ-45,
AC power, in built speaker, VGA / HDMI,
Microphone jack, Mic.
8 Connectivity 10/100/1000 LAN or higher.
9 Web camera Web Camera Required.
10 Graphics Integrated Graphics supporting 128 MB VRAM or

Higher.
11 Wireless Wireless 802.11 b/g/n, Bluetooth 4.0 or higher.
12 Keyboard Standard keyboard with English & Tamil letters with

rupee symbol with integrated touch pad (Tamil
layout approved by Tamil Virtual Academy).
13 AC Power adopter Input 100V - 240V, 50 Hz AC (Should withstand up
to 270V).
14 Operating Temperature 0- 55 Degree Centigrade.
15 Battery Type Standard Rechargeable not more than 6 cell Li-Ion

battery with a minimum capacity of 40 WHr which
shall withstand for minimum 3 hours backup
operation.
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16 Certifications RoHS and BIS certificates are must for the quoted
model. The copy of the certificates should be
submitted along with the technical bid.
17 Operating System a) BOSS Linux from Centre for Development of
Advanced Computing (CDAC) will be sourced by
ELCOT and the same shall be preloaded.
b) Windows 10 Pro National Academic Edition or
latest under STF program should be preloaded and
factory activated.
c) Antivirus software with at least one year support
(Licenced) / Windows Defender shall be preloaded.
18 Standard accessories Power cable with three pin socket and plug, length
should be minimum 2.5 meters or higher (from end
to end power plug point to Laptop), Power adopter
and charger, User manual, Laptop Backpack.
19 Warranty 1 Year comprehensive warranty including battery.
20 Qualifying bench mark & A) BAPCO Sysmark 2014 SE with 64 bit Windows
Technical Specification 10 overall score of 400 or higher (OR) PC Mark
Compliance 10 Extended with 64 bit Windows 10 overall
score of 1200 or higher.
The bidder has to provide minimum of 3

samples for testing for each model through a
reputed test agency such as ETDC / ERTL /
STQC and the test compliant certificate should
be submitted along with the technical bid.
The qualifying bench mark testing for the laptop

as to be carried out with single 4GB RAM. The
bidder has to provide the benchmark results with
the same sample with single 8GB RAM also from
same testing agency for future reference and to
be furnished in the bid.
B) In addition to the above, the quoted model

Laptop should also to be tested for compliance to
the detailed technical specifications given in the
tender / bid document should be undertaken by a
reputed testing agencies viz. ETDC/ ERTL /
STQC and a “compliance certificate” mentioning
the technical parameters tested should be
obtained from the testing agency and should be
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submitted along with the bid as part of Technical

Bid documents.
C) The above test certificates should not be dated

earlier than the bid / tender notice publication and
uploading of tender / bid documents.
21 Contents a) Tamil Unicode font with keyboard interface for
typing in Word, Spread sheet and Presentation will
be sourced from Tamil Virtual Academy by ELCOT
and will be provided to the Supplier for pre loading.
b) Any other free Educational contents will be

sourced from Education Department by ELCOT and
will be provided to the Supplier for pre loading.
Note:
a) The Bidders are requested to get the sample Laptop Computers tested as per the
above specification and furnish the test report along with the Technical Bid.
b) Apart from the above, one sample Laptop Computer as per the above specification
shall be submitted to ELCOT on or before the due date and time of opening of the
Tender.
c) Technical Specification is formulated as per the provisions of the Tamil Nadu
Transparency in Tenders Act 1998 and the Tamil Nadu Transparency in Tenders
Rules 2000. (Chapter IV, Section 13)
8.2 Backpack Specification
1. Suitability To accommodate 15.6” size Laptop Computer approximately.
2. Size 43 cm (H) x 33 cm (W) x 23 cm (D) approximately.
3. Material Polyester fabric, nylon bonded thread, branded zippers and

sliders.
4. Compartments Three compartment bag (Laptop, Text book, Power adapter,

utility pocket) with padded sleeve, Utility pocket in the front
and side packets.
5. Padding Padded handle, Padding on the back for comfort and air flow
curved and padded contoured shoulder straps.
6. Logo and image Government Logo, image and Scheme name shall be screen
printed on the front pocket as per the design which will be
given by ELCOT.
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9. Scope of Work
9.1 Scope of work
a) The Scope of Work is to conduct pre-dispatch Inspection and Quality Assurance of
Laptop Computers to be supplied pursuant to ELCOT Tender No.
ELCOT/PID/OT/33396/LTC/INSPN/2020-21 for the procurement of 7,43,129 Nos. of
Laptop Computers under the scheme of Government of Tamil Nadu free distribution of
Laptop Computer to the students.
b) The inspection and QA shall be conducted at various Manufacturers’ plants in India and
other locations in Tamil Nadu. The inspection may also to be conducted at additional
places anywhere in India to be specified by ELCOT by positioning inspection team(s).
The plant/locations where inspection and QA needs to be carried out hereinafter will be
called as Inspection Locations.
c) The Successful Bidder hereinafter called as Inspection Agency shall deploy the
inspection teams at the locations, conduct inspection and acceptance of the laptop
computer shipments so as to ensure that the various conditions and technical
parameters as specified in the ELCOT Tender reference No: ELCOT/PID/ICB/ LTC/P
X/2020-21 and also as per the sample laptop computer test report issued by ETDC are
duly fulfilled.
9.2 Inputs to the Inspection Agency

ELCOT will provide the following details to the Inspection Agency.
a) Copy of the Laptop Computer supply Tender reference ELCOT/PID/ICB/LTC/
PX/2020-21 published by ELCOT.
b) Details and locations of the manufacturing plant which will be known only after
finalisation of tender for the procurement of the Laptop Computers.
c) Copies of the test report of the laptop computer samples tested by ETDC for
reference.
d) Technical Specification for the laptop computer and Laptop backpack to be supplied.
e) Packaging/packing requirements and barcode requirements
f) Commencement of inspection requirements/ supervision in tune with production
schedule of suppliers and instructions will be issued for requirement(s) of each
inspection team.
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g) ELCOT may nominate its Official(s) to supervise the quality of manufacturing at the
plant and also the pre-despatch inspection activity.
h) Further instructions and guidelines in due course.
9.3 Inspection Parameters
1. The type testing and environmental testing will be conducted by ELCOT as and when
considered necessary by ELCOT during the contract period. When requested by
ELCOT, the Inspection Agency shall draw one sample from the finished goods and
submit to ELCOT for type testing and approval from ETDC as per the IS 14896:2001
standards.
2. The sample should give the same or better result with the sample laptop computer
approved by ETDC laptop computer procurement tender evaluation. If the sample drawn
by the inspection Agency fails in the type testing, subsequent production shall be
allowed only after the cause of the defect is rectified in the ongoing production and in
finished goods already on hand.
3. The Inspection Agency shall conduct the process inspection, configuration testing,
operational testing of the devices, Traceability markings, input voltage variation, battery
backup with charge/discharge as per the Technical Specification and drop testing and
any other inspection as requested by ELCOT from time to time.
9.4 Inspection Locations

9.4.1 For the Laptop Computers Manufactured in India
a) The Inspection Agency shall conduct independent inspection and specification

conformity as per the Technical Specification of laptop computers at the manufacturing
plant/ Other pre-dispatch locations within Tamil Nadu. The random samples may be
drawn as specified in the current Tender. Only after the Inspection and Acceptance of
the goods, the supply shall be permitted for shipment.
b) The Inspection Agency shall ensure that Laptop computers manufactured and supplied
under the scheme shall be of the same or better quality with the test conducted on
sample laptop computer during the technical evaluation of the laptop computer supply
tender.
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c) The Inspection Agency shall conduct an inspection for the specification conformity of
backpacks supplied under this scheme.
9.4.2 For the Laptop Computers manufactured outside India
a) The Inspection Agency shall conduct independent inspection and specification

conformity as per the Technical Specification of laptop computer at other locations or
warehouses or Godowns where the shipment would be landed. The random samples
may be drawn as specified in the current Tender. Only after the Inspection and
Acceptance of the goods, the supply shall be permitted.
b) The Inspection Agency shall ensure that Laptop computers supplied under the scheme
shall be of the same or better quality with the test conducted on sample laptop
computer during the technical evaluation of the laptop computer supply tender.
c) The Inspection Agency shall conduct an inspection for the specification conformity of
backpacks supplied under this scheme.
9.5 Inspection Procedure

The sampling plans and procedures for inspection of Laptop Computers shall be in
accordance with Indian Standard IS10673-1983 (Reaffirmed 2001). The type of
inspection and testing to be conducted in the Inspection locations is given below.
a) Line Inspection should ensure that standard components are used in the production
line and also standard process is adhered to without deviations.
b) Functional testing should ensure that the finished goods conform to the Technical
Specification. The functional testing should be carried out as per the sampling plan
prescribed in this Tender.
c) Packing and Delivery inspection should ensure that the packaging/ packing
requirements are complied. The packaging and packing as per the requirements will
be issued by ELCOT.
9.6 Project Plan

The Inspection Agency shall discuss the plan covering all the aspects of the service
requirements with ELCOT prior to commencement of services. Suggestions on any of
the aspect of the scope of work for betterment of production quality and supply quality
shall be discussed with ELCOT and plan shall be submitted to ELCOT. The Project Plan
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shall serve for all practical purposes of the scope of service.
9.7 Field Visit

The Inspection Agency after getting the confirmation from ELCOT shall visit all the
locations and discuss with the laptop computer manufacturers on the requirements of
space, electrical connection, security, safety and get the site prepared for housing
equipment.
9.8 Setting up environment

a) The Inspection Agency shall bring the equipments as required to the manufacturing
plant and/or other locations and keep (kept) under safe custody with lock and key.
Access to the inspection area should be restricted to others.
b) As the need to ensure quality and compliance to the Technical Specification is of
utmost important, the Inspection Agency should have the necessary equipments in
sufficient quantity to carry out the inspection without any delay.
c) Before commencing the inspection, the Inspection Agency shall declare the list of
equipments to ELCOT.
d) The equipments should be brought in good working conditions and installed properly.
The equipments should be calibrated before commencement of inspection. The
calibration time table should be submitted to ELCOT and accordingly, the
equipments should be calibrated. A calibration chart should be affixed in each of the
equipments.
e) The equipments shall be maintained by the Inspection Agency including
repairs/replacements of spares. It should be ensured that the inspection and
acceptance shall not be affected.
9.9 Deployment of Inspection and QA Team

9.9.1 Team composition
a) The Inspection Agency shall arrange required number of teams for deployment at the
various manufacturing plants and/or other locations in Tamil Nadu or India. The
inspection shall be held concurrently with the production and two shifts per day shall be
operated if required (Cost should be quoted for one shift only).The number of
inspection teams and shift operations may vary depending on the number of
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manufacturers, their production capacity and delivery plans.

b) One team shall comprise of two inspection engineers to handle one shift operation.
One team shall be deployed per shift operation and wherever two shifts are operated,
two teams shall be deployed. But one set of all test equipments should be provided
each team. The teams shall conduct inspection and certify the laptop computer
batches.
c) The teams should be rotated among the manufacturing locations or warehouses or
Godowns every month.
9.9.2 Qualification and Experience
a) The inspection engineers should possess a minimum Engineering degree in

Electronics and Communication or Computer Science or Diploma in Electrical/
Electronics/Computer Science or any other relevant disciplines. The CVs
accompanying copies of Engineering/Diploma Certificates shall be submitted to
ELCOT before deploying the Inspection team.
b) The inspection engineers shall have a minimum of 2 years of Experience in inspection
and testing.
9.9.3 Training to the Engineers
The engineers proposed to be deployed for this project shall be trained on the scope of
the work, inspection procedures and sampling plans. The engineers shall be familiar with
the Indian Standards as specified in the tender document.
9.9.4 Replacement of Engineers
a) The Inspection Agency shall keep trained reserve engineers possessing the
qualification and experience as specified in the Tender to effect immediate
replacements.
b) The engineers deployed in the project shall not be changed unless there is a valid
reason for change. If change is necessitated, the Inspection Agency shall ensure that
the reserve engineer joins the team and get the knowledge transfer before relieving the
outgoing engineer.
c) The shift rotation shall be planned among the teams
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d) If ELCOT finds any of the engineers has committed serious misconduct or reasonable
cause to be dissatisfied with performance, the Inspection Agency shall replace the
engineer upon written request from ELCOT.
e) ELCOT shall not be liable or responsible for any damages or compensation payable to
any engineers provided by the Inspection Agency to the project under this Tender. The
Inspection Agency shall undertake to indemnify and keep ELCOT and/or the
Government of Tamil Nadu always indemnified against all such damages, losses,
expenses and compensation and all such claims proceedings, damages, costs, charges
and expenses whatsoever in respect thereof or in relation thereto.
9.9.5 Statutory Regulations
a) The Inspection Agency shall comply with the statutory regulations governed by State
and Central Government.
b) The Inspection Agency shall bear all the salaries, allowances, boarding & lodging and
any other expenses associated with this Tender.
c) The Inspection Agency shall be responsible for remittance of the Provident Fund and
any other statutory payments as governed by the statutory bodies in India.
d) ELCOT will not be responsible or liable for any payments directly or indirectly to the
deployed manpower or statutory payments.
e) The Inspection Agency, shall submit proof of Provident Fund/ESI remittance or
Provident Fund returns along with the bills in respect of the manpower deployed in this
regard. Otherwise, the bills will not be honoured.
9.10 Acceptable Quality Level
9.10.1 Batch size and Sample size
a) A random sample should represent the batches of the same model, same type, and
same design and manufactured by the same technique under similar conditions of
production. The batch size can be changed subject to the production capacity per
day. The sample size shall be at least 1% of the batch size. The acceptable quality
level is indicated below.
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Batch size First sample Second Acceptance Rejection number

sample number
2500 25 25 0 2
b) Conformity Criteria:
Sl. Conditions Decisions
No.
1 If first sample defectives = 0 Batch shall be accepted
2 If first sample defectives = or > 2 Batch shall be rejected for rework
3 If first sample defectives = 1 Second sample shall be drawn
and inspected
4 If second sample defectives = 0 Batch shall be accepted
5 If second sample defectives = or > 1 Batch shall be rejected for rework
c) The Inspection Agency should verify the source of critical components being used in
the manufacturing of the Laptop Computers. The certificate and other documentary
proofs are to be verified from time to time and ensure that only the approved
components are used in the laptop computer manufacturing. It is the responsibility of
the Inspection agency to maintain the documentary proof at each manufacturer plant
for all the batches inspected. If the laptop computers are manufactured without the
approved components, the laptop computers need not be taken for inspection and
testing. This should be informed to ELCOT immediately for course correction.
d) Though acceptable quality level is indicated above, the quality level shall be
discussed with ELCOT and finalised at the time of drawing plans.
9.10.2 Inspection switching plan
The inspection switching plan shall be required based on the consistency level of quality
in production. Normal levels of inspection shall be discussed at the time of planning
stage and finalised.
9.11 Inspection and Acceptance

a) The Inspection Agency shall take stock of the practice of the production from inward
till delivery and ascertain the quality awareness of the manufacturer. The Inspection
Agency shall primarily verify practice documents and conduct a mock testing for
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standardising the inspection and acceptance.

b) The first few batches shall be carefully examined to assess the quality practice of the
manufacturer and streamline the inspection and acceptance. The Inspection Agency
shall conduct inspection and Acceptance as specified in the Tender and clear the
batches. Any batches offered by the manufacturer/supplier shall be tested and
cleared within the next working day.
c) The Inspection Agency shall suggest to ELCOT on revision of the inspection plans
and any other suggestions based on the ground reality.
d) The Inspection Agency shall conduct periodical review of the performance of the
inspection engineers.
e) The Inspection Agency shall device mechanism for communication and reporting to
ELCOT and manufacturer.
f) The Inspection Agency shall arrange all equipments, hardware and software, report
templates, stationary items and any other materials and staffing required for
fulfilment of the services.
9.12 Commencement/suspension of inspection

a) ELCOT will request the Inspection Agency to commence the inspection services in
any of the manufacturing plant and/or other locations. The Inspection Agency shall
commence the inspection services within 5 days from the receipt of request from
ELCOT.
b) ELCOT will request the Inspection Agency to suspend the inspection services
temporarily in any of the manufacturing plant or other locations. The Inspection
Agency shall suspend the inspection services within 3 days from the receipt of
request from ELCOT.
c) ELCOT will also request the Inspection Agency to terminate the inspection services
in any of the manufacturing plant and/or other locations when necessary. The
Inspection Agency shall terminate the inspection services within 3 days from the
receipt of request from ELCOT.
d) In the event of failure of the Inspection Agency to act up on the request in this regard,
ELCOT at its discretion may invoke the Termination clause as specified in the
Tender.
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9.13 Record keeping and Reporting

a) The Inspection Agency shall maintain all the records related with the Inspection and
Acceptance. Daily report shall be prepared and maintained at the inspection
location. All the daily reports shall be bound in the form of book and submitted to
ELCOT on a monthly basis.
b) The Inspection Agency shall enter the batch acceptance/rejection details on daily
basis in the web based ERP software to be facilitated by ELCOT.
c) A consolidated weekly MIS in respect of each manufacturing plant should be sent to
ELCOT by e-mail. The model copy of MIS report for the inspection of laptop
computer shall be collected from ELCOT.
d) Daily attendance for inspection team should be maintained at each inspection
location. ELCOT representative at each plant/location will authorise the attendance.
The copy of the attendance monthly sheet shall be enclosed along with the Bills.
e) The Model copy of the Third Party Inspection Report to be submitted by the
Successful Bidder is enclosed in Annexure – 4 and Model copy of the Electronics
Testing and Development Centre (ETDC) or any other approved agencies approved
for Laptop Computers before commencing the production by the manufacturer is
enclosed in Annexure-5.
f) Offer Letter for Laptop supplies is to be obtained as per the Annexure - 4
9.14 Delivery Schedule and Contract period

a) The Inspection Agency shall inspect and clear the batches offered in a day in the
next working day. In case of any backlog testing, the same shall be cleared within
two days by means of special arrangement. Any delay of more than two days would
be considered as non-fulfilment of delivery schedule.
b) The contract period will be in force for 18 months from the date of signing of
Agreement.
9.15 Basis for the Rates to be offered

a) The Inspection Agency shall quote the rate per team per month including equipments
if any. Wherever additional teams are required, the same shall be deployed by the
Inspection Agency as and when requested by ELCOT. The Work Order will be issued
separately for additional team deployment.
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b) The rate for the team including equipments shall be uniform anywhere throughout
India and differential rate will not be permitted.
c) The rate per team should be inclusive of all expenses like, Travel, Boarding &
Lodging, conveyance expenses, out of pocket expenses and any other expenses
associated with this service. No extra cost whatsoever will be paid by ELCOT on this
account.
9.16 Exit Clause

The Inspection Agency after fulfilment of contract shall supply the following.
a) All the reports and information relating to the work rendered

b) Project data and confidential information
c) All the deliverables including the reports prepared and submitted by the Successful
Bidder would be the property of ELCOT.
d) The detailed report about the accomplishment including but not limited to what
objectives met, strategies adopted, milestone achieved, change management
adopted, key challenges crossed, outcomes, etc shall have to be furnished to ELCOT.
e) Before the date of exit of the Inspection Agency, the Inspection Agency shall deliver
to ELCOT all updated reports.
f) The Inspection Agency shall withdraw the manpower deployed including equipments
if any, by the Inspection Agency from the project.
9.17 Special Conditions for Manpower
a) Successful Bidder should provide an Identity Card with passport size photograph duly
signed by the Authorized Signatory of the Successful Bidder to all the manpower deployed
in the project.
b) Successful Bidder should disburse the salaries to all the manpower before 7th day of every
month.
c) All claims which are made by the manpower under medical grounds or compensation or
otherwise in respect of any compensation payable to the manpower should be borne by
the Successful Bidder.
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d) Manpower deployed by the Successful Bidder cannot claim any benefits from ELCOT/
Purchaser.
e) Manpower deployed by the Successful Bidder should behave properly and any
misbehaviour is reported, the person should be replaced immediately.
f) Manpower deployed by the Successful Bidder should present on all working days.
Substitute has to be arranged if the allotted manpower is on leave.
g) The Successful Bidder understands and agrees that the Successful Bidder shall be solely
and entirely liable and responsible for the Compliance of all statutory provisions applicable
to the manpower deployed like Minimum Wages Act, ESI, PF. ELCOT and / or the
Purchaser shall not be liable or responsible in this regard. In the event of any claim made
against ELCOT and / or the Purchaser, the Successful Bidder hereby undertake to
indemnify and keep ELCOT and / or the Purchaser always indemnified against any such
claims and / or expenses incurred by ELCOT and / or the Purchaser in respect of the
manpower deployed by the Successful Bidder.
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10. Payment Clause
1. No advance payment will be made.

2. The payment will be released on monthly basis for the number of teams deployed
subject to successful completion of work.
3. The Bills for the number of teams deployed in the inspection locations will be honoured
on submission of the following enclosures along with the bills.
`a) Copy of the monthly Attendance sheet certified by ELCOT officials.
b) Summary of Inspection reports for the entire month based on the Inspection.
c) Copy of the Provident Fund/ESI remittance or Provident Fund returns filed to the
statutory authorities.
4. Manpower charges will not be paid during non-production continuously for more than 5
days at the manufacturing plant in a month.
5. Any bills due to the Inspection Agency will be paid after the receipt of the bills and after
deducting TDS as per statutory provisions, penalty amount if any.
6. The Taxes as applicable during the contract period as specified in the Tender will be
paid by ELCOT. In case, the Taxes are reduced with retrospective effect, the Inspection
Agency is liable to return the same to ELCOT.
7. The Inspection Agency shall be liable for payment of all Taxes and other statutory
Payments payable under any or all of the Statutes/Laws/Acts etc as applicable from time
to time.
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Annexure-1 Model Form of Contract

(To be executed on Rs.100/- Non-Judicial Stamp Paper bought in Tamil Nadu by the
Inspection Agency for Third Party Inspection and Quality assurance of 7,43,129 nos..of Laptop
Computers.) (NO FIGURES IN NUMERALS OR WORDS SHALL BE FILLED UP IN THIS
SAMPLE FORM AT THE TIME OF SUBMISSION OF TENDER)
This CONTRACT is entered into at Chennai on the ................. day of ............. 2021
between Electronics Corporation of Tamil Nadu Limited, a wholly owned Government of
Tamil Nadu Undertaking, a Company registered under the Indian Companies Act, 1956 and
having its Registered office at 692, Anna Salai, Nandanam, Chennai- 600 035 hereinafter
referred to as “ELCOT” (which term shall mean and include its Successors and permitted
assigns).
and
------------------a company registered under the Companies Act 1956 and having its Registered
office at ------------------------ hereinafter referred to as the “Inspection Agency” (which term shall
mean and include its successors and permitted assigns).
Whereas ELCOT on behalf of the Government of Tamil Nadu invited a Rate Contract
tender vide Ref. No. ELCOT/PID/OT/33396/LTC/INSPN/2020-21 for Third Party Inspection and
Quality assurance of 7,43,129 nos. of Laptop Computers at the manufacturing plants and other
locations throughout India and the Inspection Agency was selected for the execution of work as
per the tender document.
Whereas ELCOT and the Inspection Agency in pursuance thereof have arrived at the
following terms and conditions.
1) This document on having been signed by both the parties shall constitute a binding
contract between the parties and shall remain in force for a period of 12 months from
the date of signing the Contract. ELCOT may renew/extend the contract for further
period as may be agreed between the parties. In the event of any breach of the Contract
at any time on the part of the Inspection Agency the contract will be terminated by
ELCOT without compensation to the Inspection Agency. The contract may also be put
to an end at any time by ELCOT upon giving seven days notice to the Inspection
Agency.
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2) The Inspection Agency agrees to undertake the pre-despatch inspection services as per
the delivery schedule at the locations (as indicated in Annexure). The cost for the
inspection team including equipments is agreed at Rs. (Rupees
only) excluding taxes per team month as indicated below :
Sl. Description Amount excluding Taxes

No. (in Rs.)
1) Cost per team per month
2) Cost per one Engineer per month
3) Cost per test equipment per month per team
Total
3) The Tender document including the following shall be deemed to form and be read and
construed as part of this Contract.
a) Scope of Work
b) Tender Terms and Conditions
c) Amendments issued by ELCOT for the Tender document
d) Corrigendum / Clarifications issued by ELCOT for the Tender document
e) Bid response and detailed final offer of the Inspection Agency
f) Work Order(s) issued by ELCOT from time to time
g) Correspondence made by ELCOT to the Inspection Agency from time to time
during the period of the contract.
Wherever the offer conditions furnished the Inspection Agency are at variance with
conditions of this contract or conditions stipulated in the tender document, the final
negotiated offer conditions shall prevail over the tender conditions furnished by the
Inspection Agency.
4) This Contract shall remain inforce during the contract period of 12 months from the date
of signing of this contract i.e upto .............. ELCOT may renew/extend the contract for
further period as may be agreed between the parties.
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5) The INSPECTION AGENCY agrees to deliver the services as specified in the Tender
within the stipulated period prescribed by ELCOT at the cost finalised in the tender. This
cost is firm and not subject to enhancement.
6) The Contract or any part share of interest in it shall not be transferred or assigned by the
INSPECTION AGENCY directly or indirectly to any person or persons whomsoever
without the prior written consent of ELCOT.
7) Neither ELCOT nor the INSPECTION AGENCY shall be liable to the other for any delay
or failure in the performance of their respective obligations due to causes, contingencies
beyond their reasonable control such as:
a) Natural phenomena including but not limited to earthquakes, floods and epidemics.
b) Acts of any Government authority domestic or foreign including but not Limited to war
declared or undeclared.
c) Accidents or disruptions including, but not limited to fire and explosions.
8) Delivery Schedule
The Inspection Agency shall provide the Testing and Acceptance services as specified in
the Tender document and complete the testing of the offered batches in the next working
day. In case of any backlog for testing in the offered batches, the same shall be
completed within two days by means of special arrangement. Any delay of more than two
days would be considered as non-fulfilment of delivery schedule.
9) Penalty for Non –Fulfilment of Tender

Penalty will be levied at the rate of 0.25% on the value of the work order per week and
part there of for non- fulfilment of commencement of Third Party Inspection. If such
delay is found for more than five occasions, the Security Deposit paid by the Inspection
Agency will be forfeited. Not limiting to this, the contract will be terminated as per the
Termination Clause as specified in the Tender document.
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A penalty will be levied at the rate of 5% per day on the value of the work pertaining to
the day of the event if the Inspection of number of lots offered, dependents upon the
situation is not completed in full within the stipulated time. If such failure happens for
more than two occasions, apart from forfeiting the Security Deposit paid by the
Inspection Agency, such failure may entail black-listing of the Service Provider.
10) Payment Terms:
a) No advance payment will be made.

b) The payment will be released on monthly basis for the number of teams deployed
subject to successful completion of work.
c) The Bills for the number of teams deployed in the inspection locations will be honoured
on submission of the following enclosures along with the bills.
i) Copy of the monthly Attendance sheet certified by ELCOT officials
ii) Summary of Inspection reports for the entire month based on the Inspection
iii) Copy of the Provident Fund/ESI remittance or Provident Fund returns filed to the
statutory authorities.
d) Manpower charges will not be paid during non-production continuously for more than 5
days at the manufacturing plant in a month.
e) Any bills due to the Inspection Agency will be paid after the receipt of the bills and after
deducting TDS as per statutory provisions, penalty amount if any.
f) The Taxes as applicable during the contract period as specified in the Tender will be
paid by ELCOT. In case, the Taxes are reduced with retrospective effect, the Inspection
Agency is liable to return the same to ELCOT.
g) The Inspection Agency shall be liable for payment of all Taxes and other statutory
payments payable under any or all of the Statutes/Laws/Acts etc as applicable from time
to time.
11) The Inspection Agency shall be liable and / or responsible for the compliance of all
Statutory Provisions and especially those relating to Labour Laws in respect of this
Contract.
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12) Any notice from one party to the other given or required to be given hereunder shall be
given by either:
a) Mailing the same by registered mail, postage prepaid, return receipt requested; or
b) Having the same delivered by courier with receipt acknowledged at the address set
forth above or with other addresses and to the attention of such other person or
persons as may hereafter be designated by like notice hereunder and any such notice
shall be deemed to have been served if sent by post on the date when in the ordinary
course of post, it would have been delivered at the addresses to which it was sent or if
delivered by courier on the date of acknowledgement of receipt.
13) In case of breach of any of the conditions of the contract by the INSPECTION AGENCY
during the contract period, ELCOT reserves the right to recover costs/liabilities arising
directly due to such breach from the INSPECTION AGENCY.
14) Force Majeure

Neither ELCOT nor the Inspection Agency shall be liable to the other for any delay or
failure in the performance of their respective obligations due to causes or contingencies
beyond their reasonable control such as :
a. Natural phenomena including but not limited to earthquakes, floods and

epidemics.
b. Acts of any Government authority domestic or foreign including but not limited to
war declared or undeclared, priorities and quarantine restrictions.
c. Accidents or disruptions including, but not limited to fire, explosions, breakdown of
essential machinery or equipment, power and water shortages.
Wherever the offer conditions furnished by the Inspection Agency are at variance with
conditions of this contract or conditions stipulated in the purchase order, the latter shall
prevail over the offer conditions furnished by the Inspection Agency.
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15) Waiver of any terms and conditions by ELCOT in writing shall not have the effect of
waiving or abandoning other terms and conditions of the contract.
16) (a) Unless otherwise provided in the Contract, any notice, request, consent or other
communication given or required to be given hereunder shall be given by mailing the
same by registered mail, postage prepaid, in the case of the Inspection Agency to
ELCOT at its Registered Office set forth above or with other addresses and to the
attention of such other person or persons as may hereafter be designated by like notice
hereunder and any such notice sent by post shall be deemed to have been served on the
date when in the ordinary course of post, it would have been delivered at the address to
which it was sent.
(b) Any notice to the Inspection Agency shall be deemed to be sufficiently served, if
given or left in writing at their usual or last known place of abode or business.
17) Termination of Contract
17.1Termination for default

a) ELCOT may without prejudice to any other remedy for breach of contract, by written
notice of default with a notice period of seven days, sent to the Inspection Agency,
terminate the contract in whole or part, (i) if the Inspection Agency fails to deliver any or
all of the goods within the time period(s) specified in the Contract, or fails to supply the
items as per the Delivery Schedule or within any extension thereof granted by ELCOT;
or (ii) if the Inspection Agency fails to perform any of the obligation(s) under the
contract; or (iii) if the Inspection Agency, in the judgement of ELCOT, has engaged in
fraudulent and corrupt practices in competing for or in executing the Contract.
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b) In the event of ELCOT terminating the Contract in whole or in part, ELCOT may procure,
upon terms and in such manner as it deems appropriate, the goods and services similar
to those and delivered and the Inspection Agency shall be liable to ELCOT for any
additional costs for such similar goods and services. However, the Inspection Agency
shall continue the performance of the contract to the extent not terminated.
17.2 Termination for Insolvency

ELCOT may at any time terminate the Contract by giving written notice with a notice
period of 7 days to the Inspection Agency, if the Inspection Agency becomes bankrupt or
otherwise insolvent. In this event, termination will be without compensation to the
Inspection Agency, provided that such termination will not prejudice or affect any right of
action or remedy that has accrued or will accrue thereafter to ELCOT.
17.3 Termination for Convenience
ELCOT may written notice, with a notice period of 7 days sent to the Inspection Agency,
may terminate the Contract, in whole or in part, at any time for its convenience. The
notice of termination shall specify that termination is for ELCOT’s convenience, the
extent to which performance of work under the Contract is terminated, and the date
upon which such termination becomes effective. On termination, the Inspection Agency
is not entitled to any compensation whatsoever.
Any notice to the Inspection Agency shall be deemed to be sufficiently served, if given or
left in writing at their usual or last known place of abode or business. ELCOT reserves
the right to cancel the order(s) and to terminate the contract in the event of short
performance or non-performance of the Inspection Agency.
18) Dispute and Jurisdiction Clause
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and in the manner stated supra, the aggrieved party shall approach the court in Chennai
city alone to the exclusion of all other courts to adjudicate the unresolved dispute”
In Witness whereof the parties hereto have signed on the day, month and year above
written in the presence of
For and or behalf of For and on behalf of

Inspection Agency Electronics Corporation of
Tamil Nadu Limited
Witnesses: Witnesses:
1. 1.
2. 2
Page 57 of 81
Annexure-2 Bank Guarantee Format
(To be executed in Rs.100/- Stamp Paper)

To
The Managing Director

Electronics Corporation of Tamil Nadu Limited
MHU Complex II Floor
692 Anna Salai, Nandanam
Chennai - 600035
Bank Guarantee No:

Amount of Guarantee:
Guarantee covers from:
Last date for lodgement of claim:
This Deed of Guarantee executed by ……………….. (Bankers Name & Address) having
our Head Office at …………………..(address) (hereinafter referred to as “the Bank”) in favour
of The Managing Director, Electronics Corporation of Tamil Nadu Limited, a wholly owned
Government of Tamil Nadu undertaking, MHU Complex II Floor, 692 Anna Salai, Nandanam,
Chennai - 600035 (hereinafter referred to as “the Beneficiary”) for an amount not exceeding
Rs._______/- (Rupees ________ Only) as per the request of M/s. ______ having its office
address at ___________ (hereinafter referred to as “ Service Provider”) against Letter of
Acceptance reference ___________ dated __/__/____ of M/s. Electronics Corporation of Tamil
Nadu Limited. This guarantee is issued subject to the condition that the liability of the Bank
under this guarantee is limited to a maximum Rs._______/- (Rupees ________ Only) and the
guarantee shall remain in full force upto ___ months from the date of Bank Guarantee and
cannot be invoked otherwise by a written demand or claim by the beneficiary under the
Guarantee served on the Bank before ___ months from the date of Bank Guarantee.
AND WHEREAS it has been stipulated by you in the said ORDER that the
Successful Bidder shall furnish you with a Bank Guarantee by a Scheduled/ Nationalised Bank
for the sum specified therein as security for compliance with the Successful Bidder
performance obligations for a period in accordance with the contract.
AND WHEREAS we have agreed to give the supplier a Guarantee.
Page 58 of 81
THEREFORE, we (Bankers address)……………., hereby affirm that we are Guarantors

and responsible to you on behalf of the Successful Bidder up to a total of Rs._______/-
(Rupees ________ Only) and we undertake to pay you, upon your first written demand
declaring the Successful Bidder to be in default under the contract and without any demur, cavil
or argument, any sum or sums within the limit of Rs._______/- (Rupees ________ Only) as
aforesaid, without your needing to prove or show grounds or reasons for your demand or the
sum specified therein. We will pay the guaranteed amount notwithstanding any objection or
dispute whatsoever raised by the Service Provider.
This Guarantee is valid until __ months from the date of Bank Guarantee.
Notwithstanding, anything contained herein.
Our liability under this guarantee shall not exceed Rs._______/- (Rupees ________
Only). This bank guarantee shall be valid up to __ months from the date of Bank Guarantee
and we are liable to pay the guaranteed amount or any part thereof under this Bank Guarantee
only and only if you serve upon us a written claim or demand on or before ____________
Notwithstanding anything contrary contained in any law for the time being in force or
bank practice, this guarantee shall not be assignable or transferable by the beneficiary. Notice
of invocation by any person such as assignee, transferee or agent of beneficiary shall not be
entertained by the Bank. Any invocation of guarantee can be made only by the beneficiary
directly.
In witness whereof the Bank, through its authorised Officer, has set its, hand and stamp
on this …………………………………. at ____________.
Witness: (Signature)
(Name in Block Letters)
1.
2.
Page 59 of 81
Annexure – 3 Format for Prebid Queries
Name of the Company:

E Mail id:
Contact Person Name:
Mobile No.:
S No Page No. Clause No. Title of the Clause Description of the Amendment Reasons for
Clauses as per Requested requesting the
Tender Document Amendment
Page 60 of 81
Annexure-4 Model Test Reports and Offer Letter
1) Offer Letter to be obtained from the Laptop supplier to Third Party Inspection Agency
Ref: Dated: .2021
To
Sub: Invitation letter for testing of laptop computers – Batch No.000

Qty -2500 Laptop computers
Ref: ELCOT/PID/CIB/LTC/P X/2020-21
Sir,
We hereby invite you to kindly carry out the testing of our batch no 000 of 2500 Nos. of
laptop computers (Batch No.000) as per the tender specifications of M/s. ELCOT Ltd., Chennai
in accordance with the ETDC tested sample. This letter is issued to you as you are the third
party testing agency approved by M/s.ELCOT Ltd., Chennai.
We request you to kindly arrange for carrying out the tests as soon as possible.
Thanking you,
Yours sincerely,
Authorised Signatory
CC:- M/s.ELCOT Ltd., Chennai 600 035 for kind information.
Page 61 of 81
2) Functionality Test for the Laptop Computers
Date: Batch No:

Make: Model:
Sl..No. ELCOT Sl. No.
Functionality Test
S.No Parameters Windows Linux Remarks
1 OS
2 Office (Windows – MS Office 2019, BOSS –
Libre Office 5.2.7.2
3 Anti Virus Microsoft Windows Defender
4 All USB Ports Connectivity
5 All Keys Working in Keyboard
6 Audio-Ext Speaker or Headphone
7 Audio – Laptop
8 Audio (Minimum and Maximum)
9 Video
10 Icons in the Desktop as per annexure
Windows – 28 & Liuux – 18 Icons
11 LAN (Print)
12 Internet through LAN
13 Wi – Fi
14 Web Camera
15 Mic
16 Bluetooth
17 Word / Writer
18 Excel / Spread Sheet
19 File Sharing
20 Multimedia Projector Working
21 Education Contents Windows D-Drive – 287
GB, Linux 2.4 GB
22 Partition Size
23 User Name
24 Password
25 Sleep (Requires power in this state and
system state is saved in RAM, Monitor is
Powered off) Power mode.
26 Hibernate by closing the Lid without proper
shut down
27 Image on booting (Tamil Nadu Logo and
Scheme Name)
28 Screen saver Activation
29 Different Screen Saver – AC and DC
Page 62 of 81
30 Touchpad, Left Click and Right Click

31 Dictionary
32 Dictionary – Working
33 Glossary – 60.3 MB
34 Glossary Working
35 Thirukural
36 Thirukural Working
37 Tamil Fonts (Windows Default)
38 Tamil Office Suite working
39 Engineering
40 Engineering Working
41 Polytechnic
42 Polytechnic Working
43 Arts & Science
44 Arts & Science Working
45 (Windows – Text Books +2 – 448 MB)
(Boss Linux Text Books +1 & +2)
46 Higher Secondary 1st year video files
47 Higher Secondary 1st year PDF files
48 Higher Secondary 1st year Working
49 Text Books Working
50 TUX Typing Software – 14.3 MB Windows
51 TUX Typing Software Working
52 Lap Trac Software
53 Dos & Don’t s
54 Laptop Instructions
55 Carrer Guidence
56 Carrer Guidence - Wroking
57 Higher Secondary II nd year
58 Higher Secondary II nd year Wroking
59 TN School Live
60 TN School Live - Wroking
Page 63 of 81
61 Library Content
62 Library Content - Working
63 Activation of Windows 10 OS
64 Activation of Microsoft Office 2019
65 NVDA Working
66 ORKA Working
67 Indications (Power On, Charging & Cap
Lock)
68 Adapter working Condition in AC
69 Charger Working Condition
70 Specify Processor type with Speed
71 Specify Memory Capacity and Speed
72 Hard Disk Capacity
73 Port and Indication location
74 Total Number of Keys
75 Function Keys
76 F1- Mute
77 F2 – Volume -
78 F3 - Volume +
79 F4 - Mic
80 F5 - Refresh
81 F6 - Touchpad
82 F7 – Airplane Mode
83 F8 - Camera
84 F9 – Screen lock
85 F10 - Projector
86 F11- Brightness -
87 F12 – Brightness +
88 After Functionality test – Tracking Software
(Un Installed and Installed)
This is to Certify that the above Laptop Configuration is as per the Tender Specification, it is
working fine in Windows & BOSS Linux. The pre loaded Educational Content and Tamil
Fonts are working fine.
Inspection Agency Name:
Page 64 of 81
Tested By
Name:
Designation:
Signature:-
3) Finishing Goods of the Laptop Computers
Sl.no.:
Batch:
Sl.No. Parameters Physical verification Remarks

1 Battery
Make
Model
Capacity
2 Adapter
Make
Model
Capacity
3 Power Cord
Length
No. of socket
4 Processor
Make
Model
Capacity
5 Chip set
Make
Model
Capacity
6 Memory
Make
Model
Capacity
7 HDD
Make
Model
8 Wi-Fi
Make
Model
9 Mother board
Make
Page 65 of 81
Model
Name:
Designation:
Signature:
4) Functionality
Test - Major
Sl.no:
Batch:
Functionality Test – Major
(for the Tender No. ELCOT/PID/OT/33396/LTC/INSPN/2020-21)
Sl.No. Parameters Observation to be Pass / Fail Remarks
Recorded
1 Laptop Physical Condition
2 Logo on Laptop
3 Dual Booting of Windows

and Boss
4 All USB Ports Working
5 Camera
6 All Keys
7 Audio-Ext Speaker
8 Audio – Internal Speaker
9 LAN Port
10 Bluetooth
11 Wi – Fi
12 Multimedia Projector
Working
13 Touch Pad, Left Click and

Right Click
14 Specify Indications
15 Adapter Working Condition

in AC
Page 66 of 81
16 Charger Working Condition
17 Sleep / Suspend mode

while closing the Lid without
proper shutdown
18 Specify processor type with

speed
19 Specify Memory Capacity
and Speed
20 Hard Disk Capacity
(5) Dispatch Clearance Certificate
Test Report No.: 00-2500-TR—00 Page 01 OF 04

Name of (PVT) LTD.,
Manufacturer:
Test item: 14‘‘Inch Laptop
Model: Serial Nos.: As per the offer letter dated
00.00.0000
Lot Size : 2500 no‘s Lot Number: 0
Receipt No : 1403018033 Date of 00.00.0000
receipt:
Test LAPTOP COMPUTER SPECIFICATION according to ELCOT tender
specification: reference document 0, 0.0.0 and 0.0 of ELCOT/PID/ICB/LTC/ P X/2020-
21
Test Result: The tests item” ” the test specification(s).
Testing
Laboratory:
Inspected by: Reviewed by:
00.00.0000 00.00.0000
Date Name Signature Date Name Signature

Other Aspects:
1. The functional inspection test performed on 25 samples randomly from the lot
No.000.
2. The functional test inspection report attached along with this cover page.
Page 67 of 81
3. The Laptop details of lot No. 000 attached with cover page as an “Annexure”.
Abbreviations: P(ass) = passed

F(ail) = failed
N/A = not applicable
N/T = not tested
This test report relates to the a. m. Test/inspected sample. Without permission of the test
center this test report is not permitted to be duplicated in extracts. This test report does not
entitle to carry any safety mark on this or similar products.
LAPTOP COMPUTER SPECIFICATION
Requirement Requirement description Observation to be Verdict

Recorded
Construction and Metal/Alloy reinforced hinges for
Externals display. The Casing ABS plastic
of Black/grey Colour
Processor (Minimum) Intel Pentium Dual Core processor
@ 2.0 Ghz or higher (OR)
equivalent AMD processor @ 2.0
Ghz or higher.
Memory 8 GB DDR4 SDRAM @ 1600 MHz
or Higher. Expandable up to
minimum 16 GB with minimum of
2 DIMM slots at least 1 free slot.
Display size 14 inch display
Display resolution 1366 X 768 or higher.
Hard disk drive Minimum of 500 GB SATA with
5400 rpm or higher.
Ports & others Minimum 3 USB,
Headphone/speaker out, RJ-45,
AC power, in built speaker, VGA /
HDMI,
Microphone jack, Mike.
Connectivity 10/100/1000 LAN or higher
Graphics Integrated Graphics supporting
128 MB VRAM or Higher
Wireless Wireless 802.11 b/g/n, Blue Tooth
4.0 or higher.
Key board Standard keyboard with integrated
touch pad
AC power adaptor Input 100V - 240V, 50 Hz AC
(Should withstand up to 270V).The
length of the power chord should
be 2.50 meters or higher from end
to end power plug point to Laptop.
Page 68 of 81
Battery type Standard Rechargeable not more

than 6 cell Li-Ion battery with a
minimum capacity of 40 WHr
which shall withstand for minimum
3 hours backup operation.
Backpack Specification
Suitability To accommodate 15.6” size laptop
computer approximately
Size 43cm(H) x 33cm (W) x 23cm (D)
approximately
Compartments Three compartment bag (Laptop,
Textbook, Power adaptor, utility
pocket) with padded sleeve ,utility
pocket in front and side pockets
Padding Padded handle, padding on back
for comfort and airflow curved and
padded contoured shoulder straps
Logo and image Government Logo, image and
scheme name shall be screen
printed on the front pocket as per
the design which will be given by
ELCOT
Selected Laptops are as listed below (Lot – 000)
Sl No. Supplier Serial No’s ELCOT Serial No’s Remarks

1
2
3
4
5
6
7
8
9
10
11
12
Page 69 of 81
13
14
15
16
17
18
19
20
21
22
23
24
25
LOT Summary Report
Model
Lot Size 2500
Lot Number 000

Total number of samples inspected 25
Lot Final Inspection results Accepted
Note: ELCOT reserves the right to change the testing technical parameters as per the
approval of tender approving authority.
Page 70 of 81
Annexure-5 Sample laptop computer Test Report
Note: The Successful bidder has to follow strictly the ETDC Report of the Make & Model
submitted by the Laptop bidder during the evaluation at the time of tender.
Page 71 of 81
Annexure-6 Instructions to Bidders ON e-Tendering through the site tntenders.gov.in
1) ELCOT is using the etendering system of Government of Tamil Nadu namely

tntenders.gov.in which is developed and hosted by NIC.
Bidders can go to the ELCOT tenders page directly by selecting the elcot-tntenders option
from the home page of ELCOT site elcot.in
2) The bidders should enroll themselves on the website https://tntenders.gov.in using the option
“Online Bidder Enrollment”. This enrollment is free at this point of time.
3) Possession of a Valid Class III Digital Signature Certificate (DSC) in the form of smart
card/e-token with signing and encryption keys, in the Company's name is a prerequisite
for registration and participating in the bid submission activities through this web site.
4) Digital Signature Certificates can be obtained from the authorized certifying agencies, details
of which are available in the web site https://tntenders.gov.in under the link “Information
about DSC”.
5) The web site also has user manuals with detailed guidelines on enrollment and participation
in the online bidding process. The user manuals can be downloaded for ready reference.
6) Vendors can also attend the training/familiarization programme on the e-tendering system
conducted periodically by NIC.
7) The bidders will be able to see the status of the tenders for which they have submitted bids
in different stages and would also be informed of the status by E-Mail. For the bidders who
have specified the Product Category through “Product Category” option, information of all
the tenders published, under the selected product category, will be sent by E-Mail.
8) Bidders should submit the bid well in advance before bid submission end date and time,
instead of doing at the last minute, which may fail. In this case, the Tender Inviting Authority
is not responsible for the non-submission of bids at the bidders end.
9) Bidder should contact the help desk for any clarifications on the bid submission at any point
of time one day before the bid submission, so that bid submission goes thro’ smoothly.
Bidders should not assume and do the steps and then get into issues which cannot be
solved.
10) Bidders should go through the tender documents and get ready the all relevant documents
in pdf/xls/rar formats as indicated and then have to be uploaded against each. In the
technical bid, bidders may attach an index page wherever necessary, in the beginning,
which indicates the details of the files/documents that follow the index page against each
technical bid content indicated. This will also help for easy reference later.
Page 72 of 81
11) While scanning the bid documents to convert to pdf, bidders are asked to scan the page in
65 to 100 dpi mode, to get a readable page after scanning and also the size of the
document will also be lesser. For pages in text, it is advised to use 65dpi mode and for
pages with images, 100 dpi mode.
12) Bidders can get ready the technical bid and price bid in filled form in advance instead of
doing at the last moment and once ready in all aspects, they may chose the freeze option
to submit the bid finally and thereafter they will get a bid acknowledgement receipt
which is the final end indicating the successful submission of the bid submission process.
13) Bidders can do the resubmission of the bid any number of times, either technical bid or
price pd or both till the end date and time of bid submission. The content of the last
submitted bid alone will be opened at the time of tender opening.
14) Bidders can withdraw the submitted bid before the end of bid submission date and time
with proper reasons and once it is withdrawn, bids cannot submitted again for that tender.
15) For all tender processing activities, the server time indicated at the top, while doing bid
submission/tender opening activities is the final. The Local system time will not be taken
into account in this case.
16) Bidders may contact the help desk by mail etendersupport@elcot.in or by mobile
9566003517 to get any clarifications on ebid submission process well in advance.
Page 73 of 81
Annexure-7 Technical Bid

A1.1 Check-list for Enclosures
Documents to be submitted Fill
(YES or NO)
1) Filled Tender Technical Bid Form and Price Bid Form
2) Payment of Tender Fee and EMD amount
3) Two Part Bid submission
4) Letter of Authorisation for signing the Tender document
5) Letter of Undertaking (Black listing)
6) Bidder's covering letter in the Letter head signed and
stamped by the Authorised Signatory
7) Undertaking Letter in the Letter Head of the Bidder signed
and stamped by the Authorised Signatory
8) Supporting documents for meeting Eligibility Criteria
8.1 Bidders presence in IT Business
a) Copy of the certificate of Incorporation/ Registration issued
by the relevant statutory authority should be submitted.
b) Copy of the Work order obtained from customer or
agreement signed 3 years on or before 31.03.2017 with the
customer for any IT related products should be submitted.
8.2 Bidder should possess valid National Board for Testing
and Calibration Laboratories (NABL) Certificate
Copy of the valid NABL ISO / IEC 17025 certificate for IT
equipments / products or any equivalent valid certificate
should be submitted.
8.3 Bidders average Annual Turnover in the past 3 years
Copies of the Audited balance sheet for the consecutive last
three financial years (2016-17, 2017-18, 2018-19 & 2019-20)
should be submitted
8.4 Bidders experience in Inspection / Testing / Certification
of IT equipments / products for any Customers in India.
Copy of the single work order or Agreements for inspection/
testing/ certification of IT equipments for an inspection cost
value of at least Rs.15 lakhs or more to Government / Public
Sector Undertakings departments and any Corporate offices
Page 74 of 81
Documents to be submitted Fill

(YES or NO)
in India in any one of the previous two financial years.( 2018-
19 and 2019-20) and signoff Certificate from the customers
should be submitted
8.5 Bidders office locations

Copy of the rent agreement or telephone bills dated
March/April 2019 and January/February 2020 should be
submitted.
8.6 Bidder shall have their own Website
The URL of the Website Name and Copy of Home Page Print
out should be submitted.
8.7 Bidder should have ISO 9001:2015 Certificate for Quality
Management system
Copies of valid ISO 9001:2015 Certificate shall be submitted
9) Power of Attorney for submitting the bid
10) Language of the supporting documents only in English
11) Duly filled Price Bid which is signed and stamped by the
Authorised Signatory
12) Bidder should comply the tender document and necessary
Corrigendum’s to the tender
Note: Please ensure all the relevant boxes are marked Yes/No against each column.
Page 75 of 81
A1.2 Profile of the Bidder

1) Name of the Company Please furnish details
2) Year of incorporation
3) Nature of the Company (Registered Company or
Partnership or Proprietary)
4) Registered office
Telegraphic Address
Office Telephone Number
Fax Number
Contact Person
Name
Personal Telephone Number
Email Address
5) Local presence at Chennai
Telegraphic Address
Office Telephone Number
Fax Number
Contact Person
Name
Personal Telephone Number
Email Address
6) Registration Details
Permanent Account Number
GST Registration Number
7) Banker's Name, Address and Account Number
8) PF Registration No. or Exemption Details
9) Tender submitting Authority
Name of Authority
Mobile Number
Email Address
Enclose authorisation letter or Power of Attorney
Important Note:
Bidders should ensure that they have submitted all the required proof of documents as
specified in the Tender document without fail. Bids received without the supporting
documents to prove their eligibility are liable for rejection.
A1.3 Document details in support of Eligibility Criteria

A1.3.1 Company Incorporation
# Description Please give details along with proof

1. Date of Incorporation/
Establishment
Page 76 of 81
2. Please enclose Certificate of

Incorporation or other relevant
certificate
3. Copy of Work Order or signed

Contract Agreement on or before
31.03.2017 for any IT Services as
a proof for existence in IT
business for 3 years.
A1.3.2 NABL certification
# Description Please furnish details

1. NABL Certificate or equivalent
certificate reference
2. Whether IT equipment part of the
certification?
3. Certificate issue date and validity
4. Please enclose the copy of the
NABL certificate or equivalent
certificate
A1.3.3 Annual Turnover

# Audited years Please furnish details
1. 2019-20
2. 2018-19
3. 2017-18
4 2016-17
5 Please enclose audited Annual
Report including Balance sheets and
Profit and Loss accounts for the
consecutive audited financial years
A1.3.4 Bidders Experience

2018-19 2019-20
1. Name of the customers
2. Description of service undertaken
3. No. of IT equipments undertaken for
inspection cost value and testing per
year
4. Value of the work in Rs.
5. Please enclose copy of the work
order or job order with customer
acknowledgement and customer
payment order
Page 77 of 81
A1.3.5 Bidder’s office locations
# Address Please furnish proof of address

1.
2.
3.
4.
5.
A1.3.6 Bidder shall have their own Website

1. The URL of the Website Name and
Copy of Home Page Print out should
be submitted.
A1.3.7 Bidder should have ISO 9001:2015 Certificate for Quality Management
System

1. Copies of valid ISO 9001:2015
Certificate shall be submitted
A1.3.8 Furnish the equipments to be used in Testing

# Equipment description Make & Model Purpose
1
2
3
4
5
Signature of the authorised person:

Name of the authorised person:
Designation:
Name and Address of Bidder
Stamp of bidder
Page 78 of 81
A 1.4 Declaration
We agree that the offer shall remain open for acceptance for a minimum period as
stipulated in the Tender from the date of opening of the tender and thereafter until it is
withdrawn by us by notice in writing duly addressed to the authority of opening the tender and
sent by registered post with acknowledgement due or otherwise delivered at the office of the
authority. The EMD amount shall not bear any interest and shall be liable to be forfeited by
ELCOT if we fail to abide by the stipulations to keep the offer open for a period mentioned
above or fail to sign and complete the contract document as required by ELCOT and furnish
the Security Deposit as specified in the terms and conditions of the contract. The EMD amount
may be adjusted towards SD or refunded to us unless the same or any part thereof has been
forfeited as aforesaid.
We agree to adhere with the schedule of implementation and deliver the items as specified in
the tender.
We declare that the Price bid has been submitted without any conditions and strictly as per the
Terms and Conditions of the tender document and we are aware that the Price bid is liable to
be rejected if it contains any other conditions.
We declare that the information furnished in the tender is true to the best of our knowledge. If
any false/fictitious information is found to have been furnished, we agree to the rejection of the
bids and consequent actions as the tender.
Description Compliance by the bidder

We confirm the above declaration
Page 79 of 81
Annexure-8 Price Bid Form
Tender Ref no. : ELCOT/PID/OT/33396/LTC/INSPN/2020-21
S.No Description Unit No. No. of Total GST in % GST Total

cost of location cost in
for (D) Payment Cost
per mon s in Nos Rs.
month ths (C) (D)=(A*B* (E) for (D) with
in Rs. in C)
(F)=(D*E) taxes
(A) Nos.
(B) (G)=(D
+F)
1 Cost for the 12 3
Inspection per
Team
consisting of
2 Engineers
as specified in
the Tender
document
2 Cost per Line 12 3
Inspection
Engineer /
Additional
Engineer as
specified in
the Tender
document
Page 80 of 81
3 Cost for one 12 3

set of all
equipments to
test the
Laptop
Computers as
specified in
the Tender
document
Grand Total (1 + 2 + 3) (in Rs.) =
Note:
1) The Grand Total Amount of the Column will be added and evaluated to arrive at the Lowest
Price (L1 Price).
2) The Bidder shall submit the offer by filling up all the columns against each Item. Bids with
blank columns are liable for rejection.
3) Bidders should quote for all the items in the Package.
4) The number of locations given above may vary. Additional engineers will be deployed on
need basis.
Page 81 of 81

ELCOT Tender for Third Party Inspection of Laptop Computers

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Tender Ref.

Electronics Corporation of Tamil

Rate Contract Third Party Inspection and Quality Assurance of

Electronics Corporation of Tamil Nadu Limited

Importance Notice ...................................................................................................................................................... 4

Letter of Undertaking ................................................................................................................................................. 8

3. General Instructions ............................................................................................................................................. 14

5. Bid Preparation and Submission ........................................................................................................................ 20

7.7 Release of SD ............................................................................................................................................ 31

Annexure-1 Model Form of Contract ..................................................................................................................... 50

Tender Ref no. : ELCOT/PID/OT/33396/LTC/INSPN/2020-21 ............................................................................... 80

Applicability of Tamil Nadu Transparency in Tenders Act 1998

Acronyms used in the Document

Know Your Rights

e) Please insist on your rights and avail the same.

The Managing Director,

I/We ----------------------------------------------------------- hereby declare that all the particulars

In case of violation of any of the conditions above, I/We.......................... Understand

Electronics Corporation of Tamil Nadu Limited (ELCOT), a wholly owned Government of

Short Titles used in the Tender Document:

1 Purchaser Purchaser means the ELCOT who is the procurement agency on

2 Institution Institution means Government Schools, Government Aided

4 ELCOT Procurement agency on behalf of Government of Tamil Nadu

8 Successful Bidder Successful Bidder means the Bidder who becomes

9 Day A day means a calendar day

ELECTRONICS CORPORATION OF TAMILNADU LIMITED (ELCOT)

3.2 Clarifications in the Tender

3.3 Amendments to the Tender

3.4 Language of the Bid

3.5 Bid Currency

3.6 Contacting Tender Inviting Authority

3.7 Force Majeure

3.8 Dispute and Jurisdiction Clause

# Minimum Eligibility Criteria Proof to be submitted for fulfilling the

# Minimum Eligibility Criteria Proof to be submitted for fulfilling the

5. Bid Preparation and Submission

5.1 Tender Procedure

5.2 Cost of Bidding

5.3 Tender Document Fee

downloaded from the website indicated earlier.

5.4 Earnest Money Deposit (EMD)

5.5 Tender Fee

5.6 Updation of Payment details

5.7 Letter of Authorization

5.8 Two Part Bidding

5.8.2 Price Bid Form

5.9 Bid closing date and time

5.10 Withdrawal of Bids

5.11 Resubmission of bids

5.12 Bid Acknowledgement

6. Tender opening and Evaluation

6.1 Technical Bid Opening

6.2 Tender Validity

6.3 Initial Scrutiny

6.4 Clarifications by ELCOT

6.5 Tender Evaluation

6.5.1 Suppression of facts and misleading information

6.5.2 Technical Bid Evaluation

The Unsatisfactory performance is defined as

1. Non responsiveness after getting the Work order

6.5.3 Price Bid Evaluation

6.7 Award of Contract