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1 ~~~;}!II ~JJ "19': [CAR ICAR-Directorate of Knowledge Management in Agriculture Indian Counci l of Agri cultural Research Krishi Anusandhan Bhawan-I Pusa, New Delhi I PRE-BID CONFERENCE For the Empanelment of Laser Typesetters, Graphic Designers, Regional Language Translators & typesetters and Offset Printers The Directorate of Knowledge Management in Agri culture (DKMA) of the ICAR has fl oated open tender in the different newspapers for the empanelment of Laser Typesetters, Grap hic Designers. Regional Language Translators & typesetters and Offset Printers fo r printing of Books. Journal s. Newsletters, Handbooks, Brochures, Annual Reports etc in Hindi, English and other regional languages. In this connecti on, a pre-bid conference is organi zed on at A.M to clear doubts, if any regarding tender. Bidders intended to participate in the tender process may attend the pre-bid conference to be held on at A.M in the Conference Hall. 7th Floor. Kri shi Anusandhan Bhavan-1. Pusa, New Delhi - II 00 12

2 Cost of Tender document (Technical & Financial bid) RS. 1000/- Tender document for GRAPHIC DESIGNERS TECHNICAL BID for GRAPHIC DESIGNERS Indian Council of Agricultural Research Directorate of Knowledge Management in Agriculture KRISHI ANUSANDHAN BHAVAN-I, PUSA, NEW DELHI website: 1

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4 Directorate of Knowledge Management in Agriculture Indian Council of Agricultural Research Krishi Anusandhan Bhavan-I, Pusa, New Delhi F.No.28(1)/10/Prod. Dated To, M/s Subject : Quotations for Graphic Designing of Council's different types of jobs -Inviting of Sir, Please refer to your letter no...dated... on the subject noted above. As desired enclosed please find the tender document for furnishing Technical bid for the empanelment for the Graphic Designing work of Council's different types of jobs. Those bidders who fulfil our requirement and found suitable to carryout the Graphic Designing jobs of the Council will be empanelled for the Designing of Council's different types of jobs. A. The criteria for empanelment of Graphic Designers: 1. At least Three i5/i7 base computer systems having minimum 1tb storage capacity 2. High speed Internet connectivity DPI B/W Laser Printer 4. Colour Laser Printer 5. High End Flatbed Scanner 6. U.P.S (Minimum 3 hrs backup facility) 7. Experience and expertise of graphic designing work like; a) Publicity material like Brochure, Folders, Posters, hoardings, diaries, calenders, coffee table books b) Cover designs for Books, Journals, Magazines etc. c) layout design for textual pages of books, Journals, Magazines etc. d) Infographic designing for brochure, folders, posters, hoardings, diaries, calenders, coffee table books etc. 9. The firm should be based/located in Delhi in conforming area. 10. List of organisations/offices where already enlisted for the designing jobs. B. Scope of Work 1. Conceptualize, design and develop creative ideas and plans in tandem with the promotional strategy for the National Agricultural Research System and its clients. 2 The Graphic Designer would be responsible for formulating and implementing a Creative Strategy for its effective dissimination through print and e-mode. 3. Designing of advertorials and other publicity material including brochure, folders, posters, hoardings, diaries, calenders, coffee table books, cover designs for Books, Journals, Magazines etc. layout design for textual pages of books, Journals, Magazines etc. 4. Conceptualising, designing of publicity material, cover designs and layouts through creative infographics. 3

5 C. Quotation should contain the following documents: Envelope A: TECHNICAL BID 1. Duly filled in, stamped and signed Annexure A (Proforma for the details of the firm) and Annexure B (Proforma for the details of euipment and manpower of the firm) in a sealed envelop clearly mentioning the name and address of the firm. The TECHNICAL BID should be superscribed on the top of the envelop and addressed to the Under Secretary, Directorate of Knowledge Management of Agriculture (DKMA), Indian Council of Agricultural Research, New Delhi. 2. Cost of tender document of Rs. 1000/-in the form of pay order drawn in favour of Project Director, DKMA, New Delhi. However, the firm(s)/units registered with National Small Industrial Corporation (NSIC) are exempted from submission of Tender cost as per Govt policy. The firm/unit has to submit a NSIC registeration certificates with the technical bids. 3. Bank Draft of Rs. 25,000/- (Rupees twenty five thousand only), as Earnest Money Deposit (EMD), drawn in favour of Project Director, DKMA, New Delhi. However, the firm(s)/units registered with National Small Industrial Corporation (NSIC) are exempted from submission of EMD as per Govt policy. The firm/unit has to submit a NSIC registeration certificates with the technical bids. 4. Printed specimen of the work executed by the firm. The firm should attach only those specimen which carry a print line of the firm. Envelope B: FINANCIAL BID Documents to be attached with the Financial Bid 1. The financial bid document should contain the complete financial bid duly filled, signed and stamped. The Financial bid document proforma as specified by the Council should only be used for filling the rates. 2. No cutting overwriting is allowed. D. The TECHNICAL and FINANCIAL bids should be submitted in a separate envelops clearly superscribing the following: a) Superscribing the Technical/Financial Bid on the top of the envelope. b) Name and address of the firm c) The envelope should be addressed to: "The Under Secretary, Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research, Krishi Anusandhan Bhavan-I, New Delhi. d) Both Technical and Financial Bids should be duly sealed and submitted as per specified date. The panel of the reputed Graphic Designers for designing of Council Publications will be prepared on the basis of criterion laid down by the Council. The financial bid (relating to cost per item) of the technically qualified firms will be opened only. The successful bidders shall have to submit Performance Security Deposit Rs. 30,000/ (Thirty Thousand only) in the form of Bank Draft only drawn in favour of Project Director,Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research, New Delhi. The Performance Security Deposit will be kept in the council for the entire empanelled period and no interest will be paid for the period of retention in the Council. Note: EMD will be refunded to bidders after obtaining Performance Security Deposit from the sucessful bidders An inspection team would visit the firm for the physical inspection/verification of the infrastructure available with the firm as per the details furnished by the firm regarding their Firm, Machinery and Equipment etc. in the given proforma. The Last date of receipt of this bid in the Council is upto 3.00 pm. Your faithfully, 4

6 ANNEXURE-A Directorate of Knowledge Management in Agriculture Indian Council of Agricultural Research Krishi Anusandhan Bhavan-I, Pusa, New Delhi ESSENTIAL DETAILS FOR GRAPHIC DESIGNERS 1. Name of the firm 2. Full Address i) Head Office ii) Branch Office, if any 3. Telegraphic/ Address 4. Telephone Number (s) 5. Fax No. 6. Date of establishment of the firm 7. PAN/TIN Number 8. Name and address of your Bankers, stating the name in which the account stands 9. Whether insured against fire, theft, and burglary if so, please state the amount for which insured, the name of the insurance company and policy No. 10. Total number of employees working in firm/organization. 11. Give details of equipment and manpower of your firm/ unit in Annexre A attached 12. Any other information which you may consider necessary to furnish Certified that: 1. We have read the terms and condition governing the graphic designing work of the Council and hereby agree to abide by them. 2. The information provided by us above regarding the details of equipment & manpower is correct & any information found incorrect by the Inspection Team of your office should lead to the cancellation/ rejection or removal of our firm from your panel. Signature Date: Stamp of the firm 5

7 ANNEXURE-B DETAILS OF EQUIPMENT & MANPOWER OF GRAPHIC DESIGNING FIRM ( in case the space in the form is less, attach separate sheet duly signed and stamped ) Make & Year of Manufacture No. of Units 1. COMPUTER SYSTEM : (a) Computer (c) Image Scanner (d) Laser Printer(i) B/W (ii) Colour 2. Softwares/Programmes available Name of the Softwares Version 3. No. of type fonts available A. English (Give names of all of them and attach specimen thereof) B. Hindi (Give names of all of them and attach specimen thereof) C. Any other regional (Give names of all of them and attach specimen thereof) language 4. Staff : a. No. of Graphic Designing operator b. No. of Artist c. No. of messengers d. Any other staff 5. Details of any other equipment or information which you may like to furnish. Signature Date Stamp of the firm 6

8 Cost of Tender document (Technical & Financial bid) RS. 1000/- Tender document for GRAPHIC DESIGNERS FINANCIAL BID for GRAPHIC DESIGNERS Indian Council of Agricultural Research Directorate of Knowledge Management in Agriculture KRISHI ANUSANDHAN BHAVAN-I, PUSA, NEW DELHI website: 7

9 Directorate of Knowledge Management in Agriculture Indian Council of Agricultural Research Krishi Anusandhan Bhavan-I, Pusa, New Delhi F.No.28(1)/10/Prod. Dated... To, Subject: Quotations for the GRAPHIC DESIGNING of Council's publicity material including brochure, folders, posters, hoardings, diaries, calenders, coffee table books, cover designs for Books, Journals, Magazines etc. layout design for textual pages of books, Journals, Magazines etc. Sir, You are requested to send your lowest quotations for the Graphic designing of publicity material including brochure, folders, posters, hoardings, diaries, calenders, coffee table books, cover designs for Books, Journals, Magazines etc. layout design for textual pages of books, Journals, Magazines etc. The quoted rates shall be valid for three/four years in the first instance. Once the rates are submitted and/or approved by the Council, request for any increase in rates will not be considered by the Council during the entire period of the arrangement. 2. The rates should be quoted strictly on the basis of 'Form of Quotations' (Annexure C) enclosed with this letter. If the quotations are not complete in any respect or is not given item-wise as in the prescribed "Forms of Quotations" (Annexure C) they may not be considered. A copy of the 'Terms and conditions' governing the Graphic designing work of the Council is enclosed (Annexure D). 3. The Council will supply the photographs, manuscript etc for: A) Preparing layout design of brochure, folders, posters, hoardings, diaries, calenders, coffee table books, cover designs for Books, Journals, Magazines etc. layout design for textual pages of books, Journals, Magazines etc. The firm has to supply atleast three/four layout design in the actual size and colour in finished dummy format for the approval of the council. B) Preparing design as approved by the council as per the instructions and corrections marked by the council. The firm has to supply actual size and colour in finished dummy format design for the final approval of the council. C) The firm has to supply final design as: Final Design as open file including font and respective linked files (PSD/TIFF/ PDF/JPEG etc.) Colour printout in the form of actual size finished dummy. 5. The quotations should be sent to this office in a sealed cover superscribed "Quotations for the Graphic Designing work of the Council, due date The cover containing the quotations should be address to the undersigned so as to reach him/her before 3.00 p.m. on The quotations will be opened on at 3.30 PM in the presence of those of their authorised representatives who may like to be present. Quotations received after the specified time and date will not be considered by the Council. 8

10 6. The Bank Draft of Rs. 30,000/- (Rupees Thirty Thousand only), deposited as Security Money with the Council will be kept in the Council for the entire period and no interest will be paid to the firm by the Council on Security Money for the entire period of their retention in the Council. In the event of failure to take up the work after the acceptance of rates or unable to complete the work satisfactorily in accordance with the terms and conditions of the arrangement, the amount of Security Money is liable to be forfeited and debarred from the panel by the Project Director, Indian Council of Agricultural Research and his decision in this matter shall be final and binding on the firm. Note: EMD will be refunded to bidders after obtaining Performance Security Deposit from the sucessful bidders 7. In the event of the firm being not able to complete the job and leaving it unfinished in between for whatever reason, no payment whatsoever will be made to the firm by the Council for the part of the work done irrespective of its nature and quantum. 8. If the Council feels at any time that any job is being delayed at your firm for whatever reason, it will have the right to withdraw the same and entrust the same to any other firm for urgent execution. You will be required to extend the fullest cooperation to the Council in this regard. 9. Failure on your part to observe the prescribed procedure and any attempt to canvass for the work is liable to lead to disqualification from the panel. 10. The Project Director,Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research is not bound to accept the lowest quotations or any quotation or to assign any reason for rejection, of any or all the quotations. He also reserves to himself the right of accepting the whole or any part of the quotations. His decision in these matters shall be final and binding on the firm. 11. The arrangement may be terminated at any stage of the work at the discretion of the Project Director,Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research without assigning any reason and payment will be made for the work considered satisfactory by him. The decision of the Project Director (DKMA), Indian Council of Agricultural Research in all these matters shall be final and binding on you. 12. The Council also reserve the right to withdraw any part or the whole of it at any stage, even after acceptance of the quotations/finalisation of arrangement and assignment of the job/jobs without assigning any reason therefore. The decision of the Project Director (DIPA), Indian Council of Agricultural Research in all these matters shall be final and binding on the firm. 13. The Council reserve the right to offer the lowest rates received from any firm and accepted by it, to any of the other firm to enter into parallel arrangement and assignment of the job/jobs without assigning any reason. The decision of the Project Director,Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research in all these matter shall be final and binding on you. 14. The Graphic Designing arrangement may be extended on the existing rates, terms and conditions, etc. after three years for such a period as the Council may decide in consultation with the firm. 15. The firm may be asked to depute the services of graphic designer at the respective office/site/ room at DKMA for speedy execution of the work and to avoid communication gap. 16. In the case of any item of work not covered under the arrangement, the rates decided by the Council therefore will be final and binding on the Typesetter. 9

11 17. Preferences would be given to those Graphic Designing firm who are operating in shifts and nearby to ICAR, KAB-I, Pusa, New Delhi for the quick execution of job. 18. Submission of quotations would imply that you have agreed to abide by the Terms and Conditions governing the laser typesetting work of the Council as given in Annexure II. 19. No separate contract, as such, will be drawn up, and acceptance by this office of the quotations of the selected firms will constitute a valid contract for the enforcement of the enclosed Terms and Conditions (Annexure III) for three years or for such period upto which the arrangement is extended. 20. The decision of the Project Director, Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research shall be final and binding on the Graphic Designing firm in all the matters. Your faithfully, Under Secretary (DKMA) 10

12 ANNEXURE-C FORM OF QUOTATIONS for Graphic Designing work of the Council BASIC REQUIREMENTS Rates for the Graphic Designing work generally include the following stages: (The Council will supply the photographs, manuscript and other material for preparing design) STAGE I Preparing layout design of brochure, folders, posters, hoardings, diaries, calenders, coffee table books, cover designs for Books, Journals, Magazines etc. layout design for textual pages of books, Journals, Magazines etc. The firm has to supply atleast three/four layout design in the actual size and colour in finished dummy format for the approval of the council. STAGE II Preparing design as approved by the council as per the instructions and corrections marked by the council. The firm has to supply actual size and colour in finished dummy format design for the final approval of the council. STAGE III The firm has to supply final design as: Final Design as open file including font and respective linked files (PSD/TIFF/PDF/JPEG etc.) Colour printout in the form of actual size finished dummy. NOTE: All design/photographs/dummy etc. will become the property of ICAR and ICAR will have the copyrights. No photograph/design may be reproduced or printed without the written permission of ICAR A. Rates for finished design for: 1 Cover (up to A-4 Size) Rs. 2. folders (up to A-4 Size) Rs. 3. Flier (up to A-4 Size) Rs. 4. posters (up to 23'X36" Size) Rs. 5. Brochure (up to A-4 Size) Rs. B. Rates for finished design for: (rates per leaf) 1. Calenders Rs. 2. Coffee Table Books Rs. 3. Logo Rs. C. Rates for layout design of textual pages for Books, Rs. Journals, Magazines: (rates per page) up to A-4 Size D. Rates for preparing Infographic from the data/information, Rs. provided by the council: (rates per image/infographic) E. Rates for making flow chart/bar chart/pie chart/histogram/ Rs. schematic diagrams/illustrations etc. (rates per image/diagram for min. 300 sq cm.) 11

13 F. Scanning of colour/grayscale/b&w photographs/: Rs. illustrations on Flatbed Scanner (rates per image/diagram for min. 300 sq cm.) G. Rate for Print Outs B/W 1. Rate per page/side of A-4 size Rs. 2. Rate per page/side of A-3 size Rs. 3. Rate per page/side of 13"x19" size Rs. H. Rate for Colour Prints 1. Rate per page/side up to A-4 size Rs. 2. Rate per page/side up to A-3 size Rs. 3. Rate per page/side up to 13"x19" size Rs. I. Rate for supply of finished dummy (additional) for: (the rates includes supply of final finished dummy duly printed, folded, laminated, spot laminated, and binded as per the style approved and specified by the council) Rates per page/side 1. Folders Rs. 2. Flier Rs. 3. Posters Rs. 4. Brochure Rs. 5. Calenders Rs. 6. Coffee Table Books Rs. J. Rate for providing expert photographic service: (the rates includes providing/deploying expert photographic manpower to cover the events/programme/spots through his own advanced DSLR camera (minimum) as per the instructions and programme specified by the council) The firm has to supply each and every digital files of the photograph to the council immediately after event is over. 1. Providing expert photographic manpower with advanced Camera Rs. (rates per events/programme/spots) 2. Providing expert photographic manpower with advanced Camera Rs. (rates per day to cover events/programme/spots) 3. Rates for bromide print (Post Card Size) Rs. 4. Rates for bromide print (A-4 Size) Rs. 5. Rates for suppy of complete bromide printed Album Rs. (duly laminated, binded with Printed hard Bound Cover) 6. Rates for suppy of complete bromide printed Coffee Table Books Rs. (duly laminated, binded with Printed hard Bound Cover) Signature Date Rubber Stamp of the Firm 12

14 ANNEXURE-D TERMS AND CONDITIONS GOVERNING THE GRAPHIC DESIGNING WORK OF THE INDIAN COUNCIL OF AGRICULTURAL RESEARCH 1. The Graphic Designer shall design and deliver the digital file of the complete job as per format and style as prescribed by the ICAR in a good and workmanlike manner (all of which the ICAR shall be the sole judge) within the limits of time as the ICAR may deem reasonable and specify and in such quantity or quantities as may be from time-to-time ordered by the ICAR. 2. The Graphic Designer will have to make necessary arrangement for Proof Reading/Comparison of the first galley proof only along with the original manuscript supplied by the Council. Thus the corrected designed proofs only will have to be supplied to the Council. 4. As a measure of expediency it may be decided in some cases not to call for proofs for checking and approval before final dummy print outs are taken. In such cases the responsibility of checking and passing the proofs shall rest with the Graphic Designer. 5. The Graphic Designer shall, if called upon to do so, give full information with regard to all the work of the ICAR in hand whatever be the stage and shall also permit the officer deputed by the ICAR to inspect Graphic Designers premises at all reasonable times and shall give all assistance and information as may be required by him in connection with the work. 6. If any items of work/operation not provided for, are required to be performed by the Graphic Designer, rates to be paid therefore shall be determined by the ICAR. 7. All jobs shall be carried out by Graphic Designer with due regard to clarity and efficiency involved in the Graphic Designing work. 8. The Graphic Designer shall take every care to see that the work or any portion thereof does not fall into unauthorized hands. Care shall be taken to execute the work under security conditions. All proofs and trial and spare copies shall be destroyed by burning or by shredding in the presence of a responsible person of the firm/company. All design/photographs/dummy etc. will become the property of ICAR and the copyrights of all items will be of ICAR. No photograph/ design may be reproduced or handed over to any person or printed without the written permission of ICAR. 9. After the job is completed and the final Laser Print Outs supplied by the Graphic Designer, the complete backup of the final matter should be submitted to the council in CD/DVD. This is very important and may please be noted with care. 10. Even after supplying the entire backup of the publication to the council, the laser typesetter has to keep the same backup at his end for the entire period of empanelment. 11. The Graphic Designer shall not assign or sublet the work or any part thereof without having first obtained the permission in writing from the Council. The Council shall be at liberty in its discretion, to refuse such a request of the Graphic Designer. 12. After the work has been completed, a pre-receipted bill of the case, in triplicate, prepared on the basis of the accepted rates shall be submitted by the Graphic Designer to the ICAR, together with the delivery vouchers for the supplies made, (ii) Receipt/delivery vouchers of the MSS, photographs, line illustrations or any other materials, if any. 13. A sum not exceeding two percent of the typesetting charges, shall be deducted by the Council from the amount of the bill of the typesetter for every week s delay or part thereof in not complying with the date of delivery of the design, but this clause shall not operate if the delay caused is due to circumstances beyond Graphic Designers control. The ICAR shall have the power to determine the scale of deduction, if any, in such cases under this clause and its decision shall be final. 14. In case of strikes, combination of workmen, fire accidents or circumstances beyond the control of the Graphic Designer causing stoppage of the work, the delivery of completion of the work may be suspended without penalty and the ICAR shall have the power during such stoppage to get the work done elsewhere, without any charge to the Graphic Designer. The latter shall 13

15 afford every facility for the removal and use elsewhere of such of the floppies/cd/or other stored material as may be necessary for the sucessful completion of the work. 15. PENALTY : (a) In the event of the typesetter failing to: (i) observe or perform any of the conditions of the work as set out herein this annexure OR (ii) to execute the work in a good and workmanlike manner and to the satisfaction in the time limit fixed by the ICAR, it shall be lawful for the ICAR in its desecration, in the former event, to remover withheld any part of the work until such time as it may be satisfied that the typesetter is able to do and will duly observe the said condition and, in the latter event, to reject or remove, as the case may require, any work executed otherwise by them in a good and workmanlike manner to the satisfaction of and by the time fixed by the ICAR and in both or either of the events aforesaid, to make so removed or in lieu of that so rejected or removed as aforesaid on the account and at the risk and cost of the typesetter. (b) Provided further, that if in either event any excess cost be incurred by the reason of the difference between the prices paid and the accepted rates (to be certified by the ICAR whose certificate shall be final), the ICAR may charge the amount of such excessive cost to the Graphic Designer and the same may at any time be deducted from any sum or sums then due or any other work or may be demanded of him to be paid within fifteen days to the Council. (c) In the event of any discover of error or defect due to the faults of Graphic Designer at any time after the delivery of the design ordered, the Graphic Designer shall be bound, if called upon to do, to rectify such error or defect at his own cost to the satisfaction of and within the time fixed by the ICAR. In the event of the delivery of any defective work, which owing to urgency or for any other reason cannot be wholly rejected, the ICAR shall have the power to deduct from any payment due, the 10% of the value of the particular portion or portions adjudged to be defective. (d) In the event of a work wholly rejected, the ICAR may at its own discretion either; i) Permit the Graphic Designer to redo the same within such time as the ICAR may specify at Graphic Designer s cost which shall include the cost of all materials. OR ii) arrange to get the designing work done elsewhere and by any other person or from any other source than the Graphic Designer, in which case the amount of extra cost, if any, shall be recovered by the ICAR from the Graphic Designer in the manner provided in sub-clause (b) of this clause. 16. In the event of the Graphic Designer having adjudged insolvent or having a receiving order or other order under the Insolvency Act and in the case of a Company, or the passing of any resolution or making of any order for winding up, whether voluntary or otherwise, or in the event of the Graphic Designer failing to company with any of the conditions herein specified, the Council shall have the power to cancel the work without previous notice. 17. In the event of lockout/closure of a typesetter on account of liquidation, strike, fire accident, or any other circumstances, the ICAR reserve the right to withdraw the job, at whatever stage it may be, without any obligation of payment or reimbursing expenditure in respect of work done and also to withdraw/ take possession of the manuscript, photographs, illustrations etc. supplied earlier in connection with the execution of the job. 18. The ICAR reserve the right to entrust the work to other Graphic Designer on the basis of the lowest quotations accepted by the Council. 19. The Council also reserves the right to withdraw any part of the job or the whole of it at any stage, even after acceptance of the quotations/finalization of the assigning any reason there for. The decision of the Project Director, Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research, (ICAR) in all these matters shall be final and binding on the Graphic Designer. 14

16 Cost of Tender Document Rs. 250/- Tender document for TRANSLATION & LASERTYPESETTING WORK IN REGIONAL LANGUAGES TECHNICAL AND FINANCIAL BID Indian Council of Agricultural Research Directorate of Knowledge Management in Agriculture KRISHI ANUSANDHAN BHAVAN-I, PUSA, NEW DELHI

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18 Directorate of Knowledge Mangement in Agriculture Indian Council of Agricultural Research Krishi Anusandhan Bhavan, Pusa, New Delhi F. No. 28 (1)10/Prod Dated... To, Subject: Sir, Quotations for the TRANSLATION and LASER TYPESETTING of the Council's Quarterly Newsletter "AGBIOTECH" & other similar publications in regional languages Inviting of Quotations are invited from the firms having good in-house arrangement of Translation and Laser Typesetting in regional Indian languages. You are requested to send lowest quotations for the Translation and Laser Typesetting of the Council's Quarterly Newsletter "AGBIOTECH" in 11 regional languages i.e. Urdu, Punjabi, Marathi, Gujarati, Kannada, Malyalam, Tamil, Telugu, Oriya, Bengali & Assamese. The quoted rates shall be valid for three years in the first instance. Once the rates are submitted and/or approved by the Council, request for any increase in rates will not be considered by the Council during the entire period of the arrangement. A. Criteria for empanelment of Translators and typesetters of regional languages: 1. At least Three i5/ i7 base computers system having minimum 1tb storage capacity 2. High speed Internet connectivity DPI B/W Laser Printer 4. Working capability and manpower of doing in Translation and Laser Typesetting of 11 regional languages i.e. Urdu, Punjabi, Marathi, Gujarati, Kannada, Malyalam, Tamil, Telugu, Oriya, Bengali & Assamese. The firm has to submit few specimen in this regard. 5. The firm should be based/located in Delhi. 6. List of organisations/offices where already enlisted for the lasertypesetting jobs. B. Quotation should contain the following documents: Envelope A: TECHNICAL BID 1. Duly filled in, stamped and signed Annexure A (Proforma for the details of the firm) and Annexure B (Proforma for the details of euipment and manpower of the firm) in a sealed envelop clearly mentioning the name and address of the firm. The TECHNICAL BID should be superscribed on the top of the envelop and addressed to the Under Secretary, Directorate of Knowledge Management of Agriculture (DKMA), Indian Council of Agricultural Research, New Delhi. 2. Cost of tender document of Rs. 1000/-in the form of pay order drawn in favour of Project Director, DKMA, New Delhi. However, the firm(s)/units registered with National Small Industrial Corporation (NSIC) are exempted from submission of Tender cost as per Govt policy. The firm/unit has to submit a NSIC registeration certificates with the technical bids. 3. Bank Draft of Rs. 25,000/- (Rupees twenty five thousand only), as Earnest Money Deposit (EMD), drawn in favour of Project Director, DKMA, New Delhi. However, the firm(s)/units registered with National Small Industrial Corporation (NSIC) are exempted from submission

19 of EMD as per Govt policy. The firm/unit has to submit a NSIC registeration certificates with the technical bids. 4. Printed specimen of the work executed by the firm. The firm should attach only those specimen which carry a print line of the firm. Envelope B: FINANCIAL BID Documents to be attached with the Financial Bid 1. The financial bid document should contain the complete financial bid duly filled, signed and stamped. The Financial bid document proforma as specified by the Council should only be used for filling the rates. 2. No cutting overwriting is allowed. C. The TECHNICAL and FINANCIAL bids should be submitted in a separate envelops clearly superscribing the following: a) Superscribing the Technical/Financial Bid on the top of the envelope. b) Name and address of the firm c) The envelope should be addressed to: "The Under Secretary, Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research, Krishi Anusandhan Bhavan-I, New Delhi. d) Both Technical and Financial Bids should be duly sealed and submitted as per specified date. Terms and Conditions for Translators and typesetters of regional languages: 1. The firm has to furnish details about firm and the work facilities available with you in the enclosed proforma (Annexure A &B) only. Kindly use plain paper for details in the given performa if insufficient. 2. The firm have to furnish details in the enclosed proforma only. An inspection team may visit the firm for the physical inspection/verification of the facilites/ infrastructure available with the firm as per the details furnished by the firm regarding their Firm, Machinery and Equipment etc. in the given proforma. 3. Those bidders who fulfil our requirement and found suitable to cater the Translation and Lasertypesetting jobs in the regional languages of the Council will be empanelled for the Lasertypesetting of Council's different types of jobs 4. The panel of the reputed Firms for the Translation and Lasertypesetting jobs in the regional languages will be prepared on the basis of criterion laid down by the Council. 5. The quotations should be sent to this office in a sealed cover superscribed "Quotations for the Translation and Laser Typesetting work of the "AGBIOTECH" in regional Languages, due date The cover containing the quotations should be address to the undersigned so as to reach him/her before 3.00 p.m. on The quotations will be opened on at 3.30 PM in the presence of those of their authorised representatives who may like to be present. Quotations received after the specified time and date will not be considered by the Council. 6. The quotations should be accompanied by a Bank Draft of RS. 5,000/- (Five Thousand only), as Earnest Money Deposit drawn in favour of "Project Director, DKMA, Indian Council of Agricultural Research, New Delhi". The successful bidders shall have to submit Performance Security Deposit RS. 5,000/- (Five Thousand only) in the form of Bank Draft only drawn in favour of Project Director,Directorate of Knowledge Management in Agriculture (DKMA), Indian Council of Agricultural Research, New Delhi. The Performance Security Deposit will be kept in the council for the entire empanelled period and no interest will be paid for the period of retention in the Council. 4

20 Note: EMD will be refunded to bidders after obtaining Performance Security Deposit from the sucessful bidders 7. The rates should be quoted strictly on the basis of 'Form of Quotations' (Annexure I) enclosed with this letter. If the quotations are not complete in any respect or is not given item-wise as in the prescribed "Forms of Quotations" (Annexure I) they may not be considered. A copy of the 'Terms and conditions' governing the Translation and Laser Typesetting work of the Council is enclosed (Annexure II). 8. The Council will provide the printed copy of the English version alongwith the soft copy (Corel Draw open file embedded with pictures etc.) of the Quarterly Newsletter "AGBIOTECH" for the Translation in regional languages and for further composing and supply of proofs. In this case, the Translation of the text, captions, tables, charts, diagrams etc. may done in the languages and the typesetting may exactly done as per the English version. The matter is to be run the corel file exactly as per the English printed version and one proof reading of the language concerned may be given to ensure "See Copy" free proofs to the Council for further reading and corrections. The Typesetter will also require to pass the entire matter through "Spell Check" software and to ensure less corrections in the proofs. This is very important and may please be noted with utmost care. Failure on this account can lead to the rejection of the entire job. 9. After the Translation in regional languages, the typesetting in the regional languages will have to be done in the recoganised and widely accepted software with good support of Fonts on cross platforms and especially for the softwares like PageMaker, Corel Draw and Photoshop. The final matter after the readings and corrections will have to provide in the Corel Draw file placed with the pictures etc. and the Text successfully converted into curves for final printing. This action is necessary to be performed in the case of each language individually. After the job is completed, the final Laser Print Outs and the complete Soft file with all the links, fonts etc. will be submitted to the Council in CD. This is very important and may please be noted with care. 10. The time schedule for the translation and typesetting work will be drawn up and strict adherence of the same is expected. 11. In the event of the firm being not able to complete the job and leaving it unfinished in between for whatever reason, no payment whatsoever will be made to the firm by the Council for the part of the work done irrespective of its nature and quantum. 12. If the Council feels at any time that any job is being delayed at your firm for whatever reason, it will have the right to withdraw the same and entrust the same to any other firm for urgent execution. You will be required to extend the fullest cooperation to the Council in this regard. 13. Failure on your part to observe the prescribed procedure and any attempt to canvass for the work is liable to lead to disqualification from the panel. 14. The Project Director (DKMA), Indian Council of Agricultural Research is not bound to accept the lowest quotations or any quotation or to assign any reason for rejection, of any or all the quotations. He also reserves to himself the right of accepting the whole or any part of the quotations. His decision in these matters shall be final and binding on the firm. 15. The arrangement may be terminated at any stage of the work at the discretion of the Project Director (DKMA), Indian Council of Agricultural Research without assigning any reason and payment will be made for the work considered satisfactory by him. The decision of the Project Director (DKMA), Indian Council of Agricultural Research in all these matters shall be final and binding on you. 16. The Council also reserve the right to withdraw any part or the whole of it at any stage, even after acceptance of the quotations/finalisation of arrangement and assignment of the job/jobs without assigning any reason therefore. The decision of the Project Director (DKMA), Indian Council of Agricultural Research in all these matters shall be final and binding on the firm. 5

21 17. The Council reserve the right to offer the lowest rates received from any firm and accepted by it, to any of the other firm to enter into parallel arrangement and assignment of the job/jobs without assigning any reason. The decision of the Project Director (DKMA), Indian Council of Agricultural Research in all these matter shall be final and binding on you. 18. The Translation and Lasertypesetting composing arrangement may be extended on the existing rates, terms and conditions, etc. after three years for such a period as the Council may decide in consultation with the firm. 19. The laser typesetter has to supply the Laser Printouts from the original toner cartridge only. Refill toner cartridge print outs will not be accepted in any case. The print outs are to be given on the smooth quality opaque paper (at least 80 gsm paper) in a minimum of 1200 DPI, in the format prescribed by the Council. 20. In the case of any item of work not covered under this arrangement, the rates decided by the Council or the decision taken by the Council, therefore will be final and binding on the Firm. 21. Preferences would be given to those Firms who are operating in shifts and nearby to ICAR, KAB-I, Pusa, New Delhi for the quick execution of job. 22. Submission of quotations would imply that you have agreed to abide by the Terms and Conditions governing the laser typesetting work of the Council as given in Annexure II. 23. No separate contract, as such, will be drawn up, and acceptance by this office of the quotations of the selected firms will constitute a valid contract for the enforcement of the enclosed Terms and Conditions (Annexure II) for Three years or for such period upto which the arrangement is extended. 24. The decision of the Project Director (DKMA), Indian Council of Agricultural Research shall be final and binding on the firms doing Translation & Laser typesetting in regional languages in all the matters. Your faithfully, Under Secretary (DKMA)

22 ANNEXURE-A Directorate of Knowledge Management in Agriculture Indian Council of Agricultural Research Krishi Anusandhan Bhavan-I, Pusa, New Delhi Name of the firm 2. Full Address i) Head Office ii) Branch Office, if any 3. Address 4. Telephone Number (s) 5. Fax No. ESSENTIAL DETAILS FOR FIRMS DOING TRANSLATION AND LASER TYPESETTING IN REGIONAL INDIAN LANGUAGES 6. Date of establishment of the firm 7. Is your firm registered under any act? If so please specify: 8. PAN/TIN Number 9. Name and address of your Bankers, stating the name in which the account stands 10. Whether insured against fire, theft, and burglary if so, please state the amount for which insured, the name of the insurance company and policy No. 11. Total number of employees working in firm/organization. 12. Give details of equipment and manpower of your firm/ unit in Annexre B attached 13. Any other information which you may consider necessary to furnish Certified that: 1. We have read the terms and condition governing the Translation and Laser Typesetting in regional Indian languages work of the Council and hereby agree to abide by them. 2. The information provided by us above regarding the details of equipment & manpower is correct & any information found incorrect by the Inspection Team of your office should lead to the cancellation/ rejection or removal of our firm from your panel. Signature Date: Stamp of the firm

23 1. COMPUTER SYSTEMS : ANNEXURE-B DETAILS OF EQUIPMENT & MANPOWER OF TRANSLATION AND LASER TYPESETTING ( in case the space in the form is less, attach separate sheet duly signed and stamped ) Make & No. of Languages in Year of Units which work Manufacture can be done (a) Computers (b) Image Scanner (c) Laser Printer (i) B/W (ii) Colour 2. Softwares/Programmes available Name of the Softwares Version 3. Facility of Translation of regional Indian languages : Give Details and samples of the work done 3. No. of type fonts Softwares/Packages available for Laser Typesetting in regional Indian languages, Give Details and samples 4. Staff : a. No. of Language Translators a. No. of typesetting operators b. No. of Proof Readers c. No. of messengers d. Any other staff 5. Details of any other equipment or information which you may like to furnish. (Use extra sheets in support of your claims) Signature Date Stamp of the firm

24 ANNEXURE-C FORM OF QUOTATIONS For Translation and Laser Typesetting work of the "AGBIOTECH" and other similar publications in regional Languages, the Council will provide the printed copy of the English version alongwith the soft copy (Corel Draw open file embedded with pictures etc.) of the Quarterly Newsletter "AGBIOTECH" for the Translation in regional languages and for further composing and supply of proofs. BASIC REQUIREMENTS 1. Rates for the Translation will generally include the translation of scientific text, data, captions, tables, graphs etc. in the required regional language from English or Hindi as the case may be. Translation also include the translation of scientific symbols, terms, processes in the language specific understanding while maintaing the literal sense. 2. Rates for the Translation will also include one proof reading of the language concerned to ensure "See Copy" free proofs to the Council for further reading and corrections. The Typesetter will also require to pass the entire matter through "Spell Check" software and to ensure less corrections in the proofs. 3. Rates for the lasertypesetting will include typesetting in the required regional language from the English version of the Quarterly Newsletter "AGBIOTECH" in the soft copy provided in Corel Draw open file embedded with pictures etc. with complete support of language fonts for further printing of the final file of the each language provided in postscript format for further printing without any loss of quality. 4. The lasertyesetter shall compose the pages in the regional languages exactly as per the specifications, style and layout prescribed in the English version of the newsletter and supply three proofs accordingly in the time frame decided. 5. The Typesetter shall have to redo such of the pages where mistakes marked by the Council have escaped corrections without any obligation to the Council. 6. In the case of pages less than full page matter, the chargeable area will be admitted on the basis of 3/4, 1/2 or 1/4 of a page. Cutting and pasting of any matter/correction is not permissible. RATES A. Rates for TRANSLATION in Regional Indian Languages (11 regional languages i.e. Punjabi, Marathi, Telugu, Kannada, Tamil, Bengali, Assamese, Urdu, Oriya, Gujarati & Malyalam or more as the case may be) In case the Manuscript (hard copy/soft copy) is provided by the Council in English/Hindi for Translation (Translation Charges includes Text, Table matter, picture captions, graphs, charts etc.) Rs. (Rate per word) B. Rates for LASERTYPESETTING in Regional Indian Languages Rs. (11 regional languages i.e. Punjabi, Marathi, Telugu, Kannada, (Rate per Page of A4 Size) Tamil, Bengali, Assamese, Urdu, Oriya, Gujarati & Rs. Malyalam or more as the case may be) (Rate per Page in Royal Octavo Size) C. Rates for PROOF READING in Regional Indian Languages Rs. (11 regional languages i.e. Punjabi, Marathi, Telugu, Kannada, (Rate per 100 words) Tamil, Bengali, Assamese, Urdu, Oriya, Gujarati & Malyalam or more as the case may be) D. Rate for ADDITIONAL PRINT OUTS in B/W (upto A-4 size) Rs. With additional corrections marked by the Council beyond three mandotary proofs to provided by the typesetter (The rates are inclusive of supply of final Laser Print from the original tonner cartridge on the smooth quality opaque paper at least 80 GSM Paper on a minimum of 1200 DPI) Signature Date Rubber Stamp of the Firm

25 ANNEXURE-D TERMS AND CONDITIONS GOVERNING THE TRANSLATION & LASER TYPESETTING IN REGIONAL LANGUAGES WORK OF THE INDIAN COUNCIL OF AGRICULTURAL RESEARCH 1. The Firm shall translate & typeset and deliver the soft & hard Copy of the complete job in one installment in a clear and legible manner and style as prescribed by the ICAR in a good and workmanlike manner (all of which the ICAR shall be the sole judge) within the limits of time as the ICAR may deem reasonable and specify and in such quantity or quantities as may be from time-to-time ordered by the ICAR. 2. The Firm will have to make necessary arrangement for Proof Reading/Comparison of the first galley proof only along with the original manuscript supplied by the Council. Thus the corrected galley proofs only will have to be supplied to the Council. 3. The Council will supply printed version containing the style of the Council for translation & composing and supply of proofs. The Firm will do the formatting and supply the proofs for Council's approval. Thereafter pages will be made as per the instructions of the Council. 4. The typsetter shall, if called upon to do so, give full information with regard to all the work of the ICAR in hand whatever be then stage and shall also permit the officer deputed by the ICAR to inspect typesetters premises at all reasonable times and shall give all assistance and information as may be required by him in connection with the work. 5. If any items of work/operation not provided for, are required to be performed by the Firm, rates to be paid therefore shall be determined by the ICAR. 6. All jobs shall be carried out by Firm with due regard to clarity and efficiency involved in the translation & lasertypesetting work. 7. The Firm shall take every care to see that the work or any portion thereof does not fall into unauthorised hands. Care shall be taken to execute the work under security conditions. All proofs and trial and spare copies shall be destroyed by burning or by shredding in the presence of a responsible person of the firm/company. 8. After the job is completed and the final Laser Print Outs supplied by the Firm, the complete backup of the final matter should be submitted to the council in CD or DVD as the case may be. 9. The Firm shall not assign or sublet the work or any part thereof without having first obtained the permission in writing from the Council. The Council shall be at liberty in its discretion, to refuse such a request of the Firm. 10. After the work has been completed, a pre-receipted bill of the case, in triplicate, prepared on the basis of the accepted rates shall be submitted by the Firm to the ICAR, together with the delivery vouchers for the supplies made, (ii) Receipt/delivery vouchers of the materials, if any. 11. In case of strikes, combination of workmen, fire accidents or circumstances beyond the control of the Firm causing stoppage of the work, the delivery of completion of the work may be suspended without penalty and the ICAR shall have the power during such stoppage to get the work done elsewhere, without any charge to the Firm. The latter shall afford every facility for the removal and use elsewhere of such of the floppies/cd/or other stored material as may be necessary for the sucessful completion of the work. 12. PENALTY : (a) In the event of the Firm failing to: (i) observe or perform any of the conditions of the work as set out herein this annexure OR (ii) to execute the work in a good and workmanlike manner and to the satisfaction in the time limit fixed by the ICAR, it shall be lawful for the ICAR in its desecration, in the former event, to remover withheld any