Terms & Conditions for Award of Work Contract — Data Entry (ePost)

1. Acceptance of Work Order

1. The selected bidder shall accept the Work Order in writing within 3 (three) working days from the date of issue.
2. Failure to accept within the period may result in cancellation of the award and offer to the next eligible bidder.

2. Contract Period

The contract shall commence from the date of signing and remain valid for a period of [6 months], unless terminated earlier in accordance with these Terms & Conditions. The contract may be extended by mutual written agreement based on performance.

3. Performance Security

The successful bidder must furnish a Performance Security of 3% of the contract value in the form of a Bank Guarantee or Demand Draft. The security shall remain valid for 60 days beyond the contract expiry and may be invoked for non-performance or breach.

4. Scope of Work

The bidder shall perform the activities specified in the Scope of Work, including but not limited to:

• Data entry, verification and upload into the ePost system.
• Document scanning and digitization where required.
• Periodic reporting, backups and assisting in reconciliation.

Any additional tasks beyond the defined scope shall require prior written approval and may be compensated separately.

5. Compliance with Laws

The bidder shall comply with all applicable laws, rules and regulations, including labour laws, Provident Fund, ESI, GST and any other statutory obligations. The bidder is solely responsible for payments to employees, taxes and statutory filings.

6. Confidentiality

All data, documents and information supplied or accessed during the contract shall be treated as Strictly Confidential. The bidder shall not disclose any information to third parties without express written consent. On termination or completion, all confidential material must be returned or securely destroyed.

7. Quality of Work & Penalties

1. The bidder shall maintain high accuracy and meet timelines as per agreed.
2. Non-conformance, delays or repeated errors will attract penalties of the monthly bill..
3. Three written warnings for unsatisfactory performance may lead to contract termination.

8. Payment Terms

Payments will be made on a monthly basis upon submission of certified invoices and acceptance of work by the authorised officer. Taxes, TDS and statutory deductions will apply as per law.

9. Manpower & Equipment

10. Sub-Contracting

Sub-contracting any part of the work without prior written permission from the department is prohibited. Violation will lead to contract termination and possible forfeiture of security.

11. Termination

Gulbaba Foundation reserves the right to terminate the contract by giving 30 days’ notice for reasons including unsatisfactory performance, breach of terms, misconduct, or insolvency. On termination, the performance security may be forfeited and the bidder may be held liable for losses.

12. Dispute Resolution

Any dispute shall first be attempted to be resolved through mutual discussion. If unresolved, the dispute shall be referred to arbitration in accordance with the applicable arbitration laws.

13. Rights Reserved

Gulbaba Foundation reserves the right to accept or reject any bid, to call for re-negotiation, and to amend these terms with reasonable notice to the selected bidder.