BID DOCUMENT. Empanelment for the Period of 01 Years. EOI No.: EOI/COM/16-17/004A, Dated: 09/02/2017. Due Date: 28/002/2017 SINGLE PART BID

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1 BID DOCUMENT Expression of Interest for Vendor for various activities, namely: 1. Supply, Installation & AMC of IT&E Hardware Items and Consumables 2. Supply, Installation & AMC of Networking Equipment (Active and Passive Networking Items, Optical Fiber cable supply and laying) 3. Provisioning of Hardware and Infrastructure services 4. Supply, Installation & AMC of Medical Equipments 5. Smart Card based project and Biometric Attendance System 6. Implementation of Security Surveillance and other related projects including CCTV etc. 7. Furniture 8. Office Stationery items and equipment (e.g. Photocopier Machine, Fax Machine etc.) Empanelment for the Period of 01 Years EOI No.: EOI/COM/16-17/004A, Dated: 09/02/2017 Due Date: 28/002/2017 SINGLE PART BID WEST BENGAL ELECTRONICS INDUSTRY DEVELOPMENT CORPORATION LIMITED (A Govt. of West Bengal Undertaking) Webel Bhavan, Block-EP & GP, Sector-V, Salt Lake, Bidhannagar, Kolkata:

2 NOTICE INVITING TENDER NO.: EOI/COM/16-17/004A, Dated: 09/02/2017 Sealed EOI Responses are invited for the following jobs from OEM/ Authorized distributors/ dealers/ reputed organizations having sufficient experience and credentials for successful completion of similar nature of work preferably in a Government Department. Brief Description Work Expression Interest Vendor Empanelment WBEIDC of of for in Bid Submission & Opening Venue EOI Document Cost (in Rs.) [Non- Refundable] Rs. 1, (in the form of DD in favour of WBEIDC Limited, payable at Kolkata) Earnest Deposit (in Rs.) [Refundable] Rs. 10, Money (EMD) (in the form of DD in favour of WBEIDC Limited payable at Kolkata) Tender Availability from Last Date and Time of EOI Submission 09/02/ /02/2017 up to 3.00 pm Date of Opening of EOI Responses 28/02/2017 at 4.00 pm WEST BENGAL ELECTRONICS INDUSTRY DEVELOPMENT CORPORATION LIMITED (A Govt. of West Bengal Undertaking) Webel Bhavan, Block-EP & GP, Sector-V, Salt Lake, Bidhannagar, Kolkata: The EOI documents are available at WBEIDC s office on all working days from 10:30 AM to 4:00 PM, address given above, on submission of Demand Draft of Rs.1, (Rupees One Thousand only) in favour of WBEIDC Limited payable at Kolkata. Alternately, the bidder can download the EOI documents from WBEIDC s website and submit the bid with a Demand Draft of Rs. 1, (Rupees One Thousand only) duly pledged in favour of WBEIDC Limited payable at Kolkata. For any queries regarding this EOI, please contact Deputy General Manager (Commercial), Phone No & mail ID pratul.show@webel-india.com and Sri Champak Mandal, Phone no ; Mobile No ; champak.mandal@webel-india.com on or before 15:00 Hrs, 15/02/2017. No queries will be entertained after this time frame. If tender committee feels, suitable corrigendum will be hosted in our website before 16/02/2016 for the information of all prospective bidders. Canvassing in any form shall be liable for disqualification. WBEIDC Limited reserves the right to accept or reject any or all the tenders without assigning any reason thereof. Page 2 of 21

3 CONTENTS The Tender document comprises the following: SECTION A SECTION B SECTION C SECTION D SECTION E SECTION F SECTION G ELIGIBILITY CRITERIA FOR PARTICIPATION IN THE TENDER INSTRUCTIONS TO BIDDERS GENERAL TERMS & CONDITIONS SPECIAL TERMS & CONDITIONS BID FORM VENDOR REGISTRATION FORM TENTATIVE ITEM LIST Page 3 of 21

4 SECTION-A ELIGIBILITY CRITERIA FOR PARTICIPATION IN THE TENDER 1. Bidders must submit the valid authorization letters from OEMs wherever applicable, with the EOI documents. 2. The bidder should have executed single order of Rs. 5 Lakhs or 03 (Three) orders or more of similar nature of jobs of Rs. 02 Lakhs or more for each category in SECTION-B at any Government Department/ Quasi Government Department/ PSU/ Board/ Council or similar organization in last three financial years ( , & ). Work Order copies along with job completion certificates from the customers duly attested should be submitted. 3. The bidder should have an Annual Turnover of Rs. 15 lakhs or above in the last Financial Year ( ). AND Aggregate of Turnover of last three (3) Financial Years ( , and ) should be Rs. 50 lakhs or above. Last 03 years audited Balance Sheet should be submitted to comply this clause. 4. The Bidder must submit detailed profile of the company and Articles of Association. 5. Valid PAN, Registration certificates for VAT, Professional Tax, Service Tax, PF, ESI & Trade License along with the corresponding returns (PAN, VAT, S.TAX, PF & ESI) must be enclosed with the bid. 6. The bidder/ ASP/ OEM should be a System Integrator and have at least one registered service center for IT hardware maintenance services in Kolkata, West Bengal. Supporting document for existence of Service Centre has to be attached with the EOI document. 7. The bidder shall be required to give a declaration in their letter head that they have not been banned by any Government Agencies / Govt. Department / Quasi Govt. Dept / PSU / Board / Council or similar organization. If any Government Agencies / Govt. Department / Quasi Govt. Dept / PSU / Board / Council or similar organization has banned the bidder and later on lifted the ban, the fact must be clearly stated. 8. The company should operate in the same name and style at least for the last three Financial years (FY , and ). In absence of any one of the above, the offer will be treated as non-responsive and in that case Tender Committee will have right to decide accordingly. Page 4 of 21

5 SECTION B INSTRUCTIONS TO BIDDERS In order to have dependable source of supply and installation of hardware/ Networking jobs/ other related ITES jobs of right quality at the appropriate time, vendors will be registered FOR ONE YEAR after examining their application as well as after ascertaining certain basic facilities/ infrastructures available with them. Performance of such registered suppliers will be reviewed from time to time. Vendors from following fields may apply: 1. Supply Installation & AMC of Computer Hardware Items including UPS and Power related Products and Consumables 2. Supply and Installation and AMC of Networking Equipment (Active and Passive Networking Items, Optical Fiber cable supply and laying) 3. ISP Bandwidth 4. Smart Card based project and Biometric Attendance System 5. Implementation of Security Surveillance and other related projects including CCTV etc. 6. Furniture 7. Office Stationery items and equipment (e.g. Photocopier Machine, Fax Machine etc.) Interested Bidders are required to submit their technical responses in a sealed envelope as per instructions given below: The firm shall seal & mark various parts of the proposal as follows: The EOI document in one envelope super-scribed with words: - EOI Document for VENDOR REGISTRATION IN WBEIDC. EOI No. EOI/COM/16-17/004A, Dated: 09/02/2017 with the text Do Not Open Before 28/02/2017, at 15:00 Hrs. This envelope will also contain the EMD and EOI Document Fees (if the tender document is downloaded from the website). The sealed envelope should be addressed to the Deputy General Manager (Commercial), WBEIDC Limited, Block-EP & GP, Sector V, Salt Lake, Kolkata , through post/ speed post or dropped personally within the stipulated time in the tender box available with him. No other mode of delivery shall be accepted. WBEIDC Ltd. will not be responsible for any postal delay. Late submission of Bid will not be accepted. Names of the CATEGORIES (FIELDS) offered should be clearly mentioned on the cover of the Envelop. Vendors can apply for more than one no. of category (if applicable), as mentioned above. Additional EOI Document Fees and Security Deposit is not required in case a Vendor is interested for more than one category. Page 5 of 21

6 EOI Response The EOI Response should consist of the following documents: 1. EOI submission letter on the letterhead of the firm clearly indexing the enclosures. This EOI submission letter should bear the reference no. and date, without which the bid will be treated as non-responsive. 2. Bid Form duly filled and signed as per format on the letterhead of the bidder. 3. This EOI document duly stamped & signed on each page, as a token of acceptance of all terms and conditions laid down in the tender document. 4. Details of Service arrangement of bidder/ ASP/ OEM: a) Availability of call center details with escalation matrix and b) Number of service engineers with mobile no. 5. Proof that the company has been operating in the same name and style at least for the last three years. 6. List of Board of Directors/ Partnership deed. 7. EMD & EOI Document Fees submit (if downloaded from the web site) at the time of submission of EOI document. 8. Bidders to produce ISO 9001:2008 certificate (optional) in the specified area of the job. Page 6 of 21

7 SECTION - C GENERAL TERMS AND CONDITIONS i. Schedule of the EOI Document The tender document shall be submitted on or before 28/02/2017, at Hrs. to Deputy General Manager (Commercial), WBEIDC Limited, Block: EP & GP, Sector V, Salt Lake Electronics Complex, Kolkata ii. Amendment of Invitation At any time 3 days prior to the deadline for submission of proposals, WBEIDC reserves the right to add/ modify/ delete any portion of this document by issuance of a Corrigendum, which would be published on the website and will also be made available to all the Bidders who have been issued the EOI document, if any. The Corrigendum shall be binding on all bidders and will form part of the bid documents. iii. Earnest Money Deposit The firm shall furnish Earnest Money of Rs. 10, in the form of a demand draft from a payable at Kolkata in favour of WBEIDC Limited. Any bid not accompanied with the valid Demand Draft (as Earnest Money) shall be summarily rejected. Earnest Money will be refunded to the unsuccessful bidders after receiving application from them on completion of tender process. In case of successful bidders, earnest money will be retained till completion of enlistment period. Earnest money of the bidder is liable to be forfeited in case of any false submission/ statement. In case of any refusal to abide by terms and conditions of our LOI/ PO or refusal to enter into a written agreement as per prefixed terms and conditions, the authority is at liberty to forfeit earnest money and take lawful actions. iv. Clarification Regarding EOI Document A prospective Bidder requiring any clarification about the tender document and scope of work may contact the person through / letter as mentioned above in NIT. v. Awarding of Contract Whenever there will be any enquiry from the Govt. Departments/ PSUs, the Commercial Department of WEBEL will float a limited tender among the empaneled vendors depending on the estimated value of the enquiry. On receipt of the bids from the empaneled vendors, L-1 bidder will be selected and back to back order will be placed to the L-1 bidder. Page 7 of 21

8 vi. Amendment of Proposals In order to afford prospective Bidder reasonable time to make amendment in their proposals, WBEIDC may, at its discretion, extend the deadline for the submission of proposals. However, no such request in this regard shall be binding on WBEIDC. vii. Language of Proposal & Correspondence The EOI response submitted by the Bidder should be in English language only. All the documents relating to the EOI (including brochures) supplied by the firm should also be in English, and the correspondence between the Bidder & WBEIDC will be in English language only. A duly signed formal copy must subsequently confirm the correspondence by fax/ . viii. Proposal Currency Prices will be quoted at the time of participation of tender in Indian Rupees, inclusive of all prevailing taxes, levies, duties, etc. ix. Formats and Signing of Proposals The original EOI shall be neatly typed and shall be signed by an authorized signatory/ signatories on behalf of the Bidder. The authorization shall be provided by written Power of Attorney accompanying the proposal. The person or persons signing the proposal shall initial all pages of the proposal, except for unamended printed literature. The proposal shall contain no interlineations, erasure or overwriting. In order to correct errors made by the Bidder, all corrections shall be done & initialed with date by the authorized signatory after striking out the original words/ figures completely. x. Sealing and Marking of Proposals Bidder shall seal & mark various parts of the proposal as mentioned in the Instruction to bidders above. The Bidders must also mention the name of the category(ies) on the Envelope for which they are interested. Every envelope and forwarding letter of various parts of the proposal shall be addressed as follows: Deputy General Manager (Commercial) WBEIDC Limited Block EP & GP, Sector-V Salt Lake Electronics Complex Kolkata Signing across all joints & pasting good quality transparent adhesive tape on top of such joints & signatures with company seal shall seal the envelope without which the bid will be summarily rejected. The envelope should bear the name and address of the bidder very neatly written in the left lower corner, without which the bids cannot be recognized and hence will be summarily rejected. Proposals sent through telex/ Page 8 of 21

9 telegrams/ fax/ shall not be accepted. WBEIDC shall not be responsible for delay on account of late delivery by the postal authorities. If the envelopes are not sealed and marked as required above, WBEIDC shall assume no responsibility for the proposal s misplacement or premature opening. The bid may be summarily rejected. xi. Deadline for Submission of Proposals Proposals will be received by WBEIDC at the specified address not later than 28/02/2017, up to Hrs. WBEIDC may, at its discretion, extend this deadline. WBEIDC may also extend this deadline for any other administrative reason. xii. Late Proposals Any proposal received by WBEIDC after the deadline for submission of proposals, as referred above shall not be accepted. Page 9 of 21

10 1. Interpretation of documents SECTION D SPECIAL TERMS AND CONDITIONS Part I If any bidder should find discrepancies or omissions in the specifications or other tender documents, or if he should be in doubt as to the true meaning of any part thereof, he shall make a written request to the tender inviting authority for correction/ clarification or interpretation before 7 days of opening of the bid. 2. Preparation of EOI Tender shall be submitted in accordance with the following instructions: i. EOI shall be submitted in the prescribed forms. All signatures shall be in longhand. Where there is conflict between the words and the figures, the amount in words shall govern. ii. All notations must be in ink or typed. No erasures or overwriting will be permitted. Mistakes may be crossed out and corrections typed or written with ink adjacent thereto and must be initialed in ink by the person or persons signing the tender. iii. Tenders shall not contain any recapitulation of the work to be done. Alternative proposals will not be considered unless called for. No written, oral, electronic, telegraphic or telephonic proposals for modifications will be acceptable. iv. Tenders shall be delivered to the office as notified on or before the date and time set for the opening of tenders in the Notice Inviting Tender. The packet of documents including the tender shall be enclosed in sealed envelope having the title of the work and the name of the bidder. v. Tenders subject to any conditions or stipulations imposed by the bidder are liable to be rejected. vi. Each and every page of the tender document must be signed with date and company seal by the bidder. This is required to show that the bidder has accepted all the terms and conditions mentioned in this tender document. 3. Withdrawal from Tender Any bidder may withdraw his tender by written request at any time prior to the scheduled closing time for receipt of tenders and not thereafter. 4. Opening of Tender The tenders shall be opened at the time set forth in the document. Bidders or their authorized representatives are invited to be present and to put their signatures on the records of tender opening as each tender is opened. Page 10 of 21

11 5. Tax Registration Certificate Bidders submitting a tender shall produce up to date VAT, Service Tax, Income Tax and Professional Tax registration as well as copy of latest returns submitted in the standard form from the Tax Authority or a Certificate that the assessment is under consideration. All such clearance certificates shall remain valid on the last date of permission. 6. Acceptance of Tender The acceptance of the tender will rest with the accepting authority who is not bound to accept the lowest or any tender and reserves the right to reject in part or in full any or all tender(s) received and to split up the work among participants without assigning any reason thereof. 7. Withdrawal from Tender If any bidder withdraws his tender before acceptance or refusal within a reasonable time without giving any satisfactory explanation for his withdrawal, he/she shall be disqualified for participation in any tender of this organization for a minimum period of 2 (two) years. 8. Disputes and Arbitrations In case of any dispute or differences, breach and violation relating to the terms of this agreement, the said dispute or difference shall be referred to the sole arbitration of Managing Director, WBEIDC Ltd. or any other person appointed by him. The award of the arbitrator shall be final and binding on both the parties. In the event of such arbitrator to whom the matter is originally referred to vacates his office on resignation or otherwise or refuses to do works or neglecting his work or being unable to act as arbitrator for any reason whatsoever, the Managing Director shall appoint another person to act as arbitrator in the place of outgoing arbitrator and the person so appointed shall be entitled to proceed further with the reference from the stage at which it was left by the predecessor. The Contractor will have no objection in any such appointment that arbitrator so appointed is employee of WBEIDC Ltd. The adjudication of such arbitrator shall be governed by the provision of the Arbitration and Conciliation Act, 1996, or any statutory modification or reenactment thereof or any rules made thereof. The arbitration shall be held in Kolkata only. 9. Governing Laws This Tender Document and the contract shall be governed by and interpreted in accordance with Laws in force in India. The courts at Kolkata shall have exclusive jurisdiction in all matters arising under the contract. Page 11 of 21

12 10. Force Majeure Condition If the execution of the contract/supply order is delayed beyond the period stipulated in the supply order as a result of outbreak of hostilities, declaration of an embargo or blockade of road, fire, flood or any such act of nature, then WBEIDC LTD may allow such additional time by extending the project execution timeframe as considered to be justified by the circumstances of the case and its decision will be final. If additional time is granted by the WBEIDC LTD, the supply order shall be read and understood as if it had contained from its inception the execution date as extended. Page 12 of 21

13 SECTION D SPECIAL TERMS AND CONDITIONS Part II 1. The bid and all correspondence and documents relating to the bid shall be written in English language. 2. All the pages of the bid document including documents submitted therein must be duly signed and stamped failing which the offer shall be liable to be rejected. 3. All the documents to be submitted by the bidder should be duly authenticated by the person signing the offer and if at any point of time during procurement process or subsequently it is detected that documents submitted are forged/ tampered/ manipulated in any way, the total responsibility lies with the bidder and WBEIDC LTD. reserves the full right to take action as may be deemed fit including rejection of the offer and such an instance will be kept recorded for any future dealing with them. 4. Overwriting and erasures may make the tender liable for rejection if the authorized signatory of the bidder does not sign on each such instance of overwriting/ erasure/ manuscription. All overwriting should be separately written and signed by the authorized signatory of the bidder. 5. Details of the enclosures should be clearly mentioned in the forwarding letter in bidder s letterhead along with the bid. 6. The bidder shall be required to give a declaration that they have not been banned by any Government Agencies/ Government Department/ Quasi Government Department/ PSU/ Board/ Council or similar organization. If any Government Agencies/ Government Department/ Quasi Government Department/ PSU/ Board/ Council or similar organization has banned the bidder but lifted the ban afterwards, the fact must be clearly stated. 7. No queries from the vendors will be entertained after opening of the tender. However, if tender committee feels, they may ask for supporting documents in respect of the claim of the bidder and the bidder has to submit supporting document as well as written clarifications required by the tender committee within three days. 8. WBEIDC reserve the right to reject or accept or withdraw the tender in full or part as the case may be without assigning any reasons thereof. No dispute of any kind can be raised by the seller in any court of law or elsewhere. 9. Supporting technical brochures/ catalogues indicating each feature in respect of offered model and make must be submitted along with the offer in subsequent bids, in absence of which the offer is liable to be ignored. 10. Bidders may be asked for a random testing of at best Five percent equipment s at their own cost, at any reputed testing house, to ascertain the authenticity of their claim regarding the technical aspects, which they have to abide by. 11. Bidder through OEM should give an undertaking for sales and Three years onsite comprehensive warranty support as will be mentioned in the subsequent tender documents against supply of all the items. Page 13 of 21

14 SECTION - E BID FORM (Bidders are requested to furnish the Bid Form in the Format given in this section, filling all the Blanks and submit this on Letter Head) Ref No: (Mandatory) Date: (Mandatory) To, The Deputy General Manager (Commercial) WBEIDC Ltd Webel Bhavan Block EP & GP, Sector-V Salt Lake Electronics Complex Kolkata Dear Sir, Having examined the Bid documents we, the undersigned, offer to undertake the job of EMPANELMENT as per the EOI No. dated. We agree to abide by this bid for the period of 12 (twelve) months from the date of bid opening and it shall remain binding upon us for acceptance at any time before the expiry of the period. This bid, together with your written acceptance thereof and your order/ notification of award, shall constitute a binding contract between us. We understand that WBEIDC reserves the right to accept in full/ part or reject any or all the bids received or split order within successful bidding without any explanation to bidders and its decision on the subject will be final and binding on Bidder. We also understand that WBEIDC is not bound to accept the L-1 bid for placement of order. We have submitted a Security Deposit of Rs. 10, (DD No dated on ) and EOI Document Fees of Rs (DD No dated on ) along with the technical document. Signature (In capacity of) Duly authorized to sign bid for and on behalf of (Name and Address of the Bidder) (Affix Official Seal) Page 14 of 21

15 SECTION - F VENDOR REGISTRATION FORM Sl. No. Description Details 1. Name of the Company 2. Address, Phone No., Fax No. & id a) Registered Office b) Head Office c) Kolkata Office 3. Name of the Contact Person with Mobile No. and ID 4. Type of Organization: Public Ltd./ Private Ltd./ Partnership/ Proprietary 5. Established on (Date as per ROC) 6. VAT Registration No. 7. PAN No. 8. Service Tax Registration No. 9. PF Registration No. 10. ESI Registration No. 11. Nature of Business 12. Average Annual Turnover for last 3 Years : : : 13. No. of Employees a) Technical b) Qualified c) Skilled d) Unskilled 14. The Application Fees details DD No.: Dated: Drawn on: 15. Names of other clients Date: Signature of Director/ Partner/ Proprietor (use separate sheet if required) Page 15 of 21

16 SECTION - G Tentative List of Items falling under Categories 1 to 8 as mentioned on the Cover Page Ia IT and Associated Hardware 1 Motherboard 2 Hard disk 3 RAM 4 DVD drive 5 SMPS 6 Processor 7 Printer - All types (network, multifuntion, laser, inkjet) 8 Battery 9 Server - All purposes (web, ,file) 10 Scanner 11 LCD Monitor 12 LED Monitor 13 UPS 14 Laptop 15 Keyboard 16 Mouse 17 Photocopier 18 EPABX 19 Telephone 20 Document feeder 21 SIM 22 TV - Basic 23 TV - Smart 24 Projector 25 Refridgerator 26 Microwave 27 Loudspeaker 28 Microphone Page 16 of 21

17 Ia IT and Associated Hardware 29 IR Emitter 30 Distribution block 31 Fire detection & alarm 32 Camera 33 Data cartridge 34 USB logger 35 Fingerprint reader 36 Smartcard systems 37 Executive chair 38 Air conditioner 39 IP Phone 40 Queue management system 41 Braille systems 42 Surge arrestor 43 Pen drive 44 Book scanner 45 Night vision camera 46 Surveillance systems incl CCTV Cam 47 Tablet 48 Stationery 49 Digital notice board 50 High beam search light 51 VHF Radio 52 Vehicle tracker 53 Video conferencing equipment 54 Printer consumables 55 Voice logger 56 Digital Signature/Certificate 57 Rotary attenuator 58 Access control system Page 17 of 21

18 Ia IT and Associated Hardware 59 Walky talky 60 Fax Machine 61 RT Tower & Accessories 62 Teflon Wire 63 Telemedicine systems Ib Electronic and Power components 1 Power amplifier 2 Panel meter 3 PCBs 4 Power transistor 5 Heat sink 6 Resistor 7 Capacitor 8 Antenna 9 GPS module 10 Sound limiter 11 Solenoid 12 Thermistor 13 Motors 14 Transformer 15 RFID modules 16 VHF pallet 17 VHF set 18 Switch gear main box 19 Power Transistors 20 Step Power Transformers 21 Amphenol Connector Page 18 of 21

19 II Network devices and equipments 1 Hardware firewall 2 Server Rack 3 Network rack 4 Server enclosure 5 Network cabinet 6 Network hardware 7 Network switch 8 Router 9 Modem 10 Network cable 11 Network Amplifier 12 Link load balancer 13 Fiber optic cable 14 Transceiver 15 Wireless dongle 16 Network server rack 17 RJ 45 Modular Jack & Inductor Page 19 of 21

20 III Hardware & Infrastructure services 1 Internet connectivity 2 Desktop PC servicing & repairing 3 Printer servicing 4 Internet bandwidth 5 Network cable laying 6 Network installation 7 Implementation charges of web (network) 8 Help line setup 9 Leased Line 10 Facility management 11 PCB Repair 12 Call Center Running Operation 13 Provide technical support manpower - hardware Page 20 of 21

21 IV Medical equipment 1 Diathermy 2 BP Instrument 3 Needle destroyer 4 Dual lumen catheter 5 Patient trolly 6 Baby warmer 7 Sucker machine 8 Muscle stimulator 9 Dressing drum 10 Autoclave 11 HP Sterilizer 12 Wheel chair 13 ECG machine 14 Copper boiler 15 Instrument electric sterilizer 16 Nebulizer 17 Boyles Apparatus 18 Centrifuge machine 19 Finger tip oxymeter 20 Hand drill 21 Head light 22 Haemoglobin meter 23 Jobson Horne probe 24 Oxygen cylinder 25 Copper component 26 Austine Moore Hip prosthesis 27 Special foreceps 28 Xray machine 29 Surgical components 30 Electronic Weighing Machine Page 21 of 21