Invitation for Bids for the Supply of Tally 9 (Multiuser ...intra.itiltd-india.com/LUCKNOW/tenders/Technical Tally9.pdfaspects and on key performance indicators to the management

Regional Office , Lucknow

Tender Notice : ITI/ROLKO/Tender/Fin/15-16/01 Dated : 18th November 15

For ITI Limited Signatures and Stamp of the Bidder

Invitation for Bids for the Supply of Tally 9

(Multiuser) ERP and providing related Services to ITI

Limited‟s Regional Office at Lucknow

Tender Document Issued to M/s

Cost of Tender document in shape of DD/Cash in

favour of ITI Limited Lucknow

Rs.250/- (Rupees Two Hundred Fiflty Only)

Date and Time of the Sale of Bid / Tender

Document

By 13: 00 Hrs on the Due Date

Signatures, designation of the issuing officer of the

Tender document

Due Date for submission of the Tender 25th Nov 2015 (Wednesday)

EMD (Demand Draft in the favour of ITI

LimitedLucknow)

` 6000/- (Rupees Six Thousand only)

[Page A 1]




INDEX

This Tender document has been designed in a structured format where each sub section

covers the description of that part to make it easy to comprehend (for the prospective

bidders) .The intention of doing so is to minimize the ambiguities.

The bidders are requested to go through the each sub section carefully to assess the general

requirement, terms & conditions of ITI and scope of work etc.

Sr.

No.

DESCRIPTION OF THE SUB SECTION PAGE NO.

From To

A Covering Page and Index A 1 A 2

B Notice Inviting Tender/ Proposal B 1 B 2

C Tender Introduction and Objectives C 1 C 2

D Scope of the Work and Specifications D 1 D 3

E Bidder‟s Qualifying Parameters and Documents

establishing Bidder Eligibility

E 1 E 2

F Terms -Conditions F 1 F 4

G Guidelines to Fill, Seal and Submit the Tender and

Evaluation of Bids

G 1 G 3

H Undertaking for Non Black-listing H 1 H 1

I Annexure-I Financial (Priced Part) I 1 I 1

[Page A 2]

( भारत सरकार का उपक्रम ) ( A Govt. of India Undertaking )

क्षेत्रीय कायाालय Regional Office

विभूवत खंड, गोमती नगर, लखनऊ Vibhuti Khand, Gomti Nagar, Lucknow

CIN No : L32202KA195GOI000640

दरूभाष : 0522-2720301, 2720305 Phone : 0522-2720301, 2720305

: 0522-2720302 Fax : 0522-2720302

ईमेल : [email protected] email : [email protected]

: भ , , 560016 , भ , भ :+918025614466, : +918025617525

Registered & Corporate Office : ITI Bhavan, Doorvani Nagar,Bangalore-560016, India, Phone:+918025614466,Fax:+918025617525

http://www.itiltd-india.com

भ भ

Reference / भ : ITI/ROLKO/Tender/Fin/15-16/02

Dated / : 18th November 2015

SUBJECT : TENDER FOR SUPPLY AND IMPLEMENTATION OF TALLY ERP.9.

ITI Limited Regional Office, Lucknow invites tenders for supply and Implementation of TALLY ERP-9

(multi user) from Lucknow based experienced and eligible Implementing agencies as per the Terms and

Conditions mentioned in the Tender document.

The estimated value of the Contract is Rs 3 lakh (Rupees Three Lakh only).

The bidders who wish to submit their bids in downloaded version will have to submit the same along with

the DD/Pay order of Rs.250/- (non-refundable) in favor of ITI Limited Lucknow as tender document fee.

It may please be noted that the Bid Validity Period shall be 60 days from the date of bid submission.

The tender document can be downloaded from the websites mentioned below:

http://www.itiltd-india.com

http://tenders.gov.in/

Alternatively the bidders can purchase the Tender Document from the Officer whose details are being

appended below:

Sl No Address of the Designated office for EOI ITI Limited, Lucknow (As given above)

1 Contact Persons for the Purchase of EoI

Document.

Shri G.P.Srivastava Assistant Executive Engineer (Fin.)

Mrs Salma Rizvi AE (Finance)

2 Telephone Numbers 0522-2720301, 0522-2720305

3 Cost of the EOI document (Cash / or DD) `.250/- (Rupees Two Hundred Fifty Only).

4 Earnest Money Deposit ` 6000/- (Rupees Six Thousand only) in the shape Bank

Draft / FDR in the favour of ITI Limited.

5 Due Date for the Submission of the Tender 27th

Nov 2015 (Friday)

6 Due Time for sale of EOI Document By 13: 00 Hrs on Due Date

7 Due Time for submission of EOI/ Proposal By 15: 00 Hrs on Due Date

8 Opening Time of EOI/ Proposal By 15: 30 Hrs on Due Date

Eligibility of the Bidders:

Sl No Eligibility Criteria

a) The bidder should have a minimum Average Annual Turnover (for last 3 years) of Rs 10 lakhs (Rupees Ten

Lac only) in the business of Software Supply /IT Services.

b) The Bidder must have done at least one project of Tally ERP implementation in Govt Departments/ PSUs

c) The Bidder must have Case specific ‘Letter of Authorization’ from Tally Solutions Pvt.Limited. d) The bidder should have provided ERP services to Govt./ Public Sector Undertaking/Reputed Private Sector in

last 3 years and should have technical strength to support the operations /services.

e) Vendor should have at least two Tally trained Technical Support personnel to render quality support services.

Note:

The vendors/ agencies who have already deposited the ‘Cost of the Tender’ to purchase the Tender

document or obtained OEM’s Letter of Authorization against ITI’s earlier EoI notification

LKO/Tender/Fin/15-16/01 dated 13th July 15 need not deposit the fee of EoI document or obtain the

requisite Authorization a fresh.

B 1

R O Lucknow

EoI Reference : ITI/ROLKO/Tender/Fin/15-16/02 Dated : 18th November 2015 33

: भ , , 560016 , भ , भ :+918025614466, : +918025617525

Registered & Corporate Office : ITI Bhavan, Doorvani Nagar,Bangalore-560016, India, Phone:+918025614466,Fax:+918025617525

In order to get the clarity of the scope of work / Terms-Conditions, the bidders are requested to go

through the Tender Document carefully. A clear understanding of the requirement is rather essential for

arriving at commercial assessment by the prospective bidders. In case of any clarification, please contact

Sri Rajneesh Bhatnagar, Dy. Manager- Fin at 09335670800 and email: [email protected].

For ITI LIMITED

( Sanjay Jain) Deputy General Manager

Mobile No : +91.9871886489

Email : [email protected]

B 2




Tender Introduction and Objectives of ERP Implementation

Tally ERP9 in intended with a view to meet the requirements/expectations of ITI‟s RO

Lucknow with the following primary objectives:

To achieve better Financial Management by providing timely information on financial

aspects and on key performance indicators to the management

To meet the financial reporting requirements of various stakeholders

To keep track of fund utilization at each stage.

To provide reasonable assurance that the resources/funds are being used effectively and

efficiently for their intended purpose.

To ensure that all sales related activities are reflected in the Financial Statements and the

same be closely aligned with the other components as per the internal work flow..

To improve creditability and control over data integrity through effective internal control

arrangement.

To enhance transparency and promote accountability at the functional level.

The intended ERP would primarily cover the following main aspects of financial management:

Fund Flow process

Planning and budgeting system

Financial and accounting policies

Accounting system including internal controls

Financial Reporting

Auditing arrangements

Existing Accounting System and Practices

Currently, the accounting is carried out manually. However, some of the departments use

Computers in isolation for the purpose of recording and compilation of reports and statements.

All accounts are maintained in double entry system of accounting and follow the cash-book

basis of accounting, i.e., a transaction is accounted for at the time of making payments only.

All receipts and payments are posted in the Cash Book on a regular basis. The entries mention

the date, head of account, the account code, the voucher number, the cheque number and a short

description of the transaction. All receipts of money are entered in the Cash Book on the day

they are received. At the end of the month, a head-wise abstract is prepared showing monthly

totals of payment under each head. Similarly the payments are posted in the Cash Book on a

daily basis.

All payments are charged off to the relevant expense account head at the time of making the

payment except in case of certain receivables and payables, which are specifically mentioned

with reasons and may be accounted for on accrual basis.

All Advances are defined as money given in advance, which is to be adjusted against goods/

services to be received in future. An advance payment continues to be treated as an advance

until its final adjustment.

[Page C 1]




Assets acquired by the company are valued at cost including all direct costs (i.e., purchase

price, transportation expenses, installation charges and other expenses incurred for bringing the

fixed asset in working condition) incurred. Assets both acquired and constructed are valued at

its full.

The material purchased for the project shall be charged as expenditure at the time of making

payments for such material purchases.

In case of payments against Work /Purchase Orders, shall be made to the contractor/Supplier

As per the contact Terms-Conditions on presentation of the running bills. The payment for last

running bill of the contractor is made after receiving Work Completion Certificate from the

appropriate authority.

All payments are entered in the contractors‟ register showing details of running bills received

from the contractors. The register has a separate folio for each contractor. The details of

deductions made per bill along with the details of payments made against that bill are entered

into this register.

Bank Statements are reconciled with the entries shown in the cash book by preparing the bank

reconciliation statement. Upon scrutiny of the statement after receipt from the Bank, if any

bonafide charges have been deducted from the account, a debit entry is recorded in the Bank

column as „Bank Charges‟.

The Finance Department also maintains a Cheque Issue Register and records the details of all

cheques issued, including details of stale and/or cancelled cheques.

In the event of a mistake being discovered at a later date, it will be corrected by another entry

on the date of discovery and NOT by overwriting / erasing / correcting the wrong entry and any

resulting changes in the voucher or cash book. The correction entry will have the same head of

account as the original one.

Deposit of TDS and other Tax Liabilities in Government Accounts are done manually on

regular basis.

Presently the Financial MIS is generated manually by collecting data from various

departments In future (after the implementation of Tally ERP), this will be based on the

accounting data maintained in „TALLY‟. MIS reports.

Audit of accounts is a mandatory compliance function to ensure accuracy and check in financial system of the office. In order to ensure proper functioning of the financial system on prescribed norms, an exhaustive manual auditing arrangement is adopted.

The following is the list of books of accounts that are to be maintained to record all the financial

transactions. Finance Department will be required to maintain the following books of account in

through TallyERP:

(a) Cash Book (Self generated Format from TALLY )

(b) General Ledger (Self generated Format from TALLY)

(c) Advances Register (Self generated Format from TALLY)

(d) The Trial Balance (Self generated Format from TALLY)

[Page C 2]




Scope of Work and Specifications

The broad scope of work covers the following:

Supply of Tally 9 ERP Licenses (multi users)

Installation of Tally ERP in 10 desired machines located at a single building of ITI.

Customization of Tally as per requirement of ITI. The vendor has to provide a Text file

of customization to ITI.

Conversion of existing accounts and accounting entries for previous 5 years to

accounting entries with Uniform codes of accounts.

Migration of existing /legacy data (MS excel / Foxpro) to Tally ERP accepted format.

The desired ERP system should have the following features:

General Features:

The system should allow Multi-lingual support. The users should be in position to maintain the

accounts in English language, view reports in English or Hindi.

Payroll –It should automate the management of the employee salary/wages. This feature has to

offer automatic calculation of salaries and pay slip generation.

Costing – It would enable the generation of the profitability statements for each project executed,

including financial and material resource apportionments, wherever applicable.

Invoicing – It should allow faster data entry and printing on 40 column continuous stationery.

Flexible Financial Periods – It shall allow the user to break away from inflexible accounting years

and perform all accounting functions for time-periods that suit user‟s convenience.

Unlimited Accounts of Companies – It shall allow the user to create and maintain up to 99,999

companies, concurrently.

Data Synchronization – It should be able to synchronize and update data across multiple locations.

This enables fast and easy exchange of business information, between various offices and

departments.

Consolidation of Accounts – It should enable grouping of different accounts/activities and provide

consolidated reports. Changes done in any constituent or branch are automatically updated in the

grouped information.

Unlimited levels of classification – It should be able to facilitate ledger classification and re-

classification as required. It will also enable easy viewing and analysis of information; thus helping

users to make informed decisions.

Advanced MIS It shall help the user to compare information in order to understand and analyze

performance levels for various periods or activities. It should help to study and understand the

different patterns of expenditures and Incomes, so that one can monitor the resource allocations to

specific segments, periods or departments. It should also help in analyzing cash flow situation.

Drill Down Facility – It should provide instant update from any report – starting from the Balance

Sheet down to Vouchers, or vice versa.

[Page D 1]




Accounting Features:

Job Costing Unified Ledgers – The system should be capable of integrating General, Sales and

Purchase ledgers into a single ledger, organized in groups, for easy management.

Complete Bookkeeping – This should enable the users to record all types of transactions including

receipts, payments, income and expenses, sales and purchases, debit notes, credit notes, adjustment

journals, memorandum journals and reversing journals. Transaction data entry through unique

voucher entry is easy and flexible to configure, for diverse types of transactions.

Comprehensive Accounting – It should allow the users to obtain the balance sheet, profit & loss

statements, cash and funds flows, trial balances, and others.

Multi-currency Accounting –The system should be capable to offer the flexibility of multiple

currencies in the same transaction and allow viewing of all reports in one or more currency.

Receivables and Payables – It enables the users to: • Dynamically allocate payments against

invoices with reference to due dates • Get reports that are classified, grouped, and aged to user

definitions • Generate customizable reminders, for over dues.

Payment Performance of Debtors – Capable to help the users to identify troublesome debtors and

persistent late payers, thereby helping them take the right decision.

Ratio Analysis – It should offer a bird‟s eye view of the Profit-Centre, through a single sheet

performance analysis, based on a range of key performance ratios.

Generate Quotations, Orders, Invoice, Voucher and Cheque Printing – This should ensure real-

time linking of accounts and inventory besides enabling instantaneous generation of documents,

which can either be printed or mailed directly to the recipient.

Budgeting – It should give flexibility of unlimited budgets and periods. For example, original and

revised budgets.

Security Control – The system must enable the Finance Manger to define security levels for access

control.

Powerful Audit capabilities – It must have provision to track malafide changes, while making

genuine corrections with unparalleled ease.

Scenario Management – This should help in the business forecasting and planning. One can use

optional, reversing journals and memorandum vouchers, to aid in recording provisional entries that

are useful for interim reports. For example, user can use optional vouchers to record provisional

sales and compare with actuals. One can also prepare reports that include provisional figures,

without affecting actual accounts, by using automatic reversing journals.

Cost/Profit Centers with power project oriented reporting – It should provide multi-

dimensional analysis and comparatives, with an unlimited classification of analysis criteria.

Interest Calculation – The system should enable the users to calculate interest on dues, loans etc.,

based on certain set criteria or specified dates and time periods. It can also customize the calculation

of interest to change after a certain time period, or based on other pre-defined conditions.

Tax Accounting – The system should provide adequate provisions for Max Management and

Monitoring for VAT, CST and Service Tax.

Data Import/Export of Data to Spreadsheet- The system should allow the functionality of „To

and Fro‟ transfer of Data ( MS Excel to Tally Data ) in Server.

[Page D 2]




Tally Bank reconciliation module

Tally Bank Reconciliation Module should be there to help the user to reconcile the bank statement

at much faster and simpler way than the users have been doing in the past.

Inventory Features:

Multi-location Stock Control – It should help managing simple single-location, or complex multi-

location stocks, with unlimited classification systems for the inventory items.

Multiple-location Warehouse Management – It helps to track stock movement; allowing user to

decide which warehouse to ship from depending on stock position.

Flexible Units of Measure – It helps user track stock, irrespective of the units of measure.

Comprehensive recording of stock movement – It lets help in comprehensively recording of all

sorts of inventory transactions, using the inventory voucher forms. Vouchers include goods receipt

notes, delivery notes, stock journals, manufacturing journals and physical stock journals. All stock

movements are fully recorded and maintained in stock registers.

Varieties of Management Reports – It should provide party-wise details of goods bought and sold

and help user to identify customer buying patterns, through movement analysis. Stock query is a

unique single sheet report that gives correct information on stocks at different locations, as well as

stock in hand of substitutes.

Stock Ageing – identifies stocks based on age, thus helping user to dispose off old stocks quickly.

Batch-related Stock Reports – helps in exercising control stock at the level of batches, by

generating reports such as „batch-wise‟ reports and „expiry date‟ based details.

Comprehensive Order Status Reports – ensures to stay on top of your stocks order position. One

can also specify re-order levels in absolute quantities, or based on previous consumption.

Sales & Purchase Orders – enables user to record orders with a complete cycle of recording and

allocation through inventory deliveries, invoicing and accounting - maintaining the trail right

through. Single sheet reports give the details of current stocks, orders due for delivery, orders due

for receipt, or shortfalls, if any. One can also get party-wise or item-wise details of orders

outstanding and/or fulfilled.

Invoicing – allows users to print, export, e-mail or publish sales invoices that are produced, directly

from Tally. This comprehensive invoicing system allows flexible handling of charges and taxes.

One can choose from different invoice formats and adopt them as his own, or have a completely

different layout designed.

Multiple Stock Valuations – allows users to choose from different types of valuation methods,

including „First in First out‟, „Age Cost‟, „Last in Last out‟, „Standard‟, among others.

Reorder Levels - allows for user-defined Reorder levels for any given period thus helping you

avoid excess stocking of items while ensuring that the users don‟t run out of essential stock.

Multiple Price Levels - allows user to pre-define item rates for specific categories of customers,

enabling faster and error-free invoicing and data entry.

[Page D 3]




Pre-qualification / Eligibility Criteria for the Bidders:

General

The company should be a product vendor and should be one-stop solution for the implementation

and maintenance of the product.

Applicants shall not be under a declaration of ineligibility for corrupt and fraudulent practices

Financial Capability

Average Annual Turnover for last three fiscal years must be at least Rs 10 Lacs. Bidding

Organizations should submit Certificate from CA on revenue. The bidder should be a profit

earning entity.

Experience

The Bidder must have undertaken at least one project of Tally ERP implementation in Govt

Department/Govt-Bodies/PSUs. Documentary evidence of having the requisite experience has

to be submitted by the bidder.

Support

Vendor should have at least 3 years of experience in providing Tally / EPR related Annual

Technical Services.

Vendor must have a fully functional Support /Service Centre in or around Lucknow.

Vendor should have at least two Tally trained Technical Support Staff to render quality support

services.

Vendor should not enter into sub-contract for AMC with third party/Franchisee.

Any Eligibility criterion as published in the Tender Notification ( Please refer Page B1-B2)

shall also be the part of the eligibility criteria.

Essential Documents (required) to be submitted along with the bid establishing the

eligibility of the Technical Qualification:

The bidder to be eligible for technical qualification MUST satisfy the following conditions /

qualification criteria:

1. Bid covering Letter on the Letter-Head of the Bidder Company indicating Name and Address of the

Signatory (With Contact Telephone Numbers and email ID).

2. Name and Address of the proprietor (s) /Directors of the Company (With Contact No. and Address).

3. Registration with registrar of the company including partnership deed or article / Memorandum of

Association etc. as the case may be or an affidavit stating that bidder is a proprietary concern.

4. Bid Security of required amount in form of Demand Draft/FDR.

5. Tender-Document Fee of required amount in form of Demand Draft/Cash Receipt.

6. Proof of Experience as per the requirement.

7. Case specific Letter of Authorization from Tally .

[Page E 1]




8. List of reputed clients (With full address and telephone Numbers).

9. The bidder shall furnish the particulars of the past performance with supporting documents

(Experience Certificate).

10. Declaration of Non-Black listing.

11. Turnover Certificate of the Agency/Operator/Bidder for last two years.

12. Valid Service TAX Registration Certificate.

13. Latest Income TAX return along with copy of PAN card.

14. Terms and conditions of the tender, duly accepted by the bidder. Schedule of rates.

In case, the bidders do not submit any of the above mentioned papers/information along with

tender, his bid will be rejected and bid will not be considered for further evaluation.

It is reiterated that any bid not fulfilling any of the essential requirements mentioned in this tender

document would be classified as “Technically Non- Qualified/Responsive” and

Financial bids of such bidders will not be opened. (However, sealed financial bids of such bidders

shall be kept by ITI for records without opening and will not be returned to the bidders). No

relaxation would be given to any bidder on any of these conditions.

[Page E 2]




Terms and Conditions

Non-transferable Offer

This Offer document is not transferable. Only the party, who has purchased this offer document,

is entitled to quote.

Only one Proposal

The Bidder should submit only one proposal. If the Bidder submits or participates in more than

one proposal, such proposals shall be disqualified.

Language of the Bid

All information in the Bid, correspondence and supporting documents, printed literature related

to the Bid shall be in English. Failure to comply with this may disqualify a Bid. In the event of

any discrepancy in meaning, the English language copy of all documents shall govern.

Clarification and Amendment in Tender

At any time before the submission of Proposals, ITI may amend the Tally ERP tender document

by issuing an addendum / corrigendum in writing or by standard electronic means. The

addendum / corrigendum shall be sent to all contenders and will be binding on them. The

Bidders shall acknowledge receipt of all amendments. To give bidders reasonable time in which

to take an amendment into account in their Proposals ITI may, if the amendment is substantial,

extend the deadline for the submission of Proposals.

Validity of Offer

The offer should be valid for a minimum period of 60 days from the date of submission. The

Bids valid for a period shorter than specified period shall be rejected.

Prices

The prices quoted by the Bidder shall be FIRM during the performance of the contract and not

subject to variation on any account. A bid submitted with an adjustable price quotation will be

treated as non-responsive and rejected.

Amendment to Bid

At any time prior to the deadline for submission of bids, the bidder may, for any reason,

whether at its own initiative, or in response to a clarification requested by a prospective Bidder

may submit the Revised Financial Bid.

Modification and Withdrawal of Bid

No bid may be withdrawn or modified in the interval between the bid submission deadline and

the expiration of the bid validity period specified in Bid documents. Modification or

Withdrawal of a bid during this interval will result in the forfeiture of its bid security.

Signing of the Bids

The Bid must contain the name, residence and place of business of the person or persons

making the Bid & having Power of Attorney and must be signed & submitted by the Bidder

with his usual signature.

[Page F 1]




Satisfactory evidence of authority of the person signing the bid on behalf of the Bidder shall be

furnished on non-judicial stamp paper of an appropriate value with the Bid in the form of a

Power of Attorney, duly notarized by a Notary Public, indicating that the person(s) signing

the bid have the authority to sign the bid and that the bid is binding upon the Bidder during the

full period of its validity.

All the pages of Bid document and supporting documents must be signed and stamped by the

authorized signatory having Power of Attorney.

Any interlineations, erasures or overwriting shall only be valid if they are initialed by the

signatory (ies) to the bid.

Earnest Money Deposit

1. An EMD of Rs. 6000/-, in the form of DD drawn in favor of “ ITI Limited Lucknow”

must be submitted along with the Proposal.

2. Proposals not accompanied by EMD shall be rejected as non-responsive.

3. No interest shall be payable by the Employer for the sum deposited as earnest money

deposit.

4. EMD of the unsuccessful bidders would be returned back within 2 Weeks of signing of

the contract.

The EMD shall be forfeited by ITI in the following events:

1. If Proposal is withdrawn during the validity period or any extension agreed by the

bidders thereof.

2. If the Proposal is varied or modified in a manner not acceptable to ITI after opening of

Proposal during the validity period or any extension thereof.

3. If the Bidder does not accept the correction of its Bid Price.

4. In the case of a successful Bidder, if the Bidder fails within the specified time limit to

accept the Letter of Award or to furnish the required performance security.

5. If the bidder is found involved in Fraudulent Practice.

6. If the bidder tries to influence the evaluation process.

In the event of award of the Contract and submission of the requisite performance guarantee,

demand draft submitted towards EMD would be returned in original.

Payment Terms

Payment for the Supply of Software Licenses and Services shall be made in Indian Rupees in 4

stages in the following manner:

Payment towards Supply of ERP Licenses

80 % against the supply of the Software Licenses, 10 % after Installation of the ERP Software

and balance 10% against the Completion of the Training.

Payment towards Installation Commissioning

[Page F 2]




90 % against successful Installation and balance 10% after the Training.

Payment towards Training Services

90% of the Training charges would be paid to the Contractor after the rendering of the Training

to ITI‟s personnel to their satisfaction. Balance 10% after 90 days of the issuance of the

„Training Certificate‟ to the agency/contractor.

Payment towards Legacy Data Migration Services

The payment on this account would be made on monthly basis against the submission of the

service bill.

Performance Guarantee / Security Deposit

The selected consultant / vendor shall be required to furnish a Performance / Security Deposit

equivalent to 10% of the contract / agreement value (Purchase order value), in the form of an

unconditional and irrevocable bank guarantee / DD / FD from a scheduled commercial bank /

Nationalized bank in India in favour of “ ITI Limited Lucknow” for the entire period of contract

/ agreement plus 30 days as claim period.

The bank guarantee / DD / FD must be submitted after award of contract but before signing of

the contract / agreement.

The successful bidder has to renew the bank guarantee FD on same terms and conditions for the

period up to contract including extension period, if any.

Performance Guarantee / Security Deposit would be returned only after successful completion

of tasks assigned to them and only after adjusting/recovering any dues recoverable /payable

from/by the contender on any account under the contract.

Assignment and Sub-Letting of Contract

The Contractor shall not assign, sublet or sub-contract any part of the Contract without prior

specific written approval of ITI Limited. Further, any Assignment, Subletting/Sub-contracting,

as above without prior written approval of Engineer shall be void.

Contractor's Default

If the Contractor shall neglect to execute the work with due diligence and expedition or shall

refuse or neglect to comply with any reasonable order given to him, in writing by the concerned

Manager of ITI Limited in connection with the work or shall contravene the provisions of the

contract, ITI may give notice in writing to the Contractor to make good the failure, neglect or

contravention complained of. Should the Contractor fail to comply with the notice within thirty

(10) days from the date of service thereof, then and in such case ITI shall be at liberty to employ

other workmen and forthwith execute such part of the work as the Contractor may have

neglected to do or if ITI shall think fit, without prejudice to any other right they may have under

the contract, to take the work wholly or in part out of the Contractor's hands and re-contract

with any other person or persons to complete the work or any part thereof .

In such event ITI shall be entitled to retain and apply any balance which may otherwise be due

on the contract by him to the Contractor.

Licenses

[Page F 3]




The vendor would have to agree to provide all user /Administrative Tally licenses on perpetual

basis.

Corrupt or Fraudulent Practices

ITI requires Bidders to observe the highest standard of ethics during the procurement and

execution of the Contract. The Contractor shall not adopt Corrupt, Fraudulent Collusive and

Coercive Practices. Here the broad meanings of these terms are given below:

"Corrupt Practice" means the offering, giving, receiving or soliciting of anything of value to

influence the action of a public official in the procurement process or in contract execution.

"Fraudulent Practice" means a misrepresentation of facts in order to influence a procurement

process or the execution of a contract to the detriment of ITI, and includes collusive practice

among Bidders (prior to or after bid submission) designed to establish bid prices at artificial

non-competitive levels and to deprive the Tenderer (ITI) of the benefits of free and open

competition;

“Collusive Practice” means a scheme or arrangement between two or more Bidders, with or

without the knowledge of ITI, designed to establish bid prices at artificial, non competitive

levels.

“Coercive Practice” means harming or threatening to harm, directly or indirectly, persons or

their property to influence their participation in the procurement process or affect the execution

of a contract.

Award of the Contract

ITI will award the contract to the successful bidder whose bid has been determined to be

substantially responsive and to be the lowest

Bidder would be required to comply with all other requirements of the bidding documents.

[Page F 4]




Guidelines to Fill, Seal and Submit the Tender and Evaluation of Bids

Methodology of Filling of Bid Documents:

All Columns of the Bid-Form should be filled with relevant details and no column should be left

blank. All the pages of the tender document and Credentials/certificates shall be duly signed by

the bidder.

Rates should be quoted as per the „Schedule of Rates‟ at Annexure-I and should be enclosed with

Financial Bid. The format of Financial Bid Form should not be changed in any manner. Addition/

deletion/ alteration of the text will automatically render the tender invalid and therefore, will be

summarily rejected.

Bids not received in the prescribed format (s ) along with the essential documents establishing the

pre-qualification of the bidder shall not be entertained and rejected summarily. It is reiterated that

the failure to furnish all the information required as per Bid Documents or submission of the bids

not substantially responsive to the Bid Documents in every respect would result in rejection of the

Bid.

Methodology of Packing and Sealing of Bid Documents

Tender must be submitted in two covers;

Envelope1- Super scribing „Technical Bid for Tally 9 ERP‟

Envelope2- Super scribing „Financial Bid for Tally 9 ERP‟

Envelope3- Both the envelopes 1 and 2 are in turn to be put in another i.e Third envelope and

this envelope should be superscripted prominently as “TENDER FOR TALY 9 ERP” against

Tender Number IT/ROLKO/Tender/Fin/15-16 Dated: 18th Nov 15.

All the three envelopes 1, 2 & 3 are to be duly sealed. Seal means wax sealed or sealed with

Transparent tape/Adhesive tape affixing with Company‟s Stamp and the document should not be

sealed merely with gum or stapler pin.

No indication of the Prices will be made in the Technical Bid. Tenders received without proper

sealing are liable to be rejected. Incomplete Tender or Tender in which both technical Bid and

Financial Bid are found in the same envelope is liable to be rejected.

Methodology of Submission of Bid Documents:

The bidder has the option for sending the bid by registered post / courier or submitting the same

in person, so as to ensure that the same are received in the specified office of ITI by the date

and time indicated in this Tender Notification. ITI, however, shall not take any responsibility,

whatsoever for any postal / courier delay. The bid submitted by any other mode shall not be

entertained.

The Bid/Offer//Tender in sealed condition should be dropped in the locked sealed Tender Box

kept at RO Head‟s Secretariat area on the first Floor of ITI Bhavan located at the notified address.

The tender should be dropped/submitted latest by the specified time on the due date. Late/delayed

offers shall not be opened /entertained under any circumstances. Fax / e-mail / Letter Heads

quotations shall not be accepted and shall be ignored / summarily rejected.

Methodology of Opening of the Bids

Tender box will be opened at the notified Hours sharp on the due date by the duly authorized

officers /team of officers of ITI Limited in the presence of all such bidders who wish to be

[Page G 1]




present. Offers received by due time and date will be opened (for the Technical Bids

only) in Conference Hall, of ITI Lucknow on due date itself.

Technical Bid and Financial Bid shall be opened separately. Tender will be opened in the

presence of Bidders present on the due date and time .Technical Part of the Bids received will be

opened on that day and the sealed Financial Bids will be kept in the custody of the designated

officer.

Please note that the Techno-Commercial Part will be opened at the time and date set for

opening of Bids, in the presence of representatives (Not more than two) who may wish to be

present, of only those Bidders whose Bid Security envelope found to contain (after opening) the

Bid Security of requisite value in acceptable form. The Bids with Bid Security and cost of bid

document deficient in value and/or form will not be opened further and Bid envelopes of such

Bidders will be returned unopened.

The Price Bid of the techno commercially responsive bidders shall be opened in presence of

representatives (Not more than two) of such bidders who wish to be present at a subsequent date

for which the separate intimation will be sent and/or uploaded on website.

Bids not covering the entire scope shall be treated as incomplete and hence will be rejected

ITI further, reserves its right to reject any Bid which is not submitted according to the

instructions stipulated above.

No correspondence in this regard will be entertained.

Evaluation of Bids

Bid Opening and Evaluation

The designated committee of ITI will open Techno-Commercial part of all bids (except the

price bid part, in the presence of bidder's representatives who choose to attend the opening at

the time, on the date and at the place specified in the Tender Notification. Bidder's

representatives shall sign a register as proof of their attendance. In the event of the specified

date for the opening of bids being declared a holiday for the Tenderer (ITI), the bids will be

opened at the appointed time on the next working day.

The tenders received without tender fee and EMD would be summarily rejected. Submission of

any wrong information or incorrect / false declaration in this tender /Technical Bid / Financial

Bid etc. will lead to rejection of the tender of such bidder(s) and forfeiture of the EMD.

Preliminary Examination of Bids

The designated committee of ITI will examine the bids to determine whether they are complete

and meet the Minimum Qualifying Requirements , whether any computational errors have been

made, whether required sureties have been furnished, whether the documents have been

properly signed / submitted, and whether the bids are generally in order. ITI may, at its

discretion, waive any minor non conformity or any minor irregularity in an offer. This shall be

binding on all vendors and ITI reserves the right for such waivers.

Technical Evaluation

The designated officers of ITI Limited will carry out a detailed evaluation of the bids previously

determined to be substantially responsive in order to determine whether the technical aspects

[Page G 2]




are in accordance with the requirements set forth in the bidding documents.

In order to reach such a determination, ITI‟s committee will examine and compare the technical

aspects of the bids on the basis of the information supplied by the bidders, taking into account

the overall completeness and compliance with the Technical Specifications; deviations from the

Technical Specifications, suitability of the goods offered in relation to the quality, functional

and Techno-commercial requirements.

The bid that does not meet minimum acceptable standards of completeness, consistency and

details will be rejected for non-responsiveness.

Clarification of Offers

To assist in the scrutiny, evaluation and comparison of offers, ITI may, at its discretion, ask

some or all vendors for clarification of their offer. The request for such clarifications and the

response will necessarily be in writing. ITI has the right to disqualify the vendor whose

clarification is found not suitable to it.

Canvassing of the Proposals

From the time the Proposals are opened to the time the Contract is awarded, the bidders should

not contact ITI on any matter related to its Pre-Qualification, Technical and/or Financial

Proposal. Any effort by contenders to influence ITI in the examination, evaluation, ranking of

Proposals, and recommendation for award of Contract may result in the rejection of the

contenders Proposal.

Correction of Errors

The errors /discrepancies in respect of the specified amount in Bid /Proposal Sheets for an

individual item and/or sub-item and/or in the sub-total of a Bid Proposal Sheet and/or in the

Grand total of a Bid Proposal Sheet, either due to discrepancy between figures and words and/or

simple arithmetical error while adding and/or multiplying and /or due to wrong extension of

unit rates etc. the error will be rectified and computed by ITI as per the following method:

1. In case of discrepancy between figures and words the value specified in the words will

be considered for computation.

2. The quoted Unit rates would be taken as reference for the calculation of the Total Bid

value.

Representation with regard to the Evaluation of the Bids:

The technical bids would be evaluated by a duly constituted Committee of ITI Limited,

whose decision would be generally taken as final, unless the aggrieved party establishes any

Prima facie errors in the findings of the Committee. In such a situation, he may file a

representation within 3 working days of receipt of decision from ITI Limited, duly listing the

reasons / grounds. Such a representation would be considered at Senior Management Level of

the Tendering Authority, whose decision would be final and binding on all the bidders.

The bids of the qualified bidders will be evaluated on the basis of the financial quote submitted

by the bidders. ITI reserves the right to reject any or all bids without assigning any reasons

thereof. It shall not be obligatory for ITI to award the work only to the lowest bidder.

[Page G 3]




FORMAT FOR NON BLACL-LISTING

(To be furnished on the Bidder company’s Letter-Head)

Undertaking for Non Black-listing

Certified that We M/s have not been „blacklisted‟ by any Government

Department / organizations, in the last 5 years on account of defective /deficient services

provided by us or any reason related to the Business Practices.

[Page H 1]




ANNEXUTRE-I

Price-Schedule of ‘Financial Bid’ for the Supply of Tally 9 (Multiuser) ERP and

providing related Services to ITI Limited‟s Regional Office at Lucknow.

Sr.

No.

Description of Services Quantity Rate

(Rs)

Amount

(Rs )

Remarks

1. Supply of Tally 9 Gold

Multiusers ERP Licenses for 10

users.

One Set

VAT/Sales Tax on the Supply of the ERP Software =

Sub Total towards Supply (A)

2. Consolidated Installation, Testing

and Commissioning of the ERP

software

One Lot

3. Provision of one Tally Trained

Trainer for the ERP users on

monthly basis during normal

working hours.

02 Months These Charges will be

paid every month by ITI

Limited.

4. Provision of one Trained

Personnel for Legacy Data

Migration, Data Purification and

other Operational services on

monthly basis during normal

working hours.

06 Months These Charges will be

paid every month by ITI

Limited.

5. Annual Technical Support (ATS)

for Tally ERP.

02 Years.

Sub Total towards Services (from Item No.2 - 5) =

Service Tax on above Service Components =

Sub Total towards Services (B) =

6. TOTAL CHARGES (A+B) in Rupees ( in Figures) =

TOTAL CHARGES in Rupees ( in Words) =

Note:

1. The Total Charges as quoted against item no. 6 will be considered to ascertain the ‘Lowest

Rates (L-1)’.

2. The Bidder has to quote the Financial Figures strictly as per the above format. Any

imposition of additional Terms-conditions will result in to the rejection of the Bid.

3. Submission of Bid/Tender will be considered as a confirmation from the bidder that the

Terms-Conditions stipulated in the Tender have been fully understood and agreed.

4. Offers should not be quoted with any vague or indefinite expressions or bidder should not

try to qualify their bids in any manner not specified in the tender and all such offers would

be treated as vague offers and rejected accordingly.

[Page I 1]