National Pension & Provident Fund€¦ · Web viewThe information contained in this RFP document or any information provided subsequently to bidder(s) whether verbally or in documentary

RFP Ref. No.: NPPF/ICT/2019-20/7076 9th January 2020

National Pension and Provident Fund

HEAD OFFICE

CHUBACHU, THIMPHU, BHUTAN

POST BOX.1046

REQUEST FOR PROPOSAL (RFP) FOR SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION, COMMISSIONING AND MAINTENANCE OF HARDWARE AND NETWORK SECURITY COMPONENTS.

Procuring Agency: The National Pension and Provident Fund (NPPF), Thimphu, Bhutan.

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DisclaimerThe information contained in this RFP document or any information provided subsequently to bidder(s) whether verbally or in documentary form by or on behalf of NPPF is provided to bidder(s) on the terms and conditions set out in this RFP document. This RFP is neither an agreement nor an offer and is only an invitation by NPPF to the interested parties for submission of bids. The purpose of this RFP is to provide bidder(s) with information to assist the formulation of proposals of bidder(s). While effort has been made to include all information and requirements of NPPF with respect to the solution requested, this RFP does not claim to include all the information each bidder may require. Each bidder shall conduct its own investigation and analysis and shall verify the accuracy, reliability and completeness of the information in this RFP and obtain independent advice, wherever necessary. NPPF makes no representation or warranty and shall incur no liability under any law, statute, rules or regulations as to the accuracy, reliability or completeness of this RFP. NPPF may in its absolute discretion, but without being under any obligation to do so, update, amend or supplement the information in this RFP.

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AbbreviationsAcronym Full Form

BG Bank GuaranteeBTN Bhutanese NgultrumDC Data CenterDD Demand DraftDMS Document management SystemDR Disaster RecoveryEMD Earnest Money DepositEMS Enterprise Management SolutionEOL End of LifeEOS End of SaleICT Information & Communication TechnologyIPVPN IP Based Virtual Private NetworkLAN Local Area NetworkNDA Non-Disclosure AgreementNMAP Network MapperNPPF National Pension and Provident FundOEM Original Equipment ManufacturerOS Operating SystemsPBG Performance Bank GuaranteePO Purchase OrderPSE Public Sector EnterprisePSU Public Sector UnitRFP Request for ProposalRGoB Royal Government of BhutanSA Software AssuranceSAN Storage Area NetworkSDN Software-Defined NetworkingSLA Service Level AgreementSWAN Software-driven wide area networkWAN Wide Area Network

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Contents

1. Introduction 8

1.1 Request for Proposal (RFP) 9

1.2 Intent and purpose of RFP 10

2. Background 11

3. Eligibility Criteria 12

4. Exclusion of Bidders 13

5. Responsibility of Bidders 13

6. Scope of Work 14

7. Project timelines 19

8. Evaluation process 20

8.1. Objective of evaluation process 20

8.2. Responsive Bids 20

8.3. Normalization of bids 20

8.4. Technical Evaluation Process 21

8.4.1. Preliminary examination of offers 21

8.4.2. General eligibility criteria 21

8.4.3. Technical evaluation criteria 21

8.4.4. Financial evaluation 23

8.4.5. Evaluation Mechanism 24

9. Service Levels 26

9.1. Service Level Agreement (SLA) and Targets 26

9.2. Service Level Targets (Post Installation Phase) 26

9.3. Service Level Measurement 26

9.4. Penalty Cap 26

9.5. Service Level Penalties 26

9.5.1. Exceptions 27

10. Instructions to the Bidder(s) 28

10.1. Checklist for Bid Submission: 28

10.2. Submission of Bids 28

10.2.1 Submission of Technical Bid 29

10.2.2 The technical proposal shall comprise: 30

10.2.3 Submission of Financial Proposal: 30

10.3. Non-Transferable Tender 31Page 4 of 92


10.4. Erasures or Alterations 31

10.5. Cost of Bidding 31

10.6. Clarification of RFP 31

10.7. Amendment in RFP 31

10.8. Language of the Bid 31

10.9. Bid Validity 31

10.10. Cost of RFP Document 32

10.11. Bid Security – Earnest Money Deposit 32

10.12. Performance Security 32

10.13. Pre-Bid Meeting 33

10.14. Deadline for Submission of Bid 33

10.15. Late Bid 34

10.16. Replacement & Withdrawal of Bid 34

10.17. Bid Opening 34

10.18. Preliminary Examination 34

10.19. Exit Management 35

10.20. Assignment 37

10.21. Sub-Contracting 37

10.22. Duration of the Project 37

10.23. Liquidated Damages & Penalties & Termination on Default 37

10.24. Limitation of Liability 37

10.25. Indemnity 37

10.26. Force Majeure: 38

10.27. Bidder’s Integrity 38

10.28. Bidder’s Obligations 38

10.29. Use of Contract Documents and Information 38

10.30. Termination for Convenience 39

10.31. Effect of Termination 39

10.32. Renewal of Contract 39

10.33. Payment Terms 39

11 Annexures 42

11.1 Minimum Technical Specifications 42

11.2 Bid Form 43

11.3 Bidder’s Information 44

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11.4 Confirmation to Eligibility Criteria 45

11.5 Letter of Confirmation 46

11.6 Letter of Conformity to hardcopy 47

11.7 Manufacturer’s Authorization Form/Distributor (Sample) 48

11.8 Pre-Bid Query Format 49

11.9 Minimum On-Site Deployment Level 50

11.10 Proposed Team Profile: 51

11.11 Financial Bill of Material 53

11.12 Service Level Agreement (Sample) 54

11.13 Format for Performance Bank Guarantee (Sample) 66

11.14 Integrity Pact Statement 67

11.15 Contract between NPPF and Bidder (Sample) 71

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ABRIDGED NOTICE INVITING TENDERThe National Pension and Provident Fund (NPPF) invites sealed bids from interested and prospective local bidders (Bhutan) FOR the SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION, TESTING, COMMISSIONING AND MAINTENANCE OF HARDWARE AND NETWORK SECURITY COMPONENTS.

Bids shall be submitted with sealed envelopes on or before 3:00 pm on 10th February 2020 and shall be opened on the same day at 3.30 pm at NPPF Board Room, Thimphu. Any tender received after the deadline for the submission shall be rejected.

Please note that bids will be rejected at the time of opening if:

i. Integrity Pact is not signed by authorized person & witnesses and incomplete;ii. Earnest Money Deposit is not sufficient or not enclosed and not valid,

Detailed Bidding Documents can be downloaded from NPPF website www.nppf.org.bt with effect from 11th January, 2020 to 10th February, 2020. For any inquiry, please contact Procurement Section (Tel-02-324140).

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1. Introduction

The National Pension and Provident Fund (NPPF) of Bhutan was established in 2000 under the Government Executive Order as an autonomous organization responsible for the management and administration of the old age retirement plans of the Civil and Armed Forces in Bhutan.

NPPF currently runs a two-tier retirement benefit scheme for Civil and Armed Force separately. The two tiers of the plan are described below:

a) Tier 1: Pension Plan to provide monthly income to members post retirement;b) Tier 2: Provident Fund Plan to provide lump sum payments of accumulated balances

upon retirement.

Under the scheme, the members receive lump sum payments of accumulated balances upon retirement.

The primary functions of NPPF are enlisted below:

1 Registration of eligible employers/government agencies2 Registration of eligible members/employees3 Record-keeping and updation of contributions4 Delivery of benefits to eligible beneficiaries5 Investment of surplus funds6 Default management

The major benefits provided by the NPPF are as follows:

a) Retirement Pension;b) Provident Fund; c) Spousal benefit;d) Children benefit;e) Disability benefit; andf) Dependent parent benefit.

Apart from managing contributions of provident fund and pension, NPPF also extends credit facilities to its members and make appropriate investments where returns are ascertained. Member loans constitute an important part of NPPF’s investment portfolio. The various categories of loan schemes under NPPF’s product lines are enumerated below:

g) Housing Loan;h) Member Home Loan;i) Education Loan;j) Student Loan; andk) Member Loan.

Towards extending the defined contribution provident fund to rest of the sector, NPPF plans to provide the provident fund scheme to the rest of the workforce through adoption of appropriate policy documents and legislation.

This RFP seeks to select a Bidder which has the capability and exposure in the field of assisting NPPF for Supply, Delivery, Installation, Configuration, Testing, Commissioning and Maintenance of Hardware (including servers, storage, Network, Security) for Integrated Solution on Colocation Model as well as managing NPPF’s IT support services.

This tender is meant for the exclusive purpose of bidding as per the terms and conditions and Page 8 of 92


scope of work specified in this document. It shall not be transferred, reproduced or otherwise used for purposes other than for which it is specifically stipulated.

1.1 Request for Proposal (RFP)

NPPF intends to receive bids for supply, delivery, installation, configuration, commissioning and maintenance of hardware and network security components for Infrastructure Solution on Colocation Model over a period of 5 years to engage a bidder for the scope defined in this tender document for DC-DR and Branch Infrastructure Solution and services.

RFP related details are as mentioned below:

Particulars Details Information

RFP Reference number NPPF/ICT/2019-20/7076

Fee for RFP document is BTN 5,000.00 (Five Thousand Only) which is non-refundable.

Fee for RFP document shall be in the form of cash/Fund Transfer to NPPF Revenue Account as per clause 10.10.

Earnest Money Deposit of BTN 500,000/-(BTN 0.5 Million Only)

Earnest Money Deposit shall be in the form of Bank guarantee/demand draft/cash warrant.

Availability of RFP document at the website of NPPF.

11th January, 2020

http://www.nppf.org.bt

Last date of submitting pre-bid queries. 20th January, 2020

Pre bid Meeting 22th January, 2020, 14:00

Last date, time and place for receipts of offers.

10th February, 2020, 15:00

National Pension and Provident Fund,

Chubachu, Thimphu

Bhutan, Post Box-1046

Date and time for opening of technical bid.

10th February, 2020, 15:30

National Pension and Provident Fund,

Chubachu, Thimphu

Bhutan, Post Box-1046

Date and time for opening financial bid. Will be intimated to the technically qualified bidder(s).

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Address for communication. Mr. Kuenzang Norbu

National Pension and Provident Fund

PO Box No. 1046

NPPF Housing Complex

Chubachu, Thimphu, Bhutan

Contact numbers. Mr. Kuezang Norbu, Deputy Chief, ICT Division

Telephone: +975-77104682,

Mobile: 77105685

Email ID [email protected]

Website http://nppf.org.bt

The above dates are likely to remain unchanged. However, bidder(s) shall check website www.nppf.org.bt for any changes/addendums to the above dates and/or any other changes to this RFP. Bidder(s) shall confirm with NPPF the venue, date & time one day prior to any of the above scheduled event.

1.2 Intent and purpose of RFP

The purpose of the RFP is to effectively procure, configure and install required hardware and software for the Infrastructure Solution Project. The RFP represents a critical effort for the Client to replace existing IT infrastructure that will effectively and efficiently support its service delivery intent. It represents a process by which NPPF can obtain information on the products and services from the experienced Bidders, evaluate their capabilities, and enter into a long-term, strategic partnership with the Bidder(s) that meets its overall needs.

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mailto:[email protected]


2. Background

NPPF is responsible for management and administration of pension and provident fund plans of the Civil and Armed Forces in Bhutan. Its vision is to provide a sustainable old-age retirement security system promoting Gross National Happiness. At the moment, NPPF provides a two-tier retirement benefit scheme which comprises of Tier 1: Pension plan to provide monthly income to members post retirement and Tier 2: Provident Fund plan to provide lump sum payments of accumulated balances upon retirement from service.

NPPF has a strong presence in Bhutan having 4 regional Offices, and having an active member base about 60,000 as on 30th June 2019. NPPF has a sound financial background of total business of over Nu. 36 billion as on 30th June 2019 and profit earning since inception.

NPPF is one of the pioneers in using information technology for its internal office automation and to facilitate easy management of various processes involved in the management of Pension and Provident Fund, Bhutan. It has used computer system since its inception in 2000 in management of the Pension and Provident Fund, investment, loan, rental collection and financial management. Lately, NPPF have also embraced web technology by hosting e-services (online facilities) whereby making information available to all members.

Since different services were introduced at different points of time, the systems were managed standalone or partially integrated. Over the period of time, so many systems were developed to manage many different services. NPPF today faces the challenges of managing the different systems. In this scenario, NPPF initiated this project with the objective of

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implementing an integrated system which will aid in seamless interaction and communication between the member agency and existing systems.

NPPF with its Head Office at Chubachu, Thimphu, PO Box No. 1046, Bhutan, is inviting quotations from prospective Bidder(s) through the process of open tendering to participate in the competitive bidding for selection of Bidder for System Integrator along with facility management services in NPPF.

This document is meant for the exclusive purpose of bidding as per the terms, conditions and specifications specified and shall not be transferred, reproduced or otherwise used for a purpose other than for which it is specifically stipulated.

3. Eligibility Criteria

The Invitation to bid is open to all suppliers and authorized IT equipment dealers who are meeting the following Eligibility Criteria:

S No. Eligibility Criteria Supporting Documents

A. General

1Bidder should be a registered firm or company in Bhutan.

valid Trade License and Tax clearance certificate.

2

Bidder shall be in existence in Bhutan for the last 3 years or above as on the date of the RFP. (In case of mergers/acquisitions/restructuring or name change, the date of establishment of earlier/original Partnership Firm/Limited Company shall be considered).

certificate of incorporation/Registration/Trade License. Article / Memorandum of association etc. Name change and date of establishment document.

3 The bidder shall have never been blacklisted / barred / disqualified by any regulator / statutory body.

Self-declaration (by authorized signatory of the bidder). Inaccurate self-declaration will lead to disqualification of the

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bidder.

4

Bidders should have Manufacturer Authorization Form (MAF) from OEM/ Distributor (as per Annexure 11.7) of the following proposed and quoted product:

a. Servers and Virtualization software

b. Storage

c. Network and Security Equipment

Need to provide Manufacturer Authorization Form (MAF) from OEM/Distributor, brochures and data sheets along with the proposal for each quoted product.

B EXPERIENCE & SERVICE CAPABILITY

1

The bidder should have prior experience of Supply, Installation, implementation, Testing, commission of any of the following IT infrastructure:

A. Servers and Virtualization or

B. Storage or

C. Network and Security Equipment

Credentials from clients in the form of purchase orders / contract / credential letters etc. must be provided.

2

Bidder should have at least ONE Bhutanese National certified engineers for each of the following category:

A. MCSA/MCSE/CEH/VM/LINUX

B. CCNA/CCNP/CCIE

Certificates from the proposed OEM, CVs, and a reference letter from the client

Note: If any of the above eligibility criteria mentioned above under A and B is not fulfilled, the bid will be treated as null and void/shall not be considered.

4. Exclusion of Bidders

A Bidder shall be ineligible for participating in this bidding process under the following circumstances:

a) The Bidders is insolvent or is in receivership or is a bankrupt; orb) The Bidders’ affairs are being administered by a court, judicial officer or appointed

liquidator; or c) The Bidder has suspended business or is in any analogous situation arising from similar

procedures under the laws and regulations of his country of establishment; or

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d) The Bidder has been found guilty of professional misconduct by any competent authority as per law or any professional body; or

e) The Bidder has not fulfilled his obligations regarding the payment of taxes, or other payments due in accordance with the laws of the country in which he is established or of the Kingdom of Bhutan; or

f) The Bidder has been declared by NPPF or the Anti-Corruption Commission to be ineligible for participation in tenders on account of any fraud and/or corruption in competing or executing a Contract; or

g) The Bidder has been debarred from participation in public procurement by any competent authority as per law.

5. Responsibility of Bidders

a) NPPF shall not assume any responsibility regarding information gathered, interpretations or conclusions made by the bidder or regarding information, interpretations or deductions the bidder may derive from the data or any report furnished by NPPF. Verbal communication or conversation with any employee of NPPF either before or after the submission of Bid shall not affect or modify any of the terms or obligations contained herein.

b) It shall be the sole responsibility of bidders to determine and to satisfy themselves by such means as they consider necessary or desirable as to all matters pertaining to this bidding process including all factors that may affect the performance of the Contract in the event of award.

c) It shall be the sole responsibility of the bidders to make truthful declaration, wherever required. Any wrong information or representation, whether intentional or unintentional, shall be construed as misrepresentation and may be liable for penalties under applicable laws and regulations.

6. Scope of Work

This section provides an inventory of the services required by the NPPF. The scope of this RFP covers the deployment of the following technology and service components as given below:

Bid Area

DC-DR solution (Servers with OEM Operating System, Storage, Virtualization software, Network & Security Components)

Network & Security component for the Head Office and branchesPage 14 of 92


The new proposed hardware/Software should not have declared end-of-sale (EOS) by OEM at the time of delivery. If such proposed system is found to have been declared EOS, the Bidder shall at its own cost shall replace the equipment with an equivalent configuration or higher configuration. Such configuration needs to be completely validated and agreed to be in compliance with NPPF’s requirement.

The proposed hardware should not have end-of–support within 5 years from the date of delivery. In case, any hardware is found to be end-of-support within the period the bidder should be liable to replace the hardware with its upgraded version free of cost to NPPF.

Bidder’s overall responsibility: -

i. The bidder shall be responsible to supply, install and implement the proposed hardware & software components at NPPF premises based on the requirement as outlined in this RFP.

ii. The required power & data cables for making the entire solution operational must be supplied & implemented by the bidder.

iii. The bidder shall be responsible to provide support & required replacement of components in case of any failure of the implemented hardware & software during the entire contract period. However, the daily maintenance & monitoring activities will be performed by the NPPF IT team post Go-live and handover by the bidder. There must be at least 1 month of onsite handholding support post go-live to enable smooth transition to NPPF IT team. Further bidder will be required to provide 1 month of onsite support during the integrated application go-live phase which may be separate from the hardware go-live phase mentioned in earlier statement.

iv. The bidder shall be required to provide onsite support to the NPPF IT team post-handover of operations for configuration, troubleshooting etc. as & when required during the contract period.

v. Bidder shall be required to provide advance training to the NPPF IT team on the hardware & software solution on implementation, support, maintenance & troubleshooting.

vi. The bidder shall be responsible for arranging the replacement of components till the NPPF sites at its own cost.

vii. The bidder shall be responsible to honor the Service Level as mentioned in the document and will be penalized in case of any failure.

viii. All the proposed hardware devices should be rack mountable.ix. Bidder shall provide on-site five years support (3 years comprehensive warranty and

next two years AMC) for servers, storage, Virtualization software, Network & Security Components and all the hardware including Operating System. This should include date of manufacture and lifespan / useful life of hardware. NPPF will not accept the obsolete, old /refurbished items etc.

x. The Bidder shall accomplish preventive and breakdown maintenance activities to ensure that all hardware function without defect or interruption. If hardware device or

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software fails, malfunctions repeatedly it is the responsibility of the bidder to replace the same with a new device/software without any cost to the NPPF during the warranty and AMC period. On receipt of complaint, service should be provided by bidder/OEM and rectification of reported problem within SLA. In case any part is found defective & needs to be taken to the bidder’s premises/lab for repairs, the bidder should either ensure the required parts is replaced or a standby equipment is provided in place of defective equipment within SLA.

Detailed scope of work:

a) DC-DR Solution

i. DC Colocation Address :: Bhutan Telecom, Thimphu and DR Colocation Address:: Bhutan Telecom, Phuentsholing

ii. Bidder shall supply, install, configure, test, commission and maintain the servers, storage, D2D backup etc. and their add-on components as specified in technical specifications (both hardware and service warranty for 5 years).

iii. Bidder shall create and test virtual environment for entire NPPF application and Database for both DC & DR sites. Infrastructure should be with highly available, scalable clusters and resilience capability.

iv. Bidder shall configure, test, commission and maintain the services, automatic switch over/ failover/clustering/Replication between DC & DR.

v. Bidder shall upgrade, configure, Migrate existing Domain Controller and DHCP server

vi. Bidder shall provide site-site replication with the inbuilt OEM license tools and complete backup management with archival features.

vii. Bidder to prepare and submit HLD & LLD diagram during implementation. The Diagram to modified periodically & submitted post any major design change or yearly whichever is early.

viii. Bidder to implement the storage & backup solution and ensure proper replication & backup based on the RPO & RTO mentioned in the SLA.

ix. The bidder to propose Purpose Built Backup Appliance (PBBA) for disk to disk backup (D2D Backup) at DC & DR. The expected data backup interval and data volume is mentioned below for sizing of solution. However, bidder may propose higher sizing with adequate justification.

Description Total Data Retention

Total Data Copies Remarks

Daily (Incremental) Backup 7 0.07Assuming 10% data change

Weekly Backup 5 5 Monthly Backup 4 4 Quarterly Backup 5 5

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Yearly Backup 4 4 Milestone BackupTotal copies needed 18.07 Expected Data Volume in Storage (in TB)

Bidder to propose

Total Data size (in TB) Bidder to propose

Expiring buffer @20% Bidder to propose

Dedupe ratio 1:5 (approx.) Recommended min capacity (in TB)

Bidder to propose

Recommended min HDD spindle

To be proposed by Bidder

x. The server sizing must be proposed using Blade Server specification mentioned in Sheet "X86 Blade Server". In case of unavailability of the CPU mentioned in the RFP bidder can proposed better x86 CPU but the Core count per CPU to be kept unchanged.

xi. Bidder to propose servers/OS/Virtualization licenses based on the server and OS Licenses count provided by the Integrated Solution provider which is mentioned in the Annexure-11.1 as Server Config, OS Count-DC and OS count-DR sheets.

xii. Bidder to propose VMware solution or RHV solution for the virtualized servers mentioned in “Annexure 11.1 Minimum Technical Specification”.

xiii. Racks for DC & DR will be provided by NPPF.xiv. Enterprise Management Solution (EMS): NPPF intends to implement a

comprehensive Enterprise Management System (EMS) to monitor and manage Data Center operations. All software offered is required to be on-premises software licensed to NPPF.

xv. The Bidder is required to design size, supply, integrate, customize, test, implement, rollout and maintain the proposed EMS solution. The Bidder should consider the requirements in terms of software, hardware, licensing and skill set as a part of the proposal. The bidder to factor knowledge transfer to the NPPF for its efficient usage.

xvi. The proposed EMS should able to monitor and manage the Data Centre/DRS Infrastructure. It should also be capable to provide early warning signals to NPPF on the performance issues, and future infrastructure capacity augmentation. The EMS should support single pane of glass visibility across multiple areas of monitoring.

The EMS solution should be hosted only in DC in standalone mode.

The following capabilities are expected in the proposed EMS Tools: -I. Service Desk, Incident, Problem and Change Management

II. Service Level Management, Monitoring, Reporting & AlertingIII. Server, Storage, LAN, WAN links and Network device monitoring and alerting

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IV. Reporting and alertingV. Dashboard Reporting

VI. Asset lifecycle Management

Functional requirements will not be less than listed in Annexure-11.1 “Minimum Technical Specification”

b) Network and Security for DC-DR, Head Office- Branches, BCPi. Bidder shall supply, install, configure, test, commission and maintain the

Network and Security component, and their add-on components as specified in technical specifications (both hardware and service warranty for 5 years).

ii. Bidder shall supply, configure, test, commission of network and security component (Security features and its configuration as per NPPF’s ICT policy).

iii. Bidder shall configure, Test and commission- Mobile Client VPN with secured credential of all the employees.

iv. Bidder shall provide complete network and redundancy solution bundled with management console such as software defined Network (SDN, SWAN) in DC-DR and head office. The head office (HO) will have devices in high availability mode to ensure optimum uptime whereas branches will have standalone devices.

v. Bidder will be required to provide, Implement & support WAN termination equipment at branches & head office. However, the local LAN at head office and branches will not be bidder responsibility.

vi. Bidder shall provide one license covering/ controlling all the similar redundancy equipment e.g., Web security with URL etc.

vii. Bidder shall install, configure, test link to other agencies, commission intermediate Router for mobile Apps.

viii. Bidder shall configure, test and commission of IPVPN for all the branch network and Head office.

ix. Bidder shall scan, test of vulnerabilities, pen testing using different hacking tools and methods such NMAP, Metasploit, Nessus, Nexpose and other web tools. shall submit report.

c) All items and its parts as specified in the Annexure 11.1, should be covered under comprehensive warranty. If there is any gap between NPPF's requirement and OEM written warranty, then it will be the responsibility of the Bidder to fill up the gap.

d) Bidder should provide monitoring, troubleshooting and maintenance support to equipment and arrange for spare parts for a minimum period of 5 years for servers, storage, Network, Security and its Components from the date of its supply.

e) Bidder has to guarantee uptime availability of 99.8% and shall require executing service level agreement for the same. Quarterly/periodically report on uptime availability shall be generated from monitoring tools to validate the payment according to the SLA.

f) Bidder will generate the configuration/specification report from the servers, storage, Network & Security components, Architecture and Topology as per the NPPF’s ICT

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Policy and the associated software and present the printout of same along with installation report to NPPF for their verification & signatures.

g) Bidder should specify various infrastructure requirements which need to be provided for commissioning and smooth functioning of the equipment.

h) Obtaining the necessary permits, form, other security documents such as clearance etc. will be the sole responsibility of the successful bidder. However, NPPF will sign the necessary forms as purchaser, as per the requirements.

i) Bidder shall train the NPPF’s technical person in overall management of DC-DR solution including software installed as per this RFP.

j) Bidder shall conduct mock-drill for DC-DR solutions and BCP as per the ICT guidelines (quarterly) for the contract period.

7. Project timelines

The bidder is required to adhere to the project timelines mentioned below table:

The following timelines are envisaged by NPPF. However, NPPF is open to suggestion from bidder on the timeline but the discretion to accept the suggested timeline is entirely with NPPF.

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S.no Milestones Activity Timeline

1 M

2M3M

4M 5M+60M.

1Hardware Delivery

All the proposed hardware should be delivered & installed at sites within 2 months of release of Purchase Order by the NPPF. NOTE: NPPF will check and accept the manufacturing service tag

2On boarding of Project Team

The project team should be mobilized and on-boarded within 2.5 months from the release of Purchase Order by NPPF.

3 Installation

Installation should be completed within 4 months from the date of Purchase Order.

4Go-live & Ongoing Operations

Bidder to provide the go-live and ongoing operations support till the tenure of the contract (Bidder must ensure to coordinate with Application vendor)

5 Service support

Bidder to provide comprehensive service support for 5 years after go-live.

The bidder shall note that the installation of tools must not impact the functioning of NPPF’s existing solutions.

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8. Evaluation process

8.1. Objective of evaluation process

a) The objective of the evaluation process is to evaluate the proposals to select an effective and best fit solution at a competitive price. The evaluation will be undertaken by a Committee formed by NPPF. NPPF may consider recommendations made by External Experts/ Empaneled Consultant on the evaluation. The decisions of the Committee shall be final and binding.

b) Each bidder acknowledges and accepts that NPPF may, in its sole and absolute discretion, apply whatever criteria it deems appropriate in the selection of solution, not limited to those selection criteria set out in this RFP document.

c) Through this RFP, NPPF aims to select a bidder who would undertake the supply, installation, implementation and maintenance of the required solution. The bidder shall be entrusted with end-to-end responsibility for the execution of the infrastructure related project under the scope of this RFP. The bidder is expected to commit for the delivery of services with performance levels set out in this RFP in section 9: Service Levels.

d) After the submission of bid and during the process of evaluation, if the bidder is found under liquidation process, NPPF will reject the bid and not consider for further evaluation.

8.2. Responsive Bids

"Responsive bids" under these rules shall mean "substantially responsive bids". Bids are substantially responsive where:

a. The bidders fulfill the conditions of eligibility and qualification, if any laid down in the Bidding Document;

b. The bids comply with the terms and conditions set out in the bidding documents, and are complete with the required information and duly filled in forms prescribed in the bidding documents; and

c. The bids respond to the terms, conditions and technical specifications detailed in the bidding documents without "material deviation or reservation".

8.3. Normalization of bids

NPPF will go through a process of technical evaluation and normalization of the bids to the extent possible and feasible to ensure that bidder(s) are more or less on the same technical ground. After the normalization process, if NPPF feels that such normalization has a bearing on the financial bid; NPPF may at its discretion ask all the technically shortlisted bidder(s) to resubmit the updated technical bids for scrutiny. NPPF can repeat this normalization process at every stage of technical evaluation till NPPF is reasonably satisfied. The bidder(s) agree that they have no reservation or objection to the normalization process and all the technically short-listed bidder(s) will, by responding to this RFP, agree to participate in the normalization process and extend their co operation to NPPF during this process. The Bidder(s), by submitting a‐ response to this RFP, consent to the process and conditions of the normalization process. Any non-compliance to the normalization process may result in disqualification of the bidder

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concerned.

NPPF may call for any clarifications/ additional particulars required, if any, on the technical financial bids submitted. The bidder must submit relevant documents on the clarifications/ additional requested by NPPF in writing within the specified date and time. The bidder’s offer may be disqualified if the clarifications/ additional particulars sought are not submitted within the specified date and time. NPPF reserves the right to call the bidder for presentation(s) on the proposed Infrastructure solution along with architecture.

8.4. Technical Evaluation Process

Initially only the ‘Technical Bid’ will be opened and evaluated as per the procedures in vogue. All technical bids will be evaluated, and a technical score would be arrived at.

In the second stage, only those bidder(s), who have qualified in the technical evaluation will be invited for financial bid opening to those bidders who choose to attend.

8.4.1. Preliminary examination of offers

NPPF will scrutinize the offers to determine their completeness (including signatures from the relevant personnel), errors, omissions in the technical & financial offers of respective bidder(s). NPPF at its sole discretion, waive any minor non- conformity or any minor deficiency in an offer. NPPF reserves the right for such waivers and NPPF’s decision in the matter will be final and binding, no recourse whatsoever.

8.4.2. General eligibility criteria

NPPF shall scrutinize the eligibility bid submitted by the bidder(s). A thorough examination of supporting documents to meet each eligibility criteria (Annexure-11.4) shall be conducted to determine the eligible bidder(s). Bidder(s) not complying with any of the eligibility criteria are liable to be rejected and shall not be considered for technical evaluation.

The bidder meeting the eligibility criteria as per Annexure-11.4 shall be considered for technical evaluation. Any credential/supporting detail mentioned in “Annexure-11.4 Confirmation to Eligibility Criteria” and not accompanied by relevant proof documents will not be considered for evaluation. All credential letters shall be appropriately bound, labeled and segregated in the respective areas.

8.4.3. Technical evaluation criteria

The technical proposals of only those bidder(s) shall be evaluated who have satisfied the eligibility criteria bid. NPPF may seek clarifications from any or each bidder as a part of technical evaluation. All clarifications received within the stipulated time shall be considered for evaluation. In case a clarification is not received within the stipulated time, the respective technical parameter would be treated as non-compliant and will not be taken for evaluation. The proposed products/solutions should be 100% in compliance with the minimum technical specifications (Annexure 11.1) as determined from the masked bill of material (Annexure 11.11) required as per the RFP. Any non-compliance shall result in rejection of the bid.

NPPF officials may carry out reference site visits to collect feedback with the existing customers

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of the bidder during the technical evaluation process. The inputs that have been received from the customer would be considered by the NPPF and this might not need any documentary evidence.

The proposal submitted by the bidder(s) shall, therefore, be evaluated on the following criteria:

SL.NO Particulars Breakup of marks

Total Marks

Description

1 Establishment of Firm

15 15 a) 10 marks for 3-5 years of existence as on date of RFP

b) 15 marks for more than 5 years of existence as on date of RFP

2 Bidder Experiences

15 15 Record of 2 or more similar projects such as DC-DR solution (Supply, Installation, configuration, commission of server, Virtual Environment, Replication, Clustering, Storage, Network & Security components.

a) Marks 10 for 2 projectsb) Marks 15 for more than 2 projects

3

Technical Capacity

25 25

OEM certification category:1. MCSA/MCSE/CEH/VM/LINUX2. CCNA/CCNP or equivalent

Must have 1 engineer from each category:a) Minimum of 2 Certified Engineers

(1 each from each category) with 1 to 3 years of relevant work experience, reference letter from client is required: (Marks 20)

b) Minimum of 2 Certified Engineers (1 each from each category) with more than 3 years of relevant work experiences, submit reference letter from client: (Marks 25) or More than 2 Certified Engineers beyond the minimum requirement of 1 from each category with 2 or more years of relevant work experiences, submit reference letter from client: (Marks 25)

4 Technical 20 Quality of the Technical proposal as per

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proposal 20

clause 10.2.2 (viii)1. Bidder’s proposed methodology including work plan (5)2. Approach for providing services to NPPF (5)3. Solution Design and architecture (10)

5

Technical Presentation on proposed solution

25

25

1. Bidder’s proposed methodology including work plan (5)2. Approach for providing services to NPPF (5)3. Solution Design and architecture (5)5. Understanding of user requirement (5)6. Quality of presentation and Domain knowledge (5)

100 100

Note:Bidder(s) scoring a minimum score of 80% i.e. an overall score of 80 marks or more will be declared technically qualified and eligible for financial bid opening.8.4.4. Financial evaluation

It may be noted that financial bids will be subjected to the following evaluation process.

Only those bidders scoring 80% (80 marks out of 100) or above in the technical evaluation will be short-listed for financial evaluation.

The envelope containing the financial offers of only those bidders who are short-listed after technical evaluation, would be opened. The financial offer should consist of comprehensive Cost for required solution. Bidder must provide detailed cost breakdown, for each and every category mentioned in the financial Bill of Material. The quoted cost shall also include the cost of deliverables for all phases of the Project. NPPF will determine whether the Financial Bids are complete, unqualified and unconditional. The technically qualified Bidder(s) will be informed to participate in the financial bid opening who choose to attend. Omissions, if any, in costing of any item shall not entitle the bidder to be compensated and the liability to fulfil its obligations as per the Scope of the RFP within the total quoted price shall be that of the bidder.

Financial Bid evaluation considerations

Financial bid valuation shall be considered as below in case of any kind of discrepancy:

a) If there is a discrepancy between words and figures, the amount in words shall prevail;b) If there is a discrepancy between percentage and amount, the amount calculated as per

the stipulated percentage basis shall prevail;c) Where there is a discrepancy between the unit rate and the line item total resulting from

multiplying the unit rate by the quantity, the unit rate will govern;d) Where there is a discrepancy between the amount mentioned in the proposal and the line

item total present in the schedule of prices, the amount obtained on totaling the line items in the Financial Bill of Materials will prevail;

e) The amount stated in the correction form, adjusted in accordance with the above

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procedure, shall be considered as final and binding; f) If there is a discrepancy in the total, the correct total shall be arrived at by NPPF;g) In case the bidder does not accept the correction of the errors as stated above, the bid

shall be rejected and EMD shall be forfeited. NPPF shall not incur any liability to the affected bidder on account of such rejection;

h) At the sole discretion and determination of NPPF, it may add any other relevant criteria for evaluating the proposals received in response to this RFP;

i) During the process of technical/financial evaluation if NPPF decides to withdraw any collateral item offered in the proposal, the financial value of that item will be reduced from the financial offer of all the bidder(s) and Total Cost of Ownership will be recalculated accordingly;

j) NPPF may, at its sole discretion, decide to seek more information from the bidder(s) in order to normalize the bids. However, bidder(s) will be notified separately, if such normalization exercise as part of the technical evaluation is resorted to; and

k) The financials will be calculated to two decimal points only. If the third decimal point is greater than .005 the same shall be scaled up else it shall be scaled down to arrive at two decimal points. NPPF will make similar treatment for 4th or subsequent decimal point to finally arrive at two decimal points only.

8.4.5. Evaluation Mechanism

Final Evaluation –

The bidder with the lowest financial will be declared L1 (Lowest One/ Lowest Evaluated) bidder and shall be considered for awarding the Contract.

The evaluation committee shall evaluate each technical proposal taking into account several criteria stated in the clause 8.4 Technical evaluation process and the Annexure 11.1 Minimum Technical Specification. Each criterion shall be marked as stated in the RFP.

After the completion of technical evaluation, NPPF shall inform the bidders on the outcome of the evaluation and financial proposals will be returned unopened for those bidders who did not qualify in the technical evaluation. The opening date of the financial bid shall be defined allowing sufficient time for bidders to make arrangements to attend the opening of the financial proposals. The financial proposals shall be opened publicly by the Bid Opening Committee in the presence of representatives of the bidder who choose to attend.

In case of tie-up in financial evaluation the bidder scoring highest technical score (between/among the tie-up bidders) will be declared as successful bidder.

Bidder who is declared L1 may be called for negotiation before awarding the contract. If the negotiation fails to result in an acceptable contract, NPPF shall invite the next ranked bidder for negotiation. Once negotiation commence with the next ranked bidder, NPPF shall not reopen the earlier negotiation with the 1st bidder. The selected bidder after the negotiation of contract is hereafter referred as “The bidder”.

NPPF reserves the right to float the RFP again. NPPF shall not incur any liability to the bidder(s) on account of reissue of RFP. NPPF shall not be obliged to inform the bidder(s) of the grounds

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for NPPF's rejection. NPPF reserves the right to modify any items of the scope of the RFP. The RFP may be reissued on account of any of the following:

a) If none of the Bidder(s) qualify in the technical bid evaluation;

b) If the negotiation on financial bid fails with the technical qualified Bidder(s). If successful bidder fails to execute the contract within the time limit stipulated. Any decision in this regard by NPPF shall be final, conclusive and binding on the Bidder(s).

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9. Service Levels

9.1. Service Level Agreement (SLA) and Targets

This section includes the SLAs which NPPF requires the bidder to manage as key performance indicators for the scope of work. The objective of the SLA is to clearly define the levels of services to be delivered by the bidder to NPPF during the contract period.

The following section reflects the measurements to be used to track and report performance on a regular basis. The targets shown in the following sections are for the period of contract or its revision, whichever is earlier.

9.2. Service Level Targets (Post Installation Phase)

After completing the installation phase, the SLA targets for the project are specified under Annexure 11.12 – “Service Level Agreements (SLAs)”. This phase shall continue till the expiry of the contract period, unless the same is terminated earlier through prior written notification to either party.

Installation phase shall be considered as set of one-time activities to be performed by the bidder for moving towards on-going steady state. The SLAs for post-installation phase is grouped into three broad performance areas:

1. System availability;2. Project timeline.

9.3. Service Level Measurement

NPPF has defined the scope of services and corresponding SLAs in Annexure 11.12 - “Service Level Agreements (SLAs)”. NPPF shall evaluate the performance of the bidder on these SLAs compliance as per the periodicity defined.

The bidder shall provide, as a part of monthly evaluation process to verify the bidder’s performance and compliance with the SLAs. NPPF can request additional reports without any additional cost to meet its requirements. In future automated data capturing and reporting mechanism will be used for SLA reporting.

If the level of performance of the bidder for a particular metric fails to meet the minimum service level for that metric, it shall be considered as a service level default.

Note: All service level penalties will be reconciled at the end of every period.

9.4. Penalty Cap

Overall combined cap for penalties & late delivery charges over the tenure of the contract will be a maximum of 10% (ten percent) of the overall contract value. However, NPPF retains the right whether to impose any penalty based on the circumstances of default committed by the bidder.

9.5. Service Level Penalties

The service level penalties have been detailed under each SLA. Please refer to Annexure 11.12

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9.5.1. Exceptions

NPPF shall not hold the bidder responsible for a failure to meet any service level if it is directly attributable to:

a. Execution of the disaster recovery plan/business continuity plan for which NPPF declared disaster situation; or

b. Any inability of other established third-party bidder or service provider of NPPF, to fulfill the requirements as per the contract.

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10. Instructions to the Bidder(s)

10.1. Checklist for Bid Submission:

SL#

PARTICULARSRequirement

TECHNICAL BID

1 Valid trade license Yes

2 Tax Clearance Certificate Yes

3 Power of attorney Yes

4 Earnest Money Deposit (EMD) Yes

5 Manufacturer Authorization Form (MAF) from OEM / Distributor

Yes

6 Signed & Stamped technical specification Yes

7 Signed & Stamped Integrity Pact Statement Yes

8 Masked Financial bill of material Yes

9 Cost of tender documents/ proof of payment

Yes

FINANCIAL BID

1 Signed, Stamped & dated bid forms Yes

2 Signed and Stamped financial bill of materials

Yes

* Please tick (√) whether submitted or not.

10.2. Submission of Bids

The original proposal (Technical Proposal and Financial Proposal) shall contain no interlineations or overwriting, except as necessary to correct errors made by the bidder itself. The person who signed the Proposal shall put initials against any corrections carried out in the document. Submission letters for the Technical and Financial Proposals shall respectively be in the format stated in Instructions to bidder (s) under Clause 10.2.1 and 10.2.3

An authorized representative of the bidder shall put initial on all pages of the original Technical and Financial Proposals. The authorization shall be in the form of a written power of attorney

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accompanying the Proposal or in any other form demonstrating that the representative has been duly authorized to put initials or sign on the document. The signed Technical and Financial Proposals shall be marked “Original”.

The Technical Proposal shall be marked “Original” or “Soft Copy” as appropriate. The Technical Proposals shall be sent to the addresses referred to Clause 1.1 (Request for Proposal). All required copies of the Technical Proposal are to be made from the original. If there are discrepancies between the original and the soft copies of the Technical Proposal, the original shall govern.

The original hard copy and soft copy of the Technical Proposal shall be placed in a sealed envelope clearly marked “Technical Proposal”. Similarly, the original Financial Proposal shall be placed in a sealed envelope clearly marked “Financial Proposal” followed by the reference number and name of the assignment (REQUEST FOR PROPOSAL (RFP) FOR SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION, COMMISSIONING AND MAINTENANCE OF HARDWARE AND NETWORK SECURITY COMPONENTS) and with an instruction “Do Not Open With The Technical Proposal.” The envelopes containing the Technical and Financial Proposals shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address, reference number and title of the assignment (REQUEST FOR PROPOSAL (RFP) FOR SUPPLY, DELIVERY, INSTALLATION, CONFIGURATION, COMMISSIONING AND MAINTENANCE OF HARDWARE AND NETWORK SECURITY COMPONENTS) and shall clearly mark “CONFIDENTIAL – Do Not Open, Except In the Presence Of The Appointed opening Official(s), Before [insert the time and date of the submission deadline indicated in the Request for Proposal]”. NPPF shall not be responsible for misplacement, loss or premature opening if the outer envelope is not properly sealed and/or marked as stipulated. This circumstance may be the case for rejection of proposal. If the Financial Proposal is not submitted in a separate sealed envelope duly marked as indicated above, this shall constitute grounds for declaring the Proposal as non-responsive.

All inner envelopes shall:

(a) Be signed across their seals by the person authorized to sign the Proposal on behalf of the bidder;

(b) Be marked “ORIGINAL” or “SOFT COPY”; and(c) Indicate the name and address of the bidder to enable the Proposal to be returned

unopened in case it is declared late pursuant to clause 10.15 hereunder.

All inner and outer envelopes shall be sealed with adhesive or other sealant which will prevent re-opening.The Proposals shall be delivered by hand or by registered post in sealed envelopes to the address/addresses indicated in Clause 1.1 RFP and received by NPPF no later than the time and the date indicated in Clause 1.1 RFP, or any extension to this date in accordance with.

Any proposal received by NPPF after the deadline for submission shall not be entertained and subsequently shall be returned unopened to the bidder. The language in the Bid shall be in English.

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The tender document not submitted in the prescribed format or if it is incomplete in any aspect shall be rejected. NPPF is not responsible for non-receipt of bid within the specified date and time due to any reason including postal delays or Government holidays.

10.2.1 Submission of Technical Bid1) All formats need to be filled in exactly as per the pro -forma given in the Annexures and

any deviation is likely to result in rejection of the proposal.2) NPPF shall not allow/permit changes in the technical specifications once it is submitted.3) The offer may not be evaluated by NPPF in case of non-adherence to the format or

partial submission of technical details as per the format given in the RFP.4) Non-submission or partial submission of the information along with the offer may result

in disqualification of the bid.5) The technical proposal must not contain any price information.

10.2.2 The technical proposal shall comprise:i. Cover letter in Company’s letter head duly signed by authorized signatory with name,

title and seal (copy of power of attorney to be submitted);ii. EMD as stated in Clause 10.11 (RFP)

iii. Minimum Technical specification (Annexure 11.1);iv. Bid form (Annexure 11.2);v. Bidder’s information (Annexure 11.3);

vi. Confirmation to eligibility criteria (Annexure 11.4);vii. Letter of confirmation (Annexure 11.5);

viii. Bidder’s proposed capability of support and approach for providing services to NPPF with respect to the scope of work and the same shall be presented to NPPF team during technical presentation. It should consist of Design solution with complete architecture of the solution.

ix. A copy of registration certificate;x. Letter of conformity to hardcopy (Annexure 11.6);

xi. Manufacturer’s authorization form (MAF)/Distributor for Servers, Storage, Network and security devices, Back up devices, Virtualization software. (Annexure 11.7);

xii. Masked Financial bill of material (Annexure 11.11);xiii. Proposed team profile (Annexure 11.10);xiv. Signed Integrity Pact statement with legal stamp affixed (Annexure 11.14);

Other documents / information as requested in this RFP.

All the inner and outer envelopes shall be addressed to NPPF at the address given below:

Chief Executive Officer National Pension and Provident Fund Head Office

Chubachu, Thimphu, Bhutan.

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If any inner envelope is found to contain both technical and financial proposals, the bid shall be rejected.

Telex, cable, facsimile or e-mail Bids will not be accepted.

10.2.3 Submission of Financial Proposal:1) The financial proposal must contain duly filled Annexure 11.11: “Financial Bill of

Material” in hard copy along with the soft copy of Annexure 11.11: “Financial Bill of Material”.

2) The bidder shall certify that the contents of the soft copy are the same as that of the hard copy. The declaration by the bidder shall be in the format provided under Annexure 11.6: “Letter of conformity to hardcopy”.

10.3. Non-Transferable Tender

The tender document is not transferable to any third party. Only the bidder who has submitted the necessary RFP price shall be eligible for participation in the bidding process.

All the terms and conditions stipulated in the RFP shall be binding on all the bidder(s) and shall form part and parcel of the contract document, to be signed by the bidder on the outcome of this tender process.

10.4. Erasures or Alterations

The offers containing unauthenticated erasures or alterations shall not be considered. Therefore, there shall be no unauthenticated hand-written material, corrections or alterations in the offer. If such unauthenticated erasures or alterations are present, there shall be initials against each alteration by the competent person or persons authorized for signing the bid. Any deviation may lead to the rejection of the bid.

10.5. Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of its bid and NPPF in no case shall be responsible or liable for any of these costs, regardless of the conduct or outcome of the bidding process.

The bidder is expected to examine and clearly understand all instructions, stipulations made in the annexures, scope of work, terms and conditions, etc. specified in the bidding documents.

10.6. Clarification of RFP

A prospective bidder requiring any clarification on the RFP may notify NPPF in writing, by e - mail at NPPF’s mailing address indicated in the RFP. NPPF will respond in writing to any request for clarification of the RFP which it receives on or before the last date of submitting pre-bid queries.

10.7. Amendment in RFP

At any time prior to the deadline for submission of bids, NPPF, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, may modify the RFP by amendment, if necessary.

The addendum shall be published on NPPF’s website and shall be final and binding. It is the bidder's responsibility to check NPPF’s website for any amendment published and make

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necessary changes to the RFP as required. NPPF may at its discretion extend the deadline for the submission of bid to allow prospective bidder(s) reasonable time for taking the amendment into account in preparing the bid.

NPPF has the authority to cancel the entire RFP process at its own discretion during the evaluation process.

10.8. Language of the Bid

The bid prepared by the bidder, all correspondence and documents relating to the bid exchanged by the bidder & NPPF shall be in English.

10.9. Bid Validity

The bid shall remain valid for 180 days from the date of opening of Technical Bid.

10.10. Cost of RFP Document

The bidder is required to furnish a non-refundable fee of BTN 5,000/- as a cost of RFP document/tender fee in the form of cash/Fund transfer to (NPPF Revenue Account: 100902618). The bidder shall deposit cost of RFP document before or during the submission of RFP in the form of cash or fund transfer. In case of fund transfer, the bidder is required to submit the evidence of transaction.

10.11. Bid Security – Earnest Money Deposit

a. The bidder(s) shall furnish an amount of BTN 500,000/- (BTN 0.5 Million only) as bid security;

b. Any bid not accompanied by EMD during bid submission in accordance with Clauses-10.11 and 10.11 (a) above will be rejected by NPPF as non-responsive bid;

c. A bidder holding a Bhutanese license, the EMD shall be in Ngultrum and shall be in the form of Bank Guarantee /demand draft/cash warrant issued by any commercial bank(s) domiciled in Bhutan. In case, if EMD is in the form of Bank Guarantee, the bank guarantee should be valid for thirty (30) days beyond the validity of the bid.

d. The bid security submitted by the bidder shall be forfeited if:

i. The bidder withdraws the bid within the bid validity period; or

ii. The bidder fails to accept the “Letter of Award” within the given stipulated time; or

iii. The bidder fails to furnish an unconditional and irrevocable performance bank guarantee as performance security within the stipulated time; or

iv. The bidder violates any of the provisions of the terms and conditions of this tender document.

e. The bid security will be refunded to:

i. The bidder, only after furnishing an unconditional and irrevocable Performance Bank Guarantee of 10% of the contract value (valid till the end of the assignment period) with 3 (three) months claim period; and

ii. The unsuccessful bidder(s), only after acceptance of the “Letter of Award” by

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the successful bidder and the EMD will be refunded.

10.12. Performance Security

a. The bidder shall furnish an unconditional and irrevocable performance Bank Guarantee (PBG) issued by any commercial bank domiciled in Bhutan equivalent to 10% of the total project cost, valid for 6 years(six) including claim period. The Performance security shall be submitted within 15 working days after the letter of award. If the bidder fails to submit the performance security within the stipulated period, the EMD shall be forfeited and NPPF shall go for the next highest evaluated bid sequentially;

b. All charges whatsoever such as premium, commission, etc. with respect to the performance security shall be borne by the bidder;

c. The PBG so applicable must be duly accompanied by a forwarding letter issued by the issuing bank on the printed letterhead of the issuing bank. Such forwarding letter shall state that the PBG has been signed by the lawfully constituted authority competent to sign and execute such legal instruments. The executor (BG issuing Bank Authorities) is required to mention the power of attorney number and date of execution in his / her favor with authorization to sign the documents;

d. Each page of the PBG must bear the signature and seal of the BG issuing Bank and PBG number;

e. In the event of the bidder being unable to perform the contract as per the terms and conditions specified in the contract document for whatever reason, NPPF may invoke the performance security;

f. In the event of delays by the bidder in implementation of project beyond the time schedules given in the RFP, NPPF may invoke the performance security;

g. Notwithstanding and without prejudice to any rights whatsoever of NPPF under the contract in the matter, the proceeds of the performance security shall be payable to NPPF as compensation by the bidder for its failure to complete its obligations under the contract. NPPF shall notify the bidder in writing of the exercise of its right to receive such compensation within 14 days, indicating the contractual obligation(s) for which the bidder is in default;

h. NPPF shall also be entitled to make recoveries from the bidder's bills, performance security, or any other amount due to him, the equivalent value of any payment made to him by NPPF due to inadvertence, error, collusion, misconstruction or misstatement; and

i. The performance security may be discharged / returned by NPPF upon being satisfied that there has been due performance of all obligations of the bidder under the contract. However, no interest shall be payable on the performance security.

10.13. Pre-Bid Meeting

The prospective bidders, who wish to participate in this RFP/tender shall be permitted to attend a pre-bid meeting to be held as indicated in the RFP after publication of RFP and well before the last date for receipt of bids. Maximum of 2 (two) representatives of each prospective bidder will be permitted to attend the pre-bid meeting. However, NPPF at its discretion, may permit any additional representative of any prospective bidder to attend the pre-bid meeting.

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The purpose of the meeting is to clarify issues and to answer questions on any matter that may be raised up to that stage. The issues/questions to be raised must be in writing. NPPF will have liberty to invite any outside agency, wherever necessary, to be present in the pre-bid meeting to reply to the technical queries of the bidders in the meeting.

Any modification of the RFP, which may become necessary as a result of the Pre-bid meeting, shall be made by NPPF exclusively through the issue of an addendum and will be published on the website of NPPF, allowing at least 04 (four) days prior to the last date for receipt of bids.

Non-attendance at the Pre-bid Meeting will not be a cause for disqualification of a bidder.

10.14. Deadline for Submission of Bid

Bids must be received by NPPF at the address specified under Clause 1.1 not later than the time and date specified in the RFP or its subsequent addendums. In the event of the specified date for the submission of Bids being declared a holiday for NPPF, the bids will be received up to the appointed time on the next working day.

NPPF may, at its discretion, extend the deadline for submission of Bids by amending the RFP in accordance with Clause 10.7, in which case all rights and obligations of NPPF and bidder(s) previously subject to the deadline will thereafter be subject to the deadline as extended.

10.15. Late Bid

Any bid submitted after the deadline of submission of bids prescribed by NPPF shall not be accepted.

10.16. Replacement & Withdrawal of Bid

a. The bidder may replace or withdraw its bid after the bid’s submission, provided that a written notice of the substitution or withdrawal of the bids is received by NPPF prior to the deadline prescribed for submission of bids;

b. The bidder’s substitution or withdrawal notice shall be prepared, sealed, marked and dispatched in accordance with the provisions of Clause 10.2.1. A withdrawal notice may also be intimated by fax/e-mail but followed by a signed confirmation copy, postmarked no later than the deadline for submission of bids;

c. A bid cannot be modified subsequent to the deadline for submission of Bids; and

d. A bid may not be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of Bid validity specified by NPPF on the Bid Form. Withdrawal of the bid during this interval may result in the bidder’s forfeiture of its Bid security, pursuant to Clause 10.11

10.17. Bid Opening

a. NPPF will open only the Technical Proposal as per the schedule specified in RFP. The Financial bids for technically qualified bidder(s) only shall be opened on a later date subsequent to the technical evaluation. NPPF shall notify the place, date and time of opening of the Financial Proposal to the technically qualified bidder(s).

b. Attendance of the bidder(s) or their authorized representatives who are present at bid opening will be recorded in a register against name and the name of the company with full

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signature.

c. Wherever any erasing/modification/alteration is made the substitute words would be encircled and initialed by NPPF tender opening committee and the fact that such erasing/modification/alteration of the original entry were present on the bid at the time of opening shall be recorded.

d. NPPF bid opening committee will record opening of bids in the “record of bid opening form” giving details of the bids opened and other particulars as read out aloud during the opening of the bids along with the concise minutes of meeting of bid opening.

e. Bids and modifications, if any, that are not opened and read out at bid opening shall not be considered further for evaluation. Such bids will be returned unopened to the bidder(s).

10.18. Preliminary Examination

a. NPPF shall examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed and whether the bids are generally in order;

b. Arithmetical errors if any will be rectified on the following basis:

i. If there is discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected; and

ii. If there is a discrepancy between words and figures, the amount in words will prevail.

c. NPPF, at its discretion, may waive any minor informality, non-conformity or irregularity in a bid, which does not prejudice or affect the relative ranking of any bidder. This shall be binding on all Bidder(s) and NPPF reserves the rights to make such waivers;

d. Prior to the detailed evaluation, NPPF shall determine the substantial responsiveness of each bid to the RFP. For purposes of these Clauses, a substantially responsive bid is one, which conforms to all the terms & conditions of the RFP without material deviations. Deviations from or objections or reservations to critical provisions such as those concerning bid security, performance security, Force Majeure (Act of God), applicable laws and taxes & duties will be deemed to be material deviations. NPPF’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence; and

e. If a bid is not substantially responsive as below, it will be rejected by NPPF and shall not subsequently be made responsive by the bidder by correction of the non -conformity.

i. EMD not accompanied with bid as per Clause 10.11;

ii. Incomplete bid as per Clause 10.17;

iii. Non-compliance with eligibility criteria as per Clause 3;

iv. Failure to make presentation;

v. Deviation from bid submission format (Clause 10.2);

vi. Deviation from technical bid format (Clause 10.2.2);

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vii. Technical and Financial bid together (Clause 10.2.1) and (Clause 10.2.3);

viii. Failure to accept correction of errors (Clause 8.4.4(g));

ix. Submission of fake documents/information identified by NPPF at any point during evaluation, site visit or later stages may lead to rejection of Bidder and its proposal; and

x. If there is any difference between the masked bill of material (technical proposal) and bill of material (Financial Proposal).

10.19. Exit Management

In addition to the requirements mentioned in the RFP, the purpose of this section is to provide details of bidder’s assistance during termination or expiration of the contract and exit plan strategy for NPPF. Bidder also must develop a detailed exit plan within 6 months of signing of contract. After that, the exit plan must be periodically reviewed and updated on a half yearly basis.

Handover & Transition of Services

The following shall be covered as a part of the handover & transition of services at the end of contract period or in the event of termination:

a. If any other agency or service provider is selected by NPPF for providing in-scope services, the bidder selected through this RFP shall provide support for necessary handholding, transition, sharing of information and relevant documents and other related support to the complete satisfaction of NPPF. In case if NPPF observes the lack of willingness to manage transit/ sharing of information or lack of support from the bidder (selected through this RFP), NPPF shall have an absolute discretion to impose penalties and make appropriate deductions from its billing or any other payables to the bidder;

b. Bidder shall provide the termination/expiration assistance, regardless of the reason for termination or expiration. Six (6) months prior to the expiration of the term, or upon bidder’s receipt of notice of termination of this contract for any reason, or six (6) months prior to the cessation of any service, and at NPPF’s request, the bidder shall provide to NPPF the staff and transition services necessary for NPPF to affect an orderly transition to NPPF or to a third party designated by NPPF;

c. The bidder shall provide the necessary transition for a period of 6 months. However, this period of transition could vary depending on the need of NPPF and the same shall be communicated to the bidder;

d. During transition phase, the bidder shall not change or remove their key resources at any locations to enable the successful transition. In case such instances, NPPF shall have right to penalize the bidder appropriately;

e. During transition phase, the bidder shall deploy a dedicated transition resources to enable the successful transition;

f. During the exit management process, it is the responsibility of the bidder to address and

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rectify the problems identified with the IT infrastructure of NPPF including installation/reinstallation of the servers, storage, Network and other DC-DR solution related components. The bidder shall ensure that the infrastructure is handed over to NPPF in an operational condition (Zero error) to the satisfaction of NPPF;

g. The ownership of the assets (including soft and hard components existing and procured through this RFP) except for those which are taken as a service, at any point of time during the term of the contract or expiry of the contract, shall remain with NPPF. In addition, any information/ data gathered or generated by the bidder during the term of the contract shall be the property of NPPF and the same shall be handed over to NPPF in native format at the end or termination of the contract; and

h. During the contract period, the bidder shall ensure that all the documentation including diagrams, policies, operating procedures, asset registers, configuration documents, procurement documentation, original license and all other documents in relation to the works as per the agreed terms are kept up to date and all such documents shall be handed over to NPPF during the exit management process.

In case NPPF decides to withdraw any services/components from the scope of work during the contract period, the bidder has to facilitate the transition of that service/components in compliance with the above Clauses.

10.20. Assignment

Neither the contract nor any rights granted under the contract may be sold, leased, assigned, or otherwise transferred, in whole or in part, by the bidder, and any such attempted sale, lease, assignment or otherwise transfer shall be void and shall have no effect whatsoever, without the prior written consent of NPPF.

10.21. Sub-Contracting

The entire work must be done by the bidder defined at the time of bid submission. However, some supplementary work may be sub-contracted after obtaining written consent from NPPF. However, the bidder shall be liable and responsible for fulfilling the contractual obligations.

10.22. Duration of the Project

The duration of the project is divided into four parts:

a) The bidder will deliver the required hardware & software for the implementation ofproposed solutions within 2.0 months from release of Purchase Order by the NPPF

b) The project team shall be mobilized and on-boarded within 2.5 months of Purchase Order by NPPF.

c) The installation should be completed within 4 months from Purchase Order.d) The successful bidder will provide support as per the scope of the RFP from 5 th month till

the tenure of the contract which is 5 years.

10.23. Liquidated Damages & Penalties & Termination on Default

NPPF shall levy penalties /liquidated damages as under:

10.23.1 It should not be less than point zero five (0.05%) percent and should not be more than zero-point five (0.5%) percent for every day of delay; and

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10.23.2 The total amount of Liquidated Damages shall not exceed ten percent (10%) of the Contract Price.

10.24. Limitation of Liability

The aggregate liability of the bidder in connection with this contract, the services provided by the bidder for the specific scope of work document, regardless of the form or nature of the action giving rise to such liability (whether in contract, tort or otherwise) and including any and all liabilities shall be the actual limited to the extent of the total contractual value.

10.25. Indemnity

The bidder shall, at its own cost and expenses, defend and indemnify NPPF against all third-party claims including those of the infringement of intellectual property rights, including patent, trademark, copyright, trade secret or industrial design rights, arising from the performance of the contract.

The bidder shall expeditiously meet any such claims and shall have full rights to defend itself therefrom. If NPPF is required to pay compensation to a third party resulting from such infringement, etc., the bidder will bear all expenses including legal fees.

NPPF will give notice to the bidder of any such claim and shall provide reasonable assistance to the bidder in disposing of the claim.

The bidder shall also be liable to indemnify NPPF, at its own cost and expenses, against all losses/damages, which NPPF may suffer on account of violation by the bidder of any or all applicable national/ international trade laws. This liability shall not ensue if such losses/ damages are caused due to gross negligence or willful misconduct by NPPF or its employees.

10.26. Force Majeure:

The bidder shall not be liable for forfeiture of its performance security, liquidated damages or termination for default, if any to the extent that its delay in performance or other failure to perform its obligations under the contract is the result of an event of Force Majeure.

For purposes of this Clause, “Force Majeure” means an event beyond the control of the bidder and not involving the bidder’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, wars or revolutions, fires, floods, epidemics, quarantine restrictions.

If a Force Majeure situation arises, the bidder shall promptly notify NPPF in writing of such condition and the cause thereof within fifteen (15) calendar days. Unless otherwise directed by NPPF in writing, the bidder shall continue to perform its obligations under the contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

10.27. Bidder’s Integrity

The bidder is responsible for and obliged to conduct all contracted activities in accordance with the contract using state of the art methods and economic principles and exercising all means available to achieve the performance specified in the contract.

10.28. Bidder’s Obligations

The bidder is obliged to work closely with NPPF’s staff, act within its own authority and abide by

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directives issued by NPPF and as per the implementation plans and programs.

The bidder is responsible for managing the activities of its personnel or its representatives and will hold itself responsible for any misdemeanors.

The bidder will treat as confidential all data and information about NPPF, obtained in the execution of their responsibilities, in strict confidence and shall not reveal or divulge such information to any other party without the prior written approval of NPPF.

10.29. Use of Contract Documents and Information

The bidder shall not, without NPPF’s prior written consent, disclose the contract or any provision thereof or any specification, plan, drawing, pattern or information furnished by or on behalf of NPPF in connection therewith, to any person other than a person employed by the bidder in the performance of the contract. Disclosure to any such employed person shall be made in confidence & shall extend only as far as may be necessary for purposes of such performance.

The bidder shall not, without NPPF’s prior written consent, make use of any document or information except for purposes of performing the contract.

Any document, other than the contract itself, shall remain the property of NPPF and shall be returned (in all copies) to NPPF on completion of the bidder’s performance under the contract if so required by NPPF.

10.30. Termination for Convenience

NPPF, by written notice sent to the bidder, may terminate the contract with a notice of 1 month, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for NPPF’s convenience, the extent to which the performance of work under the contract is terminated and the date upon which such termination becomes effective. NPPF shall clear all pending legible dues of bidder till the date of termination under this clause after recovering all dues and payables to NPPF by the bidder.

10.31. Effect of Termination

The bidder hereby freely agrees that it shall not be relieved of its obligations under the reverse transition mechanism notwithstanding the termination of the assignment.

Reverse transition mechanism shall typically include services and tasks that are required to be performed / rendered by the bidder to NPPF or its designee to ensure smooth handover and transitioning of NPPF's deliverables, maintenance and facility management.

The same terms and conditions (including payment terms) which were applicable during the currency of the contract shall be applicable for reverse transition services. The reverse transition phase shall be completed within 3(three) months.

The bidder hereby agrees that after completion of the contract term or upon earlier termination of the assignment, the bidder shall, if required by NPPF, continue to provide maintenance services to NPPF at no less favorable terms than those contained in this RFP.

The bidder hereby agrees that NPPF at any point of time during the tenure of contract may return/discontinue any of the deliverables/services in whole or part thereof offered under this RFP. NPPF shall not be liable to make any payment in respect of the deliverables/services returned in whole or part thereof.

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10.32. Renewal of Contract

In case NPPF wants to continue with the bidder's services after the completion of this contract, the bidder shall offer the same services or enhanced services to NPPF. Unless mutually agreed, the same rates shall apply.

10.33. Payment Terms

The financial bid submitted by the bidder must be in conformity to the payment terms proposed. Any deviation from the proposed payment terms shall not be accepted. In case of delays or defaults on the part of the bidder, NPPF shall have the right to withhold payment of the affected product and/or service due to the bidder or withhold payment of the disputed amount. Such withholding of payment shall not amount to a default on the part of NPPF;

NPPF shall release payment within 30 days of the verified bill/invoice and along with all other required documents for all undisputed cases. All amount payable will net of the applicable taxes, levies, duties etc. payable to the relevant authorities. In case of any disputed amount, the payment shall be released within thirty (30) days of the resolution of the dispute;

The scope of work is divided in different areas and the payment shall be linked to delivery, acceptance and signoff by the respective NPPF official of each area as explained below with reference to the Annexure 11.11 – “Financial bill of materials”;

The bidder shall raise any invoices only after signing off for the related deliverables/services;

The component wise payment shall be as mentioned below:

I. Cost of Hardware:

a. Advance payment of not more than 10% of the contract value on/after submission of the performance guarantee.

b. 40% of the delivered hardware cost payable after delivery and acceptance by NPPF.

c. 20% of the hardware cost payable only on successful completion of installation and Testing of DC-DR solution.

d. 20% of the hardware cost payable after Go-live on production environment.

e. 10% of the cost payable on completion of ONE month after Go-live and sign off by NPPF.

II. AMC Cost of Hardware (for 4th and 5th year):

a) AMC (warranty and services) cost for Hardware will be paid quarterly in arrears.

b) AMC documents for in-scope software and hardware from the OEM for service and support has to be provided to NPPF. Payment will be made on submission of these documents.

III. Installation Charges of Hardware:

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a. 100% Installation cost will be paid within 30 days of successful installation and commission of DC-DR solution, upon sign-off and acceptance by NPPF.

IV. Training Payment Terms

a. 100% training cost will be paid within 30 days of successful completion of training and acceptance by NPPF.

V. Retention MoneyNPPF shall deduct 10% from every running bill (on account of supply, installation, training charges) due to the bidder which shall be payable only after expiry of warranty periods.

Note:1 The final Total Cost of Ownership (TCO) should be inclusive of all the taxes & other levies

payable under the laws and rules of the Royal Government of Bhutan.

2 The payments for each quarter (as applicable) will be made only after the acceptance of the milestones and relevant activities / deliverables for that quarter. Any delay in achievement of the milestones or deliverables shall result in further delay of the payment;

3 The bidder recognizes that all payments to the bidder under this RFP and subsequent agreement are linked to and dependent on successful achievement and acceptance of milestones / deliverables / activities set out in the project plan and therefore any delay in performing such milestones / deliverables / activities shall automatically result in delay of such corresponding payment;

4 The bidder is required to provision resources for the current quantity of infrastructure mentioned in the bill of material. If, in the future, the bidder requires more resources, than mentioned in the bill of material, to manage the same quantity of Infrastructure then the bidder shall provide the resources without additional cost to NPPF;

5 Any addition/reduction in the infrastructure quantities shall be on pro-rata basis arrived from the existing bill of material;

6 The taxes & other levies payable under the laws and rules of the Royal Government of Bhutan shall be paid /borne by Bidder to the agency concerned. Any reduction of cost due to downward revision of Taxes & other levies should be passed on to NPPF.

7 Any objection / dispute to the amounts invoiced in the bill shall be raised by NPPF within reasonable time from the date of receipt of the invoice. Upon settlement of disputes with respect to any disputed invoice(s), NPPF shall make payment within thirty (30) working days of the settlement of such disputes. All out of pocket expenses, travelling, boarding and lodging expenses for the entire term of this RFP and subsequent agreement is included in the contract amount and the bidder shall not be entitled to charge any additional costs on account of any items or services or by way of any out of pocket expenses, including travel, boarding and lodging, etc.

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11 Annexures

11.1 Minimum Technical Specifications

The minimum technical specifications for DC-DR such as Servers, Storage, Network and Security components, Back up devices, Virtualization software if any and operating system are mentioned below. Bidders (s) are requested to submit the compliance with detail specifications with the hard copy of the RFP document.

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11.2 Bid Form

To,Chief Executive OfficerNational Pension and Provident FundHead OfficeChubachu, Thimphu, Bhutan.

Having examined RFP Ref. No.: NPPF/ICT/2019-20/7076 dated: 9th January,2020 including all annexures including draft contract document as per Annexure no. 11.15, the receipt of which is hereby duly acknowledged. We would like to offer to deliver the specified services in conformity to the RFP in accordance with our proposal and total cost indicated in the Financial Bill of Material and made a part of this bid.

We hereby undertake, if our bid is accepted, to deliver the specified services and complete the project in accordance with the schedules and timelines stipulated in the RFP.

If our bid is accepted, we would like to provide the Bank Guarantee a sum equivalent to 10% of the contract price for the due performance of the contract in the form prescribed by NPPF.

We would like to agree to abide by this bid for a period of 180 days from the date fixed for technical bid opening and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

It may be noted that until a formal contract is prepared and executed, this bid, together with NPPF’s written acceptance thereof and NPPF’s notification of award shall constitute a part of the contract that will bind us.

We would like to undertake that, in competing for (and, if the award is made to us, in executing) the contract, we would strictly observe the laws and by-laws against fraud and corruption in force in Bhutan.

We fully understand that NPPF is not bound to accept the lowest or any bid NPPF may receive.

Place:Dated: this day of 2020.

------------------------------------------------------------- (Signature) (in the capacity of)Duly authorized to sign bid for and on behalf of(Name & Address of bidder)

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11.3 Bidder’s Information

RFP Ref. No.: NPPF/ICT/2019-20/7076 dated: 9th January,2020

Name of the bidder

Constitution & Year of Establishment

Registered Office/Corporate Office Address

Mailing Address

Name and designations of the persons authorized to make commitments to NPPF

Telephone

Fax

e-mail

Name & Addresses of Directors/Promoters

Details of organization structure

Description of business, service profile & client profile

DECLARATION

We hereby would like to declare that the information furnished herein and above is complete in all respects and true to the best of our knowledge and ability. We understand that in case of any discrepancy or inconsistency or incompleteness or if any material information is found concealed, our application shall be rejected, without any recourse.

Place:

Date:SEAL (Authorized Signatory)

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11.4 Confirmation to Eligibility Criteria

S No. Eligibility Criteria Supporting Documents

A. General

1Bidder should be a registered firm or company in Bhutan.

valid Trade License and Tax clearance certificate.

2

Bidder shall be in existence in Bhutan for the last 3 years or above as on the date of the RFP. (In case of mergers/acquisitions/restructuring or name change, the date of establishment of earlier/original Partnership Firm/Limited Company shall be considered).

certificate of incorporation/Registration/Trade License. Article / Memorandum of association etc. Name change and date of establishment document.

3

The bidder shall have never been blacklisted / barred / disqualified by any regulator / statutory body.

Self-declaration (by authorized signatory of the bidder). Inaccurate self declaration will lead to disqualification of the bidder.

4

Bidders should have Manufacturer Authorization Form (MAF) from OEM/ Distributor (as per Annexure 11.7) of the following proposed and quoted product:

d. Servers and Virtualization software

e. Storage

b. Network and Security Equipment

Need to provide Manufacturer Authorization Form (MAF) from OEM/Distributor, brochures and data sheets along with the proposal for each quoted product.

B. C EXPERIENCE & SERVICE CAPABILITY

1 The bidder should have prior experience of Supply, Installation, implementation, Testing, commission of any of the following IT infrastructure:

Credentials from clients in the form of purchase orders / contract / credential letters etc. must be provided.

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D. Servers and Virtualization or

E. Storage or

F. Network and Security Equipment

2

Bidder should have at least ONE Bhutanese National certified engineers for each of the following category:

A. MCSA/MCSE/CEH/VM/LINUX

B. CCNA/CCNP/CCIE

Certificates from the proposed OEM, CVs, and a reference letter from the client

Note: If any of the above eligibility criteria is not fulfilled, the bid will be treated as null and void/shall not be considered.

Place:Date:SEAL (Authorized Signatory)

11.5 Letter of Confirmation

ToChief Executive OfficerNational Pension and Provident FundHead OfficeChubachu, Thimphu, Bhutan.


Dear Sir,

We would like to apprise that the bid and annexures are submitted to NPPF in accordance with the RFP. The details submitted by us are true and correct to the best of our knowledge and ability. If it is proved otherwise at any stage of execution of the contract, NPPF has the absolute right to reject the proposal and disqualify us from the process.

We would like to confirm that we would abide by the terms and conditions stipulated in the Tender Document (RFP and annexures) in full and without any deviation.

We would also like to acknowledge and confirm, having accepted that NPPF can at its absolute discretion, apply whatever criteria it finds deem appropriate, not just limiting to those criteria set out in the RFP and related documents, in short listing of bidder(s).

We would like to assure you that we would observe the topmost confidentiality of all the information passed on to us in the course of the tendering processes and would not use the information for any other purpose than for the current tender.

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Further, we would like to confirm that we are not been blacklisted by any Govt. Department/ PSU/PSE or Banks or otherwise not involved in any such incident whatsoever, where the job undertaken/performed and conduct has been questioned by any authority, which may lead to legal action.

Place:

Date:

SEAL (Authorized Signatory)

11.6 Letter of Conformity to hardcopy

ToChief Executive OfficerNational Pension and Provident FundHead OfficeChubachu, Thimphu, Bhutan.


Dear Sir,

Further to our proposal dated XX.XX.XXXX in response to the Request for Proposal (NPPF’s tender No. NPPF/ICT/2019-20/7076 dated: 9th January,2020 hereinafter referred to as “RFP”) issued by National Pension and Provident Fund (“NPPF”), we hereby covenant, warrant and confirm as follows:

The soft-copies of the proposal submitted by us in response to the RFP and the related addendums and other documents including the changes made to the original tender documents issued by NPPF, conform to and are identical with the hard-copies of aforesaid proposal required to be submitted by us, in all respects.

Yours faithfully,

Authorized Signatory

Designation

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Bidder’s corporate name

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11.7 Manufacturer’s Authorization Form/Distributor (Sample)

Note: This authorization letter shall be printed on the letterhead of all the original equipment manufacturer (OEM)/Distributor and shall be signed by a competent person having the power of attorney to bind the manufacturer.

ToChief Executive OfficerNational Pension and Provident FundHead Office: Chubachu, Thimphu, Bhutan.

Dear Sir,

Sub: RFP Ref. No.: NPPF/ICT/2019-20/7076 dated: 9th January,2020

We who are established and reputable manufacturers/producers/Distributor of ________________________ having factories/ development facilities at (address of factory/ facility) do hereby authorize M/s ___________________ (name and address of the bidder) to submit a bid, and sign the contract with you against the above bid invitation.

We hereby extend our full guarantee and warranty for the solution, products and services offered by the above firm against this bid invitation.

We also undertake to provide any or all of the following materials, notifications, and information pertaining to the products manufactured or distributed by the bidder:

a) Such products as NPPF may opt to purchase from the (Name of the Bidder), provided, that this option shall not relieve the bidder of any warranty obligations under the contract; and

b) In the event of termination of production of such products:

c) Advance notification to NPPF of the pending termination, with enough time to permit NPPF to procure needed requirements; and

d) Following such termination, furnishing at no cost to NPPF, the blueprints, design documents, operations manuals, standards, source codes and specifications of the products, if requested.

We duly authorize the said firm to act on our behalf in fulfilling all installations, technical support and maintenance obligations required by the contract.

We further certify that, in case the authorized distributor/ system integrator is not able to meet its obligations as per contract during contract period, we, as the OEM/Distributor, shall perform the said obligations with regard to their items by ourselves or through alternate & acceptable service provider.

Place:

Date: Seal and signature of the OEM

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11.8 Pre-Bid Query Format

Note: Bidder’s request for clarification to be submitted on or before the last date of submitting pre-bid queries

If, the bidder, desiring to respond to RFP for selection of Infrastructure Solution Provider as stipulated in the RFP, the bidder may communicate with NPPF using the following format (in a Microsoft excel (xls/ xlsx) format).

All questions shall be received as per the last date mentioned in the RFP will be formally responded to and questions/points of clarification and the responses will be circulated to all participating bidder, if required. The source (identity) of the bidder seeking points of clarification will not be revealed. Alternatively, NPPF may at its discretion, may or may not answer all queries raised by the bidders.

Section Number

Page Number

Point Number

Original Clause

Query

NPPF Response

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11.9 Minimum On-Site Deployment Level

Bidder shall at minimum deploy the resources as per the minimum deployment level mentioned below.

Bidder shall independently arrive at the sizing and deployment plan to meet the RFP requirements (as per scope of work and SLAs) adhering the minimum deployment level. Bidder shall deploy resources at no extra cost if the proposed deployment does not meet the RFP requirements and SLAs.

Resource Location of the resource

Minimum no. of Resources

Per Shift

Total Number of

shifts

Service Window

L2, IT Infrastructure (Server, Storage, Backup ) Management

NPPF HO, DC and DR

1 1 On-site presence during installation time and Offsite support after go-live for FIVE years.

L2, Network & Security Management

NPPF HO, DC and DR

1 1 On-site presence during installation time and Offsite support after go-live for FIVE years.

Bidder should provide support for a period of FIVE years from Go-live at DC and DR site.

At DC-DR Site on-demand basis:

Resource Location of the resource

Service Window

L1 level:: IT Infrastructure Management

DC-DR site On demand basis presence post Installation

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11.10 Proposed Team Profile:

11.10.1.1 Experience of the proposed resource to be provided in below format

Name of Resource

Proposed Role

Total Years of Experience

Years of Relevant Experience

Educational Qualification

Certification

Work Experience in Bhutan

Relevant Work Experience (Please use separate row for each Organization)

Name of Organization

Role & Description of work

Tenure

Ref Name, Contact Details & Designation

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11.10.1.2 Proposed Team Structure

Area Role/ Descriptio

n

Experience

Educational Qualifications/ Certifications/ Skills

Bidder’s Complian

ce (Yes/No)

Suggested Resource

Name with profile details

L2, IT Infrastructure (Server, Storage, VM, Backup ) Management

System Administrator

> 3 years

●Diploma/IT Graduate/MCA

●Having experienced as System

Administrator in

o (MCSA/MCSE/VM/LINUX/ECH)

L2, Network & Security Management

Network Administrator

> 3 years

●Diploma/IT Graduate/MCA.

●Having experienced in

Network Administrator in :

o CCNA/CCNP/CCIE

Please enclose documentary proof to substantiate the claims made.

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11.11 Financial Bill of Material

The format for financial bill of material is attached separately as a file “Annexure 11.11-Financial Bill of Material” with the hard copy of the RFP document.

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11.12 Service Level Agreement (Sample)


1. System availability is defined as:

{(Scheduled operation time – system downtime) / (scheduled operation time)} * 100%

Where:

i. “Scheduled operation time” means the scheduled operating hours of the System for the month. All planned downtime on the system would be deducted from the total operation time for the month to give the scheduled operation time.

ii. “System downtime” subject to the SLA, means accumulated time during which the System is not available to the NPPF’s users or customers due to in-scope system or infrastructure failure, and measured from the time the ticket is allocated to Bidder or logged in by NPPF and/or its customers in the helpdesk with the Bidder or the failure is known to the Bidder from the availability measurement tools to the time when the System is returned to proper operation. Any denial of service to the NPPF users and NPPF customers would also account as “System downtime”

iii. The business hours are 9 AM to 6 PM on any working day the NPPF’s branch is operational. The Bidder however recognizes the fact that the branches will require to work beyond the business hours and holidays on need basis.

iv. Uptime will be computed based on the availability of the applications to the NPPF’s users with availability of servers either individual servers or clusters. Also, non-compliance with performance parameters for business, network and environmental infrastructure and system / service degradation will be considered for downtime calculation.

v. Response may be telephonic or onsite. In case the issue cannot be resolved telephonically, the Bidder will need to provide onsite assistance within response resolution window.

vi. Typical Resolution time will be applicable if systems are not available to the NPPF’s users and customers and there is a denial of service.

2. Service Levels

NOTE: The SLAs will be signed by the parties after Go-Live

I. Service Levels will include Availability measurements & Performance parameters for Domain Services measurements, Cross Functional Services, Monitoring Tools/Manual & Helpdesk Implementation and Reporting & Governance parameters.

II. The Bidder shall provide SLA Report on a monthly basis and a review shall be

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conducted based on this report. A monthly report shall be provided to the NPPF at the end of every month containing the summary of all incidents reported and associated Bidder performance measurement for that period. Performance measurements would be accessed through audits or reports, as appropriate to be provided by the Bidder e.g. utilization reports, response time measurements reports, etc. The tools to perform the audit will need to be provided by the Bidder. Audits will normally be done on a regular basis or as required by NPPF and will be performed by NPPF or NPPF appointed third party agencies.

III. All SLA reports should be automated with no manual intervention. The Bidder should provide all the tools for Monitoring, Management and Reporting.

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All SLAs pertaining to various categories are defined below:

3. Domain Services

Sl. No

Services Infrastructure Output

Description Calculation Quarterly

Service

Level

Penalty Measurement Tools

1 Business Infrastructure & Systems/Solution

Availability of Business Infrastructure Elements & Systems/Solution

Availability of Business Infrastructure Elements & Systems/Solution is the time that each solution is available for intended use without any malfunctions. It is measured in minutes and calculated by

(a) System Scheduled Uptime minus Scheduled Downtime minus Unscheduled Downtime,

Availability = (U – C – D)/ (U – C)

Refer to the below definitions of the parameters.

● Syste

m Scheduled Uptime for servers (U)

● Sche

duled Downtime for servers (C )

● Unsc

heduled Downtime for servers (D)

99.90%

● For

each 0.10% drop in availability, penalty shall be BTN 10,000 or part thereof

Monitoring Tool/Manual

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divided by (b) System Scheduled Uptime minus Scheduled Downtime with the result expressed as a percentage to two decimal places.

2 Database management Services

System Response time attributable to Storage, Server & network hardware

End to End response time within the DC (from the Core Application to the Database and back) should be < 10 ms (milli seconds)

99.90%

● For

each 0.1% drop in non-critical database availability penalty shall be BTN 10,000 or part thereof


3 Storage Management Services

Storage devices Availability

The time that each storage device is available for use.


● Uptime

for storage

99.90%

● For

each 0.1% drop in service


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devices (U)

● Schedule

d Downtime for storage devices (C)

● Unsched

uled Downtime for storage devices(D)

level, penalty shall be BTN 10,000 or part thereof

4 Storage management Services

Adherence to Replication schedule attributable to the bidder

RPO between DC and DR should be 15 Minutes. & RTO should be 60 min

Ensure adherence to replication schedule as per NPPF’s policy

99.90%

● For

each 0.1% drop in service level, penalty shall be BTN 5,000 or part thereof

NPPF will measure this through periodic audits based on logs to be provided by Bidder

5 Backup and Restore Services

Backup Success rate

Backup success rate for the application

Actual number of successful backups

99.00 %

● For

each 0.25%

Monitoring Tool/Ma

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s done/Total scheduled backups

drop in service level, penalty shall be BTN 10,000 or part thereof

nual

6 Backup and Restore Services

Recovery Testing

Effectiveness of recovery testing is the measure of number of backup data that have been successfully tested for their recoverability, divided by the total number of backup data tested for recoverability, as part of a defined schedule as well as

Number of successfully recovered backups/total no of backup data tested for recoverability

Default of 1 incident/month is acceptable.

99.00%

● For

each 0.5% drop in service level, penalty shall be BTN 10,000 or part thereof

Manual

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carried out on business request.

7 Network & Security Management Services

Availability - Network & Security Component (In-scope components) at DC & DR

The time that each network & security component available for use, measured in minutes and calculated by (a) Scheduled Uptime minus Scheduled Downtime minus Unscheduled Downtime, divided by (b) Scheduled Uptime minus Scheduled Downtime with the result expressed as a percentage to two decimal places.


● Schedule

d Uptime for network components (U)

● Unsched

uled Downtime for network components (D)

● Schedule

d Downtime for network components(C)

99.9% (HA Mode); and

99.5% (Non-HA Mode)

● For

each 0.1% drop in network availability penalty shall be BTN 10,000 or part thereof


8 Network & Availability The time Availability = 99.5% For each MonitoriPage 62 of 92


Security Management Services

- Network & Security Component (In-scope components) at Head office & Branches

that each network & security component available for use, measured in minutes and calculated by (a) Scheduled Uptime minus Scheduled Downtime minus Unscheduled Downtime, divided by (b) Scheduled Uptime minus Scheduled Downtime with the result expressed as a percentage to two decimal places.

(U – C – D)/ (U – C)

● Schedule

d Uptime for network components (U)

● Unsched

uled Downtime for network components (D)

Scheduled Downtime for network components(C)

(HA Mode); and

99% (Non-HA Mode)

0.1% drop in network availability penalty shall be BTN 5,000 or part thereof

ng Tool/Manual

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4. Cross Functional

S. No

Services Service Measure

ment

Description Calculation Quarterly

Service Level

Penalty Measurement Tools

1 Problem Management

Problem Resolution - successful closure attributable to the bidder

This service level measures the successful closure (as per mutually agreed time-lines) of all the problem tickets raised in Helpdesk tool, post the root cause analysis having been carried out, the necessary corrective action taken and the NPPF management having given the signoff expressing

Dividing the total number of successful closure of problem tickets by the total number of problem tickets raised in the Helpdesk tool

99% ● For

each 1% drop in service level, penalty shall be BTN 2000 or part thereof


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their satisfaction on the problem management activities undertaken.

2 Performance Measurement

Hardware Utilization

Actual Peak utilization captured in a time frame of 15 minutes interval in a 24 hours time scale to be shared with the NPPF daily on the defined timeline. Hardware daily peak utilization levels of CPU,RAM,NIC and hard disk etc. exceeds 70% at any given point of time during business hours or production storage utilization

Reporting to the NPPF as part of the daily activity

99.00% ● For

each 1 % drop in service level (comprehensively considering all system resources) for utilization of system resources, penalty shall be BTN 5,000 or part thereof


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levels exceeds 85% (Eighty Five percent) at any given point of time or network equipment utilization exceeds 70%

3 Network & Security Management Services

Adherence to Patch/version Update

It includes both scheduled updates and updates requested

Actual number of updates done/Total scheduled and requested updates

99.00% ● For

each 1.0% drop in service level, penalty shall be BTN 5,000

Manual

4 Change and Release Management Services

Planned Downtime

Planned down - time for network servicing, Storage, DB, servers services (up gradation, bug fixing, patch uploads, regular maintenance etc.) will not be

Calls wherein serving was completed within 1 hour or agreed threshold/ Total calls logged for network servicing

98% ● For

each 1% drop in service level, penalty shall be BTN 5,000

Manual

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more than 1 hour. This activity will not be carried out during business hours.

However, such activities which require more than 1 hour or required to be carried out during business hours will be scheduled in consultation with the NPPF

In case the downtime exceeds the planned hours the additional time taken for servicing will be considered for infrastructure or

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system downtime as per availability measurements table.

5 IT Service Continuity & Disaster Recovery Services

Reliability

Measure of successfully testing of DR plan (plans are tested as per NPPF’s policy).

No of times DR plan is tested in a year (as per NPPF’s policy)

Not applicable

● Penalty

shall be BTN 50,000/- for each default.

Monitoring Tools/Manual

6 IT Service Continuity & Disaster Recovery Services

Business Continuity attributable solely to the bidder

Business Infrastructure to resume from Disaster Recovery Site within 60 minutes of the Data Centre failing.

Per instance wise

100% ● Penalty

shall be BTN 50,000/- for instance of each default.

Manual

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● Liquidated Damages for SLA defaults

5. Service Level Default

Service Level will be measured on a quarterly basis.

The Bidder’s performance to Service Levels will be assessed against Service Level requirements for each criteria mentioned in the Domain Services, Cross Functional Services and Management, Reporting and governance measurement table of the Service Level Agreement.

A Service Level Default will occur when:

The Bidder fails to meet Minimum Service Levels, as measured on a quarterly basis, for a particular Service Level.

6. Service Credit Computation

In the event of a Service Level Default, the Bidder shall pay the NPPF a Service Credit that will be computed in accordance with the following formula:

Quarterly Service Level Default = Minimum Service Level – Quarterly Actual Service Level

Service Credit = Quarterly Service level default X Associated Penalty

In the event that a Service Level Default has occurred for more than one service level requirement, the sum of the corresponding Service Credits shall be credited to the NPPF.

The Bidder shall review with the NPPF, on a quarterly basis from the start of Contract Execution, any entitlement of the NPPF to a Service Credit.

The total amount of Service Credit that the Bidder is obligated to pay the NPPF shall be reflected on the invoice provided to the NPPF in the quarter after the quarter in which the Service Levels were assessed. The NPPF shall be entitled to deduct the Service Credit amount from the amounts payable by the NPPF to the Bidder as per the invoice.

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11.13 Format for Performance Bank Guarantee (Sample)

[The bank/the bidder providing the Guarantee shall fill in this form in accordance with the instructions indicated in brackets.]

[Bank’s name, and address of issuing branch or office]

Beneficiary: [name and address of Employer]

Date: [date]

PERFORMANCE GUARANTEE No.: [Performance Guarantee number]

We have been informed that [name of Contractor] (hereinafter called "the Contractor") has received Award Letter Ref. No. [Reference number of the Award Letter] dated [date of Award letter] from you, for the execution of Selection of Application Solution Provider for Integrated Solution (hereinafter called "the Award Letter").

Furthermore, we understand that, according to the conditions of the Contract, a performance guarantee is required.

At the request of the Contractor, we [name of Bank] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of [amount in figures] ([amount in words]),such sum being payable in the types and proportions of currencies in which the Contract Price is payable, upon receipt by us of your first demand in writing accompanied by a written statement stating that the Contractor is in breach of its obligation(s) under the Contract, without you needing to prove or show grounds for your demand or the sum specified therein.

This guarantee shall expire no later than 30 days from the date of issuance of the Certificate of Completion, calculated based on a copy of such Certificate which shall be provided to us, or on the [number] day of[month], [year] whichever occurs first. Consequently, any demand for payment under this guarantee must be received by us at this office on or before that date. The Guarantor agrees to a one-time extension of this Guarantee for a period not to exceed [12 months][1 year], in response to the Employer’s written request for such extension, such request to be presented to the Guarantor before the expiry of the Guarantee.

_____________________ [signature(s) of an authorized representative(s) of the bank]

a) The Guarantor (bank) shall insert an amount representing the percentage of the Contract Price specified in the Contract and denominated either in the currency(ies) of the Contract or a freely convertible currency acceptable to the Employer.

b) Insert the date 30 days after the expected Completion date. The Employer should note that in the event of an extension of the time for completion of the Contract, the Employer would need to request an extension of this Guarantee from the Guarantor. Such request must be in writing and must be made prior to the expiration

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date established in the Guarantee.

11.14 Integrity Pact Statement

(To be submitted with legal stamp affixed, signed and sealed with company seal along with witness)

Date: [insert date of proposal submission]RFP Ref. No.: NPPF/ICT/2019-20/7076 dated: 9th January,2020

To: Chief Executive OfficerNational Pension and Provident FundChubachu, Thimphu

1. General

Whereas Mr. Dungtu Drukpa representing the National pension and Provident Fund, Royal Government of Bhutan, hereinafter referred to as the Employer on one part, and (Name of person) representing the (Name of bidder) as the other part hereby execute this agreement as follows:

This agreement should be a part of the tender document, which shall be signed and submitted along with the tender document. The head of the employing agency/or his authorized representative should be the signing authority. For the bidders, the bidder himself or his authorized representative must sign the Integrity Pact (IP). If the winning bidder had not signed during the submission of the bid, the tender shall be cancelled.

2. Objectives

Now, therefore, the Employer and the bidder agree to enter into this pre-contract agreement, hereinafter referred to as Integrity Pact, to avoid all forms of corruption by following a system that is fair, transparent and free from any influence/unprejudiced dealings prior to, during and subsequent to the currency of the contract to be entered into, with a view to :-

i. Enabling the Employer to obtain the desired contract at a reasonable and competitive price in conformity to the defined specifications of the works, goods and services; and

ii. Enabling bidders to abstain from bribing or any corrupt practice in order to secure the contract by providing assurance to them that their competitors will also refrain from bribing and other corrupt practices and the Employer will commit to prevent corruption, in any form by their officials by following transparent procedures.

3. Commitments of the Employer

The Employer commits itself to the following:

i. The Employer hereby undertakes that no official of the Employer, connected directly or indirectly with the contract, will demand, take a promise for or accept, directly or through intermediaries, any bribe, consideration, gift, reward, favor or any material or immaterial benefit or any other advantage from the bidder, either for themselves or for any person,

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organization or third party related to the contract in exchange for an advantage in the bidding process, bid evaluation, contracting or implementation process related to the Contract.

ii. The Employer further confirms that its officials has not favored any prospective bidder in any form that could afford an undue advantage to that particular bidder during the tendering stage, and will further treat all bidders alike.

iii. All the officials of the Employer shall report to the head of the employing agency or an appropriate Government office any attempted or completed violation of clauses 3(i) and 3.(ii).

iv. Following report on violation of clauses 3(i) and 3(ii) by official (s), through any source, necessary disciplinary proceedings, or any other action as deemed fit, including criminal proceedings may be initiated by the Employer and such a person shall be debarred from further dealings related to the contract process. In such a case while an enquiry is being conducted by the Employer the proceedings under the contract would not be stalled.

4. Commitments of Bidders

The bidder commits himself to take all measures necessary to prevent corrupt practices, unfair means and illegal activities during any stage of his bid or during any pre-contract or post-contract stage in order to secure the contract or in furtherance to secure it and in particular commits himself to the following:

i. The bidder will not offer, directly or through intermediaries, any bribe, gift, consideration, reward, favor, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the Employer, connected directly or indirectly with the bidding process, or to any person, organization or third party related to the contract in exchange for any advantage in the bidding, evaluation, contracting and implementation of the Contract.

ii.The bidder further undertakes that he has not given, offered or promised to give, directly or indirectly any bribe, gift, consideration, reward, favor, any material or immaterial benefit or other advantage, commission, fees, brokerage or inducement to any official of the Employer or otherwise in procuring the Contract or forbearing to do or having done any act in relation to the obtaining or execution of the Contract or any other contract with the Government for showing or forbearing to show favor or disfavor to any person in relation to the Contract or any other contract with the Government.

iii. The Bidder will not collude with other parties interested in the contract to preclude the competitive bid price, impair the transparency, fairness and progress of the bidding process, bid evaluation, contracting and implementation of the contract.

iv. The Bidder, either while presenting the bid or during pre-contract negotiations or before signing the contract, shall disclose any payments he has made, is committed to or intends to make to officials of the Employer of their family members, agents, brokers or any other intermediaries in connection with the contract and the details of services agreed upon for such payments.

5. Sanctions for Violation

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The breach of any aforesaid provisions or providing false information by employers, including manipulation of information by evaluators, shall face administrative charges and penal actions as per the existing relevant rules and laws. The breach of the Pact or providing false information by the Bidder, or any one employed by him, or acting on his behalf (whether with or without the knowledge of the Bidder), or the commission of any offence by the Bidder, or any one, employed by him, or acting on his behalf, shall be dealt with as per the provisions of the Penal Code (Amendment) Act of Bhutan 2011, and the Anti-Corruption Act, 2011.

The Employer/relevant agency shall also take all or any one of the following actions, wherever required:

i. To immediately call off the pre-contract negotiations without giving any compensation to the Bidder. However, the proceedings with the other Bidder(s) would continue.

ii. To immediately cancel the contract, if already awarded/signed, without giving any compensation to the Bidder.

iii. The Earnest Money / Security Deposit shall stand forfeited.

iv. To recover all sums already paid by the Employer.

v. To encash the advance bank guarantee and performance bond/warranty bond, if furnished by the Bidder, in order to recover the payments, already made by the Employer, along with interest.

vi. To cancel all or any other Contracts with the Bidder.

vii. To debar the bidder from entering into any bid from the government of Bhutan as per the Debarment Rule.

6. Conflict of Interest

i. A conflict of interest involves a conflict between the public duty and private interests (for favor or vengeance) of a public official, in which the public official has private interest which could improperly influence the performance of their official duties and responsibilities. Conflict of Interest would arise in a situation when any concerned members of both the parties are related either directly or indirectly, or has any association or had any confrontation. Thus, conflict of interest of any tender committee member must be declared in a prescribed form (sample form attached).

ii. The bidder shall not lend to or borrow any money from or enter into any monetary dealings or transactions, directly or indirectly, with any committee member, and if he does so, the Employer shall be entitled forthwith to rescind the Contract and all other contracts with the Bidder.

7. Examinations of Books of Accounts

In case of any allegation of violation of any provisions of this Integrity Pact or payment of commission, the Employer/authorized persons or relevant agencies shall be entitled to examine the Books of Accounts of the bidder and the bidder shall provide necessary information of the relevant financial documents and shall extend all possible help for the purpose of such examination.

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8. Monitoring and Arbitration

The respective procuring agency shall be responsible for monitoring and arbitration of IP as per the Procurement Rules.

9. Legal Actions

The actions stipulated in this Integrity Pact are without prejudice to any other legal action that may follow in accordance with the provisions of the extant law in force relating to any civil or criminal proceedings.

10. Validity

i. The validity of this Integrity Pact shall cover the tender process and extend until the completion of the contract to the satisfaction of both the Employer and the Bidder.

ii. Should one or several provisions of this Pact turn out to be invalid; the remainder of this Pact remains valid. In this case, the parties will strive to come to an agreement to their original intentions.

We, hereby declare that we have read and understood the clauses of this agreement and shall abide by it. Further, the information provided in this agreement are true and correct to the best of our knowledge and belief.

The parties hereby sign this Integrity Pact at ____________________ on_____________

Affix legal stamp

---------------------------------------- ----------------------------------------

EMPLOYER BIDDER

Witness: Witness:

1._____________________ 1.____________________________

Name: Name:

CID: CID:

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11.15 Contract between NPPF and Bidder (Sample)

Form of Contract

This contract, hereinafter called as the “Contract” is made and executed on this ………………… day of the month of …………………, [year], between, on the one hand, National Pension and Provident Fund, herein after called as the “NPPF” and, on the other hand, ……………………………………………..(name of System Integrator) herein after called as the “System Integrator”.

WHEREAS,

(a) NPPF has requested the Bidder to provide certain Infrastructure Solution as defined in this Contract, hereinafter called the “Services”; and

(b) Bidder, having represented to NPPF that it has the required professional skills, personnel and technical resources, has agreed to provide the stipulated services as per the terms and conditions set forth in this Contract.

NOW THEREFORE, the parties hereto hereby agree as follows:1. That the following documents attached hereto shall be an integral part of this Contract:

I. The General Conditions of Contract;II. The Special Conditions of Contract; and

III. The following: 1. Technical Proposal;2. Financial Proposal; and3. Technical specification/Terms of reference

2. That the mutual rights and obligations of NPPF and Bidder shall be as set forth in the Contract, in particular:

(a) Bidder shall provide the services in accordance with the provisions of the Contract and other related documents specified here in this contract; and

(b) NPPF shall make payments to the Bidder in accordance with the provisions of the Contract.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be read, understood clearly and signed in their respective names as of the day and year first above written.

For and on behalf of NPPF

[Authorized Representative]

For and on behalf of [name of Bidder]

[Authorized Representative]

A. General Conditions of Contract

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A1. General Provisions

1.1 Definitions Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings:

(a) Applicable Laws of Bhutan: The laws, by-laws and any other instruments having the force of law in Bhutan.

(b) Bidder: A legal entity entering into a Contract to provide the services to NPPF under the Contract.

(c) Infrastructure Solution: The IT infrastructure including Servers, Storage, Network & Security components, Software defined environment and RDBMS need to be provided by the System Integrator.

(d) Contract: The formal agreement in writing, including the General Conditions (GC), the Special Conditions (SC), and the Annexures, entered into between NPPF and Bidder, on acceptable terms and conditions and which are in-compliance with all the relevant provisions of the laws of the Kingdom of Bhutan, for the provision of the required Bidder services.

(e) Contract Price: The price to be paid for the performance of the services, in accordance with GC Clause.

(f) Day: A calendar day.

(g) Effective Date: The date on which this Contract comes into force and effect pursuant to Clause GC 2.1.

(h) Foreign Currency: Any currency other than Bhutanese Ngultrum (BTN).

(i) GC: These General Conditions of Contract.

(j) Government: The Royal Government of Bhutan (RGoB).

(k) In writing: Communicated in written form (e.g. by mail, electronic mail, fax, telex) with proof of receipt.

(l) Local Currency: Bhutanese Ngultrum (BTN).

(m) Member: Any of the entities that make up the joint venture

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/association; and “Members” means all these entities.

(n) Party: NPPF or Bidder, as the case may be, and “Parties” means both of them.

(o) Personnel: Professional and support staff provided by the Bidder and assigned to perform the services or any part thereof; “Foreign Personnel” means such professional and support staff who at the time of being so provided have their domicile outside Bhutan; “Local Personnel” means such professional and support staff who at the time of being so provided have their domicile in Bhutan; and “Key Personnel” means the Personnel referred to in Clause GC 4.1.

(p) Procuring Agency: NPPF with which the successful Bidder signs the Contract for services.

(q) Reimbursable Expenses: All assignment-related costs other than the remuneration of Bidder personnel.

(r) SC: The Special Conditions of Contract by which the GC may be amended or supplemented from time to time, where necessary.

(s) Services: The work to be performed by the Bidder pursuant to this Contract, as described in Annexure (functional and technical requirement) hereto.

(t) Sub-Contract: Any person or entity to whom/which the Bidder sub-contracts any part of the services.

(u) Third Party: Any person or entity other than the Government, NPPF, the Bidder or a Sub-contractor.

1.2 Law Governing Contract

This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the terms and conditions stipulated in the Contract, Contract Act of Bhutan 2013, Alternative Dispute Resolution Act of Bhutan 2013, and other relevant laws of Bhutan.

1.3 Language The language is English

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1.4 Notices

1.4.1

Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent to such Party at the address specified in the SC.

1.4.2A Party may change its address for notices hereunder by giving the other Party notice in writing of such change to the address specified in the SC.

1.5 Location The services shall be performed at such locations as are specified in RFP hereto and, where the location of a particular task is not so specified, at such locations, whether in Bhutan or elsewhere, as NPPF may approve.

1.6 Authority of Member in Charge

In case the Bidder consists of a joint venture / association of more than one entity, the members hereby authorize the entity specified in the SC to act on their behalf in exercising all the Bidder’s rights and obligations towards NPPF under this Contract, including without limitation the receiving of instructions and payments from NPPF.

1.7 Authorized Representative

s

Any action required or permitted to be taken, and any document required or permitted to be executed under this Contract by NPPF or the Bidder may be taken or executed by the officials specified in the SC.

1.8 Taxes and Duties

The Bidder, Sub-contractors, and the personnel of both of them shall pay such indirect taxes, duties, fees and other impositions levied under the relevant laws of the Kingdom of Bhutan as are specified in the SC, the amount of which is deemed to have been included in the contract price.

1.9 Fraud and Corruption

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1.9.1 Definitions It is RGoB policy to require that Bidder, their Sub-contractors and the

personnel of both of them observe the highest standards of ethics during the execution of the Contract.1 In pursuance of this policy, the RGoB:

(a) defines, for the purposes of this provision, the terms set forth below as follows:

(i) “corrupt practice” means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value2 to influence and induce improperly the actions of another party3;

(ii) “fraudulent practice” means any act or omission, including impersonation and misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party4 to obtain a financial or other benefit or to avoid an obligation;

(iii) “collusive practice” means an arrangement between two or more parties5 designed to achieve an improper purpose, including to influence improperly the actions of another party;

(iv) “coercive practice” means impairing or harming, or threatening to impair or harm, directly or indirectly, any party6 or the property of the party to influence improperly the actions of a party;

(v) "obstructive practice" means:

– deliberately destroying, falsifying, altering or concealing of evidence material to the investigation or making false

1In this context, any action taken by a Bidder, Sub-contractor or the Personnel of either of them to influence the process of contract execution for undue advantage is improper 2“anything of value” includes, but is not limited to, any gift, loan, fee, commission, valuable security or other asset or interest in an asset; any office, employment or contract; any payment, discharge or liquidation of any loan, obligation or other liability whatsoever, whether in whole or in part; any other services, favor or advantage, including protection from any penalty or disability incurred or apprehended or from any action or proceeding of a disciplinary or penal nature, whether or not already instituted and including the exercise or forbearance from the exercise of any right or any official power or duty 3“another party” refers to a public official acting in relation to the procurement process or contract execution. In this context, “public official” includes staff and employees of any organizations (including any institutions providing finance for the Services) taking or reviewing procurement decisions 4a “party” refers to a public official; the terms “benefit” and “obligation” relate to the procurement process or contract execution; and the “act or omission” is intended to influence the procurement process or contract execution 5“parties” refers to participants in the procurement process (including public officials) and an “improper purpose” includes attempting to establish proposal prices at artificial, noncompetitive levels 6a “party” refers to a participant in the procurement process or contract execution

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statements to investigators in order materially to impede any investigation into allegations of a corrupt, fraudulent, coercive or collusive practice; and/or threatening, harassing or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or

– acts intended materially to impede the exercise of the inspection and audit rights of NPPF or any organization or person appointed by NPPF and/or any relevant RGoB agency provided for under Clause GC 3.8 (b).

1.9.2. Measures to be taken

(b) will cancel the Contract if it at any time determines that representatives of the Bidder, any Sub-contractor, the personnel of either of them, or any other participant in the procurement and Contract execution process, were engaged in corrupt, fraudulent, collusive, coercive or obstructive practices during the procurement and selection process or the execution of the Contract;

(c) will sanction a Bidder, Sub-contractor or the personnel of either of them, including declaring them ineligible, either indefinitely or for a stated period of time, to be awarded an NPPF-financed contract if at any time it determines that they have, directly or through an agent, engaged in corrupt, fraudulent, collusive, coercive or obstructive practices in competing for, or in executing, an NPPF-financed contract;

(d) Will report the case of corrupt, fraudulent, collusive, coercive or obstructive practice to the relevant RGoB agencies, including but not limited to the Anti-Corruption Commission (ACC) of Bhutan, for necessary action in accordance with the statutes and provisions of the relevant agency.

1.9.3. Commissions and Fees

(e) Will require the successful Bidder to disclose any commissions or fees that may have been paid or are to be paid to agents, representatives or commission agents with respect to the selection process or execution of the Contract. The information disclosed must include at least the name and address of the agent, representative or commission agent, the amount and currency, and the purpose of the

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commission or fee.

A2. Commencement, Completion, Modification and Termination of Contract

2.1. Effectiveness of Contract

This Contract shall come into force and effect on the date (the “Effective Date”) of NPPF’s notice to the Bidder instructing the Bidder to begin carrying out the services. This notice shall confirm that the effectiveness conditions, if any, listed in the SC have been met.

2.2. Commencement of Services

The Bidder shall begin carrying out the services not later than the number of days after the effective date specified in the SC.

2.3. Expiration of Contract

Unless terminated earlier pursuant to Clause GC 2.6 hereof, this Contract shall expire at the end of such time period after the effective date as is specified in the SC.

2.4. Modifications or Variations

Any modification or variation of the terms and conditions of this Contract, including any modification or variation of the scope of services, may only be made by written agreement between the Parties. However, each Party shall give due consideration to any proposals for modification or variation made by the other Party.

2.5. Force Majeure

2.5.1. Definition For the purposes of this Contract, “Force Majeure” means an event which is beyond the reasonable control of a Party and which makes a Party’s performance of its obligations under the Contract impossible or so impractical as to be considered impossible under the circumstances.

2.5.2. No Breach of Contract

The failure of a Party to fulfill any of its obligations under the Contract shall not be considered to be a breach of, or default under, this Contract insofar as such inability arises from an event of Force Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions, due care and reasonable alternative measures in order to carry out the terms and conditions of this Contract, and (b) has informed the other Party as soon as possible

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about the occurrence of such an event.

2.5.3. Extension of Time

Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.

2.5.4. Payments During the period of its inability to perform the Services as a result of an event of Force Majeure, the Bidder shall be entitled to continue to be paid under the terms of this Contract, as well as to be reimbursed for additional costs reasonably and necessarily incurred by it during such period for the purposes of the Services and in reactivating the Service after the end of such period.

2.6. Termination

2.6.1. By the Procuring Agency

NPPF may terminate this Contract in case of the occurrence of any of the events specified in paragraphs (a) through (f) of this Clause GC 2.6.1. In such an occurrence NPPF shall give not less than fifteen (15) days written notice of termination to the Bidder, or thirty (30) days in the case of the event referred to in paragraph (e) of this Clause GC 2.6.1.

(a) If the Bidder does not remedy a failure in the performance of its obligations under the Contract within thirty (30) days after being notified or within any further period as NPPF may have subsequently approved in writing.

(b) If the Bidder becomes insolvent or bankrupt.

(c) If the Bidder, in the judgment of NPPF has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.

(d) If, as the result of Force Majeure, the Bidder is unable to perform a material portion of the services for a period of not less than thirty (30) days.

(e) If NPPF, in its sole discretion and for any reason whatsoever, decides to terminate this Contract.

(f) If the Bidder fails to comply with any final decision reached as a result of arbitration proceedings pursuant to Clause GC 8 hereof.

2.6.2. By the Bidder

The Bidder may terminate this Contract, by not less than fifteen (15) days written notice to NPPF, such notice to be given after the

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occurrence of any of the events specified in paragraphs (a) through (c) of this Clause GC 2.6.2:

(a) If NPPF fails to pay any money due to the Bidder pursuant to this Contract and not subject to dispute pursuant to Clause GC 8 hereof within forty-five (45) days after receiving written notice from the Bidder that such payment is overdue.

(b) If, as a result of Force Majeure, the Bidder is unable to perform a material portion of the Services for a period of not less than thirty (30) days.

(c) If NPPF fails to comply with any final decision reached as a result of arbitration pursuant to Clause GC 8 hereof.

2.6.3. Payment upon Termination

Upon termination of this Contract pursuant to Clauses GC 2.6.1 or GC 2.6.2, NPPF shall make the following payments to the Bidder:

(a) payment pursuant to Clause GC 6 for services satisfactorily performed prior to the effective date of termination;

(b) except in the case of termination pursuant to paragraphs (a) through (c) and (f) of Clause GC 2.6.1, reimbursement of any reasonable cost incident to the prompt and orderly termination of the Contract, including the cost of the return travel of the personnel and their eligible dependents.

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A3. Obligations of the Bidder

3.1. General

3.1.1. Standard of Performance The Bidder shall perform the services and carry out its obligations

hereunder with all due diligence, efficiency and economy, in accordance with generally accepted professional standards and practices, and shall observe sound management practices, and employ appropriate technology and safe and effective equipment, machinery, materials and methods. The Bidder shall always act, in respect of any matter relating to this Contract or to the services, as faithful adviser to NPPF, and shall at all times support and safeguard NPPF’s legitimate interests in any dealings with Sub-contractor or third Parties.

3.2. Conflict of Interests The Bidder shall hold NPPF’s interests paramount, without any

consideration for future work, and strictly avoid conflicts with other assignments or its own corporate interests.

3.2.1. Bidder Not to Benefit from Commissions, Discounts, etc.

The payment of the Bidder pursuant to Clause GC 6 shall constitute the Bidder’s only payment in connection with this Contract or the services, and the Bidder shall not accept for its own benefit any trade commission, discount or similar payment in connection with activities pursuant to this Contract or to the services or in the discharge of its obligations under the Contract, and the Bidder shall use its best efforts to ensure that the personnel, any Sub-contractors, and agents of either of them similarly shall not receive any such additional payment.

3.2.2. Bidder and Affiliates Not to be Otherwise Interested in Project

The Bidder agrees that, during the term of this Contract and after its termination, the Bidder and any entity affiliated with the Bidder, as well as any Sub-contractors and any entity affiliated with such Sub-contractors, shall be disqualified from providing goods, works or services resulting from or directly related to the Bidder’s services for the preparation or installation of the project.

3.2.3. Prohibition of Conflicting Activities The Bidder shall not engage, and shall cause its personnel as well

as its Sub-contractors and their personnel not to engage, either directly or indirectly, in any business or professional activities which shall come into conflict with the activities assigned to them

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under this Contract.

3.3. Confidentiality Except with the prior written consent of NPPF, the Bidder and the personnel shall not at any time communicate or divulge to any person or entity any confidential information acquired in the course of the services, nor shall the Bidder and the personnel make public the recommendations formulated in the course of, or as a result of, the services.

3.4. Insurance to be Taken Out by the Bidder

The Bidder (a) shall take out and maintain, and shall cause any Sub-contractors to take out and maintain, at their (or the Sub-contractors’, as the case may be) own cost but on terms and conditions approved by NPPF, insurance against the risks, and for the coverage, as shall be specified in the SC; and (b) at NPPF’s request, shall provide evidence to NPPF showing that such insurance has been taken out and maintained and that the current premiums have been paid.

3.5. Bidder’s Actions Requiring Procuring Agency’s Prior Approval

The Bidder shall obtain NPPF’s prior approval in writing before taking any of the following actions:

(a) entering into a subcontract for the performance of any part of the services;

(b) appointing such members of the personnel not listed by name in RFP response: and

(c) any other action that may be specified in the SC.

3.7. Documents Prepared by the Bidder to be the Property of the Procuring Agency

(a) All plans, drawings, specifications, designs, reports, other documents delivered by the Bidder under this Contract shall become and remain the property of NPPF, and the Bidder shall, not later than upon termination or expiration of this Contract, deliver all such documents to NPPF, together with a detailed inventory thereof.

(b) The Bidder may retain a copy of such documents. Restrictions about the future use of these documents, if any, shall be specified in the SC.

3.8. Accounting, The Bidder:

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Inspection and Auditing

(a) Shall keep accurate and systematic accounts and records in respect of the services hereunder, in accordance with internationally accepted accounting principles and in such form and detail as will clearly identify all relevant time charges and costs, and the bases thereof, and

(b) Shall periodically permit NPPF or its designated representative, for a period of up to five years from the expiration or termination of this Contract, to inspect the same and make copies thereof as well as to have them audited by auditors, if so required by NPPF.

A4. BIDDER’S PERSONNEL

4.1. Description of Personnel

The Bidder shall employ and provide such qualified and experienced Personnel and Sub-contractors if any as are required to carry out the services. The titles agreed job descriptions, minimum qualifications and estimated periods of engagement in the carrying out of the services of the Bidder’s key personnel are described in Annexure. The key personnel and Sub-contractors listed by title as well as by name in Annexure of the RFP are hereby approved by NPPF.

4.2. Removal and/or Replacement of Personnel

(a) Except as NPPF may otherwise agree, no changes shall be made in the key personnel. If, for any reason beyond the reasonable control of the Bidder, such as retirement, death, medical incapacity, among others, it becomes necessary to replace any of the key personnel, the Bidder shall provide as a replacement a person of equivalent or better qualifications.

(b) If NPPF (i) finds that any of the personnel have committed serious misconduct or have been charged with having committed a criminal action, or (ii) has reasonable cause to be dissatisfied with the performance of any of the personnel, then the Bidder shall, at NPPF’s written request specifying the grounds thereof, provide as a replacement a person with qualifications and experience acceptable to NPPF.

(c) The Bidder shall have no claim for additional costs arising out of or incidental to any removal and/or replacement of personnel.

A5. Obligations of NPPF

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5.1. Assistance and Exemptions

NPPF shall use its best efforts to ensure that the Government shall provide the Bidder such assistance and exemptions as are specified in the SC.

5.2. Change in the Applicable Laws of Bhutan Related to Taxes and Duties

If, after the date of this Contract, there is any change in the Applicable Laws of Bhutan with respect to taxes and duties which increases or decreases the cost incurred by the Bidder in performing the services, then the remuneration and reimbursable expenses otherwise payable to the Bidder under this Contract shall be increased or decreased accordingly by agreement between the Parties, and corresponding adjustments shall be made to the amounts referred to in Clauses GC 6.2 (a) or (b), as the case may be.

5.3. Services, Facilities and Property

(a) NPPF shall make available free of charge to the Bidder the services, facilities based on mutual discussion.

A6. Payments to the Bidder

6.1. Lump-Sum Payment

The total payment due to the Bidder shall not exceed the contract price which is an all-inclusive fixed lump-sum covering all costs required to carry out the services described in RFP and the financial bill of material.

6.2. Contract Price

(a) The price payable in local currency is set forth in the SC.

6.3. Payment for Additional Services

For the purpose of determining the remuneration due for additional services as may be agreed under Clause 2.4.

6.4. Terms and Conditions of Payment

Payments will be made to the account(s) of the Bidder and according to the payment schedule stated in the Special Conditions. Any other payment shall be made after the conditions listed in the SC for such payment have been met, and the Bidder has submitted an invoice to NPPF specifying the amount due.

6.5. Interest on Delayed Payments

If NPPF has delayed payments beyond fifteen (30) days after the due date stated in the Clause SC 6.4, interest shall be paid to the Bidder for each day of delay at the rate stated in the SC.

6.6. Liquidity Damage

if the Bidder fails to complete the -the works within the time agreed for completion, for reasons other than the factor under clause Force Majeure, NPPF shall have the right to collect from the Bidder

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liquidated damages equivalent to 1% of the contract value for delay of each week or part thereof to a maximum of 10 weeks. Delay beyond 10 weeks may result in termination of the Contract and the work shall be awarded to another contractor at the cost of the Bidder for any differential amount to complete the project.

A7. Good Faith

7.1. Good Faith The Parties undertake to act in good faith with respect to each other’s rights under this Contract and to adopt all reasonable measures to ensure the realization of the objectives of this Contract.

A8. Settlement Of Disputes

8.1. Amicable Settlement

The Parties agree that the avoidance or early resolution of disputes is crucial for a smooth execution of the Contract and the success of the assignment. The Parties shall use their best efforts to settle amicably all disputes arising out of or in connection with this Contract or its interpretation.

8.2. Dispute Resolution

Any dispute between the Parties as to matters arising pursuant to this Contract that cannot be settled amicably within thirty (30) days after receipt by one Party of the other Party’s request for such amicable settlement may be submitted to the competent court in the Kingdom of Bhutan for adjudication and the court’s verdict shall be final and binding on both parties.

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B. Special Conditions of Contract

Number of GC Clause

Amendments of, and Supplements to, Clauses in the General Conditions of Contract

1.4 The addresses are:

The Procuring Agency:

Address: National Pension and Provident Fund

Address: Chubachu

City: Thimphu, Bhutan

Attention: Chief Executive Officer

Email: [email protected]

Contact Number: +975-2-324140

Bidder:

Address:

City:

Attention:

Email:

Contact Number:

1.7 The Authorized Representatives are:

For the Procuring Agency:

Name: Mr. Dungtu Drukpa

Designation: CEO

Contact Number: +975 -2-324140

Email: [email protected]

For the: Bidder

Name:

Designation:

Contact Number:

Email:

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mailto:[email protected]


1.8 (i) Taxes and Duties to be paid:

The taxes & other levies payable under the laws and rules of the Royal Government of Bhutan shall be Paid/Borne by the Bidder to the agency concerned.

2.2 The number of days after the effective date for commencement of services shall be from the date of PO.

2.3 The time period shall be: Go-live period will be 5 months from the date of signing the contract and post stabilization support and service period will be 60 months.

3.4 The risks and the coverage shall be as follows:

The bidder shall be solely responsible for insurance of vehicles, equipment, personnel deployed and employed by the bidder for the execution of the contract at their own cost, in respect to such personnel, any such life, health, accident, travel or other insurance as may be appropriate.

3.7 (b) The Bidder shall not use these documents and software for purposes unrelated to this Contract without the prior written approval of NPPF.

6.2(a) The amount in foreign currency or currencies is: As indicated in financial bill of material.

6.2(b) The amount in Ngultrum is: As indicated in financial bill of material.

6.4 As per Section 10.33 of the RFP.

C. The actual payment as per the milestone will be made based as a percentage:

A. IT Hardware Payment Terms

a. Cost of Hardware:

I. Advance payment of not more than 10% of the contract value after submission of the performance guarantee.

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II. 40% of the delivered hardware cost payable after delivery and acceptance by NPPF.

III. 20% of the hardware cost payable only on successful completion of installation and Testing of DC-DR solution.

IV. 20% of the hardware cost payable after Go-live on production environment.

V. 10% of the cost payable on completion of ONE month Go-live and sign off by NPPF.

b. ATS & AMC Cost of Hardware:

I. ATS & AMC cost for Hardware will be paid quarterly.

II. ATS/AMC documents for in-scope software and hardware from the OEM for service and support has to be provided to NPPF. Payment will be made on submission of these documents.

c. Installation Charges of Hardware:

I. 100% Installation cost will be paid within 30 days of successful installation, sign off and acceptance by NPPF.

d. Training Payment Terms:

I. 100% training cost will be paid within 30 days of successful completion of training and acceptance by NPPF.

e. Retention Money

I. NPPF shall deduct 10% from every running bill due to the bidder.

Bidder shall factor all costs including on-site deployment, project management, SLA adherence, etc. while quoting in the financial bill of material.

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------------------------------------------- End of Document --------------------------------------

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