Embed Size (px)
Citation preview
Page 1 of 80
Request for Proposal (RFP)
For
Development, Delivery and Maintenance of Web Based Application Software
for ICSI (STIMULATE)
Important Date & Information
1 RFP Publish Date November 08, 2018.
2 Last date and time for Sending
Pre-Bid Queries in writing
November 19, 2018 by 2:00 PM.
All queries has to be send at
3 Cost of RFP Rs.590/- (Rs.500 + 18% GST)
(Rupees Five Hundred and Ninety Only)
4 Earnest Money Deposit Rs. 1.80 Lakhs (Rupees One Lakh Eighty
Thousand Only)
5 Pre-Bid Meeting date, time &
venue
November 26, 2018 11:30 AM.
Venue : ICSI House,
C – 36, Sector 62,
Noida – 201309
6 Bid Validity 180 days from the date of
submission of bids
7 Last Date of Submission of Bids November 30, 2018 by 02:00 pm
8 Address for submission of Bids The Institute of Company Secretaries
of India, ICSI House, C – 36,
(5th Floor: Tender Box),
Sector – 62,
Noida – 201309
9 Date, time & Venue of opening
of Technical Bids.
November 30, 2018 at 03.30 PM
Address as above.
10 Date and time of opening of
commercial bids.
Will be intimated in due course to
technically short listed bidders only
11 Contact details Dr. Nikhat Khan, Director (IT),
ICSI,
0120-408 2019 Email Id:
All pre-bid queries has to be send at
12 Institute Website www.icsi.edu
Page 2 of 80
Statement of Confidentiality
The information contained in this RFP Document or subsequently provided to
Bidder(s) whether verbally or in documentary form by or on behalf of Institute of
Company Secretaries of India (hereinafter “ICSI”) or by any of their employees
or advisors, shall be subject to the terms and conditions set out in this RFP
Document and all other terms and conditions subject to which such information is
provided. The purpose of this RFP document is to provide the Bidder(s) with
information to assist the formulation of their proposals. This RFP Document does
not purport to contain all the information each Bidder may require. This RFP
document may not be appropriate for all persons, and it is not possible for the
ICSI, their employees or advisors to consider the investment objectives, financial
situation and particular needs of each Bidder who reads or uses this RFP
document. Each Bidder should conduct its own investigations and analysis and
should check the accuracy, reliability and completeness of the information in this
RFP document and where necessary obtain independent advice from appropriate
sources. ICSI, its employees and advisors make no representation or warranty
and shall incur no liability under any law, statue, rules or regulations as to the
accuracy, reliability or completeness of the RFP document. ICSI may in their
absolute discretion, but without being under any obligation to do so, update,
amend or supplement the information in this RFP Document.
Page 3 of 80
Contents
1. INTRODUCTION .............................................................................................................................................. 4
2. Project Background ........................................................................................................................................ 8
3. SCOPE OF SERVICES ..................................................................................................................................... 16
SCOPE OF WORK IN BRIEF (DETAILS MENTIONED IN ANNEXURES) ............................................... 16
4. High Level Requirement for Application Software ...................................................................................... 22
5. ELIGIBILITY CRITERIA .................................................................................................................................... 27
6. DOCUMENTS ESTABLISHING BIDDER’S ELIGIBILITY: .................................................................................... 29
7. Evaluation of Technical Proposals................................................................................................................ 29
8. GENERAL TERMS & CONDITIONS ................................................................................................................. 30
9. Bid Preparation ............................................................................................................................................ 31
10. Opening of Bids ....................................................................................................................................... 35
11. Bid Evaluation Criteria ............................................................................................................................. 35
Part 1 (Bid Security) ........................................................................................................................ 35
Part 2 (Pre-Qualification criteria) ................................................................................................. 36
12. Award of Contract ................................................................................................................................... 37
13. AMENDMENT OF RFP DOCUMENTS ....................................................................................................... 38
14. Important Information and conditions .................................................................................................... 39
15. Right to Black List: ................................................................................................................................... 43
16. FORCEMAJEURE ....................................................................................................................................... 43
17. Indemnity Clause: .................................................................................................................................... 44
18. Cancellation of Award / Work Order: ...................................................................................................... 44
19. CONFIDENTIALITY .................................................................................................................................... 45
20. ARBITRATION ........................................................................................................................................... 45
21. Jurisdiction:.............................................................................................................................................. 45
Part ‘A’ TECHNICAL BID ......................................................................................................................................... 46
Technical Bid Eligibility Criteria ........................................................................................................................ 47
Technical Evaluation Matrix ............................................................................................................................. 49
Part ‘B’ TENTATIVE COMMERCIAL BID DETAILS ................................................................................................... 51
Annexure I ........................................................................................................................................................ 54
Annexure II ....................................................................................................................................................... 55
Annexure III ...................................................................................................................................................... 59
Annexure IV ...................................................................................................................................................... 60
Annexure V ....................................................................................................................................................... 61
Annexure VI ...................................................................................................................................................... 63
Annexure VII ..................................................................................................................................................... 64
Page 4 of 80
1. INTRODUCTION:
The Institute of Company Secretaries of India (ICSI / Institute) is a statutory body
constituted under an Act of Parliament i.e. the Company Secretaries Act, 1980 for
the regulation and development of the profession of Company Secretaries It is
functioning under the overall administrative jurisdiction of Ministry of Corporate
Affairs, Government of India, and its Headquarters is located at “ICSI House”, 22
Institutional Area, Lodi Road, New Delhi-110 003. ICSI is also having its office at
“ICSI House”, C-36, Sector - 62, Noida, Uttar Pradesh-201309
ICSI invites Request for Proposal (RFP) from interested bidders’ for the
Development, Maintenance and Implementation of an already partial developed
Web Based Application Software. Sealed RFP are invited by the ICSI for “Development, Delivery and Maintenance of Web Based Application
Software for ICSI” for its office at “ICSI House”, C-36, Sector - 62, Noida, Uttar
Pradesh-201309.
DEFINITIONS
i) The “ICSI” means THE INSTITUTE OF COMPANY SECRETARIES OF
INDIA, New Delhi. ii) The “Contract” means Development, Delivery and Maintenance of
Web Based Application Software for ICSI (STIMULATE), which the
bidder is required to provide to the ICSI under the Contract through
this RFP.
iii) “Bidder” or “Tenderer” means the agency/firm that is engaged in the business of Development, Delivery and Maintenance of Web Based
Application Software for ICSI (STIMULATE) and applies in response
to this notice inviting RFP.
iv) “Vendor” mean the successful bidder who is engaged by ICSI to Development, Delivery and Maintenance of Web Based
Application Software for ICSI (STIMULATE) through this RFP process
by entering into the contract with the ICSI. v) The words “Bid”, “RFP”, “Quotation”, “Tender” to be read intra
alia and the words have been used inter-changeably. Therefore the
words may be understood and interpreted correctly as may be best
applicable. vi) The words “Bidder”, “Tenderer” to be read intra alia and the words
have been used inter-changeably. Therefore the words may be
understood and interpreted correctly as may be best applicable.
Page 5 of 80
vii) “Party” means ICSI or Vendor individually and “Parties” shall mean
ICSI and Vendor collectively.
viii) “Letter of Intent” means the communication of the intention of the ICSI
to the vendor for the award of work read with tender documents.
ix) “Work Order” means the order placed by the ICSI to the vendor
signed by the authorized officer of ICSI including all attachments and
appendices thereto and all documents incorporated by reference
therein. Work order along with the Letter of Intent if any and tender
documents and the agreement constitutes the contract.
The terms and conditions governing the RFP are as under:
1. The RFP document can be downloaded from the website of the ICSI
(www.icsi.edu).
2. The RFP document may be obtained during working hours from November 08, 2018 to November 30, 2018 (till 01.00 PM) on all
working days of ICSI-HQ on payment of Rs.590 /- (Rs.500 + 18% GST)
from the Reception Counter of the Institute on cash payment or by submitting a demand draft in favour of “The Institute of Company
Secretaries of India”, payable at New Delhi. The tender document
can also be downloaded from the website of the Institute (www.icsi.edu)
for which bidder would be required to enclose a demand draft of Rs.590/- (Rs.500 + 18% GST) towards the cost of the tender document
along with their quotes, failing which the tender shall be out rightly
rejected. If any discrepancies found in the downloaded version of the
tender, the version of the tender document kept at Purchase cell of the
Institute will be treated as authentic correct.
3. Please Note only Technical Bid needs to be submitted at initial
stage. Commercial Bid will be asked at a later date only from those
bidders who will qualify the technical evaluation process. No
Commercial Bid is to be attached along with the Technical Bid.
4. RFP should be submitted in two different phases. In the First phase, the
bid should be submitted in a sealed cover containing "TECHNICAL
BID" (i.e. only technical details as per the requirements in this RFP along
with literature, pamphlets, drawing etc.). In the Second phase, the bid should be submitted in a sealed cover containing "COMMERCIAL
BID", which will be asked from only those bidders who will qualify the
Technical Evaluation Process.
5. The sealed RFP are to be submitted in prescribed format on Bidder’s
business letter head duly stamped, dated and signed on each page of the
RFP as unconditional acceptance to the terms prescribed by the ICSI
therein. Details/supporting documents wherever applicable, if attached
with the bid should be fully authenticated by the Bidder/s.
Page 6 of 80
6. Earnest Money Deposit (EMD)
i. The Earnest Money Deposit (EMD) of Rs.1.80 Lakhs (Rupees One Lakh
Eighty Thousand only) in the form of Demand Draft/pay order drawn in
favour of “THE INSTITUTE OF COMPANY SECRETARIES OF
INDIA” payable at New Delhi only is to be submitted along with the
bid.
ii. RFPs received without the prescribed Earnest Money Deposit (EMD)
shall not be entertained and shall be rejected summarily.
iii. The EMD of the successful bidder can either be converted as part of the
performance security on request of the bidder or will be refunded after
receipt of Performance Guarantee/Security. In case the selected
bidder/vendor opts to convert the EMD to be part of the performance
security, balance amount towards the performance security will be
recovered from the payable amount to the vendor. The EMD of the
unsuccessful bidders will be refunded without any interest/Bank
commission/collection charges within 30 days after award of the
contract / work order to the successful bidder.
(Note: The bidders having valid registration with NSIC/MSME may avail
exemption from submission of EMD and Cost of Tender but must enclose
valid NSIC / MSME certificate/document in envelope No. 1 instead of
EMD demand draft).
7. The EMDs of the unsuccessful bidders will be refunded without any
interest after completion of tender process. The EMD of the Successful
bidder will be refunded after submission of the Security Deposit/ Bank
Guarantee by the party.
8. The Bidder who was awarded any contract in the past by the Institute but
terminated during the contract period due to unsatisfactory performance
will not be eligible /considered to participate in this tender. Also a
bidder who was awarded any contract earlier but refused to continue the
contract/refused to sign the agreement as given by the Institute will not
be eligible to participate in this tender.
9. Technical Bid containing commercial details will lead to rejection of
Bid without any further notice to the bidder. Bidders shall ensure that
commercial documents are properly filled up and sealed separately as
instructed above. The bidder must ensure that price is not revealed in
any form or by any reason in the technical bid, otherwise bid shall be
rejected without any further notice to the bidder.
Page 7 of 80
10. The ICSI reserves the right to reject or accept any or all bids without
assigning any reasons. If too many bids are received satisfying the basic
pre-requisite criteria, ICSI may apply any criteria for screening the bids
to restrict the list of pre-qualified bidders to any number deemed
suitable by it. ICSI also reserve its right to cancel or withdraw the whole
RFP process at any stage without assigning any reason thereof.
The sealed Request for Proposal duly superscripted, “Development, Delivery
and Maintenance of Web Based Application Software for ICSI
(STIMULATE)”, should be addressed by name to the Officiating Secretary, ICSI
and sent at the Institute’s address given below either by registered post/speed
post/or by dropping in the tender box placed at 5th floor of ICSI’s Noida Office &
should reach on or before the due date.
Address:
The Officiating Secretary
The Institute of Company Secretaries of India, ICSI House, C-36, (5th Floor: Tender Box)
Sector 62, Noida,
Uttar Pradesh - 201309.
The ICSI will not be responsible for any postal delays. Bid/Application received
after the stipulated date and time shall not be entertained. Bid/Application
through e-mail is not valid. The ICSI reserves the right to accept or reject any or
all the applications without assigning any reasons, whatsoever.
NOTE: Please note that no separate communication will be sent in this regard. In
the event of due date being a closed holiday or declared holiday for Central
Government Offices, the due date for opening of the bids will be the following
working day at the appointed date, time and venue.
Date: November 08, 2018 (Amit Kumar Ghosal)
DIRECTOR (Purchase)
Page 8 of 80
2. Project Background:
The Institute’s activities have undergone a sea change over the years and its
phenomenal growth in terms of number of stakeholders and activities had
made it absolutely essential to go for a complete transformation of the service
providing mechanism especially the technological interface available with the
users in the Institute as well as with the stakeholders.
It is expected that the new project i.e. Project STIMULATE on its
completion shall bring about major changes in the working of the Institute.
The existing project comprises of various modules. The current status of the
various modules is placed below.
Ite
m
No
Process Name Department
Name Priority Module Requirement
1
Registration Process
/ Registration
Approval
Student
Services
MISC Priority
2
Enhancement (if
required)
2 Pre-Registration Student
Services
MISC Priority
2
Enhancement (if
required)
3 ICLS/US-UK student
registration process
Student
Services
MISC Priority
2
Enhancement (if
required)
4 Cancellation of
Student Registration
Student
Services
MISC Priority
2
Enhancement (if
required)
5
Refund in case of
Rejection of Student
Registration and
others. (All types of
refunds)
Student
Services
MISC Priority
1
Enhancement (if
required)
6 Denovo Request Student
Services
MISC Priority
2
Enhancement (if
required)
7 Extension Process Student
Services
MISC Priority
2
Enhancement (if
required)
8 Switch Over Request Student
Services
MISC Priority
2
Enhancement (if
required)
9 Exemption in case of
Switch Over
Student
Services
MISC Priority
2
Enhancement (if
required)
10 Revert switch over
Process
Student
Services
MISC Priority
2
Enhancement (if
required)
11 Professional
Registration
Student
Services
MISC Priority
2
Enhancement (if
required)
12
Excess-Less Amount -
In Case Of
Registration
Student
Services
MISC Priority
2
Enhancement (if
required)
13 Subject/ Qualification
Based Exemption
Student
Services
MISC Priority
2
Enhancement (if
required)
Page 9 of 80
14
Cancellation of
Subject /
Qualification Based
Exemption
Student
Services
MISC Priority
2
Enhancement (if
required)
15 Enrolment Student
Services
MISC Priority
1
Enhancement (if
required)
16 Study Dispatch Store MISC Priority
1
Enhancement (if
required)
17 eCart Store MISC Priority
1
Enhancement
18 Grievance/Complain
t Grievance
MISC Priority
2
Enhancement (if
required)
19 Corporate
Communication
Corporate
Communicatio
n
MISC Priority
2
Enhancement (if
required)
20 Payment
Reconciliation F&A
MISC Priority
2
Enhancement
21 PG Integration F&A MISC Priority
1
Enhancement
22 Attendance HR MISC Priority
2
Enhancement (if
required)
23 Surveys Miscellaneous MISC Priority
2
Enhancement (if
required)
24 BLOG, Discussion
Forum Miscellaneous
MISC Priority
2
Enhancement (if
required)
25 Other Audit Log (IT) Other MISC Priority
2
Enhancement (if
required)
26 CS- Journal
Subscription
Student
Services
Student
Service
Priority 1
Development &
Maintenance
27 Verification of Marks Exam
MISC Priority
1 Maintenance &
Enhancement
28 Certified Answer
Books Exam
MISC Priority
1 Maintenance &
Enhancement
29 Inspection of Answer
Books Exam
MISC Priority
1 Maintenance &
Enhancement
30
National level
competition-
Animation
Competition
Student
Services
Student
Service
Priority 2
Development &
Maintenance
31 All India Competition Student
Services
Student
Service
Priority 2
Development &
Maintenance
32 Minority scholarship
application
Student
Services
Student
Service
Priority 2
Development &
Maintenance
Page 10 of 80
33 Merit Cum Means
assistance
Student
Services
Student
Service
Priority 2
Development &
Maintenance
34
Re-Registration
Process and Revert
Switch over
Student
Services
Student
Service
Priority 1
Development &
Maintenance
35 Coaching Module Student
Services
Student
Service
Priority 1 Partial Development
36 SEFT - Student
Education Fund Trust
Student
Services
Student
Service
Priority 2
Development &
Maintenance
37 Exemption in case of
Re-Registration
Student
Services
Student
Service
Priority 1
Development &
Maintenance
38
Registration of
student Short Term
Training
Keep short training
module as separate
entity for
development &
maintenance) the
following points need
to be cover under
short term training :-
1. Apply for
Short Term
Training
(Student)
2. Training
Calendar by
RO/Chapter
3. Dependency
of various
training while
making
master of
short term
training.
4. Add training
calendar
5. Faculty and
topic mapping
6. Addressing
/compilation
Training
Training &
Placement Partial Development &
Maintenance
Page 11 of 80
of various
feedback.
7. Attendance of
students /
participants
8. Generation of
completion
certificate
39
Registration of
students in Long term
training,
1) Process of
applying for
long term
training under
PCS,
Companies
and other
entities.
2) Process of
applying 03
months
practical
training
3) Process of
applying
training under
modified
training
structure/swit
chover of the
training
Training
Training &
Placement
Partial Development &
Maintenance
40
Late fees collection
for late intimation
after pursuing
training/ back date
application:
1. List of
documents as
per the
Training
Training &
Placement
Partial Development &
Maintenance
Page 12 of 80
duration/peri
od of late
submission
2. provision to
configure for
applying
training from
backdate
3. Payment
gateway
Approval
authority/process
41
Leave calculation as
per the period of
training
Training
Training &
Placement
Partial Development &
Maintenance
42
Request for
balance/transfer of
training, approval
system
Training
Training &
Placement
Partial Development &
Maintenance
43 Training companies
and PCS Registration Training
Training &
Placement Partial Development &
Maintenance
44
Membership
Application
(Training)
Training
Training &
Placement Development &
Maintenance
45
Process of Exemption
from Training,
exemption fees
collection
Training
Training &
Placement Partial Development &
Maintenance
46
submission of
Quarterly
report(Training)
Evaluation of
quarterly reports
as per grading
systems
Training
Training &
Placement Partial Development &
Maintenance
47
submission of project
report(Training),
Evaluation of
project report as
per grading
system
Training
Training &
Placement Partial Development &
Maintenance
48 submission of
training certificate Training
Training &
Placement Partial Development &
Maintenance
49
Revised training
structure as per
Vision 2022
Training
Training &
Placement Development &
Maintenance
50
Option to have
variation based on
the changes in the
respective
Committee and
Training
Training &
Placement Development &
Maintenance
Page 13 of 80
Council
51 Distribution of
Training Kits Training
Training &
Placement Development &
Maintenance
52 Recognition of Best
Trainer Training
Training &
Placement Development &
Maintenance
53
ACS membership
Registration/Approv
al Process (FORM-A).
Membership Membership Development &
Maintenance
54
FCS Member
Registration/Approv
al process
Membership Membership Development &
Maintenance
55 Restoration process
of ACS member's. Membership
Membership Development &
Maintenance
56 Restoration process
of FCS member's. Membership
Membership Development &
Maintenance
57
CSBF Registration/ Approval Process
(FORM-A) / Updation
of dependent details.
Membership Membership
Development &
Maintenance
58
CSBF Assistance
Process in case of
Medical/Death
process/Intimation of
death claim to
insurance agency
Membership Membership
Development &
Maintenance
59
Licentiate Process –
Registration/Renewal
/Change of address;
Licentiate defaulter
process; cancellation
of Licentiate
Membership Membership
Development &
Maintenance
60
Corporate
Compliance
Executive (CCE)
Certificate.
Membership Membership
Development &
Maintenance
61 Election's Candidate
list Membership
MISC Priority
2
Development &
Maintenance
62
Firm management
(Individual,
Proprietorship,
Partnership);
Reconstitution/Conve
rsion/Dissolution of
firm/Change of firm
name/Change of firm
address/Branch
Office/LLP name
approval
Membership Membership
Development &
Maintenance
Page 14 of 80
63
COP - Issue /
Renewal/
Restoration/Cancella
tion Process (FORM-
D)/COP Defaulter
process.
Membership Membership
Development &
Maintenance
64
Evaluation process
for Best Chapter
Award & Best
Regional Council
Award
Coordination Coordination
Development &
Maintenance
65 Compilation of ICSI
Directory Coordination
Coordination Development &
Maintenance
66 Placement Feature Training &
Placement
Training &
Placement
Partial Development &
Maintenance
67 Peer Review PD, PP &
Studies Membership Development &
Maintenance
68 Member-Transcript Membership Membership Development &
Maintenance
69 Convocation RO Chapter
MISC Priority
1
Development &
Maintenance
70 Event / Seminar for
RO/HO/Convocation RO Chapter
MISC Priority
1
Development &
Maintenance
71 HR Conclave RO Chapter
MISC Priority
2
Development &
Maintenance
72 Recruitment HR
MISC Priority
1
Development &
Maintenance
73
E-procurement,
Management of
contract and
Purchase and Asset
Management
Purchase
MISC Priority
2
Development &
Maintenance
74 Chat Miscellaneous
MISC Priority
2
Development &
Maintenance
75
Enrolment Process –
provision to create
zones for selected
centres/cities and
display the areas
covered in zone,
choose to select area
in the order of
preference,
provision to shift
candidates from one
zone to other zone.
Student
Services
Student
Service
Priority 1
Development &
Maintenance
Page 15 of 80
Randomization of
existing roll number
process.
76
Offline Payment
Collection System
F&A MISC Priority
2
Development &
Maintenance
77
R/O Chapter Module
(Corporate
Membership)
RO Chapter
MISC Priority
1
Development &
Maintenance
78
Dynamic Reports and
Dashboard for all
Modules
All Modules
MISC Priority
1
Development &
Maintenance
79
Configurable GST
Component
All Modules
except few
like CSBF and
CCEC etc.
Training &
Placement
Development &
Maintenance
80 Quality Review
PD, PP &
Studies
MISC Priority
1
Development &
Maintenance
81 Program Credit Hour
Module
PD, PP &
Studies
MISC Priority
1
Development &
Maintenance
82
Professional
Development
Programmes
PD, PP &
Studies
MISC Priority
1
Development &
Maintenance
Page 16 of 80
3. SCOPE OF SERVICES
SCOPE OF WORK IN BRIEF (DETAILS MENTIONED IN ANNEXURES)
The selected Organization shall be developing a Software Solution for the
Modules which are either partially developed or not developed. The Software
solution shall be based on User’s requirements and has to be integrated with-
in the existing Software application or it may be a product based which can be
integrated with existing application of ICSI.
Broad scope of the project but not limited to is as follows:
1. The Software application / Online Portal should be based on the
software used in the existing application (MS.Net as Frontend and
MSSQL as backend) with no additional license cost and unlimited logins
or any product based which could be integrated with the existing
system.
2. The Bidder can further develop/modify the Software Web Application
based on the architecture of the existing system, so that existing design
and functionalities of every module should be uniform as a whole. Each
functionality developed by the Bidder should be Service dependent.
The application should be flexible enough to have limited impact
changes throughout the layers of the application. The architecture must
demonstrate loose coupling across layers, and must list flexibility
constraints, if any.
3. Modules for stakeholders like Student Services, Training, Licentiate,
Membership, Placement, Sale of Material, Regional Offices/ Chapter
office Program Management / Seminars & Trainings, Financial
Management (only of fees received) / Reconciliation for individual
offices of fees received from stakeholders etc. may be integrated in a
single web application. It should be totally configurable. The control
could rest with the administrator for enabling the functionality of
Privileges to pay fees with / without login.
4. All the history / existing data of the Institute should migrate in the new
system. There should not be any history / existing data loss.
5. Support & Migration of data during a parallel run: At the time of
Production Deployment both applications (Existing and New) will run
parallel for a certain time period for smooth Functionality Testing. After
successful verification and approval the existing application will be
sunset and the data entered during the pilot run will also have to be
migrated to New System.
Page 17 of 80
6. Provision for all entitlements / privileges for all types of Profiles like as
End Users, Super Users, IT Users, IT Administrators, DB Administrator
and Super Administrator with password assistance through SMS and
email. Role based access and authorization of various modules.
7. Report Requirement
a. The Application should contain a Dashboard of tailor made MIS
pages which shows output in the form of maps, charts with threshold
limits.
b. There should be dynamic report generation / analysis feature within
the web application. User should be able to select required columns,
filtration, sorting at runtime for any module according to their
access. The template can be saved for future use also.
c. Authoring and Maintaining templates for Email / SMS for each
trigger (action against any updation). The Institute has already hired
a Bulk SMS and Bulk Mailing System / facility from third party
bidder, which is to be integrated by the bidder for this purpose.
Further this is informed that the bidder for Bulk SMS and Bulk
Mailing systems of the Institute may change in future. In view of the
same the bidder has to design and develop the system such that it
may cater to the change of the system of new form with few
configurations here and there which may be documented and
provided to the Institute.
8. The Application should pass OWASP Top10 security check certificate to
stop hacking attempts before going LIVE. A CERT-In empanelled
auditor must certify that the application is found to be free of all OWASP
Top 10 vulnerabilities. Managing security of the new system from all
type of external attacks (like hacking, SQL Injection, Cross Side
Scripting, Denial of Service Attack etc.).
9. The bidder will be responsible for maintaining and managing the
performance and real time display of the hardware / software system
developed and implemented by them by configuring and optimizing
Operating system, Database optimization and log management /
shipping for DR and backup, SSL, software updates / patches, minor
updations etc. of the Production Environment during the contract
period.
10. The Weekly analysis report on traffic / data profiling needs to available
to the Institute on real time basis at no additional cost.
Page 18 of 80
11. Bidder will be responsible for providing User Training, User Manuals
for all types of users (including Administrator role) and Technical
Documents. (Softcopy should be digitally signed by project manager of
the bidder).
12. Managing the staging and development environment of Software
Application at ICSI data centre (Noida) for each and every release
starting from day one of the development.
13. Developing / Providing generic solution to cater to the following
functionalities:
a. Third party providers’ i.e. multiple Payment Gateway (with /
without login i.e. Quick Payment), SMS and Email.
b. Implementation of GST / other Taxes in services whenever
applicable.
c. Adding / Hiding fields in forms / reports.
d. Dashboard
14. The solution should be scalable and published / accessible without
distortion across the latest three versions / types of browser
(IE/Chrome/Mozilla/Safari etc). The home page should have flash
animation with configurable contents from image repository / database.
15. The site should be tested against a peak load of One lakh users /
transactions on half yearly basis and certified documentation of such
test to be provided during the maintenance phase.
16. Dashboards: Use of extensive dashboards to represent the journey of
the stakeholders in the form of maps, charts, threshold limits. Individual
information showed in different colors in one screen from Foundation to
membership with all payments, complaints, study dispatch, everything,
analysis of movement of student from one stage to another.
17. User management / Role profiling: Robust login system/ Secure Log-in
allowing stakeholders to access the system as per their roles /
authorization thereby having retrieve & reset password facility on email
/ SMS.
18. Secure Online Payment: Payment of fees with or without login for the
existing Student/Member with features such as:
a. Dynamic Integration with different payment gateways
b. Dynamic Integration with different Bank Challan options
Page 19 of 80
c. Dynamic Fee master creation as per accounting standards.
d. Dynamic Integration of GST / Taxes with any service.
e. Reconciliation of PG data with bank data on the basis of fee
master GL code
The Payment Gateway shall cater to multiple accounts of all offices of
ICSI.
19. Provision to cater offline fee payments like Cheque, Demand draft,
Cash, Postal orders into multiple accounts spread over offices of ICSI
and exception handling
20. Financial reconciliation: Automation of reconciliation with periodic
Reports for online and offline payment transactions through various
payment gateways, cheque, demand draft, cash, postal orders etc. into
multiple accounts spread over offices of ICSI.
21. The application should be configurable enough to visible / enable
certain features / functionalities. Like as Birthday Greetings, various
services pertaining to Training & Membership Modules,
HQ/RO/Chapters Events etc. through control panel with start and end
date with proper authorization.
22. On demand scaling options – The firm shall be responsible for
integrating Load Balancer for the new Software Application. Two
application servers will be provided by the ICSI in the start and the
application system should be scalable to add more.
23. The bidder has to propose a solution wherein the entire system
(including the existing application) can also be hosted on cloud. The
required configuration details must be submitted by the Bidder as a
part of Technical Bid. The ICSI reserves the right to opt for option point
22 or 23.
24. The application should perform consistently during the peak period.
Like as Exam Enrolment, Subsequent registration in next Level after
declaration of results, Student’s Training Application, Membership
Request etc.
25. All pages should customize itself to Mobile (compatible with the iOS,
Android, Windows). Considering existing system also.
Page 20 of 80
26. Help (Animated Guided tour with screen demo on how to use portal
with existing services and new services, New Users, New Features,
Customization of page, Online Validation).
27. The Software application / SQL should maintain logs and keep a record
of events for later verification with search features for readable output.
The database should be in Normalized form with proper indexing and
exception handling.
28. The application is expected to allow business users to design and
generate reports on the fly for overall application. Bidder to propose a
mechanism and detail how the proposed application will address the
needs of ad-hoc reports.
29. Workflow : The application should preferably have the capability to
develop Pictorial Workflow as Multiple departments during life cycle of
the stakeholder – Student – (Foundation, Executive, Professional),
Training (Trainee, Trainer), Membership (CSBF, Placement)
30. The proposed application should use Social Media and user moderated
Discussion Boards. The bidder is to propose how interaction with Social
Media can benefit the application. Preferably Integration with Face
book, Twitter etc.
31. The software application / processes have to run / interact with
stakeholders without or minimal human intervention. To achieve the
same all validation controls has to be imbibed in the software with
provision to configure the rules.(e.g. City University, State, Country
validation,(if Other then adding in the master after approval), cross
validation of city/ pin code/ chapter of ICSI)( candidates will be shown
the options they deserve)
32. The new Software Application should be able to communicate with the
Institute’s Sharepoint site for fetching / placing some files (images /
documents) and processed afterwards. The firm should maintain a
separate file server as a document repository (for both Students and
Members related data) and shall hold the responsibility of data
migration to this repository. The application should be able to handle
the Workflow of different modules functionality of the new/existing
application.
33. The software application should be designed in such a manner so that it
would cater below listed Strategic Action Points:
Page 21 of 80
a. Live chat tool before and after login.
b. Integrating existing grievance / call center
c. Feedback monitoring with reminders (SMS/Email) based on
rules for e.g. standard tasks are expected on monthly / weekly
basis.
34. The system should be open to be integrated with any third party
application in future.
35. Implementation of Digital signature in documents wherever required.
For eg.: Some forms like ACS membership, COP request etc. required
digital signature before uploading and validation.
36. The system should be able to link with existing and new Files server
where contents like Photos, Certificate copy is present.
37. ERP / DMS would lay the basic platform for financial & inventory
handling and the module under reference could be developed over the
ERP OR the module could also be developed as an independent entity.
The new system should be able to integrate the stock positions of the
publication/items with ERP stock position so that E-Cart users can view
the stock position on real time basis. Facility of 'Flash' to be provided as
a dashboard notification for any publication/items which reaches buffer
stock on real time basis in the e-Cart system. Scheme for prime
members on ICSI e-cart.
38. The solution should be up and running within the time period specified
by the bidder in the Technical Bid. In case any extension is required
bidder should come with genuine reason or else penalty will be levied.
39. Any software (except for the e-Procurement solution), hardware, data,
awards, certificates, patent, etc. shall be absolute property of ICSI.
Bidder will transfer to ICSI all Intellectual Property Rights in the
Software developed (except for the e-Procurement solution). The
Bidder shall relinquish to ICSI source code of the developed portal
(except for the e-Procurement solution) within fifteen (15) days from the
date of acceptance of the system. The source code supplied to ICSI shall
at all times be a complete, accurate, and up-to-date copy
corresponding exactly to the current production release of the software.
Copyright, IPR and source code of e-Procurement solution won’t be
transferred or handed over to ICSI.
Page 22 of 80
4. High Level Requirement for Application Software
Common features of application:
My Account Feature for all Stakeholders with all history of
transactions / stages and popup alerts for pending
MIS of all Entities / transactions
Desktop & SMS & Email alerts for failure of any process, database,
threshold limit, crash of system for Admin User.
Privacy Options from open search
The Institute is divided in various verticals at the head office level and has
a three tier organizational structure. The verticals provide services to
stakeholders who are students and members. The life cycle of the student
and members is managed on the following lines:
Students:
1. Registration – Reconciliation of fees with banks and booking in
designated heads, Scholarship Schemes (through Trust and directly)
and its management, Re-registration (after 10 years), National Level
Student Competitions and its Management, Provision for visibility of
Advertisements / Announcements on Student Accounts.
2. Post Registration – Verification, Certified copies, Financial
Reconciliation including management of Credit Balances and its
utilization.
3. Student Education Fund Trust from application to refund Mechanism
which shall synchronize with the registration module and meritorious
student’s scholarship management mechanism.
4. Registration of Students for Classroom Coaching at ROs/Chapters with
respective fees (Coaching Fees may vary for different locations).
Student should be able to choose the locations. Tracking feature of
daily completion of classes. Classroom test by OT Classes. Visibility of
marks to Students.
5. Bonafide Certificate to be issued to the students.
6. Provisional Registration
7. Do not disturb facility for Students
8. Software to handle various Projects like Study Centres, Signature
award, CS Olympiad, Giri Sagar, Shaheed Ki Beti, Student Month,
various Contests for students etc.
9. Registration/ Enrollment for CS Executive Entrance Test and linking the
result with registration to Executive Programme. Registration process
will be linked to CSEET or Exemptions or marks in other examinations.
10. Rejection Process for Examination Enrollment.
Page 23 of 80
11. Pre examination should be link SMASH enrolment data –reports. Data
of the online test and Coaching in ICSI offices to be integrated with the
new system.
12. Modification in the enrolment form – at the admin & student level (both
side).
13. Tentative enrolment data report in access format (as per the
requirement).
14. Modification in exemption cancellation process.
15. Process for extracting the Exemption data.
16. Enrolment reports:
Generation of following report with the attendance sheet:
16.1 Centre wise / stage wise enrolment application summary
16.2 Roll No. range stage wise with margin
16.3 Roll no. range actually allotted for each center of Hindi
candidates
16.4 Roll no. range actually allotted for each center of English
candidates
16.5 Centre wise provision for seating arrangements
16.6 List of staff & their wards who have been enrolled for
examination
17. Center wise Tentative Report.
18. Center wise Tentative Report Optional subject wise.
19. Roll number generation for single case & roll number generation
accordingly within the range of the center.
20. Process for Verification of Qualification and Issue of Transcripts.
21. Miscellaneous changes due to amendments in Regulations (change in
cut-off dates for registration, CS Executive Entrance Test, Pre-Exam
Test, discontinuation of CS Foundation Programme, etc.).
22. Report Module for generating reports on Registration, Enrollment,
Exemption, Switchover, etc. for regular MIS / Factbook, etc.
23. Request for Verification of Qualification and Issue of Transcripts etc
facility shall be come online... (Including for outside India students as
well).
24. Initiated payment status should have date and time which is not
showing in the current portal.
25. If feasible transaction Fail alerts to be sent to students.
26. Online refund status checking facility for students.
Page 24 of 80
Class room Coaching:
1. Registration of Students for Classroom Coaching at ROs/Chapters with
respective fees (Coaching Fees may vary for different locations).
Student should be able to choose the locations.
a) Option to be provided for paying the fees for coaching
b) Option for indicating location preference but fees registration for
classes at later stage
2. Module to handle coaching class:
Data should be inputted from respective Chapters/RO on following:
a) Student paying fees only at Chapter & RO: Student name & registration
no--- system should link it with the already registered student
b) Faculty Details
c) Daily Update on conduct of Class
d) Students’ performance data on various tests, conducted at Chapter &
RO
3. Coaching Module including facility for payment of fees directly to the
respective ROs/ Chapters by the Students.
Career Awareness:
The ICSI Counsellors register through the SMASH portal, and there are two
requirements:
1. Activation of Unique Counsellor Code on the Online Student
Registration Form, so that the students registered by Counsellors
would reflect on the Counsellor’s account and can be monitored by
for processing claims for them.
2. Allowing ICSI Counsellor Applicants to edit their online
applications.
3. Mapping districts with only 4 Regions instead of Chapters/RO as the
approving authority is only with 4 Regional Coordinators.
Creating a platform on Counsellor Account for linking the CAPs conducted
by them with the Students Registered by them as per new Career
Counsellor Guidelines.
Page 25 of 80
Training:
1. Training – Pre Training Requirements, Different type of training from
onsite to company based training with periodic review, Different
syllabus, structure run in parallel. Financial & training data
reconciliation at different sites / offices, registration of all stakeholders
i.e. students, members, corporate, Exemptions, Shifting from one firms,
company / trainer to another and training completion & certification,
training placement management PDP Credit hours, Training
Dashboard, Placement Dashboard.
Members:
1. Licentiate – Registration, welcome, Annual Fees to maintain
Licentiateship and certification, Defaulter, validation Placement.
2. Membership – Pre validation, welcome, Entrance and thereafter
Annual Fee and other related fees, defaulter, re-registration /
restoration, certification like ACS, FCS, COP, firms, LLP CSBF Fund
Management, peer review, journal, elections, convocation, transcript,
verification, Change of address, Change of name, LLP name approval,
Issue of Duplicate certificate, Issue of identity card/duplicate identity
card, Non receipt of monthly CS journal, List of Members 8.
Incorporation of GST component in all the membership fee except
CCEC fee, placement management for members & corporate, campus
placement & HR conclave, PCH credit hours, ID card issue.
3. Seamless Synchronization of Student Data, Examination & Training
history (with all the supporting documents) with the Membership Data.
All stakeholders (Students / Members / Others):
1. Online Recruitment Management Module configurable for Employees
Recruitment / Student / Member Placement.
2. Implementation of GST for all services like Membership fees, Events
fees, E-Cart items, etc.
3. MIS (including Fact Book, All Statistical Reports relating to Registration,
Coaching ,Examination Enrollment, Training, Membership etc.) and
Report Analysis.
4. Financials – Fees received at 70 offices, online, challan to be
reconciled at local level and head office level. Ledger for individual
maintained, MIS and analysis
5. Seminar Handling with delegate registration, Calendar of event, Event
registration, Fiscal and Faculty Management, Event Configuration with
Payment Gateway for all 70 offices with online Payment reconciliation
facility.
Page 26 of 80
6. Configurable Task Management functionalities with reminder.
7. Integration with the repository of document/Knowledge repository
system.
Kindly refer detailed scope in Annexure I, Annexure II, Annexure III,
Annexure IV, Annexure V, Annexure VI, Annexure VII.
Page 27 of 80
5. ELIGIBILITY CRITERIA
The following are the conditions, which are to be necessarily fulfilled, to be
eligible for technical evaluation of the proposed solution:
Sl.
No.
Criteria Documents/ Information
to be provided in the
submitted proposal
1 The bidder must be incorporated and
registered in India under the Indian
Companies Act 1956 or 2013 and should
have been operating in India
Certificate of Incorporation /
Copy of Registration
Certificate (s)
2 The bidder must be a profit making
company since the last three financial years:
(2016 – 2017, 2015 – 2016, 2014 – 2015)
Audited P&L statement and
Balance sheet of all the three
years i.e. 2016 – 2017,
2015 – 2016, 2014 – 2015.
3 Bidder should have average annual turnover
of minimum Rs. 10 Crores in the last three
preceding financial years (2016 – 2017, 2015
– 2016, 2014 – 2015) in Software
Development area.
Audited P&L statement and
Balance sheet of all the three
years i.e. 2016 – 2017, 2015
– 2016, 2014 – 2015.
4. The bidder should own the copyright of the
source code of the solution. The bidder
should be able to make changes as and
when required in any of the components of
the software/source code being utilized for
the purpose throughout the term of
Agreement with ICSI.
Declaration from Authorized
Signatory is required
5. The bidder should have on his pay roll
minimum 50 employees for the proper
execution of the contract.
Declaration from Authorized
Signatory is required
Page 28 of 80
6. The Bidder must have not been blacklisted
by Central/ State Government Ministry/
Department/ PSU/Government Company.
Bidder must not be under any legal action
for indulging in corrupt practice, fraudulent
practice, coercive practice, undesirable
practice or restrictive practice with any
Indian Central/ State Government
Ministry/Department/ PSU/ Government
Company in last 5 years
Self-declaration from the
bidder in company letter
head, signed by authorized
signatory
7. Bidders should have support office
operational in the Delhi-NCR
Relevant address proof
(Electricity Bill, Rent
Agreement) for the same to
be provided. The same may
be verified by ICSI at any
time
8. Power of Attorney / Board Resolution for
signing the bid, letters etc. on behalf of the
firm.
Power of Attorney to be
provided in favour of the
Authorized signatory.
9. The Bidder must have successfully
completed/ executed at least Three (3)
similar contracts of ERP out of which at least
one in Educational institute
Proof Certificate -
Completion certificate (GO-
Live / Implementation /
Support Completion) with
date and
1. Work order with order
value detailing the scope.
OR
2. Agreement copy defining
the scope & value.
Also provide client
reference detailing Name,
Designation, Phone and
Email ids
10. Bidder must be in possession of valid PAN,
ISO Certificate, GST Certificate, at the time
of bidding.
Documentary proof to be
submitted
Page 29 of 80
6. DOCUMENTS ESTABLISHING BIDDER’S ELIGIBILITY:
The following documents are required to be submitted along with the RFP.
Non-submission of any documents or submission of incomplete, misleading or
false information may render the bidder liable for summarily rejection or
cancellation of its RFP.
1. A copy of Certificate of Incorporation from Registrar of Companies or
constitution document from competent authority in case of foreign
companies signed by the Company Secretary / authorized signatory of
the Bidder Company.
2. Copy of Articles of Association and Memorandum of Association.
3. Audited Annual Financial Statements of the Company for last three
financial years, i.e. Year 2016-17, 2015-16 and 2014-15.
4. Details of Authorized Signatory including attestation of the signatures
of the Authorized Signatory by the company’s bankers or from the
competent authority.
5. Certificate regarding Bidder not being bankrupt/ insolvent from
statutory Chartered Accountant/ Company Secretary of Bidder
Company.
6. Composition of List of Directors/ managing Partners etc.
7. Evaluation of Technical Proposals
a. Proposals which are not supported by adequate proof / Supplementary
documents will not be evaluated.
b. The Evaluation Committee shall evaluate the Technical Proposals only
for those bidders who satisfy the eligibility criteria. The Technical
proposals which are unsigned and incomplete shall not be evaluated.
The technical proposals will be evaluated on the basis of their
responses; evaluations will be based on documentary evidence
submitted by the bidder with respect to selection criteria. A Proposal
shall be rejected at this stage if it does not respond to important
aspects of the RFP.
Page 30 of 80
c. During the process of evaluation of the technical proposal, the bidder
might be required to make presentation on its Proposal covering
Experience/Technical Proposal including Understanding about the
project, Implementation Methodology, Team Composition, Work
Schedule, and Activity Schedule, arrange client interactions / visits. In
case presentation is required, the date and time of the presentation /
interactions will be intimated individually.
8. GENERAL TERMS & CONDITIONS
1. Bidders must ensure that all the pages in the bid document should have
page no. and authenticated by authorized Person.
2. Hard copy and soft copy (in USB/Pen Drive/CD) of RFP must be
submitted in a sealed cover.
3. The Bidders are advised to study the requirements of the Institute in details
before submitting their bid and the presentation.
4. The Bidder shall be invited for a presentation of their solution
subsequently.
5. Based on the technical presentation, the proposed solutions would be
evaluated by a committee of ICSI constituted for the purpose. The
committee will finalized some of the proposed solutions as
feasible/suitable and meeting ICSI requirements.
6. Bidder shall not use or disclose any Confidential Information of the ICSI
except as specifically contemplated herein. For purposes of this RFP
"Confidential Information" means information that: (i) is sufficiently secret
to derive economic value, actual or potential, from not being generally
known to other persons who can obtain economic value from its disclosure
or use; and (ii) is the subject of efforts that are reasonable under the
circumstances to maintain its secrecy or confidentiality.
7. Bids submitted by the bidders in response to this RFP shall have to
remain valid for 180 days from the date of opening of bids. If required,
ICSI may ask extension of bid validity as suitable from the bidders and in
that case the bidder either may opt out of the bid or may extend the bid as
required.
Page 31 of 80
9. Bid Preparation
a. Format and Signing of Bids
The bidder shall prepare required number of copies (original plus one copy) of the bid and shall clearly mark each “Original
Bid” or “Copy of Bid” as appropriate. In the event of any
discrepancy between them, the original shall govern.
The original and the copy of the bid shall be typed or written in
indelible ink and shall be signed and sealed by the bidder or a
person duly authorized to bind the bidder to the bid. The
person(s) signing the bid shall initial all pages of the bid with
company seal, except for un-amended printed literature.
The page numbers should be marked on each page of the Bid
with flag for each document which are mandatory to fulfil the
eligibility criteria along with supplied documents.
The Bids without the seal and signatures of the bidder’s
authorised signatory in all pages of all documents are to be
disqualified.
The complete bid shall be without alteration or erasures, except
those accorded with instructions issued by ICSI or as necessary to
correct errors made by the Bidder, in which case such corrections
shall be authenticated by the person or persons authorized to sign
the bid.
b. Format for Queries: For any query related to bids, clarification from
ICSI can be sought in the following format:
Name of the Project:
Name of the Bidder:
S.NO Page No Queries
Signature:
Name of the authorised Signatory:
Company seal:
Note: All the queries should be sent in this format in MS-word only
to: [email protected].
No other format is acceptable apart from this format.
In order to simplify the review process and to obtain the maximum
degree of comparability, the proposal shall include the following
items and be organized in the manner specified on the following
pages.
Page 32 of 80
c. Letter of Transmittal: A letter of transmittal briefly outlining the
bidder's understanding of the work shall be submitted. The
transmittal letter should also include general information regarding
the firm and individuals involved.
d. Profile of the Bidder: Bidders are required to furnish the details of
the bidder in the format prescribed as under:
S No Particular Response
1 Company Name
Legal Name (if different)
Full Mailing Address
Telephone Number
FAX Number
Web site
Years in Business
Year of establishment
2 Details of Indian Establishment
Registered Office address
Year of establishment
Head of the Indian establishment
3 SPOC (Single point of Contact)
Mobile
4
Whether registered with Registrar of
Companies. If so, please furnish details
thereof (Attach certificate of incorporation )
5 Registration with Tax authorities (PAN)
GSTIN
6
Audited Turnover in last three years (2016 –
2017, 2015 – 2016, 2014 – 2015).
7 Number of clients
8 Number of technical/support personnel
e. Details of the projects executed: Please include details of three
similar nature projects executed in last five years ended as on 31st
March, 2018. Sl.
No.
Project Project
executed for
(Name of the
organization
with address,
phone
numbers etc.)
Nature
of work
in brief
Location
of the
work
Actual
value
of the
Project
Duration Status
(on going /
Completed)
Page 33 of 80
f. Details of Key personnel of Bidding firm:
Sl. No.
Name Qualifications Experience Particulars of Project done
Employed in your firm since
Any other details
g. Client Reference: To be a qualified proposer, the bidder must
include three (3) references in its proposal response. References
will be contacted - please verify information before submitting.
Information to be included in the reference is:
Particular Response
Organization Name
Address
Type of Business
Contact Person
Telephone and Fax #s
Dates of Installation
Description of system
h. Acquaintance with Existing system
The BIDDERs are advised to study the Institute’s complete IT set-
up before quoting for the maintenance charges for the same.
Each BIDDER is expected to get fully acquainted with the existing
system / applications and related factors, which would have any
effect on the performance of the contract and /or the cost.
The BIDDER is expected to know all conditions and factors, which
may have any effect on the execution of the contract after issue of
Letter of Intent/Award as described in the bidding documents.
i. Sealing, Marking and Submission of the BID
At this stage Bidder shall submit only Technical Bid in a sealed
envelope super-scribed with the RFP project name, due date,
time.
Please Note only Technical bid needs to be submitted at this
stage and no Commercial Bid. Commercial Bid will be asked
from only those bidders who will qualify the technical
evaluation process.
Page 34 of 80
j. Parts of the Technical Bids
PART-I: EMD. Envelope needs to be super scribed as EMD.
PART-II: Pre-Qualification Documents and duly signed and
stamped RFP with all corrigendum’s (if any). Envelope needs to
be super scribed as Pre-Qualification Document.
PART-III: Original plus one copy (total two hard copies) and one
soft copy in usb/cd of TECHNICAL BID complete with all
technical details with all supporting documents. Envelope needs
to be super scribed as “Technical Bid”- Do not open before date
and time given in important date section.
The envelopes containing Part-I, Part-II and Part-III of Technical
Bid shall be enclosed in a larger envelope duly sealed and
marked as Response to Request for Proposal (RFP) with title and
reference number, and a statement "To be opened by addressee
only” and the name and address of the Bidder. The Outer
envelope sealed and should be addressed to
To,
The Officiating Secretary,
The Institute of Company Secretaries of India,
ICSI HOUSE, C-36 (5th Floor),
Sector-62, Noida, Uttar Pradesh – 201309
This RFP Document duly signed on all pages as acceptance of
terms and conditions by the bidder.
Proposal covering letter must be signed in the Bidder’s name by a
representative of the Bidder authorized to commit the bidder to
contractual obligations. All obligations committed by such
signatories must be fulfilled.
Please note that ICSI will not be responsible for in case there is a
discrepancy between the hard copy and the soft version of the bid
submitted by the bidders. In such case, hard copy of the bid will
be taken into consideration and shall be treated as authentic.
The outer and inner envelopes shall indicate the name, address,
email and phone number of the bidder to enable the bid to be
returned unopened in the case it is declared “late” pursuant, and
for similar purposes.
If the outer envelope is not sealed and not marked as above, ICSI
will bear no responsibility for the misplacement or premature
opening of the Bid.
Page 35 of 80
Only detailed complete bids in the form indicated above received
prior to the closing time and date of the submission of bids shall
be taken as valid.
Bids sent through Telex/Telegrams/Fax/e-mail will not be
acceptable.
Bids should reach ICSI on or before the last date mentioned in the
important dates section by registered post or speed post or
courier only. ICSI will not be responsible for any postal delays.
Bidders submitting any bids in person will also be accepted,
however, those bids must be dropped in the Tender Box kept at 5th Floor at C-36, ICSI House, Sector 62, Noida, Uttar Pradesh -
201309.
Bids are liable for rejection if they don’t comply with the above
mentioned norms regarding sealing, signing, proper packing &
submission without any further reference to the bidder.
The technical proposal should address the following at the
minimum:
o Takeover plan and methodology
o Operations plan and methodology
o Quality parameters of the deliverables
o Daily, weekly and monthly MIS
o Value additions to the existing solution implemented at ICSI
o Detailed CVs (including qualification, certification, experience)
of the key resources assigned to the project
o Escalation matrix up to CEO level along with name,
designation, mobile no, email id, landline numbers.
10. Opening of Bids
ICSI will open bids at time mentioned at important Information sheet.
BIDDER’s representative (only one) with proper authorization must attend
the opening at ICSI. Technical Bid will be considered for those BIDDERs
whose bids shall meet all the eligibility criteria mentioned in the Pre-
qualification documents.
11. Bid Evaluation Criteria
a. The following are the conditions, which are to be necessarily fulfilled, to
be eligible for technical evaluation of the proposed solution:
Part 1 (Bid Security)
Bid without valid EMD shall not be entertained.
Page 36 of 80
Part 2 (Pre-Qualification criteria)
The Evaluation Committee would evaluate the Pre-qualification.
Bidders should be ready to give any clarification asked by the
evaluation committee. One Representative with proper
Authorization from the bidding firm must be present during the
opening of the Pre-Qualification Documents. If there is no
representative of the bidding firm during the opening of Pre-
Qualification Documents, ICSI will not entertain any
complaint/grievance afterwards. Authorized representatives
should also carry rubber stamp with them.
b. Opening and Evaluation of Technical Bids:
The Evaluation Committee would evaluate the technical bids.
BIDDER’s should be ready to give the presentation on their
proposed solution and the queries raised by the evaluation
committee in front of the Evaluation Committee at a date, time
and location determined by ICSI. They are expected to reply to
all the queries from the Evaluation Committee during the
presentation. The presentation would be part of technical
evaluation process.
ICSI may also undertake oral clarifications with the Bidder. The
primary function of clarifications in the evaluation process is to
clarify ambiguities and uncertainties arising out of the evaluation
of the bid documents.
One Representative with proper Authorization from the bidding
firm must be present during the opening of the Technical
Proposal. If there is no representative of the bidding firm during
the opening of Technical bids, the ICSI will not entertain any
complaint/grievance afterwards.
In order to facilitate the Technical Bid evaluation, the technical
criteria laid down along with the assigned weights have been presented in the Technical Evaluation Matrix (Click Here)
(enclosed in this RFP). The marking scheme presented is an
indication of the relative importance of the evaluation criteria.
Bids which don’t secure the minimum specified technical score
will be considered technically disqualified and will not be
considered for financial evaluation.
Scores of technically qualified Bidder’s shall be weighed prorate
on a scale of 50 and shall be carried forward for evaluation
together with the scores of Financial evaluation; which will get
50% weight-age.
c. Technical Bids Evaluation criteria (kindly refer Part ‘A’
TECHNICAL BID of the document).
Page 37 of 80
1. The evaluation of Technical Bids is based on the proposed
solution. Bidder is required to submit a Detailed Project Report
with the proposed solution (may be in a CD/Pen drive)
indicating the following:
Complete coverage as covered in the scope
Seamless Data Flow
Data Migration from existing system
Dynamic Report Generation
Possible benefits
Pain points (if any)
Handling change
User Training
Implementation Timelines
Project Execution methodology.
2. The ICSI will then establish shortlisted bidders and invite
interested bidders figuring on this list to participate in further
discussion about the project in due course.
12. Award of Contract
a. ICSI will award the contract to successful BIDDER whose bid has
been determined to be responsive and has been determined to be
most competitive.
b. ICSI will reject a proposal for award if it determines that the BIDDER
recommended for award has engaged in corrupt or fraudulent
practices in competing for, or in executing, the project.
Whereas “Fraudulent Practice” means a misrepresentation of facts in
order to influence a procurement process or the execution of the
project and includes collusive practice among BIDDERs (prior to or
after submission) designed to establish Bid prices at artificial non-
competitive levels and to deprive the ICSI of the benefits of free and
open competition.
Whereas “Corrupt Practice” means the offering, giving, receiving or
soliciting of anything of value, pressurizing to influence the action of
the Official of the ICSI in the process of project execution
c. The price quoted by the Bidder shall contain cost of Development,
Implementation and Warranty for one year.
Page 38 of 80
d. The maximum duration of entire work would be five(5) years in
following manner:-
Work Time Schedule
1. Development and implementation
of project.
One year from the date of
signing of agreement.
2. Warranty period One year from the date of
handing over of project
3. Annual Maintenance period Three year on yearly basis
from the date of expiry of
warranty period at the sole
discretion of ICSI.
e. Further AMC of the project will be subjected to the yearly
assessment / appraisal of the performance of the Bidder / Vendor
for the previous year by the ICSI. If Bidder / Vendor’s performance
is not found satisfactory, the ICSI may terminate the agreement by
giving 45 days notice otherwise the agreement will automatically
renewed. Decision of the ICSI in this regard shall be final.
13. AMENDMENT OF RFP DOCUMENTS
a. At any time, prior to the date of submission of bids, ICSI may, for any
reason, at its own initiative modify RFP document by amendments.
b. The amendments shall be notified on ICSI’s web site, i.e. at
https://www.icsi.edu and these amendments will be binding on all
the Bidders.
c. In order to afford prospective Bidders a reasonable time to take the
amendment into account in preparing their bids, ICSI, at its
discretion, may extend the deadline for the submission of bids
suitably.
d. The ICSI may at any time during the bidding process but before
opening the Technical bid request the Bidders to submit revised
Technical Bids and/or Supplementary Bids, in case of change in
Scope of Work, without thereby incurring any liability to the affected
Bidder or Bidders.
e. Incomplete bids shall be rejected out rightly. No alterations,
amendments or modifications shall be made by the Bidder in the
RFP documents and if any such alterations are made or any special
Page 39 of 80
condition is attached, the bid is liable to be rejected at the discretion
of the ICSI without reference to the bidder. Please note that all the
information as desired needs to be provided. Incomplete
information may lead to rejection of Bid.
14. Important Information and conditions
a. Forfeiture of BID Security/EMD
The Bid security may be forfeited either in full or in part, at the
discretion of ICSI on account of one or more of the following reasons:
The BIDDER fails to co-operate in the Bid evaluation process
If the bid or its submission is not in conformity with the instruction
mentioned herein
If the BIDDER violates any of the provisions of the terms and
conditions of the RFP documents.
In the case of a successful BIDDER fails to
o Accept award of work
o Sign the Contract Agreement with ICSI after acceptance of
communication on placement of award
o Furnish performance security
o Sign the Contract Agreement in time
o or the BIDDER violates any of such important conditions of this
RFP document or indulges in any such activities as would
jeopardize the interest of ICSI in timely finalization of this RFP.
The Bidder found guilty of negligence, carelessness, inefficiency,
fraud, mischief, misappropriation or any other type of misconduct
by such bidder or by its employees, staff, agents, representatives
etc. or by any other person directly or indirectly employed by him.
b. Conditional bids will be rejected.
c. All the pages should have page no. and authenticated by authorized
Person.
d. This RFP does not commit the ICSI to award a contract. Further, no
reimbursable cost may be incurred in anticipation of award of Work.
The bidder shall bear all costs associated with the preparation and
submission of its bid, and the ICSI will in no case be responsible or
liable for these costs, regardless of the conduct or the outcome of the
bidding process.
e. The last date for receipt of sealed RFP in the ICSI is November 30, 2018
by 02:00 pm and the date and time for opening of technical bids is
November 30, 2018 at 03:30 PM. No separate communication will be
Page 40 of 80
issued in this regard. Bids will be opened in the presence of the
intending bidders or their authorized representatives, who wish to be
present. In the event of due date being a closed holiday or declared
Holiday for Central Government offices, the due date for opening of the
RFP will be the following working day at the appointed date, time &
venue.
f. Site for delivery of services are as under or any location as may be
decided by ICSI:
The Institute of Company Secretaries of India,
ICSI HOUSE, C – 36, Sector – 62, Noida,
Uttar Pradesh – 201309
g. ICSI shall have the right to assess the competencies and capabilities of
the bidder by going through the credentials given in the Technical Bid
and on the basis of such credentials, the ICSI may reject the
candidature of the bidder without assigning any reason and decision of
the ICSI shall be final.
h. Submission of Proposal/Bid by way of e-mail is not acceptable.
i. ICSI reserves the right of accepting the RFP in whole or in part without
assigning any reason and such decision shall be final. The part
acceptance of the RFP shall not violate the terms and conditions of the
RFP / contract and the bidder shall execute the work at the specified
rates without any extra charges or compensation within the stipulated
period.
j. The acceptance of RFP shall rest with the ICSI. ICSI does not bind itself
to accept the lowest bidder and reserves to itself the right to reject any
or all the bids received without assigning any reason(s) whatsoever and
any notice to Bidder. Non acceptance of any bid shall not make the ICSI
liable for compensation or damages of any kind. ICSI further reserves
the right to accept a bid other than the lowest or to annul the entire
bidding process with or without notice or reasons. Such decisions by
ICSI shall be final and bear no liability whatsoever consequent upon
such decisions.
k. Time is the essence of the contract: The time allowed for completing
the work under RFP / SLA and handing over the same shall be of the
essence of the Contract and shall be strictly observed by the Bidder.
The Work shall proceed with due diligence until Final Completion. ICSI
would extend all required support and inputs to help the Bidder to meet
the project timelines. For delays which are directly attributable to the
sole actions and / or scope of work of the Bidder, the Bidder shall be
liable to pay penalty and/or liquidated damages as per the provisions
of this Agreement.
Page 41 of 80
l. Performance Security: The successful Bidder shall be required to give
a security deposit for faithful performance of the RFP.
The successful bidder has to submit the security deposit /performance
guarantee from scheduled bank of equivalent amount of 10% of the
contract value on awarding the contract within 15 days of issue of order
but before execution of the agreement, to cover any loss or damage
caused to or suffered by the Institute due to acts of commission and
omission by the successful bidder or any failure on the part of the
successful bidder in fulfilment of terms and conditions of the contract
and conditions contained in the agreement. The Bank Guarantee shall
have to remain valid for the entire duration of the Contract plus three
months beyond the completion of contract period. The successful
bidder shall not be entitled to any claim or receive any interest on the
amount of performance guarantee. The EMD of the successful bidder
will be refunded after submission of the performance Guarantee /
Security Deposit.
The successful bidder having valid registration with NSIC/MSME on the
date of submission of tender, are also required to submit requisite
security deposit / performance guarantee.
Forfeiture of Security Deposit and Invoking of Bank Guarantee
ICSI shall have the right to invoke the Bank Guarantee and to forfeit the
security deposit if the Service Provider contravene or breach any of
the terms and conditions of the Agreement or if the Service Provider
withdraws or amends, impairs or derogates from Agreement or fails to
execute the work as per the Agreement or fails to deliver the
satisfactory performance during the period of Agreement.
ICSI shall also have the right to invoke the Bank Guarantee and to forfeit
the security deposit and to adjust the damage or loss caused to the ICSI
due to the negligence, carelessness, inefficiency, fraud, mischief and
misappropriation or any other type of misconduct of the Service
Provider or its staff / employee / agent / representative.
Whenever under Agreement any sum of money is recoverable from
and payable by the Service Provider, the ICSI shall have right to
recover such sum by appropriating in part or in whole from the security
deposit / bank guarantee of the Service Provider. In the event of the
security deposit / bank guarantee being insufficient, the balance or the
total sum recoverable, as may be, shall be deducted from any sum due
to the Service Provider or which at any time thereafter may become due
to the Service Provider under this or any other Agreement with the ICSI.
If this sum is not sufficient to cover the full amount recoverable, the
Service Provider shall pay the ICSI on demand the remaining amount.
Page 42 of 80
m. Termination: Either party may terminate the contract by giving a three
(3) months’ notice in writing to the other party for termination of the
contract.
The ICSI without prejudice to any other remedy, reserves the right to
terminate the agreement in whole or in part by giving thirty (30) days’
notice in writing in case Service Provider fails to discharge its
obligation under this agreement without sufficient grounds or found
guilty for breach of condition(s) of the agreement, negligence,
carelessness, inefficiency, fraud, mischief and misappropriation or any
other type of misconduct by Service Provider or by its staff or agent.
Any pending or unresolved operational issues, performance, unpaid
fees and any other remedies shall continue by the Service Provider
during the period of termination notice and the same must be satisfied
before this agreement is terminated. The ICSI may also put in place any
other agency for carrying out the remaining work and expenditure
incurred on same shall be recovered from the Service Provider.
The Service Provider shall have no claim to any payment or
compensation whatsoever on account of any profit or advantage, which
would have been derived from the performance of this Agreement in
full, but which he did not derive in consequences of the full
performance of this Agreement not having been carried out, nor shall
he have any claim for compensation / damage for the loss suffered by
him by reason of termination of Agreement by the ICSI. No claim for
interest will be entertained by ICSI with respect to any moneys or
balances, which may be in its hands owing to a dispute between itself
and the Service Provider.
n. Blacklisting: The ICSI without prejudice to any other remedy and
rights, reserves the right to blacklist the Service Provider for a suitable
period in case he fails to honour his bid / Work Order / Service Level
Agreement (SLA) or found guilty for breach / violation / contravention
of terms(s) and condition(s) of the RFP / Work Order / Service Level
Agreement (SLA) or negligence, carelessness, inefficiency, fraud,
mischief, misappropriation or any other type of misconduct by Service
Provider or by its staff, agent, employee or officer etc. or by any other
person directly or indirectly employed by him.
o. Whenever under this RFP / Work Order / Service Level Agreement
(SLA), any sum of money is recoverable from and payable by the
Service Provider, the ICSI shall be entitled to recover such sum by
appropriating in part or in whole from the security deposit / bank
guarantee / earnest money deposit of the Service Provider. In the event
of the security deposit / bank guarantee / earnest money deposit being
insufficient, the balance or the total sum recoverable, as may be, shall
be deducted from any sum due to the Service Provider or which at any
time thereafter may become due to the Service Provider under this or
any other RFP / contract with the ICSI. If this sum is not sufficient to
Page 43 of 80
cover the full amount recoverable, the Service Provider shall pay the
ICSI on demand the remaining balance.
p. The personnel(s) employed / hired / engaged (permanent / regular /
casual / contractual / temporarily / daily wager or whatever be the status / name) by the Service Provider for the execution of work as
provided under this RFP, shall not be employee / officer of the ICSI for any purpose. None of such person of the Service Provider shall have
any right to claim anything against the ICSI.
q. The successful bidder will sign a Service Level Agreement (SLA) on the
basis of the terms of RFP and work order. Standard terms and conditions of Service Level Agreement are at Annexure_VII.
15. Right to Black List: ICSI reserves the right to blacklist a bidder for a suitable period under the
following circumstances:
o Giving false, misleading or fake information / document in the bid;
o Withdrawing the bid after opening of the Commercial Bids;
o Refusal to accept Work Order at the quoted prices;
o Failure to supply goods/services of the ordered quantity / quality /
specifications at the agreed rates within the time schedule;
o Adoption of any unethical or illegal practices; any indiscipline
behavior or hooliganism by the bidder or any of its employee(s)
o Any other justified reason
Where any bidder has been black-listed, his EMD / Performance
Security shall be forfeited by the ICSI after giving him an opportunity of
being heard. The decision of the ICSI shall be the final and binding.
16. FORCEMAJEURE Notwithstanding anything else contained in this RFP, neither party shall be
liable for any delay in performing its obligations hereunder if such delay is
caused by circumstances beyond its reasonable control (including without
limitation any delay caused by the acts of governments, acts of God,
natural or social calamities, strikes, riots in any region, network failure,
terrorist attack, war declared and undeclared) provided however that any
delay by the supplier of the Party so delaying shall not relieve that Party
from liability for delay except where such delay is beyond the reasonable
control of the supplier concerned.
Subject to the party so delaying promptly notifying the other party in
writing of the reasons for the delay (and the likely duration of the delay),
the performance of such party’s obligations shall be suspended during the
Page 44 of 80
period that the online circumstances persist and such party shall be
granted an extension of time for performance equal to the period of the
delay. Save where such delay is caused by the act or omission of the other
party (in which event the rights, remedies and liabilities of the parties shall
be those conferred and imposed by the other terms of this Agreement and
by law).
17. Indemnity Clause: The bidder will indemnify ICSI against all statutory liabilities present and
future arising out of his bid / work order / contract. In the event of violation
of any contractual or statutory obligations, the successful bidder will be
fully and solely responsible for the same. Further, in the event of any
action, claim, damages, suit initiated against ICSI by any individual, law
enforcement agency or government authority due to acts and omissions,
the bidder will be liable to make good/compensate such claims or
damages to the ICSI. As a result of the bidder action, inaction or any
omissions, if ICSI is required to pay any damages to any individual, law
enforcement agency or government authority, the bidder would be
required to reimburse to ICSI such amount along with other expenses
incurred by ICSI or ICSI reserves the right to recover but not limited to
such amount from the payment(s) due to the bidder while settling its bills
or from the amount of security deposit lying with ICSI. However, ICSI
reserves its right to take legal recourse as permitted under law of the land.
In case of any damage caused to the ICSI due to negligence, carelessness
or inefficiency of staff of the bidder, the bidder shall be responsible to
make good the loss. The ICSI shall have right to adjust the damage / loss
suffered by it from the security deposit or / and to charge penalty as
decided by the Institute. Decision of the ICSI in this respect shall be final &
binding on the bidder.
18. Cancellation of Award / Work Order:
The ICSI without prejudice to any other remedy, reserves the right to
cancel the Award / Work Order in whole or in part by giving one (1)
months’ notice in writing in case the Bidder fails to discharge its obligation
under this RFP / Work Order without sufficient ground or found guilty for
breach of condition(s) of this RFP / Work Order, negligence, carelessness,
inefficiency, fraud, mischief and misappropriation or due to any other type
of misconduct by the successful bidder or by its staff or agent.
Any pending or unresolved operational issues, performance, unpaid fees
and any other remedies shall be continued by the Bidder during the period
of the termination notice and the same must be satisfied / completed
Page 45 of 80
before the Work Order is cancelled. The ICSI may also put in place any
other agency for carrying out the remaining work and expenditure
incurred on same shall be recovered from the Bidder.
19. CONFIDENTIALITY Bidder shall not use or disclose any Confidential Information of the ICSI
except as specifically contemplated herein. For purposes of this RFP
“Confidential Information” means information that: (i) is sufficiently secret
to derive economic value, actual or potential, from not being generally
known to other persons who can obtain economic value from its disclosure
or use; and (ii) is the subject of efforts that are reasonable under the
circumstances to maintain its secrecy or confidentiality.
20. ARBITRATION In case of any dispute, difference, claim and demands arising under or
pursuant to or touching or in relation to this RFP, the authorized official of
the ICSI and the Bidder shall address the same for mutual resolution, failing
which the matter shall be referred for the arbitration to the sole Arbitrator
to be appointed by the ICSI. The Arbitration proceedings shall be held in
accordance with the provisions of the Arbitration and Conciliation Act,
1996 or any statutory modifications on re-enactment thereof as in force. The
cost of the Arbitration proceedings shall be shared equally by both the
parties. The award of the sole arbitrator shall be final and binding on both
the parties. The venue of such arbitration proceedings shall be at Delhi.
All disputes arising out of this RFP are subject to the jurisdiction of Courts
in New Delhi.
21. Jurisdiction: All disputes arising out of or relating to the bidding shall be deemed to
have arisen in Delhi and only courts having jurisdiction over Delhi shall
determine the same.
For any details / clarifications, Dr.Nikhat Khan, Director (IT), ICSI (0120-4082019)
E-mail Id: [email protected] may be contacted.
Date: November 08, 2018 Amit Kumar Ghosal
DIRECTOR (Purchase)
Page 46 of 80
Part ‘A’ TECHNICAL BID
Details of the Bidder
S. No. Particulars. Response
1. Name and complete address of
the Company
2. Tele/Fax/E-mail/Cell No. of the
Company
3. Detail of Contact Persons
authorized by the bidder to
execute documents on its behalf,
with ICSI (Designation, Tel, E-
Mail)
4. Details of registered office, if any
along with contact person’s name
and Contact detail (Tel / Mobile
& E-Mail)
5. Income-tax PAN along with
documentary evidence
6. GST Number
7. List of clients to whom services in
last 2 year provided with details
of company, value of business,
concerned person name & his
telephone no. (Please attach full
details)
8. Current similar assignments on
hand, if any
9. Turnover in last three financial
years, i.e. Year 2016-17, 2015-16
and 2014-15.
10. Paid up capital of the Company.
Page 47 of 80
Technical Bid Eligibility Criteria
S.
No.
Particulars. Response Documents
submitted with
reference
page no.
1 A copy of Certificate of
Incorporation from Registrar of
Companies or constitution
document from competent authority
in case of foreign companies
signed by the Company Secretary /
authorized signatory of the Bidder
Company.
2 Copy of Articles of Association and
Memorandum of Association.
3 Latest audited Annual Financial
Statements of the Company for last
three financial years, i.e. Year
2016-17, 2015-16 and 2014-15.
4 Details of Authorized Signatory
including attestation of the
signatures of the Authorized
Signatory by the company’s
bankers or from the competent
authority
5 Certificate regarding Bidder
Company not being bankrupt/
insolvent from statutory Chartered
Accountant/ Company Secretary of
Bidder Company.
6 Experience / Implementation
Certificate from at least three
separate companies wherein the
Bidder has provided services of
similar nature.
7 Composition of List of Directors etc.
Page 48 of 80
8 The Bidder must not have been
declared bankrupt / insolvent or
should not have filed for
bankruptcy / insolvency in the past
five years or in the process of being
declared bankrupt / insolvent
before any designated authority in
any country.
9 The Bidder should at least be a 5
year old company or shall have a
minimum audited annual turnover
of INR 10 Crores or equivalent each
year during last three financial
years, i.e. Year 2016-17, 2015-16
and 2014-15.
Page 49 of 80
Technical Evaluation Matrix
Sl.
No
.
Criteria Level Scor
e
Bidder’s
response
(Please
tick the
applicable
option /
grade
yourself)
Max
Score
1 No. of years the bidder is in
operation
<5 years 0 5
>=5 years and < 8 years 3
>=8 years 5
2 Average Annual Turnover
over the last 3 Financial Years
(2016 – 2017, 2015 – 2016,
2014 – 2015)
=INR 10 Cr 3 10
>INR 10 Cr and <=100 Cr. 5
>INR 100 Cr and <= 500 Cr 7
> 500 Cr 10
3 Technical Team Size Less than 100 2 7
>=100 7
4 Quality certifications No Certification 0 10
ISO/equivalent certificate/
less than CMMi level 3
3
CMMi level 3 certificate 5
CMMi level 4 certificate 7
CMMi level 5 certificate
10
5 Number of Web Based
application software
developed, enhancement and
implemented in the last 5
years for Government / PSU
/Statuary / Institutions of
Higher Education /
Universities / Large
Corporates of cost more than
Rs 25 lakhs.
=>3 projects and <5 for 5 10
=>5 projects and <10 7
=>10 projects 10
6 Presentation of understanding
of the existing application.
Methodology of the
requirement implementation
in responding to the RFP,
Work Plan presentation.
Proposal of **Dashboard and
**Report Writing Tool.
42 42
9 Clients (similar projects)
interactions / visits /
feedback
Feedback from existing
clients
6
6
10 Experience in Data Migration <3 1 5
Page 50 of 80
(No. of Projects) >=3 and <5 3
>=5 5
11 Experience of Development
Strategy
Load Balancer on non cloud
environment (minimum 2
projects)
3 5
Cloud Hosting (minimum 2
projects)
5
Total Score 100
** Dashboard evaluation will be based on ease of configuration, availability of
free enhancements reports, security features, performance, and acceptability in
market (market share).
** Report writer tool evaluation will be based on ease of configuration,
availability of free enhancements, security features, performance, and
acceptability in market (market share)
Minimum Qualifying Score: The minimum qualifying score in the Technical
evaluation is 75 (out of 100). Bidders scoring less than 75 will not be considered
for further evaluation.
Place: SIGNATURE OF THE BIDDER
Date: NAME & DESIGNATION SEAL OF ORGANISATION
Page 51 of 80
Part ‘B’ TENTATIVE COMMERCIAL BID DETAILS
(Not to be submitted with Technical Bid)
k. Opening and Evaluation of Commercial Bids
After evaluating the Technical Bids, ICSI shall notify the successful
BIDDERs who have qualified based on Technical Bids and those
Bidders will then be asked to submit Commercial Bids in a format
provided.
ICSI will then notify the successful bidders (in the Technical Bids) about
the opening of the Commercial Bid, indicating the date, time and place
for opening of the Commercial Bids. BIDDER’s representative (one
only) may attend the Commercial Bid opening at ICSI.
l. Evaluation of Commercial Bids:
Scores of the Financial evaluation would be weighed pro-rata on a
scale of 100 with the BIDDER with the lowest financial quote getting 100
(as per below mentioned formula). These Financial scores would then
be added up with the score of the technical evaluation as per below
mentioned formula and the Bidder getting the maximum total score out
of 100 would be considered as the successful BIDDER and called for
negotiations, if required.
Formula for Final Bid Evaluation is
Bm= .5 (TM) + .5 (Fn)
Fn= (Fmin/ Fb)*100
Where
Bm is total marks of the BIDDER in consideration
TM is Technical Marks of the BIDDER in consideration
Fn is Normalized financial score of the BIDDER in consideration
Fb is Evaluated Cost of BIDDER under consideration
Fmin is Minimum evaluated cost of any BIDDER
ICSI reserves the right to negotiate with the BIDDER whose proposal has been
ranked first on the basis of best score.
The tentative BOQ (Bill of Quantities) Activities shall be as per below
format:
S No Activity
1. Implementation of Software application
2. Annual Maintenance Cost after implementation and warranty
period.
Page 52 of 80
3. *Manpower per day cost to cater any additional requirements
beyond the scope of Work within Warranty / AMC period.
4. *Database Administrator Manpower per day cost to cater
requirements (if needed).
5. Cost of Reporting tool if any
6. Cost of Dashboard tool if any
7. Annual Cloud hosting charges (one time & every year), if
required.
* For the purpose of Commercial Comparison the cost quoted under these heads
would be considered on an annual basis (i.e. 365 days).
The breakup of costing as above is only to ensure that during the currency of the
contract the services of the firm may be taken for the respective head at a
predefined costing at the discretion of the ICSI.
Note: Conditional bids will be rejected.
Declaration
i. We have read and understood the terms and conditions given in the
quotation / RFP Document;
ii. We are eligible for award of the contract as per the qualification criteria
mentioned in the quotation / RFP Document;
iii. We accept and agree to all the terms and conditions of the quotation
/ RFP;
iv. We shall comply with all the terms and conditions of the quotation / RFP;
v. The undersigned certifies he/she is authorized to obligate the represented
firm and further agrees with all terms, conditions, and requirements of the
ICSI’s RFP- for Providing Compliance Checklists of Laws applicable to
Different Industry Sectors.
vi. We have no objection if enquiries are made about the work listed by us in
the accompanying sheets / annexure.
vii. We agree that the decision of the ICSI in selection process will be final and
binding on us.
viii. We confirm that we have not been barred / blacklisted / disqualified by
any Regulators / Statutory Body in India and we understand that if any false
Page 53 of 80
information is detected at a later date, the assignment shall be cancelled at
the discretion of the ICSI.
ix. All the information / documents provided in this bid/quotation are true to
the best of our knowledge and belief. If at any stage, the information /
documents are found to be false, misleading or incorrect then this Bid /
Work Order shall be cancelled at our cost and risk and we shall indemnify
the Institute (ICSI) for the loss caused due to the cancellation and we shall
be liable for penal / legal action including black listing by ICSI.
x. We understand that ICSI reserves the right to cancel the quotation / RFP at
any stage or cancel / reject any one or more bid without incurring any
liability.
xi. The duly signed copies of all the RFP pages are attached herewith
Place: SIGNATURE OF THE BIDDER
Date: NAME & DESIGNATION SEAL OF ORGANISATION
Page 54 of 80
Annexure I
Student Services
1. Student’s requests like Re-Registration Request along with uploading of
documents & Request Cancellation at Admin end, Transcripts Requests etc.
The above requests should follow completed approval process.
2. Re Registration facility (After Login).
3. Exemption in case of Re-Registration.
4. Payment of Pre-examination at the time of switch over.
5. SEFT - Student Education Fund Trust Module.
6. Coaching Module.
7. Merit Cum Means assistance Module.
8. Minority scholarship application Module.
9. All India Competition Module.
10. National level competition-Animation Competition Module.
11. Generation of payment Acknowledgment receipt (with or without Login)
12. Facility to check list of Unsuccessful Transactions (After Login)
13. Payment Refund Guidelines and Transaction Guidelines (After Login).
14. Fee Refund process for different Functionalities of the Student.
15. Facility of Dynamic generation of various reports through a generic report
writer. The Reports as such may be categorized as MIS Reports and
reports based on one or more parameters such as Category, City, Chapter,
Region, Qualification, Gender, Occupations, and Religion etc. The report
writer should also facilitate the control break reports.
Student's Training Requests
1. 15 Months Training with Company
2. 15 Months Training with CS in Practice
3. 3 Months Training with Company
4. 3 Months Training with CS in Practice
5. 15 Months Training with Stock Exchange
The duration specified above is just indicative and it varies as per the
regulation change and requirement of the Directorate. Hence, it must be
configurable to cater future requirements.
Page 55 of 80
Annexure II
Members Services
1. Member's Search
Search on Membership No., City, Organization, name, first name, last
name, gender, qualification, age and so forth.
2. Provision for Automatic Password Generation
3. Manage Profile - Manage Account (all attachments should be
mandatory)
1. Account Summary
2. Request for CSBF Membership
3. Donation from Public for CSBF (without login with separate account)
4. Request for FCS Membership
5. Restoration of Membership (year wise fees should display)
6. Application Status/ Registration Number Request for ACS Membership
7. Credit Hours Certificate(Automatic conversion from ACS to FCS)
8. Duplicate Acknowledgement
9. Letters(with signatures ) with approval system
10. Miscellaneous Query/ Request for Duplicate Letters ;change of address
with drop down selection criteria for chapters; Photo signature upload
11. List of Unsuccessful Transactions
12. Payment Refund Guidelines
13. Payment Transaction Guidelines
14. Request for Monthly Journal
15. Request relating to Certificate of Practice(form D should be mandatory)
16. Request for Firm names (Existing firm names should be displayed
some message should display for duplicate entry)
17. Request for Sole Proprietorship ((Unique identification number should
be given automatically)
18. Request for Partnership (Unique identification number should be given
automatically)
19. Member Training Requests
20. Placement (For Registration for Availing Placement Services)
21. Placement Vacancies (Advertised Vacancies)
22. Submit your Industry Type)
23. Membership Defaulter process / CP process
24. Fee collection for default members.
25. Change of Address of Members
26. Change of Name of Members
27. LLP name approval
28. Issue of Duplicate certificate to Members
29. Issue of identity card/duplicate identity card to Members
Page 56 of 80
30. Non receipt of monthly CS journal
31. List of Members/List of Voters/List of COP holders
32. Incorporation of GST component in all the membership fee except
CCEC fee.
33. Facility of Dynamic generation of various reports through a generic
report writer. The Reports as such may be categorized as MIS Reports,
Letters, Labels and reports based on one or more parameters such as
Region, Chapter, State, City, Pin, Age, Gender, occupation,
qualification etc. The report writer should also facilitate the control
break reports. Provision to be made for online generation of all types
of membership certificates i.e. ACS, FCS, COP, CSBF, Licentiate and
CCEC.
34. Educational verification of members
35. Non receipt of CS journal
36. Change of address process
37. Change of name process
38. Issue of Duplicate certificate
39. Issue of Identity card/Duplicate id card
40. List of Members/List of Voters/List of COP holders
41. Removal or Cancellation of membership on request/due to
death/discipline or misconduct case/other.
42. Annual membership fee and defaulter process.
LICENTIATES
1. Registration/Renewal/Change of Address
2. Defaulter Process
3. Licentiate to Members conversion option
4. Dynamic generation of reports for MIS, Letters, Labels and list (base
parameters, Region/Chapter/State/City/Pin/Age/Gender etc)
CSBF
1. Registration/Nominee updation
2. Financial Assistance
3. Dynamic generation of reports for MIS, Letters, labels and list (base
parameters, Region/Chapter/State/City/Pin/Age/Gender etc)
4. Non CSBF reports (base parameters, Region / Chapter / State / City / Pin
/ Age / Gender etc)
Training Cell
1. Registration of Students request for different training like Long term
Training, Short term Training, Balance Training, 15 days specialized
training etc.
Page 57 of 80
2. Capturing of Training data of students including sponsorship certificate
details, completion certificate details, exemption details etc. with
electronic-letter confirmation. Quarterly Reports and Project Report
submission.
3. Capturing of Corporate/Companies/PCS data registered for imparting
training along with their vacancies along with approval system for
making them Active/Dormant.
4. Application of Student for Full / Partial Exemption of Training.
5. Approval process for all the required process by the admin user.
6. Search option to Student/Companies for imparting/providing training to
apply/recruit respectively with an approval system.
7. Dynamic generation of reports for MIS, Letters, labels and list (base
parameters, Region/Chapter/State/City/Pin/Company/PCS/Training
Status (undergoing/complete)/Age/Gender/Qualification/registration
status/date wise etc.).
8. Provide facility of viewing tentative schedule of MSOP and other
training programme proposed/scheduled at various ROs/Chapters. The
facility to Chapter / ROs staff to upload their training schedule to reflect
in the dashboard, which can be viewed by public at large.
9. Duration of different training for different user should be configurable.
The module should be flexible enough so that if there would be any
change user can done the same by themselves only.
Credit Hours
1. RO/Chapter login
2. Add/Modify/Delete Credit hours of specific member.
3. Closing and opening of New Block years.
4. Display of Individual Credit hours Certificate.
5. RO/Chapter wise reports/complete or Incomplete Mandate credit
hours report.
Placement Cell
Integrated Software driven process for Placement that can be
implemented at Regional Office and Chapters Level (preferably upto
A Grade) is the objective of the Institute with all provisions and control
with HQ for smooth monitoring.
1. Creation of Company database
Registration of Companies for Placement and posting of vacancies (the
form be made dynamic to facilitate user to fill up only relevant fields) 2. Creation of Member database (looking for job)
Page 58 of 80
Creation of database of Members with option for updating/ deleting/
uploading of CV the form is made dynamic to facilitate user to fill up
only relevant fields) 3. Search option
Option to search in the data grid on the basis of on parameters/fields
for members and companies
Based on the two dates for filed earmarked for searching 4. Admin. Interface
1. For approval of Company Registration and Job posting, searching
and generation of report.
2. For giving rights to company for activity viz. Job posting,
downloading of CV
3. Generation of reports 5. RO/Chapter Interface
The facility to Chapter/RCs staff to upload the schedule in the
dashboard, which can be viewed by the Admin user or other.
6. Report generation
1. Facility of Dynamic generation of various reports (e.g. Different
Number of Times members applies in different company and the
number during a period, Number of times profile has been taken by
company, Number of times a company request for
candidates/posted vacancy, No of members registered on
placement portal (Region wise City wise) and during a period, No of
Companies registered on the portal and during a period, Reports
Based on the two dates for filed earmarked for searching etc.).
2. Details about selection of the candidate and closing the requirement
once it is filled up.
3. Fields demarcating Trainee or Member requirement to be
separately created.
4. Provide facility of viewing schedule and completed trainee/job
drives organized at various RCs/Chapters.
Payment Requests
1. Generate Payment Slip
2. Membership Fee Request
3. Duplicate ID Card Request
Page 59 of 80
Annexure III
RO Chapter module
The development and implementation of a web based generic software module
to meet the requirements pertaining to the activities of ROs / Chapters such as
data management of faculty, billing, visitors and members.
1. Members handling
a. Module for handling bulk invitation and recording the error or
bounced back emails.
b. Module to handle queries (recording the members who have
interest and their feedback if any). Query on a particular name /
company name.
c. Module to handle registration process for the function, fees
submitted ® and acknowledgement issued ®.
d. Module to cater credit hour requirements (Integration with existing
module on web site of ICSI which is presently running).
e. Module for analysis of attendees who are regular for a particular
nature of program.
2. Module to handle Corporate Members.
3. Faculty handling.
a. Databank of faculty with their competence.
b. Module to handle remuneration paid to faculty ®.
4. Seminar details
a. Module to handle the seminar details and credit hours.
5. Form to capture new faculty and finalization of faculty for various offices
6. Cater regional and chapter offices functioning like fee collection,
publication sale, faculty management, seminar scheduler, attendance,
certificates
7. Propagation to Credit hours
8. Draft / cheque / cash collection system
® represents the portion which will be covered by a regular ERP and has to be
integrated in the ERP.
It may be further noted as under:
1. For integration of requirements, the module developed must talk to the
ERP and also to the credit hours module already established on the web
site.
2. ERP / DMS would lay the basic platform for financial & inventory handling
and the module under reference could be developed over the ERP OR the
module could also be developed as an independent entity.
3. Institute has national level events such as National Convention. Delegate
registration and various MIS will be the responsibility of the bidder.
Page 60 of 80
Annexure IV
Recruitment Module
The development and implementation of a web based generic software module
to meet the requirements pertaining to the activities of Human Resource
department for different recruitment processes and others.
The detail requirement of the module will be provided at the time of requirement
gathering phase. Few of such requirements are as below:
1. The module should capture different details (like Personal Details, Qualification
Details, Experience details, Computer Skills, Miscellaneous Details etc.) of the
candidates in different tabs.
2. The module should capture more than one Qualification Degrees of the
candidate.
3. The module should provide the facility to uploading photograph and signature
by the candidate.
4. An additional column for Grade pay, if in government service should be made.
Page 61 of 80
Annexure V
FINANCE & ACCOUNTS Module
1. Fee Receipt reversal option/add comments against any fee receipt and
generation of credit notes & related reports: Option for fee Receipt
reversal (in part or full amount for any or all fee heads) to be provided with
generation of Credit/Debit note and reports. Reversed receipts amount is
also to be shown in all Collections/deposits reports also. Option to add
comments against any fee receipt is also to be provided.
2. Fee Query: Fee Query screen to be provided (fee query to be provided
on all available details of the transaction/fee receipt of online transaction,
offline transaction, Bank Challan etc.). Presently, fee query screen
available in SMASH is not provided as per the Dte. of F&A requirements.
3. GL files generation: Option to generate GL files for accounting of
online/offline/Bank Challan related collections and deposits to be
provided (with reset option).
4. Collections, deposits and GST related Reports: Presently, number of
collections/deposits/GST tax related reports required by Dte. of F&A, are
not available in SMASH which are required to be provided in the
system. Four Financial reports available in SMASH are also required to be
updated as same are not provided as per the Dte. of F&A
requirements. Different reports and process available in RAS &CRAS
system are also required in the system.
5. Updation of Acknowledgement Numbers/Deposit slips etc. from time-to-
time is also required in system. Separate Acknowledgement Numbers and
deposit slips series is to be allotted for HQ offline and online receipts and
for local incomes of each location of Region, Chapter, CCGRT, COE etc.
and also user-wise.
6. All online, offline, Challan payment fees etc. are required to be accepted
and processed in single module.
7. Offline Receipts: HQ receipts will be issued at all locations/authorised
locations and only for authorised fee/inventory items (Taxable/Non-
Taxable/All Taxable & Non-Taxable). Local offline receipts will be issued
by concerned Region/Chapter/CCGRT/COE. Multiple users can also
issue/process receipts at same location.
8. Process for Fee acceptance & processing, reports generation, fee
reconciliation for all collections/deposits etc. are required for all taxable
and non-taxable receipts of HQ/Regions/Chapters/CCGRT/COE etc. and
also as per the GST requirements or any other change in future. GST
applicability status can be changed at any time or tax rate can change for
any fee/inventory item. Receipts detail for all successful transactions
Page 62 of 80
should appear in data on real time basis and duplicate payment for the
same fee should not be generated in the system.
9. Bank Reconciliation Module to be provided in the system for all online and
offline receipts and payments.
10. Cash Management System to be provided in the system.
Page 63 of 80
Annexure VI
E-procurement, Management of contract and Purchase and Asset
Management Module
Maintenance of Tender Fees and EMD of Bidders
Maintenance of Performance security and BGs of vendors
Standard RFQ Preparation
System generated Purchase Order Nos.
Report on RFQ and Rate Contracts
Asset Register Management System
Report on processed Bills vendor-wise, period-wise, item-wise etc.
a) Service and Capital Purchase Contract Management
b) Scheduling of Purchase/renewal proposal online
c) Online Tender document Preparation template.
Print Orders, Challans of Printing Vendors and Bill processing to be integrated
online
E-crat to be integrated with the Online Stock Management system
Uploading Facility of Dispatch Details of SM in bulk either by excel file or CSV file
through data integration
E-kart stage-wise approval status reflection in the system and notification to the
buyers
***********
Page 64 of 80
Annexure VII
Proposed Service Level Agreement for Design, Development and
Maintenance of Software Application Project [ICSI –
SMASH]
This Agreement dated --------------------- is made by and between a company
incorporated under the Companies Act 1956, with its registered office located at
___________________ and with its corporate office located at
_______________________ represented by ……………………………….. authorized
vide Board Resolution dated…………………. (hereinafter appropriately referred
to as "Service Provider" which term shall include its successors and permitted
assigns), of the One Part
And The Institute of Company Secretaries of India, a Statutory body constituted
under the Company Secretaries Act, 1980 having its head office at ICSI House,
C - 36, Sector – 62, Noida, Uttar Pradesh – 201309 represented by
…………………………………………………………………………… (hereinafter referred to as "ICSI") which term shall include in its successors and permitted
assigns of the OTHER PART
WHEREAS:
Service Provider is willing to provide ICSI with the Services for Design,
Development and Maintenance of Software Application in accordance with the
terms and conditions of this Agreement;
NOW THEREFORE, in consideration of the mutual promises set forth below, and
in the Attachments hereto which form an integral part of this Agreement, the
Parties hereby agree to the following:
1. SERVICES TO BE PROVIDED
Bidder shall provide services of development and maintenance in
accordance with the specifications set forth in this agreement and the RFP
hereto:
Provide development and maintenance and coordination services for the
Software Application and related work Information Technology
Infrastructure (including application software, training, hand holding and
data preparation including preventive maintenance benchmarking and
generating reports as mentioned in the RFP).
2. The whole work included in the RFP shall be executed by the Bidder and
the Bidder shall not directly or indirectly transfer assign or sublet the
Page 65 of 80
contract / work or any part thereof or interest therein without the written
consent of ICSI.
3. In case any work for which there is no specification in the RFP, such work
shall be carried out in accordance with the directions of the ICSI without
any extra cost to the Institute.
4. There may be 20% variation in the scope of work which would be mutually
discussed.
5. SECURITY DEPOSIT
The successful Bidder shall be required to give a security deposit for
faithful performance of the RFP.
The successful bidder has to submit the security deposit /performance
guarantee from scheduled bank of equivalent amount of 10% of the
contract value on awarding the contract within 15 days of issue of order but
before execution of the agreement, to cover any loss or damage caused to
or suffered by the Institute due to acts of commission and omission by the
successful bidder or any failure on the part of the successful bidder in
fulfilment of terms and conditions of the contract and conditions contained
in the agreement. The Bank Guarantee shall have to remain valid for the
entire duration of the Contract plus three months beyond the completion of
contract period. The successful bidder shall not be entitled to any claim or
receive any interest on the amount of performance guarantee. The EMD of
the successful bidder will be refunded after submission of the performance
Guarantee/Security Deposit.
The successful bidder having valid registration with NSIC/MSME on the
date of submission of tender, are also required to submit requisite security
deposit / performance guarantee.
Forfeiture of Security Deposit and Invoking of Bank Guarantee
ICSI shall have the right to invoke the Bank Guarantee and to forfeit the
security deposit if the Service Provider contravene or breach any of
the terms and conditions of the Agreement or if the Service Provider
withdraws or amends, impairs or derogates from Agreement or fails to
execute the work as per the Agreement or fails to deliver the satisfactory
performance during the period of Agreement.
ICSI shall also have the right to invoke the Bank Guarantee and to forfeit
the security deposit and to adjust the damage or loss caused to the ICSI
due to the negligence, carelessness, inefficiency, fraud, mischief and
misappropriation or any other type of misconduct of the Service Provider
or its staff / employee / agent / representative.
Whenever under Agreement any sum of money is recoverable from and
Page 66 of 80
payable by the Service Provider, the ICSI shall have right to recover such
sum by appropriating in part or in whole from the security deposit / bank
guarantee of the Service Provider. In the event of the security deposit /
bank guarantee being insufficient, the balance or the total sum
recoverable, as may be, shall be deducted from any sum due to the Service
Provider or which at any time thereafter may become due to the Service
Provider under this or any other Agreement with the ICSI. If this sum is not
sufficient to cover the full amount recoverable, the Service Provider shall
pay the ICSI on demand the remaining amount.
6. TIME - ESSENCE OF CONTRACT
The time allowed for completing the work under RFP / SLA and handing
over the same shall be of the essence of the Contract and shall be strictly observed by the Bidder. The Work shall proceed with due diligence until
Final Completion. ICSI would extend all required support and inputs to help the Bidder to meet the project timelines. For delays which are
directly attributable to the sole actions and / or scope of work of the
Bidder, the Bidder shall be liable to pay penalty and/or liquidated
damages as per the provisions of this Agreement.
7. TERMINATION
Either party may terminate this Agreement by giving a three (3) months’
notice in writing to the other party for termination of agreement.
The ICSI without prejudice to any other remedy, reserves the right to
terminate the agreement in whole or in part by giving thirty (30) days’
notice in writing in case Service Provider fails to discharge its obligation
under this agreement without sufficient grounds or found guilty for breach
of condition(s) of the agreement, negligence, carelessness, inefficiency,
fraud, mischief and misappropriation or any other type of misconduct by
Service Provider or by its staff or agent.
Any pending or unresolved operational issues, performance, unpaid fees
and any other remedies shall continue by the Service Provider during the
period of termination notice and the same must be satisfied before this
agreement is terminated. The ICSI may also put in place any other agency
for carrying out the remaining work and expenditure incurred on same
shall be recovered from the Service Provider.
The Service Provider shall have no claim to any payment or compensation
whatsoever on account of any profit or advantage, which would have been
derived from the performance of this Agreement in full, but which he did
not derive in consequences of the full performance of this Agreement not
having been carried out, nor shall he have any claim for compensation /
damage for the loss suffered by him by reason of termination of Agreement
by the ICSI. No claim for interest will be entertained by ICSI with respect to
Page 67 of 80
any moneys or balances, which may be in its hands owing to a dispute
between itself and the Service Provider.
8. BLACKLISTING
The ICSI without prejudice to any other remedy and rights, reserves the right to blacklist the Service Provider for a suitable period in case he fails
to honour his bid / Work Order / Service Level Agreement (SLA) or found
guilty for breach / violation / contravention of terms(s) and condition(s) of
the RFP / Work Order / Service Level Agreement (SLA) or negligence,
carelessness, inefficiency, fraud, mischief, misappropriation or any other type of misconduct by Service Provider or by its staff, agent, employee or
officer etc. or by any other person directly or indirectly employed by him.
9. Whenever under this RFP / Work Order / Service Level Agreement (SLA), any sum of money is recoverable from and payable by the Service
Provider, the ICSI shall be entitled to recover such sum by appropriating
in part or in whole from the security deposit / bank guarantee / earnest money deposit of the Service Provider. In the event of the security deposit
/ bank guarantee / earnest money deposit being insufficient, the balance
or the total sum recoverable, as may be, shall be deducted from any sum due to the Service Provider or which at any time thereafter may become
due to the Service Provider under this or any other RFP / contract with the
ICSI. If this sum is not sufficient to cover the full amount recoverable, the Service Provider shall pay the ICSI on demand the remaining balance.
10. The personnel(s) employed / hired / engaged (permanent / regular /
casual / contractual / temporarily / daily wager or whatever be the status / name) by the Service Provider for the execution of work as
provided under this RFP, shall not be employee / officer of the ICSI for any purpose. None of such person of the Service Provider shall have any right
to claim anything against the ICSI.
11. CONSIDERATION
SNo Project Milestones Payment
Schedule
1 Project Inception NIL
2 Production Movement of Training & Placement
Modules along with Codebase*.(Go Live) 15%
3 Production Movement of Membership Modules
along with Codebase*.(Go Live) 15%
4 Production Movement of Student Service Priority 1
Modules along with Codebase*.(Go Live) 5%
5 Production Movement of MISC Priority 1 Modules
along with Codebase*.(Go Live) 10%
Page 68 of 80
6 Production Movement of MISC Priority 2 Modules
along with Codebase*.(Go Live) 5%
7 Production Movement of Student Service Priority 2
Modules along with Codebase*.(Go Live) 5%
8 Approval of Integrated System Testing Report 5%
9
Approval of Training Manuals, Systems
Administration Manuals, User manuals, Installation
Manuals, Operational Manuals, Maintenance
Manuals
5%
10 Admin, technical and user training 5%
11
Approval of Final Roll out, submission of complete
source code to ICSI and walkthrough of the code
base and Database.
10%
12 Post Implementation Support for one year 20%
* Wherever applicable.
Payment of Taxes
The Service Provider shall be responsible for and shall pay all taxes,
duties, assessments or other charges of any kind or nature whatsoever
levied by any government or governmental body on or in connection with
the Services including without limitation all statutory levies, taxes, fee,
duties, rate, charges, surcharges etc. and any other tax ("taxes") levied on
service provided by the Service Provider. ICSI may withhold from
payments due to the Service Provider any amounts required with respect to
the aforementioned taxes and to remit the same with the relevant
authorities, in case of failure on the part of the Service Provider.
12. ICSI RESPONSIBILITIES
To facilitate Service Provider's provision of Equipment and Services, ICSI
agrees to perform the following obligations:
12.1 Access: ICSI shall grant access at all times to relevant stakeholders,
source code of existing applications, test & live data, documents
(design, manuals, SRS etc.), other relevant project artifacts,
equipment, related sites, office areas and other facilities to Service
Provider and its authorized representatives, subject to ICSI’s
reasonable security restrictions. ICSI shall arrange for permission
for access to offices of third parties for purposes of carrying out the
work to be performed for use of existing web server in co-located
location.
12.2 Project Contacts: ICSI designates Director, Information Technology
as the responsible person representing ICSI’s management for the
Project. One nodal officer of each department shall represent the
departments in all aspects of the provision of contents.
Page 69 of 80
13. SERVICE PROVIDER RESPONSIBILITIES
7.1 Services
The Service Provider will depute development team (minimum two
persons) and one coordinator familiar with the technology in
developing the Software application; during development at one
central location at Noida he/she will be responsible for all
coordination with the help of other teams of the Service Provider.
7.2 Maintenance Service
Service Provider shall keep portal operating for all days on behalf of
the Institute. The Service Provider personnel contacts, telephone
numbers, and other procedures of fault reports like call escalation
processes, databases with historical information will be made
available by Service Provider to the ICSI within 7 days of the
acceptance of the site by ICSI. In case of default in any or all of the
mentioned conditions, the penalty of Rs.2500/- per day or part of the
day will be levied on Service Provider by ICSI.
In case, there is any breach in the security from external threats due
to any vulnerability of the software application developed and
delivered by the Service Provider, including Denial of Service
Attacks (DoS) / Distributed Denial of Service (DDoS) attacks
malware, the penal provisions will be Rs. 50,000/- (Rupees Fifty
Thousand Only) (except for DoS/DDoS attack) and in addition Rs.
5,000 per two hours for all cases including DoS and DDoS, till the
time remedial action is taken by the bidder. Service Provider will
support the software solution delivered for a period of 1 year as per
the terms and conditions of the RFP. One coordinator and one
developer would be deployed at ICSI NOIDA office during the 1
year maintenance period.
7.3 Corrective Maintenance
In accordance with the terms of this Agreement, Service Provider
shall perform corrective maintenance on the Software application for
all components as provided and implemented by service provider.
Service Provider shall maintain delivered software application using
the procedures of corrective maintenance as required:
a) Reconfigurations of the system /portal (as and when new updates
of software version are released) by the Service Provider.
b) If any new technological updations are duly taken care by the
bidder without the permission/approval of the ICSI, such
incidents can be ratified during the monthly reporting and the
financial grants subject to those incidents shall be at the
discretion of the Institute on equitable basis.
For the applications/ portal supplied by Service Provider, the
fault should be resolved addressed as per below matrix. In case
of default in any or all of the mentioned conditions, a penalty of
Rs. 500/- per incident per day will be levied on Service Provider.
Page 70 of 80
Defect Severity Defect Report /
Acknowledgement
Temporary
resolution or
Workaround *
Permanent
resolution*
SLA
Adherence
Critical – Severe defect
that renders application
completely unavailable
2 hours(All Days) 24 hours 48 hours 100%
High – Major defect on
the application’s core
Functionality however
Manual work around is
available/in place.
2 hours (Business)
4 hours (Non -
Business)
24 hours 72 hours 95%
Medium – Defect on
non-critical module or
feature of the
application. Manual
work around may or not
be in place
4 hours (All Days) 48 hours 96 hours 90%
Low – Cosmetic or UI
related defect that does
not impact the
functionality of the
application or affected
module
24 hours (Business
only)
NA Change
Management
Process
95%
* If there is a dependency on third party for
resolution/analysis/deployment, their turnaround time will be added to
this.
* Low – Cosmetic or UI related defect that does not impact the functionality
of the application or affected module will be managed through Release
Management Process.
7.4 Preventive Maintenance
Service Provider shall perform preventive maintenance for the web site for
all components provided and implemented by Service Provider. The
preventive Maintenance includes normal checks on a monthly basis to
check the quality of the performance of the against benchmark test. The
preventive maintenance means benchmarking and generating reports
pertaining to satisfactory through put in the network once in a fortnight
during the warranty period. In case of default of any or all of the mentioned
conditions a penalty of Rs.2500/- per day or part of day will be levied on
Service Provider.
7.5 Service Calls
Service Provider will configure the Web Servers / services such that the
fault is communicated immediately to their firm and designated official of
Page 71 of 80
ICSI through SMS or / and E-mail (SMS and Email charges to be paid by
ICSI). Service Provider will record necessary action taken till the
rectification of such fault and till due acknowledgment taken in writing from
concerned representative of ICSI. Monthly MIS of all such faults to the
action taken closing date and time will also be provided by Service
Provider on the first working day of the next month by 11:00 AM. The
replacement / addition / removal of manpower deputed at ICSI will be with
the prior approval of ICSI. Confidentiality of the data and
information/records of the ICSI will be maintained by the deputed staff of
Service Provider and in case of failure of maintaining the same, Service
Provider will be fully responsible. Service Provider will be responsible for
any act of omission or commission on the part of its employees.
14. FORCE MAJEURE
The Parties shall not be liable for any failure to perform, any of its
obligations under the Agreement if the performance is prevented,
hindered or delayed by a Force Majeure event (defined below) and in such
case its obligations shall be suspended for so long as the Force Majeure
Event continues. Each party shall promptly inform the other of the
existence of a Force Majeure Event and shall consult together to find a
mutually acceptable solution.
"Force Majeure Event" means any event due to any cause beyond the
reasonable control of the Party, including, without limitation, unavailability
of any communication system, sabotage, fire, flood, explosion, acts of God,
civil commotion, strikes or industrial action of any kind, riots, insurrection,
war or acts of government.
15. CONFIDENTIALITY
a. During the term of the Agreement and thereafter, any disclosing party's
Confidential Information received by the receiving party, under and by
virtue of the Agreement, shall be maintained in the strictest confidence
and trust and shall not be disclosed to a third party without the prior
written consent of the disclosing party, unless such information is
required to be disclosed in pursuance of the order of a competent court,
tribunal or other regulatory authority exercising valid jurisdiction, in
which case the party required to make the disclosure shall promptly
notify the other Party in writing of such disclosure. For purposes of this
agreement "Confidential Information" means information that: (i) is
sufficiently secret to derive economic value, actual or potential, from not
being generally known to other persons who can obtain economic value
from its disclosure or use; and / or (ii) is the subject of efforts that are
reasonable under the circumstances to maintain its secrecy or
confidentiality.
Page 72 of 80
b. Any software / hardware material, product specifications, financial
information, documents covered under Agreement shall be confidential
information and deemed to be in private domain and it shall not be
made public or shared with any other party without the prior written
consent of the ICSI.
c. Provided that upon the expiration, cancellation, or termination of
Agreement, each party shall, upon the written request of the other party,
return or destroy, to the satisfaction of the other Party, all Confidential
Information, documents, manuals and other materials specified by the
other Party.
Blacklisting
The ICSI may by notice in writing and after giving an opportunity of being
heard, blacklist the Service Provider for suitable period in case Service
Provider fails to discharge its obligation under Agreement without
sufficient grounds or found guilty for breach of condition(s) of the
Agreement, negligence, carelessness, inefficiency, fraud, mischief and
misappropriation or any other type of misconduct by the Service Provider
or by its staff or agent.
Governing Law
The Agreement shall be interpreted in accordance with and governed by
the laws of India.
16. INDEMNITY
a. The Service Provider shall be solely liable for and shall indemnify ICSI,
its officers, servants, employees and agents against all liabilities, losses,
claims and expenses of any nature whatsoever arising from any personal
injury or illness (including death) of any nature whatsoever and any
penalty, loss, damage or destruction to any property whether real or
personal where such liability arises out of or in connection with the
rendering of the Services under the Agreement whether under common
law, under statute or otherwise. The Service Provider further covenants
and agrees to indemnify and keep at all times indemnified the ICSI
against any loss or damage that the ICSI may sustain directly or
indirectly as a result of the failure or negligence of the Service Provider
or its employees to faithfully carry out its obligations under Agreement
and further to pay for all loses, damages, costs, charges and expenses
which the ICSI may reasonably incur or suffer and to indemnify and
keep indemnified the ICSI in all respects.
Page 73 of 80
b. The indemnifying party shall be granted immediate and complete
control of any claim of indemnity and the indemnified party shall not
prejudice the indemnifying party's defense of the claim.
The indemnified party shall give the indemnifying party all reasonable
assistance at the expense of the indemnifying party on such claim of
indemnity.
17. INDEPENDENT CONTRACTOR OR SUBCONTRACTOR
The relationship of Service Provider to ICSI under this Agreement shall
be that of an independent contractor. The acts/performance and actions
taken by either party in furtherance of their respective activities of
operation shall not bind the other except to the extent provided under
Agreement. The acts performed and action taken by either party that do
not fall under the Agreement shall have binding effect on the other to the
extent they are reduced to writing and the prior consent of the other party
is obtained.
18. ADDITIONAL CONDITIONS
18.1 Complete Agreement:
This RFP and Agreement and all of its Attachments [and Annexures]
constitute the complete Agreement between the Parties and replace
any written or oral Agreement or understanding with respect to the
subject matter. Changes, amendments or interpretations of this
Agreement shall be valid only if they are in writing and signed by
both parties, except that each Party may make a change of domicile
or change of the name of the person to whom notifications shall be
sent. This notification shall be made through a written document to
the other Party to this Agreement.
18.2 Non-Exclusive Agreement:
The Agreement between the ICSI and the Service Provider is a non-
exclusive agreement. The ICSI shall be free to enter into any such
agreement with any other Service Provider during currency or the
extended currency of Agreement.
18.3 Representations and Warranties:
The Parties represent and warrant that they have relevant authority
and permission under the applicable laws/ rules/ notifications or by
virtue of the order/ instruction/ directive from the relevant authority
to enter into this Agreement.
Page 74 of 80
18.4 Severability:
If any provision of the Agreement is held invalid, unenforceable or
illegal for any reason, the Agreement will remain otherwise in full
force apart from that provision(s) which shall be deemed deleted.
18.5 Assignment & Sub-Letting:
Neither party shall assign or sub-let any of its rights and obligations
hereunder whether in whole or in part without the prior written
consent of the other. However, nothing in the foregoing shall be
affected in the event of there being a merger, amalgamation or
takeover of the business/ management of a party. In such an
eventuality all the rights and obligations shall automatically be
vested with the entity with which such party has been merged or is
taken over.
18.6 Alteration and Modification:
Any alteration or modification or waiver in connection with the
Agreement will not be effective unless made in writing and signed
by both the parties.
18.7 Non Waiver:
Failure to exercise by either party of any right under this Agreement
in one or more instances shall not constitute a waiver of those rights
in another instance. Such waiver by one Party of any of the rights
established herein shall not be considered as a waiver of another
right established herein.
18.8 Notices & Notifications:
All notifications or notices related to this Agreement shall be made in
writing and shall be effective when they are delivered personally or
sent by registered mail to the addresses indicated in this
Agreement. Any change of Address should be notified.
18.9 Headings:
The headings used in this Agreement are for purposes of
convenience only and shall not control the language or meaning of
the provision following.
18.10 Precedence:
In the event of any ambiguity or doubt or dispute on the terms and
conditions applicable the order of precedence for the purposes of
Page 75 of 80
resolving such ambiguity, doubt or dispute shall be:
(1) This Agreement
(2) The Attachments (if any)
(3) The Work Order (if any)
(4) The RFP
19. ARBITRATION
Any dispute, difference, controversy or claim (“Dispute”) arising between
the Parties out of or in relation to or in connection with Agreement, or the
breach, termination, effect, validity, interpretation or application of this
Agreement or as to their rights, duties or liabilities hereunder, shall be
addressed for mutual resolution by the authorised official of the parties. If,
for any reason, such Dispute cannot be resolved amicably by the Parties,
the matter shall be referred for the arbitration to the sole Arbitrator to be
appointed by both the parties on mutual consensus. If both the parties do
not arrive on mutual consensus for appointment of sole arbitrator, each
party shall appoint one arbitrator. Both these arbitrators shall appoint third
arbitrator and said Panel of three arbitrators shall adjudicate the dispute.
The provisions of the Arbitration and Conciliation Act, 1996 or any statutory
modifications on re-enactment thereof as in force will be applicable to the
arbitration proceedings. The venue of the arbitration shall be at New Delhi.
The cost of the Arbitration proceedings shall be shared equally by both the
parties. The language of the arbitration and the award shall be English. The
decision / award of the arbitrator shall be final and binding.
20. PENALITIES
The firm will bear full responsibility for delays, which can be directly
attributable to the sole actions and scope of work of the Service Provider,
in the project timelines.
The timelines as provided by the ICSI is to be strictly followed for each and every activity. In case, the Service Provider fails to adhere to the timeline
submitted in the technical bid / or as approved by ICSI, a penalty of Rs.
3500/- per day will be levied. Total grace allowed in the project is thirty
(30) days. In case, it is justified by the firm and approved by the Institute
that the delay is on account of any inaction on the part of the Institute and
written communication has been provided to the Institute on this account,
the penalty will not be enforced. Total Penalty in any case can’t exceed
10% of the Contract Value. In case of delay beyond 365 days in design,
development and implementation, the Institute reserves the right to
terminate the agreement and recover the cost paid plus damages (capped
at a upper limit of 10% of the Contract Value) from the Bank guarantee /
Page 76 of 80
security / EMD / other measures.
21. DELIVERY AND ACCEPTANCE
Deliverables will be formally accepted after ICSI certifies acceptance of the deliverables and recommends for payments to the Service Provider
within thirty (30) days from the date of submission of the deliverables. ICSI
would generally not take more than four weeks for the acceptability of the
deliverables. Any queries with regard to the deliverables will need to be answered by the Service Provider within a week.
22. Documentation
The Service Provider shall provide the following documentations in
digitally signed soft copies (in USB / CD):
1. Application Architecture Document.
2. Detail Project Plan
3. Fortnightly progress reports
4. System Requirement Specification (SRS) document containing detailed
requirement capture and analysis including functional requirement,
Detail Design Document, Interface Specifications, application security
requirements.
5. Complete Source Code with documentation (except for the e-
Procurement application)
6. Test Plans and Test cases (including Unit Test Plan, System/Integration
Test Plan, User Acceptance Test Plan, Security Test Plan, Load Test
Plan)
7. Training Manuals
8. Systems Administration Manuals
9. User manuals
10. Installation / Deployment Manuals
11. Operational / Functional Manuals
12. Maintenance / Troubleshooting Manuals
13. Security policy and procedure for Portal including Password security,
logical access security, operating system security, data classification,
and application security and data backups.
Documents mentioned from Sno. 7 to 13 should be provided in two stages
1. Before Training (payment milestone 7)
2. After Rollout (payment milestone 9)
23. Security Audit
It is the responsibility of the selected bidder to get the security audit of the
portal and should share the complete details of the audits along with copies
Page 77 of 80
of all communication and bug reports / removal, written or otherwise.
24. Inspection and Testing
The inspection of installation of services shall be carried out to check
whether the services are in conformity with the mentioned in the RFP. The Service Provider will test all operations and accomplish all adjustments
(tuning) necessary for successful and continuous operation of the systems
to the satisfaction of the ICSI.
The acceptance test will be conducted by ICSI or any other person
nominated by ICSI, at its option. There shall not be any additional charges
for conducting acceptance tests. All software should be complete. The Service Provider shall maintain necessary log in respects of results of the
tests to establish to the entire satisfaction of ICSI, the successful completion
of the test specified.
25. Intellectual Property Rights
The Service Provider shall ensure that it holds all necessary copyrights,
license rights and other proprietary rights required in respect of any
device or method used by it while providing the Services. The Service
Provider shall indemnify and hold ICSI harmless from and against any
liability, penalty, cost or expense suffered or incurred as a result of Service
Provider failing to comply with his obligation under the Agreement.
26. Genuine Software
Both parties agree that the software that is required to be used for the
purposes as envisaged under Agreement shall be genuine and registered
software and not a pirated version of any nature. Service Provider
undertakes that the software developed/ to be developed by it for the work
shall be its own and that there shall no infringement of copy
right/intellectual right of any other person. Service Provider further
undertakes that it shall indemnify, and keep the ICSI at all time indemnified
against any such infringement.
27. Copyright
Any software (except for the e-Procurement solution), hardware, data,
awards, certificates, patent, etc. shall be absolute property of ICSI. The
Service Provider will transfer to ICSI all Intellectual Property Rights in the
Software developed (except for the e-Procurement solution). The Service
Provider shall relinquish to ICSI source code of the developed portal
(except for the e-Procurement solution) within fifteen (15) days from the
date of acceptance of the system. The source code supplied to ICSI shall at
all times be a complete, accurate, and up-to-date copy corresponding
exactly to the current production release of the software. Copyright, IPR
and source code of e-Procurement solution won’t be transferred or handed
Page 78 of 80
over to ICSI.
28. Compliances of Law
A. The Service Provider shall provide the Services in strict compliance with
all relevant laws and regulations of the State or Territory within India
where the Services are being rendered and in accordance with the
conditions of any permit, license or concession relating to any part of the
Services, whether held by the Service Provider, ICSI or any other
concerned party.
B. The Service Provider shall indemnify and hold ICSI harmless at all times
from and against any liability, penalty, cost or expense suffered or
incurred as a result of the Service Provider failing to comply with any
law, or regulation, or such permit or license relating to any part of the
Services.
29. Operational Acceptance
Successful completion of the contract will be gauged through a series of
formal acceptance tests performed on all aspects of the system/sub
systems:
In the go-live phase, Service Provider will have to manage and roll out a
beta stage where the system will be made available and restricted only to
the users in ICSI through an appropriate mechanism on the web, and
conduct user acceptance testing of the System based on test cases developed by the Service Provider in consultation with ICSI and validated
by ICSI. Based on the test results, required changes will be carried out and
tested. Post this, ICSI portal will be officially launched and operational
acceptance will be complete.
30. Unit Test and System integration test
1. Each module or Component should be fully tested independently
before integration.
2. All specified functionality should exist. This testing verifies the as-built
program's functionality and performance with respect to the
requirements for the software product.
3. All System functions that are accessed through menus should be tested
4. After each module has been fully integrated to create a larger system,
each module or sub-module must have a defined interface which will
be used to call another program component.
5. Measuring response time, throughput and availability of Application.
Page 79 of 80
31. Complete System Acceptance
At the end of the System Acceptance period, ICSI will acknowledge
complete system acceptance in writing to the successful bidder upon
completion of the following:
1. All of the required activities defined in the bid document including all
change requests agreed by ICSI and delivered by the bidder and
accepted by ICSI.
2. All the requisite documentation as defined in this bid document
including all changes agreed by ICSI and delivered by the bidder and
accepted by ICSI.
3. All required training as defined in this bid document and delivered by
the bidder and accepted by ICSI.
4. All identified shortcomings/defects in the systems have been
addressed to ICSI’s complete satisfaction.
5. In order to accept the system, ICSI must be satisfied that all of the work
has been completed and delivered to ICSI’s complete satisfaction such
that all aspects of the system perform acceptably. The functional /
logical acceptance of the system will only be certified when the
proposed system is installed and configured according to the design
and that all the detailed procedures of operating them have been
carried out by the Bidder in the presence of ICSI staff.
32. Training
The successful bidder shall provide the following training:
1. Overview of the portal and Online forms to all ICSI users
2. A detailed technical demonstration to the IT team
33. Operations and Maintenance
The Service Provider shall maintain and Support the supplied software for
a period of one year after the successful operational acceptance, including:
1. Maintenance for the portal.
2. Resolution of errors/bugs (if any), software updates.
3. Deploy adequate Technical Personnel to maintain the Portal as per
the service level requirements
Page 80 of 80
34. LIQUIDATED DAMAGES
If the Service Provider fails to complete the implementation of full-fledged
system within the period specified in the purchase order, ICSI, shall
without prejudice to its other remedies, deduct as liquidated damage
1.0(one) percent of the price of the delayed goods/services for every week
of delay or part thereof subject to a maximum overall cap of 10% of the
contract value. Completion of Implementation means the successful
working of the System in live environment up to the satisfaction of the users
and issue of written acceptance by the ICSI.
35. Jurisdiction
All disputes arising out of at any time, in connection with construction,
meaning operation, effect, interpretation or out of this agreement or breach
thereof are subject to the jurisdiction of Courts in Delhi.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed in duplicate as of the day and month and year first written above.
FOR M/s _________________ FOR ICSI
AUTHORISED SIGNATORY AUTHORISED SIGNATORY
NAME: NAME:
DESIGNATION: DESIGNATION:
DATE: DATE:
In presence of
1. 2.
