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1
MINISTRYOF TOURISM
GOVERNMENT OF INDIA
Request For Proposal (RFP)
Selection of Professional IT Agency
for
Portal Development and Maintenance,
Content Management, Web Contests and
Mobile Applications
File No.: 11.IT(2)/2015 Date : 28th November 2015
(Due on 22nd
December 2015)
2
1. Introduction
The Ministry of Tourism, Government of India is the nodal agency for the
formulation of national policies and programmes and for the co-ordination of
activities of various Central Government Agencies, State Governments/UTs and
the Private Sector for the development and promotion of tourism in the country.
The Ministry of Tourism through its twenty field offices in India and fourteen
offices overseas undertakes publicity and promotion of India through an integrated
marketing and promotional strategy and a synergized campaign in association with
the Travel Trade, State Governments and Indian Missions. The specific elements
of promotional efforts undertaken overseas include advertising in print, electronic,
outdoor and online media, etc.
Promotion of India is also undertaken by the Ministry through its flagship
channel www.incredibleindia.org. Traffic to the website is generated through
advertising campaigns and other promotional measures. At present the Incredible
India website is available in Arabic, Chinese, English, French, German, Hindi,
Japanese, Korean, Russian and Spanish languages. Over 1700 pages of Web
content in English is currently available on the website.
Information technology has emerged as the biggest influence in recent times
with specific areas of lifestyle penetration and benefit. In order to harness the
potential of IT in tourism, the Ministry of Tourism proposes to develop a “State of
the Art” website to take a holistic 360-degree approach as a means of escalating
tourism awareness, attraction and experience delivery.
2. Objectives
The objectives of the Ministry of Tourism under its IT initiatives are to:
o Provide an interactive and engaging experience for all visitors landing
on the Incredible India Tourism portal.
o Make the Incredible India Tourism portal a one-stop-shop for all
tourists planning to visit India/ India destinations by providing
complete information on destinations and enabling end to end
planning.
o Improve traffic to the portal and eventually improve tourist traffic into
India.
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o Provide a personalized experience to website visitors based on user
insights obtained from users of the portal and feedback from multiple
sources.
o Enrich the website content by enabling users to share their
experiences and information.
o Differentiate and set a high benchmark of Incredible India Tourism
portal vis-a-vis other international tourism websites / portals.
Towards achieving the above objectives, the Ministry of Tourism intends to
commission a professional IT Agency having in house capabilities and capacity to
provide a host of services including inter-alia, web portal development, content
management services etc. for an initial period of three years (subject to yearly
review). Interested professional IT agencies may submit bids as per details given
below:
3. Eligibility Criteria
I. Essential
(i) Firms / Agencies bidding as a Consortium must have entered into a
Memorandum of Understanding (MoU) signed by all firms / agencies /
members of the Consortium and indicating the nomination of one agency /
member as the lead member who would assume overall responsibility for the
entire project. A copy of the MoU to be submitted.
(ii) The Firm / Agency (All members in case of consortium) should be a
registered entity. Copies of Certificate of incorporation / Registration, PAN
Card and Service Tax Registration should be submitted.
(iii) The Firm / Agency (lead member in case of consortium) should be in
operation for a minimum of 5 years as on 01st April 2015. A CA certificate
to this effect to be submitted.
(iv) The Firm / Agency (all Agencies / members in case of Consortium) should
have expertise in the field of handling a range of IT related services
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including Website Development, Content Management, Search Engine
Optimisation, Development of Mobile Applications, etc. A CA certificate in
this regard to be submitted.
(v) The Firm / Agency (Lead member in case of Consortium) must have a
cumulative annual turnover from IT related services of Rs. 10 Crore during
the last three financial years (2012-13, 2013-14 & 2014-15). A CA
certificate to this effect should be submitted. However, for marking
purpose, turnover of all members of a Consortium would be considered in a
cumulative manner and all members are required to submit CA certificate
for turnover in the last three financial years.
(vi) The Firm / Agency (or any member in case of Consortium) should have
conceived and executed at least 3 major IT projects relating to Tourism
promotion and marketing during the last five years ending 31st March 2015.
(vii) The firm / Agency (or any member in case of Consortium) should have
expertise in handling IT related work for minimum three State / Central
Government Organisations / International Governmental Organisations /
Private Organisation in the Hospitality Sector during the last five years
ending 31st March 2015. Work Orders / Client Completion Certificates to be
submitted.
(viii) The Firm / Agency ( all members in case of consortium) should not be under
declaration of ineligibility for corrupt or fraudulent practices with any
Government department/ agencies / ministries or PSU‟s and should not have
been black listed at the time of submission of bid. (An undertaking to this
effect, as per format at Annexure – I to be submitted by the Firm / Agency
(all members of consortium) on the agency‟s letter head, duly stamped and
signed by the authorized representative of the agency.)
(ix) The Firm / Agency (lead member in case of Consortium) should have a full
fledged establishment within India and an office with a dedicated team in
Delhi / NCR. In case, the agency, presently has no office in Delhi / NCR, it
must provide a dedicated team based in Delhi to service the account of the
Ministry of Tourism within 30 days from the date of award of contract. An
undertaking to this effect and clearly indicating details of team members
who will work for the Ministry of Tourism‟s account, must be submitted on
the agency‟s letter head, duly stamped and signed by the authorized
representative of the agency.
5
II. Desirable
(i) The Firm / Agency (or any member in case of Consortium) should be an
ISO 9001 or equivalent.
(ii) The Firm / Agency (or any member in case of Consortium) to have
received at least one (1) International or National (conferred by Government
of India / State Govts.) Award in the above mentioned areas either for their
own products / services or for their clients (in the field of tourism).
(iii) The Firm / Agency (or any member in case of Consortium) to have
experience in developing web content in minimum 3 international and 3
national languages.
4. Scope of Work
The Scope of Work of the agency will include, but not limited to the
following:
i) Takeover of current website (software, licenses, etc.)
ii) To develop a “State of the Art” website, which is clutter free, engaging, user
friendly, compliant to GIGW and other international guidelines, rich in
content including easily downloadable high resolution images, e-brochures,
videos and other multi-media content and compatible on all digital
platforms.
ii) Web Content Management.
iii) In house production as well as sourcing of multimedia content from various
sources for populating the website.
iv) To maintain the website for three years (subject to yearly review) from the
date of launch of the new website.
DETAILED SCOPE OF WORK
Some of the items of work envisaged are detailed below. However, these are not
exhaustive and the Ministry of Tourism would be flexible to the ideas / views /
suggestions of the agency being selected.
i. Redesigning the website with HTML5 to make the site responsive.
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ii. Rewriting and uploading content in tune with user requirements, responsive
design and international standards.
ii. Special emphasis on the design and functionality of the incredibleindia.org
homepage highlighting the most important sections which shall cater to
various stake holders ie. travelers, media and travel industry.
iii. Providing facilities for and creating downloadable content like high-
resolution images, wallpapers, screensavers etc. to be created and made
available for download.
iv. Updation of information available on site and constant monitoring and
uploading of information.
v. A Customer Relationship Management functionality on the website to keep
users informed about latest events, festivals, packages, delights etc., with the
help of newsletters, Electronic Mailers etc. as well as maintaining a easy to
use and comprehensive database of service providers in the tourism sector
(viz. approved tour operators, hotels, etc. ) with search functionality.
vi. Calendar of Events: The Web site should include a robust, intuitive Calendar
of Events that is searchable and sort-able by the user.
vii. Live and dynamic maps with active content display and synchronization
with the information pages. Ability to connect to Google and Yahoo maps.
viii. Create provision for User Generated Content including blogs, photo uploads,
videos, etc.
ix. Provision of weather charts and distance calculator tools.
x. Facility to have a favourites tab and easy navigability between pages.
xi. Feedback Management:
a) Facility for analysing feedback on monthly basis to provide insights to
achieve website goals and objectives.
b) Provision of an FAQ (Frequently Asked Questions) page to address common
user queries.
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c) Email and feedback management by addressing queries and feedback within
a maximum time span of 24 hours for queries within the scope of FAQs and
maximum of 48 hours for other queries requiring referencing and/or
research.
xii. Content Management System
a) Creation and Maintenance of a comprehensive Content Management System
as a single repository for storage of all types of Website content such as
video and images along with controlling placement of content.
b) The CMS should be flexible and user friendly to allow extensive use by
users of varying levels of technical knowledge.
xiii. Search Functionalities and SEO
a) Search engine and Sitemap functionalities on site to facilitate easy
navigation and instant access to relevant information.
b) Developing own facility or installing third party tools to offer state of the art
search facility for site content.
c) Making design and architecture of the site friendly to search engines
d) Meta tagging and indexing all pages
xiv. Others
a) Updating the website by uploading announcements, orders, etc. that are
regularly sent by the Ministry.
b) Registering and maintaining domain names of incredibleindia with various
country extensions and redirecting them to the main incredibleindia.org
website (Incredible India is a registered trademark of the Ministry of
Tourism).
c) Enabling the site to meet all International and Government of India IT
guidelines issued from time to time.
8
d) The site should be developed in both English and Hindi languages
simultaneously.
e) Translation of websites into various national and international languages and
upload these mirror websites on Incredible India website.
f) Monthly Web Analysis Report with page views, sessions / visits, unique
visitors, country wise distribution of visitors etc.
g) The agency should develop various mobile applications in accordance with
the directions from the Ministry of Tourism.
xv. Hosting and Uploading/Downloading Services:
a) Hosting Support
b) Hosting of Online Contests & Data Management.
c) Provision for email addresses (minimum 40 ids). Creation of uniform e-mail
Ids for both domestic, overseas offices and divisions / officers in the
Ministry of Tourism.
xvi. Backend, Integration & Database Services:
a) Programming (Code Repair, New Codes, Repairing Broken Links)
b) Database Maintenance & Integration
c) Project Management (Project Management Process & Deployment
documentation required)
xvii. Security and backup Services
a) Annual Security Audit by NIC.
b) Redundant Current Local Backup Copy of Website at all times with backup
being taken weekly.
c) Hosting on servers with adequate backup capacity in order to ensure zero
down time.
d) Provision for backup servers to be active within maximum one hour of main
server being compromised.
9
e) Incorporating security features to prevent hacking.
xviii. Monthly e-newsletter (English Language Only)
a) Designing and mailing out to all registered subscribers, with mail bounce
reports, mail open & click tracking.
b) Content including a minimum of 800 words text, five photos and one video.
c) Exclusive newsletter for the trade of minimum 500 words text, regarding
activities of the Ministry and updates on tourism related matters.
xix. The agency should acquire audio, video, photo material for the website
with exclusive rights or one time usage right as per the requirement.
xx. Accessibility enabling as per W3C WCAG Priority 1 standards
xxi. Any other innovative ideas
xxii. Annual Maintenance Services (for a period of three years subject to
yearly review)
a) Assimilating, editing, summarizing & uploading of Announcements, Orders,
etc. in English and/or Hindi as provided by the Ministry of Tourism. The
documents will be provided in English / Hindi language in Word Document
or PDF format.
b) Maintenance & administration of the Incredible India and mirror websites in
national and International languages.
c) Maintenance & administration of the Incredible India email and tourist
information Database.
d) Hosting and uploading of content in the other specified languages as and
when the text for the same is made available by the Ministry on the
incredibleindia.org site.
e) Images / banners / graphics / animated banners creation as per requirement.
f) Creating web pages & integration with the site as and when needed.
10
g) Maintenance & administration of „Search‟ functionality.
h) Full support to other vendors for application integration as and when
required.
i) Dedicated contact team for daily coordination with the Ministry of Tourism.
xxiii. The Ministry of Tourism will provide the following:
a) List of approved service providers in the travel, tourism and hospitality
sectors.
b) Various orders, guidelines, press release, forms, etc for upload in MS Word/
PDF format.
c) Images, Videos, etc. with full copyright protection in formats as available
with the Ministry. The agency should convert the same to web enabled form
as required at their own cost.
d) Contact of one officer who will be the nodal officer from the Ministry for all
matters related to website.
e) All documents to be provided by the Ministry of Tourism will ordinarily be
in English language.
5. Guidelines for submission of RFP.
Request for proposal should be submitted in two separate packets put into
one large packet, which should consist of technical and financial proposals. The
two inner packets (packet 1 and packet 2)should be clearly superscribed as :
a. Packet 1 – Technical Proposal for “Selection of Agency for Portal
Development and Maintenance, Content Management, Web Contests and
Mobile Applications”.
b. Packet 2 – Financial Proposal for “Selection of Agency for Portal
Development and Maintenance, Content Management, Web Contests and
Mobile Applications”.”.
11
Each of the above two packets should also mention the name, address and contact
details (Telephone Nos., Fax & E-mail ID) of the company. Both packets should
be properly sealed and put in to a large packet, superscribed “Technical and
Financial Proposal for Selection of Agency for Portal Development and
Maintenance, Content Management, Web Contests and Mobile Applications”
and should be addressed to the Deputy Director General (IT), Ministry of Tourism,
Government of India, Transport Bhawan, 1, Parliament Street, New Delhi. The
large outer packet should be sealed and should bear the name, address and contact
details of the company. The last date for submission is 22nd
December 2015
(1700 hrs.)
a. The Technical Proposal must include the following documents:
i. Certificate of Registration or Incorporation, copy of Pan Card and
Service Tax Registration Certificate of the Firm / Agency (All members
in case of a consortium).
ii. MoU / Agreement between firms or agencies in case of consortiums
indicating the name of the lead agency duly signed by all members;
besides certificate of registration of member firms and agencies. The lead
agency would assume overall responsibility for the project.
iii. Certificate of Chartered Accountant for minimum 5 years experience (as
on 01st April 2015) of the Firm / Agency (lead member in case of
consortium) in handling a range of IT Services which must include
website development.
iv. Certificate of Chartered Accountant for having cumulative annual
turnover from IT related services of Rs. 10 Crore during the last three
financial years 2012-13, 2013-14 & 2014-15. (Lead Member, in case of
Consortium). However, for marking purpose, turnover of all agencies in
the case of a Consortium would be considered in a cumulative manner and
all members are required to submit CA certificate for turnover in the last
three financial years.
v. A brief profile and track record of the firm / agency (all members in case
of consortium), outlining total experience and recent experience in
undertaking assignments of similar nature, management/ personnel
structure, manpower strength at various level, organisation‟s network in
India and overseas, list of products / technologies worked with as regular
12
activity in the last three years (2012-13, 2013-14, 2014-2015) along with
their general specifications and customers, etc.
vi. Certificate of Chartered Accountant incorporating details for planning
and executing 3 major IT projects relating to tourism and marketing
during the last five years ending 31st March 2015.
vii. An undertaking as stated in para 3 (viii) of this document, on the
agency‟s letter head, duly stamped and signed by the authorized
representative of the agency.
viii. Documentary proof in the form of Work Orders or Client Completion
Certificates for having expertise in handling IT related work for at least
three (3) State / Central Government Organisations / International
Governmental Organisation / Private Organisation in the Hospitality
Sector (by any member, in case of Consortium).
ix. A detailed concept and strategy for development of the Incredible India
website, along with the methodology and work plan with timeline for
performing the assignment.
x. Details of team members identified to work on the project for Ministry of
Tourism.
o Name of the Team Member
o Designation
o Work being handled
o Qualifications
o Number of years of relevant experience
o Experience in the Agency
xi. Earnest Money Deposit (EMD) / Bid Security in the form of Demand
Draft for Rs. 5.00 Lakh from a reputed bank. The Demand Draft must be
valid for a period of three months.
xii. Desirable - Self attested copy of certifications ISO 9001 or equivalent.
(any member, in case of Consortium).
13
xiii. Desirable - Documentary proof for receiving at least 1 (one) International
/ National (conferred by Government of India / State Govts.) Award for
tourism related IT projects. (any member, in case of Consortium).
xiv. Desirable -Documentary proof for experience in developing web contents
in minimum 3 international and 3 national languages. (any member, in
case of Consortium).
b. The Financial Proposal must include the following :
Cost in INR
Sl.
No
Item Unit Cost
(where
applicable)
including
all other
taxes, but
excluding
Service
Tax
Total Cost
per year
(as per
estimated
requirement)
including
all other
taxes, but
excluding
Service Tax
Total Cost
for three
years
(as per
estimated
requirement)
including
all other
taxes, but
excluding
Service Tax
1. Web Hosting Charges per annum (Dedicated
Server / Dedicated Cloud Instance, Backup
facility, 100 GB data transfer facility per
month, 4 GB RAM, 50 GB Server Space)
2. Additional bandwidth usage - Charges for 1
GB data transfer per month
Estimated Requirement: 10 GB per
month.
3. Wildcard Secure Sockets Layer (SSL)
Certification Charges per annum
Estimated Requirement: 1 domain.
4. Domain registration charge per domain for
.com and .org domains per year
Estimated Requirement: 10 domains.
5. Domain renewal charge per domain for .com
and .org domains per year
Estimated Requirement: 10 domains.
6. Email ID creation charge per email ID per
year
Estimated Requirement : 100 e-mail IDs
14
7. Email ID renewal charge per email ID per
year
Estimated Requirement : 100 e-mail IDs
8. Home page design for website
Estimated Requirement : 20 pages per
year
9. Second level page design for website
Estimated Requirement : 100 pages per
year
10. Third level page design for website
Estimated Requirement : 1000 pages per
year
11. Website maintenance charges per month
Estimated Requirement : 12 months
12. Content development charges
a. Rate per word for English
b. Rate per word for Hindi
(Hindi translation requires
certificate of authentication from a
recognized institutions)
Estimated Requirement: 100,000 words
per language.
13. Translation charge per word for foreign
languages with certificate of authentication
from a recognized institution. a. German
b. French
c. Japanese
d. Korean
e. Spanish
f. Arabic
g. Portuguese
h. Russian
i. Chinese
Estimated Requirement: 100,000 words
per language.
14. Translation charge per word for regional
languages with certificate of authentication
from a recognized institution.
Estimated Requirement: 100,000 words
per language.
15
15. Content Development for the Newsletter
with a minimum of 800 words text, five
photos and one video
Estimated Requirement : 12 issues per
year
16. Content Development for Newsletter for
Trade with a minimum of 500 words text.
Estimated Requirement : 12 issues per
year
17. Mass Mailing
a. Mass mailing up to 25000 copies
b. Mass mailing between 25000 to 100000
copies
c. Mass mailing above 100000 copies
Estimated Requirement: 25,000 copies per
month for 12 months.
18. Maintenance of Address Book
a. Maintenance up to 25000 copies
b. Maintenance between 25000 to 100000
copies
c. Maintenance above 100000 copies
Estimated Requirement: 25,000 copies per
month for 12 months.
19. Adding new content supplied in digital
format or hard copy by the Ministry of
Tourism
a. Data entry charges per A4 page
b. Designing and up linking charges per
page
c. Photo – Editing and Uplinking
charges per photo
d. Audio – Uplinking Charges per audio
e. Video - Uplinking charges per video
20. Sourcing photographs for the website - high
resolution images (one time use basis)
Estimated Requirement: 100 photographs
per 12 months.
21. Sourcing audio for the website - (one time
use basis)
a. Rate for audio up to one minute
duration
b. Rate for additional minutes
Estimated Requirement: 25 one minute
audio clips per 12 months.
22. Sourcing videos for the website: High quality
videos (one time use basis)
16
a. Rate for videos up to one minute
duration
b. Rate for additional minutes
Estimated Requirement: 25 one minute
video clips per 12 months.
23. Creative for highlighting news / events /
schemes in the website.
Estimated Requirement : 20 Creative per
12 months
24. Developing event calendar with option to
add text, photos or videos (programming and
integration to website)
25. Developing web based application for
organizing and managing web contests with
one question per day with objective
type answers to select from
for thirty days
Maximum 100,000 registrants
Registration and login facility.
26. E- Greeting card
a. Picture (one time use basis )
b. Design
c. Programming
Estimated Requirement: 12 cards in 12
months.
27. Screen Saver
a. Picture (one time use basis )
b. Design
c. Programming
Estimated Requirement: 12 screen savers
in 12 months.
28. Desk top picture
a. Picture (one time use basis )
b. Design
c. Programming
Estimated Requirements: 12 desktop
pictures in 12 months.
Total Cost in INR (inclusive of all other
taxes, other than Service Tax)
Service Tax
Total Cost in INR, inclusive of all taxes
and Service Tax.
17
This is an estimate of the volume of work. Actual volume of work may vary
during implementation.
6. Pre-Bid Meeting
All prospective Bidders, requiring clarification on the RFP shall notify the
Ministry of Tourism at e-mail [email protected] by 07th
December 2015 (1700
hrs.). A Pre-bid Meeting would be held on 08th
December 2015 at 1600 hrs. in the
Conference Room of the Ministry of Tourism, 1st Floor, Transport Bhawan, 1,
Parliament Street, New Delhi – 110001 to clarify queries, if any, regarding the
RFP. All queries would be addressed only during the Pre-bid meeting. Interested
agencies may attend the pre-bid meeting on the said date. A record of discussion
held during the pre-bid meeting along with the corrigendum, if any, would be
posted on the website of the Ministry of Tourism by 1700 hrs. on 11th
December
2015.
7. Selection Procedures
i) Technical Evaluation:
Technical proposals will be opened in the presence of representatives of agencies
submitting proposals at 1430 hrs. on 23rd
December 2015 for verification of
documents submitted and fulfillment of eligibility criteria. The agencies whose
technical proposals are complete in all respects and who fulfill all eligibility
criteria would be shortlisted to make a presentation before a Committee for
evaluation of their technical proposal. Date for the presentation would be intimated
by e-mail to all eligible agencies. On the basis of presentation made by the eligible
agencies, a constituted committee will evaluate the technical proposals of the
eligible agencies against a total of 70 Marks as per following details:
Sr. No. Criteria for Evaluation Maximum Marks
01. No. of years of Experience in IT related work (1mark for minimum 5 years and one mark each for additional
years of experience for a maximum of 5 marks)
5 Marks.
02. Cumulative annual turnover for the last three
financial year (2012-13, 2013-14 & 2014-15 ).
(Minimum Rs. 10 Cr. – 1 Mark;
above Rs. 10 Cr. to Rs. 20 Cr. – 2 Marks;
above Rs. 20 Cr. to Rs. 30 Cr. – 3 Marks;
5 Marks
18
above Rs. 30 Cr. to Rs. 40 Cr. – 4 Marks &
above Rs. 40 Cr. – 5 Marks.)
03. Experience in executing tourism related projects. (Every project over the minimum requirements of 3
projects to get 1 mark subject to maximum of 5 Marks)
5 Marks
04. No. of National (conferred by Govt. of India / State
Govts.) /reputed International Awards received in
planning and executing tourism related IT projects. (one mark per award for a maximum of 5 marks)
5 Marks
05. Experience in developing web contents in minimum
3 National and 3 international languages (3 Marks for experience in three national languages with one
mark each for additional national language for a maximum of
5 Marks & 3 Marks for experience in three international
languages with one mark each for additional international
languages.)
10 Marks
06. Expertise in handling IT related projects of State /
Central Government / International Governmental
Organisation / Private Organisation in the Hospitality
Sector. (State/Central Govt./ International Organisations - 1 mark
per project subject to a maximum of 8 marks.
Private Organisation in the Hospitality Sector – 1 mark
per project subject to a maximum of 2 marks)
10 Marks
07. Concept & Strategy for development of Incredible
India website along with methodology and work
plan.
10 Marks
08. Innovative Ideas for developing State of the Art
Incredible India website. 10 Marks.
09. Credential of team members 05 Marks
10. ISO 9001 or equivalent certification. 05 Marks
Total 70 Marks
Agencies scoring 70% marks or more in the Technical Evaluation (i.e. 49 out of
70), will be shortlisted for opening of financial bids.
ii. Financial Evaluation : Financial Bids of the shortlisted agencies will be
opened in the presence of authorized representatives of Agencies on a date /time to
be specified by the Ministry of Tourism. Financial evaluation, based on the total
cost quoted by the Agency for three years, will carry a weightage of 30 Marks.
Selection of Agency will be based on the aggregate of the Technical and Financial
Evaluation.
19
8. Time Line for the Project / Deliverables
Beta version of Incredible India portal in HTML5 with responsive design (English
and Hindi language) should be ready within 90 days from the date of issue of work
order. Final launch of Incredible India website would be within 30 days from the
date of approval of the Beta version. Thereafter, mobile version of the website
should be launched within 30 days. Maintenance and updating the website
commences from date of launch of the website. Translation to various languages
other than English and Hindi should commence immediately after the approval of
the beta version.
9. Contract / Work Order
On selection of the agency and acceptance of financial quote submitted by
the selected agency, a Letter of Intent (LOI) would be issued to the agency. On
receipt of LOI, the agency would submit a letter of acceptance. A performance
guarantee Para 10 below will be submitted within 7 working days of receiving
LOI. Thereafter, a detailed work orders incorporating all deliverables as per the
concept / strategy of the agency presented and accepted by Ministry will beissued
from time to time.
10. Submission of Performance Guarantee
The selected agency has to submit Performance Guarantee in the form of
Bank Guarantee from a scheduled bank for 10% of the total contract value. The
said guarantee should be valid 60 days after the date of completion of the entire
Project. In case of any deficiency and unsatisfactory performance by the
consultant, the Performance Guarantee would be invoked and the payment due to
the agency would be withheld.
11. Terms of Payment:
11.1 No advance payment will be considered by the Ministry of Tourism.
11.2 Payment to the selected agency would be made only on successful
completion of development of the component / job awarded and after its successful
launch. Annual maintenance charges of the website would be paid on quarterly
basis. Maintenance of the website commence from the date of launch of the main
20
website. Any other charges quoted by the agency in its financial proposal which
has been accepted by the Ministry would be paid accordingly.
11.3 On completion of each work awarded, the agency would submit an invoice
in triplicate with supporting documents, if any, to the Ministry for payment. After
completion of the due procedures, in the Ministry, payment will be made by
electronic transfer of funds to the bank account of the agency concerned in India
Rupees.
11.4 Taxes as applicable will be paid on actuals.
11.5 For facilitating Electronic Transfer of funds, the selected agency will be
required to indicate the name of the Bank & Branch, account No., IFSC Code and
also forward a cheque leaf duly cancelled, to verify the details furnished. These
details should also be furnished on the body of every bill submitted for payments
by the agency.
11.6 The Ministry of Tourism has tried its best to make the list of works to be
assigned to the agency as comprehensive as possible. However, the Ministry may
assign any new work / project during the pendency of contract which are not part
of the scope of work. For any new work, cost estimates to be submitted by the
agency, with rate reasonability of the same to be decided by a Committee
constituted in the Ministry for the purpose.
12. Force Majeure Neither party will be liable in respect of failure to fulfill its obligations, if the
said failure is entirely due to Acts of God, Governmental restrictions or
instructions, natural calamities or catastrophe, epidemics or disturbances in the
country. Force Majeure shall not include (i) any event which is caused by the
negligence or intentional action of a Party or by or of such Party‟s agents or
employees, nor (ii) any event which a diligent Party could reasonably have been
expected both to take into account at the time of being assigned the work, and
avoid or overcome with utmost persistent effort in the carrying out of its
obligations hereunder. Force Majeure shall not include insufficiency of funds or
manpower or inability to make any payment required for execution of services
under this Contract.
A Party affected by an event of Force Majeure shall immediately notify the
other Party of such event, providing sufficient and satisfactory evidence of the
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nature and cause of such event, and shall similarly give written notice of the
restoration of normal conditions as soon as possible.
13. Penalty:
The Performance Guarantee submitted by the agency shall be liable to be
forfeited in full or part in case of underperformance by the agency, besides other
action, including blacklisting of the agency as may be deemed fit by the Ministry
of Tourism, Government of India as per the details given below:
a) In case, it is noticed that the agency has been unable to deliver any work
enumerated in the work order in part as enumerated under each item of
work, penalty @15% would be imposed equivalent to the cost of that unit
of work.
b) In case it is noticed that the agency has been unable to deliver one or two
items of work as a whole, penalty @10% would be imposed equivalent to
the cost of those items of work.
c) In case the agency has been unable to deliver three or more items as a
whole, as enumerated in the scope of work, the performance bank
guarantee submitted by the agency shall be forfeited in full.
d) If the delivery of any item(s) is delayed from the delivery schedule
approved by the Ministry of Tourism, a penalty @1% of the total cost of
that item, per week would be imposed.
e) The Ministry of Tourism reserves the right to deduct the penalty either
from Performance Bank Guarantee or from pending invoices submitted
for the work already performed by the agency.
14. Termination:
Ministry of Tourism may terminate the Contract of the agency in case of the
occurrence of any of the events specified below:
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(i) If the Agency becomes insolvent or goes into compulsory liquidation.
(ii) If the Agency, in the judgment of Ministry of Tourism, has engaged in
corrupt or fraudulent practices in competing for or in executing this
Contract.
(iii) If the Agency submits to Ministry of Tourism a false statement which has a
material effect on the rights, obligations or interests of Ministry of Tourism.
(iv) If the Agency places itself in position of conflict of interest or fails to
disclose promptly any conflict of interest to Ministry of Tourism.
(v) If the Agency fails to provide the quality services as envisaged under this
Contract. Reasons for the same would be recorded in writing.
In case of such an occurrence Ministry of Tourism shall give a written
advance notice before terminating the Contract of the Agency.
15. Arbitration:
In event of any dispute or difference between the Ministry and the Agency,
such disputes or differences shall be resolved amicably by mutual consultation. If
such resolution is not possible, then the unresolved dispute or difference shall be
referred to arbitration of the sole arbitrator to be appointed by the Secretary,
Ministry of Tourism on the recommendation of the Secretary, Department of Legal
Affairs („Law Secretary‟), Government of India. The provision of Arbitration and
Conciliation Act, 1996 (No.26 of 1996) shall be applicable to the arbitration. The
Venue of such arbitration shall be at New Delhi or any other place, as may be
decided by the arbitrator. The language of arbitration proceedings shall be English.
The arbitrator shall make a reasoned award (the “Award”), which shall be final and
binding on the Ministry and the Agency. The cost of the arbitration shall be shared
equally by the Ministry and the Agency to the agreement. However, expenses
incurred by each party in connection with the preparation, presentation shall be
borne by the party itself.
Pending the submission of and /or decision on a dispute, difference or claim
or until the arbitral award is published; the Ministry and the Agency shall continue
to perform all of their obligations under this Agreement without prejudice to a final
adjustment in accordance with such award.
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16. Jurisdiction:
The contract shall be governed by laws of India and all Government rules on
purchase matter issued from time to time and are in force for the time being are
applicable to this contract tender.
17. Additional Information to the Bidders:-
(i) Period of validity of the Tender is 120 days from the closing date of the
proposals.
ii) The Ministry of Tourism reserves the right to reject or accept any or all the
bids in part or full without assigning any reason whatsoever.
(iii) The bids should be clear in all respects. Conditional, erroneous and
incomplete bids will be rejected outright.
(iv) The Ministry of Tourism reserves its right to summarily reject offer received
from any agency on national security considerations, without any intimation
to the bidder.
(v) The Ministry of Tourism reserves the right to place an order for the full or
part quantities under any items of work under scope of work.
vi) Agencies submitting proposals will not be permitted to alter or modify their
bids after expiry of the deadline for receipt of bids.
vii) The Ministry of Tourism reserves its right not to accept bids from agencies
resorting to unethical practices or on whom investigation/enquiry
proceedings have been initiated by Government Investigating Agencies /
Vigilance Cell.
viii) Any amendments / corrigendum to the RFP document would be uploaded on
the official website of the Ministry of Tourism, www.tourism.gov.in and the
tender website of Government of India www.eprocure.com .
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ix) Proprietorship / copyright of Images, videos and any other contents used for
development of the website by the agency, would rest solely with the
Ministry of Tourism, Government of India at all times / perpetuity.
x) The agency would indemnify the Ministry of Tourism against any claim of
copyright violation / plagiarism, etc.
xi) In case of Consortium maximum three Firms / Agencies / Members are
permitted.
Interested agencies may submit bids as per the requirements stipulated in
this document latest by 1700 hrs on 22nd
December 2015. The bid should be
addressed to the Deputy Director General (IT), Ministry of Tourism, 123
Transport Bhawan, 1, Parliament Street, New Delhi-110001 and to be
submitted at the CR section of the Ministry of Tourism located at the Ground floor
(near the exit gate), Transport Bhavan, New Delhi.
Deputy Director General (IT)
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Annexure - I
Declaration of ineligibility for corrupt or fraudulent practices
_______________________________________________________________
(To be provided on „Company letter head‟)
The Dy. Director General (IT),
Ministry of Tourism
Transport Bhawan,
1, Parliament Street,
New Delhi
Subject :- Declaration of ineligibility for corrupt or fraudulent practices.
Madam / Sir,
This has reference to the Ministry of Tourism‟s RFP No………………dated
……….for Appointment of Professional IT Agency for Portal Development and
Maintenance, Content Management, Web Contests and Mobile Application.
In this context, I/We, as an authorized representative(s) of company, declare that
presently our Company/ firm is having unblemished record and is not declared
ineligible for corrupt & fraudulent practices, blacklisted either indefinitely or for a
particular period of time, or had work withdrawn, by any State/ Central
government/ PSU.
If this declaration is found to be incorrect then without prejudice to any other
action that may be taken, my/ our security may be forfeited in full and the tender if
any to the extent accepted may be cancelled.
Thanking you,
Name of the Bidder: ..................................
Authorised Signatory:.................................
Name:
Seal:
Date: