Tamil Nadu Industrial Guidance & Export Promotion Bureau ... · Tamil Nadu Industrial Guidance & Export Promotion Bureau (Presently renamed as Guidance) Department of Industries,

Tamil Nadu Industrial Guidance & Export Promotion Bureau (Presently renamed as

Guidance)

Department of Industries, Government of Tamil

Nadu

REQUEST FOR PROPOSAL

FOR

SELECTION OF SYSTEM INTEGRATOR FOR DESIGN, DEVELOPMENT, IMPLEMENTATION AND MAINTENANCE OF

ONLINE SYSTEMS

FOR

IMPROVING THE EASE OF DOING BUSINESS IN THE STATE OF TAMIL NADU

VOLUME I

Ref No: IT/SYSTEM INTEGRATOR/2862/2020

Tender documents can be downloaded from:-

a) www.tenders.tn.gov.in

b) www.investingintamilnadu.com

c) www.easybusiness.tn.gov.in

Tamil Nadu Industrial Guidance & Export Promotion Bureau (Presently renamed

as Guidance)

19-A, SIPCOT Building, Rukmani Lakshmipathy Road,

Egmore, Chennai - 600 008,

India.

Email: [email protected]; Phone: +91 44 28553866; Fax: +91 44 28553856

http://www.investingintamilnadu.com/

http://www.easybusiness.tn.gov.in/

RFP for Selection of System Integrator for online systems in improving the EoDB in Tamil Nadu–Volume I

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Table of Contents

1 Introduction ....................................................................................................... 8

2 Schedule of Bid Process ..................................................................................... 9

3 Structure of the RFP ......................................................................................... 11

4 Background Information .................................................................................. 12

4.1 Basic Information .......................................................................................... 12

4.2 Project Background ....................................................................................... 12

4.3 State Information ......................................................................................... 14

4.4 Key Information ............................................................................................ 15

4.5 Key Stakeholders .......................................................................................... 15

4.6 About Guidance ............................................................................................ 17

5 Instructions to the Bidders .............................................................................. 18

5.1 General ....................................................................................................... 18

5.2 Compliant Proposals / Completeness of Response ............................................. 18

5.3 Pre-Bid Meeting & Clarifications ...................................................................... 18

5.4 Key Requirements of the Bid .......................................................................... 20

5.5 Preparation and Submission of Proposal ........................................................... 22

5.6 Evaluation Process ........................................................................................ 23

6 Criteria for Evaluation ...................................................................................... 26

6.1 Pre-Qualification Criteria ................................................................................ 27

6.2 Technical Qualification Criteria ........................................................................ 31

6.3 Financial Bid Evaluation ................................................................................. 41

6.4 Total Bid Evaluation ...................................................................................... 41

7 Appointment of System Integrator .................................................................. 42

7.1 Award Criteria .............................................................................................. 42

7.2 Right to Accept Any Proposal and To Reject Any or All Proposal(s) ...................... 42

7.3 Notification of Award ..................................................................................... 42

7.4 Contract Finalization and Award ...................................................................... 42

7.5 Performance Guarantee ................................................................................. 43

7.6 Signing of Contract ....................................................................................... 43

7.7 Failure to Agree with the Terms and Conditions of the RFP ................................. 43

8 Annexures ........................................................................................................ 44


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8.1 Annexure I: PRE-QUALIFICATION PROPOSAL TEMPLATES .................................. 44

8.2 Annexure II: TECHNICAL PROPOSAL TEMPLATES .............................................. 58

8.3 ANNEXURE III: FINANCIAL PROPOSAL TEMPLATE ............................................. 94

8.4 ANNEXURE IV: TEMPLATE FOR PBG & CCN ..................................................... 103


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DISCLAIMER

1. The information contained in this Request for Proposal document (“RFP”) or subsequently

provided to Applicants, whether verbally or in documentary or any other form by or on

behalf of the Tamil Nadu Industrial Guidance and Export Promotion Bureau, henceforth

‘Guidance ’. In or any of its employees or advisers, is provided to Applicants on the terms

and conditions set out in this RFP and such other terms and conditions subject to which

such information is provided.

2. This RFP is not an agreement and is neither an offer nor an invitation by Guidance to the

prospective Applicants or any other person. The purpose of this RFP document is to provide

interested parties with information that may be useful to them in the formulation of their

proposals pursuant to this RFP.

3. The assumptions, assessments, statements and information contained in this RFP, may not

be complete, accurate or adequate. Each Applicant should, therefore, conduct its own

analysis and should check the accuracy, adequacy and completeness of the assumptions,

assessments and information contained in this RFP and obtain independent advice from

appropriate sources.

4. Guidance accepts no responsibility for the accuracy or otherwise for any interpretation or

opinion on the law expressed herein.

5. Guidance, its employees and advisers make no representation or warranty and shall have

no liability to any person including any Applicant under any law, statute, rules or regulations

or tort, principles of restitution or unjust enrichment or otherwise for any loss, damages,

cost or expense which may arise from or be incurred or suffered on account of anything

contained in this RFP or otherwise, including the accuracy, adequacy, correctness, reliability

or completeness of the RFP and any assessment, assumption, statement or information

contained therein or deemed to form part of this RFP or arising in any way in this Selection

Process.

6. Guidance also accepts no liability of any nature whether resulting from negligence or

otherwise however caused arising from reliance of any Applicant upon the statements

contained in this RFP.

7. Guidance may in its absolute discretion, but without being under any obligation to do so,

update, amend or supplement the information, assessment or assumption contained in this

RFP.

8. The issue of this RFP does not imply that Guidance is bound to select an Applicant or to

appoint the Selected Applicant, as the case may be, for the System Integrator.

9. Guidance reserves the right to reject all or any of the Proposals without assigning any

reasons whatsoever.

10. The Applicant shall bear all costs associated with or relating to the preparation and

submission of its Proposal. Guidance shall not be liable in any manner whatsoever for the

same or for any other costs or other expenses incurred by an Applicant in preparation or

in submission of the Proposal, regardless of the conduct or outcome of the selection

process.


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List of Abbreviation

Abbreviation Description

AI Artificial Intelligence

AMC Annual Maintenance Charges

AMS Application Management Services

API Application Program Interface

ARC Annual Recurring charges

BOM Bill of Material

BCP Business Continuity Plan

CAPEX Capital Expenditure

CCN Change Control Notice

CIS Central Inspection System

CMMI Capability Maturity Model Integration

CMS Content Management System

CPU Central Processing Unit

CSP Content Service Provider

CV Curriculum Vitae

DD Demand Draft

DC Data Centre

DISH Directorate of Industrial Safety and Health

DPIIT Department for Promotion of Industry and Internal Trade

DSC Digital Signature Certificate

DR Disaster Recovery

EMD Earnest Money Deposit

EMS Enterprise Management System

EoDB Ease of doing Business

FY Financial Year


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GIM Global Investors Meet

GoI Government of India

GST Goods and Services Tax

HDD Hard Disk Drive

HR Human Resource

HIPS Host intrusion prevention system

ICT Information Communication Technology

INR Indian Rupee

IPR Intellectual Property Rights

IT Information Technology

LoA Letter of Acceptance

LS Lump Sum

MCIT Ministry of Communication and Information Technology

MeitY Ministry of Electronics and Information Technology

MIS Management Information System

MSA Master Service Agreement

MSME Micro, Small and Medium Enterprises

NDA Non-Disclosure Agreement

NIC National Informatics Centre

O&M Operation and Maintenance

OEM Original Equipment Manufacturer

OPEX Operational Expenditure

OS Operating System

PBG Performance Bank Guarantee

PPP Public Private Partnership

PSU Public Sector Undertaking


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PQ Pre-Qualification

QCBS Quality and Cost based Selection

ROC Registrars of Companies

RFP Request for Proposal

SI System Integrator

SIPCOT State Industries Promotion Corporation of Tamil Nadu Ltd

SLA Service Level Agreement

SSDG State Services Delivery Gateway

STQC Standardization Testing and Quality Certification

SWP Single Window Portal

TN Tamil Nadu

TNeGA Tamil Nadu e-Governance Agency

TNPCB Tamil Nadu Pollution Control Board

VM Virtual Machine


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1 Introduction

I. Under the development of Online systems for Guidance in improving the EoDB in

Tamil Nadu, System Integrator will be responsible for providing a comprehensive

solution towards Supply, Installation, Development, Integration, Commissioning,

Management & Maintenance of Applications and Computing Infrastructure along

with training pertaining to the envisaged IT ecosystem.

II. Guidance invites the eligible parties (hereafter referred as “Bidder”) for

appointment as System Integrator for the Tamil Nadu and provides the

comprehensive solution as specified in the Scope of Work Section (Kindly refer

Volume-II) of this RFP.

III. Bidders are advised to study this RFP document carefully before submitting their

proposals in response to this Notice. Submission of a proposal in response to this

notice shall be deemed to have been done after careful study and examination of

this document with full understanding of its terms, conditions and implications.

Failure to furnish all information required as mentioned in the RFP documents or

submission of a proposal not substantially responsive to the RFP documents in

every respect will be at the Bidder's risk and may result in rejection of the

proposal.

IV. An Earnest Money Deposit (EMD) in the form of a Demand Draft, from a scheduled

Indian Bank in favour of “Tamil Nadu Industrial Guidance and Export Promotion

Bureau”, payable at Chennai, for the sum of Rupees Fifteen lakhs only (Rs

15,00,000) will be required to be submitted by each Applicant along with the pre-

qualification proposal.


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2 Schedule of Bid Process

Sl.

No. Information Details

1. Tender Inviting Authority:

Managing Director and Chief Executive Officer

Tamil Nadu Industrial Guidance & Export Promotion

Bureau (Presently renamed as Guidance)



India Telephone: +91 44 28553866; Fax: +91 44

28553856

2. Name of Agency

Tamil Nadu Industrial Guidance & Export Promotion

Bureau (Presently renamed as Guidance), Industries

Department, Government of Tamil Nadu

3. RFP reference No IT/SYSTEM INTEGRATOR/2862/2020 dated 10-03-

2020

4. Tender Document Cost

The tender document can be downloaded free of cost

from

a) www.tenders.tn.gov.in

b) www.investingintamilnadu.com

c) www.easybusiness.tn.gov.in

5. Date of issue of RFP 10-03-2020

6. Earnest Money Deposit

(EMD)

An EMD amount of INR 15,00,000 (Rupees Fifteen

lakhs only) may be paid by way of DD drawn in favour

of “Tamil Nadu Industrial Guidance and Export

Promotion Bureau”, payable at Chennai, and the

instrument should be submitted in the pre-

qualification proposal.

7. Date, time and Place of pre-

bid meeting

On 23-03-2020 @ 3 PM in Guidance office

All the queries shall be emailed to

[email protected] and [email protected] well

in advance so that Guidance will be able to prepare a

consolidated list for use on 23-03-2020.

mailto:[email protected]

mailto:[email protected]


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8. Due date, time and place for

submission of tender

Sealed tender may be submitted not later than 20-

04-2020 @ 3 PM at the address mentioned in Sl. No.1

9. Submission Details Submission details are mentioned in section 5.4.4.

10.

Date, time and place of

opening of Pre-Qualification

Proposal

Pre-Qualification proposal will be opened on 21-04-

2020 @ 3.00 PM at the address mentioned in Sl. No.

1.

11. Date, Time and Place of

opening of Technical Proposal

This will be intimated only to the bidders who have

cleared the Pre-Qualification Criteria.

12. Date, Time and Place of

opening of Financial Proposal

This will be intimated only to the technically qualified

bidders.

13. Method of Selection

The method of selection will be based on the

following.

Pre-Qualification

Technical Evaluation

Financial Evaluation

Final Evaluation based on Quality-cum-Cost-

based-Selection (QCBS)

Conditions :

i. The Applicants should meet the Pre-

qualification criteria as dealt in Clause 6.1

Volume I for inclusion in technical evaluation.

ii. Technical proposals of Applicants who meet

the pre-qualification criteria shall be

evaluated. Applicants shall also have to make

a presentation during the technical evaluation.

The financial bids of only those firms whose technical

proposals are accepted will be opened and the bid

with the highest combined-technical plus Financial-

score shall be awarded the Contract.

14. Validity of the Proposal 180 days from the date of submission of Tender

15. Signed by the Authorized

representative

All the pages of the Technical Proposal should have

been page numbered and signed by the Authorized

Representative.


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3 Structure of the RFP

I. This Request for Proposal (RFP) document for Appointment of the System

Integrator for development of online systems for Guidance in improving the EoDB

in Tamil Nadu comprise of the following.

II. Guidance invites bids from eligible parties (hereafter referred as “Bidder”) for

appointment as System Integrator for Guidance to provide the comprehensive

solution as specified in the Volume II of this RFP.

A. Volume I: Instructions on the Bid process for the purpose of responding to

this RFP. This broadly covers:

1. General instructions for bidding process

2. Bid evaluation process including the parameters for Technical

evaluation and Financial evaluation to facilitate Guidance in

determining bidder’s suitability as the implementation partner

3. Financial bid and other formats

B. Volume II: Functional and Technical Requirements of the project. The

contents of the document broadly cover the following areas:

1. About the project and its objectives

2. Detailed Scope of work

3. Functional and Technical requirements

The bidder is expected to respond to the requirements as completely and in as

much relevant detail as possible, and focus on demonstrating bidder’s suitability

to become the implementation partner.

C. Volume III: Master Service Agreement (MSA), Service Level Agreement

(SLA) and Non-Disclosure Agreement (NDA).

The bidders are expected to examine all instructions, forms, terms, Project requirements

and other information in the RFP documents. Failure to furnish all information required as

mentioned in the RFP documents or submission of a proposal not substantially responsive

to the RFP documents in every respect will be at the Bidder's risk and may result in

rejection of the proposal.


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4 Background Information

4.1 Basic Information

I. Guidance invites proposals (“Tenders”) to this Request for Proposals (“RFP”) from

System Integrator Agencies (“Bidders”) for the provision of e-Governance System

Implementation Services as described in Section 3 and 4 of Volume II of this RFP,

“Scope of Work”.

II. Any Contract that may result from this Government procurement competition will

be issued for a term of 6 years – 1 Year to Go-Live + 5 years (“the Term”).

III. Guidance reserves the right to extend the Term for a period or periods of up to 6

months with a maximum of 2 years, such extension or extensions on the same

terms and conditions including financial, subject to the Guidance’s obligations at

law.

IV. Proposals must be received not later than time, date and venue mentioned in

Section 2. Proposals that are received late WILL NOT be considered in this

procurement process.

4.2 Project Background

I. Government of Tamil Nadu is committed to make the State as one of the most

investment friendly State. Improving the ease of doing business in the State is one

of the focus areas for the State of Tamil Nadu to demonstrate to the domestic and

global business community the State’s intent to create an investor friendly climate

conducive for attracting investment.

II. Improving the State’s business climate entails ensuring favorable investors’

experience across the life-cycle of setting up a new unit or expanding an existing

unit or carrying on operations comprising:

a. Attracting investors to the State through ease of information availability as

well as ease of securing necessary clearances prior to establishment,

b. Support investors in investment grounding through time-bound approvals

prior to commencement, and

c. Streamlining clearances and compliances required during normal course of

business, post commencement.

III. Businesses requires various registration and approvals from competent authorities

both at the Central Government and at the State Government level across the

business life-cycle. Tamil Nadu Industrial Guidance and Export Promotion Bureau


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(Guidance) is the anchor agency for undertaking various measures for improving

the ease of doing business in the State of Tamil Nadu.

IV. Tamil Nadu Industrial Guidance and Export Promotion Bureau (Guidance) was

established as a non-profit registered Society on 15th July 1992 with the objective

of attracting investment proposals into Tamil Nadu.

V. Since inception till January 2020, Guidance has facilitated 525 investment

proposals with an aggregate investment exceeding Rs.4.25 lakhs crore into the

State.

VI. As per Tamil Nadu Business Facilitation Act 2018, Guidance has been given the

statutory responsibility of functioning as the Nodal Agency for providing single

window clearances for large industries. Guidance serves as a single point of contact

for investors to secure various registration and approvals from competent

authorities across the business life-cycle.

VII. For ensuring that investors in Tamil Nadu State experience the highest ease in

setting up and running a business, Guidance intends to take up the following

measures:

a. Development of an enhanced Single Window Clearance Mechanism:

Government of Tamil Nadu has instituted Single Window mechanism with a

single point of contact for investors establishing a new industrial unit or

expanding/running an existing enterprise. For the purpose of facilitating

timely clearances/approvals/renewals, the state has rolled out an IT based

online single window portal (https://www.easybusiness.tn.gov.in/) which

facilitates processing of applications for 39 services. The portal facilitates

acceptance and electronic transfer of applications for seeking

approvals/clearances/renewals from large investors as well as MSME

investors to respective Competent Authorities as well as tracking &

monitoring status of the application pertaining to the 39 services.

The state intends to develop a new single window portal with inclusion of

additional services and enhanced features for the investors enabling an end-

to-end digital processing for all the stakeholders. The new single window

portal will be the an enhanced version of the existing single window portal

both in technology and scope of services and departments, and serve as the

single point for investors for accepting and electronically distributing

applications to the respective competent authorities pertaining to 190

https://www.easybusiness.tn.gov.in/


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services. It will provide a host of services to the investors to cater to their

investment needs at various stages of the business- pre-establishment, pre-

operation, post operation/renewal.

b. Establishment of Central Inspection Mechanism: A central inspection

mechanism is proposed to be established by integrating the online system

of four crucial departments’ viz. i) the Directorate of Industrial Safety and

Health (DISH), ii) Labour Department, iii) Tamil Nadu Pollution Control

Board (TNPCB) and iv) Directorate of Boilers. The CIS system will enable

unified review of information about past inspections, schedule of

inspections, and access to inspection report of all concerned Competent

Authorities.

c. Automation of Guidance’s Office Processes: Guidance intends to

automate its office processes and go paperless by implementing a digital

solution. It should be a cloud enabled software and Guidance intends to

implement the bespoke digital application for its department operations by

appointing the system integrator.

d. Integration of legacy/existing applications under Guidance such as

Guidance Portal, GIM portal, BIZ Buddy etc. with the envisaged

solution to be developed under this project.

VIII. Detailed scope of work is provided in volume II, Section 3 and 4.

4.3 State Information

Tamil Nadu (TN) is among the largest and developed States in the country, both in terms of

geographical area (1, 30,058 sq. kms.) and population (7.21 Crores – 2011 census). With the

highest tele-density, good network of roadways and minimal gap between the demand and

supply of power, TN’s infrastructure is amongst the best in the country.

Tamil Nadu has been a pioneer State in implementing E-Governance initiatives. A large part

of the Government records like land ownership records of registration department, revenue

collection by Urban Local Bodies, etc., have been digitised/computerized, thereby improving

the quality of service and transparency in operations.

Tamil Nadu is an industrial powerhouse of the nation with a very strong and diverse industrial

base, the highest number of factories and industrial workers in the country. Tamil Nadu has a

highly developed industrial eco-system and is strong in sectors such as automobiles and auto-

components, textiles, leather products, light and heavy engineering, pumps and motors,

electronic software and hardware.


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4.4 Key Information

The objectives of the development of an online systems in improving the EoDB in Tamil Nadu

are to ensure the following:

I. Providing easy, anywhere and anytime application of to ensure reliability,

efficiency, transparency and accountability.

II. Eliminating the visits of investors to a Government office / Department for availing

the services.

III. Reducing administrative burden and service fulfilment time and costs for the

Government & businesses.

IV. Reducing direct interaction of Investors with the Government and encouraging ‘e’-

interaction and efficient communication through portal.

V. Enhancing perception & image of the Government and its constituent Departments.

VI. Providing efficient delivery of services with improved service levels.

VII. Avoiding procedural delays in getting statutory clearances from various authorities.

VIII. Providing information to entrepreneurs regarding the scope of setting up industries

in the State and give them guidance on the procedural aspects of starting

industries, incentives and facilities available.

IX. Providing online final approval/certificate for the applications by concerned

Departmental Authorities. Providing Deemed approval, in case of failure to pass

the final orders by the Competent Authority on the application within the stipulated

time.

X. Providing time-bound online query system.

XI. Automation of Office procedures

4.5 Key Stakeholders

The key stakeholders of the project are mentioned below (including but not limited to):

Guidance

TNeGA

Commissionerate of Industries and Commerce

National Informatics Centre (NIC)

Respective Government departments as given in the table below

SI’s for respective Government departments Portals


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S.

No Department

Sub

S.No Head of Departments

1 Agriculture department 1 Agriculture department

2 Commercial Taxes and

Registration 2 Inspector General of Registration

3 Education 3 Department of School Education

4

Energy 4 Tamil Nadu Generation and Distribution

Corporation Limited

Energy 5 Tamil Nadu Electrical Inspectorate

5

Environment and Forest 6 Tamil Nadu Pollution Control Board

Environment and Forest 7 Forest Department

6

Health and Family Welfare 8 Food Safety and Drug Administration

Health and Family Welfare 9 Department of Public Health and

Preventive Medicine

7

Home, Prohibition, and Excise 10 Prohibition and Excise

Home, Prohibition, and Excise 11 Fire and Rescue Services Department

8

Housing and Urban Development 12 Directorate of Town and Country Planning

Housing and Urban Development 13 Chennai Metropolitan Development

Authority

9 State Industries Promotion

Corporation of Tamil Nadu 14

State Industries Promotion Corporation of

Tamil Nadu

10 Tamil Nadu Industrial Investment

Corporation 15

Tamil Nadu Industrial Investment

Corporation

11

Labour and Employment 16 Directorate of Industrial Safety and

Health

Labour and Employment 17 Labour

12

Micro, Small and Medium

Enterprises 18

Commissionerate of Industries and

Commerce

Micro, Small and Medium

Enterprises 19

Tamil Nadu Small Industries Development

Corporation

13

Municipal Administration and

Water Supply 20

Chennai Metro Water Supply and Sewage

Board


Water Supply 21

Commissionerate of Municipal

Administration


Water Supply 22

Tamil Nadu Water Supply and Drainage

Board


Water Supply 23 Directorate of Town Panchayats


Water Supply 24 Greater Chennai Corporation

14

Public Works Department 25 Directorate of Boilers

Public Works Department 26 Public Works Department

15 Rural Development and

Panchayat Raj 27 Rural Development and Panchayat Raj

16 Transport Department 28 Commissionerate of Transport


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4.6 About Guidance

Tamil Nadu Industrial Guidance and Export Promotion Bureau (Guidance) was established as

a non-profit registered Society on 15th July 1992 with the objective of attracting investment

proposals into Tamil Nadu.

Guidance now invites eligible bidders for design, development, implementation and

maintenance of online systems for improving the ease of doing business in the State of Tamil

Nadu.


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5 Instructions to the Bidders

5.1 General

I. While every effort has been made to provide comprehensive and accurate background

information and requirements and specifications, Bidders must form their own

conclusions about the solution needed to meet the requirements. Bidders and recipients

of this RFP may wish to consult their own legal advisers in relation to this RFP. All

information supplied by Bidders may be treated as contractually binding on the Bidders,

on successful award of the assignment by the Guidance on the basis of this RFP.

II. No commitment of any kind, contractual or otherwise shall exist unless and until a

formal written Contract has been executed by or on behalf of the Guidance. Any

notification of preferred bidder status by the Guidance shall not give rise to any

enforceable rights by the Bidder. The Guidance may cancel this public procurement at

any time prior to a formal written Contract being executed by or on behalf of the

Guidance.

III. This RFP supersedes and replaces any previous public documentation &

communications, and Bidders should place no reliance on such communications.

5.2 Compliant Proposals / Completeness of Response

I. Bidders are advised to study all instructions, forms, terms, requirements and other

information in the RFP documents carefully. Submission of the bid shall be deemed to

have been done after careful study and examination of the RFP document with full

understanding of its implications.

II. Failure to comply with the requirements of this paragraph may render the Proposal non-

compliant and the Proposal may be rejected. Bidders must:

A. Include all documentation specified in this RFP;

B. Follow the format of this RFP and respond to each element in the order as set

out in this RFP

C. Comply with all requirements as set out within this RFP.

5.3 Pre-Bid Meeting & Clarifications

5.3.1 Pre-bid Conference

I. Guidance shall hold a pre-bid meeting with the prospective bidders as per Section 2 of

Volume I of this RFP, at office mentioned in Section 2 of Volume I.


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II. The Bidders will have to ensure that their queries for Pre-Bid meeting should reach to

Guidance as per the conditions mentioned in Section 2 in Volume I of this RFP.

I. Maximum of only 3 representatives from the bidders (SI) organisation are allowed.

Representatives from SI’s organisation alone allowed for pre-bid conference. The

representatives of the bidders should be advised to carry the identity card & a letter of

authority from the bidder firms to identify their bonafides for attending the Pre-Bid.

III. The queries should necessarily be submitted in the following format in .xls format via

email mentioned in Section 2, in Volume I of this RFP.

IV. In case of any clarifications, bidder may share queries in the following format in .xls

format via email mentioned in Section 2, in Volume I of this RFP.

Pre-Bid Queries for RFP for Selection of System Integrator for development of

online systems in improving the EoDB in Tamil Nadu

Name of Company Mobile No

Contact Person

Name

Email ID

# RFP Reference Actual Clause in

RFP

Clarification Sought

Volume

No

Sectio

n No

Clause

No

Page

No

1

2

3

4

V. Guidance shall not be responsible for ensuring that the bidders’ queries have been

received. Any requests for clarifications after the indicated date and time may not be

entertained by Guidance.

5.3.2 Responses to Pre-Bid Queries and Issue of Corrigendum

I. The Nodal Officer notified by the Guidance will endeavour to provide timely response

to all queries. However, Guidance makes no representation or warranty as to the

completeness or accuracy of any response; neither response nor does Guidance

undertake to answer all the queries that have been posed by the bidders. The responses

to the queries from all bidders will be distributed to all.

II. At any time prior to the last date for receipt of bids, Guidance may, for any reason,

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

Bidder, modify the RFP Document by a corrigendum.


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III. The Corrigendum (if any) & clarifications to the queries from all bidders will be posted

on the website mentioned in Section 2 of Volume I of this RFP.

IV. Any such corrigendum shall be deemed to be incorporated into this RFP.

5.4 Key Requirements of the Bid

5.4.1 Right to Terminate the Process

I. Guidance may terminate the RFP process at any time and without assigning any reason.

Guidance makes no commitments, express or implied, that this process will result in a

business transaction with anyone.

II. This RFP does not constitute an offer by Guidance. The bidder's participation in this

process may result Guidance selecting the bidder to engage towards execution of the

Contract.

5.4.2 RFP Document Fees

a) RFP document can be downloaded free of cost from the website mentioned in Section

2 of Volume I.

5.4.3 Earnest Money Deposit (EMD)

a) An Earnest Money Deposit (EMD) in the form of a Demand Draft, from a scheduled

Indian Bank in favour of “Tamil Nadu Industrial Guidance and Export Promotion

Bureau”, payable at Chennai, for the sum of Rupees Fifteen Lakhs only (Rs. 15,00,000

only) will be required to be submitted by each Applicant along with the pre-qualification

proposal.

b) Bidders shall submit, along with their Bids, EMD as mentioned in Section 2 of Volume I

in the form of a Demand Draft as specified in the schedule of bid process.

c) EMD of all unsuccessful bidders would be refunded by Guidance after finalization of

contract with the successful bidder within reasonable time. The EMD, for the amount

mentioned above, of successful bidder would be returned upon submission of

Performance Bank Guarantee as per the format provided in Annexure IV: Form 1.

d) The EMD amount is interest free and will be refundable to the unsuccessful bidders

without any interest.

e) The bid / proposal submitted without EMD, mentioned above, will be summarily

rejected.

f) The EMD may be forfeited:


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A. If a bidder withdraws its bid during the period of bid validity.

B. In case of a successful bidder, if the bidder fails to sign the Contract in accordance

with this RFP.

5.4.4 Submission of Proposals

a) The bidders should submit their responses as per the format given in this RFP in the

following manner

i. Envelope-A consisting of Pre-Qualification Proposal - (1 Original + 1 Hard

Copy + 1 Soft copy in USB drive without any password protection) - along

with EMD

ii. Envelope-B consisting of Technical Proposal - (1 Original + 1 Hard Copy + 1

Soft copy in USB drive without any password protection)

iii. Envelope-C consisting of Financial Proposal - (1 Original + 1 Soft copy in

USB drive without any password protection)

b) The response to Pre-Qualification Proposal, Technical Proposal and Financial Proposal

(as mentioned above) should be covered in separate sealed envelopes super-scribing,

“Envelope-A: Pre-Qualification Proposal”, “Envelope-B: Technical Proposal” and

“Envelope-C: Financial Proposal” respectively. Each copy of each bid should also be

marked as "Original" OR "Copy" as the case may be.

c) Kindly ensure that prices should NOT be indicated anywhere except in the Financial

Proposal.

d) The envelope containing copies of Pre-Qualification Proposal, Technical Proposal and

other envelope containing Financial Proposal should be put in another single larger

sealed envelope clearly marked “Response to RFP for Selection of System Integrator

for online systems in improving the EoDB in the State of Tamil Nadu - < RFP Reference

Number> and the wordings “DO NOT OPEN BEFORE <Date and Time as mentioned in

Section 2 of Volume I>”.

e) The outer envelope thus prepared should also indicate clearly the name, address,

telephone number, E-mail ID and fax number of the bidder to enable the Bid to be

returned unopened in case it is declared "Late".

f) All the pages of the proposal must be sequentially numbered and must contain the list

of contents with page numbers. Any deficiency in the documentation may result in the

rejection of the Bid.

g) The original proposal/bid shall be prepared in indelible ink. It shall contain no

interlineations or overwriting, except as necessary to correct errors made by the bidder


22 | P a g e

itself. Any such corrections must be initialled by the person (or persons) who sign(s)

the proposals.

h) All pages of the bid including the duplicate copies, shall be initialled and stamped by

the person or persons who is authorised to sign the bid.

i) In case of any discrepancy observed by Guidance in the contents of the submitted

original paper bid documents with respective copies, the information furnished on

original paper bid document will prevail over others.

j) Bidder must ensure that the information furnished by bidders in respective USB drive

is identical to that submitted in the original paper bid document. In case of any

discrepancy observed by Guidance in the contents of the USB drive and original paper

bid documents, the information furnished on original paper bid document will prevail

over the soft copy.

k) Any financial related details until otherwise sought by the RFP, shall be given only in

the financial proposal. If financial bid details are found in the pre-qualification proposal

or technical proposal, then such proposals shall be summarily rejected.

5.4.5 Authentication of Bids

The Proposal should be accompanied by a power-of-attorney in the name of the signatory

of the Proposal. All the Tender Documents shall be attested by this Authorised person.

5.5 Preparation and Submission of Proposal

5.5.1 Proposal Preparation Costs

a) The bidder shall be responsible for all costs incurred in connection with participation in

the RFP process, including, but not limited to, costs incurred in conduct of informative

and other diligence activities, participation in meetings/discussions/presentations,

preparation of proposal, in providing any additional information required by Guidance

to facilitate the evaluation process, and in negotiating a definitive Contract or all such

activities related to the bid process.

b) Guidance will in no case be responsible or liable for those costs, regardless of the

conduct or outcome of the bidding process.


23 | P a g e

5.5.2 Language

a) The Proposal should be filled by the Bidder in English language only. If supporting

documents are in different language other than English, then notarised English

translation should be enclosed.

5.5.3 Venue & Deadline for Submission of Proposals

a) Proposals, in its complete form in all respects as specified in the RFP, must be submitted

as mentioned in Section 2 of Volume I of this RFP.

5.5.4 Late Bids

a) Bids received after the due date and the specified time (including the extended period

if any) for any reason whatsoever, shall not be entertained and shall be returned

unopened.

b) The bids submitted by telex/telegram/fax/e-mail etc. shall not be considered. No

correspondence will be entertained on this matter.

c) Guidance shall not be responsible for any postal delay or non-receipt/ non-delivery of

the documents. No further correspondence on the subject will be entertained.

d) Guidance reserves the right to modify and amend any of the above-stipulated

condition/criterion depending upon project priorities vis-à-vis urgent commitments.

5.6 Evaluation Process

a) Guidance will constitute a Proposal Evaluation Committee to evaluate the responses of

the bidders.

b) The Proposal Evaluation Committee constituted by the Guidance shall evaluate the

responses to the RFP and all supporting documents / documentary evidence. Inability

to submit requisite supporting documents / documentary evidence, may lead to

rejection.

c) The decision of the Proposal Evaluation Committee in the evaluation of responses to

the RFP shall be final. No correspondence will be entertained outside the process of

negotiation/ discussion with the Committee.

d) The Proposal Evaluation Committee may ask for meetings with the Bidders to seek

clarifications on their proposals

e) The Proposal Evaluation Committee reserves the right to reject any or all proposals on

the basis of any deviations.


24 | P a g e

f) Each of the responses shall be evaluated as per the criterions and requirements

specified in this RFP.

5.6.1 Tender Opening

II. The Proposals shall be submitted as per Section 2 of Volume I. Such bids would be

opened in the presence of such of those Bidders or their authorised representatives

who may be present at the time of opening.

III. The representatives of the bidders should be advised to carry the identity card or a

letter of authority from the tendering firms to identify their bonafides for attending the

opening of the bid.

5.6.2 Tender Validity

The offer submitted by the Bidders should be valid for minimum period of 180 days from the

date of submission of Tender.

5.6.3 Tender Evaluation

I. Initial Bid scrutiny will be held and incomplete details as given below will be treated as

non-responsive, if Proposals :

i. Submitted without the required EMD as mentioned in the RFP

ii. Are not submitted in as specified in the RFP document

iii. Received without the Letter of Authorization (Power of Attorney)

iv. Are found with suppression of details

v. With incomplete information, subjective, conditional offers and partial offers

submitted

vi. Submitted without the documents requested in the checklist

vii. Have non-compliance of any of the clauses stipulated in the RFP

viii. With lesser validity period

II. If bidder proposes to replicate a similar applications done at any other State and if such

application is still NOT certified LIVE before the date of bid submission by respective

line department/STQC then such application may not be used for this project.

III. All responsive Bids will be considered for further processing as below.


25 | P a g e

Guidance will prepare a list of responsive bidders, who comply with all the Terms and

Conditions of the Tender. All eligible bids will be considered for further evaluation by a

Committee according to the Evaluation process define in this RFP document. The

decision of the Committee will be final in this regard.

IV. As per Tamil Nadu transparency in Tender Act, 1998 with latest amendments under

clause 10(4) if at any time before the acceptance of the tender, the Tender Accepting

Authority receives information that a Tenderer who has submitted Tender has been

banned by any procuring entity, he shall not accept the Tender of that Tenderer even

if it may be the lowest Tender.


26 | P a g e

6 Criteria for Evaluation

I. The overall objective of this evaluation process is to select the capable and qualified

firm in the business domain of developing and rolling out Portals, related hardware,

other infrastructure and integrations with the external applications, providing

associated capacity building, training and handholding support as well as associated

managed services and who will provide a comprehensive solution towards Supply,

Installation, Integration, Commissioning, Development, Deployment, Operation &

Management of Applications and hardware provisioning for the Department.

II. The scrutiny will be held whether the bid has been submitted in three cover bids (Pre-

Qualification Proposal, Technical Proposal and Financial Proposal) and the required EMD

amount. The bidders who full fill these conditions will be eligible for evaluation of the

bids against pre-qualification criteria. Otherwise, the bids will be treated as non-

responsive and are liable for rejection.

III. The Pre-Qualification Proposal will be evaluated and only those bidders who qualify the

requirements will be eligible for next set of evaluations. Technical Proposal and Financial

Proposal of Bidders who do not meet the Pre-Qualification criteria (Section 6.1) will be

returned without opening.

IV. The technical score of all the bidders would be calculated as per the criteria mentioned

below. All the bidders who achieve at least 70 marks in the technical evaluation would

be eligible for the next stage, i.e. Financial Bid opening.

V. Proposals of Companies would be evaluated as per Technical Evaluation Criteria

(Section 6.2). Agencies / firms should clearly indicate, giving explicit supporting

documentary evidence, with respect to the above, in absence of which their proposals

will be rejected summarily at the qualification stage itself.

VI. Each of the financial bids shall be evaluated on a score of 100 points. The Financial

Score of the bidder shall be calculated with respect to the lowest Total Price by any

bidder. The Financial evaluation criteria in detail is mentioned in section 6.3.


27 | P a g e

6.1 Pre-Qualification Criteria

Those bidders who comply with three part bid submission & EMD Submission alone will be

considered for further evaluation. Those bidders who fail to comply with the same will be

summarily rejected at this time of bid opening stage itself.

The Bidders should have the following Eligibility for participating in the Tender. The Bidders

should enclose documentary evidence for fulfilling the Eligibility in the Pre-Qualification

Proposal.

Sl.

No Qualification Criteria

Documents/Information to be

provided in the submitted

proposal

1.

Bidder should be an entity registered under

respective law under the constitution of

India

The Bidder’s name should exactly

match with the following:

Certificate of Incorporation and

Name change certificate (if any)

2.

Bidder should be in the business as IT

System Integrator for more than 5 years as

of 31st January 2020. SI Services should

include “Application Development” along

with any 3 of the following services through

a single project with the same client:

1. Application Support and

Maintenance

2. Installation and Commissioning of

IT Compute Infrastructure (Data

Centre Infrastructure)

3. Maintenance of IT Compute

Infrastructure (Data Centre

Infrastructure)

4. Help Desk Services

5. Training & Capacity Building

Duly updated PQ Form 2(a) and

2(b) of Annexure I: Pre-

Qualification Proposal Templates

Memorandum & Articles of

Association highlighting the IT

system Integration services

One project with IT SI experience

with work order dated before 31st

January 2015 corresponding work

orders confirming year and Area of

activity.

3. Bidder should have had a minimum of

Annual Turnover generated from IT

Certificate from Statutory Auditor /

CA ascertaining Turnover from IT


28 | P a g e

Sl.




proposal

System Integration (SI) services during

the last three (3) audited Financial Years

(FY 18-19, FY 17-18, FY 16-17) of INR 50

Crores or more each year.

System Integration (SI) services

for the last 3 years for the Bidder

Duly updated PQ Form 3 of

Annexure I: Pre-Qualification

Proposal Templates

4.

Bidder should have a Net Worth of INR 5

Crores or more as per the last audited

Balance Sheet

Certificate from the Statutory

Auditor / CA ascertaining Net worth

for the last audited Financial Year.

5.

Bidder should have IT System Integrator

turnkey project experience in India to any

City/State/Central Government/PSU with a

minimum project value of INR 30 Crores and

the scope including at least any 3 of the

following:

1. Application Development

2. Application Support and

Maintenance

3. Installation and Commissioning of

IT Compute Infrastructure (Data


4. Maintenance of IT Compute

Infrastructure (Data Centre

Infrastructure)

5. Help Desk Services

6. Training & Capacity Building

All the projects should have been

successfully implemented (the solution

implemented should be operational) in last

5 years as on 31st January 2020.


Annexure I: Pre-Qualification

Proposal Templates

One project with IT SI Turnkey

project with Work order dated on or

before 31st January 2015

Client certificate stating the

successful

o Implementation of the

solution

(Or)

o Completion of entire scope

of the project

Note: Work orders/client certificate

should clearly articulate at least 3 of

the SI services mentioned in this

criterion, otherwise such projects will

not be considered.

In case of PPP projects, the bidder

should furnish the necessary

supporting documents (Work Order /

Client Certificates) to enable the


29 | P a g e

Sl.




proposal

evaluation committee to ascertain the

project value lest such projects shall

not be considered for evaluation

6.

Bidder should have a minimum number of

100 IT technically qualified professional

Staff as on 31st January, 2020 on its rolls

in India.

Signed Letter from the HR

Department (with company seal)

stating the number of technically

qualified professionals in the rolls of

the bidder’s organization in India as

on 31st January 2020

7.

Bidder shall not be under a declaration of

ineligibility for corrupt or fraudulent

practices in India

A self-certified letter in the

prescribed template as per the PQ

Form 5 of Annexure I: Pre-

Qualification Proposal Templates by

the Authorized signatory of the

bidder’s organization

8.

Bidder should possess any two of the

below Certifications (valid on the date of

bid submission).

ISO 9001:2008 or above – for Quality

Process

ISO 20000:2011 or above for IT

Service Management

ISO 27001:2005 or above for

Information Security Management

System

Copy of certification which is valid

on Tender due date.

9. Bidder should be CMMi Level III or above

Relevant certificate needs to be

attached which is valid on Tender

due date.

10. Bidder Should have a local office in Tamil

Nadu. The bidder shall mention the full

Local address proof such as copy

of the rent Agreement /latest

Telephone bills.


30 | P a g e

Sl.




proposal

address and telephone numbers of the

Tamil Nadu office.

Else the bidder shall give an undertaking

for setting up the local office in Tamil Nadu

if the bidder becomes successful.

(OR)

If the bidder doesn’t have local office

then bidder shall submit an

undertaking letter as per the

prescribed format in PQ Form 6 of

Annexure I: Pre-Qualification Proposal

Templates accepting to setup a local

office in Tamil Nadu within 2 months

from date of Contract signing


31 | P a g e

6.2 Technical Qualification Criteria

1. Technical proposal of the bidders will be opened and evaluated who meets all the prequalification criteria.

2. The evaluation committee will evaluate the Technical Proposals on the basis of the technical evaluation criterion as provided

below

Sl.

No Criteria

Max Criteria/ Sub Criteria

Marks

1 Organizational Capability 25

2 Past Experience of the responding firm 35

3 Approach and proposed methodology 20

4 Adequacy and Quality of Resources proposed for Deployment 20

Total Points 100


32 | P a g e

Sl.

No

.

Criteria/Sub Criteria Description Point System Marks

Form to be used /

Documents to be

attached

1 Organizational Capability 25

A

Turnover of the firm

Bidder Average Annual

Turnover generated from IT

System Integration (SI)

services during the last three

(3) audited Financial Years

(FY 18-19, FY 17-18, FY 16-

17)

The marks would be provided

based on the following :

a. 51+ cr – 60 cr – 1

mark

b. 60+ cr – 70 cr – 2

marks

c. 70+ cr – 80 cr - 3

marks

d. 80+ cr – 90 cr - 4

marks

e. 90+ cr – 100 cr - 5

marks

f. 100+ cr – 110 cr - 6

marks

g. 110+ cr – 120 cr - 7

marks

h. 120+ cr – 130 cr 8

marks

i. 130+ cr – 140 cr 9

marks

j. > 140+ cr - 10 marks

k. Else 0

10

Certificate from

Statutory Auditor /

CA ascertaining

Turnover from IT

System Integration

(SI) services in the

last 3 financial years

B Net-worth Firm’s Net-worth in the last

Audited FY



a. 5.1 cr – 10 cr – 2

marks

10

Certificate from the

Statutory Auditor /

CA ascertaining Net

worth for the last


33 | P a g e

Sl.

No

.


Form to be used /

Documents to be

attached

b. 10+ cr – 20 cr – 4

marks

c. 20+ cr – 30 cr – 6

marks

d. 30+ cr – 40 cr – 8

marks

e. 40+ cr – 10 marks

a. Else 0

audited Financial

Year

C

Professionally

Qualified Full Time

Employees

Professionally Qualified Full

Time Employees in ICT

related fields



a. 101 – 300 employees –

1 mark

b. 301 – 550 employees –

2 marks

c. > 550 employees – 3

marks

d. Else 0

03

Signed Letter from

the HR Dept (with

company seal)

stating the number

of professionally

qualified resources

on their roles

D CMMI certification Valid CMMI certification



a. CMMi V – 2 marks

b. Else 0

02

Relevant certificate

valid on Tender due

date

Note :

For all projects cited for the above mentioned criteria the bidder must ensure to comprehensively establish

the scope, project value & project break-up


34 | P a g e

Sl.

No

.


Form to be used /

Documents to be

attached

In case of PPP projects, the bidder should furnish the necessary supporting documents (Work Orders /

Certificates from the clients) to enable the evaluation committee to ascertain the project value lest such

projects shall not be considered for evaluation.

2 Past Experience of the responding firm 35

A

System Integration

projects

Prior Project Experience in

implementing eGovernance

solution as a System

Integrator for any

Government / Public Sector

client/PSUs/Boards/ Local

Bodies/Undertakings with at

least THREE of the following

components with value More

than INR 30 Crores:

Application software

development and

Maintenance

Supply &

Commissioning of IT

Compute

Infrastructure (Data


Hardware supply &

commissioning

O&M phase for

maintaining all of the

above


based on the Evaluation based

on Number of Projects :

a. 1 Project – 2 marks

b. 2 Projects – 4 marks

c. 3 Projects – 6 marks

d. 4 Projects – 8 marks

e. >4 projects – 10 marks

f. Else 0

10

Tech Forms 5 and

9, supported by

documentary

evidence


35 | P a g e

Sl.

No

.


Form to be used /

Documents to be

attached

B

Software Solutions


implementing Software

Development Projects with

value more than INR 2 Crore

for software development and

management component only

for any Government / Public

Sector Client. Such projects

should have at least TWO of

the following components:

Portal

Web based Application

Services

Electronic Forms





c. 3Projects – 6 marks



f. Else 0

10

Tech Forms 6 and

9, supported by

documentary

evidence

C

Operations &

Maintenance Services


providing Operations &

Maintenance Services for

application/ IT Compute

Infrastructure services of

value more than INR 3 Crores

for any Government / Public

Sector Client








f. Else 0

10

Tech Forms 7 and

9, supported by

documentary

evidence


36 | P a g e

Sl.

No

.


Form to be used /

Documents to be

attached

D EoDB Domain

Experience

Prior domain experience in

designing and implementing

single window system with

respect to EoDB for any State

Government in India

The Evaluation will be based

on Number of Projects.






f. Else 0

5

Tech Forms 8 and

9, supported by

documentary

evidence

Note :

For all projects cited for the above mentioned criteria the bidder must ensure to comprehensively establish

the scope, project value & project break-up

In case of PPP projects, the bidder should furnish the necessary supporting documents (Work Orders /

Certificates from the clients) to enable the evaluation committee to ascertain the project value lest such

projects shall not be considered for evaluation.

3 Proposed Approach & Methodology 20

A Requirement

understanding

The overall requirement

understanding to be looked

into

Project Understanding,

Demonstration of

understanding of the

Department’s requirements.

02

Detailed in

Approach &

Methodology

B

Solution Envisaged &

Technical

Architectural

Soundness

The Solution Envisaged &

Technical Architectural

Soundness to be looked into

Solution Envisaged: Will be

evaluated based on the below

criteria:

Solution fitment

Mapping

Unique Selling

Proposition

06

Tech Form 10

Detailed in

Approach &

Methodology


37 | P a g e

Sl.

No

.


Form to be used /

Documents to be

attached

Architecture Soundness Will

be evaluated based on the

below criteria:

Redundancy

High Availability

Interoperability/Integra

tion capability

AI / Machine Learning

based Solution

Standard Operating

Procedures

Dashboard Data

Analytics

Scalability

Network Connectivity

Ease of Operations

C

Project Risks &

Mitigation

Identification of Project Risks

& Mitigation

Implementation plan (with

Gantt week-wise Resource

Loading)

02

Detailed in

Approach &

Methodology

D

Detailed Project Plan

with Project work

break down structure

The description and quality of

the work plan to be looked

into.

a. Evaluation will be based

on the detailed Project

Plan including day wise,

week wise activities with

Work Breakdown

Structures, Project

estimates, milestones

etc. = 1 marks

02

Tech Form 11

Concurrence-cum-

declaration to

achieve

implementation

(without any

compromise in

quality) as specified


38 | P a g e

Sl.

No

.


Form to be used /

Documents to be

attached

Agree to achieve the

implementation in less

75% of the

implementation time-

frame as per the

specified timelines = 0.5

marks

Agree to achieve the

implementation in 90%

to 75% of the

implementation time-

frame as per the

specified timelines = 0.5

marks

in the marking

schema

E

Live Prototype

Demonstration and

Value added features

The live prototype

demonstration and value

added feature proposition to

be looked into.

Each of the following

components of the solution

demonstrated by the bidder will

be evaluated:

Use of emerging

technologies such as AI

for MIS and predictive

analysis – 3 Marks

Interoperability with

different OS and

Database in the earlier

and current versions – 2

Marks

Ease of use for the

workflow engine – 3

Marks

08

Detailed in

Approach &

Methodology and

Live Demonstration


39 | P a g e

Sl.

No

.


Form to be used /

Documents to be

attached

4 Project Team (Compliance with respect to the section 3.4.4.12 of RFP Vol II)

20

A Project Manager

1. Qualification

2. Relevant years of

Experience

3. Certification

4. Tamil Proficiency

(Speaking)

5. Similar Domain (EoDB

/SWP)

6. Should be a full time

employee of the bidder

Compliance to

1. Qualification -1 mark


Experience – 2 marks

3. Certification – 1 mark

4. Tamil Proficiency (Speaking)

– 1 mark


/SWP)- 1 Mark

6 Tech Forms 12, 13

& 14

B Technical Expert

(Solution Architect)

Compliance to

1. Qualification


Experience

3. Certification


(Speaking)


/SWP)

Compliance to






– 1 mark


/SWP) – 1 Mark

5 Tech Forms 12, 13

& 14


40 | P a g e

Sl.

No

.


Form to be used /

Documents to be

attached

C Capacity Building

Expert

Compliance to

1. Qualification


Experience


(Speaking)

Compliance to





– 1 mark

3 Tech Forms 12, 13

& 14

D Database

Administrator

Compliance to

1. Qualification


Experience

3. Certification

Compliance to





3 Tech Forms 12, 13

& 14

E System Administrator

Compliance to

1. Qualification


Experience

3. Certification

Compliance to





3 Tech Forms 12, 13

& 14

Total Points 100

*Note:

The bidder shall be requested to present before the Technical Committee /Tender Accepting Authority on the “Proposed Solution”,

“Approach & Methodology” and Live Prototype Demonstration.


41 | P a g e

6.3 Financial Bid Evaluation

I. The Financial Bids of technically qualified bidders (i.e. above 70 marks) will be opened

on the prescribed date in the presence of bidder representatives.

II. Only fixed price financial bids indicating total price for all the deliverables and services

specified in this bid document will be considered.

III. The bid price will include all taxes and levies and shall be in Indian Rupees and

mentioned separately.

IV. Any conditional bid would be rejected.

V. Errors & Rectification: Arithmetical errors will be rectified on the following basis: “If

there is a discrepancy between the unit price and the total price that is obtained by

multiplying the unit price and quantity, the unit price shall prevail and the total price

shall be corrected. If there is a discrepancy between words and figures, the amount in

words will prevail”.

VI. If there is no price quoted for certain material or service, the same shall be considered

as zero.

VII. Each of the financial bids shall be evaluated on a score of 100 points. The Financial

Score of the bidder shall be calculated with respect the lowest Total Price by any

bidder. The methodology of Financial Score shall be as follows.

VIII. Financial Score of the bidder under consideration

= (Lowest Total Price from all Financial Bids / Total Price quoted in Financial bid by the

bidder under consideration) X 100

6.4 Total Bid Evaluation

a. The Total Score shall be based on Quality and Cost based Evaluation (QCBS).

Technical Score shall have 80 % weightage and Financial Score shall have 20%

weightage.

b. The Total Score of the bidder = 0.8*(Technical Score) + 0.2*( Financial Score)

c. The bidder achieving the highest Total Score shall be invited for negotiations for

awarding the Contract. In case of a tie where two or more bidders achieve the

same highest Total Score, the bidder with the higher Technical Score will be invited

first for negotiations for awarding the Contract.


42 | P a g e

7 Appointment of System Integrator

7.1 Award Criteria

Guidance will award the Contract to the successful bidder achieving the highest Total Score

in QCBS evaluation as per section 6.4 shall be invited for negotiations for awarding the

contract. In case of a tie where two or more bidders achieve the same highest Total Score,

the bidder with the higher Technical Score will be invited first for negotiations for awarding

the Contract.

7.2 Right to Accept Any Proposal and To Reject Any or All Proposal(s)

Guidance reserves the right to accept or reject any proposal, and to annul the tendering

process / Public procurement process and reject all proposals at any time prior to award of

Contract, without thereby incurring any liability to the affected bidder or bidders or any

obligation to inform the affected bidder or bidders of the grounds for Guidance action.

7.3 Notification of Award

I. Prior to the expiration of the validity period, Guidance will notify the successful bidder

in writing or by fax or email, that its proposal has been accepted. In case the tendering

process / public procurement process has not been completed within the stipulated

period, Guidance may like to request the bidders to extend the validity period of the

bid.

II. The notification of award will constitute the formation of the Contract. Upon the

successful bidder's furnishing of Performance Bank Guarantee, Guidance will notify

each unsuccessful bidder and return their EMD.

7.4 Contract Finalization and Award

I. The Guidance shall reserve the right to negotiate with the bidder(s) whose proposal

has been most responsive. On this basis the draft contract agreement would be

finalized for award & signing.

II. Guidance may also like to reduce or increase the quantity of any item in the Scope of

Work defined in the RFP. Accordingly total Contract value may change on the basis of

the rates defined in the financial proposal.


43 | P a g e

7.5 Performance Guarantee

I. Guidance will require the selected bidder to provide a Performance Bank Guarantee

from a Nationalized Bank in India, within <15> days from the Notification of award,

for a value equivalent to 10% of the total contract value. The Performance Guarantee

should be valid till end of Contract period. The Performance Guarantee shall be kept

valid till completion of the project and Warranty period. The Performance Guarantee

shall contain a claim period of three months from the last date of validity. The selected

bidder shall be responsible for extending the validity date and claim period of the

Performance Guarantee as and when it is due on account of non-completion of the

project and Warranty period. In case the selected bidder fails to submit performance

guarantee within the time stipulated, the Guidance at its discretion may cancel the

order placed on the selected bidder without giving any notice. Guidance shall invoke

the performance guarantee in case the selected Vendor fails to discharge their

contractual obligations during the period or Guidance incurs any loss due to Vendor’s

negligence in carrying out the project implementation as per the agreed terms &

conditions.

7.6 Signing of Contract

I. After the Guidance notifies the successful bidder that its proposal has been accepted,

Guidance shall enter into a contract, incorporating all clauses, pre-bid clarifications

and the proposal of the bidder between Guidance and the successful bidder. After the

notification of award, Guidance will issue the Letter of Acceptance (LoA). On receipt of

the Performance Bank Guarantee, a Contract agreement shall be signed between the

successful bidder and Guidance.

II. The Draft Master Service Agreement (MSA) is provided in RfP Volume III.

7.7 Failure to Agree with the Terms and Conditions of the RFP

I. Failure of the successful bidder to agree with the Draft Legal Agreement and Terms &

Conditions of the RFP shall constitute sufficient grounds for the annulment of the

award, in which event Guidance may award the Contract to the next best value bidder

or call for new proposals from the interested bidders.

II. In such a case, the Guidance shall invoke the PBG of the successful bidder.


44 | P a g e

8 Annexures

8.1 Annexure I: PRE-QUALIFICATION PROPOSAL TEMPLATES

The bidders are expected to respond to the RFP using the forms given in this section and all

documents supporting Pre-Qualification Criteria.

Pre-qualification Proposal shall comprise of following forms

PQ Form 1: Pre-Qualification Compliance

PQ Form 2: Information about the bidder (PQ-2)

o Particulars of the Bidder

o Format for project with IT SI experience

PQ Form 3: Financial Capability (PQ-3)

PQ Form 4: Experience in System Integration Business (PQ-5)

PQ Form 5: Declaration format for ineligibility for corrupt or fraudulent practices

PQ Form 6: Undertaking for setting up the local office in Tamil Nadu

Power of Attorney / Board Resolution for the authorized signatory signing the bid

All relevant documents in support of evaluation criteria.

Any other documents found necessary by the bidder.


45 | P a g e

8.1.1 PQ Form 1: Pre-Qualification Compliance

Sl.


Documents/Information to

be provided in the

submitted proposal

Compliance

(Yes/No)

Reference

in the

proposal

1.

The bidder should have

submit an EMD of Rs.

15,00,000/- (Rupees

Fifteen Lakhs only) in the

form of DD

The EMD to be given in the form

of DD and to be placed in Pre-

Qualification proposal

2.

Bidder should be a

Company registered

under Companies Act,

1956 in India and should

be Registered with the

Tax Authorities

The Bidder’s name should

exactly match with the

following:

Certificate of Incorporation

and Name change

certificate (if any).

Service/Sales Tax

Registration Certificate

3.

Bidder should be in the

business as IT System

Integrator for more than

5 years as of 31st

January 2020. SI

Services should include

“Application

Development” along

with any 3 of the

following services

through a single project

with the same client:

1. Application

Support and

Maintenance

Duly updated PQ Form 2(a)

and 2(b) of Annexure I:

Pre-Qualification Proposal

Templates

Memorandum & Articles of

Association highlighting the

IT system Integration

services

One project with IT SI

experience with work order

dated before 31st January

2015 corresponding work

orders confirming year and

Area of activity.


46 | P a g e

Sl.



be provided in the

submitted proposal

Compliance

(Yes/No)

Reference

in the

proposal

2. Installation and

Commissioning of

IT Compute

Infrastructure

(Data Centre

Infrastructure)

3. Maintenance of IT

Compute

Infrastructure

(Data Centre

Infrastructure)

4. Help Desk

Services

5. Training &

Capacity Building

4.

Bidder should have had a

minimum of Annual

Turnover generated

from IT System

Integration (SI) services

during the last three (3)

audited Financial Years

(FY 18-19, FY 17-18, FY

16-17) of INR 50 Crores

or more each year.

Certificate from Statutory

Auditor /CA ascertaining

Turnover from IT System

Integration (SI) services

for the last 3 years for the

Bidder


Annexure I: Pre-

Qualification Proposal

Templates

5.

Bidder should have a Net

Worth of INR 5 Crores or

more as per the last

audited Balance Sheet.

Certificate from the

Statutory Auditor / CA

ascertaining Net worth for

the last audited Financial

Year.

6. Bidder should have IT

System Integrator


Annexure I: Pre-


47 | P a g e

Sl.



be provided in the

submitted proposal

Compliance

(Yes/No)

Reference

in the

proposal

turnkey project

experience in India with

a minimum project value

of INR 30 Crores and the

scope including at least

any 3 of the following:

1. Application

Development

2. Application

Support and

Maintenance

3. Installation and

Commissioning of

IT Compute

Infrastructure

(Data Centre

Infrastructure)

4. Maintenance of IT

Compute

Infrastructure

(Data Centre

Infrastructure)

5. Help Desk

Services

6. Training &

Capacity Building

All the projects should

have been successfully

implemented (the

solution implemented

Qualification Proposal

Templates

One project with IT SI

Turnkey project with Work

order dated on or before

31st January 2015

Client certificate stating the

successful

o Implementation of

the solution

(Or)

o Completion of entire

scope of the project

Note: Work orders/client

certificate should clearly

articulate at least 3 of the SI

services mentioned in this

criterion, otherwise such

projects will not be considered.

In case of PPP projects, the

bidder should furnish the

necessary supporting

documents (Work Order /

Client Certificates) to

enable the evaluation

committee to ascertain the

project value lest such

projects shall not be

considered for evaluation


48 | P a g e

Sl.



be provided in the

submitted proposal

Compliance

(Yes/No)

Reference

in the

proposal

should be operational) in

last 5 years as on 31st

January 2020

7.

Bidder should have a

minimum number of 100

IT technically qualified

professional Staff as on

31st January, 2020 on its

rolls in India.

Signed Letter from the HR

Department (with company

seal) stating the number of

technically qualified

professionals in the rolls of

the bidder’s organization in

India as on 31st January

2020

8.

Bidder shall not be under

a declaration of

ineligibility for corrupt or

fraudulent practices in

India

A self-certified letter in the

prescribed template as per

the PQ Form 5 of Annexure

I: Pre-Qualification

Proposal Templates by the

Authorized signatory of the

bidder’s organization

9.

Bidder should possess

any two of the below

Certifications (valid on

the date of bid

submission).

ISO 9001:2008 or

above – for Quality

Process

ISO 20000:2011 or

above for IT Service

Management

ISO 27001:2005 or

above for

Copy of certification which

is valid on Tender due date


49 | P a g e

Sl.



be provided in the

submitted proposal

Compliance

(Yes/No)

Reference

in the

proposal

Information Security

Management System

10.

Bidder should be CMMi

Level III or above

Relevant certificate needs

to be attached which is

valid on Tender due date

11.

Bidder Should have a

local office in Tamil

Nadu. The bidder shall

mention the full address

and telephone numbers

of the Tamil Nadu office.

Else the bidder shall give

an undertaking for

setting up the local office

in Tamil Nadu if the

bidder becomes

successful.

Local address proof such as

copy of the rent Agreement

/latest Telephone bills.

(OR)

If the bidder doesn’t have local

office then bidder shall submit

an undertaking letter as per the

prescribed format in PQ Form 6

of Annexure I: Pre-Qualification

Proposal Templates accepting

to setup a local office in Tamil

Nadu within 2 months from

date of Contract signing

12.

Power of Attorney /

Board Resolution for the

authorized signatory

signing the bid

Power of Attorney / Board

Resolution for the authorized

signatory signing the bid


50 | P a g e

8.1.2 PQ Form 2: Information about the bidder (PQ-2)

a) Particulars of the Bidder

Sl.

No.

Information Sought Details to be Furnished

A Name and address of the bidding

Company

B

Incorporation status of the firm

(public limited / private limited,

etc.)

C Year of Establishment

D Date of registration

E ROC Reference No.

F Details of company registration

G

Details of registration with

appropriate authorities for

service tax

H

Name, Address, email, Phone

nos. and Mobile Number of

Contact Person

I PAN No.


51 | P a g e

b) Format for project with IT SI experience

S.

No. Description Criteria Details

Compliance

to criteria

(Yes / No)

Page No.

reference in

the

proposal

Page No.

reference in the

respective

work order /

Client

Certificate

1 Name of the project

2 Name of the client

3 Work Order Date Dated on or before 31st

January 2015

4 Date of Completion (if

applicable)

Completed projects

within last 5 years as on

31st January 2020

preferred, but not

mandatory

5 Compliance to the scope Scope of services*

a Application

Development Mandatory scope

b Application Support and

Maintenance Conditional scope

c

Installation and

Commissioning of IT

Compute Infrastructure

(Data Centre

Infrastructure)

Conditional scope

d

Maintenance of IT

Compute Infrastructure

(Data Centre

Infrastructure)

Conditional scope

e Help Desk Services Conditional scope

f Training & Capacity

Building Conditional scope

*Note:


52 | P a g e

The scope of services should be clearly highlighted in the work order / client certificate along with the corresponding

reference page numbers. Application Development is a mandatory scope and the project should meet any 3 of the 5

conditional scope provided

Conditional scope means the scope required for meeting the eligibility criteria through compliance to the required

number of scope options


53 | P a g e

8.1.3 PQ Form 3: Financial Capability (PQ-3)

S. No. Year Turnover from IT System

Integration Business

Page No. reference to the

supporting document

1 2018-19

2 2017-18

3 2016-17

Note:

The turnover from IT System Integration Business should be clearly established by the

supporting documents viz. Statutory Auditor certificate OR Audited Financial Statements


54 | P a g e

8.1.4 PQ Form 4: Experience in System Integration Business (PQ-5)

S.


Compliance

(Yes / No)

Page No.

reference in

the proposal

Page No. reference in

the respective work

order / Client

Certificate



3 Type of Client

System Integrator

turnkey project

experience in India to

any City/State/Central

Government/PSU

4 Work Order Date Dated on or before

31st January 2015

5 Date of Completion

/ Implementation

Within the last 5 years

as on 31st January

2020

6 Value of the project More than INR 30

Crores

7 Project Location India

8 Compliance to the

scope Scope of services*

a Application

Development Conditional scope

b Application Support

and Maintenance Conditional scope

c

Installation and

Commissioning of IT

Compute



Conditional scope

d

Maintenance of IT

Compute



Conditional scope


55 | P a g e

e Help Desk Services Conditional scope

f Training & Capacity

Building Conditional scope

*Note:

The scope of services should be clearly highlighted in the work order / client certificate along with the corresponding

reference page numbers. The project should meet any 3 of the 6 scope requirements provided.


number of scope options


56 | P a g e

8.1.5 PQ Form 5: Declaration format for ineligibility for corrupt or fraudulent

practices

(To be submitted on the Letterhead of the responding agency)

{Place}

{Date}

To:


Tamil Nadu Industrial Guidance & Export Promotion Bureau

(Presently renamed as Guidance)



India, Telephone: +91 44 28553866

Ref: RFP Notification no <xxxx> dated <dd/mm/yy>

Subject: Self Declaration of not been blacklisted in response to the RFP for Selection of

System Integrator for online systems in improving the EoDB in Tamil Nadu File No

<xxx>>.

Dear Sir,

We confirm that our company, ____________, is not blacklisted in any manner whatsoever

by any of the State and/or Central Government in India on any ground including but not

limited to indulgence in corrupt practice, fraudulent practice, coercive practice, undesirable

practice or restrictive practice.

Place:

Date:

Bidder’s Company Seal:

Authorized Signatory’s Signature:

Authorized Signatory’s Name and Designation:


57 | P a g e

8.1.6 PQ Form 6: Undertaking for setting up the local office in Tamil Nadu

<To be printed on the company letter head>

<Location, Date>

To:







Sub: Declaration for setting up a local office in Tamil Nadu

Sir,

I, <Name>, <Designation> authorized representative of <Name of the Bidder>, hereby

solemnly confirm that the Company is a registered office in <Address>. I hereby declare

that we do not have local office in Tamil Nadu. However, we agree to set up a local office in

the State of Tamil Nadu in the event of being declared the successful bidder within 2 months

from the Date of signing of the Contract.

In the event of not setting up a local office within 2 months, Guidance reserves the right to

terminate the Contract without any compensation to the Company.

Thanking you,

Yours faithfully,

Authorized Signatory

Name:

Designation:

Date:

Seal:


58 | P a g e

8.2 Annexure II: TECHNICAL PROPOSAL TEMPLATES

The bidders are expected to respond to the RFP using the forms given in this section and all

documents supporting Technical Evaluation Criteria.

Technical Proposal shall comprise of following forms:

Forms to be used in Technical Proposal

Tech Form 1: Undertaking on Total Responsibility

Tech Form 2: Particulars of the Bidder

Tech Form 3: Compliance Sheet for Technical Proposal

Tech Form 4: Letter of Proposal

Tech Form 5: Citation Format for SI Project Experience

Tech Form 6: Citation Format for Software Solutions Project Experience

Tech Form 7: Citation Format for Operations & Maintenance Services Project Experience

Tech Form 8: Citation Format for EoDB Domain Experience

Tech Form 9: Detailed Project Citation Format

Tech Form 10: Proposed Solution

Tech Form 11: Proposed Work Plan

Tech Form 12: Team Composition

Tech Form 13: Curriculum Vitae (CV) of Key Personnel

Tech Form 14: Deployment of Personnel

Tech Form 15: Deviations

Tech Form 16: Manufacturers'/Producers’ Authorization Form

Tech Form 17: Declaration on Source Code and Intellectual Property Rights

Tech Form 18: Undertaking on Patent Rights

Tech Form 19: Undertaking on Compliance and Sizing of Infrastructure

Tech Form 20: Undertaking on Service Level Compliance

Tech Form 21: Undertaking on Deliverables

Tech Form 22: Undertaking on Support to Third Party Solution acceptance and certification

Tech Form 23: Declaration of activities sub-contracted

Tech Form 24: Undertaking on Exit Management and Transition

Tech Form 25: Unpriced Detailed Bill of Material (BOM)

All relevant documents in support of evaluation criteria

Any other documents found necessary by the bidder


59 | P a g e

8.2.1 Tech Form 1: Undertaking on Total Responsibility

<Location, Date>

To:







Dear Sir,

Sub: Self certificate regarding Total Responsibility

This is to certify that we undertake total responsibility for the successful and defect free

operation of the proposed Project as per the requirements of the RFP for online systems in

improving the EoDB in Tamil Nadu Project.

Thanking you,

Yours faithfully

(Signature of the Authorized signatory of the Bidding Organisation)

Name :

Designation :

Date :

Time :

Seal :

Business Address:


60 | P a g e

8.2.2 Tech Form 2: Particulars of the Bidder

Sl.

No. Information Sought Details to be Furnished

A Name and address of the

bidding Company

B

Incorporation status of the firm

(public limited / private limited,

etc.)

C Year of Establishment

D Date of registration

E ROC Reference No.

F Details of company registration

G

Details of registration with

appropriate authorities for

service tax

H

Name, Address, email, Phone

nos. and Mobile Number of

Contact Person

I PAN No.


61 | P a g e

8.2.3 Tech Form 3: Compliance Sheet for Technical Proposal

The Technical proposal should comprise of the following basic requirements. The documents

mentioned in this compliance sheet along with this form, needs to be a part of the Technical

proposal

Sl.

No. Specific Requirements

Documents

Required

Compliance

(Yes/No)

Reference

& Page

Number

Self-

assessment

marking

1. Covering Letter for

Technical Proposal

Tech Form 4

duly signed

by authorized

signatory

2. Organizational

Capability

a) Turnover of the firm

Certificate from

Statutory

Auditor / CA

ascertaining

Turnover from

IT System

Integration

(SI) services in

the last 3

financial years

supported by

documentary

evidence

b) Net-worth

Certificate from

the Statutory

Auditor / CA

ascertaining

Net worth for

the last

audited

Financial Year

supported by

documentary

evidence


62 | P a g e

Sl.


Documents

Required

Compliance

(Yes/No)

Reference

& Page

Number

Self-

assessment

marking

c) Professionally Qualified

Full Time Employees

Signed Letter

from the HR

Dept (with

company seal)

stating the

number of

professionally

qualified

resources on

their roles

d) CMMI certification

Relevant

certificate valid

on Tender due

date

3. Past Experience of the

responding firm

a) System Integration

projects

Tech Forms 5

and 9,

supported by

documentary

evidence

b) Software Solutions

Tech Forms 6

and 9,

supported by

documentary

evidence

c) Operations &


Tech Forms 7

and 9,

supported by

documentary

evidence

d) EoDB Domain Experience

Tech Forms 8

and 9,

supported by

documentary

evidence


63 | P a g e

Sl.


Documents

Required

Compliance

(Yes/No)

Reference

& Page

Number

Self-

assessment

marking

4. Proposed Approach &

Methodology

a) Requirement

understanding

Detailed in

Approach &

Methodology

b)

Solution Envisaged &

Technical Architectural

Soundness

Tech Form 10

Detailed in

Approach &

Methodology

c) Project Risks & Mitigation

Detailed in

Approach &

Methodology

d)

Detailed Project Plan with

Project work break down

structure

Tech Form 11

Concurrence-

cum-

declaration to

achieve

implementation

(without any

compromise in

quality) as

specified in the

marking

schema

e) Live Prototype

Demonstration

Detailed in

Approach &

Methodology

and Live

Demonstration

5. Resource Deployment

a) Project Manager Tech Forms 12,

13 & 14

b) Technical Expert

(Solution Architect)

Tech Forms 12,

13 & 14

c) Capacity Building Expert Tech Forms 12,

13 & 14


64 | P a g e

Sl.


Documents

Required

Compliance

(Yes/No)

Reference

& Page

Number

Self-

assessment

marking

d) Database Administrator Tech Forms 12,

13 & 14

e) System Administrator Tech Forms 12,

13 & 14

6. Forms and

Undertakings

a)

Undertaking on Total

Responsibility

Tech Form 1

duly signed by

authorized

signatory

b) Particulars of the Bidder Tech Form 2

c) Deviations Tech Form 15

d) Manufacturers'/Producers’

Authorization Form Tech Form 16

e)

Declaration on Source

Code and Intellectual

Property Rights

Tech Form 17

duly signed by

authorized

signatory

f)

Undertaking on Patent

Rights

Tech Form 18

duly signed by

authorized

signatory

g)

Undertaking on

Compliance and Sizing of

Infrastructure

Tech Form 19

duly signed by

authorized

signatory

h)

Undertaking on Service

Level Compliance

Tech Form 20

duly signed by

authorized

signatory

i)

Undertaking on

Deliverables

Tech Form 21

duly signed by

authorized

signatory

j) Undertaking on Support

to Third Party Solution

Tech Form 22

duly signed by


65 | P a g e

Sl.


Documents

Required

Compliance

(Yes/No)

Reference

& Page

Number

Self-

assessment

marking

acceptance and

certification

authorized

signatory

k)

Declaration of activities

sub-contracted

Tech Form 23

duly signed by

authorized

signatory

l)

Undertaking on Exit

Management and

Transition

Tech Form 24

duly signed by

authorized

signatory

7. Compliance Technical

Specification & BOM

a)

Compliance to Technical

Specification

Specification

compliance to

be given by the

respective OEM

in their letter

head duly

signed by OEM

partner &

counter signed

by bidder

b) Unpriced detailed Bill of

Material Tech Form 25

Note:

The above table consists of compliance for technical evaluation criteria which is fulfilled by

the bidder. The last column pertains to self-assessment marking where the bidder shall do

the quantitative marking (Sl No. 1, 2 and 4 of technical qualification criteria) to be filled by

the bidder. This self-assessment for bidders own assessment and the same shall not be

binding on the final evaluation carried out by the Tender Inviting Authority. The decision of

the Tender Inviting Authority shall be final.


66 | P a g e

8.2.4 Tech Form 4: Letter of Proposal

<Location, Date>

To:







Subject: Submission of the Technical bid for <Name of the Systems Implementation

assignment>

Dear Sir/Madam,

We, the undersigned, offer to provide Systems Implementation solutions to Guidance on

<Name of the Systems Implementation engagement> with your Request for Proposal dated

<insert date> and our Proposal. We are hereby submitting our Proposal, which includes this

Technical bid and the Financial Bid sealed in a separate envelope.

We hereby declare that all the information and statements made in this Technical bid are true

and accept that any misinterpretation contained in it may lead to our disqualification.

We undertake, if our Proposal is accepted, to initiate the Implementation services related to

the assignment not later than the date indicated in Fact Sheet.

We agree to abide by all the terms and conditions of the RFP document. We would hold the

terms of our bid valid for 180 days from date of submission of bid as stipulated in the RFP

document.

We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up,

our affairs are not being administered by a court or a judicial officer, our business activities

have not been suspended and we are not the subject of legal proceedings for any of the

foregoing.

We hereby declare that the total cost of CAPEX in Form 2A of the financial Bid has not

exceeded 50% of the total of CAPEX & OPEX cost in Form 2A.

We understand you are not bound to accept any Proposal you receive.

Yours sincerely,


67 | P a g e

Authorized Signature [In full and initials]:

Name and Title of Signatory:

Name of Firm:

Address:

Location: _____________________________________Date: __________________


68 | P a g e

8.2.5 Tech Form 5: Citation Format for SI Project Experience

Project No. <Sequence>

S.


Compliance

(Yes / No)

Page No.

reference

in the

proposal

Page No.

reference in the

respective work

order / Client

Certificate

1 Name of the

project


3 Type of client

Government

Department/PSUs/Boards/

Local Bodies/Undertakings

4 Status of project

Completed projects

preferred but not

mandatory

5 Value of the

project More than INR 30 Crores


7 Compliance to the


a

Application software

development and

Maintenance

Conditional Scope

b

Supply &

Commissioning of IT

Compute


Centre

Infrastructure)

Conditional Scope

c Hardware supply &

commissioning Conditional Scope

d

O&M phase for

maintaining all of the

above

Conditional Scope


69 | P a g e

8.2.6 Tech Form 6: Citation Format for Software Solutions Project Experience


S.


Compliance

(Yes / No)

Page No.

reference

in the

proposal

Page No.

reference in the

respective work

order / Client

Certificate

1 Name of the

project


3 Type of client

Government

Department/PSUs/Boards/

Local Bodies/Undertakings

4 Value of the

project

5

Value of the

software

development and

management

component

More than INR 2 Crores


7 Compliance to the


a Portal Conditional scope

b Web based

application services Conditional scope

c Electronic forms Conditional scope

*Note

The scope of software services should be clearly highlighted in the work order / client certificate along with the

corresponding reference page numbers. The project should meet any 2 of the 3 scope requirements provided.


70 | P a g e


number of scope options.


71 | P a g e

8.2.7 Tech Form 7: Citation Format for Operations & Maintenance Services Project Experience


S.

No

.

Description Criteria Details Compliance

(Yes / No)

Page No.

reference in

the proposal

Page No.

reference in the

respective work

order / Client

Certificate

1. Name of the project

2. Name of the client

3. Value of the project

4. Type of client Government / Public

Sector Client

5.

Value of the

component -

Operations &


for application/ IT

Compute

Infrastructure

services

More than INR 3

Crores

6. Project Location India

7. Compliance to the

scope

Scope of

services*

a

O&M services for

application / IT

compute infrastructure

Mandatory scope


72 | P a g e

8.2.8 Tech Form 8: Citation Format for EoDB Domain Experience


S.


Compliance

(Yes / No)

Page No.

reference in

the proposal

Page No.

reference in the

respective work

order / Client

Certificate



3 Value of the project

4 Status of project Completed /

Ongoing

5 Project Location Name of the State


73 | P a g e

8.2.9 Tech Form 9: Detailed Project Citation Format

Relevant project experience

General Information

Name of the project

Client for which the project was executed

Name and contact details of the client

Project Details

Description of the project

Scope of services (In bullet format)

Service levels being offered/ Quality of

service (QOS)

Technologies used

Outcomes of the project

Other Details

Total cost of the project

Total cost of the services provided by the

respondent

Duration of the project (no. of months,

start date, completion date, current status)

Other Relevant Information

Letter from the client to indicate the

successful completion of the projects

Copy of Work Order


74 | P a g e

8.2.10 Tech Form 10: Proposed Solution

Technical approach, methodology and work plan are the key components of the Technical

Proposal. You are suggested to present Approach and Methodology divided into the following

sections:

a) Solution Envisaged & Technical Architectural Soundness

b) Understanding of the project (how the solution proposed is relevant to the

understanding)

c) Technical Approach and Methodology


75 | P a g e

8.2.11 Tech Form 11: Proposed Work Plan

No Activity1 Month 1 Month 2 Month 3 Month n

W1 W2 W3 W4 W5 W6 W7 W8 W9 W10 W11 Wn

1

2

3

4

5

n

1. Indicate all main activities of the assignment, including delivery of reports (e.g.:

inception, interim, and final reports), and other benchmarks such as Purchaser

approvals. For phased assignments indicate activities, delivery of reports, and

benchmarks separately for each phase.

2. Duration of activities shall be indicated in the form of a bar chart.

3. All activities should meet the 8/80 criteria i.e. should at least take 8 hours and a

maximum of 80 hours.


76 | P a g e

8.2.12 Tech Form 12: Team Composition

Name of Staff with

qualification and

experience

Area of

Expertise

Position

Assigned

Task

Assigned

Time

committed

for the

engagement


77 | P a g e

8.2.13 Tech Form 13: Curriculum Vitae (CV) of Key Personnel

General Information

Name of the person

Current Designation / Job Title

Current job responsibilities

Proposed Role in the Project

Proposed Responsibilities in the Project

Academic Qualifications:

Degree

Academic institution graduated from

Year of graduation

Specialization (if any)

Key achievements and other

relevant information (if any)

Professional Certifications (if any)

Total number of years of experience

Number of years with the current company

Summary of the Professional / Domain

Experience

Number of complete life cycle

implementations carried out

The names of customers (Please provide the

relevant names)

Past assignment details (For each

assignment provide details regarding name

of organizations worked for, designation,

responsibilities, tenure)

Prior Professional Experience covering:

Organizations worked for in the past

o Organization name

o Duration and dates of entry and

exit

o Designation Location(s)

o Key responsibilities

Prior project experience

o Project name

o Client

o Key project features in brief


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o Location of the project

o Designation

o Role

o Responsibilities and activities

o Duration of the project

Please provide only relevant projects.

Proficient in languages (Against each

language listed indicate if speak/read/write)

Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly

describes myself, my qualifications, and my experience. I understand that any willful

misstatement described herein may lead to my disqualification or dismissal, if engaged.

Signature of staff member

Signature of the authorized representative of the Company/employer

Full name of the authorized representative:

Date:


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8.2.14 Tech Form 14: Deployment of Personnel

No Name of

Staff

Staff input in Months (in the form of a bar chart)2

Total

staff

man-

months

proposed

1 2 3 4 5 6 7 8 9 10 11 12 n Total

1

2

3

n

Total

1. Professional Staff the input should be indicated individually; for Support Staff it should

be indicated by category

2. Months are counted from the start of the assignment.


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8.2.15 Tech Form 15: Deviations

[This section should contain any assumption on areas which have not been provided

in the RFP OR any changes to the existing provisions of the RFP]

A - On the scope of work

[Suggest and justify here any modifications or improvement to the Scope of Work you are

proposing to improve performance in carrying out the assignment (such as deleting some

activity you consider unnecessary, or adding another, or proposing a different phasing of the

activities). Such suggestions should be concise and to the point, and incorporated in your

Proposal.]

B - Any other areas


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8.2.16 Tech Form 16: Manufacturers'/Producers’ Authorization Form

(This form has to be provided by the OEMs of the products proposed)

<Location, Date>

To:







OEM Authorization Letter

Dear Sir:

Ref: Your RFP Ref: [*] dated [*]

We who are established and reputable manufacturers / producers of

________________________ having factories / development facilities at (address of factory

/ facility) do hereby authorize M/s ___________________ (Name and address of Agent) to

submit a Bid, and sign the contract with you against the above Bid Invitation.

We hereby extend our full guarantee and warranty for the Solution, Products and services

offered by the above firm against this Bid Invitation. We also hereby certify that the proposed

products for this project are not end of life & we shall continue to support the supplied product

till end of contract period of the SI.

We hereby declare that we are not insolvent, in receivership, bankrupt or being wound up,

our affairs are not being administered by a court or a judicial officer, our business activities

have not been suspended and we are not the subject of legal proceedings for any of the

foregoing.

We also undertake to provide any or all of the following materials, notifications, and

information pertaining to the Products manufactured or distributed by the Supplier:

a. Such Products as the Bank may opt to purchase from the Supplier, provided, that this

option shall not relieve the Supplier of any warranty obligations under the Contract;

and


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b. in the event of termination of production of such Products:

i. advance notification to the Bank of the pending termination, in sufficient time

to permit the Bank to procure needed requirements; and

ii. Following such termination, furnishing at no cost to the Bank, the blueprints,

design documents, operations manuals, standards, source codes and

specifications of the Products, if requested.

We duly authorize the said firm to act on our behalf in fulfilling all installations, Technical

support and maintenance obligations required by the Contract.

Yours faithfully,

(Name)

(Name of Producers)

Note: This letter of authority should be on the letterhead of the manufacturer and should be

signed by a person competent and having the power of attorney to bind the manufacturer.

The Bidder in its Bid should include it.


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8.2.17 Tech Form 17: Declaration on Source Code and Intellectual Property

Rights

<Location, Date>

To:







Dear Sir,

Sub: Self-certificate regarding the source code and Intellectual property rights

under this Project

I, authorized representative of _________________________, hereby solemnly affirm to the

IPR and Source Code rights as defined in Clause 20 of Volume III of this RFP document.

In the event of any deviation from the factual information/ declaration, Guidance reserves the

right to terminate the Contract without any compensation to the System Integrator.

Thanking you,

Yours faithfully


Name :

Designation :

Date :

Time :

Seal :

Business Address:


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8.2.18 Tech Form 18: Undertaking on Patent Rights

<Location, Date>

To:







Dear Sir,

Sub: Undertaking on Patent Rights

1. I/We as System Integrator (SI) do hereby undertake that none of the deliverables

being provided by us is infringing on any patent or intellectual and industrial property rights

as per the applicable laws of relevant jurisdictions having requisite competence.

2. I/We also confirm that there shall be no infringement of any patent or intellectual

and industrial property rights as per the applicable laws of relevant jurisdictions having

requisite competence, in respect of the equipments, systems or any part thereof to be

supplied by us. We shall indemnify Guidance against all cost/claims/legal claims/liabilities

arising from third party claim in this regard at any time on account of the infringement or

unauthorized use of patent or intellectual and industrial property rights of any such

parties, whether such claims arise in respect of manufacture or use. Without prejudice

to the aforesaid indemnity, the SI shall be responsible for the completion of the supplies

including spares and uninterrupted use of the equipment and/or system or any part

thereof to Guidance and persons authorized by Guidance, irrespective of the fact of claims

of infringement of any or all the rights mentioned above.

3. If it is found that it does infringe on patent rights, I/We absolve Guidance of

any legal action.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:


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8.2.19 Tech Form 19: Undertaking on Compliance and Sizing of Infrastructure

<Location, Date>

To:







Dear Sir,

Sub: Undertaking on Compliance and Sizing of Infrastructure

1. I/We as System Integrator do hereby undertake that we have proposed and sized

the hardware and all software (including perennial and enterprise wide licenses,

unless stated otherwise) based on the information provided by Guidance in its

RFP document and in accordance with the service level requirements and

minimum specifications provided and assure Guidance that the sizing is for all the

functionality envisaged in the RFP document.

2. Any augmentation of the proposed solution or sizing of any of the proposed

solutions (including software and hardware) in order to meet the minimum RFP

requirements and/or the requisite service level requirements given by Guidance

will be carried out at no additional cost to Guidance during the entire period of

Contract.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:


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8.2.20 Tech Form 20: Undertaking on Service Level Compliance

<Location, Date>

To:







Dear Sir,

Sub: Undertaking on Service Level Compliance

1. I/We as System Integrator do hereby undertake that we shall monitor, maintain,

and comply with the service levels stated in the RFP to provide quality service

to Guidance.

2. However, if the proposed resources and infrastructure are found to be insufficient

in meeting the RFP and/or the service level requirements given by Guidance,

then we will augment the same without any additional cost to Guidance.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:


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8.2.21 Tech Form 21: Undertaking on Deliverables

<Location, Date>

To:

The Chief Executive Officer,







Dear Sir,

Sub: Undertaking on Deliverables

1. I/We as System Integrator do hereby undertake that processes,

deliverables/artefacts submitted to Guidance will adhere to the quality and standards

specified in this RFP.

2. We also recognize and undertake that the deliverables/artefacts shall be presented

and explained to Guidance and other key stakeholders (identified by Guidance), and also

take the responsibility to provide clarifications as requested by Guidance.

3. We agree to abide by the procedures laid down for acceptance and review of

deliverables / artefacts as stated in this RFP or as communicated to us from time-to-time.

4. We also understand that the acceptance, approval and sign-off of the deliverables

by Guidance will be done on the advice of respective identified officials and any other

agency appointed by the Guidance for the same. We understand that while all efforts shall

be made to accept and convey the acceptance of each deliverable in accordance with

the Project schedule, no deliverable will be considered accepted until a specific written

communication to that effect is made by Guidance.

Yours faithfully,


Name :

Designation :

Date :

Time :


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Seal :

Business Address:


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8.2.22 Tech Form 22: Undertaking on Support to Third Party Solution

acceptance and certification

<Location, Date>

To:







Dear Sir,

Sub: Undertaking on Support to Third Party Solution Acceptance and Certification

1. I/We understand that the System (including the Applications and the

associated IT systems) may be assessed and certified by a 3rd party agency before

the system is commissioned.

2. I/We understand that while the certification expenses will be borne by SI

and the responsibility to ensure successful acceptance and certification lies with

the System Integrator.

3. I/We hereby undertake that we shall do all that is required of the

System Integrator to ensure that system will meet all the conditions required for

successful acceptance and certification.

Yours faithfully,


Name :

Designation :

Date :

Time :

Seal :

Business Address:


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8.2.23 Tech Form 23: Declaration of activities sub-contracted

<Location, Date>

To:







Dear Sir,

Sub: Declaration on Sub-contracting

I/ We hereby declare the following list of activities which we would be sub-contracted.

Sl. No. Activity

1

2

3

4

I/ We would be responsible for ensuring that the sub-contracted work meets the requirements

of the Contract.

Thanking you,

Yours faithfully


Name :

Designation :

Date :

Time :

Seal :

Business Address:


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8.2.24 Tech Form 24: Undertaking on Exit Management and Transition

<Location, Date>

To:







Dear Sir,

Sub: Undertaking on Exit Management and Transition

1. I/We hereby undertake that at the time of completion of our engagement with

the Guidance, either at the End of Contract or termination of Contract before planned

Contract Period for any reason, we shall successfully carry out the exit management

and transition of this Project to the Guidance or to an agency identified by Guidance

to the satisfaction of the Guidance.

2. I/We further undertake to complete the following as part of the Exit management

and transition:

a. We undertake to complete the updation of all Project documents and

other artefacts and handover the same to Guidance before transition.

b. We undertake to design standard operating procedures to manage

system (including Application and IT systems), document the same and

train Guidance/ any other agency as nominated by personnel on the

same.

c. If Guidance decides to take over the operations and maintenance of the

Project on its own or identifies or selects any other agency for providing

operations & maintenance services on this Project, then we shall provide

necessary handholding and transition support, which shall include but

not be limited to, conducting detailed walkthrough and demonstrations

for the IT Infrastructure, handing over all relevant documentation,

addressing the queries/clarifications of the new agency with respect to

the working / performance levels of the infrastructure, conducting

Training sessions etc.

3. I/We also understand that the Exit management and transition will be considered

complete on the basis of approval from Guidance.

Yours faithfully,


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Name :

Designation :

Date :

Time :

Seal :

Business Address:

Note: The Bidder shall necessarily provide a copy of ‘Power of Attorney’ authorizing

the signatory for signing the Bid and associated

documents/declarations/undertakings on behalf of the Bidder in proposal. Such

Power of Attorney shall be placed in the Pre-qualification proposal


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8.2.25 Tech Form 25: Unpriced Detailed Bill of Material

Sl.No. Item Item

Description Make Model

Part

No Quantity Remarks

1 OS

2 DB

3 HIPS

4 Backup

5 Archival

6 Antivirus

7 EMS

8.1 Application

Server RAM

8.2

Application

Server HDD

8.3

Application

Server CPU

…

….


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8.3 ANNEXURE III: FINANCIAL PROPOSAL TEMPLATE

8.3.1 Form 1: Covering Letter

<Location, Date>

To:







Subject: Submission of the Financial bid for <Provide Name of the Implementation

Assignment>

Dear Sir/Madam,

We, the undersigned, offer to provide the Implementation services for <Title of

Implementation Services> in accordance with your Request for Proposal dated <Date> and

our Proposal (Technical and Financial Proposals). Our attached Financial Proposal is for the

sum of <Amount in words and figures as per section 8.3.5>. This amount is inclusive of the

applicable taxes.

1. PRICE AND VALIDITY

All the prices mentioned in our Tender are in accordance with the terms as specified

in the RFP documents. All the prices and other terms and conditions of this Bid are

valid for a period of <days> calendar days from the date of opening of the Bid.

We hereby confirm that our prices include all taxes. However, all the taxes are quoted

separately under relevant sections.

We understand that the actual payment would be made as per the existing indirect tax

rates during the time of payment.

2. UNIT RATES

We have indicated in the relevant forms enclosed, the unit rates for the purpose of on

account of payment as well as for price adjustment in case of any increase to / decrease

from the scope of work under the Contract.

3. DEVIATIONS

We declare that all the services shall be performed strictly in accordance with the Tender

documents except for the variations and deviations, all of which have been detailed out


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exhaustively in the following statement, irrespective of whatever has been stated to the

contrary anywhere else in our bid.

Further we agree that additional conditions, if any, found in the Tender documents, other

than those stated in deviation schedule, shall not be given effect to.

4. TENDER PRICING

We further confirm that the prices stated in our bid are in accordance with your Instruction

to Bidders included in Tender documents.

5. QUALIFYING DATA

We confirm having submitted the information as required by you in your Instruction to

Bidders. In case you require any other further information/documentary proof in this regard

before evaluation of our Tender, we agree to furnish the same in time to your satisfaction.

6. BID PRICE

We declare that our Bid Price is for the entire scope of the work as specified in this RFP.

7. PERFORMANCE BANK GUARANTEE

We hereby declare that in case the Contract is awarded to us, we shall submit the

Performance Bank Guarantee as specified in the <Annexure III> of this RFP document.

Our Financial Proposal shall be binding upon us subject to the modifications resulting from

Contract negotiations, up to expiration of the validity period of the Proposal, i.e., [Date].

We understand you are not bound to accept any Proposal you receive.

We hereby declare that our Tender is made in good faith, without collusion or fraud and the

information contained in the Tender is true and correct to the best of our knowledge and

belief.

We understand that our Tender is binding on us and that you are not bound to accept a

Tender you receive.

Thanking you,

We remain,

Yours sincerely,

Authorized Signature:

Name and Title of Signatory:

Name of Firm:

Address:


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8.3.2 Form 2: Financial Proposal

Pease Note that the quantities mentioned in all the tables are indicative only. Guidance reserves right to delete any

item or modify the numbers/quantity for any item, before issuing the work order.

8.3.3 Form 2A: Details of Financial Bid

8.3.3.1 Form 2A: CAPEX (A1)

S. No. Particulars Qty Unit Unit

Rate

Amount

without

Tax

Tax

Amount

with

Tax

A1 CAPEX

1 Application Development

1.1 Design & Development of Single Window Portal (190

services) 1 LS

1.2 Design & Development of CIS 1 LS

1.3 Design & Development of application for automation

of Guidance’s office processes 1 LS

1.4 Design & API Development of legacy applications 1 LS

1.5 Data digitization & Data migration (approximate 150

pages in one record) 1000 Records

1.6 SMS & Payment Gateway Services 1 LS

2 IT Compute, Storage & Network

2.1 At Primary DC

2.11 Compute VMs with 1 TB Storage & 256 MB RAM As

required LS

2.12 50 TB Storage for workflow & developed services As

required LS

2.13 Network connectivity & Security Services As

required LS


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Rate

Amount

without

Tax

Tax

Amount

with

Tax

2.14 EMS and SLA Reporting As

required LS

2.2 At DR Site

2.21 Compute VMs with 1 TB Storage & 256 MB RAM with

BCP on Active-Active operation

As

required LS

2.22 Storage for workflow & developed services As

required LS

2.23 Network connectivity & Security Services As

required LS


required LS

2.3 At Nearline DR

2.31 Compute VMs with 1 TB Storage & 256 MB RAM with

BCP on Active-Active operation

As

required LS

2.32 Storage for workflow & developed services As

required LS

2.33 Network & Security Services As

required LS


required LS

3 Capacity Building

3.1 Classroom Based Training for 200 identified

resources 200 Nos

3.2

Training Materials, Handouts, Training Delivery

Expenses

200 Nos


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Rate

Amount

without

Tax

Tax

Amount

with

Tax

4 Service desk Setup and Handholding

4.1

Supply, install, Test & Commission 2 seater Service

Desk for 2 shifts per day (Phone, 2-seater,

Connectivity, Computers, UPS, Printers, Scanners,

etc.)

2 Units

Total A1 – CAPEX

8.3.3.2 Form 2A: OPEX (A2)

A2 OPEX Qty Unit Unit

Rate Y_1 Y_2 Y_3 Y_4 Y_5

Amount

without

Tax

Tax

Amount

with

Tax

1. AMS for Application Software 1 LS

2. AMC for IT Compute, Storage &

Network 1 LS

3. Annual Charges for Capacity

Building 1 LS

4. ARC for Help desk operations 1 LS

5. ARC for Connectivity 1 LS

6. Periodic Vulnerability, Performance

& Security Audit 1 LS

7

Handholding support at end

locations for 18 months (28

Department offices)

28 Person

Total A2 – OPEX


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8.3.3.3 Form 2A: Sub-Total (A)

A Particulars Total Amount with Taxes Total Amount with

Taxes (In words)

1. Total A1 - CAPEX

2. Total A2 - OPEX

Sub-Total Section - Form 2A (A= A1+ A2)

Note:

1. The final award shall be based on the QCBS evaluation

2. Payment as per “Schedule of Payment Terms” shall be made based on the value of Form 2A.

3. The prices quoted shall be valid for at least one year from the date of signing of the Contract

4. Bidder should provide all prices as per the prescribed format as per the RfP. Bidder should not leave any field blank. In

case the field is not applicable, Bidder must indicate “0” (Zero) in all such fields.

5. Guidance, reserves the right to ask the Bidder to submit proof of payment against any of the GST/taxes, duties, levies

indicated.

6. The Bidder needs to account for all Out of Pocket expenses due to Boarding, Lodging and other related items.

7. In the event of any additional requirements for the BOM items, the bidder has to supply the required items at the unit

price quoted in Form 2A

8. Please note that the quantities mentioned in all the tables are indicative only. Guidance reserves the right to delete any

item or modify the numbers/quantity for any item, before issuing the work order.

9. In order to have control on reasonability of the CAPEX and OPEX costing, it has been envisaged to have

CAPEX:OPEX ratio i.e. the total cost of CAPEX of the Price BID shall not exceed 50% of the total of CAPEX &

OPEX cost. BIDDERS SHALL ENSURE THE QUOTED PRICE BID ABIDES BY THIS RATIO. Only Financial bids

which comply to this ratio would be considered for further course of evaluation.


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8.3.4 Form 2B: Price Discovery

8.3.4.1 Form 2B: Price Discovery for additional goods / services (B1)

S. No Particulars Quantity Unit Unit

Rate

Amount

without

Tax

Tax

Amount

with

Tax

B1 Price Discovery for additional goods / services

1

Integration cost (including functional study) for one

additional service available in other Department’s

standalone system/e-sevai with Single Window Portal

1

Stand-

alone

Service

2

Development cost (including functional study) for one

additional manual service into the Single Window

Portal

1 Manual

Service

3 Hardware or Software required for API Security As required LS

4 Data digitization & Data migration (approximate 150

pages in one record)

1 Record

5 Handholding support 1 Person

6 Helpdesk manpower 1 Person

7

Crypto-token for Digital Signature Certificate (DSC)

with renewal charges after go-live till end of Contract

period

As required Nos

8 DR Management Software As required Nos

9 Network connectivity (bandwidth) between the DC &

DR As required LS

Total B1- Price Discovery for additional goods /

services


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8.3.4.2 Form 2B: Price Discovery for OPEX (B2)

B2 OPEX Qty Unit Unit

Rate Y_1 Y_2 Y_3 Y_4 Y_5

Amount

without

Tax

Tax

Amount

with

Tax

1. AMS for Application Software 1 LS

2. AMC for IT Compute, Storage &

Network 1 LS

3. Annual Charges for Capacity

Building 1 LS

4. ARC for Help desk operations 1 LS

5. ARC for Connectivity 1 LS

6. Periodic Vulnerability, Performance

& Security Audit 1 LS

Total B2 – Price Discovery for

OPEX

8.3.4.3 Form 2B: Sub-Total (B)

B Particulars Total Amount with Taxes Total Amount with

Taxes (In words)

1. Total B1 - Price Discovery for additional goods / services

2. Total B2 - Price Discovery for OPEX

Sub-Total Section - Form 2B (B= B1+ B2)


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8.3.5 Value of the financial bid

# Particulars Total Amount with Taxes Total Amount with

Taxes (In words)

1. Sub-Total A - Section - Form 2A

2. Sub-Total B - Section - Form 2B

Grand Total - Value of the financial bid (G = A+B)

Note:

1. The final award shall be based on the total cost i.e., Form 2A and Form 2B.

2. Form 2B is for price discovery only and payment on purchase of such items shall be made on actual basis.

3. Purchase order for the items in the price discovery will be given depending on the requirements separately.

4. The prices quoted shall be valid till the end of Contract period of the SI.

5. Please note that the quantities mentioned in all the tables are indicative only. Guidance reserves right to delete any item

or modify the numbers/quantity for any item, before issuing the work order.

6. The Price quoted should be inclusive of all expenses (including all incidental, travel, etc.) and inclusive of all taxes.


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8.4 ANNEXURE IV: TEMPLATE FOR PBG & CCN

8.4.1 Form 1: Performance Bank Guarantee

PERFORMANCE SECURITY:

To:







Whereas, <name of the supplier and address> (hereinafter called “the bidder”) has

undertaken, in pursuance of Contract no. <Insert Contract No.> dated. <Date> to provide

Implementation services for <name of the assignment> to Guidance (hereinafter called “the

beneficiary”)

And whereas it has been stipulated by in the said Contract that the bidder shall furnish you

with a bank guarantee by a nationalized bank for the sum specified therein as security for

compliance with its obligations in accordance with the Contract;

And whereas we, <Name of Bank> a banking company incorporated and having its head

/registered office at <Address of Registered Office> and having one of its office at <Address

of Local Office> have agreed to give the supplier such a bank guarantee.

Now, therefore, we hereby affirm that we are guarantors and responsible to you, on behalf of

the supplier, up to a total of Rs.<Insert Value> (Rupees <Insert Value in Words> only)

and we undertake to pay you, upon your first written demand declaring the supplier to be in

default under the Contract and without cavil or argument, any sum or sums within the limits

of Rs. <Insert Value> (Rupees <Insert Value in Words> only) as aforesaid, without


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your needing to prove or to show grounds or reasons for your demand or the sum specified

therein.

We hereby waive the necessity of your demanding the said debt from the bidder before

presenting us with the demand.

We further agree that no change or addition to or other modification of the terms of the

Contract to be performed there under or of any of the Contract documents which may be

made between you and the Bidder shall in any way release us from any liability under this

guarantee and we hereby waive notice of any such change, addition or modification.

This Guarantee shall be valid until <Insert Date>

Notwithstanding anything contained herein:

I. Our liability under this bank guarantee shall not exceed Rs. <Insert Value> (Rupees

<Insert Value in Words> only).

II. This bank guarantee shall be valid up to <Insert Expiry Date>)

III. It is condition of our liability for payment of the guaranteed amount or any part thereof

arising under this bank guarantee that we receive a valid written claim or demand for

payment under this bank guarantee on or before <Insert Expiry Date>) failing which

our liability under the guarantee will automatically cease.


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8.4.2 Form 2: Change Control Notice (CCN) Format

Change Control Note CCN Number:

Part A: Initiation

Title:

Originator:

Sponsor:

Date of Initiation:

Details of Proposed Change

(To include reason for change and appropriate details/specifications. Identify any

attachments as A1, A2, and A3 etc.)

Authorized by : Date:

Name:

Signature:

Received by the IP

Date:

Name:

Signature:

Change Control Note

CCN Number:

Part B : Evaluation

(Identify any attachments as B1, B2, and B3 etc.)

Changes to Services, charging structure, payment profile, documentation, training, service

levels and component working arrangements and any other contractual issue.

Brief Description of Solution:

Impact:


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Deliverables:

Timetable:

Charges for Implementation:

(including a schedule of payments)

Other Relevant Information:

(including value-added and acceptance criteria)

Authorized by the

Implementation Partner Date:

Name:

Signature: